REQUEST FOR PROPOSAL (RFP)

PROJECT: Video Surveillance Server Replacement & Expansion

RFP Issuing Authority: Hastings Area School System

Location: 232 W. Grand St., Hastings, MI 49058

Submission Deadline: November 17, 2026, 1:30 PM

Contact Person: Elizabeth Macklin, Director of Technology, HASSprojects@hassk12.org

Summary & Purpose Hastings Area School System is seeking competitive, sealed bid proposals from qualified, certified security integration vendors to supply, install, configure, and license hardware for a video surveillance server infrastructure replacement.

The primary objective is to replace existing on-premise video servers while providing sufficient capacity, redundancy, and licensing for the District’s current camera footprint.

Technical Scope of Work & Specifications Existing System Footprint

● Total Camera Channels: 278 Camera Channels

Hardware Requirements Vendors must quote exact pricing for the following primary server hardware:

● Quantity: Two (2)

● Model: Avigilon Alta Cloud Connector / Server — Model: APP-3100-160-SFP

● Connectivity: SFP+ high-speed optical networking interfaces.

● Storage & Redundancy: Must be sized and configured to support current video channels

Turnkey Professional Services Proposal pricing must be all-inclusive and cover:

1. Hardware Delivery & Rack Mounting: Physical rack installation, power connection, and SFP transceiver connectivity.

2. Migration & Programming:

○ Full migration of existing video channels from legacy servers to the new Avigilon environment.

○ Camera IP assignment, stream configuration, motion detection setup, and failover/redundancy mapping.

○ Integration into existing District Active Directory for user access permissions.

3. Licensing:

○ All necessary channel/camera enterprise licenses for active streams.

○ Multi-year license option preferred (Please itemize 5-Year and 10-Year enterprise licensing options).

4. Testing, Commissioning, & Training: Full system verification and standard administrative training for District IT and Security personnel.

Mandatory Legal & Statutory Submittal Requirements To be considered a responsive bidder, the proposal MUST include signed and notarized copies of the following mandatory compliance forms:

1. Familial Disclosure Affidavit:

○ Sworn statement disclosing any familial relationships existing between the owner(s) or employees of the bidder and any member of the District’s Board of Education or Superintendent.

2. Iran Economic Sanctions Act Certification:

○ Certification that the bidder is not an "Iranian linked business" as defined by state law. MCL 129.311.

3. Bid Bond / Security:

○ A certified check or cashier’s check drawn on a solvent bank, or a Bid Bond executed by a Treasury-listed surety company, in the amount of 5% of the total bid amount, payable to Hastings Area School System.

4. Performance & Payment Bonds:

○ The selected vendor will be required to furnish a 100% Performance Bond and a

100% Labor & Material Payment Bond upon execution of the contract prior to starting work.

Proposal Pricing Schedule Vendors must format their proposal to include listed line items for all hardware and software.

Items listed should include unit price, quantity, and total price. Labor costs should be included as a separate line item.

Evaluation Criteria Proposals will be reviewed by a committee designated by the district based on the following criteria:

Cost Proposal & Total Cost of Ownership

● Competitive itemized pricing for hardware, labor, and programming

● Value and value-add of 5-year vs. 10-year licensing options

● Clear, transparent pricing

Technical Solution

● Full compliance with Avigilon APP-3100-160-SFP hardware specs

● Capability to handle existing channels with 30+ day retention

Vendor Qualifications & K-12 Experience

● Official Avigilon / Motorola Solutions Certified Partner status

● Experience and qualifications of assigned technicians

● Vendor experience and reputation, references may be included

Legal Compliance & Required Forms

● Inclusion of signed Familial Disclosure and Iran Sanctions forms

● Provision of required 5% Bid Bond

● Provision of 100% Performance & Payment Bonds

● Payment of applicable prevailing wage rates in Barry County, Michigan

Warranty, Support & Training

● Scope of hardware warranty and local support availability

Submission Timelines & Instructions

● RFP Issuance Date: November 3, 2026

● Deadline for Vendor Questions: November 10, 2026

● RFP Submission Deadline and Public Bid Opening: November 17, 2026, 1:30 PM

● Board Approval / Award Date: On or before December 18, 2026

Submission Address:

Attn: Elizabeth Macklin, HASS Admin Office

232 W. Grand St.

Hastings, MI 49058

Proposals must be delivered in a sealed envelope marked "RFP - Video Server Upgrade" to 232 W. Grand St., Hastings, MI 49058 prior to the deadline. Digital submissions may be submitted to HASSprojects@hassk12.org if accompanied by signed PDFs of all required affidavits and bid security.

Vendor Qualifications Bidders must provide proof of:

● Official Avigilon / Motorola Solutions Certified Partner status.

● Proof of General Liability and Workers' Compensation Insurance.

Reservation of Rights Hastings Area School System reserves the right to:

● Reject any or all proposals received.

● Waive any irregularities or deficiencies in proposals received.

● Negotiate with selected vendors to modify terms and conditions, other than pricing, if deemed necessary.

Legal Compliance All proposals must comply with applicable laws, regulations, and ethical standards. Specifically, Vendor shall be responsible for paying all applicable state prevailing wage rates in accordance with MCL 408.1101 et seq. The rates of wages and fringe benefits to be paid to each class of mechanics by the bidder and all of its subcontractors, shall be not less than the wage and fringe benefit rates prevailing in Barry County, Michigan. Further, the Vendor represents that it holds a state project registration and acknowledges that it cannot enter into an agreement with a subcontractor to perform Work if the subcontractor does not hold a state project registration. As required by Michigan law, construction mechanics are intended beneficiaries of the contractual prevailing wage, fringe benefit, and nondiscrimination nonretaliation requirements and that any construction mechanic aggrieved by the failure of the Vendor to pay prevailing wage may bring an action in a court of competent jurisdiction against the Vendor for damages or injunctive relief and may be awarded reinstatement or other appropriate relief, and all damages sustained, together with actual costs and attorney fees at trial and on appeal. MCL 408.1112. The Vendor is responsible for complying with applicable prevailing wage laws and indemnifies the Owner from same.