RFP_ District-Wide Camera Solution and Replacement. (3).pdf

DURANGO SCHOOL DISTRICT

Request for proposal

October 29th, 2025

Technology Solutions The Durango School District is seeking proposals from qualified vendors for a complete, integrated District-Wide Camera System solution, including the supply, installation, configuration, and commissioning of all specified hardware and software to replace and upgrade the District's existing security camera infrastructure. To be considered, responses must be received in BidNet before the submission deadline.

To be considered, responses must be received in BidNet.

https://www.bidnetdirect.com/colorado/durangoschooldistrict9r

LATE RESPONSES WILL NOT BE ACCEPTED.

Table of contents Table of contents

Glossary District Information

Project Overview:

Project Goals RFP Contact Communication

Scope of Work and Technical Requirements Required Bill of Materials (BOM)

Required Services and Deliverables Technical Requirements Minimum Qualifications Security and Privacy Requirements Proposal Evaluation and Criteria

Evaluation Criteria Proposal Submission Instructions

General Submission Requirements Estimated Budget Requirements

RFP Terms and Conditions Acceptance of RFP Terms Confidential/Private Information Response Review and Evaluation Cost and Liability

Contracting Considerations and Conditions Indemnification and Insurance Warranty of Services Legal and Financial Clauses

Attachment A: Declaration and Signage Page Attachment B: Estimated Budget.

Glossary

Term Meaning

Contract A written agreement entered into by the district and the successful vendor for performance of the services set forth in this RFP.

Contractor See vendor.

District or district Durango School District (DSD).

Proposal A written response in accordance with the requirements, terms, and conditions of the Request for Information. Any additions or exceptions to the district’s requirements shall be clearly stated by the vendor in its proposal.

Request for Information (RFP)

A non-binding, non-competitive way to gather information that may or may not be used by the district as an aid in creating a future Request for Proposals.

Request for Proposal (RFP)

A formal vendor selection process.

Request for Qualifications

(RFQ)

A formal vendor selection process to determine if a vendor is qualified for the work and/or to be added to a prequalified list for the district.

Vendor The individual, company, corporation, or firm to whom the contract is awarded.

Until the contract is awarded, the term “vendor” shall be understood to mean the individual, company, corporation, or firm formally submitting a response to this Request for Information.

District Information The Durango School District is a public school district organized in accordance with Colorado law to provide public education to residents of La Plata County. The district covers a geographic area of approximately 1,079 square miles and serves the communities of Durango, Breen, Hermosa, Hesperus, Kline, Marvel, Red Mesa, Trimble, and surrounding areas. The district consists of 12 schools serving an enrollment of approximately 4,500 students.

Project Overview:

Durango School District (DSD) is seeking a robust, centralized video surveillance system to enhance the safety and security of all district facilities. The primary objective is to acquire a solution that offers modern video surveillance, cloud-based management, and the flexibility to integrate with existing and future security platforms.

Project Goals

● Centralized Video Management: Implement a solution with a unified, cloud-based management platform for all district cameras.

● Comprehensive Coverage: Deploy the required number and type of cameras and accessories to ensure complete coverage as outlined in the Bill of Materials (BOM).

● Integration Capabilities: The system must integrate seamlessly with existing systems as required by the district.

● Long-Term Support: Secure a solution that includes all necessary 5-year licensing, professional services for installation, and ongoing maintenance and support

Key Dates and Contact Information

Solicitation Schedule

● RFP Distribution: 10/29/25

● Clarification/Questions due: 11/04/25

● Clarification Answers Due: 11/05/25

● RFP Responses Due: 11/07/25

● Finalists Selected: 11/10/25

● Interviews: 11/10/25 (Target for final review & negotiation on 11/11/25)

RFP Contact

Please direct all communications regarding this RFP to:

Justin Duncan, Director of Technology Email: Jduncan@durangoschools.org

Communication

● All communication is limited to the RFP contacts.

● There should be NO communication with any district staff or consultants regarding this RFP. ● If contacted directly by any district staff or consultants, you should direct them to the RFP Contact to make the inquiry on their behalf.

● Telephone or in-person inquiries shall not be accepted. Vendors shall not contact District staff directly with questions and may not rely on any verbal statements by District staff that alter any specification or other term or condition of the RFP.

Scope of Work and Technical Requirements

Required Bill of Materials (BOM)

The successful vendor shall provide, install, and commission the following minimum quantities and specifications of hardware. The system must provide a minimum of 30 days of video retention per camera unless otherwise specified.

Item Description Quantity Key Specifications

Outdoor Fisheye Camera

18 512GB storage, 30 days max retention

Outdoor Dome Camera

42 512GB storage, 30 days max retention

Outdoor Dome Camera

13 256GB storage, 30 days max retention

Outdoor Multisensor Camera

20 1TB storage, 30 days max retention

Outdoor Two-Camera Multisensor

54 512GB storage, 30 days max retention

Indoor Dome Camera 28 512GB storage, 30 days max retention

Indoor Dome Camera (Extended)

85 512GB storage, 60 days max retention

Command Connector 1 8TB, supporting 25 5MP channels at 30 days

Command Connector 2 16TB, supporting 50 5MP channels at 30 days

Angle Mount 16 Accessory

Corner Mount 25 Accessory

Arm Mount 30 Accessory

Pendant Cap Mount 14 Accessory

Two-Camera Multisensor Pendant Cap

16 Accessory

L-Bracket Mount 1 Accessory

Pole Mount 1 Accessory

Indoor 90W PoE++ Injector

20 GigE, NA Type B (Power-over-Ethernet)

Outdoor Wi-Fi Gateway

3 802.11ax Wi-Fi

Licensing 5 Yea rs

Includes 5-year licensing for all cameras and gateways.

Required Services and Deliverables

The proposal must include the cost and details for the following services and final deliverables:

● Installation Professional Services: Full installation, configuration, and commissioning of all equipment specified in the BOM.

● Cabling and Documentation: Installation, termination, labeling, and testing of all necessary cabling compliant with DSD standards. Provision of as-built documentation and configuration exports.

● Data Migration/Integration: Assistance with migrating existing data from legacy systems and support for integration with other school systems and applications.

● Training and Support: Provision of comprehensive on-site training sessions for staff and administrators. Access to online resources and dedicated technical support channels (e.g., phone, email, live chat).

● Shipping and Delivery: All costs associated with the delivery of the equipment to the district.

Technical Requirements

● Operating System: Compatible with ChromeOS or Cloud based.

● Device Compatibility: Fully functional with Chromebooks and other devices issued by the DSD.

● User-Friendly Interface: Intuitive and easy-to-use interface.

● Scalability: Ability to accommodate future growth and changes in the school's technology infrastructure.

Minimum Qualifications

Respondents must meet or exceed the following minimum qualifications for their proposals to be evaluated and considered for award:

● Authorized or Certified Partner of the proposed system vendor.

● Minimum three (3) years of experience in K-12, higher education, or large campus security system implementation.

● Successful completion of at least two (2) enterprise unified security system installations encompassing 40 or more facilities.

Security and Privacy Requirements

All proposals must demonstrate adherence to rigorous security and privacy standards:

● Data Encryption: Robust data encryption to protect sensitive information.

● Access Controls: Granular control over user permissions and access levels.

● Compliance: Adherence to relevant data privacy regulations, including FERPA and the Colorado

Student Data Transparency and Security Act (HB 16-1423; C.R.S. 22-16-101 et seq.).

● Data Processing Agreement (DPA): Vendors are required to provide a comprehensive DPA outlining data handling practices, security measures, and dispute resolution procedures.

● Personnel Requirements: The successful vendor shall not knowingly employ on DSD premises any persons convicted of any felony or misdemeanor crime of unlawful sexual behavior involving children.

Proposal Evaluation and Criteria The DSD will conduct a fair and impartial evaluation to determine the proposal that most effectively meets the District's needs. Award will be made to the responsible supplier(s) whose proposal is most advantageous to the District, taking into consideration price, past performance, financial stability, and technical capability.

Evaluation Criteria

Proposals will be reviewed and considered based upon any or all of the following (in no specific order):

responsiveness to the RFP, ability to meet district requirements, security, confidentiality, business practices, past experience, and references

Proposal Submission Instructions

General Submission Requirements

Responses must be uploaded in BidNet. Submissions made in any other way will not be accepted.

Vendors must submit their response in the following mandatory order:

1. Declaration & Signature Page (Attachment A): Provide the originally signed document.

2. RFP Contact Information: Identify the point of contact for any questions or concerns relative to this response (Name, Direct phone number, Email) .

3. Overview of Vendor Firm: Provide a brief description of the vendor's organization and services.

Include general introduction, years in the industry, relevant experience, client retention and satisfaction, and company locations/website .

4. Summary of Solution (3 Pages Max): Narrative describing the solution and how it will benefit the district .

5. Scope of Services/Requirements: The vendor's response shall be submitted on the attached Excel sheet provided with this RFP.

6. Implementation Schedule: Provide a sample implementation plan, process, and schedule for a typical implementation, including project start-up availability .

7. Staffing Information: General information and qualifications of staff, including resumes or staffing information showing professional qualifications and related experience. Include an organization chart.

8. References: At least three business references for which your firm has performed similar services in the past 5 years (K-12 references preferred). Include company name, contact person, address, telephone number, and a description of work performed.

9. Insurance: Describe current general liability and professional liability insurance coverage, including network security and privacy liability insurance.

10. Other: Include information on accessibility of products/services , and optional additional services.

11. Estimated Budget Document (Attachment B): Provide the total estimated budget within the response.

Estimated Budget Requirements

Vendors shall submit the estimated budget within their response. It is expected that the vendor will perform all services on a firm, fixed-price basis once a final deliverable is negotiated. The budget must include:

● Product and licensing costs.

● Implementation costs.

● Ongoing renewal, maintenance, and support costs.

● Training costs (included and extras).

RFP Terms and Conditions

Acceptance of RFP Terms

A submission in response to this RFP acknowledges acceptance by the vendor of all terms and conditions, as set forth herein. A vendor shall identify clearly and thoroughly any variation between its response and the district's RFP requirements.

Confidential/Private Information

Any proposed restrictions for the use or inspection of material contained within the response shall be clearly stated. Confidential/proprietary information must be readily identified, marked, and preferably packaged separately (e.g., uploaded as a separate document in BidNet). Neither a proposal in its entirety, nor price information will be considered confidential and proprietary.

Solicitation Schedule

Response Review and Evaluation

The district may request additional information from vendors, including scripted demos. The committee may, in its discretion, pre-qualify or otherwise establish a select number of vendors to whom to invite to respond to a district-issued Request for Proposals or Invitation to Negotiate.

Cost and Liability

The District is not liable for any cost incurred by vendors prior to issuance of a legally executed contract.

No property interest shall occur until a contract is awarded and signed by all concerned parties. Any costs associated with vendor participation in personal interviews or demonstrations shall be at the vendor's expense. The District reserves the right to cancel this RFP at any time, without penalty.

Contracting Considerations and Conditions

Indemnification and Insurance

The vendor agrees to indemnify and hold harmless DSD, its agents, Board of Education, and employees from and against all liability, claims and demands arising out of or connected with the contract, if such injury, loss, or damage is caused in whole or in part by the act, omission, error, or fault of the supplier or any subcontractor.

The successful vendor agrees to procure and maintain, at its own expense, a policy or policies of insurance sufficient to insure against all liability assumed pursuant to the indemnification section.

Coverage required includes:

● Workmen's compensation insurance.

● Commercial general liability with limits not less than $1,000,000 combined single limits per occurrence for bodily injury and property damage, and $2,000,000 aggregate.

● Comprehensive automobile liability insurance with minimum limits of $1,000,000 combined single limits per occurrence.

● Insurance certificates shall name DSD as an additional insured.

Warranty of Services

The successful vendor warrants that all services performed under this contract will, at time of acceptance, be free from defects in workmanship and conform to the requirements of this contract. If any services are found not to conform, the successful supplier must re-perform at no additional cost to the District.

Legal and Financial Clauses

● Fund Availability: Financial obligations of the district payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available.

● Certification: The contractor certifies that it shall comply with the provisions of C.R.S. § 8-17.5-101 et seq., and shall not knowingly employ or contract with an illegal alien.

● Venue and Choice of Law: Exclusive venue for any action shall be in La Plata County, Colorado.

The laws of the State of Colorado shall govern this transaction.

● Non-Discrimination: The vendor shall comply with all applicable state and federal laws, rules, and regulations involving non-discrimination.

Attachment A: Declaration and Signage Page

THIS PAGE MUST BE COMPLETED AND INCLUDED WITH THE VENDOR’S RESPONSE

DECLARATION: I hereby certify that the information provided in this RFP response made to Durango School District is true and correct,, and I am duly authorized to file the same. No Board of Education member, member of a District board or committee, employee of the District, or any such person’s spouse, child, parent, brother, sister, dependent, or person assuming a relationship being the substantial equivalent of the above, has a direct or indirect financial or personal interest in the proposing firm or this request for qualifications except as follows:

I acknowledge that this certificate is accurate and complete and is subject to applicable local, state, and federal laws, both criminal and civil. I hereby certify that the firm has reviewed this RFP and the District’s standard contract and accepts its terms and conditions, subject only to specifically requested modifications set forth in this RFP response.

(FIRM NAME)

(STREET ADDRESS)

(CITY, STATE, AND ZIP CODE)

(TELEPHONE NUMBER)

_ (COMPANY FAX NUMBER)

_ (EMAIL ADDRESS)

(TYPED NAME OF AUTHORIZED AGENT)

(SIGNATURE OF AUTHORIZED AGENT)

(TITLE)

(DATE)

(FEDERAL EMPLOYEE IDENTIFICATION

NUMBER)

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Attachment B: Estimated Budget.

Provide the total estimated budget for the services requested in this RFP. It is expected that the vendor will perform all services required under this RFP on a firm, fixed-price basis once a final deliverable is negotiated.

Please include:

● Product and licensing costs

● Implementation costs

● Ongoing renewal, maintenance, and support costs

● Training costs (included and extras)

● Other (please list)

Note: As part of a final negotiated contract cost, the district requires:

● Itemized costs for products and services.

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