Q&A Addendum #3.pdf

RFP 57-625 IT Security Cameras VENDOR:

Elizabeth City State University

1704 Weeksville Road Elizabeth City, North Carolina

27909

ADDENDUM # 3

Request for Proposal 57-625

IT Security Cameras Q&A Addendum

Commodity: 461716 – Surveillance and detection equipment

Using Agency Name: Elizabeth City State University

Date: March 27, 2026

The following are answers for the written questions that were submitted on or before the deadline of 5:00 pm on March 25, 2025.

A signed copy of this addendum must be returned with your bid package. Failure to submit a signed copy of this addendum will result in rejection of your bid.

Company Signature Date

1. Q. Camera Quantity: The RFP states “unlimited expansion” and “reuse existing where feasible” but provides no target quantity. Walkthrough indicated an optimized target of approximately 120–140 new exterior cameras.

A. The target is approximately 250, but the vendor is responsible for evaluating and determining the design.

2. Q. Bidirectional LPR at All 6 Gates: The RFP mentions analytics but does not reference LPR.

Walkthrough requested full bidirectional License Plate Recognition (capturing both inbound “coming” and outbound “going” traffic) at all six campus gates, with real-time alerts and timestamp logging.

A. Yes, this must be applied to all gates.

3. Q. Audio Capability on Every Camera: The RFP is video-only. Walkthrough requested audio (live listening + synchronized recording) on every camera, including built-in mics where possible or external weatherproof microphones on poles.

A. Every camera should be equipped with live audio monitoring and synchronized recording capabilities.

4. Q. Pole-Mounted Cameras and 120V Power Delivery The RFP does not mention poles or power infrastructure. Walkthrough identified the need for 20–30 ft galvanized poles (including at Roebuck Stadium) with dedicated 120V power runs, grounding, surge protection, and stamped electrical/structural engineering.

A. Yes.

5. Q. 5 Off-Campus Buildings: The RFP states “campus-wide” but does not list any off-campus locations. Walkthrough specified full exterior camera coverage at 5 off-campus university buildings, including direct green-jacketed Cat6/fiber runs back to the central termination points.

A. There are four off-campus buildings, all connected to the campus network via fiber. Green-jacketed Cat6 cable is required from each camera to the building's network closet. Existing cables may stay, but green patch cables must be supplied.

6. Q. Emergency Blue-Light Stations: The RFP does not mention emergency stations. Walkthrough requested dedicated cameras at every emergency blue-light station/tower, with event-triggered recording and alerts.

A. Yes.

7. Q. Cabling Standards and Topology: The RFP does not specify cabling type or topology.

Walkthrough required green-jacketed Cat6 and fiber optic backbone in strict star topology with no daisy-chaining.

A. All new cable installations must use Green Cat 6. Existing cabling may remain in place; however, green patch cables are required. Fiber optic connections should only be installed to the light poles, as all other fiber optic infrastructure will be provided by ECSU.

8. Q. Termination Points: The RFP mentions centralized management but does not name specific locations. Walkthrough specified direct termination at the Welcome Center data center, Thomas- Jenkins Police Center, and Griffin Hall.

A. Cable termination will occur at each building's network closet. ECSU will route the network to the recording servers. Thomas-Jenkins and Griffin Hall will use the Xprotect client app for access.

9. Q. Griffin Hall Joint Operations Center (JOC) Build-Out: The RFP does not mention any physical command center. Walkthrough requested a full Joint Operations Center build-out in Griffin Hall (primary monitoring hub) plus a secondary/additional command center, including video wall, workstations, network/power termination, and Milestone Smart Client setup.

A. The inclusion of a video wall will be an optional addition to this RFP, which may also encompass power requirements for the video wall. ECSU will be responsible for providing workstations, network infrastructure, and the Milestone Smart Client setup.

10. Q. Secure Police Station Feed Access: The RFP does not mention police integration. Walkthrough requested secure remote access for the Thomas-Jenkins Police Center to pull live and recorded feeds via Milestone Web Client / VPN / guest accounts with role-based permissions.

A. The inclusion of a video wall will be an optional addition to this RFP, which may also encompass power requirements for the video wall. ECSU will be responsible for providing workstations, network infrastructure, and the Milestone Smart Client setup.

11. Q. Retention Period: The RFP allows configurable retention but sets no minimum. Walkthrough requested 180-day (six months) retention on all cameras, using motion-based + event-triggered recording.

A. ECSU will be responsible for configuration of the recording servers for retention.

12. Q. Existing Servers: The RFP implies bidder may supply recording servers. Walkthrough confirmed servers already exist in the Welcome Center data center and will be reused (bidder to configure Milestone Expert, licensing, and storage only).

A. Existing Servers will be used and bidder must provide Xprotect licensing. ECSU will be responsible for the storage.

13. Q. Cybersecurity Requirements: The RFP mentions basic encryption and audit logs but does not address advanced cybersecurity. Walkthrough requested zero-trust architecture, FIPS 140-2 mode, network segmentation, 24/7 anomaly detection, and a full breach/incident response playbook.

A. ECSU will be responsible for the Cybersecurity of the network.

14. Q. Facial Recognition: The RFP mentions “video analytics (native or third-party)” but does not specify facial recognition. Walkthrough discussed the option of adding facial recognition as an optional enhancement for watchlist alerts.

A. This should be listed as an optional enhancement.

15. Q. Existing Camera Inventory: Please provide a complete inventory of all existing cameras, including manufacturer, model numbers, resolutions, encoding format (H.264/H.265), and ONVIF compliance status. Additionally, identify which cameras are expected to be reused versus replaced.

A. This information will be given to the selected vendor.

16. Q. Camera Quantities and Deployment Scope: Please confirm the total number of cameras anticipated for the system, including existing cameras to remain, existing cameras to be replaced, and new cameras to be added. If exact quantities are not available, please provide a planning estimate for system sizing.

A. The target is approximately 250, but the vendor is responsible for evaluating and determining the design.

17. Q. Camera Locations and Coverage Expectations: Please confirm whether the intent is to maintain existing camera coverage only or expand coverage to additional areas. If expansion is required, please provide design criteria or priority areas such as entrances, parking areas, dormitories, or perimeter.

A. Vendor is responsible for evaluating and determining the design.

18.

Q. Video Retention Requirements: Please define required video retention periods, including standard retention duration in days, any cameras requiring extended retention, and required recording quality such as resolution, FPS, and bitrate assumptions.

A. ECSU will be responsible for configuration of the recording servers for retention.

19. Q. Storage Architecture Requirements: Please clarify the preferred storage architecture, including local server storage (DAS), network storage (NAS or SAN), or hybrid/cloud-based storage. Also confirm any redundancy requirements such as RAID level or failover storage.

A. ECSU will be responsible for configuration of the recording servers for retention.

20. Q. Network Infrastructure Responsibilities: Please confirm whether the owner will provide all network infrastructure, including switching, VLAN configuration, bandwidth capacity, and backbone cabling. If not, please define the extent of contractor

A. ECSU will be responsible for the network infrastructure, switching, and VLAN configuration. Vendor is responsible for all new cable cat6 and fiber.

21. Q. Access Control System Integration: Please identify the existing access control system(s) to be integrated with the VMS, including manufacturer and version, and clarify the expected level of integration.

A. LenelS2 – level of integration TBD

22. Q. Intrusion / Alarm System Integration: Please identify any intrusion detection or alarm systems requiring integration and define the expected level of integration.

A. None.

23. Q. Video Analytics Requirements: Please define required video analytics use cases. If no specific analytics are required at this time, please confirm that analytics pricing may be provided as optional.

A. This can be provided as optional.

24. Q. Milestone Licensing Structure: Please confirm whether the University has any existing Milestone licenses that will be reused, or if all licensing is to be provided as part of this project.

A. ECSU has 292 Device Licenses. Because this project has multiple phases, we ask for all cameras to include a license for this phase.

25. Q. Server Infrastructure Requirements: Please confirm whether VMS servers are to be physical or virtualized. If virtualized, please provide hypervisor platform and resource constraints.

A. ECSU will be responsible for the Server infrastructure.

26.

Q. Failover and Redundancy Requirements: Please clarify expectations for system redundancy, including failover recording servers, management server redundancy, and storage failover requirements.

A. ECSU will be responsible for the Server infrastructure.

27. Q. User Count and Client Licensing: Please provide estimated number of system users, including concurrent users and client types.

A. Milestone only needs Device Licenses; User Count or Client licenses aren't required.

28. Q. Remote Access Requirements: Please confirm requirements for remote access, including VPN requirements or direct secure access, and any cybersecurity or compliance requirements.

A. ECSU will be responsible for the Cybersecurity of the network. Client access will be given by ECSU via Xprotect client app.

29. Q. Cybersecurity Requirements: Please provide any required cybersecurity standards or policies, including encryption, password policies, and network segmentation requirements.

A. ECSU will be responsible for the Cybersecurity of the network.

30. Q. Installation Responsibilities: Please clarify installation scope including cable pathways, conduit requirements, power availability at camera locations, and work hour restrictions.

A. All new cable installations must use Green Cat 6. Existing cabling may remain in place; however, green patch cables are required. Fiber optic connections should only be installed to the light poles, as all other fiber optic infrastructure will be provided by ECSU. There are no work hour restrictions except in Dorm halls. Power will be provided by network switches except for 5 way or above camera types.

31. Q. Phasing Requirements: Please confirm whether the project is to be executed in phases and provide any required phasing plan or priority buildings.

A. The project will be completed in phases, and the phasing plan will be developed with the selected vendor.

32. Q. Training Requirements: Please clarify training expectations including number of administrators and end users, delivery method, and duration.

A. Training Requirements will be for 5 administrators, 20 end users, and can be in person or remote.

33. Q. Acceptance Criteria Clarification: Please confirm whether a formal commissioning plan or acceptance test procedure will be required and provide details if available.

A. This will be discussed with the selected vendor.

34. Q. Warranty and Support Expectations: Please clarify required warranty period and service level expectations including response times and support structure.

A. Provided warranty has an option and SLA will be discussed with the selected vendor

35. Q. Construction Drawings and Floor Plans Please confirm that the building floor plans provided in Addendum #1 represent the complete and current set of facilities included in this project.

A. Yes.

36. Q. Demolition / Future Buildings Addendum #1 notes that certain buildings are scheduled for demolition. Please confirm whether these buildings should be excluded from scope and pricing.

A. Yes, the buildings are excluded from the scope and pricing.

37. Q. Doing layouts with the Subs and reviewing of the answered questions, is it possible to extend the Bid Date?

A. No.

38. Q. RFP Section 5.1, Page 14: Please define the full scope of Phase 1, including all buildings, areas, and locations to be covered.

A. Phase one will cover all buildings exterior cameras. Light poles will be in a later phase. The Chancellor’s residence.

39. Q. RFP Section 2.4, Page 6: Please confirm the expected timeline for Phase 1, including any milestones associated with funding deadlines.

A. Phasing plan will be developed with the selected vendor.

40 Q. RFP Section 5.1, Page 14: Please confirm whether the Chancellor’s residence is included in the Phase 1 project scope.

A. No this will not be part of the Phase 1 project.

41. Q. RFP Section 5.1, Page 14: Please confirm whether the Airport Hub in Currituck is included in the Phase 1 project scope.

A. No these will not be part of this project.

42. Q. RFP Section 5.1, Page 14: Please confirm whether this project includes exterior cameras only, or both interior and exterior cameras.

A. The bid will be for exterior cameras but will have 3-year term that will include the interior cameras.:

43. Q. RFP Section 1.0, Page 5: Please clarify whether the system design is intended to support continuous tracking of individuals across campus and define any associated performance expectations.

A. Yes, this system should be able to track someone from the time the step on campus until they leave.

Camera should be of high quality no less than 1080p.

44. Q. RFP Section 5.3, Page 16: Please define any required coverage standards, for example is it by DORI standards – detect, recognize, identify? This will determine the type of camera that will be quoted. Is remote adjustability needed, 2k, 4k? There is so much to consider here that will affect the outcome of the solution that we recommend a camera demo (can be conducted online) prior to finalizing objectives.

A. Each camera should meet DORI standards, such as the Axis P and Q series. Some cameras should feature PTZ with multiple lenses. A demo can be conducted by the awarded vendor.

45. Q. RFP Section 5.3, Page 16: Please confirm whether coverage is required at all building entrances, i.e. dorms and administrative and academic buildings. It was mentioned on the site walk that all dorms will require cameras at entrances.

A. Yes, except Viking Den (Dining Hall) and New Residence Hall.

46. Q. RFP Section 5.2, Page 15: Please confirm whether audio capability is required on all cameras.

A. Every camera should be equipped with live audio monitoring and synchronized recording capabilities.

47. Q. RFP Section 5.3, Page 16: Please confirm whether the New Residence Hall should be used as the standard for camera mounting heights and installation approach. Please provide floor plans that include IDF/MDF locations for determination of camera location pathways.

A. Yes, it can be used as a standard. IDF/MDF will be provided to the awarded vendor.

48. Q. RFP Section 5.2, Page 15: Please provide any standards or expectations for camera types (e.g., fixed, multi-sensor, PTZ).

A. This will be up to the vendor, but we prefer multi lens camera to save on the milestone licenses.

49. Q. RFP Section 5.1, Page 14: Please confirm whether cameras mounted on blue light/emergency poles are included in Phase 1.

A. No, Not for Phase 1.

50. Q. RFP Section 5.1, Page 14: Please confirm whether all blue light pole locations are to be included in Phase 1.

A. No, Not for Phase 1.

51. Q. RFP Section 5.3, Page 16: Please provide a list and/or diagram of all pole locations (including blue light and utility poles) included in Phase 1.

A. Please visit the campus and final drawing will be provided to awarded vendor.

52. Q. RFP Section 5.3, Page 16: Please confirm whether the vendor is responsible for pole installation and/or modification.

A. Yes, vendor is responsible with ECSU overseeing.

53. Q. RFP Section 5.3, Page 16: Please confirm whether the vendor is responsible for trenching, boring, conduit pathways, and associated civil work.

A. Yes, vendor is responsible with ECSU overseeing.

54. Q. RFP Section 5.3, Page 16: Please confirm whether the vendor is responsible for providing electrical service to camera and pole locations.

A. Yes, vendor is responsible with ECSU overseeing.

55. Q. RFP Section 5.3, Page 16: Please provide pole ownership details (e.g., university vs. utility provider) and any associated restrictions.

A. ECSU owns all the pole and will oversee all activities.

56. Q. RFP Section 5.1, Page 14: Please clarify ownership and requirements specific to stadium poles.

A. ECSU owns all the pole and will oversee all activities.

57. Q. RFP Section 5.3, Page 16: Please confirm availability of existing power infrastructure at proposed camera locations.

A. Power ranges from 200 to 270 most poles will need a step down.

58. Q. RFP Section 5.3, Page 16: Please confirm availability of existing network infrastructure at proposed camera locations.

In the absence of building plans, please confirm IDF/MDF locations by floor for the buildings included in Phase 1.

A. All new cable installations must use Green Cat 6. Existing cabling may remain in place; however, green patch cables are required. Fiber optic connections should only be installed to the light poles, as all other fiber optic infrastructure will be provided by ECSU.

This will be provided for the awarded vendor.

59. Q. RFP Section 5.3, Page 16: Please clarify responsibility for providing power to camera locations.

A. Power will be provided by network switches except for 5 way or above camera types also vendor is responsible for power at camera locations.

60. Q. RFP Section 5.3, Page 16: Please clarify responsibility for fiber/network backbone infrastructure between buildings.

A. ECSU is responsible for fiber infrastructure between buildings.

61. Q. RFP Section 5.3, Page 16: Please confirm whether fiber is required for inter-building connectivity.

A. ECSU is responsible for fiber infrastructure between buildings.

62. Q. RFP Section 5.3, Page 16: Please confirm whether wireless point-to-point connectivity is permitted.

A. No wireless point to point is not permitted. Exceptions can be made for unforeseen circumstances

63. Q. RFP Section 5.2, Page 15: Please provide details of the current Milestone environment, including existing camera counts and locations. Please provide existing camera list.

A. This information will be given to the selected vendor.

64. Q. RFP Section 5.2, Page 15: Please provide details of the current server and storage architecture.

A. ECSU has 1 Xprotect Management server, 2 recording Servers with 6Tb each and 1 Archive server with 910Tb. All video is archived after 7 days or server storage full. Whichever happens first. Also, ECSU is planning to add another 910Tb.

65. Q. RFP Section 5.3, Page 16: Please confirm whether the vendor is responsible for providing servers and storage, or if ECSU will expand its existing environment.

A. ECSU is responsible for expanding or providing additional servers and storage

66. Q. RFP Section 5.3, Page 16:

Please confirm that Milestone and S2 integration will be handled under a separate project and is not part of this scope.

A. Yes, this will be under a separate project

67. Q. RFP Section 5.3, Page 16:

Please confirm whether any other integrations are required as part of this RFP.

A. No, integration required.

68. Q. RFP Section 5.1, Page 14:

Please provide a list of buildings included in Phase 1.

Can we assume that the provided list of (31) maps is all the buildings in Phase 1?

A. Phase one will cover all buildings exterior cameras. except for Chancellor, Butler, Bedell, Old Ridley, Viking Den, New Res, Doles

69. Q. RFP Section 5.3, Page 16:

Please confirm whether ECSU has existing floor plans and camera mapping within the current Milestone system.

A. Yes we have floor plans for current camera mapping.

70. Q. RFP Section 5.3, Page 16:

Please confirm whether camera mapping and visualization are required as part of this project.

A. This would be preferred.

71. Q. RFP Section 5.3, Page 16:

Please confirm whether a video wall for Campus Police / Operations Center is included in Phase 1 and provide requirements if applicable.

A. Please provide as optional

72. Q. RFP Section 5.3, Page 16:

Please outline training expectations, including initial and ongoing training requirements.

A. Training should be provided for main admins and users. Training must be recorded and given to ECSU

73. Q RFP Section 5.1, Page 14:

Please confirm whether the vendor is expected to identify and include tree trimming or site clearing as part of the proposal. Please note vendors ability to provide this information is contingent upon knowing the full scope of the project (i.e. buildings included in Phase 1.)

A. ECSU will handle all tree trimming. Recommendations can be discussed with the awarded vendor

74. Q. Are we required to directional bore and or trench new conduits for fiber optic cables and electrical wiring to each of the poles we deem necessary for our camera coverage? Do these each require separate conduits?

A. Yes, and power and data need to be in separate conduits.

75. Q. Are the remote/ off campus locations mentioned in the walk through connected via fiber or at the least by a VPN connection back to campus?

A. Yes, they are connected back to the main campus via fiber.

76. Q. Are we replacing all existing camera cabling with Category 6 green cable even if camera locations are kept the same?

A. All new cable installations must use Green Cat 6. Existing cabling may remain in place; however, green patch cables are required.

77. Q. What are the audio requirements for the new security cameras? (environmental performance expectations, capability, and distance expectations, & compliance)

A. Every camera should be equipped with live audio monitoring and synchronized recording capabilities.

Audio must be clear within 15 feet of the camera and able to detect gunshots and other sounds at greater distances.

78. Q. Does ECSU have a lift available, or should the cost be included in the BID?

A. Yes. a lift should be included in the BID.