USD 315 Colby Public Schools

USD 315 Colby Public Schools Request for Proposal District Wide Physical Security Project IP Based Access Control and Video Surveillance August 5, 2014

CONTENTS I. Introduction... 2 A. Introduction... 2 B. About USD 315 Colby Public Schools... 2 C. Process Overview... 2 Critical Dates... 4 II. General Instructions... 5 A. Election to Submit Proposal... 5 B. Election Not to Submit Proposal... 5 C. RFP Questions, Inquiries and Clarifications... 5 D. Completion and Execution of Proposal... 5 E. Response Address... 6 F. Mandatory Pre-Bid Meeting... 6 G. Sealed Bids... 6 III. Request for Proposal... 7 A. General Requirements... 7 B. Access Control System (ACS) Requirements... 7 B. Video Surveillance Requirements... 10 C. Supplier Requirements... 14 C. Cost Management... 15 D: ACCEPTABLE DELIVERABLES:... 16 IV. Terms and Conditions... 17 A. General Conditions... 17 B. Rate/Fee Quotes... 17 C. Insurance and Bond Requirements... 17 The Respondent shall furnish a Performance Bond in the amount equal to One Hundred percent (100%) of the Contract sum as security for faithful performance of the contract, a Labor and Material Payment Bond and a Statutory Payment bond in the amount not less the One Hundred percent (100%) of the contract as security for the payment of all persons performing labor on the project relating to the contract and /or furnishing materials in connection with the contract. A surety licensed to conduct business in the State of Kansas and approved by CPS shall issue such bonds.... 17 D. Disclaimers... 17 E. Proposal Costs and Liability... 18 G. Election to Forfeit... 18 H. No Contractual Relationship... 18 I. Amendments to RFP... 18 J. Governing Law... 18 K. Compliance... 18 Page 1

I. Introduction A. Introduction USD 315 Colby Public Schools (from this point forward in this document referred to as CPS ) is currently soliciting proposals for Electronic Access Control and Video Surveillance design and installation services in our school facilities located in Colby, Kansas The purpose of this Request for Proposal (RFP) is to evaluate any and all options associated with providing CPS a cost-effective, integrated, IP Based Electronic Access Control and Video Surveillance Security Management System. The RFP is intended to define the requirements and functionality required to meet specific district needs. Your response to this RFP must identify any exceptions to the requirements, or any specification that you cannot fully satisfy. Failure to do so may result in disqualification of your response, regardless of the point at which such discrepancy is discovered. This RFP is an invitation for you to participate in our competitive proposal process. Responses to this RFP should anticipate and consider the rapidly changing requirements of CPS s multiplatform, multi-product environment in support of new and on-going educational and business applications. Responses to this RFP will be used to select the successful candidate for serving CPS s security needs. CPS is prepared to take the steps necessary to achieve our objectives, including working with existing suppliers to reduce costs or, if appropriate, awarding business to a new supplier based on its ability to provide quality service levels at competitive prices. CPS s primary objective is to obtain a quality solution with superior services and competitive costs from its selected vendors. The end result of this process will be a purchase contract with set pricing and service level agreements coupled with measurable performance metrics. B. About USD 315 Colby Public Schools The following facilities are in close proximity to one another and shall be referred to as the APM Campus: USD 315 Colby Public Schools Administrative Offices are located at 600 W. 3 rd St., Colby, KS 67701-2000. Colby Intermediate School is located West of and adjacent to the Administrative Offices at 750 W. 3 rd Street. Colby Middle School is located West of and adjoining Colby Intermediate School at 710 W. 3 rd St. Colby Primary School is located South of and adjacent to the Administrative Offices at 210 N. Grant Ave. The following facilities are in separate locations within the Colby city limits: Colby High School is located at 1890 S. Franklin Ave. C. Process Overview This document is a formal Request for Proposal ( RFP ) from USD 315 Colby Public Schools and is designed to help the district fully understand the range of prices and services offered in the industry, as well as provide a means of comparing these factors in a meaningful way among respondents. It is our intent to be as thorough as possible in the collection of information. At the Page 2

same time, we wish to provide an impartial medium through which suppliers may communicate their specific strengths and competencies. Proposals should be prepared in strict accordance with the requirements of this RFP: The narrative portion and the materials presented in response to this RFP shall focus on the criteria set forth in Section III and shall be submitted in the same order as requested. Elaborate bindings, displays, and promotional material are neither required, nor desired. If you feel additional information is necessary, it must be attached separately. Manufacturer s Cut sheets for all materials are a requirement of this RFP. Incomplete proposals or proposals that are not prepared in accordance with the RFP will be subject to elimination from the evaluation process. CPS reserves the right to request additional information from any participant submitting a proposal. CPS also reserves the right to 1. Accept a proposal bid or contract relationship based upon criteria other than the lowest fees or rates quoted; 2. Reject any or all proposals, or portions thereof; 3. Reissue the Request for Proposal. A response to any Request for Proposal is an offer to contract with CPS based on the terms, conditions, and specifications contained in CPS s Request for Proposal. Proposals do not become contracts unless, and until, USD 315 Colby Public Schools formally approves and executes them. CPS is not liable for any costs incurred by respondents prior to issuance of a contract. Page 3

Critical Dates CPS distributes RFP August 5, 2014 CPS walk-through (mandatory) August 8, 2014 RFP questions due (via email to securityproject@colbyeagles.org) August 11, 2014 CPS notified by prospective bidders of intent to bid August 11, 2014 CPS response to RFP questions (via email) August 13, 2014 Sealed bids due (5:00pm deadline) August 14, 2014 Sealed bid opening (10:00am - USD 315 Administration Building) August 15, 2014 Bid approval by USD 315 Board of Education (7:00pm) August 18, 2014 Commencement of vendor installation (Approximate) October 13, 2014 (coordinate with CPS) Project completion December 31, 2014 Respondents are strongly encouraged to read the entire Request for Proposal. Page 4

II. General Instructions A. Election to Submit Proposal Provide written acknowledgement of your intent to respond to this Request for Proposal no later than Monday August 11 th, 2014 (electronic methods preferred). Please use the Intent to Bid form included in this RFP (Attachment A). Address your acknowledgement to the attention of: Phil DeYoung Technology Coordinator USD 315 Colby Public Schools 600 W. 3 rd St. Colby, KS 67701-2000 V (785) 460-5010 F (785) 460-5050 securityproject@colbyeagles.org B. Election Not to Submit Proposal In the event you elect not to proceed with the submission of a proposal, please inform us of your decision via email at securityproject@colbyeagles.org. Reasons for your decision not to bid are appreciated. C. RFP Questions, Inquiries and Clarifications Any questions from your firm concerning this RFP must be submitted via email to Phil DeYoung at securityproject@colbyeagles.org, no later than 5:00 pm on Monday August 11 th, 2014. Any attempt to contact other CPS employees with questions may result in disqualification. All written inquiries will be answered in writing. Oral questions will not be answered in writing. Responses to questions that warrant distribution to all RFP participants will be forwarded via e-mail to your company s primary contact, which must be included on your Intent to Bid acknowledgement. D. Completion and Execution of Proposal One purpose of this RFP is to compare responses from various potential suppliers. In order to accomplish this objective, the proposal must be complete in all aspects and may be rejected if conditional or incomplete. The candidates shall respond to all topics in this RFP and provide sufficient information for CPS to evaluate the proposal. An individual who is legally authorized to commit to this proposal and enter into a binding contract on behalf of your company must sign your proposal, agreeing to the requirements, respondent selection, ongoing measurement, and terms and conditions. The proposal submitted should be in the form of a contract, incorporating the terms and conditions required in this RFP. Page 5

E. Response Address Please submit your response via email as an attachment (Word or PDF format) for this RFP to: Phil DeYoung Technology Coordinator USD 315 Colby Public Schools 600 W. 3 rd Street Colby, KS 67701-2000 V (785) 460-5010 F (785) 460-5050 securityproject@colbyeagles.org F. Mandatory Pre-Bid Meeting Attendance at this meeting is required to bid this project. Date: August 8 th, 2014 Time: 8:00am Location: USD 315 Administration Building, located at 600 W 3 rd St, Colby, Kansas. Additional information as to the Scope of the project, including access controlled doors and proposed video surveillance camera locations, will be provided at the Pre-Bid Meeting. G. Sealed Bids Sealed bids are due no later than 5:00pm Thursday August 14. Acceptable methods of delivery are: E-mail to securityproject@colbyeagles.org with Security Project Bid as the subject of the message. Fax to (785) 460-5050 with a cover page that includes Security Project Bid. U.S. Postal mail (signature required), UPS delivery (signature required), FedEx delivery (signature required) sent to: Security Project Bid USD 315 Administration Office 600 W 3 rd St, Colby, Kansas 67701 Hand deliver in a sealed package marked Security Project Bid to USD 315 Administration Office, 600 W 3 rd St, Colby, Kansas 67701. Sealed bids will be opened at 10:00am, Friday August 15, 2014 at the USD 315 Administration Office, 600 W 3 rd St, Colby, Kansas 67701. Page 6

III. Request for Proposal A. General Requirements CPS is soliciting design and installations service to provide a District wide Electronic Access Control and Video Surveillance integrated Security Management System (SMS). The Security Management System shall utilize IP Based technology. Analogue cameras, Digital Video Recorders (DVRs) and/or Analogue Access Control hardware will not be accepted. 1. Services to be Provided: a. Potential Suppliers shall provide a designed, IP Based SMS that will provide Access Control and Video Surveillance throughout the CPS district. b. The supplier shall provide all Equipment, Installation and Training Services. i. Cable, Conduit and PoE Switches and Installation thereof shall be provided by CPS 2. The buildings vary in construction and interior finish so the door openings in the building will vary. The potential suppliers are required to field verify the doors openings that require electronic door hardware and provide the appropriate hardware for each opening. 3. The SMS shall use the existing IT backbone for transmission of Video Images and Access Control transactions. See each individual requirements section for the SMS below for more detail. 4. The potential supplier shall provide an allowance in the Proposal of $2,500 for design approval and commissioning from an outside security consultant. B. Access Control System (ACS) Requirements 1. The ACS shall be an IP Based system that utilizes IP Door Controllers located on the secure side of the Access Controlled door. All controllers shall use PoE. All door hardware shall be central power (PoE preferred). No additional power requirements at the door location will be accepted. a. CPS has chosen to standardize on the Brivo On-Site Access Control System. No alternates will be accepted. 2. The contractor shall provide and install a new integrated security management system that shall provide a simple and easy-to-use graphical user interface. The system shall provide local operational control of all access points and alarm sensors. a. The system shall meet UL-294. 3. The ACS shall seamlessly integrate the functions of access control, alarms monitoring and response, digital video imaging and badge design/creation, and visitor management. 4. Required Hardware Features a. ACS hardware shall be comprised of modular components that connect over standard interfaces to one another. There shall be a database storage and processing module IP Door Controller (IPDC) and once data has been downloaded to the IPDC it shall locally make access control decisions. Access granted or denied decisions shall be made in under 0.5 seconds. b. The IPDC shall store firmware in non-volatile flash memory to allow for convenient updates through the head-end software application. The IPDC shall store the cardholder and configuration database information in battery-backed memory so that loss of primary power will not cause the loss of the database. Page 7

c. ACS hardware shall support all of the following options for supervision of the monitored input points: i. 2-state supervision in which only secured and alarm state are indicated. ii. 3-state supervision in which the input state can be secure, alarm or open circuit. iii. 4-state supervision supports secure, alarm, short circuit and open circuit states. iv. 6-state supervision supports secure, alarm, short or open circuit for the sensor in addition to tamper alarm and tamper short circuit states. d. The IPDC shall support Wiegand communications to the reader. In order to provide higher levels of security, the IPDC shall support bi-directional, supervised, and encrypted communications to the reader. e. Network Communications i. The IPDC shall use a homerun from PoE Switch and communicate to the ACS Server via standard TCP/IP protocol. f. Efficient Memory Management i. IPDCs shall be capable of supporting cardholder populations of at least 200,000, or be configured to a learning mode that allows the cards most frequently used to have their access rights stored locally in the panel s memory. ii. When a card is presented which is not resident in the local panel, a verification request shall be made to the central database, if the card is valid the details shall be downloaded. If the card memory is full, the card with the oldest transaction date shall be deleted to make space for the card requested. This shall allow automatic management of cardholders, based upon frequent users having instant response and infrequent users learned when required. g. Elevator Control 5. Database Synchronization i. The system shall have the ability to provide elevator access control by (1) using a card reader to activate the elevator call button, (2) using a card reader in the cab to activate the correct floor selection button, or (3) a combination of both of these functions. The system shall have special field panels specifically designed to handle inputs and outputs used to interface with the elevator controls. ii. The panels specifically designed for elevator control shall support either a single elevator cab for up to 64 floors, or up to 4 elevator cabs for up to 16 floors each. iii. Each cardholder shall then have floor permissions assigned as part of the normal access rights. The system shall provide outputs to the elevator controls to uniquely verify which floors are authorized for each cardholder. The system shall be capable of tracking which floor was enabled/selected by that person. a. To ensure synchronization of the IPDC databases with a region s main database an internal checking process shall be provided within each IPDC. In the event of Page 8

6. Encryption corruption of an IPDC s local database then it shall be able to detect this condition and automatically request the relevant data to be downloaded from its local server. This action shall not require Operator intervention. b. The system shall continue to provide access control functionality during this resynchronization process. a. Encryption falls into two distinct areas, firstly between clients and their Server, secondly between client and local area network panels (LAN Nodes). LAN node links support TwoFish and AES encryption between the supervising client PC and its LAN Chains. b. Web-based (thin client) ACS clients shall use 128-bit SSL encryption. 7. Visitor Management a. Visitor Management shall be incorporated as a standard feature of software. Operators shall be able to pre-enroll visitors using a Web (thin) or Standard (thick) client. The thin client shall connect to the server via Microsoft Terminal Services and Microsoft Internet Explorer to permit any operator with visitor permissions assigned the ability to pre-enroll visitors without the need to install client software on their local machine. b. Visitor Management shall be fully integrated with other key areas of the system, such as access, alarms management, muster and Video ID Badging. Visitor records shall have 50 personal data fields with user definable data titles independent from the personal data fields defined for cardholders. All visitor transactions and movements shall be recorded and may be reported on and filtered, using the extensive reporting capabilities of the software. Visitors may exist without being assigned a card number if access control is not required. c. Data entry shall be simplified by remembering previous entries of personal data and allowing selection from a pick list to minimize repetitive typing when creating each visitor s record. The cardholder database and the history log shall also be sorted by any of the additional fields of information making them a powerful tool for filtering data. d. Personal data fields shall support free entry text, picking an entry from a previously configured list, or picking an entry from an updatable list. Each of these entries shall further be categorized as a date, a time, general input, or customized input. Each category shall support the masking of input data to assure data integrity. For instance, a date mask might look like mm/dd/yyyy to indicate that the date input should be a two-digit month followed by a two-digit day followed by a four-digit year all separated by the slash character. The mask shall be required for customized input. 8. Smart Card Encoding a. The system shall provide the ability to encode contactless smart cards with access control information. The system shall support encoding either Mifare or DESfire. b. The system shall be capable of capturing fingerprint biometrics and storing them on a contactless smart card, which will then be read and used to verify the cardholder during an access control transaction. c. Any proposed fingerprint solution shall support the enrollment and use of at least two fingerprints, which shall allow the cardholder to present either finger to gain entry. Page 9

d. On a timed or manual basis the system shall be configurable to allow entry using the smart card only, smart card plus fingerprint or smart card plus two fingerprints, thereby raising or lowering the level of security as required. 9. Warranty: All Equipment shall carry a minimum 3-Year Manufacture Warranty and One- Year Full Installation and Equipment Warranty by supplier. B. Video Surveillance Requirements 1. The Video Surveillance System shall be an IP Based system utilizing ONLY IP Megapixel Cameras (powered by PoE) and a Network Video Recorder (NVR) that will store all images for a period of 30 days. a. CPS has standardized on the ExacqVision Video Management System (VMS). No alternates will be accepted. 2. IP Megapixel Cameras a. All IP Cameras shall have the minimum requirements i. Latest Compression Codecs 1. H.264 or Above ii. PoE Powered Only iii. Masking and Motion Sensing iv. Minimum configuration of 8 Frame Per Second up to 30 Frames Per Second v. Progressive Scan Technology (For High Definition Cameras) b. Interior Cameras shall be Color and be a minimum of 1MP in image size. c. Exterior Cameras shall be Day/Night with IR capabilities built into the Camera d. Approved Manufactures: i. Acti ii. Arecont Vision 3. Video Management Software a. The Video Management System (VMS) software shall have features for viewing live and recorded video from IP cameras and video encoders connected to a local and wide area network. The VMS software shall have a Client-Server based architecture that can be configured as a standalone VMS system with the Client software running on the server hardware and/or the Client running on any network connected TCP/IP PC workstation. Multiple client workstations shall be capable of simultaneously viewing live and/or recorded video from a single or multiple servers. Multiple servers shall also be able to simultaneously provide live and/or recorded video to a single or multiple workstation(s). Included in the cost of the software are an unlimited number of client software applications. b. IP Camera and Encoder Support. i. The VMS software shall have an open architecture supporting IP cameras and encoders from multiple manufacturers providing best of breed solutions from low cost entry level features to high resolution megapixel features. A minimum of five (5) IP camera manufacturers Page 10

must be supported from leading companies such as ACTi, Arecont Vision, Axis, IQinvision, Panasonic, Sony and Vivotek. c. VMS Client Server Architecture. 4. VMS Client Software. i. The VMS software shall be based on a client / server architecture. A client / server architecture provides a scalable platform, whereby each computer on a network is a client, server or both a client/server simultaneously. a. A client is a computer system that accesses a (remote) service on another computer by a TCP/IP network. The VMS Client software displays and searches live and recorded video, audio and alarms, and administers the VMS Server configurations. b. There shall be one VMS Client application that shall be installed in two different configurations depending on your requirements. The VMS Client shall have the same features, functions and user interface in either configuration. The first client installation configuration is referred to as a Local Client, meaning the client resides on the same system that is local to the server. The second installation is referred to as a Remote Client, meaning it is installed on a different computer that is remote from the server and is connected to the server through a local or wide area network. All interaction (viewing live or recorded video and administration) with the server shall be performed through either the Local or Remote client. c. When configuring a server with full administrative privileges with either a Local or Remote Client all administration and configurations functions shall be identical. By having full administration and configuration features from a Remote Client, customers and installers shall save time and money by not being required to administer features where the server hardware is physically located. d. At no time during the administration and configuration of any feature of a server from either a Local or Remote Client shall video recording be required to be disabled. e. The VMS Client software shall operate on any of the following operating systems: 5. Client Browser. i. Microsoft Windows Server 2003 & 2008 ii. Microsoft Windows XP (all versions) iii. Microsoft Windows 7 & 8 (all versions) iv. Mac OSX (operating on Intel CPU) v. VMWare a. A Browser based Client shall have a feature to connect to a VMS Server to display live video. The Client Browser shall display video on a PC, Mac, Linux PC, PDA, iphone & Cell phone using the following browsers: i. Internet Explorer (all versions) ii. Firefox (all versions) iii. Opera 9 and above iv. Safari (all versions) b. The Client Browser shall also connect with non-java script browsers and shall be compliant with HTML 4.0 (www.w3.org). Page 11

6. VMS Server Software. a. A server is a computer system that provides services to other computing systems called clients over a TCP/IP network. The VMS Server software shall record and retrieve video, audio and alarm data and provide it to the VMS Clients upon request. The VMS Server software shall operate on any of the following operating systems: i. Microsoft Windows Server 2003 & 2008 ii. Microsoft Windows XP (all versions) iii. Microsoft Windows 7 & 8 (all versions iv. Mac OSX (operating on Intel CPU) v. VMWare 7. VMS Server Requirements a. The server hardware shall run on the Windows 7 Pro or Server 2008 operating system. Windows shall boot and run on an 80 GB solid-state drive (SSD) to ensure high performance and reliability. b. The server shall be capable of simultaneously recording, displaying and playing back digitized video from IP cameras and analog cameras through the use of a video encoder. IP Server models shall be capable of being licensed to add IP cameras in increments from one (1) to 64 camera licenses. c. The server shall support recording resolutions from CIF to 20 megapixel (camera dependent) and shall be user selectable. MJPEG, MPEG-4 and H.264 video compression format shall be user selectable depending on the IP camera configured to the IP Server. Video recording shall be available at up to 30 images per second per input channel depending on IP camera type selected. d. Each server shall have serial port capabilities to communicate with serial devices such as point of sale (POS) terminals and automated teller machines (ATM). Once the serial device is connected to the serial port with a cable the serial port shall be configured. Transaction data shall be received from each serial device into a text database and associated with recorded video. User shall be able to search transaction data to locate the associated video. e. Each server shall have a serial port capable of communicating with pan-tilt-zoom (PTZ) cameras. f. Each server shall have two Gbit 1000Base T RJ-45 Ethernet connections for networking to Remote PC clients. Multiple servers shall be accessible by multiple clients located anywhere on the network. Each server shall record video, audio, and text while displaying live video or playback video. In the event that there is no client actively attached to the server, the server shall continue to record video and audio, monitor events and all other server functions. g. Recorded video shall be triggered by the motion detection sensor of the IP camera, an external input device, or in continuous record mode. h. Each server shall have the capability of automatically exporting a predetermined time frame of video to the internal DVD/CD device upon an external trigger input connected to the server. Such input shall export to the DVD/CD device a user defined amount of video and video camera source both pre and post event schedulable to the maximum capacity of the DVD/CD media selected. i. Each server shall have the ability to link specific events in an if-then scenario. Linked events types shall include video motion, video loss, input trigger, POS port, POS profile and temperature. Sources of these events shall be any camera connected to the specific server. Action from these events shall include record Page 12

video, record audio, enable output trigger, output video, notify (send e-mail), and output video to DVD. j. The server hardware shall have an internal DVD/CD device that will allow the server to export video clips to the device in Standalone.Exe (*exe), AVI files (*.avi) and PS files (*ps) formats. k. A RAID-5 option shall be available consisting of a 4U chassis and eight hot swappable hard drives. The RAID-5 option shall be internal to the server and shall provide notification of a drive failure to the administrator. l. Minimum Server Specification i. Input Voltage: 120/240 VAC auto-sensing ii. Power Consumption: <250 watts (150 watts typical) iii. Video Standard: NTSC (30ips) or PAL (25ips) iv. Recording Resolution: CIF to 20 megapixel (camera dependent) v. Compression: MJPEG, MPEG-4 or H.264 by camera or encoder vi. NIC: 2 Gbit 1000Base T RJ-45 (standard), 4 (optional) vii. USB 2.0 Ports: 8 (8 x USB 2.0) viii. Processor: Intel Xeon Processor E3 Series ix. RAM: 16GB x. VGA Output: 1 DVI-A + 1 DVI-D + 1 Display Port xi. DVD/CD RW: Included, front panel access xii. Rack mount: Required xiii. Operating System: Windows 7 Pro or Server 2008 on 40 GB HDD Partition xiv. Operating Temperature: 40 95 F (4.5 35 C) xv. Relative Humidity: 8. Standalone Client/Server. 5 95% RH (non-condensing) a. A client and server can simultaneously reside and operate on one computer and communicate to each other through a TCP/IP loop back interface. A loopback address is a special IP address (127.0.0.1) that is designed for the client and server software to communicate with each other on the same computer. By combining the functionality of the VMS Client and Server software on one system, administrators can deploy both standalone and network configurations that can be scaled as required. The administrator shall have the added benefit of configuring and administering the VMS server with identical features either locally or remotely. 9. IP Camera based Motion Detection. a. Motion based video recording with the VMS server software shall be based on using the motion detection alarm (also known as a flag) generated by the IP camera. The motion detection feature of the IP camera shall generate an alarm whenever movement occurs in the image. The VMS server software reads the alarm from the IP camera to determine if motion occurred then records video. The benefits of using IP camera based motion detection vs. server (host processor) based motion detection include: i. Reduced server processor speed requirements ii. Reduced server memory requirements Page 13

10. Licensing VMS Software. iii. Reduced processor heat iv. Reduced CPU processor usage v. Increased IP camera connectivity vi. Increased IP camera throughput a. The VMS server software shall have a feature to license the MAC address of the server hardware; either the MAC address of the integrated Ethernet controller or add in Ethernet adapter. Licensing individual IP cameras or encoders shall not be required. Licenses the server simplifies the installation and management of IP cameras or encoders by eliminating the need to provide additional MAC addresses for all the individual devices (IP cameras or encoders). If an IP camera or encoder fails to operate for any reason an administrator shall be able to add a new IP camera or encoder to the VMS server software without the need to obtain a new license key. 11. The VMS server software shall run as a service. If the VMS Client software is shut down the VMS server software service shall continue to record video and perform all other configured functions. 12. Installing and Updating VMS Client Software. a. Installing a new release of the VMS Client software shall be easily accessed by clicking on an icon in the Client software that will connect you to a website and gives you an option to automatically download the new software. If you have already installed the most recent version of the VMS software, a message box will be displayed informing you have the most release. 13. Installing and Updating VMS Server+Client Software. 14. New releases of the VMS Server+Client software shall be easily accessed from a website. Download the new VMS Server+Client Installer.exe file to a CD or USB key. Insert the CD or USB key to VMS hardware. Run the VMS Server+Client Installer.exe from the CD or USB key and the new VMS Server+Client software will be automatically updated. Restart the VMS Server software. 15. Warranty: All Equipment shall carry a minimum 3-Year Manufacturer Warranty and One- Year Full Installation and Equipment Warranty by supplier. C. Audio/Video Door Entry System 1. An Audio/Video Door Entry System shall be provided at the Main Entrances of all CPS buildings. 2. The Audio/Video Door Entry System shall be an Aiphone JM Series Door Entry System. a. CPS desires an Audio/Video Door entry system that at minimum will allow up to 2 locations in each building to provide remote door entry. b. The door entry system should cover a minimum of two entries. D. Supplier Requirements 3. Corporate structure: Include the number of employees and functional descriptions of persons that will perform the work. How long has the company been in operation? State whether your firm is a subsidiary, parent or affiliate of other companies. If a subsidiary, clearly state whether your parent will provide CPS with a guarantee of your performance. Page 14

4. Expertise and Experience: Describe your firm s experience in performing LAN networking installation and support services and/or qualifications to procure networking equipment. 5. Types of Service: Briefly identify and describe the types of services your company provides. Identify, by %, the portion of your total company business that each service represents. Identify how many years your company has been providing that service. 6. References: Provide a list of 3 accounts for which you provide installation and support services and include the following information on each: A minimum of TWO of the references shall be K-12 School Districts with similar projects completed within the last 2 years! Size of the account per year (average percentage of business to you)! An overview of the services provided! Contact names, titles, and phone numbers 7. Experience with CPS: Indicate the types of services your company has provided for CPS in the past, along with the years and length of time provided. 8. Installer Requirements: a. Installers shall have a minimum of 5 years experience in installing IP Video Surveillance and Access Control Systems b. Technicians/Programmers shall have a minimum of 10 years of IP Video Surveillance Access Control System experience E. Cost Management i. All Technicians shall be certified by ExacqVision ii. All Technicians shall be certified By Brivo iii. All Technicians should hold a Minimum of a NICET I Certification iv. All Technicians shall be OSHA 30 Hour Certificated. 1. When an order is placed with you, are the quoted charges at that time estimated charges, or are they firm/actual charges? 2. Attach a sample copy of your invoice. 3. Describe your preferred form of payment and payment terms. Indicate your willingness to be flexible on those terms within the parameters of your pricing arrangement. What types of early payment discounts do you offer? Can CPS be invoiced in installments? 4. Upon entering into a business relationship with selected suppliers, CPS expects to receive a rate that is no higher than that being charged to your most favored client. Provide details with respect to this arrangement including rate data and how it will be maintained. 5. How will you address project status reporting during the life of this engagement? Page 15

USD 315 COLBY PUBLIC SCHOOLS MAY REQUEST ADDITIONAL INFORMATION, WHICH YOUR COMPANY WILL BE EXPECTED TO PROVIDE. F: ACCEPTABLE DELIVERABLES: 1. Video Management Software - ExacqVision 2. IP Cameras Acti, Arecont Vision 3. Access Control Software Brivo 4. Card Readers HID Multi-format RP Series 5. Electronic Hardware Securitron, Hess, Bosch CUT SHEETS FOR ALL THE ABOVE MATERIALS ARE REQUIRED FOR THIS RFP Page 16

IV. Terms and Conditions A. General Conditions The general information contained in this RFP is, to the best knowledge of CPS s management, complete and accurate. All information provided by CPS is confidential. Each company submitting a proposal shall assume for itself the sole responsibility for reliance upon information included in this RFP to meet its needs. Any failure of functionality related to the technical design of your proposed solution will be your company s responsibility to diagnose and resolve without additional charge to CPS. Any prospective Respondent desiring clarification of any section, clause, or wording of the RFP, or believing that any portion is contrary to acceptable practices, or is not in the best interest of CPS, should direct such questions or statements to Phil DeYoung via email at securityproject@colbyeagles.org, by 5:00 pm on Monday August 11, 2014. Failure to request interpretation or question the intent or scope of this RFP, as provided, shall not be sufficient cause for relief from any provision of a contract issued as the result of the RFP, or for an invalidation of the proposal process. B. Rate/Fee Quotes Fee quotes and contract terms are to be guaranteed for a minimum of 3 months. If you are capable of offering extended pricing guarantees, please outline them in your proposal. C. Insurance and Bond Requirements Respondent shall provide Contractor's Liability Insurance with combined bodily and property damage limits of $1,000,000 per person, $2,000,000 per occurrence and Worker's Compensation Insurance in compliance with applicable Federal and State law, including Employer's Liability Insurance with minimum limits of $500,000, each accident; $500,000, each employee. Certificates of insurance shall be provided to CPS upon acceptance of the RFP. The Respondent shall furnish a Performance Bond in the amount equal to One Hundred percent (100%) of the Contract sum as security for faithful performance of the contract, a Labor and Material Payment Bond and a Statutory Payment bond in the amount not less than One Hundred percent (100%) of the contract as security for the payment of all persons performing labor on the project relating to the contract and /or furnishing materials in connection with the contract. A surety licensed to conduct business in the State of Kansas and approved by CPS shall issue such bonds. D. Disclaimers You are hereby advised that CPS is not committed to any course of action as a result of its issuance of this RFP and/or its receipt of a proposal from you or any other firms responding to it. You should note that CPS might: Reject any proposal which does not conform to instructions and specifications which are issued herein, Not accept proposals after the stated submission deadline, Not necessarily accept the lowest priced proposal, Reject all proposals it so decides, Accept the proposal of one or more firms, Award a contract in connection with this RFP at any time, and/or Make no award of a contract. Page 17

E. Proposal Costs and Liability CPS will not reimburse the Respondent for any preparation costs or other work performed in connection with this RFP, whether or not the Respondent is awarded a contract. The Respondent specifically agrees that CPS shall have no legal liability of any kind for its actions in releasing this RFP, or considering and choosing among the proposals. Nor shall CPS accept any liability or responsibility for the Respondent s action vis-à-vis CPS or any third party in receiving and responding to this RFP. G. Election to Forfeit If the Respondent elects not to submit a proposal to CPS in response to this RFP, the Respondent is requested to inform CPS of its decision in writing to the attention of Phil DeYoung H. No Contractual Relationship Nothing contained in this RFP creates, nor shall be construed to create, any contractual relationship between CPS and any Respondent. CPS makes no commitment in or by virtue of this RFP to procure any services from any Respondent. Nor does receipt of any Respondent s proposal place CPS under obligation to award a contract to that or any other Respondent. Such commitments and any binding contractual relationship may be made only in and through a written agreement signed by both parties. The Respondent s proposal shall constitute an offer that remains valid for a minimum period of 3 months after the proposal submission date. I. Amendments to RFP CPS reserves the right to amend, modify, withdraw, or terminate this RFP at any time. If the RFP is amended or modified, it will be in writing from CPS. The Respondent is required to acknowledge any amendments in writing. J. Governing Law The laws of the State of Kansas shall govern any agreement between the Respondent and CPS. K. Compliance The Respondent shall be in full and complete compliance with any and all applicable federal, state, and local laws and regulations, including all Equal Employment Opportunity Commission regulations and requirements. Page 18