Turner County Schools RFP _ Cameras (1).pdf

RFP Template [NEW]: Full Platform_JAN 2024

Notice of Request for Proposal Hybrid Cloud System Upgrade

Due Date for Proposals: 4:00 PM, February 14, 2025

I. GENERAL INFORMATION

Turner County Schools will consider all qualified responses to this RFP and score each response based on the evaluation criteria established in this RFP document. Sealed proposals are being solicited for the purchase and installation of a camera system at Turner County Schools’s new Middle/High School location. In order to be considered, proposals must be received in the company business office by 4:00 PM on February 14, 2025. See below for the full RFP timeline.

II. PROCUREMENT AND EVALUATION PROCESS

RFP Timeline

January 13, 2025 Solicitation issued

January 27, 2025 Last day for mandatory site visit

January 27, 2025 Last day for written questions

February 3, 2025 Answers posted

February 14, 2025 Bids are due

February 28, 2025 Awarded bid notice

April 30, 2025* Date of installation completion

*Date subject to change based on construction timeline.

III. CONTACT INFORMATION

Please contact Jennifer Thomas, Technology Director, for any questions, requests for clarification or interpretations. Responses will be handled as an addendum to this RFP and will be communicated to all potential vendors.

Contact Name: Jennifer Thomas Email: Jennifer Thomas mailto:jennifer.thomas@turner.k12.ga.us

Telephone: 229-567-3338 Address: 423 North Cleveland St Ashburn, GA 31714

IV. SUBMISSION OF PROPOSALS

All proposals are due by 4:00 PM on or before February 14, 2025. If you choose to mail, please use the address listed below.

Turner County Schools RE: Video Surveillance and Access Control System Upgrade P O Box 609 Ashburn, GA 31714

Any proposal received at the designated location after the required time and date specified for receipt shall be considered late and non-responsive. Late proposals will not be evaluated for award.

Coverage & Participation The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all buildings within the company and itemized below. Turner County Schools reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of coverage and participation at any time without prior written notification and without any liability or obligation of any kind or amount.

Good Faith Statement All information provided by Turner County Schools in this RFP is offered in good faith.

Individual items are subject to change at any time. Turner County Schools makes no certification that any item is without error. Turner County Schools is not responsible or liable for any use of the information or for any claims asserted there from.

V. BACKGROUND

Turner County Schools consists of 4 sites:

● Turner County Board of Education - 423 North Cleveland Street Ashburn, GA 31714

● Turner County Maintenance and Operations - 821 North Street Ashburn, GA 31714

● Turner County Elementary School - 705 Hudson Avenue Ashburn, GA 31714

● Turner County Middle/High School - 316 Lamar Street Ashburn, GA 31714

Current Security Architecture

The targeted site is currently being constructed with no infrastructure in place. We plan to install PoE enabled network switches which will be connected internally with fiber.

The company manages all traffic routing and VLAN configuration. The site will be connected externally via a 1 Gb internet connection.

VI. SCORING METHODOLOGY

Each proposal will be evaluated against the following two phases, in sequential order. If a proposal fails a given phase, they will not be considered for the next phase of evaluation.

● Phase I: System Requirements Bidder must meet mandatory requirements set forth in Attachment A (see section

VII)

● Phase II:

In this phase, the proposal will be evaluated against the following four pillars.

○ Overall Proposal: 30%

○ Firm and Vendor Qualifications: 20%

○ Project Timeline & Approach: 20%

○ Key Personnel Qualifications & Experience: 15%

○ Total Cost: 15%

VII. SYSTEM REQUIREMENTS

Please see Attachment A for mandatory minimum system requirements to pass Phase I of evaluation. Please fill out the attachment and provide comments where necessary.

VIII. GENERAL TERMS

Consideration of Proposals Turner County Schools 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.

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 Turner County Schools.

This RFP is not an offer to contract. Acceptance of a proposal neither commits Turner County Schools 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.The supplier will be awarded via the Georgia Procurement Registry.

Turner County Schools 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. In addition, Turner County Schools may enter into negotiations with one or more entities simultaneously and award a contract without notification. At the sole discretion of Turner County Schools, bidder presentations may be requested before award of the contract. Turner County Schools may also request the opportunity to view a demonstration of the proposed technology.

Debarred Bidders or Subcontractors A vendor who is currently subject to state or federal debarment order or determination shall not be considered for evaluation by the procurement team.

Conflict of Interest A vendor may be disqualified on the basis of a real or apparent conflict of interest that is disclosed by the proposal or other data available to the Turner County Schools.

Hold Harmless/Indemnification The Vendor shall assume the entire responsibility and liability for any and all damages to persons or property caused by or resulting from or arising out of any act or omission on the part of the Vendor, its subcontractors, agents or employees under or in connection with this contract or the performance or failure to perform any work required by this contract. The Vendor shall hold harmless and indemnify the Turner County Schools and its agents, volunteers, servants, employees, and officers from and against any and all claims, losses or expenses, including but not limited to attorney’s fees, which either or both of them may suffer, pay or incur as the result of claims or suits due to, arising out of or in connection with any and all such damage or injury, real or alleged resulting from any act or omission of the Vendor. The Vendor shall, upon written demand by the Turner County Schools, assume and defend at the Vendor’s sole expense any and all such suits or defense of claims.

Information provided to Bidders The Vendor is deemed to have examined the Bid Documents and satisfied itself as to the sufficiency of the information provided and that its pricing summary covers the cost of complying with all of the requirements of the Bid documents and of all matters and things necessary for the due and proper performance and completion of professional services

Pricing All Pricing should be submitted free of any sales tax. Turner County Schools is sales tax exempt.

References Provide a list of at least three (3) current references where similar maintenance packages are successfully being performed. The reference list is to include: contact individuals, company’s name, current email address, and current telephone numbers. Turner County Schools reserves the right to contact any individuals that are listed for references regarding the technology, vendor, service, or any other factor.

Oral Contracts Any alleged oral contracts or arrangements made by a respondent with any employee of Turner County Schools will be superseded by the written contract.

Amending or Canceling Requests Turner County Schools reserves the right to amend or cancel this RFP, at any time, if it is in the best interest of Turner County Schools.

Rejection for Default or Misrepresentation Turner County Schools reserves the right to reject the proposal of any vendor that is in default of any prior contract or for misrepresentation.

Clerical Errors in Awards Turner County Schools reserves the right to reject inaccurate awards resulting from clerical errors.

Rejection of Qualified Proposals Proposals are subject to rejection in whole or in part if they limit or modify any of the terms and/or specifications of the RFP. Please note that sealed bids received after the above stated deadline may be rejected and considered disqualified, and no faxed bids will be accepted.

Dispute Resolution Vendor disputes arising out of, or relating to, the contract must be submitted in writing to the Chief Financial Officer. The Chief Financial Officer will issue a decision within 10 business days. Vendors that wish to appeal the decision must do so by contacting the Superintendent within 5 business days of notification of the Chief Financial Officer. The Superintendent will issue a decision within 10 business days of receiving a written appeal of the Chief Financial Officer’s decision. The decision of the Superintendent is final.

Protest Any prospective bidder, offeror, contractor, or subcontractor who is aggrieved in connection with the solicitation of a contract shall protest within fifteen days of the date of issuance of the applicable solicitation document at issue. Any actual bidder, offeror, contractor, or subcontractor who is aggrieved in connection with the intended award or award of a contract shall protest within ten days of the date notification of award is posted in accordance with this code. A protest shall be in writing, shall set forth the grounds of the protest and the relief requested with enough particularity to give notice of the issues to be decided, and must be received by the Chief Financial Officer within the time provided.

Presentation of Supporting Evidence If requested, respondent(s) shall present evidence of experience, ability and financial standing necessary to satisfactorily meet the requirements set forth in the RFP or those implied in the proposals.

Changes to Proposals No additions or other changes to the original proposal will be allowed after submission.

While changes are not permitted, clarification at the request of Turner County Schools may be required at the sole expense of the respondent.

RFP Template [NEW]: Full Platform_JAN 2024