Video Surveillance Server Replacement

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
REQUEST FOR PROPOSALS
Rock Island County Sheriff's Office
Video Surveillance Server Replacement
Including Data Migration & Rack Installation
Issuing Organization: Rock Island County Sheriff's Office
Issue Date: June 5, 2026
Mandatory On-Site Visit: June 12, 2026 @ 9 AM, 1317 3rd Ave, Rock Island, Il 61201
Questions Deadline: June 24, 2026 by 3:00 PM
Proposal Due Date: July 1, 2026 by 12:00 PM
Contract Award: July 22, 2026
Contact Person: LeAnn Ziegenhorn,
Executive Administration Assistant
309-558-3410
lziegenhorn@ricosheriff.org
CONFIDENTIAL - FOR PROPOSAL PURPOSES ONLY
SECTION 1: INTRODUCTION AND BACKGROUND
1.1 Purpose of this RFP
The Rock Island County Sheriff's Office is soliciting competitive proposals from qualified vendors to
replace two (2) existing video surveillance servers, migrate all stored data to the new servers, and
physically install the replacement servers in the existing server rack. The selected proposer must
demonstrate expertise in exacqVision video management software and licensing.
1.2 Current System Overview
Number of Cameras: 258 cameras currently active
Number of Servers: 2 video surveillance servers
Current Storage Approximately 280 terabytes (TB)
Capacity:
Video Management exacqVision (Tyco/Johnson Controls)
Software:
Page 1 of 9

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
Server Location: Rock Island County Sheriff's Office / Courthouse
1.3 Project Objectives
* Replace both existing surveillance servers with new, modern hardware
* Provide a minimum of 400 TB of usable storage to accommodate future camera expansion
* Securely back up and migrate all existing video data and system configurations to the new
servers with no data loss
* Maintain existing exacqVision software functionality and licensing throughout and after the
transition
* Complete physical rack installation with minimal disruption to ongoing surveillance
operations
* Ensure the system is fully operational and tested upon project completion
SECTION 2: SCOPE OF WORK
2.1 Phase 1 - Pre-Installation Assessment & Planning
* Conduct on-site assessment of existing server hardware, rack configuration, power, and
network infrastructure
* Document current exacqVision software version, licensing, configuration settings, camera
assignments, and recording schedules
* Develop a detailed data migration and cutover plan, including rollback procedures
* Identify and communicate any risks, dependencies, or prerequisites prior to commencing
work
* Submit a project schedule for Rock Island County Sheriff's Office approval before work
begins
2.2 Phase 2 - Data Backup and Migration
* Perform a complete, verified backup of all recorded video data currently stored across both
servers (approximately 280 TB)
* Utilize secure, industry-standard methods to transfer data to new servers, preserving all file
integrity, timestamps, and metadata
* Verify data integrity post-migration using checksums or equivalent validation methods
* Maintain chain-of-custody documentation for all data throughout the migration process
* Ensure existing camera configurations, recording schedules, user accounts, and system
settings are replicated on the new servers
2.3 Phase 3 - New Server Hardware Supply & Configuration
* Furnish and deliver two (2) new video surveillance servers meeting or exceeding the
minimum specifications in Section 3
Page 2 of 9

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
* Pre-configure servers with current exacqVision software and all applicable licenses prior to
installation
* Configure RAID or equivalent storage redundancy for data protection
* Set up network connectivity, IP addressing, and integration with the Organization's existing
LAN/surveillance network
* Assign and configure all 258 cameras to the new servers, maintaining existing groupings
and settings
2.4 Phase 4 - Rack Installation
* Physically remove the two existing servers from the server rack following proper
decommission procedures
* Mount and secure new servers in the existing rack per industry best practices and
manufacturer specifications
* Manage all cable routing, labeling, and organization within the rack
* Connect power, network, and any ancillary cabling; verify proper power load and UPS
capacity
* Coordinate with Organization IT/facilities staff for rack access and any required downtime
windows
2.5 Phase 5 - Testing, Commissioning & Handover
* Conduct end-to-end system testing: confirm all 258 cameras are recording and accessible
on both new servers
* Verify live and recorded video playback, motion detection, and all configured alerts function
correctly
* Confirm exacqVision licenses are properly activated and registered on the new servers
* Provide operator training for Rock Island County Sheriff's Staff on any changes to system
operation or interface
* Deliver complete project documentation including as-built diagrams, hardware
specifications, license keys, and warranty information
* Remove all decommissioned hardware and dispose of or transfer to the Sheriff's Office per
the Sheriff's Office direction
SECTION 3: MINIMUM TECHNICAL SPECIFICATIONS
3.1 Server Hardware
* Quantity: Two (2) video surveillance servers
* Form factor: Rack-mountable (1U, 2U, or 4U as appropriate)
* Processor: Current-generation server-class CPU with sufficient core count for 258-camera
load
* RAM: Minimum 64 GB ECC RAM per server
* Storage: Minimum aggregate 400 TB usable storage across both servers, expandable for
future camera additions
Page 3 of 9

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
* Storage configuration: Enterprise-grade HDDs/SSDs in a RAID 5, RAID 6, or equivalent
redundant configuration
* Network: Dual Gigabit Ethernet (10 GbE preferred) per server
* Operating System: Compatible with installed exacqVision version; proposer to specify
* Power Supply: Redundant hot-swap power supplies
* Warranty: Minimum three (3) year on-site hardware warranty
3.2 Software & Licensing
* Proposer must supply and configure the current compatible version of exacqVision VMS on
both servers
* All exacqVision licenses must be properly transferred or newly issued to cover all 258
cameras
* Proposer must include licensing sufficient to accommodate future camera additions up to
the Sheriff's Office's anticipated capacity of up to 280 cameras over the life of the servers
* Proposer shall document all license keys, activation records, and support entitlements in
the project closeout package
3.3 Data Storage Requirements
* Minimum 400 TB usable (post-RAID) storage to support current camera count and future
expansion
* Storage architecture must support retention periods consistent with the Sheriff's Office's
current policy (proposer to confirm retention schedule with the Sheriff's Office) Currently at
30 months
* Proposer must specify expected storage consumption per camera per day at current
recording settings
SECTION 4: PROPOSER QUALIFICATIONS
4.1 Required Qualifications
* Demonstrated experience installing, configuring, and maintaining exacqVision video
management software and associated hardware
* Minimum [3] years of experience in video surveillance system integration or server
deployment
* At least [2] comparable projects involving data migration from legacy surveillance servers,
preferably of similar scale (200+ cameras, 100+ TB)
* Authorized or certified reseller/integrator status with exacqVision/Johnson Controls
(documentation required)
* All technicians performing on-site work must hold applicable industry certifications (e.g.,
exacqVision Certified Technician or equivalent)
4.2 Insurance Requirements
Proposers shall maintain, and provide proof of, the following minimum insurance coverages at the
time of proposal submission and throughout the contract period:
Page 4 of 9

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
* Commercial General Liability: Minimum $1,000,000 per occurrence / $2,000,000 aggregate
* Workers' Compensation: As required by applicable state law
* Employer's Liability: Minimum $500,000 per occurrence
* Automobile Liability (if vehicles used on-site): Minimum $1,000,000 combined single limit
* Technology Errors & Omissions / Cyber Liability: Minimum $1,000,000 per occurrence
(recommended)
The Sheriff's Office shall be named as an Additional Insured on all Commercial General Liability
policies. Certificates of Insurance must be submitted with the proposal and must include a 30-day
notice of cancellation clause.
SECTION 5: PROPOSAL REQUIREMENTS
Proposals shall be organized in the following order and include all required elements:
5.1 Cover Letter
* Proposer's legal name, address, primary contact, phone, and email
* Statement of understanding of the scope and intent to comply with all RFP requirements
* Authorized signature
5.2 Company Qualifications
* Company history, size, and primary business focus
* exacqVision authorization/certification documentation
* List of key personnel assigned to this project with resumes and relevant certifications
* Minimum two (2) references for comparable projects (contact name, phone, project
description, scope, and year completed)
5.3 Technical Approach
* Detailed description of proposed server hardware (make, model, full specifications)
* Proposed storage configuration and how the 400 TB minimum requirement is met
* Data backup and migration methodology, including tools, validation processes, and chain-
of-custody procedures
* exacqVision licensing plan: how current licenses will be transferred or replaced
* Rack installation plan and any anticipated downtime requirements
* Risk mitigation and rollback plan
5.4 Project Schedule
* Proposed project timeline from contract award through final system acceptance
Page 5 of 9

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
* Key milestones: site assessment, backup completion, server delivery, installation, testing,
and training
* Proposed maintenance window(s) for cutover to minimize surveillance downtime
5.5 Cost Proposal
Provide an itemized cost breakdown including:
* Hardware - server(s), drives, rack components, cables
* Software & licensing - exacqVision licenses, OS, any ancillary software
* Labor - by phase (assessment, migration, installation, testing, training)
* Data migration services
* Travel and expenses (if applicable)
* Optional items or value-added services
* Total project cost (all-inclusive)
* Proposed payment terms
5.6 Insurance Documentation
* Certificates of Insurance demonstrating all required coverages as specified in Section 4.2
5.7 Additional Required Attachments
* Signed Addenda Acknowledgment (if any addenda are issued)
* Conflict of Interest Disclosure
* [Any other Organization-required forms]
SECTION 6: EVALUATION CRITERIA
Proposals will be evaluated by the Organization's selection committee based on the following
criteria:
Evaluation Criterion Maximum Points
Technical qualifications & exacqVision expertise 25
Technical approach, methodology & migration plan 25
Project schedule & ability to minimize downtime 15
Cost (all-inclusive) 20
References & demonstrated comparable experience 10
Insurance & compliance with RFP requirements 5
TOTAL 100
Page 6 of 9

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
The Sheriff's Office reserves the right to award to the highest-scored proposer, negotiate with one
or more proposers, or reject any or all proposals in the best interest of the Sheriff's Office.
SECTION 7: TERMS AND CONDITIONS
7.1 RFP Process
* This RFP does not obligate the Sheriff's Office to award a contract or reimburse proposers
for any costs incurred in preparing proposals.
* The Sheriff's Office reserves the right to amend or cancel this RFP at any time without
liability.
* All proposals become the property of the Sheriff's Office upon submission.
* Proposals shall remain valid and binding for a minimum of ninety (90) days from the
submission deadline.
* The Sheriff's Office has the final say on the choice of vendor / proposer.
7.2 Questions and Clarifications
* All questions must be submitted in writing to the designated contact by the Questions
Deadline listed on the cover page.
* Questions and official answers will be issued as written addenda to all registered
proposers.
* Verbal responses by any Sheriff's Office representative shall not be binding.
7.3 Data Security and Confidentiality
* The selected proposer shall handle all video surveillance data with the highest level of
security and confidentiality.
* No data shall be copied, retained, transmitted, or disclosed to any third party without prior
written authorization from the Sheriff's Office.
* The proposer shall sign a Data Security and Non-Disclosure Agreement prior to
commencing work.
* All personnel with access to surveillance data shall be subject to a background check as
required by the Sheriff's Office.
7.4 Contract Requirements
* The selected proposer will be required to execute a formal contract incorporating the scope
of work, schedule, pricing, and insurance requirements.
* The contract will include acceptance testing criteria; final payment will be contingent upon
successful system acceptance.
* Work may not commence until a signed contract and proof of insurance are on file with the
Sheriff's Office.
7.5 Ownership of Data and Equipment
Page 7 of 9

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
* All video data, configurations, and system settings are and shall remain the exclusive
property of the Sheriff's Office at all times.
* Decommissioned server hardware shall be handled per the Sheriff's Office's direction;
proposer shall not dispose of any equipment without written authorization.
7.6 Non-Discrimination
The Sheriff's Office does not discriminate on the basis of race, color, religion, sex, national origin,
age, disability, or any other protected class. Proposers are expected to comply with all applicable
Equal Employment Opportunity laws and regulations.
7.7 Indemnification
The vendor shall indemnify the Rock Island County Sheriff's Office, Rock Island County, Illinois,
and all affiliated independent legal entities, including without limitation the Offices of each other
elected official associated with Rock Island County, Illinois, along with each of their principals,
agents, servants, employees, and all elected officials (hereinafter the "Indemnified Parties") and
shall defend, save, and hold harmless from and against any claim, suit, legal proceedings,
judgment, decree, loss, cost, damage, or expense, including but not limited to reasonable
attorney's fees and other costs and expenses incident to the investigation or the defense of any
claim, suit, or legal proceeding arising from or growing out of the injury to or death of any person or
the damage to any property, including but not limited to property of the vendor or anyone directly or
indirectly employed by any of them, any subcontractor or anyone directly or indirectly employed by
any of them, or anyone for whose acts any of them may be responsible or liable, except to the
extent caused by the sole negligence of the Indemnified Parties. The obligations of the vendors
described in this paragraph shall not be construed to negate, abridge, or otherwise reduce any
right or obligation of indemnity which would otherwise exist as to any party of person described in
this paragraph. In any and all claims against the Indemnified Parties by any employee of the
vendor or any person or organization directly or indirectly employed by any of them to perform or
furnish any of the work or anyone for whose acts any of them may be liable, the indemnification
obligation under this paragraph shall not be limited in any way by the limitation on the amount of
type of damages, compensation, or benefits payable by of for the vendor or other person or
organization under workers or workmen's compensation acts, disability benefit acts, or any other
employee benefit laws.
SECTION 8: SUBMISSION INSTRUCTIONS
* Proposals must be received by the Proposal Due Date and Time indicated on the cover
page. Late proposals will not be considered.
* Submit 1 original copy of the proposal and 2 copies of the RFP response must be sealed in
envelope or package plainly marked on the outside "Rock Island County Sheriff's Office
Video Surveillance Server Replacement".
* Original Proposal must be clearly marked "ORGINAL" and contain all signatures of Vendor
submitting response.
Page 8 of 9

REQUEST FOR PROPOSALS - ROCK ISLAND COUNTY SHERIFF'S OFFICE VIDEO SURVEILLANCE SERVER REPLACEMENT
* Electronic submissions must be in PDF format and attached to an email. No details of the
proposal may be included in the body of the email. The subject line should include "Rock
Island County Sheriff's Office Video Surveillance Server Replacement".
* Proposals submitted by fax will not be accepted.
* The Sheriff's Office assumes no responsibility for proposals lost, misdirected, or delayed in
transit.
Submit proposals to:
LeAnn Ziegenhorn
Executive Administrative Assistant
Rock Island County Sheriff's Office
1317 3rd Avenue
Rock Island, IL 61201
lziegenhorn@ricosheriff.org
END OF REQUEST FOR PROPOSALS
Page 9 of 9