RFB_LC060-2025_JAIL_SURVEILLANCE_CAMERA_SYSTEM_UPGRADE2.pdf

RFB #LC060-2025: Jail Surveillance Camera System Upgrade

LAUDERDALE COUNTY BOARD OF SUPERVISORS

2600 Courthouse Blvd, 2nd Floor

Meridian, Mississippi 39301 601-482-9746 purchasing@lauderdalecounty.org

REQUESTS FOR BIDS

RFB NO. LC060-2025: JAIL SURVEILLANCE CAMERA SYSTEM UPGRADE

PACKET INCLUDES THE FOLLOWING:

• Legal Advertisement

• General Information

• General Conditions

• Scope of Work

• Technical Specifications

• Bid Submission Requirements

• Pre-Bid Conference/Site Visit

• Evaluation of Award

• Questions and Inquiries

• Addenda Information

• Vendor Data Sheet (Page 09)

• Vendor Subcontractor Data Sheet (Page 10)

• Non-Collusion Affidavit of Bidder (Page 11)

• Addenda (Page 12)

RESPONSE DUE BY MONDAY, SEPTEMBER 29, 2025, 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 until 9:00 a.m. on Monday, September 29, 2025, for the following:

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 JAIL SURVEILLANCE CAMERA SYSTEM UPGRADE”, “RFB #LC060-2025”, and the “DATE OF THE BID OPENING”. Adherence to the proposal’s specifications is strongly recommended for your bid to be considered.

A pre-bid conference and site visit will be held at 10:00 A.M. on Tuesday, September 16.2025. An RSVP is requested by Friday, September 12th via email to purchasing@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: Justin “JJ” Anders, Board President

SUBMITTED:

MERIDIAN STAR:

PUBLISHED THE ABOVE LEGAL

ADVERTISEMENT ON September 3rd, 2025, and September 10th, 2025

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. LC060-2025 – JAIL SURVEILLANCE CAMERA

SYSTEM UPGRADE

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 Monday, September 29, 2025. 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 Lauderdale County Sheriff’s Department is seeking sealed bids from qualified vendors to upgrade, relocate, and expand the existing IP surveillance camera system at the Lauderdale County Jail. The project includes providing and installing new IP cameras, PoE switches, monitoring hardware, cable runs, and a network video recorder (NVR) system with sufficient storage.

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 11) 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:

“RFB #LC060-2025: JAIL SURVEILLANCE CAMERA SYSTEM UPGRADE”

YOUR COMPANY NAME

YOUR COMPANY ADDRESS

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 Monday September 29, 2025. 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. 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

3.1 SURVEILLANCE EQUIPMENT INSTALLATION:

The successful bidder shall provide and install:

• (72) Wide-angle vandal-proof IP varifocal cameras (minimum 5MP)

• (21) Fisheye IP cameras with dewarping (minimum 5MP)

• (15) Dual-lens hallway IP cameras (minimum 5MP per lens) o To be relocated to the center of hallways

• (11) Multi-lens 180° view IP cameras (minimum 5MP per lens)

• (2) Additional IP varifocal cameras (minimum 5MP) to cover rooms currently without coverage

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

3.2 CAMERA RELOCATION:

• Move hallway cameras from hallway ends to central locations.

• Relocate several cameras within rooms 4 to 8 feet for better central coverage.

3.3 NEW CAMERA INSTALLATION:

• Run cabling (~150 feet each) and install (2) new IP cameras in previously uncovered rooms.

3.4 CABLING REQUIREMENTS:

• All wiring shall be run above ceilings (not in conduit).

• All cables must be neatly dressed, labeled, and secured per industry standards.

• All penetrations must be sealed to local fire code standards.

3.5 MONITORING EQUIPMENT:

Vendor shall provide and install:

• (6) Micro PCs (minimum specs: Intel i5, 8GB RAM, 256GB SSD, Windows OS)

• (6) 65" 4K UHD commercial-grade monitors (VESA mount compatible)

Each monitor/micro PC pair must be configured as a fully functional monitoring station integrated with the jail’s video system.

3.6 SYSTEM INTEGRATION & STORAGE:

• Provide and configure a Network Video Recorder (NVR) or equivalent system.

• Storage system must support continuous 24/7 recordings for all cameras for a minimum of 6 months.

• Storage must be RAID-protected or equivalent for data redundancy.

• System must support search, playback, export, and remote access, and integrate fully with the existing Video Management System (VMS).

IV. TECHNICAL SPECIFICATIONS

All proposed components must meet the following minimum specifications:

COMPONENT MINIMUM SPECIFICATIONS

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

PoE Switches 48-port, gigabit, rack-mountable

Storage 6 months continuous recording, RAID or redundant setup

Integration Full integration with existing VMS and network infrastructure

V. BID SUBMISSION REQUIREMENTS

Each bid must include:

• 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 insurance, business license, and certifications

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

• 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 12)

• County Bid Forms & Other Information. Be sure to include/return the signed copies of pages 9 -12 of the proposal packet with your submission. You may also include any information/or literature you feel essential and would like to provide.

VI. PRE-BID CONFERENCE & SITE VISIT

A pre-bid conference and site visit has been scheduled to allow vendors to inspect the facility layout:

Date: Tuesday, September 16, 2025 Time: 10:00 a.m.

Location: Detention Facility Training Room 2001 5th Street Meridian, MS 39301 RSVP: Requested by Friday, September 12th via email to purchasing@lauderdalecounty.org

While attendance is not mandatory by law, it is strongly recommended that interested bidders attend to 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 lowest responsive and responsible bidder meeting all requirements.

Evaluation Factors:

• Compliance with specifications

• Total cost

• Equipment, quality and compatibility

• Project timeline

• References and past performance

• Warranty and support mailto:purchasing@lauderdalecounty.org

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 pm on Wednesday September 17, 2025.

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 purchasing@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 written addenda to the original Proposal and will be posted to both the 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/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 WAS LEFT BLANK INTENTIONALLY]

mailto:purchasing@lauderdalecounty.org 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 SUBCONTRACTOR DATA SHEET

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

Sub-Contractor Information: (If applicable)

Company Name: ___________________________________________________ FEIN:_________________

Address: _____________________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ______________

Phone No.: ____________________________ Email:_______________________________________________

Work/Services to be performed/provided:__________________________________________________________

Company Name: ___________________________________________________ FEIN:_________________

City: ______________________________________________ State: _________ Zip Code: ______________

Phone No.: ____________________________ Email:_______________________________________________

Work/Services to be performed/provided: __________________________________________________________

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: ______________________

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