RFP Addenda No.1 .pdf

School Bus Cameras System

SOLICITATION NO. 2425-110

ADDENDUM NO. 1

Date: January 8, 2025

To: All Document Holders

The following changes, additions, and/or deletions are made a part of the Request for Proposals as fully and completely as if the same were included in the original.

1. Limitations: Proposals are limited to a total of 30 pages of text, including the letter of transmittal and the certification sheet.

2. Installation and Additional Services: 3-Year warranty on all components with a responsive service plan.

3. Warranty/ Support/Corporate: All provided equipment shall include a three-year warranty.

Questions The following information does not change the details of the Request for Proposal and is provided for informational purposes only.

Question 1:

a. Could NCSD please clarify how much video they want stored for local storage (Hard Drive in DVR)? Typically, one day of footage can be achieved locally with less that 4TB of storage.

b. Is there a specific amount of storage requested regarding cloud storage?

c. Is NCSD looking for the vendor to provide on-premise storage? If so, would Cloud

Storage suffice?

d. Does the district prefer to have the solution hosted in the cloud? Or self hosted?

Answer 1:

a. While the District is open to considering less storage, we prefer to have a minimum of 4

TB.

b. No, the District does not have a specific amount of storage requested for cloud storage

c. The District currently uses Google Drive for accessible local storage, and cloud storage would suffice.

d. The District is open to both cloud-hosted and self-hosted solutions.

Question 2: Could NCSD please clarify how many years of warranty is being requested for all products?

Answer 2: See Amended change included in this addendum.

Question 3: Typical responses to RFP’s with similar scopes range from 25-50 pages. Would NCSD consider an extension to the 11-page limit?

Answer 3:

See Amended limitations included in this addendum.

Question 4: Can the district provide details on the specific video management and vehicle diagnostic platforms it operates?

Answer 4:

We don’t have a video platform. Currently, we have Verizon plugged into our OBD ports

Question 5:

a. “Is there a current Cellular Modem on board? If so, please provide the make and model.”

b. “If not, is NCSD looking for the vendor to quote a modem? A cellular modem is required for cellular downloading and/or live look-in features.”

Answer 5:.

a. We do have a cellular modem onboard, however, this modem is specific to a different vendor for a different product.

Question 6: “Does NCSD require in-person training on location, or will online training suffice?”

Answer 6:

In-person training is required.

Question 7: “Can NCSD please provide the make and model of the access point to ensure compatibility?”

Answer 7:

Standard access points are planned, most likely Cisco, but this is subject to vendor availability.

Question 8:

a. “Does the district have preferred camera layouts for each bus type?”

b. “Could the district clarify which camera views are required and which views are to be optioned?”

c. “Do the district require a camera facing out the front windshield?”

d. “Do the district require a camera facing the driver from the front? Or will overhead view be sufficient”

Answer 8:

a. Yes

b. All camera views are required by our district for optimum service to our community.

c. Yes

d. Overhead view that covers the driver and passenger door will be sufficient.

Question 9: “ Would North Clackamas Schools be willing to consider increasing the page limit to 50 pages to accommodate the required information?”

Answer 9: See Amended limitations included in this addendum

Question 10: “Please clarify if the district is requiring 4 TBs of local storage specifically on the hard drive, or does this include cloud based storage capacity as well?”

Answer 10: Refer to answer #1.

Question 11: “The RFP requirement indicates a “dual dashboard” camera: Does this need to be one unit, or can this be fulfilled with (2) separate cameras?”

Answer 11: One unit is required.

Question 12: “Is the stop camera trying to capture license plates?”

Answer 12: Yes.

Question 13:

Would North Clackamas Schools be willing to consider increasing the page limit to 50 pages to accommodate the required information?

Answer 13:

See Amended limitation included in this addendum.

Question 14:

a. Writing to confirm whether we truly need to provide pricing to accommodate 8 cameras on all 183 buses (in our experience it is rare to see that many cameras deployed, especially on the smaller models of buses, and this would be a significant cost difference), or if it would be possible to share the approx. number that will be deployed on each bus model so we can get you a fair and accurate price?

b. I would also like to confirm that video management software manufacturer must support a non-proprietary, open-architecture platform which is fully ONVIF profile S and G compliant?

Answer 14: “The RFP states the system should be able to accommodate and capable of having 8 cameras, regardless of the numbers below.”

a.

b. NCSD wants the video to be exportable in non-proprietary formats and if it is to be streamed in the future, it should also now be in a non-proprietary format.

Question 15:

a. To be sure we quote the desired solution, would the district like to store video offload in the cloud (we use Microsoft Azure) or would the district like to store video on a district server?

Bus Type Quantity Cameras + Stop arm

Type A (holds 16-30 students) 16 4 Cam + Stop Arm

Type C (Small 30 students) 48 5 Cam + Stop Arm

Type C (Large 84 Students) 47 7 + Stop Arm

Type D (77-84 students, also used for activity trips that need storage underneath)

70 7 + Stop Arm

Total Buses 183

b. Could you further explain what the relationship will be between other district systems and our viewing / diagnostic platform?

c. Could you disclose the name of the platform we will need to integrate with?

Answer 15:

a. We would consider a cloud-based solution, however, our plans are to store videos on our server at this time. We do want a bid on the cost to store on your cloud based option.

b. We use Google as our platform.

Question 16. On page 2 under Introduction is a statement for “a full day’s worth of footage before returning to the hub for download", how many in service hours per day do the buses average?

Answer 16: 10 hours.

Question 17. To ensure we meet your requirements as efficiently as possible, could you specify the key views or coverage areas you wish to achieve with the camera system (e.g., front door, stairwell, rear passenger area, exterior stop arm area, exterior curb-side area) for each vehicle type? Given that our wide-angle cameras capture a broader field of view, we may be able to reduce the total number of cameras needed while still achieving comprehensive coverage?

Answer 17: All of Passenger area, including between the seats, drivers area, out of the window front view, door area, stop arm cam to spot all license plates of vehicles that run our school bus stop lights.

Question 18. Regarding a potential dash camera, is NCSD looking for a camera that sticks on the windshield, or would you prefer to use a pedestal mount?

Answer 18: Due to Oregon Department of Education Rules for mounting cameras we would want a roof mount option.

Question 19. Would it be acceptable to change the number of pages from 11 as stated on page 12 to 30 pages? It is very difficult to provide a complete response of the requested data on 11 pages.

Answer 19:

See Amended limitations included in this addendum.

Question 20. Would NCSD like to effectively mark events within the recorded video using a driver-activated button allowing administrators to search for those events using the provided software?

Answer 20: Yes

Question 21.

a. Will existing equipment need to be removed from the vehicles prior to new equipment being installed?

b. If yes, what existing equipment is installed and how many current cameras will need to be removed?

I. How many of each make/model of system are installed? Does the school want the original equipment back?

c. Would a cut-and-tuck process be acceptable to hide the wiring and reduce removal costs?

d. Are patching of holes from previous system removal required?

Answer 21:

a. Yes, camera DVR Systems, and cameras.

b. 1400 current camera’s.

I. Approximately 183 DVR’s installed, We have Seon’s and REI cameras. All existing systems are installed, and NCSD will retain the original equipment.

c. No cut and tuck.

d. Patching holes are not required.

Question 22: What hours during the day/night on weekdays will the buses be available for installation? What is the minimum number of buses that will be available for installation on weekdays?

Answer 22: Installation should be done during the weekend, or evenings after 5:00 p.m.

Question 23: What hours during the day/night on weekends will the buses be available for installation? What is the minimum number of buses that will be available for installation on weekends?

Answer 23: 7:00 a.m. - 6:00 p.m. All buses will be available during weekends.

Question 24: Is there only one location where the bus cameras will be installed? What are the addresses of each location where installations will need to be performed?

Answer 24: One location at: 15628 SE 102nd Ave, Clackamas, Oregon 97015

Question 25:Are there secure locations at NCSD for storage of surveillance equipment after delivery and during installation?

Answer 25: Yes

Question 26: What are the environments of the NCSD installation location(s), i.e., power, inside/outside, flat, gravel/blacktop, bathroom facilities, water stations?

Answer 26: Power inside/outside, flat, blacktop. Yes, bathroom facilities and water stations are available.

Question 27: At the NCSD installation location(s) are there dock high shipping doors available for unloading of product or will a truck with a lift gate be required? Are pallet jacks or forklifts available for equipment delivery?

Answer 27: No dock high shipping doors, unloading of the product will have to be done with a lift gate, we have one forklift onsite.

Question 28: Are we permitted to dispose of the installed systems’ packing materials in your supplied dumpster?

Answer 28: Yes

Question 29: Can NCSD confirm there are already access points throughout the bus lot providing Wi-Fi? If yes, can NCSD provide the make and model of the access points?

Answer 29: Wi-Fi has not yet been deployed across the bus yard. While we cannot specify the exact models at this time, the access points are expected to be Cisco. This is subject to vendor availability. Regardless of the model, the access points will conform to modern Wi-Fi standards and support both 2.4 GHz and 5 GHz bands.

Single Point of Contact Gustavo Chávez Senior Purchasing Specialist Chavezcardenasg@nclack.k12.or.us

END OF ADDENDUM NO. ONE (1)

mailto:Chavezcardenasg@nclack.k12.or.us