RFB #LC011-2026: Detention Facility Camera System Replacement & Installation

LAUDERDALE COUNTY BOARD OF SUPERVISORS

2600 Courthouse Blvd, 2nd Floor

Meridian, Mississippi 39301 601-482-9746

REQUESTS FOR BIDS

RFB NO. LC011-2026: DETENTION FACILITY CAMERA SYSTEM REPLACEMENT AND

INSTALLATION

PACKET INCLUDES THE FOLLOWING:

• Legal Advertisement

• General Information

• General Conditions

• Scope of Work

• Equipment & Specifications

• Bid Submission Requirements

• Site Visits

• Evaluation of Award

• Questions and Inquiries

• Addenda Information

• Vendor Data Sheet (Page 11)

• Vendor Subcontractor Data Sheet (Page 12)

• Non-Collusion Affidavit of Bidder (Page 13)

• Addenda (Page 14)

RESPONSE DUE BY TUESDAY, JUNE 02, 2026, NOT LATER THAN 9:00 A.M.

ALL QUALIFIED RESPONSES WILL BE OPENED PUBLICLY AT 10:00 A.M.

NO LATE RESPONSES WILL BE ACCEPTED

Firm Name

LEGAL NOTICE

ADVERTISEMENT FOR BID PROPOSALS

NOTICE is hereby given that the Board of Supervisors of Lauderdale County, Mississippi, will receive sealed bid proposals up until 9:00 a.m. on Tuesday, June 06, 2026, for the following:

RFB NO. LC011-2026: DETENTION FACILITY CAMERA SYSTEM REPLACEMENT & INSTALLATION

The above shall be proposed per detailed specification on file in the Office of the Purchase Clerk, 2600 Courthouse Blvd, 2nd Floor, Meridian, MS 39301, (601) 482-9746, which may be obtained upon request or by visiting either the website of Lauderdale County Board of Supervisors at www.lauderdalecounty.org or Central Bidding at www.centralbidding.com.

Electronic Proposals can be submitted via Central Bidding at www.centralbidding.com.

Sealed Proposals can be submitted by mail via USPS, by courier service i.e., FedEx or by hand to the Lauderdale County Purchasing Department, 2600 Courthouse Blvd, 2nd Floor, Meridian, MS 39301, Monday thru Friday between the hours of 8:00 a.m. to 5:00 p.m. Envelopes must be received by the acceptance date and time listed above.

Each bid proposal must be received in a sealed envelope which contains the proposer’s business name and address and is marked in the lower left-hand corner with the words “BIDS FOR

DETENTION FACILITY CAMERA SYSTEM REPLACEMENT & INSTALLATION”, “RFB #LC011-2026”,

and the “DATE OF THE BID OPENING”. Adherence to the proposal’s specifications is strongly recommended for your bid to be considered.

A site visit can be facilitated upon request by sending an email to rfp@lauderdalecounty.org.

From the bid proposals submitted, the Board of Supervisors shall select the most qualified based on price, and other relevant factors, negotiate and enter into a contract, all pursuant to Section 31-7-13, Mississippi Code of 1972, as amended. All proposals offered will be read aloud. All proposals will be accepted and evaluated by the Lauderdale County staff.

The board reserves the right to reject any, and all proposals received and to waive informalities.

By: Josh Todd, Board President

SUBMITTED:

MERIDIAN STAR:

PUBLISHED THE ABOVE LEGAL

ADVERTISEMENT ON May 06th, 2026, and May 13th, 2026

PROOF OF PUBLICATION TO:

Stephanie Jackson Lauderdale County Board of Supervisors 2600 Courthouse Blvd, 2nd Floor Meridian, MS 39301 Phone: 601-482-9735 file:///C:/Users/sjackson/Documents/2018.2019%20Term%20Bids/www.lauderdalecounty.org http://www.centralbidding.com/ http://www.centralbidding.com/

LAUDERDALE COUNTY REQUEST FOR BIDS:

RFB NO. LC011-2026 – DETENTION FACILITY CAMERA

SYSTEM REPLACEMENT AND INSTALLATION

I. GENERAL INFORMATION

A. RECEIPT AND OPENING OF BIDS:

Lauderdale County, Mississippi, (the “County”) hereby invites and will receive bid proposals on the forms attached hereto. Bids will be received at Lauderdale County Government Complex at 2600 Courthouse Blvd, 2nd Floor in Meridian, Mississippi, until 9:00 a.m. on Tuesday, June 06, 2026. Each bid proposal will be publicly opened, read aloud on the aforesaid date and taken under advisement for evaluation.

Any bid proposal may be withdrawn prior to the above scheduled time for the opening of proposals or authorized postponement thereof.

Any bid proposals received after the time and date specified shall not be considered.

B. INTENT:

It is the intent of these specifications, terms, and conditions to describe the services required for Lauderdale County Sheriff’s Department and the Board of Supervisors of Lauderdale County, MS.

The purpose of this project is to furnish and install a complete IP-based video surveillance system for the Lauderdale County Detention Facility located in Lauderdale County, Mississippi.

The system will enhance security and monitoring capabilities throughout the facility and replace the existing Video Management System (VMS) with a new, modern platform. The work includes providing and installing new cameras, relocating existing cameras, furnishing and configuring a new VMS and storage solution, supplying monitoring stations with wall-mounted displays, reusing existing cabling where possible, and performing all configuration, testing, and staff training necessary for full operational functionality.

Contractor shall also be responsible for the removal of all existing video surveillance equipment (including cameras, servers/NVRs, monitors, mounts, and accessories) and depositing the removed equipment in a central location designated by facility staff.

Lauderdale County will not consider any bid not prepared and submitted in accordance with the provisions hereof and Lauderdale County reserves the right to reject any and all bid proposals.

C. SUBMISSION PROCESS:

Proposals must be submitted following the format prescribed in this RFB. Proposals not submitted in the manner prescribed herein will not be considered.

An executed copy of the Affidavit of Bidder Certification Form SIGNED AND NOTARIZED (Page 13) must be included in each submission.

Please note that if no Bid Affidavit is included, the response will be rejected. Lauderdale County is exempt from all state and federal taxes. Tax exempt certificates are available upon request.

All responses should be submitted in a sealed envelope, with the following marked on the outside:

Respondents shall submit one (1) original proposal and one (1) copy of it if delivered in a sealed envelope. If submitting it electronically via Central Bidding, respondents shall submit one (1) proposal.

Responses must be received by 9:00 a.m. Central Time on Tuesday June 06, 2026. Late bids will be rejected and returned without being opened. The clock in the Purchasing office is the official time piece for this submission. If interested, Vendors may use mail or express systems to deliver their bid to the Purchasing Department; they should ensure that they are tendered to the carrier in plenty of time to reach the Purchasing Department by the time and date required. Facsimile transmitted bids shall not be accepted for this proposal.

II. GENERAL CONDITIONS

By submitting a proposal, the Respondent represents and warrants that:

1. The information is genuine and not a sham, collusive, or made in the interest or in behalf of any party not therein named, and that the Respondent has not directly or indirectly induced or solicited any other respondent to put in a sham proposal, or any other respondent to refrain from presenting information and that the prospective provider has not in any manner sought by collusion to secure an advantage; and

2. The Respondent has not paid or agreed to pay any fee or commission, or any other thing of value contingent upon the award of an exclusive operating area, to any employee, official, or existing contracting consultant of the County.

This solicitation and related information can be found at https://lauderdalecounty.org/Bids/. Lauderdale County does not guarantee the accuracy of information posted on or obtained from third party organizations.

All proposals become the property of the County. The County reserves the right to reject any and all submittals; to request clarification of information submitted; to request additional information from competitors; and to waive any irregularity in the submission and review process. None of the materials submitted will be returned to the Respondent unless they are not submitted in a timely manner.

Proposals will become a public record and available for release to the public upon selection of a successful Respondent and Intent to Award Notification is distributed. Respondents shall specify in their cover letter if they desire that any portion of their proposal be treated as proprietary and not releasable as public information. If Respondent chooses to claim any information as proprietary, it must specify those sections in the cover letter and provide any legal justification for treatment as such. However, respondents should be aware that all such requests may be subject to legal review and challenge.

“RFB #LC011-2026: DETENTION FACILITY CAMERA SYSTEM REPLACEMENT & INSTALLATION”

YOUR COMPANY NAME

YOUR COMPANY ADDRESS

In such event, each Respondent shall be responsible for the legal defense against the release of their proposal as public information.

The County reserves the right to award an agreement without further competition based on the responses received to this RFB.

The County reserves the right to request additional information not included in this RFB from any or all Respondents after proposal due date.

The County reserves the right to contact references not provided in the proposal.

The County reserves the right to incorporate its standard language into any contract resulting from this RFB.

The County reserves the right to reject any and all Proposals or any part of a Proposal if it is determined it is not in the best interest of the County.

The County reserves the right to contract for a part of the Proposal if it is determined it is in the best interest of the County

The County reserves the right to reject the Proposal of any respondent who previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the Proposal of a respondent who is not in a position to perform such a contract satisfactorily.

The County may reject the Proposal of any respondent who is in default of the payment of taxes or other monies due to Lauderdale County.

An individual who is authorized to bind the proposing company contractually shall sign the Proposal. The signature must indicate the title or position the individual holds in the firm.

An unsigned Proposal shall be rejected.

III. SCOPE OF WORK

The contractor shall furnish all labor, equipment, materials, procurement, and shipping services necessary to complete the delivery of the new video surveillance system for the Lauderdale County Detention Facility. All work is to be in accordance with this proposal’s requirements. All work shall comply with ISO and IEEE standards.

3.1 SURVEILLANCE EQUIPMENT INSTALLATION:

The Contractor shall furnish, install, and configure the surveillance components as defined in Section IV – Contractor Furnished Equipment, reusing existing cables wherever possible (see Section 3.6 – Cabling Requirements)..

3.2 CAMERA RELOCATION:

Relocate 13 hallway cameras (See Table 1: Required Equipment List) to central positions and adjust room cameras (4-8 ft), reusing existing cabling wherever possible (see Section 3.6 – Cabling Requirements).

All relocated cameras must be tested and verified after installation. If cable is too short, vendor shall install a Cat6 jack above the ceiling and connect using an appropriate patch cable.

3.3 NEW CAMERA INSTALLATION:

Install two (2) new IP varifocal cameras in uncovered rooms (See Table 1: Required Equipment List) with approximately 150 ft of new Cat6 cabling each. Terminate, label, and test all runs for full functionality.

3.4 MONITORING EQUIPMENT:

Install six (6) Micro PCs (Intel i5, 8GB RAM, 256GB SSD, Windows OS) and six (6) 65" 4K UHD televisions with heavy-duty wall mounts. Each PC and monitor pair shall function as a full monitoring station integrated with the new VMS.

3.5 SYSTEM INTEGRATION, STORAGE & VMS:

Install a new Video Management System (VMS) and network video storage supporting a minimum of 90 days of data retention. Storage shall be calculated based on four (4) cameras recording 24/7 at native resolution at not less than 25 FPS, and all remaining cameras recording at 1 FPS motion-activated with 70% motion activity.

3.6 CABLING REQUIREMENTS:

Reuse existing cabling wherever feasible. New cabling shall only be installed as necessary. All new cables shall be dressed, labeled, and routed above ceilings, not in conduit, and all penetrations sealed per fire code.

3.7 NETWORK CONFIGURATION:

The camera system shall operate on a dedicated, isolated network. Integration with the County network shall occur only where needed for functionality or device connectivity. All IP addressing, VLANs, and interconnection details shall be coordinated with the Lauderdale County Sheriff's Department IT staff.

3.8 SYSTEM TESTING:

System shall be fully tested upon completion of installation and configuration ensure full functionality of system. Test plans shall be provided upon request by Lauderdale County staff.

3.9 REMOVAL OF EXISTING EQUIPMENT:

Remove all old cameras, NVRs, monitors, and mounts. Deposit all removed equipment in a central location as directed by county staff. No disposal without written authorization.

IV. CONTRACTOR FURNISHED EQUIPMENT

4.1 REQUIRED EQUIPMENT:

Contractor is responsible for furnishing brand new equipment in the quantities specified below in Table 1: Required Equipment List. All equipment furnished is expected to meet the specifications as defined in Section 4.2 – Technical Specifications and Table 2: Technical Specifications.

Table 1: Required Equipment List

Quantity Description

51 Wide-angle vandal-proof IP varifocal cameras (min 5MP)

9 Fisheye IP cameras with dewarping (min 5MP)

13 Dual-lens hallway IP cameras (min 5MP per lens)

39 Multi-lens 180° IP cameras (min 5MP per lens)

2 Additional IP varifocal cameras for uncovered rooms

5 48-port PoE switches (rack-mounted, gigabit, managed preferred)

6 Micro PCs

6 Monitors

6 Wall Mounts

As needed CAT6 Cable

8 IP cameras with audio recording capability

10 Spare exterior camera domes

1 each Spare camera of each installed type

4.2 TECHNICAL SPECIFICATIONS:

Contractor furnished equipment is expected to meet or exceed the minimum requirements as defined below in Table 2: Technical Specifications.

Table 2: Technical Specifications

Component Minimum Requirements

Cameras IP, 5MP, varifocal, vandal-proof

Fisheye Cameras 5MP minimum, dewarping supported

Micro PCs Intel i5, 8GB RAM, 256GB SSD

Monitors 65", 4K UHD, commercial grade

Wall Mounts Heavy-duty, tilt/swivel capable, rated for 65" display

PoE Switches 48-port, gigabit, rack-mounted

Storage 3 months continuous recording, RAID/redundant setup

VMS New installation; fully integrated, license-managed, scalable

Network Dedicated camera network with secure integration to County network

4.3 WARRANTY REQUIRMENTS:

The contractor shall provide a written warranty statement including duration, coverage, and service response terms for all furnished equipment.

4.4 PROJECT SCHEDULE REQUIREMENT:

Bidders shall include an estimated timeline for completion including procurement, installation, testing, and commissioning milestones.

V. BID SUBMISSION REQUIREMENTS

Each bid must include the following:

• Itemized Cost Breakdown (equipment, labor, cabling, installation, etc.)

• Project Timeline with estimated start and completion dates

• Manufacturer and Model Numbers for all equipment proposed

• Product Datasheets

• Warranty Details for all equipment and labor

• Software and Licensing information, to include the number of licenses included, if any

• Camera Viewing Ability how many can be viewed in one instance on screen

• Additional Power Requirements if more than what is currently available is needed

• Proof of business license, and any professional certifications

• At least two (2) references from similar projects completed in the last 3 years

• Certificate of Insurance that carries both liability insurance covering bodily injury, personal injury, and property damage, and worker’s compensation insurance in an amount not less than $1,000,000.

• Contract the Proposer must agree in their response that if they are selected, to negotiate a contract award as a result of this RFB, it will be the responsibility of the proposer’s legal representatives to develop a formal written agreement for the services to be provided for review and approval by the attorney for Lauderdale County.

• Form W-9

• RFB Addenda, if any. Any addenda issued shall be signed to indicate acknowledgement of receipt and attached to the proposal. Failure to attach the included addenda form may result in the rejection of proposal. (See Page 14)

• County Bid Forms & Other Information. Be sure to include/return the signed copies of pages 11 -14 of the proposal packet with your submission. You may also include any information/or literature you feel essential and would like to provide.

VI. SITE VISIT

There will be no scheduled pre-bid conference. However, a site visit can be scheduled upon request to allow vendors the opportunity to inspect the facility and view the layout.

A site visits can be scheduled by emailing rfp@lauderdalecounty.org and include the phrase “Site Visit” in the subject line.

It is important that interested bidders familiarize themselves with the project and understand the scope of the work required. No consideration will be given to any claim based on lack of knowledge of existing conditions.

VII. BID EVALUATION & AWARD

The contract will be awarded to the most responsive and responsible bidder meeting the requirements, specifications, price and other factors to be considered. Overall, the decision will be based on what is in the best interest of Lauderdale County Sheriff’s Department.

Evaluation Factors:

• Compliance with specifications

• Total cost

• Equipment, quality and compatibility

• Project timeline

• References and past performance

• Warranty and support

VIII. QUESTIONS AND INQUIRIES

There will be no pre-bid conference. However, any questions you may have, clarifications needed, and/or requested changes shall be submitted by an individual authorized to commit their organization to the Terms and Conditions of this bid and shall be received in writing at the Lauderdale County Purchasing Department no later than 4:00 p.m. on Thursday May 14, 2026.

Questions received after said date and time will not receive a response. Questions shall not be submitted to anyone other than the Purchasing Agent or his/her representative. Vendors that submit questions verbally or in writing to any other County entity or County personnel shall be found in violation of this part and may be found non-compliant.

All questions are to be submitted by e-mailed to rfp@lauderdalecounty.org.

Submissions shall clearly identify the RFB Number, the Vendor’s name and address and the name of the person submitting the question.

IX. ADDENDA INFORMATION

Responses to all questions received will be sent to each Vendor known to have copies of the Proposal. Answers and clarifications which are considered to materially change the solicitation will be issued as a written addenda to the original Proposal and will be posted to both the mailto:rfp@lauderdalecounty.org mailto:rfp@lauderdalecounty.org

Lauderdale County website at https://lauderdalecounty.org and Central Bidding at www.centralbidding.com.

Before your submission and periodically prior to the RFB closing, check the site for any addenda or other materials that may have been issued affecting the bid.

It is the Bidder’s sole responsibility to review this site and retrieve all related documents up to the RFB due date.

The following pages must be completed, along with the Bid Cover Page (pg. 1), and returned/or submitted along with the required items from Section V of this bid proposal document. Failure to do so will result in the bid being deemed non-responsive.

[THIS SPACE HAS BEEN LEFT BLANK INTENTIONALLY]

https://lauderdalecounty.org/ file:///C:/Users/true/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/BY39EEF1/www.centralbidding.com

LAUDERDALE COUNTY BOARD OF SUPERVISORS

2600 Courthouse Blvd, 2nd Floor, Meridian, MS 39301

VENDOR DATA FORM

I, the undersigned, do hereby acknowledge I have read all the requests listed herein and have submitted my bid and all documentation required accordingly.

NAME OF COMPANY: ____________________________________________________________________

LEGAL ADDRESS: ________________________________________________________________________

PHONE: (______) ________________________ FAX: (______) _______________________

FEDERAL ID #: _________________________________ (Attach Form W-9)

I hereby certify that I am authorized to sign this proposal for/or on behalf of the company.

SIGNATURE: _______________________________________________________ DATE: __________________ (Authorized Principal)

DIRECT PHONE: (_______) ___________________ EMAIL ADDRESS: __________________________________

PRINTED NAME & OFFICIAL TITLE: __________________________________________________________________

*****PLEASE PROVIDE ADDITIONAL INFORMATION BELOW IF APPLICABLE*****

Owner/Stakeholder #1: Name: ____________________________________________ Phone Number: _________________________

Owner/Stakeholder #2: Name: ____________________________________________ Phone Number: _________________________

Parent Company Name (if different from above): ________________________________________________________________________

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR PROPOSAL

VENDOR SUPPLIER & SUBCONTRACTOR DATA SHEET

The Bidder shall indicate below the name of supplier and each subcontractor(s) they will use in the fulfillment of the contract. The Bidder shall specify the materials/equipment to be supplied and/or work/services to be performed/provided by the subcontractor. (If applicable, otherwise indicate N/A & enter company name below)

Supplier Information: (If applicable)

Company Name: ___________________________________________________ FEIN:_________________

Address: _____________________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ______________

Phone No.: ____________________________ Email:_______________________________________________

Materials/Equipment to be provided:________________________________________________________________

Sub-Contractor Information: (If applicable)

Company Name: ___________________________________________________ FEIN:_________________

City: ______________________________________________ State: _________ Zip Code: ______________

Phone No.: ____________________________ Email:_______________________________________________

Work/Services to be performed/provided: __________________________________________________________

Sub-Contractor Information: (If applicable)

Company Name: ____________________________________________________ FEIN:_________________

City: _______________________________________________ State: _________ Zip Code:______________

Phone No.: ____________________________ Email:_______________________________________________

Work/Services to be performed/provided: __________________________________________________________

Company Name of Bidder

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR BID

NON-COLLUSION AFFIDAVIT OF BIDDER

STATE OF ___________________________________

COUNTY OF _________________________________

___________________________________, being duly sworn, deposes and says that:

1. He/or She is ______________________________ of _______________________________________________ the bidder

Title Company Name that has submitted the attached proposal.

2. He/or She is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid.

3. Such Bid is genuine and is not a collusive or sham bid.

4. Neither the said Bidder nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, connived, or agreed, directly or indirectly, with any other bidder, firm or person to submit a collusive or sham Bid in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other bidder, firm, or person to fix the price or prices in the attached bid or any other bidder, or to fix any overhead, profit or cost element of the bid price or the bid price of any other bidder, or to secure through any collusion, connivance, or unlawful agreement any advantage against Lauderdale County or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

SIGNED ______________________________________________

TITLE ________________________________________________

SUBSCRIBED AND SWORN TO BEFORE ME THIS _______ DAY OF _________________________, 20______.

Notary Public, State of Mississippi. My Commission Expires: ______________________

OR

Notary Public, State of _______________________________. My Commission Expires: ______________________

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR PROPOSAL

ADDENDA FORM

The following Addenda have been received. The modifications to the Proposal Documents noted below have been considered and all costs are included in the Bid Proposal Total.

(If no addenda, please indicate with N/A in space provided and sign this form.)

1. Addendum #____ Date: _________________

2. Addendum #____ Date: _________________

3. Addendum #____ Date: _________________

4. Addendum #____ Date: _________________

Addendum Acknowledgement:

Signature of Bidder or Authorized Agent Date

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR BID