Video Surveillance RFP - Coloma Community Schools.pdf

Coloma Community Schools Digital Surveillance System

The Proposal

Coloma Community Schools is accepting bids for the purchase and installation of a digital surveillance system in each of the district’s buildings.

Bid Specifications

The digital surveillance system bid should include the following:

1. Cloud based video storage and retrieval system. Preference will be given to systems that do not require a local centralized NVR storage device. Strong preference will be given to systems that are engineered with Verkada cloud-based security cameras.

2. System capable of supporting unlimited number of cameras with ability to add additional security cameras on demand.

3. Cameras capable of storing at least 30 days of video footage.

4. Web-based access portal for viewing camera feeds capable of the following:

a. Remote access from any internet connected device including:

i. Secure web-based access to camera feeds through multiple browsers

(Chrome, Safari, Firefox, Edge) on major operating systems (Windows, OS X, Chrome, Android, iOS)

ii. Secure app-based access to camera feeds (i.e. iOS, Android, tvOS).

Strong preference will be given to systems that use a browser-based client that can be accessed across multiple platforms that do not require any proprietary plugins (i.e. Flash, Silverlight, Java)

b. Multiple level of system administration, user access, and camera access

c. Capable of naming, describing, and placement of cameras on a map for easy identification

d. Ability to securely share historical video footage via multiple digital means (i.e.

email, text) including capability to deliver both live and at least 30-day historical video

e. Ability to grant law enforcement emergency access through an account accessible via their systems

f. Audits for account usage and compliance with FERPA

g. User-configurable dashboard capable of multiple camera feed configurations

h. Provide SMS and/or email alerts for any suspected tampering

i. Ability to identify “hot spots” in a camera’s field of view to detect motion

5. All outdoor cameras should be vandal-proof, anti-tampering, and anti-vibration compliant, and weather-resistant

6. IP hard-wired outdoor and indoor security cameras capable of the following:

a. Full High Definition (1080p) resolution strongly preferred

b. IP66 rating to protect against dust and environmental elements

c. IK10 rating for vandal resistant housing

d. Infrared illumination for night visibility

e. Capability to produce video at 25 FPS or more

f. Image stabilizing to reduce blurring

g. Day and Night viewing and recording capability

h. Standard RJ45 connectivity including Power Over Ethernet (PoE) capability to receive power

i. Motion detection either as a camera option or an option on the management

Interface

j. Capability to record audio if desired

k. Count how many people are in the frame at any given moment

7. System must operate at 300 kbps or less on average to keep bandwidth consumption low.

8. Expected installation timeline

a. Preference for timeline is summer of 2019

b. Expected completion time for this project is August 2019, with a preference for work starting no earlier than June 2019

9. Installation, wiring, and components necessary for operation of the system

10. Contractor will work with the owner to determine naming and numbering conventions for cameras.

11. Contractor will label the camera cable at the patch panel for each camera installed at that connection.

12. Training and technical support provided

a. The Contractor shall provide training as part of this contract

b. The Contractor shall involve the personnel from the Owner’s office in the implementation and configuration of the security systems.

c. Prior to the cutover of the systems, the Contractor shall work with the Owner on the training that will be provided. The Owner and the Contractor shall schedule the training at a time beneficial to both.

d. Training class shall be on-site utilizing the actual equipment installed as part of the system and a PC connected to the existing data network. Coordinate with the Owner’s IT department on setting up the user interfaces.

e. Training shall include all travel and other expenses.

13. Video Security Training shall include but not limited to:

a. A demonstration of actual user interface with the system, and directions on its general use.

b. Review of live and stored video.

c. Printing images.

d. Sharing video.

e. Configuring the cameras including frame rates, resolution etc.

f. Setting passwords and levels of security. Adding user accounts.

g. Adding and changing parameters on the maps.

14. Service response:

a. Expected response time for reported hardware issues

b. Estimated times for camera repair or replacement

c. Estimated times for on-site and remote service calls

15. Warranty and technical support provided with preference given to 10-year warranties on security cameras

16. Cost of annual maintenance for system

17. A list of any items the district would need to provide to make the system operational.

18. List of all equipment to be installed with features and cost per item, installation cost, any licensing/maintenance fees, and total system cost.

a. See attached document for desired locations of security cameras/surveillance throughout district

b. The inclusion of five flat screen monitors for live video feed monitoring in each office is preferred.

19. The Contractor shall show proof of an existing contractual relationship with the approved equipment manufacturer of the video system.

20. All hardware shall be sourced from the certifying manufacturer to assure quality control and validity of the manufacturer's warranty.

21. The Contractor shall accept complete responsibility for the installation, certification, and support of the security system. Contractor must show proof that they have the certifying manufacturer's support on all of these issues.

22. The Contractor (including Subcontractor(s) if any) shall have a proven track record in security projects. This must be shown by the inclusion of details of at least 3 projects similar in scope and requirements which have been completed by the vendor in the last 2 years. Names, addresses, and phone numbers of references for the 3 projects shall be included.

23. The video security system shall be considered substantially complete as soon as:

a. All cameras are connected and functional.

b. The system is fully configured and recording images as required.

c. User accounts are setup

d. As-built drawings have been updated to reflect any changes in the connectivity.

e. All manufacturer literature has been turned over to the Owner.

f. Maps are setup and populated in the system.

g. Training has been completed.

Submission of Bid

Proposals will be received by Sara Ashley, Director of Business Services of Coloma Community Schools, at the Administrative office located at 302 West St Joseph St, Coloma, MI 49038 on or before 11:00 a.m. (local time) on Friday, March 1, 2019 (Due Date). Bids will be opened and publicly read aloud immediately following the deadline for submission of proposals. The Board of Education will not consider or accept a Proposal received after the Due Date. Questions can be directed to Ben Rimes, Director of Technology at 269-468-2424 ext. 19

Each Proposal must be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the contractor and any member of the Board of Education or the Superintendent of Coloma Community Schools. The Board of Education will not accept a Proposal that does not include this sworn and notarized disclosure statement.

Each Proposal must also be accompanied by a sworn and notarized statement certifying that the contractor is not an Iran Linked Business. The Board of Education will not accept a Proposal that does not include this sworn and notarized statement.

The bid documents will be available at Coloma Community Schools Administrative office on Friday, February 8, 2019.

Right to Reject Bid

Coloma Community Schools’ Board of Education reserves the right to accept or reject any and all Proposals, either in whole or in part, to waive any informalities or irregularities therein, or to award the contract to other than the contractor(s) submitting the best financial Proposal (low bidder), in its sole and absolute discretion.

Hallway Entry Hallway Restrooms Hallway Remainder Gym, Café areas Outdoor

Desired locations and vision for video surveillance in all Coloma Community School buildings.

Hallway Entry Hallway Restrooms Hallway Remainder Gym, Cafe areas Outdoor

Hallway Entry Hallway Restrooms Hallway Remainder Gym, Cafe areas