Video Recorder Bid

Pierce County Schools in Georgia is conducting a Request for Proposals (RFP) to procure and install replacement video recorder systems across five school facilities: Blackshear Elementary, Midway Elementary, Patterson Elementary, Pierce County Middle School, and Pierce County High School. The procurement requires vendors to supply, install, and configure new exacqVision video recorders with specified models designated for each location, including optional memory upgrades for two elementary schools. Deliverables include the complete installation and configuration of video recorders, transfer of existing cameras, licenses, users, maps, and views from legacy systems, and migration of Kantech EntraPass Corporate Edition access control settings from the high school recorder to individual school recorders. The district currently operates 351 total video cameras across the five schools using aging infrastructure with expired or expiring subscriptions, creating an urgent need for modernization. Proposals must be submitted in a sealed envelope marked "VIDEO RECORDER PROJECT" by March 4, 2026, with a bid questions deadline of February 25, 2026, at 12:00 p.m.; the award will be made on March 9, 2026, and the project must be completed by June 30, 2026. The evaluation criteria consist of Cost of Services (50 percent), Technical Components and Compatibility (45 percent), and Georgia K-12 References and Previous Experience (5 percent), with the lowest-priced vendor meeting specifications receiving maximum cost points. Installation must be scheduled in advance with the Technology Director and cannot cause access control downtime except after 3:30 p.m. or on designated school closure dates including April 6-10, May 25, and all Fridays in June 2026.

The RFP does not explicitly reference set-aside designations or restrictions on respondent types based on disadvantaged enterprise status. The existing infrastructure includes legacy Exacq Vision IP-based recorders and a Dell PowerEdge R740 server currently deployed across the district, which the selected vendor must integrate with or migrate from during the upgrade process; additionally, the Kantech access control system managing 34 doors and access points at Pierce County High School and multiple entry points at other facilities must be transferred to the new video recorder configuration. The district currently manages user access through designated staff including Melissa Todd (Midway Elementary), Leslie Johnson (Patterson Elementary), Amanda Gay (Pierce County Middle School), and multiple users at the high school. Vendors must provide three references preferably from Georgia school districts, complete with organization names, project manager contact information, and scope descriptions. Proposals must include detailed line item pricing with five-year cost projections for recurring expenses such as licenses or support, with separate totals per school and combined totals; specific budget ranges are not disclosed in the solicitation documents. Pierce County Schools reserves the right to reject any or all proposals and will make the final award based on the solution deemed most beneficial to the district's interests.