180 W Park Security Camera, Access Control and Structured Cabling Request for Proposals

SCOTT M. LEVIN
CITY OF ELMHURST
MAYOR
JACKIE HADDAD-TAMER
209 NORTH YORK STREET CITY CLERK
DAN CURRAN
ELMHURST, ILLINOIS 60126-2759
CITY TREASURER
(630) 530-3000 JAMES A. GRABOWSKI
www.elmhurst.org CITY MANAGER
City of Elmhurst
180 W Park Security Camera, Access Control and Structured Cabling Request for Proposals
Table of Contents
Contents
Table of Contents ............................................................................................................................. 1
1. Statement of Work ................................................................................................................ 3
1.1 Overview ................................................................................................................................ 3
1.2 Purpose .................................................................................................................................. 3
1.3 Coverage and Participation .................................................................................................. 3
2. General Information .............................................................................................................. 3
2.1 Original RFP Document ......................................................................................................... 3
2.2 The Organization ................................................................................................................... 3
2.3 Existing Technology Environment ........................................................................................ 3
2.4 Schedule of Events (all times are in central time zone) ...................................................... 3
3. Proposal Preparation ............................................................................................................ 4
3.1 Vendor's Understanding of the RFP ..................................................................................... 4
3.2 Good Faith Statement ........................................................................................................... 4
3.3 Communication .................................................................................................................... 4
3.4 Proposal Preparation and Submission ................................................................................ 5
3.5 Criteria for Selection ............................................................................................................. 6
Evaluation Criteria: .......................................................................................................................... 6
4. Scope of Work, Specifications, and Requirements ............................................................ 6
4.1 Technical Specifications ...................................................................................................... 6
4.1.1 Capacity and Scalability ............................................................................................ 6
4.1.2 Indoor and Outdoor Cameras ............................................................................................... 7
4.1.3 Access Control System......................................................................................................... 7
4.1.3 Structured Cabling ................................................................................................................ 7
4.2 Video and Access Control Management System ................................................................ 7
4.3 Support and Maintenance .................................................................................................... 7

4.4 Engagement Methodology .................................................................................................... 7
5. Vendor Qualifications ........................................................................................................... 7
6. Budget and Estimated Pricing .............................................................................................. 8
6.1 Total Cost Summary .............................................................................................................. 8
7. Additional Terms and Conditions ......................................................................................... 9
7.1 Personal Information ............................................................................................................ 9
7.1.1 General ....................................................................................................................... 9
7.1.2 Requested Personal Information .............................................................................. 9
7.2 Costs ...................................................................................................................................... 9
7.3 Intellectual Property ............................................................................................................. 9
7.4 Respondent's Responses ..................................................................................................... 9
7.5 Governing Law ..................................................................................................................... 10
7.6 No Liability ........................................................................................................................... 10
7.7 Nondiscrimination of Contractors ..................................................................................... 10
7.8 Tax Exempt Status ............................................................................................................... 10
7.9 Entire RFP ............................................................................................................................ 10
8. Vendor Certification ............................................................................................................ 10
Signature of Authorized Officer: .................................................................................................... 11

1. Statement of Work
1.1 Overview
The City of Elmhurst plans to implement a cloud-based video security and access
control system at 180 W. Park Ave. Avigilon Alta provides a scalable and secure
cloud solution that offers real-time visibility, advanced analytics, and reduces the
City's onpremise hardware footprint. To support this project, the City is requesting
proposals from qualified security integrators to provide and install Avigilon Alta
cameras, access control hardware, and all required structured cabling at the 180
W. Park Ave facility. The work must achieve substantial completion by September
18, 2026, with only punch list items remaining.
1.2 Purpose
The purpose of this Request for Proposal (RFP) is to invite prospective vendors to
submit a proposal to supply and install Avigilon Alta camera, access control
hardware, and all required structured cabling for 180 W Park.
1.3 Coverage and Participation
The intended coverage of this RFP, and any agreement resulting from this
solicitation, shall be for the use of City of Elmhurst. The City of Elmhurst reserves
the right not to enter a contract, to add and/or delete elements, or to change any
element of the coverage and participation at any time without prior notification and
without any liability or obligation of any kind or amount.
2. General Information
2.1 Original RFP Document
The City of Elmhurst shall retain the RFP, and all related terms and conditions,
exhibits and other attachments, in original form in an archival copy. Any
modification of these, in the vendor's submission, is grounds for immediate
disqualification.
2.2 The Organization
The City of Elmhurst is a local municipality is a city mostly in DuPage County and
overlapping into Cook County in the U.S. state of Illinois, and a western suburb of
Chicago.
2.3 Existing Technology Environment
There is no current technology at 180 W Park.
2.4 Schedule of Events (all times are in central time zone)
RFP Released March 23, 2026, at 11:00 a.m.
180 Park Walkthrough April 8, 2026, 11:00 a.m.
Proposal Due April 22, 2026, at 5:00 p.m.
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Complete Initial Evaluation April 28, 2026, at 5:00 p.m.
Final Award Notification April 30, 2026
Work Completion September 18, 2026
3. Proposal Preparation
3.1 Vendor's Understanding of the RFP
In responding to this RFP, the vendor accepts full responsibility to understand the
RFP in its entirety, and in detail, including making any inquiries to the City of
Elmhurst as necessary to gain such understanding. The City of Elmhurst reserves
the right to disqualify any vendor who demonstrates less than such understanding.
Further, the City of Elmhurst reserves the right to determine, at its sole discretions,
whether the vendor has demonstrated such understanding. The right extends to the
cancellation of award if award has been made. Such disqualification and/or
cancellation shall be at no fault, cost, or liability whatsoever to the City of Elmhurst.
3.2 Good Faith Statement
All information provided by the City of Elmhurst in this RFP is offered in good faith.
Individual items are subject to change at any time. The City of Elmhurst makes no
certification that any item is without error. The City of Elmhurst is not responsible or
liable for any use of the information or for any claims asserted there from.
3.3 Communication
Verbal communication shall not be effective unless formally confirmed in writing by
the IT Director who is managing this RFP process. In no case shall verbal
communication govern over written communication.
3.3.1. Vendor's Inquiries. Applicable terms and conditions herein shall govern
communications and inquiries between the City of Elmhurst and vendors as
they relate to this RFP. Inquiries, questions, and requests for clarification
related to this RFP are to be directed in writing to:
City of Elmhurst
209 N. York St.
Elmhurst, Illinois 60126
Attention: Lawrence Kravets
Email: lawrence.kravets@elmhurst.org
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3.3.3 Informal Communications shall include, but are not limited to: requests
from/to vendors or vendors' representatives in any capacity, to/from any City
of Elmhurst representative of any capacity for information, comments,
speculation, etc. Inquiries for clarifications and information that will not
require addenda may be submitted verbally to the named above at any time.
3.3.4 Formal Communications shall include, but are not limited to:
Questions concerning this RFP must be submitted in writing and be
received prior to April 15, 2025
Errors and omissions in this RFP and enhancements. Vendors shall
recommend to the City of Elmhurst any discrepancies, errors, or
omissions that may exist within this RFP. With respect to this RFP,
vendors shall recommend to the City of Elmhurst any enhancements,
which might be the City of Elmhurst's best interests. These must be
submitted and received prior to April 20, 2025.
Inquiries about technical interpretations must be submitted in writing
and received prior April 17, 2025. Inquiries for clarifications/information
that will not require addenda may be submitted verbally to the IT Director
named above at any time during this process.
Verbal and/or written presentations and pre-award negotiations under
this RFP.
Addenda to this RFP. The City of Elmhurst will make a good faith effort to
provide a written response to each question or request for clarification
that requires addenda within 5 business days. All questions, answers and
addenda will be shared with all recipients by posting on the web site:
http://www.elmhurst.org
3.4 Proposal Preparation and Submission
To be considered for selection, vendors must submit a response to this RFP by April
22, 2026, 5:00 p.m. Proposals must be signed by an authorized representative of the
proposal and delivered sealed to:
City of Elmhurst
180 W Park Security Camera, Access Control and Structured Cabling
Attn: Lawrence Kravets
209 N. York St.
Elmhurst, IL 60126
On or prior to April 22, 2026, at 5:00 p.m. Vendors are to submit two (2) copies that
must be individually bound. Please provide one electronic copy on flash drive or
CD/DVD. The City of Elmhurst will not accept proposals received by fax or email.
Proposals should be organized as follows:
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1. Title Page-Show the RFP subject, the name of the vendor, local address,
telephone number, name of the contact person, and the date.
2. Table of Contents-Show a clear identification of the material by section and
by page number.
3. Profile of Vendor-Show vendor qualifications as stated in Section 5 of this
RFP; state the location of the office that will be performing the installation
and responding to requests for support.
4. Complete Copy of RFP-Show a complete copy of the RFP in the order of the
requirements set forth in Section 4 or this RFP. Provide images and technical
specifications of each type of proposed hardware that is to be used in the
proposed camera system.
5. Vendor Certification-Completed and signed Vendor Certification (Section 8).
Proposal should be prepared simply, providing a clear and concise description of
capabilities that meet the criteria of this RFP. All pages of the response to this RFP
are to be numbered. Vendors submitting a response to this RFP may be required to
give an oral presentation of their response to the City of Elmhurst. Oral
presentations are an option of the City of Elmhurst and may or may not be
conducted.
3.5 Criteria for Selection
The evaluation of each response to this RFP will be based on its demonstrated
competence, compliance, format, and organization. The purpose of this RFP is to
identify those suppliers that have the interest, capability, and financial strength to
supply the City of Elmhurst with a network camera solution identified in the Scope
of Work. Selections will be based on the ability of the vendor to meet the following
criteria:
Evaluation Criteria:
1. Capability of vendor to provide the Cloud Based Video Management System,
Access Control System, and structured cabling
2. Capability of vendor to provide all necessary equipment Camera, Cabling,
Equipment, Camera Mounts, etc.)
3. Financial stability of the vendor
4. Vendor's ability to demonstrate timeline and implementation strategy for the
proposed system and to complete the work on or before the required date
4. Scope of Work, Specifications, and Requirements
The City of Elmhurst is requesting proposals from qualified firms interested in providing IP
based Security Cameras, Access Control System, Mounting Hardware, a Cloud Based
Video Management / Access Control System, Warranty, Cabling, and Training.
4.1 Technical Specifications
4.1.1 Capacity and Scalability
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The IP Security Camera solution should be capable of handling twenty-five
(25) or more cameras at 180 Park. The solution should have the capability of
adding cameras as deemed necessary by the City of Elmhurst.
4.1.2 Indoor and Outdoor Cameras
All cameras will be the following manufacturer (no substitutions):
Avigilon Alta external cameras
Avigilon Alta internal cameras
4.1.3 Access Control System
All access controls will be the following manufacturer (no substitutions):
Avigilon Alta
4.1.3 Structured Cabling
All cabling will be done to City building code.
4.2 Video and Access Control Management System licensing
The required video management system and access control system will have three
years of software licensing (no substitutions).
4.3 Support and Maintenance
The City of Elmhurst requires 3-years support cloud maintenance with the option to
continue annual support after the 3-year period has ended.
4.4 Engagement Methodology
The City of Elmhurst is looking for a turn-key solution. The vendor will be
responsible for any camera hardware and any necessary cable runs. The vendor will
be responsible for coordinating with the City's IT Department by having them
program networking equipment for the camera and access control system.
5. Vendor Qualifications
All vendors must provide the following information for their proposal to be considered:
1. A brief outline of the vendor company and services offered including:
Full legal name of the company
Year business was established
Number of people employed
2. An outline of the product line-up
3. Information on its current clients, including:
Total number of clients
A list of clients with similar needs using similar products and/or services
Evidence of successful completion of a project of a similar size and complexity.
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4. References: Contact information on three references (if possible) for projects
similar in size, application and scope and a brief description of their
implementation.
5. List pending litigation or other disputes with which the Applicant Entity and/or
Principals are involved, status, potential of a financial settlement, and impact on
the applicant entity ability to execute this project.
6. Budget and Estimated Pricing
All vendors must fill out the following Total Cost Summary for the implementation of their
solution for The City of Elmhurst's IP Camera Security solution project as described in this
RFP. Costs should be identified as either capital or non-capital in nature. The vendor must
agree to keep these prices valid for 90 days as of April 22, 2026.
6.1 Total Cost Summary
For All available deployment models, provide a cost summary as displayed below.
Costs Total
Hardware
Software Licensing
Installation
Maintenance
Documentation
and Training
Project Management
Miscellaneous
Other (Specify)
Total:
Hardware: List, describe, and record the cost of each piece of hardware that is
required. Software Licensing: List, describe, and record the licensing,
implementation, maintenance, support, and training fees associated with your
solution.
Installation: Describe any labor, equipment, supplies, or other costs associated
with installing your proposed solution.
Maintenance: Describe and cost out any other ongoing costs associated with the
operation and maintenance of your proposed solution.
Documentation and Training: If there are fees associated with your user or
technical documentation, list them here.
Project Management: If there are project management fees associated with your
proposed solution, list and describe them here.
Miscellaneous: List and describe any other costs associated with your proposed
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solution.
7. Additional Terms and Conditions
7.1 Personal Information
7.1.1 General
Depending on the circumstances, the City of Elmhurst may require
information related to the qualifications and experience of persons who are
proposed or available to provide services. This may include, but is not limited
to, resumes, documentation of accreditation, and/or letters of reference.
The Respondents should not submit as part of its response any information
related to the qualifications, experience of persons who are proposed or
available to provide services unless specifically requested. Unless
specifically requested any such information, whether in the form of resumes
or other documentation, will be returned immediately to the Respondent.
7.1.2 Requested Personal Information
Any personal information that is requested from each Respondent by the
City of Elmhurst shall only be used to consider the qualified individuals to
undertake the project/services and to confirm that the work performed is
consistent with these qualifications. It is the responsibility of each
Respondent to obtain the consent of such individuals prior to providing the
information to the City of Elmhurst. The City of Elmhurst will consider that
the appropriate consents have been obtained for the disclosure to and used
by the City of Elmhurst of the requested information for the purposes
described.
7.2 Costs
The RFP does not obligate the City of Elmhurst to pay for any costs, of any kind
whatsoever, which may be incurred by a Respondent or any third parties, in
connection with the Response. All Responses and supporting documentation shall
become the property of the City of Elmhurst, subject to claims of confidentiality in
respect of the Response and supporting documentation.
7.3 Intellectual Property
The Respondent should not use any intellectual property of the City of Elmhurst
including, but not limited to, all logos, registered trademarks, or trade names of City
of Elmhurst, at any time without the prior written approval of the City of Elmhurst, as
appropriate.
7.4 Respondent's Responses
All accepted Responses shall become the property of the City of Elmhurst and will
not be returned.
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7.5 Governing Law
This RFP and the Respondent's Response shall be governed by the laws of the State
of Illinois.
7.6 No Liability
The City of Elmhurst shall not be liable for any Respondent, person, or entity for
losses, expenses, costs, claims, or damages of any kind:
Arising out of, by reason of, or attributable to, the Respondent responding to this
RFP.
As a result of the use of any information, error, or omission contained in this RFP
document or provided during the RFP process.
7.7 Nondiscrimination of Contractors
A bidder, vendor, or contractor shall not be discriminated against in the solicitation
or award of this contract because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state law relating to discrimination in
employment.
7.8 Tax Exempt Status
Sales of goods to the City of Elmhurst are normally exempt from State sales tax.
State sales and use of tax certificates of exemption will be issued upon request.
7.9 Entire RFP
This RFP, and addenda to it, and any attached schedules, constitute the entire RFP.
8. Vendor Certification
This certification attests to the vendor's awareness and agreement to the content of this City Hall
Security Camera RFP and all accompanying calendar schedules and provisions contained herein.
The vendor must ensure that the following certificate is duly completed and correctly executed by
an authorized officer of your company.
This proposal is submitted in response to City Hall Security Camera RFP issued by the City of
Elmhurst. The undersigned is a duly authorized officer, hereby certifies that:
(Vendor Name)
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