RFP Comprehensive Security Systems Installation Integration and Repair.docx

CONFEDERATED TRIBES OF

COOS, LOWER UMPQUA AND SIUSLAW INDIANS

1245 Fulton Avenue - Coos Bay, Oregon 97420 Telephone (541)888-9577 Toll Free 1-888-280-0726 Fax: (541)888-2853

Request for Proposal (RFP) Comprehensive Security Systems Installation, Integration, and Repair Introduction Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians (CTCLUSI) is requesting proposals from qualified contractors to provide a comprehensive turnkey solution for physical security systems. This includes the installation and integration of door access control systems, gate access mechanisms, surveillance cameras (CCTV/IP-based), and all supporting electrical and communication infrastructure.

The selected contractor will be responsible for providing a comprehensive, turn-key solution, managing all aspects of the project from procurement of materials through to final commissioning. This will require the vendor to self-perform or subcontract (with approval) all necessary components of the project to ensure a fully operational and integrated security system that meets the specifications outlined by CTCLUSI.

Scope of Work A. Access Control Systems

· Installation of electronic door access systems (badge)

· Installation and integration of vehicular gate access control (swing/sliding gates)

· Provision of software and hardware to manage user access rights

· Integration with existing or new surveillance and alarm systems B. Video Surveillance System

· Installation of IP-based surveillance cameras (indoor and outdoor)

· Network Video Recorder (NVR) or cloud-based storage system

· Motion detection, night vision, and real-time monitoring capabilities

· Centralized video management software (VMS) with user access control Security Camera Requirements to match existing configuration

· Supply indoor/outdoor-rated, high-definition (HD) IP security cameras (minimum 4 megapixel 2560x1440)

· NVR and cameras must be NDAA compliant

· Cameras must be ONVIF compatible

· Camera viewable through vendor/manufacturer mobile app

· Cameras must include:

· Infrared night vision

· Weatherproof housing (IP66 or higher)

· Motion detection capabilities

· PoE (Power over Ethernet) support

· Installation and mounting around the perimeter as per site plan (to be shared upon award)

· Network Video Recorder (NVR) with at least a minimum of 30 days of storage capacity

· System configuration and integration into existing network infrastructure

· On-site testing and commissioning C. Electrical and Infrastructure Work

· Power supply and backup (UPS or generator integration if needed)

· Conduit and raceway installation (interior and exterior)

· Low-voltage wiring (CAT6, fiber optic, etc.)

· Trenching and backfilling for underground cable routes

· All grounding and bonding as required by code D. Integration and Commissioning

· Full system integration and configuration

· Testing and commissioning of all components

· Staff training and documentation handover

· Warranty and post support provisions E. Preventive Maintenance, inspection, and Repair

· Preventive maintenance and routine inspection of all security doors and gates (automated)

· Diagnostic and troubleshooting of electronic and mechanical systems

· On-call repair services, including emergency repairs

· Replacement or installation of door closures, locks, motors, sensors, hinges, latches, keypads, magnetic locks, control panels and associated hardware.

· Compliance with all local, state, and federal safety and security codes.

· Proper documentation of all work performed, and parts replaced.

Full Scope of Responsibility Includes

1. Site Assessment & Project Planning

0. Conduct on-site evaluations to confirm layout, distances, and installation feasibility.

0. Provide a detailed project plan including timelines, staging, and resource allocations.

1. Trenching & Groundwork

1. Perform trenching and underground conduit installation as required for cabling, power, and communication lines.

1. Ensure all trenching work complies with local utility locates, safety regulations, and restoration of affected areas.

1. Pole Installation & Mounting Structures

2. Supply and install all necessary poles or structural supports for security cameras, lighting, or other equipment.

2. Ensure all mounting structures are engineered for stability, height requirements, and environmental conditions.

1. Electrical & Low Voltage Work

3. Provide all electrical connections, including power supply runs from designated sources to equipment locations.

3. Complete all low voltage cabling for data, video transmission, and integration into existing network systems.

3. Ensure all electrical work is performed by licensed electricians in compliance with applicable codes and standards.

1. Equipment Installation & System Integration

4. Install security cameras, access control devices, gate mechanisms, and any other required equipment.

4. Integrate new equipment with existing security infrastructure where applicable.

4. Provide system configuration, network integration, and testing to ensure full operational functionality.

1. System Commissioning & Training

5. Conduct comprehensive testing and validation of all installed systems.

5. Provide on-site training for designated personnel on system operation and basic troubleshooting.

1. Documentation & As-Builts

6. Submit detailed as-built drawings, wiring diagrams, and system documentation upon project completion.

1. Warranty & Support

7. Provide warranty coverage for equipment and workmanship.

7. Include provisions for ongoing repair, maintenance, and support services as outlined in the RFP specifications.

Project Location Charleston Baldija - Lighthouse Way Coos Bay 1245 Fulton Admin, Buildings A, B, C, D Pole Barn 63377 Coos Head 1293 Ocean Blvd - EZ Mini Storage TRHC/TRP 150 S Wall 92630 Cape Arago Hwy 1320 Neese Housing Tribal Hall/Community Center 238 Wallace Tribal Police 220 Wallace 460 Marple 520 Hull Florence 3757 Hwy 101 3165 Kingwood Canoe Building Eugene 149 W 12th St Proposal Requirements All proposals must include:

· Company profile and relevant experience

· Detailed implementation plan and schedule

· Description of proposed equipment and technology

· Bill of Materials (BOM) with itemized costs

· Labor cost breakdown

· Electrical and trenching details

· Warranties and service/support terms

· Proof of licensing, bonding, and insurance Evaluation Criteria Proposals will be evaluated based on the following:

· Technical compliance and innovation

· Experience and qualifications

· Cost-effectiveness

· Project timeline

· Support and warranty offerings Submission Questions Please submit your questions via email to njohnson@ctclusi.org until August 21, 2025 by 2 PM PST. Subject Line “Security Systems Installation”

Submission Bid Instructions Submit your proposal via email to:

Please submit your email quotation Subject Line “Security Systems Installation” by: August 28, 2025 by 2 pm PST to the following email:

Norbert Johnson, MBA, MHEd njohnson@ctclusi.org Late submissions, mail or fax copies will not be considered Terms and Conditions

· It is the expectation of CTCLUSI that the awarded vendor will be fully responsible for the successful completion of the project in its entirety, including all labor, materials, equipment, subcontractors, permits, inspections, and coordination efforts.

· Vendors are required to submit a detailed breakdown of how they intend to manage the full scope of work, identifying any subcontractors, specifying materials and equipment to be used, and outlining their project approach.

· Proposals that do not include complete project responsibility will be considered non-responsive.

· CTCLUSI reserves the right to accept or reject any quotation, in whole or in part.

· The lowest bid will not necessarily be selected.

· This RFQ does not constitute a contractual offer, and no contract shall arise until a formal contract is executed.

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