_RFP Addenda No.3.docx (5).pdf
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- Attached to
- RFP-2425-110 School Bus Cameras System
- Solicitation number
- S-P03012-00012217
- Issued by
- Clackamas County, Mission CDP, Oregon
About this file
This is Addendum No. 3 to RFP No. 2425-110 for a School Bus Camera System issued by North Clackamas Schools. The addendum adds a requirement for implementation timeline to be included in the Implementation Plan section of proposal contents. It provides answers to 36 vendor questions covering technical specifications and requirements for the camera system, including clarifications that GPS is a required feature, video will be pulled to local computers that connect to buses, the system will operate independently from district-wide video management, and specific camera placements are detailed for each bus (dash camera, above back door, driver/front door facing, side cameras, and stop-arm camera).
The addendum clarifies that no site visits are part of the solicitation process, payment terms are net 30 days, and monthly invoicing is standard but negotiable. Technical specifications include WPA2 encryption for wireless transfers, MP4 and .MOV video formats, minimum 1TB storage requirement for SD cards, 45-minute minimum power-off delay (1 hour preferred), and in-person training requirements. The district is not currently using cloud storage but will consider cost proposals for such solutions. There are no liquidated damages specified, and vendors are expected to have sufficient experience to provide accurate cost estimates, though contract amendments can be negotiated if needed.
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Text version
School Bus Cameras System
SOLICITATION NO. 2425-110
ADDENDUM NO. 3
Date: January 13, 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.
Add to Proposal Contents, 4. Implementation Plan: This should include a timeline for implementation.
Questions The following information does not change the details of the Request for Proposal and is provided for informational purposes only.
1. Can the district provide a detailed list of essential district systems the School Bus Camera System must integrate with?
Answer 1: Video will be pulled to a local computer that connects to the bus for the time being.
2. Should the bus camera system interface with the district-wide video management system, or operate independently?
Answer 2: We operate independently.
3. If integration with the district’s video management system is required, what specific functionalities or data exchange are expected?
Answer 3: See answer to #2 in this addendum.
4. Regarding storage, does the district have a preference for prioritizing centralized servers, cloud solutions, or a hybrid approach?
Answer 4: The district is currently not using the provider’s cloud-based storage options.
However, the district would be open to considering cost proposals for such solutions, though this is not a requirement at this time.
5. If a central server is to be used, will NCSD specify hardware and software requirements, or should vendors propose solutions?
Answer 5: No Centralized server is planned at this time. The District will provide specific hardware and software requirements compatible with virtualization and capable of running the latest window server operating systems, with the ability to connect to centralized storage solutions (e.g., SAN).
6. Is the GPS functionality described as a required feature or an optional system enhancement?
Answer 6: GPS is a required feature. See RFP, page 1.
7. What is the anticipated Wi-Fi bandwidth and coverage across the bus lot, specifically for simultaneous data transfer from all buses?
Answer 7: Not yet determined, but should comply with modern wi-fi standards.
8. For IR illuminator requirements, does the district prefer fixed configurations or are adjustable intensity settings desirable?
Answer 8: Fixed configurations that compensate as light changes.
9. Could NCSD specify the exact camera placement required for each bus type?
Answer 9: 1. Dash Camera mounted from ceiling/front facing - 2. Above back door - 3.
Driver and front door facing 4. 2X Cameras L/side 2X Cameras R/side 5. Stop-arm camera.
10.What specific Oregon Department of Education standards should vendors reference when proposing camera placements and features?
Answer 10: Vendors should reference the Oregon Department of Education's Minimum Standards for School Buses, which is available online (Link).
11.For SD card-based recording, is there a minimum storage capacity or configuration (e.g., mirrored or primary recording) required?
Answer 11: SD card option for simultaneous or mirrored recording. Please see page 4 of RFP - Minimum storage of 1TB.
12.What specific compatibility or export standards are required for non-proprietary video management platforms?
Answer 12: MP4 and .MOV.
13.Should event marking and timestamp playback be managed onboard, via external software, or through cloud integration?
Answer 13: Yes.
14.Are specific encryption or security protocols required for removable media like SD cards or hard disks?
Answer 14: Yes, for when we use Wifi for our downloads.
15.Does the district have preferred cellular carriers or SIM card configurations for 4G/5G system compatibility?
Answer 15: The district currently does not have a preferred carrier.
16.Are specific durability certifications (e.g., IP ratings or MIL-STD compliance) mandatory for camera systems?
Answer 16: Please see page 4 of the RFP - Camera and Hardware Configuration.
17.Does NCSD require stereo and or mono audio recording, and should noise cancellation be standard for interior cameras?
Answer 17: Preferably stereo, but would consider mono.
18.Should GPS and accelerometer features integrate with an existing fleet management system? If so, what system?
Answer 18: We do not have an existing management system to integrate with. Our current GPS system would be separate from the camera, but we would want the option on the cameras.
https://www.oregon.gov/ode/schools-and-districts/ptf/Documents/MSOSB%202018%20-%20Draft%20Final.pdf
19.What types of real-time customer support (e.g., phone, email, text) does NCSD require, and what response times are expected?
Answer 19: Phone or email; response times within 24 hours.
20.For Wi-Fi auto-upload with power-off delay, what is the minimum expected data transfer speed, and are upload limits defined?
Answer 20: Yes, at least 45 minutes, 1 hour preferably. Please see page 3 of the RFP for video and image quality.
21.Can the district provide details on the expected timeline for the no-cost exchange program, including replacement installation times?
Answer 21: Any required timelines are included in the RFP.
22.Should ISO 9001:2015 certification documentation accompany the proposal? If so, what format is preferred?
Answer 22: PDF of the document.
23.Are contractors required to supply backup power systems for cameras and DVRs during vehicle power loss? If so, how long must these systems operate?
Answer 23: Yes, at least 45 minutes, 1 hour, preferably
24.Are there specific guidelines for securing cables and harnesses during installation?
Answer 24: Please reference Answer 10 in the addendum.
25.What is the expected duration and format (in-person or virtual) for factory-authorized training sessions?
Answer 25: In-person Training sessions.
26.For integration with vehicle diagnostics, which specific data points (e.g., speed, braking, stop sign activation) should be prioritized?
Answer 26: speed, lights, brake usage, stop sign activation, please see RFP page 5.
27.What are the security or encryption requirements for wireless data transfer over the district’s Wi-Fi network?
Answer 27: WPA2.
28.Are there performance benchmarks vendors must meet during maintenance and software updates?
Answer 28: Performance standards are in the RFP, page 4, Warranty/Support/Corporate, and Page 5 under Contract Deliverables.
29.Does the cost proposal need to include maintenance and software updates, or will these be contracted separately?
Answer 29: The option for software updates should be done automatically using Wifi.
We would also like to be able to do the updates manually.
30.Can NCSD provide a detailed timeline for completing installations across all buses?
Answer 30: See the change included in this addendum.
31.Will vendors be allowed to inspect the interior and exterior of buses prior to bid submission?
Answer 31: A site visit is not part of the solicitation process.
32.Are contractors responsible for removing internal bus components (e.g., seats, safety bars) during installation? If so, must they follow a specific safety procedure?
Answer 32: Please reference Answer 10 in the addendum.
33.If unforeseen conditions increase costs or time requirements, can vendors submit revised estimates?
Answer 33: Vendors are expected to have sufficient experience in implementing similar projects to prepare an accurate cost estimate. The resulting contract will include the ability to negotiate amendments.
34.What is the district’s preferred payment schedule for the project? Can vendors submit weekly invoices?
Answer 34: Monthly or negotiated with contract.
35.What are the expected payment terms for this project?
Answer 35: Payment terms are net 30 days.
36.Are there liquidated damages specified for failure to meet the project’s requirements?
Answer 36: This project does not include liquidated damages.
Single Point of Contact Gustavo Chávez Senior Purchasing Specialist Chavezcardenasg@nclack.k12.or.us
END OF ADDENDUM NO. Three (3) mailto:Chavezcardenasg@nclack.k12.or.us
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