Recording Solution with Three (3) Year Annual Agreement (SHERIFF)

Chatham County is soliciting competitive bids for a comprehensive recording solution for the Sheriff's Office through Invitation to Bid (ITB) No. 25-0128-4, with proposals due on October 9, 2025 at 2:00 PM. The procurement seeks a NexLog 740 DX-Series base system with specific technical requirements, including a 3U rack-mountable system with a Core i5 CPU, 16GB RAM, dual 2TB HDDs, an integrated 7" color LCD touch screen, IP recorder, analog PBX card, and MediaWorks licenses. Vendors must provide a complete solution involving one-time installation, setup, configuration, onsite and virtual training options, and a one-year warranty covering monitoring, parts, and labor. The contract is structured as a three-year annual agreement, with vendors required to submit comprehensive documentation through the Chatham County Purchasing Portal. Evaluation will focus on technical capabilities, compliance with specifications, and the vendor's ability to meet the Sheriff's Office recording infrastructure needs, with submissions to be made exclusively through the county's online procurement portal.

The solicitation includes a significant focus on Minority and Women-owned Business Enterprise (M/WBE) participation, with a mandatory 30% combined M/WBE participation goal. Bidders must demonstrate Good Faith Effort in subcontracting with or purchasing from qualified M/WBE vendors, with detailed guidelines provided in the attachments. Contractors are required to maintain comprehensive insurance coverage, including $1,000,000 commercial general liability, $500,000 workers' compensation, and $1,000,000 business automobile liability. Vendors must possess a current Occupational Tax Certificate from a Georgia municipality or county and are explicitly prohibited from submitting cloud-based recording solutions. The county emphasizes strict compliance requirements, including Drug-Free Workplace Certification, Non-Discrimination Statement, and use of the federal E-Verify program. While specific budget ranges are not explicitly stated, the detailed technical specifications and three-year contract structure suggest a substantial procurement investment for the Sheriff's Office recording infrastructure.