Request for Proposal District Security Camera Project for Mexia Independent School District

Mexia ISD

616 Red River

Mexia, TX 76667

(254)562-4000

Superintendent: Dr. Lyle DuBus

Bids Due: March 24, 2017

2:00 PM

General Instructions Introduction Mexia ISD a public school district in Mexia, Texas. This school district serves 1900 students at 5 schools. The District has approximately 350 employees across multiple sites all interconnected with fiber optic cable.

Objective Mexia ISD is seeking proposals for a new IP based security camera system to replace our existing coax camera system at all facilities within Mexia ISD. Proposals should be for a turnkey solution, and include transitioning from existing system to new system with minimal downtime. Vendors are encouraged to meet with district through a site-visit to better understand the needs of the district. Scheduled walk-throughs can take place during the specified dates listed on the RFP schedule. Proposers must submit electronic proposals in the form specified in this Request for Proposal (RFP) with any information required by this RFP by the time and date specified. The following instructions by Mexia Independent School District (hereafter known as the District) are intended to afford all Proposers an equal opportunity to participate in the RFP. Any explanation desired by the Proposer regarding the meaning or interpretation of these instructions or any other RFP document must be requested in writing from the District. (See Inquiry section of the General Instructions for a more complete explanation)

Posting The district is submitting the RFP on February 20, 2017.

Invitation The District is inviting competitive proposals for the selection of security camera solutions as they are detailed in the Camera specifications in this Request for Proposal. Proposals will be received until 2:00 P.M. March 24, 2017. Any proposal received after the time and date specified will not be considered.

Submittal of Proposals Proposals shall be delivered via email to kwitte@mexiaisd.net, or mailed to 616 Red River, Mexia, TX, 78390. Proposals must be submitted in sufficient time to be received at the above location on or before 2:00 P.M. March 24, 2017. Faxed proposals will not be accepted.

Form of Proposals Proposers are welcome to attach additional material to fully detail the Proposal. • Bidders will submit line/category labor pricing, clearly identifying which part(s) of the RFP for which the bidder wishes to be considered. • Acceptance of proposals, execution of contracts and implementation of any or all of the components of this RFP is contingent upon funding by the District. • This Request for Proposal does not obligate the District to award a contract, to pay for any costs incurred in the preparation for a proposal, or to procure or contract the services or supplies. • Vendor will provide a point of contact (POC) who will respond to questions following proposal submission. • Vendor will provide a minimum of three (3) projects of similar scope (or larger) that the District can visit or contact to verify their ability to fulfill the requirements of this RFP. • Vendor shall submit current certifications and qualifications demonstrating technical ability to install and test their proposed systems and subsystems. • Vendor will provide onsite people who are dependable, free of substance abuse, safety conscious, technically qualified and able to work well with other on-site contractors as well as District personnel. • Vendor will ensure that no employee to be working at a school site is in violation of the State of Texas Sex Offender Law. • All vendors must be in good financial standing with the federal government and must not currently be ‘red-lighted’. • Vendor will NOT use subcontractors unless approved by District • Vendor will provide a project time line which should be approved by District.

Specifications • Proposers are expected to examine the specifications, standard provisions, and all instructions. Failure to do so will be at the Proposer’s risk. The Proposers shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission. • All equipment costs must be included and identified separately. • The RFP must cover the entire cost of successfully converting all users to the new service. • A site visit (which is optional, but recommended) can be scheduled anytime between the dates of February 21, 2017 – March 8, 2017. The location for the visit is 616 Red River St., Mexia, TX 76667. Please contact Kevin Witte to schedule a visit, kwitte@mexiaisd.net, 254-562-4004 • Posting of the RFP and Questions and Answers can be found at https://goo.gl/VTZ98z

Scope of Proposal General District is accepting proposals on a District IP-based Security Camera solution across 5 campuses and 1 Admin building. District is looking for a turnkey solution. Included in this RFP are campus maps with camera location and field of coverage. Also needed is a server and storage capable of complying with SB507. IP cameras are requested to run back to MDF at HS and interface with server. Camera system should be able to allow, through permissions, specific viewing per camera, and camera system should be available through an app or web access for viewing off site for specific personnel. As part of the project, all old cabling and cameras are to be removed from the buildings.

Locations and Camera Counts Administration Building 616 N. Red River, Mexia, Tx 76667 Interior cameras - 7 single lens cameras Exterior cameras - 7 single lens cameras, 2 4 lens cameras

DC Campus 611 N. Ross, Mexia, Tx 76667 Exterior cameras - 10 single lens cameras, 3 4 lens cameras

High School Campus 1120 N. Ross, Mexia, Tx 76667 Exterior cameras - 11 single lens cameras, 11 4 lens cameras Interior cameras - 29 single lens cameras, 7 4 lens cameras

Junior High Campus 1 Blackcat Drive, Mexia, Tx 76667 Exterior cameras - 13 single lens cameras, 6 4 lens cameras Interior cameras - 9 single lens cameras, 7 4 lens cameras

Sims Campus 1010 N. Ross, Mexia, Tx 76667 Interior cameras - 8 single lens cameras, 2 4 lens cameras Sims 5th Grade building Interior cameras - 4 single lens cameras

McBay Campus 1000 N. Ross, Mexia, Tx 76667 Interior cameras - 9 single lens cameras, 6 4 lens cameras

McBay/Sims Exterior cameras - 6 single lens cameras, 15 4 lens cameras

Documentation A floor plan, clearly labeled with all numbered camera locations, shall be included in the as-built plans.

Regulatory Requirements Standards: All work shall be performed in accordance with the latest revisions of the following standards and codes:

1. Local Building Code 2. Local Electrical Code 3. NEC National Electrical Code

Project Completion As a condition for project acceptance, the Contractor shall submit the following for review and approval: Operating and Maintenance Instructions for all devices within the system. These instructions shall reflect any changes made during the course of construction, and shall be provided to the Owner, for their use, in a three-ring binder labeled with the project name and description. (4 copies) All training sessions with district staff and training media shall be complete. A complete floor plan diagram indicating camera locations.

Cable and Installation Cameras powered via PoE, provided by District. Contractor to provide all penetrations necessary for installation of Cameras. All cabling CAT 6 Network Cabling to each camera will be installed by Infrastructure Cabling Contractor. All cabling professionally installed in cabling hooks and/or cable trays, prefer to run network cabling along with current cabling paths.

Warranty Guarantee and warrant all equipment provided for a period of 3 years following date of substantial completion, or a period equal to the stated guaranty/warranty offered by the product manufacturer, whichever is the longest in duration. All such warranties shall include all parts (Cameras, encoders, power supplies, housings, etc.). Labor and all other costs as necessary to maintain the equipment in operating condition as intended by the product manufacturer after a period of 1 year shall be negotiated with the owner upon project completion.

Pricing Provide line item pricing to be valid for period of 6 months from the due date of the proposal. Include 5 year term with all charges for hardware, installation, existing system migration, training, annual maintenance and shipping.

Proposal Longevity No Proposer may withdraw or cancel a Proposal for a period of sixty (60) days following the closing time for acceptance, nor shall the successful Proposer withdraw, cancel or modify the proposal after having been notified that the Proposal has been accepted by the District, except at the request of the District or with the District’s consent.

Evaluation of Proposals Proposals will be judged upon the Proposer’s ability to provide services, which meet the requirements, set forth as the standard procedures for the District in determining the choice in vendors. The District reserves the right to make such investigations as it deems necessary to determine the ability of the Proposer to provide services meeting a satisfactory level of performance in accordance with the District’s requirements. Proposers shall furnish such information and data for this purpose as the District may request. Interviews and presentations by one, several, or all of the Proposers may be requested by evaluators if deemed necessary to fully understand and compare the Proposer’s capabilities and qualifications.

District Prerogatives The District reserves the right to award to the responsible Proposer whose proposal is judged to offer the most advantages to the District, with the District being the sole judge thereof; to negotiate with any or all Proposers, in whole or in any part thereof, and to re-solicit for proposals in such an event; and to waive any minor technicalities or informalities in accordance with the District’s determination of its own best interests.

Proposer’s Conditions Any conditions or exceptions on the part of the Proposer for performance by the District must be set forth in the Proposal. The District is not obligated to consider the Proposer’s post-submittal terms and conditions.

Venue The agreement resulting here-from must contain language stating that the Request for Proposal is performable in Limestone County, Texas, and shall be construed in accordance with the laws of the State of Texas; if any legal action is brought in connection with enforcement of the Request for Proposal, exclusive venue shall lie in Limestone County, Texas.

Proposer’s Preparation Costs It shall be clearly understood that any costs incurred by the Proposer in responding to the Request for Proposal is at the Proposer’s own risk and expense as a cost of doing business, and the District is not liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the Proposal is accepted.

Inquiry Any inquires or requests for explanation in regard to the District’s requirements should be made promptly. Prospective proposers desiring further information or interpretations must make requests prior to the Proposal Due Date and Time in order for a response to be issued to all prospective Proposers well in advance of the date for the submittal of proposals. Answers to all inquiries or requests involving substantive matters will be given to all Proposers of record and such information will be taken into account in the preparation of proposals.

Please email all questions to: Kevin Witte – Technology Director Mexia Independent School District kwitte@mexiaisd.net All questions and answers will be posted on this site - https://goo.gl/VTZ98z.

RFP Schedule ➢ RFP posting- February 20, 2017 ➢ Site Visit – Call to schedule time. Visits will be held between February 21, 2017 – March 8, 2017 ➢ RFP Bid Deadline – 2:00 P.M. March 24, 2017 ➢ RFP Bid Selection – April 7 - 12, 2017 ➢ Award of Project – April 17, 2017 ➢ Purchase Order – Contingent of District Funding

Evaluation Each response will be reviewed prior to the selection process for completeness and adherence to requirements. A panel will review all submitted information and a response will be considered complete if all requested sections are included and properly completed. The vendor may also provide any and all recommendations for consideration such as installation, maintenance, support and design that is relevant to the total solution of the District’s technology needs. All proposals will be evaluated based on the district guidelines on vendor evaluations which include a weighted method of vendor selection. The following factors are used to determine the vendor:

Price goods/services - 25% Reputation of vendor and of vendors services/products - 20% Quality of vendors services/products - 15% Service/Product meets District’s Needs - 15% Past relationship with vendor - 15% Training/Support - 5% Available References of installation at districts of similar size and network complexity to Mexia ISD- 5%

Reservation of Rights The District expressly reserves the right to: 1. Waive any defect, irregularity or informality in any Proposal or Proposal procedure; 2. Waive as an informality, minor deviation from specifications as identified in the REQUEST FOR PROPOSAL if it is determined that the District’s Project(s) is (are) improved or not impaired; 3. Extend the Proposal opening time and date; 4. Reissue a Proposal invitation; 5. All bids received before March 24, 2017 at 2:00 PM will be evaluated. Termination The District shall have the right to terminate for default all or part of its RFP if Proposer breaches any of the terms hereof or if Proposer becomes insolvent or files any petition in bankruptcy. Such right of termination is in addition to and not in lieu of any remedies the District may have in law or equity, specifically including but not limited to the right to sue for damages or demand specific performance. The District additionally has the right to terminate this RFP without cause by delivery to the Proposer of a “Notice of Termination” specifying the extent to which performance hereunder is terminated and the date upon which such termination becomes effective.

Administration Building Interior/Exterior Camera Locations

HS Campus Exterior Camera Locations

HS Campus Interior Camera Locations

JH Campus Exterior Camera Locations

JH Campus Interior Cameras

McBay/Sims Exterior Camera Locations

McBay Interior Camera Locations

Sims Interior Camera Locations

Sims 5th Grade Campus Camera Locations

DC Exterior Camera Locations