RFP 22-475 Q & A Document

RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

QUESTIONS & ANSWERS

RFP 22-475, Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

Today’s Date: September 17, 2021

RESPONSES MUST BE RECEIVED IN THE PURCHASING DEPARTMENT:

- PROPOSAL SUBMISSION DEADLINE - Before 2:00 PM, Tuesday, September 28, 2021

- VIRTUAL PUBLIC ACKNOWLEDGEMENT - At 3:00 PM, Tuesday, September 28 2021

RESPONSES TO BE ACKNOWLEDGED VIRTUALLY: Via Microsoft Teams

Beginning 3:00 PM EST, Tuesday, September 28, 2021 DeKalb County School District

Purchasing Department 1701 Mountain Industrial Boulevard

Stone Mountain, GA 30083

Question #1: We are interested in submitting a proposal in response to RFP # 22-475 but would like to proposed submitting an alternative approach. Please let us know if that would be acceptable.

Answer #1: DCSD accepts all responses.

Question #2: This RFP uses the term "Physical Security Services" in its title, however I do not see anywhere in the RFP the need for Security Guards, am I missing something, or is this strictly for electronic hardware and systems?

Answer #2: Refer to Part III, Scope of Work, page 22.

Question #3: We would like to know who the current incumbent integrator is, and also what the dollar value of this Agency

Contract is estimated to be? This info will help us more accurately price and estimate the resources required to meet the requirements.

Answer #3: Under the Georgia Open Records Act (OCGA §50-18-70 to §50-18-77) all public records are available for inspection including contract documents. All open records requests to inspect or copy records must be made in writing to the Open Records Specialist. The request box can be found at https://www.dekalbschoolsga.org/hr/employee-relations/#tab-9a89bbe921f46756671 Simply, scroll to the bottom of the page and click “Submit an open records request”.

https://www.dekalbschoolsga.org/hr/employee-relations/#tab-9a89bbe921f46756671

RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

Question #4: The attached Bid Document indicates a virtual pre-bid call on Wednesday 9-8-21 @ 1pm. Please share login details for Attendees. Not finding those details in this PDF.

Answer #4: Refer to Section H - Virtual Pre-Proposal Conference, page 12.

Question #5: Do the existing Intrusion panels also monitor any fire alarms at the site that are monitored by a 3rd party central station?

Answer #5: Intrusion Alarms are monitored separately from the fire systems. They both communicate back to 3rd Part central station and our Command Center mirrors this activity.

Question #6: Does the school district operate a security operations center, of so is it manned 24/7?

Answer #6: No.

Question #7: - Is there any documentation that details the scope for the Weapons Detection portion of this bid? And depending on that answer, are you open to evaluating an as equal?

Answer #7: There is no documentation that details the scope for weapons detection; we asked for weapons detection as part of each proposal and will evaluate based on the description of the solution.

Question #8: - What are the current manufacturers being used for access control and security cameras?

Answer #8: Under the Georgia Open Records Act (OCGA §50-18-70 to §50-18-77) all public records are available for inspection including contract documents. All open records requests to inspect or copy records must be made in writing to the Open Records Specialist. The request box can be found at https://www.dekalbschoolsga.org/hr/employee-relations/#tab-9a89bbe921f46756671 Simply, scroll to the bottom of the page and click “Submit an open records request”.

Question #9: - What are the average number of cameras and doors per ES, MS and HS. How active student entrances for HS?

Answer #9: Information will be provided to successful awardee. It is withheld for the safety of our students and staff.

Question #10: - Page 9 - list 155 facilities total, Page 23 list 139 School facilities. Can the total number of facilities be provided?

Answer #10: 139.

Question #11: - What is the exact list number of facilities that coverage will be needed.

Answer #11: 79 Elementary Schools; 19 Middle Schools; 20 High Schools; 8 Education/Other; 8 Administrative Centers; and 5 Athletic Stadiums.

Question #12: - Could I please get a copy of the “sign in sheet” from today’s bid meeting?

Answer #12: A copy of the sign-in sheet will be provided and posted to the following on-line platforms, IONWave and the Georgia Procurement Registry.

RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

Question #13: - During the meeting today it was discussed we can view current access control and surveillance systems previously installed within the schools however I am not finding that information within the Ionwave site. Is there another location? The link wasn’t added to the comments section during the teams meeting.

Answer #13: Under the Georgia Open Records Act (OCGA §50-18-70 to §50-18-77) all public records are available for inspection including contract documents. All open records requests to inspect or copy records must be made in writing to the Open Records Specialist. The request box can be found at https://www.dekalbschoolsga.org/hr/employee-relations/#tab-9a89bbe921f46756671 Simply, scroll to the bottom of the page and click “Submit an open records request”.

Question #14: - Intercom is not listed as a main system being changed , What is current number of stations , will they be integrated or changed ?

** Under Section G Current Security Environment - Analog and IP door stations - no count provided ?

Answer #14: Currently 148 IP based door stations.

Question #15: - 7900 cameras, How many cameras are currently IP , % of cameras (# 2MP, #4 MP, # 8MP) of each MP for storage calculations ?

Answer #15: 60 % 2MP

35% 4MP

5% 8MP.

Question #16: - Are current access control panels IP capable ?

Answer #16: The current access control panels are IP capable.

Question #17: - Intrusion panels ( of same manufacturer ), will field devices remain in place , % of new devices needed ?

Answer #17: The percent of new devices needed will be based on the assessment of the awardee.

Question #18: - Are current intrusion panels , networked / dial up ? All monitored independently or through secondary system ?

Answer #18: Current intrusion panels are networked. All are monitored through a secondary system.

Question #19: - RFP mentions chemical detection ? What type of chemical detection , threat level agent , gas agent ?

Answer #19: Flammable, toxic, irregular, etc.

Question #20: - Is the intent to perform any camera installation in phase one ?

Answer #20: Yes where necessary.

RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

Question #21: - What is current VMS / ( types ? ) Answer #21: Salient.

Question #22: - Is there intent to reuse VMS storage servers ?

Answer #22: The goal is to assess and optimize overall performance where necessary.

Question #23: - Number of facilities if other than 139 listed in scope coverage ?

Answer #23: None.

Question #24: - Environmental integration / what level type of systems to integrate with ? sensor only or panel integration for alarm only ?

Answer #24: Panels and sensors.

Question #25: - Facial recognition - is there currently database file or system usage ?

Answer #25: Currently DCSD does not have facial recognition.

Question #26: - Is building lockdown feature currently in usage on any of systems ?

Answer #26: DCSD does not have a building lockdown feature in use at this time.

Question #27: - Please provide clarification of number of facilities covered Answer #27: 139.

Question #28: - On page 10 of the RFP, Paragraph C. PROCUREMENT PROCESS states in part “Proposals must be responsive to all aspects of this RFP.” We provide K12 AI Gun Detection software with 24/7/365 live monitoring services for all connected cameras. Would a proposal for this capability only be considered responsive and be considered for a partial award under this

RFP?

Answer #28: DCSD accepts all responses.

Question #29: - On page 31 under Attachment A, in the section labeled “The system must be scalable and flexible to accommodate future implementation of the following options”, item #3 lists “Hidden weapon detection”. Will the district consider AI Visible Gun Detection Software with 24/7/365 live monitoring services as an additional future implementation option?

Answer #29: DCSD accepts all responses.

Question #30: - Can we receive a list of the pre-bid conference attendees?

Answer #30: A copy of the sign-in sheet will be provided and posted to the following on-line platforms, IONWave and the Georgia Procurement Registry.

RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

Question #31: - Page 32 - Multi-chemical detection Can you please provide more information on which chemicals you would like for this device to monitor? Do you have any specifications that you can provide that we can review to ensure we meet your requirements?

Answer #31: Flammable, toxic, irregular, etc.

Question #32: - Page 32 - Building Lockdown How you would like this feature to function in the district? Will this be a server based initiation local to each building or a full system (global) lockdown?

Answer #32: Should include both options.

Question #33: - Page 31 - 4c License plate reader Does this license place reader also require an active database that records cars for authorized/banned status?

Answer #33: Local and server-based database.

Question #34: - Page 31 - 4c License plate reader Does this license place reader also require an active database that records cars for authorized/banned status?

Answer #34: Local and server-based database.

Question #35: - Security kiosk with driver license scanning: Visitor Management Is Dekalb looking for a visitor management system that would integrate and compare scanned licenses to an outside database (State or Federal) for banned people?

Answer #35: We are looking for a solution with this capability.

Question #36: - Does Dekalb County Schools want an Enterprise level centralized customer portal that will allow the district too:

i. to view the history of each school (monitoring status, alarms, troubles…etc)

ii. integrate with the existing DCSD service portal for ease of use & viewing active service calls

iii. arm/disarm burglar alarm systems for each school through the same platform

iv. send daily reports on any system anomalies Answer #36: To each item, our reply is Yes.

RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

Question #37: - Night Vision - Clarity on the requirements. What's the definition of Night Vision? True Night Vision (Military)?

Any areas with absolutely no ambient light?

Answer #37: True Night Vision

Question #38: - Are you looking for a specific Person to sign the RFP? Can the PM or Account Manager sign the RFP?

Answer #38: A certifying/engaging company official.

Question #39: - Multi Chemical Detection - What's the intent?

Answer #39: Multi-Chemical detection is one part of our overall physical defense strategy.

Question #40: - Attachment A - Do we need to give details on a Separate Page for each "YES" answer? Is it correct?

Answer #40: DCSD accepts all responses.

Question #41: - Are there any requirements for Cabinets or Racks in the Main Data Frame Room?

Answer #41: DCSD will supply.

Question #42: - What's the Warranty required - 3 or 5 years?

Answer #42: 3 years minimum.

Question #43: - Attachment H - Service Agreement. Are you looking for a proposal for Service Agreement? Attachment H is not mentioned in the "Table of Contents for your submission" Answer #43: Attachment H – Service Agreement is DCSD’s sample Agreement. The successful awardee will enter into a Service Agreement.

Question #44: - What is the total available bandwidth across the District to stream the cameras?

Answer #44: 1 Gbps bandwidth from camera to local network closet. 20 Gbps aggregate bandwidth from site to data center.

Question #45: - Can you provide a network diagram with a bandwidth point to point availability?

Answer #45: 1 Gbps bandwidth from camera to local network closet. 20 Gbps aggregate bandwidth from site to data center.

Question #46: - Can Future Projects have Itemized Pricing changed if during the Assessments the actual condition of the site/sites don't match with the ones considered in the proposal?

Answer #46: Responders must include itemized pricing in their cost proposal. Refer to Section II.K, Contract Terms (page 18).

DCSD will work with the successful awardee regarding future projects, if applicable.

Question #47: - Is it the School District intent to maintain 3rd party monitoring of Intrusion and detection?

Answer #47: Yes.

RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

Question #48: - Environmental Sensors - What's the intent of them? Which type of sensor should we consider?

Answer #48: Focus is flammable and toxic gases.

Question #49: - When is pricing require for services, will this be determined after the assessments of all systems have been completed?

Answer #49: Responders must include service pricing if applicable, in their cost proposal. Refer to Section II.K, Contract Terms (page 18).

Question #50: - Can the county provide details for the analog camera systems still in use?

Answer #50: There are no analog camera systems still in use.

Question #51: - Can the county provide details for the IP Door Stations and are they recording to an NVR/DVR or standalone system?

Answer #51: IP Door Stations are recorded to a central database.

Question #52: - CCTV Edge recording is the primary recording method or backup?

Answer #51: CCTV Edge recording is the primary.

Question #53: - Does the County know the amount of storage currently in use?

Answer #53: Refer to RFP technical requirements.

Question #54: - What is the Bandwidth between the sites and the centralized location?

Answer #54: Bandwidth between sites and central data center is 20 Gbps.

Question #55: - The Alarm Monitoring Station Company is a third party or the system is monitored by the county?

Answer #55: This is monitoring station that mirrors the central station and monitored at our centralized command center.

Question #56: - The county has requested a Security Kiosk with ID Scanner; can the county explain the intended process/use for this equipment?

Answer #56: The security station should check in visitors and scan ID before admittance to buildings.

Question #57: - The county has requested “Background check capable”, does the intention is to document that background was made or something else?

Answer #57: The request is for the solution to interface with local, state, or national crime information repositories.

Question #58: - Does the County have a Lockdown program/procedures they will like to incorporate into the Security Systems?

Answer #58: We are interested in integrating our programs and devices to accept lock down commands and/or features.

RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance

Question #59: - Can the County provide information on locations with power generators and or current UPS equipment that provide power backup?

Answer #59: This information will be provided to the successful awardee.

Question #60: - Any Elevator Integration?

Answer #60: Yes.

Question #61: - Any Video Wall integration?

Answer #61: Yes.

Question #62: - Are the ID Card Printing and Credentials centralized or the county has multiple badging sites?

Answer #62: ID Card Printing is centralized Credentials are at multiple locations.

Question #63: - Will the County explain the intended use for the Multi-Chemical detection sensors?

Answer #63: Multi-Chemical detection is one part of our overall physical defense strategy.

Question #64: - What is the intended budget?

Answer #64: Information is not available.

Question #65: - What is the intended implementation timeline for this RFP?

Answer #65: Refer to Section II.A., Contract Terms. (page 18).

Question #66: - What will be the county policy on Price volatility?

Answer #66: Refer to Section II.K, Contract Terms (page 18).

Question #67: - What was the problem that lead to this RFP?

Answer #67: DCSD desires to have current physical security services. The current contract will be expiring.