OCS Keystone Learning Center Technology VSS-DA-Other RFP060226.pdf

Oxford Community Schools

Keystone Learning Center

Video Surveillance, Door Access Control, and Other Security Request for Proposal (RFP)

June 2026

Video Surveillance, Door Access Control, and Other Security RFP

June 2026

TABLE OF CONTENTS

GENERAL TERMS AND CONDITIONS

1. General Requirements

PROJECT REQUIREMENTS AND SPECIFICATIONS

2. Video Surveillance, Door Access Control, and Other Security System Specifications Error! Bookmark not defined.

APPENDICE - A ......................................................................... ERROR! BOOKMARK NOT DEFINED.

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GENERAL TERMS AND CONDITIONS

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1. GENERAL REQUIREMENTS

1.1. INTENT

It is the intent of Oxford Community Schools (here after referred to as the “District”) to solicit proposals from qualified vendors for a Video Surveillance, Door Access and Other Security Control solution. This solution will consist of the following components:

• Video Surveillance System (VSS)

• Door Access Control System (DAC)

• Video Management System (VMS)

• Site Burglar Alarm System

• Warranty Services

• Integration Services

• Training Services (at no charge)

It is desired that the Vendors propose on all of the services requested in this Request for Proposal (RFP). Vendors may partner with another provider to supply a complete and turnkey solution. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified and a synopsis of the partner relationship as well as the party that will serve as the prime vendor/contact for the District must be detailed. The District reserves the right to proceed with the provider deemed most suitable.

1.2. PROJECT DESCRIPTION

The Oxford Community Schools Video Surveillance, Door Access Control, and Other Security RFP involves the following building now under construction:

• Keystone Learning Center - 775 W. Drahner Road, Oxford, MI 48371

The District is seeking to enter into an agreement with the selected Vendor to provide procurement and installation of video surveillance, door access control and site burglar alarm systems in the facility under construction mentioned above, in the month of August the Summer of 2026.

This RFP outlines the performance, operational, and administrative requirements the District is seeking for the required Systems. Detailed specifications for this project are included in Section 2 of the RFP.

1.3. SCHEDULE OF EVENTS

EVENT DATE

RFP issued June 2nd, 2026 Deadline for submittals of questions related to this RFP

June 10th, 2026 at 12 PM EST Contact: Matt Santala Ph: (248) 969-5020 Matt.Santala@oxfordschools.org

Deadline for proposals 2pm on June 17, 2026 Public proposal opening 2pm on June 17, 2026

775 W. Drahner Road, Oxford, MI 48371 Anticipated award date June 30, 2026 Implementation schedule August of 2026

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1.4. PROPOSAL SUBMISSION

Late proposals will not be accepted. Proposals shall be submitted as follows by the deadline indicated in section 1.3, Schedule of Events:

(1) Printed signed original

(1) Unbound printed copy

(1) Thumb drive consisting of only 2 files:

A. One single scanned PDF file of the submitted printed signed complete proposal B. Appendix A in Excel format marked with company name

Submit proposals to:

Oxford Community Schools Matt Santala, Director of Technology Technology Department 755 W. Drahner Road Oxford, MI 48371 Attention: Video Surveillance, Door Access Control, and Other Security RFP

All proposals must be in a sealed package and contain the wording “Video Surveillance, Door Access Control, and Other Security RFP” on the package. The wording “ORIGINAL” is to appear on the outside of the binder containing the original signed proposal. If a bid bond or cashier’s check is used, an original copy of the bid bond must be submitted in the binder marked “Original.”

Proposals may not be delivered via facsimile or email.

1.4.1. Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the Vendor or any employee of the Vendor and any member of the Board of Education or superintendent. The District shall not accept a Proposal that does not include this sworn and notarized disclosure statement. The Non- Familial Form must accompany your bid proposal (see Appendix A).

1.4.2. In accordance with the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012, all Vendors must execute the “Iran Linked Business Affidavit” and include it in their Proposals (see Appendix A). Said forms are included in the Vendor Response Forms. The District will not accept a Proposal that does not include this sworn and notarized disclosure statement. The form must accompany your bid proposal (see Appendix A).

1.5. INTENT TO PROPOSE

Each Vendor who intends to submit a proposal in response to this RFP should communicate its intent via email, to Matt.Santala@oxfordschools.org with the subject line “[Insert your vendor name] - Oxford Community Schools Video Surveillance, Door Access Control, and Other Security RFP - Intent to Respond.” Please refer to Section 1.7 for the contact information to address specific questions related to this RFP.

The response shall include the name of the Vendor, the name of the contact person, and that person’s email address.

1.6. VENDOR’S CONFERENCE

No pre-proposal vendor’s conference will be held for this project.

1.7. RFP CLARIFICATIONS AND ADDENDA

Please note that any addenda will be posted by the District to the bid site that housed the original RFP. Vendors are responsible for checking the site regularly to make themselves aware of any mailto:Matt.Santala@oxfordschools.org

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June 2026 new addendums. When making requests for clarification, please identify the relevant section number (e.g., section 2.3.1).

Requests for clarification shall be submitted in writing by email only to:

Matt Santala, director of Technology, Oxford Community Schools Matt.Santala@oxfordschools.org

1.8. PROPOSAL FORMAT

To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:

1.8.1. Executive Summary

The executive summary should, at a minimum, include the following:

a. Executive letter highlighting how the proposed solution achieves the objectives of the District: This letter is to be signed by an officer of the organization submitting the proposal

b. Organizational overview: A brief overview of the organization

c. Identify features of the Video Surveillance and Door Access System solution to address:

i. How the solution aligns with the requested functional requirements

ii. How the solution aligns with the requested technical requirements

iii. Any functional or technical requirements that the proposed solution cannot achieve

iv. Any assumptions and/or district resources required to complete the solution

1.8.2. Vendor Response Forms

Vendor Response Forms are supplied in this RFP (Appendix A) including the required affidavits and Bid Summary Document Form. In addition to providing information on your company and proposed solution, and other required forms, you must clearly indicate whether you take exception to any of the sections in this RFP. All Vendors MUST submit the Bid Summary Document Form, Iran Economic Sanctions Affidavit, and Non- Familiar Affidavit from Appendix A. Where applicable, an explanation to the exception(s) must be provided.

1.8.3. Project Plan

The Vendor will include in its response an overview of its project plan.

1.8.4. Project Team

Indicate the level of qualification of the staff that will be assigned to this project.

1.8.5. Product Information

The Vendor must include copies of the technical specifications/data sheets for each of the products being proposed.

1.8.6. Electronic Copy

An electronic format of the forms in Appendix A in a Microsoft Excel format MUST be included with your response. A PDF version of all other materials must also be included.

mailto:Matt.Santala@oxfordschools.org

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1.8.7. Equipment Listing (BOM)

A bill of material must be included with the bid response identifying equipment models and quantities.

1.8.8. Additional Information

Additional information may be provided at the Vendor’s discretion.

1.9. BID BONDS

Every bid shall be accompanied by either a cashier’s check on a solvent bank or by a bond executed by a surety company authorized to do business in the state of Michigan. A 5% bid bond or cashier’s check shall be required. Such check or bond shall name the District as recipient. The amount of such bid bond or cashier’s check shall be forfeited as liquidated damages, costs and expenses incurred by the District if the Vendor, after given an award as successful vendor, shall fail within thirty (30) days after the notice of such award to enter into appropriate contract with the District.

1.10. PERFORMANCE AND PAYMENT BONDS

The District MAY require the selected vendor(s) to provide a performance bond upon award of the contract. The associated cost of the performance bond is to be shown as a separate line item

– do NOT include this cost in your base bid. This bond shall be equal in amount to the total price to the District of purchased hardware, software, cabling, and services. The surety of the bond shall remain in effect for one year after all acceptance of the entire project has been executed by the District. In the event that the Vendor(s) fails to perform its obligations under any contract between the Vendor(s) and the District, the bond shall be paid to the District. The Vendor(s) further agrees to save and hold harmless the District and agents from all liability and damages of every description in connection with any subsequent contracts. Payment bonds shall be required under the following conditions: project award exceeds $50,000 and project involves construction, alteration, or repair to the buildings.

1.11. MODIFICATION OF RFP

Vendors may not modify the RFP text to affect the terms, conditions, or specifications found in this document; this is forbidden and will subject the bid response to rejection. In the event any text is modified, the original text as issued will apply. This clause does not apply to the vendor response areas of the RFP where it is expected that Vendors will enter their text.

1.12. CONFIDENTIAL INFORMATION

As a public entity, the District is subject to the Michigan Freedom of Information Act (FOIA).

Information contained in proposals may be subject to FOIA requests.

1.13. RIGHT TO REQUEST ADDITIONAL INFORMATION

The District reserves the right to request any additional information that might be deemed necessary after the completion of this document.

1.14. RIGHT OF REFUSAL

The District reserves the right to reject any or all proposals in their entirety, evaluate suggestions or exceptions, waive irregularities, or select certain equipment from various vendor proposals based on the best interests of the District. The District reserves the right to reject any or all

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June 2026 proposals for a specific section. The District reserves the right to award specific buildings to one or more vendors.

1.15. PROPOSAL PREPARATION COSTS

The Vendor is responsible for any and all costs incurred by the Vendor or his/her subcontractors in responding to this RFP .

1.16. SYSTEM DESIGN COSTS

The successful vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base bid.

1.17. PERMITS

The successful vendor shall be responsible for complying with all local, state, and federal codes applicable to this installation. This includes the electrical permit required by the state of Michigan for low voltage installations. Include all costs associated with permitting in your base bid.

1.18. PRICING ELIGIBILITY PERIOD

All vendor proposal bids are required to be offered for a term not less than 120 calendar days in duration. A claim of mistake in computation of a proposal shall not void the proposals after they are opened and accepted.

1.19. ADDITIONAL CHARGES

No additional charges, other than those listed on the price breakdown sheets, shall be made.

Prices quoted will include verification and coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup, and training.

1.20. TURNKEY SOLUTION

All prices quoted must include all the cables, connectors, etc., that will be necessary to make the system specified fully operational for the intent, function, and purposes stated herein.

1.21. FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

Oxford Community Schools is a tax-exempt entity for all purposes except if the project makes enhancements, and/or additions to real property.

1.22. PURCHASE QUANTITIES

The District reserves the right to adjust upward or downward by 25%, the quantities of items purchased without altering the unit purchase price upon award and throughout the contract period.

1.23. CONTRACT REQUIREMENTS

The District considers this RFP legally binding and will require that this RFP and the resulting vendor proposal be included as addenda to any subsequent contracts between the Vendor(s) and the District. It should be understood by the Vendor(s) that this means that the District expects the Vendor(s) to satisfy all requirements and reports listed herein. Exceptions should be explicitly noted in the vendor proposals. Lack of listing all exceptions will be considered acceptance of all of the specifications as presented in this RFP.

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1.24. SURVIVAL CLAUSE

All duties and responsibilities of any party that, either expressly or by their nature, extend into the future, shall extend beyond and survive the end of the contract term or cancellation of the Agreement.

1.25. INCORPORATION BY REFERENCE

The Vendor shall supply equipment, wiring, technology, training, and other related services adequate to accomplish the requirements as set forth in the RFP and the Vendor response to the RFP. Parties agree that where there is a conflict between terms of the Agreement and the information presented in the referenced documents, the Agreement shall take precedence. The parties also agree that where there is not a conflict between the Agreement and the information presented in the referenced documents, that all terms, conditions and offers presented in the Vendor’s proposal shall herein be referenced to the Agreement and shall be binding upon all parties to the Agreement.

1.26. RISK DURING EQUIPMENT STORAGE AND INSTALLATION

Delivery shall be made in accordance with the implementation schedule referenced as part of the Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the Vendor. During the time period where the equipment is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment and relieve the District of responsibility for all risk or loss or damage to the equipment. In addition, Vendor shall hold the District and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.

1.27. SHIPPING OF EQUIPMENT

All shipping and insurance costs to and from the site shall be included in the Vendor’s proposal.

All payments to shipping agents and for insurance fees shall be made directly by the Vendor. The District shall make no payments to any firm concerning the shipment, installation, and delivery of equipment which is not a part of the Agreement and for which exact payments are not described.

The Vendor shall be responsible for all arrangements for the shipment and receipt of equipment to the District’s prepared site. The Vendor shall provide all properly trained representatives to unpack all items of equipment and place this equipment in the proper locations. The Vendor shall also be responsible for removal of all debris and packing materials from the site resulting from the installation of the equipment.

1.28. NON-WAIVER OF AGREEMENT RIGHTS

It is the option of any party to the Agreement to grant extensions or provide flexibilities to the other party in meeting scheduled tasks or responsibilities defined in the Agreement. Under no circumstances, however, shall any parties to the Agreement forfeit or cancel any right presented in the Agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of a default. In the event that a party to the Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the Vendor by the District should in no way be interpreted as acceptance of the system or the waiver of performance requirements.

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1.29. PROJECT MANAGEMENT STAFF DESIGNATION

The Vendor understands that the successful installation, testing, and operation of the system that is the subject of this document shall be accomplished by a cooperative effort. To most effectively manage this process, the Vendor shall designate a single representative to act as project manager, who shall have the authority to act on behalf of the Vendor on all matters pertaining to the Agreement.

In the event that an employee of the Vendor is, in the opinion of the District, uncooperative, inept, incompetent, or otherwise unacceptable, the Vendor agrees to remove such person from responsibility in the project. In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy as described above. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in the Agreement.

1.30. ASSIGNMENTS

The District and the Vendor each binds themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in the Agreement.

1.31. VENDOR AS INDEPENDENT CONTRACTOR

It is expressly agreed that the Vendor is not an agent of the District but an independent contractor.

The Vendor shall not pledge or attempt to pledge the credit of District or in any other way attempt to bind the District.

1.32. INSURANCE

Workers’ Compensation Coverage: The Vendor shall procure and maintain during the life of the Agreement, Workers’ Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

Commercial General Liability Insurance: The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain during the life of the Agreement, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than one million dollars ($1,000,000) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following features: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable; (F) Per contract aggregate.

Motor Vehicle Liability: The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain during the life of the Agreement, Motor Vehicle Liability Insurance, including applicable No-fault coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles and all hired vehicles.

Additional Insured: The following shall be named Additional Insureds: Oxford Community Schools, and including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and their board members, employees, and volunteers.

This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insured, whether other available coverage be primary, contributing or excess.

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Notice of Cancellation or Change: Workers’ Compensation Insurance, Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to: Oxford Community Schools, 775 W. Drahner Road, Oxford, MI 48371.

Proof of Insurance Coverage: The Vendor shall provide the District at the time the contracts are returned for execution, Certificates of Insurance and/or policies, acceptable to the District, as listed below:

a. Two (2) copies of Certificate of Insurance for Worker’s Compensation Insurance;

b. Two (2) copies of Certificate of Insurance for Commercial General Liability

Insurance;

c. Two (2) copies of Certificate of Insurance for Vehicle Liability Insurance;

d. Original Policy, or binder pending issuance of policy, for Owners Contractors

Protective Liability Insurance;

e. If so requested, certified copies of all policies shall be furnished.

Continuation of Coverage: If any of the above coverage expires during the term of the Agreement, the Vendor shall deliver renewal certificates and/or policies to Oxford Community Schools at least ten (10) days prior to the expiration date.

Failure to comply: Failure to comply with the insurance requirements contained in the Agreement shall constitute a material violation and breach of contract and may result in termination of the Agreement.

1.33. WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The District has presented detailed technical specifications of the particular purpose for which the network and technology is intended. The District has provided detailed descriptions and criteria of how the system can be defined to accomplish particular purpose. The District has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about the District’s particular purpose, the Vendor, at the time the Agreement is in force has reason and opportunity to know (1) the particular purpose for which products are required, and (2) that the District is relying on the Vendor’s experience and knowledge of these products to provide those that are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purposes for which it is intended as described in this document.

1.34. WARRANTY

Per specifications.

1.35. FINAL ACCEPTANCE OF THE SYSTEM

The system proposed shall be defined to be finally accepted by the District after all components of this RFP and all approved change orders has been completely installed plus the items identified in Section 2. The District or District’s Representative shall be the sole judge of whether all conditions for final acceptance criteria have been met.

1.36. STANDARD FORMS AND CONTRACTS

Any forms and contracts the Vendor(s) proposes to include as part of any agreement resulting from this bid between the Vendor(s) and the District must be submitted as part of the proposal.

Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion

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June 2026 may be rejected. This requirement includes, but is not limited to, the following types of forms:

subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

1.37. NON-COLLUSION COVENANT

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of the Agreement. The Vendor certifies that their proposal is made without any previous understanding, agreement or connection with any person, firm, or corporation making a proposal for the same services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

1.38. ADVERTISEMENT

The laws of the state of Michigan, District purchasing policies, and legal advertisement for contractors and purchases are made a part of any agreement entered into in the same respect as if specifically set forth in that agreement.

1.39. MANUFACTURER

The name of a model, manufacturer or brand in this RFP shall not be considered as exclusive of other brands. Brands and models specified in this RFP are strongly preferred. The District expects all supplies, materials, equipment or products bid by a Vendor to meet or exceed the Specifications set forth in this RFP. Further, it is the District’s intent that this RFP permit competition. Accordingly, the use of any patent, proprietary name or manufacturer’s name is for demonstrative purposes only and is not intended to curtail competition. Whenever any supplies, material, equipment or products requested in this RFP are specified by patent, proprietary name or by the name of the manufacturer, unless stated differently, such specification shall be considered as if followed by the words “or comparable equivalent,” whether or not such words appear. The District in its sole and absolute discretion, shall have the right to determine if the proposed equivalent products/brands submitted by the Vendor meet the Specifications contained in this RFP and possess equivalent and/or better qualities. It is the Vendor’s responsibility to notify the District in writing if any Specifications or suggested comparable equivalent products/brands require clarification by the District prior to the Due Date for Proposals. Any and all deviations from Specifications must be noted on the Proposal Form.

1.40. SELECTION CRITERION

The selected vendor must be a well-established, financially stable firm committed to technology in K-12, will have a commitment to attracting and retaining an excellent staff of technical and product support personnel, and will have a proven track record of support from installation planning through implementation and ongoing use.

The Vendors will be evaluated based on the following selection criteria:

1.40.1. Compliance to Specifications

a. Technical requirements

i. Compliance to mandatory specifications

ii. Ability to achieve nonmandatory requirements

iii. Vendor interview and solution demonstration if required

b. Proposal requirements

i. Implementation support

ii. Operations support

iii. Experience

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iv. Cost

1.41. SPECIAL NOTES

Failure to include in the proposal all information outlined above may be cause for rejection of the proposal.

The District reserves the right to accept the Vendor’s replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing.

1.42. CRIMINAL BACKGROUND SCREENING

The District is committed to assuring a safe environment for students, employees and District visitors. Accordingly, the District requires criminal background certification compliance from vendors and sub-vendors who perform work at any District facility. Each Vendor / sub-vendor shall certify that all legally required criminal history and criminal record checks, electronic finger print scans (Michigan and FBI), and/or any other background check requirements are conducted in accordance with applicable provisions within Sections 380.1230, 380.1230a-h, 380.1236a of the Michigan Revised School Code, and all other applicable federal and state laws concerning background checks. These results must be sent directly to the District. Additionally, vendor must certify that no owner, employee, agent, representative, Vendor and/or other personnel of the Vendor will be on any District premises if they are a registered criminal sexual offender under the Sex Offenders Registration Act, Public Act 295 of 1994, or have been convicted of “Listed Offense” as defined under Section 722 of the Sex Offenders Registration Act, MCL 28.722.

Vendor shall also require employees, if and as applicable, to comply with the reporting requirements of Section 1230d of the Revised School Code, and shall promptly forward any information so obtained to the Client.

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PROJECT REQUIREMENTS AND SPECIFICATIONS

TECHNICAL SCOPE OF WORK & SPECIFICATIONS

1. PROJECT OVERVIEW & STRATEGIC INTENT

Oxford Community Schools, MI is seeking competitive proposals from qualified security integrators to design, furnish, configure, and commission a fully integrated security, access control, intrusion detection, and third-party software interface ecosystem at the New Drahner Building, designated as the Keystone Learning Center.

• Facility Population: This facility houses the district's Autism Spectrum Disorder (ASD) Center program. It requires a purpose-built technology environment reflecting an elevated duty of care, behavioral safety protocols, and operational workflows unique to this population.

• Project Scope: The engagement encompasses video surveillance (including specialized seclusion room monitoring), IP-based audio and synchronized timing, multi-credential access control, an integrated intrusion detection system, and real-time API integration with existing district software platforms.

• Project Timeline & Critical Deadline: All installation, programming, integration testing, training, and closeout documentation must be 100% complete and turned over to the District no later than August 14th, 2026. Proposers must confirm they have the labor capacity to meet this absolute deadline prior to submitting a bid.

• Phasing, Standardization, & District Blueprint: This project is designated as Phase 1 of a district-wide technology standardization initiative. The technical architecture established in this Request for Proposal (RFP) will serve as the standardized blueprint for all subsequent campus upgrades and multi-site expansion across Oxford Community Schools.

1.1 The "Single Pane of Glass" Mandate (Axis VMS Architecture) The District utilizes Axis-brand IP cameras and the Axis Video Management System (Axis Camera Station Pro / Secure Entry) platform as its core software baseline. The foremost requirement of this RFP is to expand this footprint into a true, native Single Pane of Glass interface that centralizes the daily management, monitoring, reporting, and administration of all security subsystems into a single console.

To permanently eliminate the operational issues caused by siloed third-party hardware (such as legacy intercoms/phones that fail to communicate with access control software), all proposed network video intercoms and access control door controllers must be native Axis-brand hardware platforms. Subsystems to be unified directly within the Axis VMS software client include:

• Video Surveillance & Forensic Search

• Access Control & Door Event Logs (Axis Secure Entry)

• Intrusion Detection / Burglar Alarm Status

• Visitor Management & Integrated Video Intercoms

• IP Audio Paging & Bell Schedules

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2. INFRASTRUCTURE COORDINATION

Oxford Community Schools, MI has separately procured CAT6 plenum-rated cabling, network racks, and Power over Ethernet (PoE) switching. The awarded Integrator must coordinate with the other contractors (if needed) and District Information Technology staff to perform:

• Device Mounting: Final physical mounting of all network-connected security devices.

• Termination: Termination of patch cords at the device end, adhering to existing district labeling and termination standards.

• Network Configuration: Full network configuration, IP address assignment, and system programming for all security devices.

• IP Planning: Participation in a mandatory pre-installation IP planning meeting. The

Integrator must submit a complete IP address and device inventory spreadsheet for District review and approval prior to commissioning. All subsequent changes must pass through a defined change control process.

3. TECHNICAL SUBSYSTEM REQUIREMENTS

3.1 Video Surveillance & Management

The video surveillance strategy is designed to maximize situational awareness across three defined coverage zones. Proposers must calculate their exact camera counts based on the mandatory configuration rules below and the official floor plan layout map provided here: Building Map Link

Zone 1: Building Exterior Perimeter (The Four Corners) o The four (4) exterior corners of the building envelope must be equipped with multi-sensor (Quad) adjustable directional cameras or ultra-wide-angle panoramic cameras.

o Perimeter layouts must be designed with overlapping fields of view to ensure a seamless, continuous handoff of targets moving along the building exterior, with zero blind spots.

o Cameras must feature high-performance Wide Dynamic Range (WDR/HDR) technology to compensate for extreme glare, backlight, and variable outdoor lighting conditions.

• Zone 2: Interior Corridors & Specialty Areas o The Long Classroom Hallway: Must be covered using overlapping, bi-directional fixed dome cameras placed at opposite ends of the corridor looking back toward each other. This ensures a dual-angle audit trail, facial capture from both directions of travel, and eliminates the blind spot directly underneath a single camera chassis.

o The Main/Server Hallway Junction: One (1) 4-sensor multi-directional (Quad) camera must be positioned at the main hallway intersection. The four independent lenses must be specifically aimed to monitor:

1. The main vertical hallway corridor.

2. The exterior frame of the Server/MDF room door (capturing a complete visual audit trail of entry/exit without requiring a camera inside the IT room).

3. The thresholds/entrances of the multi-stall bathrooms.

4. The transition point leading into the horizontal classroom corridor.

https://drive.google.com/file/d/1TemoZqBpNOQCbmNW99tEuE3cJwo2XO3p/view?usp=sharing https://drive.google.com/file/d/1TemoZqBpNOQCbmNW99tEuE3cJwo2XO3p/view?usp=sharing

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• Zone 3: Seclusion Room Safety Monitoring o Mission-critical monitoring of two (2) dedicated $10'\times10'$ seclusion rooms.

o Provide one (1) specialty corner-mount camera per room featuring a ligature-resistant, vandal-resistant, flush-mounted design with no exposed hardware.

o Must provide floor-to-ceiling, wall-to-wall coverage with zero blind spots and resolution sufficient to clearly identify student body position without digital zoom.

o Mobile iPad Software Interface: Configure the platform's mobile server functionality. The District will provide the iPad hardware tablet, and the Integrator is responsible for provisioning the software client, licensing, and configuring a dedicated, one-touch split-view layout displaying live feeds of both seclusion rooms simultaneously for hallway staff.

• High-Detail Aimed Entry Point o Main Entry Vestibule: Provide one (1) HDR-enabled fixed dome camera capturing a clear, eye-level facial view of every individual entering, calibrated to compensate for extreme glass entryway glare.

3.2 Unified Visitor Management (Axis Network Intercom)

• Provide and install one (1) Axis Network Video Intercom on the exterior wall of the front entrance door.

• To guarantee a completely unified system and prevent cross-platform communication failures, this device must run natively within the Axis Camera Station environment via VAPIX protocol integration.

• Pressing the intercom call button must trigger an immediate, synchronous video pop-up and two-way audio request directly within the Axis Camera Station Pro client interface on designated administrative workstations. No standalone parallel master stations are permitted.

• Administrative staff must be able to remotely unlock the front door strike directly from the active intercom window within the unified Axis VMS interface.

3.3 Access Control & Entry Management

The access control system must encompass exactly five (5) secured openings managed natively via Axis Network Door Controllers inside the Axis Camera Station Secure Entry environment. All openings must utilize mobile-ready smart card readers supporting physical proximity cards and smartphone credentials.

• Controlled Openings & Locking Hardware Configuration:

1. Front Exterior Entrance (Double Doors): Badge reader access controlling a heavy-duty electric door strike on the active leaf. The inactive leaf remains manually locked via mechanical flush bolts.

2. Rear Exterior Entrance (Double Doors): Badge reader access controlling a heavy-duty electric door strike on the active leaf.

3. Side Exterior Entrance (Single Door - Student Anti-Elopement Setup):

Badge reader access controlling one (1) electrified delayed egress crash bar, configured to adhere to educational occupancy codes while preventing unmonitored student elopement.

Forced Open / Elopement Protection: This door must be fitted with a heavy-duty, hardwired Door Position Switch (DPS) magnetic sensor. If the

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June 2026 door is opened from the inside or forced from the outside without a valid authorized badge swipe passing through the Axis door controller first, the system must immediately register a "Door Breached / Forced Open" critical event. This event must instantly trigger a high-priority video popup on administrative screens and broadcast an automated audio alert over the paging system.

4. Vestibule Inner Door (Single Door): Secondary badge reader access controlling a heavy-duty electric door strike to grant entry from the secure vestibule into the main facility.

5. Classroom Corridor Doors (Double Doors): Badge reader access controlling a heavy-duty electric door strike on the active leaf.

• Power-Fail & Fire Alarm Safety Configuration: All four (4) interior and exterior door strikes must be wired in a fail-safe configuration, meaning they automatically unlock/unlatching from the outside upon a loss of power to allow unrestricted emergency entry. The Integrator is solely responsible for running low-voltage control lines from the access control panel to an existing, dedicated fire alarm interface relay (provided by others) to ensure immediate, hardware-level fail-safe release upon any fire alarm activation.

3.4 IP Audio, Paging, & Synchronized Timing

The District utilizes an IP-based audio ecosystem managed via the Axis platform to handle bells, clocks, and paging.

• Classroom Display Speakers: Ten (10) AXIS C1710 Network Display Speakers (one per classroom), flush-mounted to the wall.

o Must support Network Time Protocol (NTP) synchronization for a self-correcting digital clock display.

o Must support IP paging for daily announcements, bell schedules, and live or pre-recorded voice instructions.

o Must support event-triggered audio playback initiated automatically by the Axis security platform in response to security events or operator commands.

• Common Area Paging: Six (6) network public address speakers distributed throughout hallways, the cafeteria, and non-classroom zones. Proposers must submit placement plans demonstrating code-compliant speech intelligibility standards. All speakers must be reachable as direct audio endpoints within the unified platform.

3.5 Intrusion Detection System (IDS / Burglar Alarm)

Provide and install a commercial-grade commercial intrusion detection system fully integrated with the Axis platform.

• Keypad & Control Location: Provide one (1) master arming/disarming alphanumeric keypad located inside the secure front vestibule.

• Master Deactivation Scan (Badge Integration): The system must support card-swipe disarming. Presenting an authorized staff badge at the front entrance Axis reader must automatically disarm/shunt the intrusion system alongside unlocking the physical door strike.

• Motion Sensors: High-performance PIR motion sensors must be distributed exclusively throughout the interior hallways after passing through the secure inner vestibule door. No

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June 2026 motion sensors shall be placed inside the front entrance or vestibule zone, ensuring visitors or parents entering the vestibule during daytime hours do not trigger false alarms.

4. SYSTEM INTEGRATION & THIRD-PARTY INTERFACES

4.1 Existing District Camera Absorption

Because the baseline platform is native Axis Camera Station Pro, it must fully recognize, absorb, and manage existing Axis-brand cameras deployed elsewhere across Oxford Community Schools, MI facilities without loss of function or feature parity. Proposers must identify firmware requirements and provide any necessary software gateways, licenses, or configuration matrices to ensure seamless multi-site expansion.

4.2 Raptor Alert Software Integration

Integrate the Axis platform's event server with the District's Raptor Alert Software via a verified API or SDK to enable:

• Real-time push notifications of security events (Lockdown, All-Clear, Drill activations).

• Automated camera view recalls on designated workstations upon event initiation.

• Automated, synchronized emergency audio announcements through classroom AXIS

C1710 speakers and common area speakers.

• Pre-Commissioning Requirement: Submit mapping tables of Raptor event codes to camera presets and audio messages for District review prior to deployment.

5. EXECUTION, PROJECT SCHEDULE, COMMISSIONING, TRAINING, &

WARRANTY

5.1 Project Schedule & Completion Deadline

Time is of the essence for this deployment to ensure facility readiness for the upcoming school year. The hard deadline for substantial completion, final programming, and final District acceptance is August 14th, 2026. * As part of their proposal submittal, the Integrator must provide a detailed, week-by-week Gantt chart or project schedule demonstrating how they will achieve total system cutover, testing, and training by this date.

• This timeline must account for coordination meetings with the E-Rate network contractor and District IT.

5.2 Device Naming & Configuration

All devices must be named according to the Oxford Community Schools, MI naming convention;

no generic or factory default names are permitted at final acceptance. All views, mobile shortcuts, grid layouts, and automated action rules must be fully programmed and reviewed with the District prior to staff training.

5.3 Commissioning & Acceptance Testing

Prior to final sign-off, the Integrator must conduct a structured, collaborative end-to-end integration test in the presence of District representatives. Testing must actively simulate:

1. Raptor Alert Events: Validate that active lockdown triggers automate camera grid changes and push synchronized audio alerts.

2. Side-Door Breaches: Validate that opening the side door without a badge immediately forces a flashing video popup and hallway paging alert.

3. Front Vestibule Calls: Validate that pressing the intercom call box rings the administrative client and allows one-touch remote door releasing.

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June 2026

An official Integration Validation Report documenting successful completion of all test vectors must be delivered at closeout.

5.4 Training Requirements

Provide comprehensive, on-site, role-appropriate training utilizing printed or digital quick-reference guides:

1. Administrative Staff (Minimum 4 Hours): Live/recorded video viewing, operating the iPad software interface for seclusion room split-view monitoring, responding to visitor intercom calls/door releases directly within the Axis interface, and arming/disarming the intrusion system.

2. IT & Security Staff (Minimum 4 Hours): System administration, user permissions, camera health monitoring, managing API-based Raptor Alert subscriptions, access control programming/credential enrollment within Axis Secure Entry, and a technical migration briefing on onboarding future facilities to this baseline.

5.5 Warranty & Closeout Documentation

• Baseline Warranties (Included in Base Bid):

o One (1) year labor warranty covering installation defects and reprogramming.

o Five (5) year manufacturer warranty on all Axis camera and audio hardware.

o Five (5) year manufacturer warranty on all access control hardware.

• As-Built Deliverables: Complete closeout package delivered to the District including updated floor plans (with exact camera fields-of-view, device locations, and low-voltage cable pathways), finalized IP address inventories, access control door schedules, platform license registration records, manufacturer warranty confirmations, and the Integration Validation Report.

6. EVALUATION CRITERIA

Proposals will be evaluated based on a blended Pass/Fail and Scored matrix across the following vectors:

1. Axis Unified Ecosystem Adherence (Pass/Fail Threshold): To prevent cross-platform integration failures and ensure a true Single Pane of Glass, proposed video intercoms and door control hardware must be native Axis components natively managed via Axis Camera Station Pro / Secure Entry. Third-party middleware or alternative software platforms will result in immediate disqualification. Higher points will be awarded for deeply native ecosystem alignments.

2. Technical Design & Coverage Completeness: Evaluated on the technical defensibility of the camera design, WDR/HDR selections, multi-sensor geometric justifications, and the overlapping bi-directional layout of the long classroom hallway.

3. Integration Depth & Raptor Alert Compatibility: Evaluated on the proven, documented reliability of the proposed API/SDK integration pathway and mapping tables.

4. District-Wide Scalability & Legacy Interoperability: Evaluated on the clarity and cost-effectiveness of the Phase 2 multi-site migration path and native absorption of existing district Axis cameras.

5. Access Control, IDS, & Elopement Safety Configuration: Evaluated on adherence to E-Rate coordination standards, fail-safe power drop wiring plans, intrusion badge-swipe

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June 2026 disarm logic, and the programming execution of the side-door forced alarm / DPS event rule.

7. PROPOSER SUBMITTAL QUESTIONS

Bidders must provide direct, detailed responses to each of the following prompts within their proposal packages:

Platform Architecture & User Experience

1. Confirm that the proposed video management, access control, and visitor intercom software architecture is built natively upon Axis Camera Station Pro and Axis Camera Station Secure Entry. Provide a written narrative detailing how this configuration eliminates the need for parallel management consoles or disconnected third-party telephone/intercom links.

2. Describe in precise, step-by-step operational terms how an operator at the Keystone Learning Center will simultaneously monitor live video, receive an incoming front door Axis intercom call, respond to an unauthorized side door forced-open alarm, and trigger a remote door release from within the same interface.

3. Detail your firm's documented deployment experience with the Axis Camera Station Pro platform and Axis edge-based network door controllers within K-12 institutional environments.

Camera Layout & Field of View Design

1. Provide your recommended camera count broken down by zone, supported by a written coverage narrative and a scaled floor plan overlay detailing camera locations, lens selections, fields of view, and multi-sensor configurations adhering to the Four-Corner, Corridor Quad, and Bi-directional hallway mandates.

2. Provide the specific camera model proposed for the two $10'\times10'$ seclusion rooms.

Provide mounting height and lens calculations proving complete floor-to-ceiling and wall-to-wall coverage without digital zoom, and confirm the unit is flush-mounted, vandal-resistant, and ligature-resistant.

3. Confirm that your software engineering team will configure the mobile server and license the client on the District-provided iPad to display the required real-time split-view of the seclusion rooms.

4. Identify where HDR/WDR technology is specified across Zone 1 (Exterior) and the Vestibule entry, providing a localized rationale based on lighting challenges.

Visitor Management & Access Control Integration

1. Identify the specific model of Axis Network Video Intercom specified for the front entrance.

Detail the VAPIX integration rules that will be programmed to automate workstation alerts and audio links when the call button is pressed.

2. Confirm that the access control design accommodates exactly five (5) readers and openings, utilizing native Axis Network Door Controllers, four (4) electric strikes, and one

(1) delayed egress crash bar detailed in the technical scope.

3. Detail your technical approach for the side-door forced alarm configuration.

Specify the hardware model for the Door Position Switch (DPS) and outline the specific Action Rules that will be programmed in Axis Camera Station to trigger administrative

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June 2026 video popups and automated hallway speaker alerts if the door is opened without an authorized…