RFP 20250415.3 - Cameras.pdf

JKL Bahweting School PSA

Request for Proposal

IP Cameras and Server Software

Carolyn Dale School Superintendent

Date:

April 15, 2025

RFP #

20250415.3

JKL Bahweting School PSA – RFP# 20250415.3 - Request for Proposal

1.0 GENERAL INFORMATION

1.1 Scope of the Project 3

1.2 Bid Submission 3

1.3 Calendar of Events 3

2.0 PROJECT SCOPE 4

2.1 Existing System 4

2.2 IP Cameras 4

2.3 Server Software 5

3.0 INSTALLATION 5

4.0 OTHER CONSIDERATIONS 6

5.0 INSURANCE REQUIREMENTS 6

6.0 BID REQUIREMENTS 6

6.1 Additional Bid Requirements 6

6.2 Rejection of Bids 7

6.3 Required Information in Bid Responses 7

BID FORMS:

SEALED BID LABEL

BID SUBMISSION

SCHEDULE OF VALUES

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTION ACT

FAMILIAR RELATIONSHIP DISCLOSURE

1.0 GENERAL INFORMATION

1.1 Scope of the Project

JKL Bahweting School is seeking vendors for the purchase of IP cameras and equipment and video server software.

1.2 Bid Submission

Bid closing is April 30, 2025 at 3:00 PM local time at which time all received bids will be publically opened. All bids received after closing will automatically be rejected. Bids must be sealed and labeled using the provided SEALED BID LABEL form.

Sealed bids will be received at:

JKL Bahweting School PSA Attn: Director of Business and Finance 1301 Marquette Ave.

Sault Sainte Marie, MI 49783

Faxed, electronic, and late bid submissions will be not accepted.

Any requests or questions concerning this bid or any of the requirements should be directed the Project Manager:

Matt Patzwald, Manager of Technology Services MPatzwald@jklschool.org

A copy of this bid request, including any related addendums and corrections can be found at:

http://www.jklschool.org/rfp

1.3 Calendar of Events

Release of Request to Bid April 15, 2025 Bid Closing (3:00 PM EST) April 30, 2025 School Board Approval May 13, 2025 Notification of Award Following Approval Purchase and Installation TBD Project Completion: On or before July 31, 2025 http://www.jklschool.org/rfp

2.0 PROJECT SCOPE

The school is seeking vendors for the replacement of its existing camera server software system and the purchase and the installation of additional cameras (where requested). Replacement of the camera server software and purchase of cameras will be treated as independent aspects of the project and will be awarded separately to single or multiple vendors. Responding vendors may propose solutions for one or both project components.

2.1 Existing System

The current system consists of ExacqVision Enterprise, version 19 with 116 cameras.

Software subscription agreement (SSA) for ExacqVision has expired. All cameras are IP Axis branded, consisting of various models for both interior and exterior locations.

Additionally, there are Aiphone IX devices connected using Onvif/RTSP connections. A list of the specific models will be provided upon request.

The school uses Genetec Security Center 5.10 (may be updated as necessary) for its access control system.

2.2 Project Component 1: IP Cameras

The school will be adding additional exterior cameras and replacing several interior cameras up to the quantities specified.

Exterior Cameras – Quantity 7

• Exterior Rated

• QTY 5 – 5 MP

• QTY 2 – 8 MP

• PoE

• Wall Mounted

• Audio capabilities not required

• WDR

• Dome preferred

Interior Cameras - Quantity 11

• QTY 4 – 2 MP

• QTY 7 – 4 MP

• Mini dome, Ceiling mounted

• Fixed focus

• PoE

• Audio capabilities not required

• WDR

Video Decoder, Quantity 1

• To be used to display one IP camera on an HDMI display. Unit will be added to a tv in the main office so staff may be able to watch for visitors on a camera directed at the building main entrance.

• PoE preferred

2.3 Project Component 2: Server Software

The school has a preference for integrating the cameras with the Genetec access control system using Omnicast.

Vendor should provide a proposal for the installation and configuration of an Omnicast video server, migration of existing cameras, and integration with Genetec Security Center.

Licensing should cover all existing cameras and include the requested new exterior cameras.

Specific information regarding the school’s Genetec Security Center system can be provided upon request.

Other video server software may be considered as an alternative. However, any proposed alternative server software should, at minimum, have a similar feature set as the existing ExacqVision Enterprise system and work with all currently installed and proposed cameras.

3.0 INSTALLATION

Exterior Cameras Onsite installation services are requested for exterior cameras. New exterior cameras will require the installation of an ethernet CAT6 cabling to each location. Keystone or 110 punch style patch panels exist within nearby IDF locations. Installation of cameras and ethernet cabling in several locations be at height and may require ladders. All exterior cameras and wall penetrations need to be appropriately weatherproofed. Any new interior wall penetrations, if any, except for existing openings and conduits, need to be appropriately sealed for fire rating. Appropriate conduits need to be used for any exposed wiring, if any.

The replacement of interior cameras and installation of video decoder will be handled by school technology department staff.

Work can be performed before, during or after school hours of M-F 8-4 PM; however, any work shall be performed in a manner to minimize disruption to the instructional operations of the school.

Camera Server Software The installation of the replacement video server software will be performed by the vendor in cooperation with the school’s technology department. The school’s server environment is virtualized and the creation of any additional virtual machines needed to support the camera server software will be completed as necessary by the school’s technology department. Remote access may be provided. Information such as IP networking, credentials, and access to server infrastructure will be coordinated with the school’s tech department. Information and basic training for installation, maintenance, and operation of the server software will need to be provided.

Vendor shall supply to the school’s technology department all documentation regarding the system.

This shall include, but not limited to:

• Installation instructions and user manuals

• Documentation related to installation and testing for all CAT6 cabling

• Wiring diagrams

• Device information: IP Addresses, mac addresses, firmware versions, etc.

• Warranty and support information

4.0 OTHER CONSIDERATIONS

The school does not desire to support multiple platforms for the overall camera system. All cameras, both new and existing, must operate under a single software platform.

Replacement of other equipment such network switches, server hardware, underlying storage, end user workstations, display equipment, etc. is beyond the scope of this project. If any deficiencies are identified, they will be addressed separately by the school.

5.0 INSURANCE REQUIRMENTS

The awarded Contractor agrees, at its sole cost and expense, to purchase, prior to commencement of services, and maintain the follow insurance coverage in the minimum amounts indicated for the entire duration of the contract.

Commercial General Liability Insurance: on an “Occurrence Basis” with limits of liability not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the follow extensions: A) Contractual Liability; B) Products and Completed Operations; C) Independent Contractor’s Coverage; D) Broad Form General Liability Extensions or equivalent; E) Deletions of all Explosion, Collapse, and Under group (XCU) Exclusions, if applicable.

Worker’s Compensation including Employer’s Liability Coverage: of $100,000 each accident, $500,000 annual aggregate, in accordance with all applicable Michigan law.

Motor Vehicle Liability: If Contractor, or its employees, will use motor vehicles to satisfy its responsibilities under this contract, then Contractor must have a minimum amount of $1,000,000 per occurrence combined single limit including coverage for hired or leased vehicles, and owned and non-owned vehicles with No-Fault coverage as required by law. If an insurance coverage furnished by Contractor is on a “claims made” basis, the Contractor shall continue the coverage required under this contract for a minimum period of three years after the expiration or termination of this contract.

If such insurance is not in force, JKL Bahweting School may, at its option, terminate and cancel the contract.

This insurance requirement also applies to any contractor(s) used in collaboration for completion of this project.

6.0 BID REQUIREMENTS

6.1 Additional Bid Requirements

• All Bids must provide pricing on the “base bid” as described. Voluntary alternatives providing comparable functionality of requested equipment (must still work with existing systems) may be proposed. Voluntary alternatives must be identified as “Voluntary Alternates” and detailed on provided Bid Forms.

• This overall project contains two components for proposal responses. Vendors may submit proposals for one or both of the components and will be awarded independently.

• The school reserves the right to consider proposals based on their relative merit, risk, and value to the school.

• All hardware, equipment, and accessories must be NEW. Items classified as refurbished, remanufactured, or “off-lease” will not be accepted.

• Contractors must be an authorized re-seller or provide documentation that equipment was obtained through authorized distribution channels for all major components.

• The school reserves the right to cancel all or parts of this request for bid if it is in the best interest of the school.

• This bid request does not commit us to award a contract, to pay any costs associated with the preparation of a response, to procure or contract for services or equipment.

• The Contractor shall pay for all licenses, permits, taxes, and fees required for this project; and shall comply with all federal, state, and local, laws, ordinances, regulations and other requirements applicable to the work specified at no additional cost to the school. Contractor shall submit copies of all approved certificates and approvals to the school upon receipt.

6.2 Rejection of Bids

JKL Bahweting School reserves the right to accept or reject any or all bids, and to waive any minor discrepancies or technicalities in the bid or specifications when deemed to be in the best interest of the school.

6.3 Required Information in Bid Responses

Bid responses may be rejected for failing to provide all required forms, and any other required information/documentation.

Required Information in Response

1. Bid Submission (one for each Component Proposal)

2. Schedule of Values (one for each Component Proposal)

3. Affidavit of Compliance – Iran Economic Sanctions Act

4. Familiar Relationship Disclosure

5. Product data sheets, reference documents

A copy of the required bid forms in a Microsoft Word format will be available at https://www.jklschool.org/rfp

BID FORM:

SEALED BID LABEL

Separate, or fold over, the label on the line below, and affix to the exterior of sealed container so information is clearly visible for Bid Submission. Ensure label is attached in a manner to prevent accidental removal or defacement. Label shall serve as sole identification for sealed bid at submission.

BID TO: JKL Bahweting School PSA

Attention: Director of Business and Finance 1301 Marquette Avenue Sault Ste. Marie, Michigan 49783

BID FROM: ___________________________________________

PROJECT: IP Cameras and Server Software

RFP # 20250415.3

DUE: April 30, 2025, 3:00 PM local

BID SUBMISSION

BID TO: JKL Bahweting School PSA Attention: Director of Business and Finance 1301 Marquette Avenue Sault Ste. Marie, Michigan 49783

BID FROM:

PROJECT: RFP #20250415.3, Component Proposal ____

The undersigned, having familiarized themselves with all local conditions affecting the cost of work, and having examined all applicable Bidding Documents herein, and herein referenced, including, but not limited to, all addenda issued thereto, hereby propose to furnish all materials, equipment, and services required this project for the sum of:

Base Bid: Dollars ($ ) Said amount written above constituting the Base Bid

ALTERNATES:

Voluntary Alternates shown below are identified and described in detail with appropriate attachment(s) as referenced herein.

Voluntary Alternate A: $ Voluntary Alternate B: $

MICHIGAN FAMILIAL RELATIONSHIP DISCLOSURE:

Accompanying this Bid, as required herein, is a legally executed and notarized Michigan Familial Relationship Disclosure.

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT:

Accompanying this Bid, as required herein, is a legally executed and notarized Affidavit of Compliance

– Iran Economic Sanctions Act.

SIGNATORY AUTHORITY:

The undersigned certifies they are an authorized agent of the bidding entity, and legally able to bind the bidding entity to the terms, conditions, and responsibilities of this, and all referenced bid documents.

Furthermore, the undersigned acknowledges an understanding that non-compliance of this authority or any other bidding requirements may result in forfeiture of bid security, dismissal of consideration of bid submitted, and/or personal liability against the signatory.

In submitting this bid, it is understood that JKL Bahweting School reserves the right to reject any or all bids. It is further agreed that this bid is binding for a period of Ninety (90) days from the opening thereof.

Respectfully submitted, Date:

By:

Signed:

Title:

Company Name:

Address:

Primary Contact:

Name:

Title:

Email Address:

Telephone Number:

SCHEDULE OF VALUES

(Bidder may submit a version of only this form with slight variation. All information in this form is required. Form submitted must materially match below both in content and format. Failure to provide an appropriate and complete SCHEDULE OF VALUES, as determined by the School, may result in disqualification of Bid.)

All project costs must be detailed - including all equipment, materials, services, delivery, labor, installation, travel, etc.

Bidder: Bid Project:

Part #

Mfg and Description

Qty

Unit Cost

Unit Labor

Total Proposed

TOTAL PROJECT COST

(Must match bid submission form)

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

The undersigned, the owner or authorized officer of the below named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the JKL Bahweting School’s (the “School District”) Request for Proposals (the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors, and employees) is not an “Iran linked business” within the meaning of the Iran Economics Sanction Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for all civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that is determined that the person submitted the false certification.

Name of Contractor

Signature:

Print:

Title: ______________________________

Date: ______________________________

STATE OF __________________)

) ss.

COUNTY OF ________________)

Subscribed and sworn to before me this __________ day of ____________, _________.

Notary Public, ____________ County, ________

My commission expires: ____/ ____/ __________

Acting in the County of: ____________________

MICHIGAN FAMILIAR RELATIONSHIP DISCLOSURE

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familiar relationships that exists between the owner or any employee of the bidder and any member of the JKL Bahweting School Board of Education or School Superintendent must be accompanied with the bid. Bids without this disclosure statement will not be accepted.

The current members of the JKL Bahweting School Board of Education are: Norma Castro, Nicholas Kibble, Fred Carr, Danielle Schofield, Tiffany Escherich

The JKL Bahweting School Superintendent is: Carolyn Dale

� The following are the familiar relationships:

� There are none.

STATE OF ____________________)

)ss

COUNTY OF __________________)

The undersigned, authorized representative of bidder ________________________________ does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

Subscribed and sworn to before me this ______ day of __________________, ________.

Notary Public, _____________County of ________

My commission expires: ____/ ____/____________