Request for Security Camera System Upgrade

This Request for Proposal (RFP) is issued by Edwardsburg Public Schools (EPS) in Michigan for a comprehensive Security Camera System Upgrade Project spanning nine buildings across two campus sites, including five schools, administrative offices, transportation facilities, a performing arts center, and a football press box located in Calhoun County and East Grand Rapids City. The procurement seeks replacement of eight analog DVRs and approximately 100 connected cameras with modern digital NVR systems and IP-based cameras, with deliverables including installation of digital NVR systems, IP-based cameras with specified quantities and locations, configuration of frame rates and recording settings, wiring and mounting of cameras with weather sealing for external locations, network certification and labeling, camera aiming, motion detection setup, and connection of all cameras to the NVR server on a turn-key basis. Key qualifications required include Gold or Platinum partner certification for camera hardware, Exacq Enterprise certification for the server system, certified cabling with warranty capability, and bidder location within 50 miles of Edwardsburg for local support. The mandatory pre-bid meeting is scheduled for May 29, 2019 at 9:00 a.m. EDT at the EPS Administration Building (27145 U.S. 12, Edwardsburg, MI 49112), with sealed proposals due by 2:00 p.m. EDT on June 10, 2019, followed by public opening and reading of bids. Award selection is anticipated for June 24, 2019 at the Board of Education meeting, with installation beginning June 25, 2019 and project completion targeted by September 1, 2019, with the NVR server operational and located at EPS by July 22, 2019 for 48-hour continuous operation testing. All proposal costs must be inclusive of fees, licenses, warranties, shipping, and labor, and must include itemized pricing for individual units, an ExacqVision appliance-type server system, three customer references from security camera installations within the past five years, and one-year warranty and licensing for all components.

No set-aside designations or restrictions specific to disadvantaged enterprises are mentioned in the RFP documentation. The procurement requires bidders to demonstrate compliance with existing technical infrastructure by proposing an ExacqVision appliance-type server system and integrating with specified security camera hardware partnerships, indicating compatibility requirements with established vendor ecosystems. Optional elements include three-year warranty and licensing, cloud-based storage or administration with detailed implementation explanation, and analog-to-IP converters where applicable, providing flexibility for vendors offering enhanced solutions. No incumbent vendor or current contractor information is disclosed in the available documentation, and the specific budget or award value is not stated in the RFP summary. EPS reserves the right to reject any or all proposals, accept other than the lowest-priced offer, and adjust quantities based on individual unit pricing, allowing discretionary evaluation beyond cost considerations. Proposals must be submitted in sealed envelopes via personal delivery or certified mail and are valid for 180 days from the submission deadline of June 10, 2019.