Citywide Camera System Deployment & Cloud Hosting Services

City of Flagler Beach
REQUEST FOR PROPOSAL (RFP)
Citywide Camera System Deployment and Cloud Hosting Services
I. INTRODUCTION
A. General Information
The City of Flagler Beach ("City") is soliciting Proposals from qualified firms to provide a complete
citywide camera system, including installation, configuration, and cloud video storage. The City
intends to deploy fifteen (15) 360-degree outdoor security cameras at fifteen (15) designated
locations throughout the city.
The solution must include cloud video retention for a minimum of 30 days and hardware suitable for
reliable outdoor use.
This RFP is issued to identify firms capable of delivering a secure, scalable, and resilient video
surveillance environment that supports public safety and City operational needs.
II. INSTRUCTIONS FOR PROPOSALS:
A. Any inquiries concerning this request for proposal should be addressed in writing or e-mailed:
City Clerk Penny Overstreet
City of Flagler Beach
105 S. 2nd Street Flagler Beach, FL 32136
Email: poverstreet@cityofflaglerbeach.com
ALL QUESTIONS MUST BE SUBMITTED PRIOR TO 07/15/2026
All questions concerning this RFP must be submitted in writing to the City Clerk
poverstreet@cityofflaglerbeach.com by the date listed in the Schedule. Any changes as well as
responses to questions regarding this RFQ will be issued as a formal Addendum and posted to the
City's website https://www.cityofflaglerbeach.com/bids.aspx and Demandstar/Open Bids
https://network.demandstar.com/ , as well as provided electronically to all known respondents.
All questions regarding this Request for Proposal shall be referred to the City Clerk through the
addresses provided above.
B. PROPOSAL REQUIREMENTS
To be considered, One (1) original, six (6) printed copies, and one (1) electronic PDF copy must be
submitted by NO LATER THAN 4:00 PM, 30 July 2026, in a sealed package marked Citywide
Camera System Deployment and Cloud Hosting Services addressed to:
City Clerk's Office
City Hall
105 South 2nd Street Flagler Beach, FL 32136

Any proposals received after the specified time and date will not be accepted. The time and date for
receipt of proposals will be scrupulously observed. The City shall not be responsible for late
deliveries or mail delays. The time/date entered on the proposal received in the City Clerk's Office
shall be the official authority for determining late proposals. The City of Flagler Beach reserves the
right to reject any or all proposals submitted.
The City of Flagler Beach reserves the right to retain all proposals submitted regardless of whether
that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions
contained in this request for proposals, unless clearly and specifically noted in the proposal
submitted and confirmed in the contract between the City of Flagler Beach and the firm
selected.
Proposals shall be limited to 25 pages.
C. ADDENDUM TO RFP
The City reserves the right to amend the RFP prior to the submission due date. If it becomes
necessary to revise any part of the RFP, an addendum will be provided to all potential respondents
who have requested and have been sent a copy of this RFP. All respondents shall include
acknowledgment of all addenda as part of this proposal. Failure to acknowledge addenda may be
grounds for disqualification of the proposal. Any changes as well as responses to questions regarding
this RFQ will be issued as a formal Addendum and posted to the City's website
https://www.cityofflaglerbeach.com/bids.aspx and Demandstar/Open Bids
https://network.demandstar.com/ , as well as provided electronically to all known respondents.
INDEPENDENT PRICE DETERMINATION
A proposal will not be considered for award if the proposed fees were not arrived at independently
and without collusion, communication or agreement as to any matter related to such prices with any
other vendor, competitor or public official of Flagler Beach, FL.
The respondent must include a certified statement in the proposal transmittal letter certifying that the
price was arrived at without any conflict of interest.
Vendor should provide separate pricing line items for all hardware, installation costs, cloud hosting
and license, cellular costs, annual maintenance support, and price-per-camera for initial installation
and future additions.
ERRORS IN PROPOSAL PREPARATION
The City of Flagler Beach has the right to rely on any price quotes provided by responders. The
responders may be responsible for any mathematical error or incorrect extension of any calculations
leading to the responder's price quotes. The City of Flagler Beach reserves the right to reject
proposals which contain errors and/or waive requirements deemed immaterial to evaluation of a
specific proposal.
INDEMNIFICATION
The respondent awarded the Contract pursuant to this Solicitation shall indemnify and hold

harmless the City, its officials and employees from the following:
Any and all direct or indirect damages, costs, claims, actions, suits, judgments or liens resulting
from the negligent act or commission or omission of the respondent, its employees, agents or
subcontractors, and
Any and all direct or indirect costs, claims, actions, suits, judgments or liens for damages
resulting from the Contract arising from the negligence or omission of the firm/company, its
employees, agents or subcontractors. The firm/company shall, upon completion of work, provide
the City with a Release of Liens from any subcontractor, supplier, material, or other supplier of
goods and services to the program, if any.
POLITICAL INVOLVEMENT
As this RFP has established specific criteria for evaluation of all proposals, bidders and their
representatives may not contact elected officials directly or indirectly to lobby or otherwise
secure undue support for a specific or general proposal(s) submitted. If such activity occurs, the
proposal will be disqualified from further consideration.
III. PURPOSE & OBJECTIVES
The City's primary objectives include:
* Deploying a network of 360-degree cameras to enhance situational awareness and
public safety.
* Ensuring reliable video capture with a minimum 30-day cloud retention period.
* Using equipment suitable for harsh outdoor, maritime environments (minimum IP65
water resistance).
* Utilizing solar-powered camera systems with battery backup to minimize
infrastructure needs.
* Building a scalable platform that supports future expansion and integrations.
IV. SCOPE OF SERVICES
Camera Hardware & Installation
* Provide and install fifteen (15) 360-degree(panoramic or fisheye with software
dewarping) outdoor cameras, minimum IP65 water-resistance(IP67 preferred), minimum
12 megapixel resolution and low-light capability. Cloud software should include person
detection, vehicle detection, and attribute search.
* Cameras must be solar-powered with integrated battery backup.
* Provide all mounting hardware, and environmental housings for electronics.

* Ensure optimal camera placement, field-of-view coverage, and low-light performance.
* Provide staff training for operation and maintenance upon completion.
Connectivity & Infrastructure
* Provide necessary cellular uplinks if fiber optic is not available.
* Where a site is served by fiber, the vendor must provide and install a compatible fiber
optic modem.
* Ensure encrypted transmission of all video data.
* Ensure compatibility with county Fusus system.
* Verify cloud recording upon installation.
* Provide system documentation and warranty information.
* Coordinate with City staff regarding placement and access needs at each site.
* Complete final acceptance testing with city staff.
Cloud Hosting & Data Retention
* Provide secure cloud storage for video with a minimum 30-day retention period.
* Ensure on-demand access for authorized City personnel.
* Provide audit logs and access reporting.
* Ensure encryption of data in transit and at rest.
* Ensure access and playback from a Mobile Data Terminal via a 5G cellular network.
Training & Documentation
* Provide training for City personnel on video access, retrieval, and administrative controls.
* Provide integration documentation for County shared camera system.
* Provide documentation including system diagrams, warranty information, and
maintenance procedures.
* Provide documentation including system diagrams, warranty information, and
maintenance procedures.
V. CONTRACT AND RENEWAL TERMS
Vendors should provide pricing options for 1-year, 3-year, and 5-year agreements.
Either the City or the selected Vendor may provide 180 days' written notice of non-renewal.
VI. SERVICE LEVEL EXPECTATIONS (SLAs)
Vendors shall meet or exceed the following response times:
* Critical(Greater than 50% system outage): 1 hour
* High Priority(Less than 50% system outage): 2 hours
* Low Priority(Intermittent outage less than 50% of total system or latency): 1 business day

VII. MINIMUM QUALIFICATIONS
Responding firms must demonstrate:
* A minimum of five (5) years' experience delivering municipal or enterprise-level
camera/security solutions.
* Experience deploying solar-powered, outdoor IP camera systems.
* Adequate staffing with relevant technical certifications.
* Authorization to conduct business in the State of Florida.
VIII. RESPONSE FORMAT
Proposals should include:
* Company Overview.
* Relevant Experience & References.
* Technical Approach & System Design.
* Equipment Specifications.
* Cloud Hosting Architecture.
* Project Timeline & Installation Plan.
* Pricing Structure and Optional Services.
* Exceptions or Deviations.
IX. EVALUATION CRITERIA
Proposals will be evaluated based on the following weighted criteria:
* Relevant Experience - 25%
* Technical Approach - 25%
* Service Levels & Support Model - 20%
* Pricing Structure - 30%
X. GENERAL TERMS
The City reserves the right to reject any submission, request clarifications, negotiate scope and
pricing, or select multiple vendors if in its best interest.
XI. ANTICIPATED SCHEDULE
RFP Issued - 07/08/2026
Questions Due - 07/15/2026
Responses Due - 07/30/2026
Commission Approval - 09/10/2026