Beaver Dam Unified School District Request for Proposal Video Surveillance and Door Access Control Systems

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1 Beaver Dam Unified School District Request for Proposal Video Surveillance and Door Access Control Systems The Beaver Dam Unified School District (BDUSD) is requesting proposals from qualified companies for providing professional services to provide install and service a turnkey video surveillance and door access control system. The new system will be used to assist BDUSD in monitoring and securing their facilities. This Request for Proposal (RFP) provides the project background and description, submittal requirements and other relevant information. Background: The Beaver Dam Unified School District is located in Dodge County, WI, approximately 35 miles NE of Madison on US Highway 151. The District consists of six elementary schools, one middle school, one high school and one alternative school. In addition, there are separate buildings housing the district offices (at the Education Services Center) and the maintenance department, for a total of eleven sites. Implementation of the projects will impact each of these buildings. There are two projects included in this RFP: a security camera system and a keyless entry system. Vendors may bid on either or both of these projects. Each project will be phased in. The selected vendor for Phase I of each will be retained when the District is prepared to implement subsequent phases. Project Summary: Video Surveillance Phase I Enhancement of existing systems in place at BDHS and BDMS, including replacement of inoperative devices Phase II Replace currently existing devices in BDHS and BDMS; expand coverage at both buildings; add all other locations to the system Door Access Control Implementation at all elementary schools, average of three car readers per building. Update and replace existing systems at BDHS and BDMS, add to DSLA, ESC, maintenance buildings. Project Descriptions: The project should include the ability for agencies to review cameras remotely on their personal devices. Respondents should note that law enforcement officers have personal laptops and smartphones that we would need to access the system. It is anticipated that any video surveillance system will have a minimum of the following components: 1. Real time video monitoring. 2. Remote viewable and remote configurable devices. 3. Outdoor cameras have all weather housings and night/day operation. 4. Reasonable ability to distinguish between individuals when necessary. 5. Independent storage for up to 2 weeks of data with a 3-week option (including all requirements). 6. The IP camera system shall have the ability to store video to any network connected hard drive/storage device. 7. All cameras will have a vandal resistant housing where necessary.

2 It is anticipated that any door access control system will have a minimum of the following components: 1. Programmable needs to be able to program and store multiple schedules. 2. Ability to add request to exits and door contacts in the future. 3. Expandable to have the ability to add more doors to the system in the future. 4. Each building to have own emergency lock down button. 5. Door locking hardware: Electric strikes to be by HES or equivalent selected by contractor and approved by BDUSD. 6. Provide and install keyless entry system consisting of, but not limited to, Edge enabled door interface device above doors, proximity readers, proximity cards, push buttons and POE switch s as specified. System to include WEB based server and client software to allow multi-site user management and allow building wide system changes from the management software. This contractor shall provide all necessary wiring to the electric door strikes and proximity readers. This contractor is responsible for providing and installing all electric strikes and locking hardware as well as modifications to existing doors as required. This system shall connect to and be powered by the building LAN system to allow the door controllers full IP 2 way communication. Data cabling to be provided by this contractor to each door controller from data rack patch panel. All data cabling for door controllers to be terminated on a separate modular rack mounted patch panel. Data cabling at door controller to be terminated per manufacturers requirements. This cable must be tested prior to final occupancy. Data cabling for door controller must be labeled independently per the owner s requirements. Furnish and install push button at secretary desk to lock down all door strikes. 7. Furnish and install electrical boxes, raceway in exposed locations, and other above ceiling and approved open air wire support single-gang outlet box for keyless entry situations and controllers. Install card readers in Mullions as first option. If Mullion mounting is not possible, install flush or surface in wall as allowed. If Mullion mount readers are furnished they must fit on mullion without overhang and be specifically made for mullion style mounting. 8. Furnish and install all software and field equipment. Furnish and install all low voltage cabling required for a complete and operating system. 9. All wiring to be open type cabling and be installed in J-hooks with other data cabling. 10. This Respondent to include in costs, time for meetings with the district, engineer and construction management of any subcontractors to coordinate system installation and timing. 11. Software shall be Client/Server structure with a mobile web app included at no additional cost. Software must be capable of 10,000 or more card holders and 1,000 or more card readers. 12. All software must be configured and installed by this vendor with district present. Deliverables: The selected respondent will provide the following deliverables: 1. Comprehensive implementation plan for a video surveillance and door access control system. 2. End user training on the video surveillance equipment and software as appropriate for daily usage with a detailed approach to the training. 3. End user training on the door access control system and software as appropriate for daily usage with a detailed approach to the training. 4. A detailed service agreement for the software and hardware covering a minimum of three years with an option of five years.

3 Proposal Submittal Requirements: Respondents shall submit two copies of their proposal by Friday, September 4, Submittal shall include the following items: 1. Company Information Provide the name of the company, address and contact information, and location of the office from which the work will be completed. If subcontractors will be used, please include the same information for all subcontractors as well as the percentage of work to be completed by each firm. 2. Qualification Provide the qualifications of the firm and the staff members who will be assigned to this project. Please do not include information for staff who will not regularly participate in this project. 3. Experience Provide relevant project experience (a minimum of three similar public school projects in the past three years), including project descriptions. Please list the reference person and contract information for each project. 4. Project Approach Demonstrate the Respondent understands an approach to the project. This should include a list of actions to be taken, and/or resources used, to complete the project. Also included should be a description of project deliverables. 5. Project Training Approach Demonstrate the Respondent understands an approach to training users and support staff on the system and its equipment. This should include how training will be conducted and how additional training can be found along with a price schedule, if any. 6. Software and Storage Describe in detail what Access Control manufactures your solution integrates with. The Respondent must present in detail the version, features and capabilities of the proposed video management system and door access control system. Included in this section should be a detailed technical overview of any proposed hardware or software platform. Also this section should include all minimum hardware requirements for a desktop, laptop, smartphone, database server or server for the client software, VMS and app to run on. 7. Shop Drawings Submit shop drawings with proposal: a. Wiring diagram indicating wire size and type for each individual piece of equipment; b. Camera layout for each building; c. Complete riser diagram indicating all equipment and interconnecting components with indication of location of each device. Scope of Work: 1. Schedule a pre-installation meeting with the BDUSD. Provide demo unit to demonstrate camera operation, recording equipment, and overall operation of system. This meeting is to take place prior to final shop drawing submittal so that any changes to be made to the specified system can be included in the final shop drawing submittal. The cost of this meeting and development time to be included in bid. 2. All necessary equipment required to meet the intent of these specifications, whether or not listed within these specifications, shall be supplied and installed to provide a complete and operational system. 3. Furnish and install all head-end equipment and all field equipment. Furnish and install all low voltage cabling required for a complete and operating system. 4. Coordination must take place prior to start of any work to coordinate data system cabling, phasing of construction and timing of switch over to new equipment. 5. The Respondent will be required for the installation of the new equipment and removal of the old equipment and cabling. 6. BDUSD retains the rights to the old equipment.

4 7. BDUSD will contract out any line voltage Contractor will specify locations. 8. Submit Operation and Maintenance Manuals. 9. All materials and equipment furnished shall be current production of manufacturers regularly engaged in the manufacture of such items, and for which replacement parts are available. All cable should be yellow Cat 6 plenum type. 10. Patch Panels and data jacks should be Cat Card Readers HID iclass or equal. 12. All exterior cameras to be provided with surge protection on cables. Mount the surge gate near the cable exit point for the camera in the structure area above the nearest lay-in ceiling and ground according to state and local codes. Warranty: 1. There should be a three year warranty on all hardware and software with an additional option to do five years. 2. BDUSD also requires a one year comprehensive warranty. No deductibles shall be allowed for travel time, service hours, and repair parts cost in the first year. 3. During the guarantee period there shall be no charges to BDUSD for service calls for guarantee work. However, when service work is required to repair items damaged by neglect, misuse, or vandalism, costs shall be reimbursed to the Respondent. 4. The warranty shall not deprive BDUSD of other rights BDUSD may have under other provisions of the Contract Documents and will be in addition to and run concurrent with other warranties made by the Respondent under the requirement of the Contract Documents. Installation: 1. General a. The complete installation shall be done in a neat, workmanlike manner in accordance with all applicable codes and the manufacturer s recommendations. b. Install all materials, assemblies and equipment in strict accordance with manufacturer s recommendations and instructions. Consult manufacturer for all wiring diagrams, schematics, sizes, outlets, etc. before installing. c. At the completion of the work, remove from the building and the premises all rubbish and debris resulting from the work. 2. Cable a. All wire runs shall be continuous lengths, without splices. b. All wiring systems shall be color coded as shown on the drawings. Green conductors shall be used only for grounding conductors, white only for neutral conductors and black shall be reserved for 120-volt line. c. All control wiring systems shall use stranded copper conductors terminated with crimp connectors or lugs, correctly sized for the termination, and applied to the conductor with a crimping tool intended for use with the lug used, or to terminal strips providing 360 degree capture of the wire. d. All field terminal blocks shall be 300 volts minimum NEMA rated, or as required by the NEC for the specific application, and be able to accommodate no less than two (2) #14 AWG wires. e. Marker strips shall be attached to the filed wiring. These markers shall not change when devices are replaced during repair or maintenance. f. Within equipment cabinets, all wires and cables shall be contained in wire management channels such as Panduit or equal, and dressed and labeled in such a manner that all wires may be easily traced, and such that they do not obstruct access to components which may need to be replaced or serviced. g. Where available, all low voltage cabling to be routed in J hooks above lay-in ceilings.

5 Selection Process: 9/17/15 Mandatory walk through with all interested vendors. To confirm attendance of the mandatory walk through and specific information regarding this meeting, please contact Mr. Paul Buchholz, Director of Building, Grounds and Safety, Phone x1143 or at Week of 10/5/15 The District will begin evaluating and analyzing proposals beginning October 5, 2015 in the District Office. Week of 10/12/15 Selected vendors will be invited back for interviews and possible demonstrations of equipment. 10/18/15 A recommendation to the Board of Education planning committee November 2015 Board approval. The District reserves the right to reject any and all proposals. General Information: BDUSD reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Respondents sole risk and expense. All Respondents must comply with applicable Federal, State, and local laws and regulations, including Prevailing Wage rate. BDUSD has not authorized anyone to make any representations regarding the subject matter of this Request. Submit Proposals to: Beaver Dam Unified School District Attn: Mr. Robert Avery, Director of Business Services 705 McKinley Street Beaver Dam, WI Submit by: 4:00 p.m. on Friday, October 2, 2015