RFP _ Sheriff Office Video Surveillance.pdf

NOTICE OF REQUEST FOR PROPOSAL:

HYBRID CLOUD VIDEO SURVEILLANCE, ALARMS, AND ACCESS

CONTROL SYSTEM UPGRADE

PROPOSAL DEADLINE: Eastern Standard Time (EST) 9:00 am, 03/06/2024

GENERAL INFORMATION

Murray County invites qualified vendors to submit proposals in response to this RFP. All submissions will be evaluated based on the criteria specified within this RFP document. This solicitation aims to upgrade and replace Murray County’s current video surveillance, alarms, and access control systems in both its existing and former jail facilities (the buildings are connected). To be considered, all proposals must be received at the Murray County business office by EST - 9:00 am, 03/06/2024.

MURRAY COUNTY CONTACT INFORMATION

For any questions, clarifications, or interpretations regarding this RFP, kindly get in touch with Julian Choate, the Information

Technology Director. All responses to queries will be issued as an addendum to this RFP and disseminated to all potential vendors.

● Contact Name: Julian Choate

● Email: jchoate@murraycountyga.gov

● Telephone: 706-517-1400 ext. 1289

● Address: 121 N 4th Avenue, Chatsworth, GA 30705

SUBMISSION OF PROPOSALS

All proposals must be submitted by EST-9:00am 03/06/2024. Proposals can be mailed or hand-delivered to the following address:

● Murray County Commissioner’s Office

● RE: Video Surveillance and Access Control System Upgrade / Sealed Bid

● 121 N 4th Avenue, Chatsworth, GA 30705

Any proposal received at the specified location after the designated time and date will be considered late and non-responsive.

Late proposals will not be considered for award.

Coverage & Participation

The scope of this RFP, and any resulting agreement, is intended for all buildings affiliated with Murray County as detailed below.

Murray County retains the right to refrain from entering any contract, add or remove elements, or modify any aspect of coverage and participation at any time without providing prior written notice. Such changes come without any liability or commitment of any kind or magnitude.

Good Faith Statement

Murray County has provided all information within this RFP in good faith. While we endeavor to ensure accuracy, individual items within this RFP are subject to change without prior notice. Murray County does not guarantee the absence of errors and will not be held responsible or liable for the use of this information or any claims arising from such use.

Background

The Murray County Jail operates across two sites within the same building:

● Current operational jail

● Former Jail

Power over Ethernet (PoE) switches and wiring will be required, with the company overseeing all traffic routing and VLAN configurations. Both sites currently utilize outdated video surveillance systems. While some sites boast IP-based systems, others rely on older, proprietary wiring. The existing systems' ages, models, and capabilities differ significantly. Present issues with these systems encompass:

● Inability to review video remotely.

● Necessity for proprietary client software to review videos.

● Lack of customization in system management.

● Numerous blind spots.

● Substandard video quality.

● Inadequate night vision.

Objectives/System Requirements

Murray County intends to transition from a hodgepodge of old, standalone, and proprietary security camera and access control systems to a singular, contemporary unified system.

Capacity and Scalability

● A total camera requirement ranging from 80 to 140 units.

● Camera retention capacity of up to 365 days.

● The solution should permit the addition of extra cameras as and when Murray County deems fit.

● Outdoor camera enclosures must be resistant to vandalism, tampering, and vibration.

● A 10-year hardware warranty is mandatory for all indoor and outdoor cameras.

● The security camera manufacturer must provide round-the-clock in-house customer support.

Specifications for All Cameras (Indoor & Outdoor):

● Minimum 4k image resolution (3840 x 2160) or superior.

● For outdoor cameras, an IP67 rating to guard against environmental hazards.

● IK8 vandal resistance rating or higher.

● Infrared capabilities for nighttime visibility.

● Minimum video production capacity of 24 FPS.

● Image stabilization to counteract blurring.

● 24-hour video recording and viewing functionality.

● Standard RJ45 connectivity, inclusive of PoE.

● Motion detection feature available either on the camera or the management interface.

● Audio recording feature.

● Edge-based computer vision analytics capability.

● Inbuilt solid-state drive with a recording capacity of up to a year.

● Seamless integration with the vendor's access control, round-the-clock professional monitoring, wireless intrusion detection, and environmental sensors.

● A comprehensive range of camera models including bullet, fisheye, dome, mini-dome, and PTZ.

● Integration capabilities with a remotely managed viewing station.

● AES256 encryption standard support.

● UL/CUL 62368-1 certification for audio/video and ICT equipment.

● The system should be able to multiplex a single stream from the cloud to over 100 remote users, optimizing bandwidth during live events.

Access Control Qualifications

● Software Requirements:

● Access Control Solutions must operate without the need for any local server, appliance, or desktop.

● The software should have no dependencies apart from a functional browser and internet connection.

● Management of the access control system should be possible through a secure web portal without requiring any local area network connection.

● A single platform and command console are required that offer both video and access control management, including the control of intercoms for two-way conversations. Preference will be given if intercom conversations are also recorded.

● The system must support an unlimited number of administrative users without the need for additional software licenses.

● It should offer 2-Factor Authentication (2FA) for the management console.

● The system must support Role-Based Access Control (RBAC).

● Integration with standard providers through SAML/Single Sign-On (SSO) is required.

● Hardware Requirements:

● The hardware should not impose limitations on the number of doors it can control.

● The system must be scalable, capable of managing thousands of doors without necessitating additional infrastructure.

● Security and Integration:

● All traffic related to the access control must be encrypted during transit.

● Devices should not permit inbound connections.

● Port-forwarding should not be required to enable web access.

● Record Keeping:

○ Access control logs should have a minimum retention period of one year.

Wired & Wireless Intrusion Detection Qualifications

● Device Suite:

○ A comprehensive suite of devices is required, including both wired and wireless variants of door, motion, panic button, glass break, and water leak sensors.

● Wireless Hub:

○ The Wireless Hub should be PoE-powered and support up to 32 wireless sensors with a range extending up to

1,000 ft.

○ The hub must feature a built-in backup battery, ensuring system functionality for up to 12 hours during power outages.

○ Compatibility with the vendor's cellular backup module is a must, allowing multiple LTE connection backups for the wireless hub.

● Software Requirements:

○ The wireless intrusion detection software should be standalone and require only a functional browser and internet connection.

● Battery Life:

○ A battery lifespan of up to 10 years is expected for door sensors, and between 2 to 5 years for other sensor types.

● Security:

○ Secure signaling is paramount, utilizing end-to-end encryption (AES-128) and Direct Sequence Spread Spectrum technology.

Environmental Sensor Qualifications

● Sensor Capabilities:

○ The device must simultaneously monitor Temperature, Humidity, PM 2.5, TVOC, Vape Detection, Air Quality

Index, Noise, and Motion.

● Alerts & Notifications:

○ Users should be able to configure and customize sensor alerts.

○ The system should allow setting of alerts based on user-defined thresholds for each data stream.

○ Users must be able to specify notification recipients and schedule their timings.

○ There should be a provision to filter data by sensor, date, and time.

● Software Requirements:

○ Monitoring software must operate independently, requiring only a functional browser and internet connection.

○ Environmental sensor system should support an unlimited number of administrative users without the need for additional software licenses.

○ The solution should offer 2-Factor Authentication (2FA) for the management console.

○ Operation without any local server, appliance, or desktop is a must.

○ A single platform and command console should be available that facilitates both video and environmental sensor management.

○ The system should automatically update both firmware and software.

● Power & Hardware:

○ The system must be PoE-powered.

○ Compliance with FCC, ICES, CE, and NDAA standards is essential.

● Record Keeping:

○ Environmental sensor data must have a minimum retention period of 365 days.

Battery Backup:

● All installed equipment must be supported by surge-protected battery backup systems.

● These systems should be capable of maintaining the operation of any connected equipment for a minimum duration of

30 minutes.

Administration and Management Requirements

● Cloud and Hardware:

○ A strong preference will be given to “hybrid cloud-based” camera systems that negate the need for onsite hardware (barring cameras) and the installation/maintenance of onsite software. Configurations for firewall exceptions for offsite access should also be unnecessary.

○ Systems with mobile client or mobile device accessibility are required, ensuring secure access to footage both on and off-site, along with conducting analytics.

○ There's a marked preference for browser-based clients accessible across platforms (Windows, Chrome OS, MacOS, iOS, Android) without proprietary plugins like Java, Silverlight, or Flash.

● User Management and Permissions:

○ The system should provide multiple levels of administration accommodating staff with varying roles.

○ The capability to audit account usage is mandatory.

○ Cameras should be "tagged" under various categories (e.g., ORGANISATION Name, Indoor/Outdoor), facilitating assignment to different camera operators.

■ Examples: Authorized personnel viewing cameras based on location tags, law enforcement accessing cameras tagged “Outdoor”, etc.

○ “Emergency” access should be available for authorized law enforcement, audited for usage.

● Notifications and Sharing:

○ The system must send either email or SMS notifications for critical events, such as camera failures.

○ It should also facilitate sharing of live or historical footage with external entities like first responders.

● Video Analysis and Retrieval:

○ Features to filter video based on various criteria including date/time, physical appearance, and vehicle details.

○ A minimum of 30 days of historical video retrieval is required, possibly limited to motion events.

○ Video search functionalities like identifying "hot spots" for motion, searching for unique faces across cameras, and more.

○ The export of video in industry-standard formats, viewable without proprietary software, is a must.

● System Integrations and Additional Features:

○ Active Directory integrations (ADFS, Azure, Okta, OneLogin, GSuite) and native integration with Access Control are necessary.

○ Alerts for when specific faces/people, as uploaded in the system, are detected by any camera.

○ Archiving capability with unlimited cloud storage; options limiting cloud storage won't be considered.

○ Features like people heatmaps, crowd detection alerts, built-in accelerometers in cameras, and multi-factor authentication are required.

○ The system should also allow the upload of floor plans and the positioning of cameras on said floor plans.

Support and Maintenance Requirements

● Licensing and Continuation:

○ Murray County mandates an upfront 5-year licensing and support agreement. There should be a provision to renew the support on an annual basis post the initial period.

● Support Details:

○ Vendors need to furnish a thorough description of the support services they offer. This includes the typical response time for a support request.

● Updates and Warranty:

○ Throughout the operation period, vendors are responsible for delivering firmware updates to camera hardware.

○ All hardware products provided by the vendor, encompassing access control systems, environmental sensors, and wireless intrusion detection apparatus, should come with a 10-year hardware warranty.

● Vendor Experience:

○ The chosen provider should have a track record of managing large-scale operations, ideally overseeing 100k+ devices in the field.

● Technical Roadmap:

○ Vendors are requested to present a technical roadmap for their proposed solutions. This should shed light on how the proposed system aligns with the vendor's existing product lifecycle.

Installation and Configuration Requirements

● End-to-End Solution:

○ Murray County is in search of a comprehensive, "turnkey" solution. Vendors are expected to handle everything from camera hardware, licensing, mounting, to equipment configuration.

● Coordination and Networking:

○ The vendor should actively collaborate with the Murray County Technology Director to ensure seamless integration with the existing networks.

○ Cameras will be assigned to a dedicated VLAN at every location and will utilize DHCP for addressing.

● Specifications and Configurations:

○ Vendors must provide detailed camera specifications, covering manufacturer, model, description, maintenance specifics, and warranty.

○ Vendors are tasked with configuring the camera settings to strike the right balance between image quality, storage requirements, and bandwidth consumption.

○ The motion detection sensitivity needs to be adjusted appropriately.

○ Cameras should be named and described based on a pre-approved schema that reflects the building and location.

● Vendor Authenticity and Hardware:

○ Vendors must be accredited sellers or affiliates of the solution they are proposing.

○ All necessary hardware, including mounting brackets, conduits, and other related accessories, will be the vendor's responsibility to provide and install.

● Camera Placement:

○ The camera's field of view must be determined in consultation with and approved by the Murray County staff.

General Terms for Murray County RFP Process

● Consideration of Proposals: Murray County reserves the right to reject any and all proposals; to accept portions of bids and alternates in any order or combination; is not obligated to accept the lowest or any RFP; and may waive any informality or irregularity in submittal procedures.

● Vendor Location Requirement: The chosen awardee must have a presence within the tri-state area (Georgia, Alabama, Tennessee or the Carolinas within a four-hour response window) to ensure prompt and efficient maintenance services.

This is to guarantee that maintenance and support can be provided swiftly and effectively, as per the contractual obligations.

● Proposal Binding Period: Prices quoted in the Vendor’s response for all labor and materials will remain in effect for a period of at least ninety (90) business days from the issuance date of the Vendor’s response. Labor rates should remain in effect for the length of the project.

● Price Stability: Contract prices and discounts shall be fixed at a not to exceed price at the time the contract is signed. In no case shall the price exceed the proposal price.

● Proposal Ownership: All proposals shall remain the property of Murray County. This RFP is not an offer to contract.

Acceptance of a proposal neither commits Murray County to award a contract to any supplier, even if all requirements stated in this RFP are met, nor limits our right to negotiate in our best interest. We reserve the right to contract with a supplier for reasons other than lowest price. We will thoroughly examine each proposal for best price, product quality, performance measures, flexibility, and customer support. Proposals are to be made in good faith, without fraud, collusion, or connection of any kind with any other contractor for the same work. All bidders must complete in their own interest and on their own behalf. If you are subcontracting any portion of this agreement, you must identify the subcontractor in your proposal and agree that all subcontractors are bound to all terms and conditions of this RFP. The supplier will absorb all costs incurred in the preparation and presentation of the proposal. All suppliers who submit proposals will be notified of the results of the selection process. Murray County reserves the right to reject any or all proposals, in whole or in part, with or without cause, even if all the stated requirements are met. Additionally, Murray

County may enter into negotiations with one or more entities simultaneously and award a contract without notification.

At the sole discretion of Murray County, bidder presentations may be requested before the award of the contract.

Murray County may also request the opportunity to view a demonstration of the proposed technology.

● Debarred Bidders or Subcontractors: A vendor currently subject to state or federal debarment will not be considered.

● Projected Award Date: The contract is projected to be awarded approximately two weeks after the bid opening date.

This tentative schedule is subject to change based on the review and evaluation process.

● Conflict of Interest: A vendor may be disqualified on the basis of a real or apparent conflict of interest.

● Hold Harmless/Indemnification: The Vendor has responsibilities and liabilities regarding any damages or issues arising from their actions or lack thereof.

● Information for Bidders: Vendors are expected to have examined bid documents and accounted for all requirements in their bids.

● Pricing: Murray County is exempt from sales tax.

● References: Vendors should provide a list of at least three current references.

● Oral Contracts: Alleged oral contracts made by a respondent with any Murray County employee will be superseded by the written contract.

● Murray County Discretion: They reserve the right to amend, cancel, or adjust the RFP as deemed fit.

● Rejection Reasons: Murray County has the right to reject bids for a variety of reasons including default, misrepresentation, clerical errors, or if they limit or modify RFP terms.

● Dispute Resolution: Disputes should be submitted in writing to the Director of Business.

● Presentation of Supporting Evidence: Vendors may need to present evidence of their qualifications if requested.

● Changes to Proposals: No additions or changes are allowed post-submission, but clarifications might be sought by

Murray County.

PRE-PROPOSAL SITE VISIT:

A compulsory pre-proposal conference and site visit at the Murray County Jail will be orchestrated by Murray County. As per the current Schedule of Events, this site visit is set for 01/22/24, 01/29/24, and 02/05/24, starting promptly at 10:00am each day, at the Jail located at 810 ½ G.I. Maddox Pkwy Chatsworth, Ga. 30705. Additional site visits may be added if necessary in case of volume. Details relevant to the conference and jail site visit will be provided during the pre-proposal gathering. It's essential to note that any delay in attending the scheduled site visit could lead to the proposer's disqualification from the selection process.

To confirm attendance, signing the designated sign-in forms is mandatory. It is strongly advised that each group bring a technical advisor, preferably a person who will be working on site. Groups larger than three (3) individuals must call ahead of time to verify their attendance.

Post-Installation Training and Certification:

● The selected company is expected to offer 16 hours of operational training to Murray County upon project completion.

● Moreover, the winning company must showcase certification, ensuring they're both authorized and approved to install the equipment from the manufacturer they're quoting in their proposal. It's also vital that they have extensive experience with the software and hardware they are proposing.

Operational Dynamics:

● The Murray County Jail will remain fully operational during the CCTV & Access Control installation.

● The chosen company should comprehend the significance of time in this process. It's understood that working hours could vary, thus necessitating possible overtime and potential weekend shifts.

● While Murray County will make every effort to facilitate the installer's access, it remains the responsibility of the installer to adapt to the Jail's operational schedule.

Coordination and Communication:

● Recognizing the importance of schedule adaptability, the installer must frequently communicate with the Sheriff's department. A designated monitor from the Sheriff’s office will be present during working hours. Coordination between the installer's work timings and the Sheriff’s office is crucial, and all scheduling decisions need prior approval.

Workspace Maintenance:

● Every day, post installation or removal operations, the installer is obliged to clear the site of any resultant debris, waste, and tools, ensuring the space remains as it was before the work commenced.

Background Checks and Security Protocol:

● Working within the Jail necessitates background checks. These checks will be executed by the Murray County Sheriff’s office for everyone involved in the project.

● While the Sheriff’s office will provide the necessary forms, the onus is on the installer to duly fill and submit them before starting work.

● Entrance to the Jail for work will only be granted post the clearance of these background checks.

INSTALLER'S PROFESSIONAL REQUIREMENTS:

Murray County desires to engage an adept CCTV surveillance system installer. The chosen installer should exhibit:

● Prior technical prowess.

● Individual staff experience and qualifications in the successful removal, installation, and programming of a CCTV surveillance system.

● Experience in projects similar to the Murray County Jail in budget, scope, size, and scale.

The installer will be expected to deliver:

● Comprehensive schematics.

● A clear vision based on their experience.

● Managerial proficiency.

Timely contracting with Murray County is expected. The offer made by the installer must remain consistent throughout the project's duration, and they are bound to fulfill all contractual obligations. Leadership for this project will be under the installer's

Project Manager, who should align closely with Murray County, its representatives, and any other engaged consultants, always ensuring the project's best interests.

BASIC SERVICES:

Before any commencement of work, the strategy employed by the installer requires Murray County's agreement. Once all formalities are completed, the selected installer is expected to:

● Begin prompt staging, mobilization, and schedule execution, drawing from data provided by Murray County.

● Organize an initial meeting at the Jail's Office to ascertain a comprehensive understanding of the project requirements and establish a performance schedule.

Both the installer and Murray County will collaboratively formulate a work plan, schedule, and other essential facets of these initial activities. The installer's Project Manager will manage the schedule, keep track of all meetings, and store the minutes and records. All such meetings will take place at the Murray County Jail.

SUBMITTAL OF QUESTIONS & REQUESTS FOR CLARIFICATION:

Proposers are responsible for thoroughly examining the RFQ, ensuring their submission's accuracy, and seeking written clarifications as necessary. All inquiries during the solicitation period must be written and submitted via the Murray County website (https://murraycountyga.org) before the deadline specified in the Schedule. This website should be checked periodically for updates throughout the solicitation period.

After the query submission deadline has passed, all proposals are considered final. Oral clarifications won't be provided. For any clarifications, written requests are mandatory and should be made before the above-specified date.

CRITERIA FOR EVALUATION OF PROPOSALS:

Proposals will be judged based on their relevance to the criteria outlined in the RFP. The proposals will be assessed to determine the most competent installer using the criteria below:

https://murraycountyga.org

● 40% Factor:

○ Resources of the Firm: Includes the firm's stability, corporate trajectory, resources, growth, legal track record, financial standing, and other stability indicators.

○ Experience, Qualifications & References: Evaluates the firm's project experience, its capability in managing similar projects, the proposed project team's expertise, and familiarity with structures analogous in complexity, size, and function to the proposed project. Experience with entities like the State of Georgia or other similar organizations is an added advantage.

○ Suitability: Factors that differentiate the firm from competitors for this specific project.

● 30% Factor

○ Project Management & Plan: Evaluates the accuracy of the proposed schedule, responsibility and accountability management approach, and the strategy for effective issue resolution and commitment maintenance.

● 30% Factor

○ Total Cost of Labor and Materials: A detailed cost breakdown, segmented by labor and materials, must be submitted.

SCOPE OF WORK

1.0 CAMERA SYSTEM INSTALLATION

A. Summary: The project entails furnishing and installing a complete Video Surveillance System, inclusive of data infrastructure and associated components to ensure a fully functional camera surveillance system.

B. Installation of Cat 6E data cabling, including single-mode fiber cabling if necessary.

C. Data enclosures as required.

D. Camera hardware, licensing provision, and installation.

E. Camera installation inclusive of adjustments, setup, and training.

F. Demolition and handover of any unutilized cameras to the owner.

2.0 ACCESS CONTROL SYSTEM INSTALLATION

A. Summary: This involves furnishing and installing a full-fledged Access Control System, encompassing the necessary infrastructure and related components.

B. Installation of Composite A/C cabling.

C. Provision and installation of Access Control Hardware, including Card Readers, Panels, Locks & Licensing.

D. Complete installation of the Access Control system with adjustments, setup, and training.

E. Demolition and handover of any unutilized Access Control to the owner.

3.0 SUBMITTALS

A. Drawings: Inclusive of certification test results and location-marked drawings.

B. Operation and Maintenance Data: Comprehensive data for all equipment, inclusive of emergency operation and maintenance manuals.

C. Qualification Data: Proof of contractor's authorization and certification as a vendor for the proposed manufacturer's equipment.

4.0 COORDINATION

A. A designated project manager to ensure smooth coordination with County personnel.

B. A pre-decided onsite staging area for equipment and tools.

C. Disposal coordination for waste, old wiring, and equipment with County personnel.

D. Scheduling coordination for any work set outside regular hours.

5.0 PRICING

A. An itemized price list for parts, components, and labor.

B. Inclusion of all contractor-provided infrastructure and equipment installation costs, including system adjustments and programming.

C. Inclusion of all shipping charges.

6.0 SUMMARY

A. Specifics regarding cabling, including the color, categorization, and labeling adhering to County standards.

7.0 EXPERIENCE AND QUALIFICATIONS

A. Detailed qualifications and expertise levels of the company employees for similar projects.

B. Project references including names, contact information, and brief descriptions.

SUBMITTAL COSTS AND CONFIDENTIALITY

All expenses related to response preparation and submission will be borne by the respondent. The COUNTY assumes no responsibility for these costs. Upon submission, all documents become COUNTY property. Labeling documents as “proprietary” or “confidential” won't inherently protect them from public disclosure, considering Georgia’s Open Records Act.

INSURANCE:

● General Requirement: The Contractor is obligated to maintain specific kinds of insurance coverage, at their own expense, throughout the duration of the contract.

● Insurer Specifications: The insurer must be recognized and in good standing within the state of Georgia and should be rated “A” or better by the AM Best Company.

● Certificate of Insurance: Before beginning any work, the Contractor must provide a Certificate of Insurance to Murray

County to prove they have the required insurance coverage.

● Types and Minimum Amounts of Insurance:

○ Workers’ Compensation:

■ Follow Federal and Georgia State workers’ compensation laws. Coverage should include:

● $1,000,000 for each accident.

● $1,000,000 for each employee for disease.

● $1,000,000 policy limit for disease.

○ General Liability:

■ $2,000,000 aggregate.

■ $1,000,000 per occurrence.

■ $1,000,000 for completed operations.

■ $1,000,000 personal and advertising injury.

○ Automobile Liability:

■ Comprehensive form policy with a combined single limit of at least $1,000,000, including Hired and

Non-owned Autos.

○ Excess Liability:

■ $1,000,000 per occurrence.

○ Professional Liability:

■ $2,000,000.

○ Cyber Liability:

■ $5,000,000.

● Special Clauses:

○ Cancellation or significant adverse changes to the insurance policy shouldn't take effect until 60 days after written notice is given to the Purchasing Administrator.

○ The Certificate of Insurance should specifically mention the proposal and project name.

○ Additional insureds on the Contractor’s general liability and auto insurance policies should include the Murray

County Board of Commissioners of Murray County, Georgia.

GUARANTEE:

● General Requirement: The contractor guarantees all materials and workmanship for a standard period of one year from the date the Owner finally accepts the work, unless a longer period is mentioned.

● Responsibility:

○ If any issues arise during the guarantee period, the contractor must rectify them within 24 hours of notification, at no additional cost to the Owner.

○ The contractor should also ensure that their subcontractors, manufacturers, suppliers, and specialists provide similar guarantees.

It's crucial that any contractor considering submitting a proposal to the COUNTY thoroughly understands and can comply with these requirements, as they are non-negotiable terms of the contract.