RFP JB-205510 Installation, Maintenance & Repair of Video Security, Intercom & Access Control Equipment

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 561621 - Security Systems Services (except Locksmiths)
Posted Date: May 8, 2019
Due Date: Jun 6, 2019
Solicitation No: RFP JB-205510
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RFP JB-205510 Installation, Maintenance & Repair of Video Security, Intercom & Access Control Equipment

Closing Date: 6/6/2019

Closing Time: 2:00 P.M.

Bid Package: JB-205510 Installation, Maintenance & Repair of Video Security, Intercom & Access Control Equipment

Additional Files and Addenda:

Addendum #1:

Addendum #2:

Addendum #3:

Item File #1:

Item File #2:

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Issue Date: May 8, 2019
Page 1 of 41 Pages
RFP # JB-205510 - Installation, Maintenance, and
Repair of Video Security, Intercom and Access
Control Equipment
Receipt/Opening Time and Date:
Request for Proposal (RFP)
June 6, 2019 @ 2:00 PM (CENTRAL)
Candace Yarbough
Candace Yarbough, Director, Contracts Management
Dallas Independent School District (“Dallas ISD” or “District”) is soliciting offers for the products, goods, or services per the
specifications stated elsewhere in this solicitation document. Offers shall be submitted in a sealed envelope marked on the
outside with the Offeror’s name and address and solicitation number and title “Installation, Maintenance, and Repair of Video
Security, Intercom and Access Control Equipment” to:
Dallas ISD
Attn: Procurement Services
9400 North Central Expressway, Ste. 1510
Dallas, Texas 75231
Offers must be submitted in sufficient time to be received and time-stamped at the above location on or before the
receipt/opening date/time indicated above. DALLAS ISD will not be responsible for delivering mail from the post office nor
any other delays encountered by hand delivery of Offers. Offers received after the receipt/opening time and date may not be
considered. FAX proposals or e-mailed proposals will not be accepted.
Questions concerning this solicitation document should be addressed, in writing, to jblythe@dallasisd.org. Questions
should be submitted not later than May 22, 2019 to allow sufficient time for responses prior to receipt/opening date/time.
Responses to questions, other than administrative questions, will be provided to all potential Offerors by means of an
addendum to the solicitation.
The attached “General Terms and Conditions” are an integral part of this solicitation and will become part of any resulting
contract unless deviations/exceptions are requested by Offeror at time of response and accepted by Dallas ISD.
Please return one (1) Original Signed Offer, one (1) hard copy of your original signed offer and 5 USB flash drives
with a copy of the Original signed offer on the USB drives, to Dallas ISD, Attn: Procurement Services. All forms included
as part of this solicitation must be completed and returned with Offeror’s response.
This solicitation is for a multi-year requirement as noted elsewhere in this solicitation.
Contract(s) will be put into effect by means of a Letter of Acceptance, or some other written notification of Acceptance by The
District, within ten (10) days of acceptance by the District. The document of Acceptance, the solicitation, the Offeror’s Offer,
and other pertinent documents will comprise the Contract Documents. See “Contract Documents and Order of Precedence”
in General Terms and Conditions.
Signature below represents that Offer is submitted.
OFFER MUST BE SIGNED
Company Name:
Address:
Email Address:
Submitter’s Name/Title:
City, State and Zip Code:
Telephone No.
Submitter’s Signature:
____________ Date:
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STATEMENT OF WORK
RFP # JB-205510
Installation, Maintenance, and Repair of Video Security, Intercom and Access Control
Equipment
TABLE OF CONTENTS
I. Background Information/Basic Requirements
II: Instructions and Requirements for Offer Submittal
III. Evaluation Process
IV. Forms to be Returned with Offer
V. General Terms and Conditions
VI. Special Terms and Conditions (if applicable)
VII. Exhibits and/or Appendices (if applicable)
Proposal Timeline (Estimated)
Issue RFP
RFP Due
Advertising Dates
Pre-Proposal Meeting (if applicable)
Questions Deadline
Questions Response
Evaluation and Selection
Approval/Award
May 8, 2019
June 6, 2019 @ 2:00 PM (Central)
May 8 & 15, 2019
May 16, 2019 @ 10:00 AM - 9400 N. Central Expressway,
15th Floor
May 22, 2019
Week of May 27, 2019
Week of June 17 – 21, 2019
August 22, 2019
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SECTION I: BACKGROUND INFORMATION/BASIC REQUIREMENTS
1. Dallas ISD is seeking Offers for the installation of new Video Security, Intercom and Access Control
Equipment as well as the repair and maintenance of new and currently installed equipment.
2. Dallas ISD is seeking to award to one vendor for the purchase of the goods/services identified in this
solicitation.
3. The resulting Contract award, if any, is for a multi-year requirement
The term of this agreement shall be a five-year (5) agreement with two (2) separate options for
mutual renewal. Each option is for an additional successive one year term, to renew and extend the
contract up to a maximum of five years (60 months) unless sooner terminated as set forth elsewhere
in the contract. To exercise each option to renew, the District must give written notice to the Offeror
of its election to renew for one (1) additional year within forty five (45) days of the expiration of the
then current term of the Agreement/Contract. If the District fails to timely exercise any of the options
to renew, all remaining options to renew shall expire and terminate.
4. The Effective Date of the Contract/Agreement, if any, is the date that award is approved by Dallas
ISD’s Board of Trustees or designated representative. In some cases, the Effective Date and the
date for start of services are separated by several weeks and/or months.
5. Dallas ISD sits in the heart of a large, diverse and dynamic region with a metropolitan population of
6.5 million people in the 12 counties in North Central Texas. Dallas ISD comprises 384 square miles
and encompasses the cities of Dallas, Cockrell Hill, Seagoville, Addison, Wilmer and parts of
Carrollton, Cedar Hill, DeSoto, Duncanville, Farmers Branch, Garland, Grand Prairie, Highland Park,
Hutchins, Lancaster and Mesquite.
a. The district is the second-largest public school district in the state, and the 14th-largest district in
the nation.
b. Dallas ISD is proud of its award-winning schools, outstanding teachers and staff, hard-working
students and committed parents and volunteers. The District serves approximately
155,000 students in pre-kindergarten through the 12th grade, in 230 schools, employing nearly
20,000 dedicated professionals.
c. The District currently has Security Video, Intercom and Access Equipment operating throughout
the District. The following equipment is being used;
1. Axis Cameras
2. Schlage Locks
3. Aiphone & Grandstream
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6. Dallas ISD is seeking proposals from qualified vendors for the installation of new Video Security, Intercom and
Access Control Equipment as well as the repair and maintenance of currently installed Video Security, Intercom and
Access Control Equipment. The minimum scope of services required shall consist of the following:
a. Installation, maintenance and repair of the following products:
1. Video Security Camera System – Axis Cameras (estimated 7,000 systems)
2. Access Control Systems – Schlage Locks ((estimated 6,000 keypads) and Keycards
3. Intercom System – Aiphone or Grandstream (estimated 200 systems)
b. Proposer is required to provide the following services:
Provide quotes, upon request.
Provide invoicing, upon request.
Provide work order tracking for equipment needing repair via online portal.
Provide and make available manufacturer warranty dates for equipment and vendor’s
warranty for labor on work order interface.
Provide immediate support, as well as standardized (2-5 day turnaround) response on
work orders, in response to various degrees of emergencies throughout the district.
Provide technical support for software issues / troubleshoot issues, live with appointed
Dallas ISD employees managing oversight of integrator.
Provide/maintain a live platform of IP addresses for district’s Network Services.
Maintain an operational stock of mid-spans, keypad, locks, intercoms, key cards, etc.
A sales team member(s), or estimator, available for scheduled meetings with Dallas ISD
appointed personnel and / or Dallas ISD Bond Office personnel and/or Dallas ISD campus
administrators and / or Dallas ISD Information Technology and Network personnel in an
effort to obtain quotes for various projects throughout the district.
An account manager and / or sales team member to meet quarterly to evaluate areas of
improvement, to enhance efficiency, to reconcile account payables and receivables,
response times, to evaluate new products, etc.
c. Knowledge and ability to support the following software products:
Video Security Camera System – Avigilon
Access Control System – DNA Fusion - Open Options, Allegion Cards
Intercom System – Aiphone or Grandstream (with Axis Camera)
7. Specific Conditions:
a) Proposer must be normally engaged in the business of repairing/installing/adding the
equipment listed above for at least five (5) years.
b) Proposer’s technical personnel assigned to lead projects (Project Manager) must have at least
five (5) years of related experience repairing /installing/adding the equipment listed above.
c) Proposer is responsible for providing weekly updates on outstanding requests considered
pending for any work not on work order portal / interface and shall do so in writing via email to
the appointed personnel designated to manage communications between the district and
vendor. Updates shall be emailed every Monday by 9:00 a.m.
d) Proposer must have experience working with a client who has more than 50 distinct
locations/sites.
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8. Requirements:
a. Parts:
All parts new and not re-manufactured.
All warranties on all products to be passed onto Dallas ISD and included on client portal for
view upon entering work orders.
b. Labor:
Warranty for a period of no less than 90 days.
c. Cameras:
Provide patching, maintenance and security to all camera servers at campuses and
facilities. Life expectancy of servers should be 5 years.
Provide cameras that will be H.264 IP cameras, installed/maintained in strategic
locations within a campus/facility, view the entrance of a school, or to view trouble
areas at the exterior of the building.
No PTZ (point to zoom) cameras.
d. Access Control:
Manage card stock order from Allegion
9. Evaluation Factors:
a. The evaluations committee will conduct a comprehensive, fair and impartial evaluation of all proposals received in
response to this RFP. Each proposal received will be analyzed to determine overall responsiveness and
completeness as defined in the scope section and in the instructions on submitting a proposal. Failure to comply
with the instructions or to submit a complete proposal may deem a proposal non-responsive and may at the
discretion of the Evaluation Committee be eliminated from further evaluation.
b. If the evaluation committee has reasonable grounds to believe that the Proposer with the highest ranking score is
unable to perform the required services to the satisfaction of Dallas ISD, Dallas ISD reserves the right to make an
award to another proposer who in the opinion of the evaluation committee would offer Dallas ISD the best value.
Some indicators (but not a complete list) of probable supplier/proposer performance concerns are: past supplier
performance; the proposer’s financial resources and ability to perform; the proposer’s experience or demonstrated
capability and responsibility; and the supplier’s ability to provide a reliable on-going business relationship and the
maintenance of on-going agreements and support.
10. The following Questions that must be answered in your proposal response (tab 4) are the following;
a) Describe your life expectancy of your camera servers. Graded on criteria.
b) What are your compression rates?
c) Describe your largest client account, their needs, and the services you bring them to meet their day to day
challenges.
d) Do you carry attic stock?
e) How do you communicate work order status to a client? Is this live data (as tech is en route, as tech is on-site, as
tech is finished, as tech is finished-pending parts on order, as tech is finished-pending customer action)? How
quickly are solutions posted for client access?
f) What time frame do you complete work order requests?
g) Will you use new or re-manufactured parts in your installations/repairs?
h) How do you communicate warranties on labor and parts to your client?
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