Digital Video Recording Camera Systems for School Buses

Location:	North Carolina
Posted:	Mar 6, 2026
Due:	Mar 17, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment 67 - Photographic Equipment
Solicitation No:	248-6-29600002
Publication URL:	To access bid details, please log in.

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BID # 6-29600002

TITLE:

PROCUREMENT

LEAD:

Lynn Elms

307 E. Jefferson Street

Monroe, NC 28173

UCPS Purchasing Department

Lynn.Elms@ucps.k12.nc.us

PROJECT

LEAD

Brian Joyner

3319 Goldmine Rd

Monroe, NC 28110

Union County Public Schools seeks Proposals for providing 164 digital video recording (DVR) camera

systems for approximately 60% of the school bus fleet contingent, on available funding.

SCOPE OF WORK

It is the intent of this bid invitation to obtain proposals for supplying materials, supplies, equipment and

installation costs listed on the bid proposal sheet. Scope/Specifications are described on Exhibit 1. Any

applicable plans and specifications are referenced therein.

INSTRUCTIONS

Instructions are as follows.

• BID SUBMITTAL

Bids will be received no later than: March 17 2026, by 10 am.

Refer to Bidder’s Checklist for documents required for bid submittal.

Bid shall be submitted in the manner indicated below:

Sealed Proposals will be received no later than 10:00 am on March 17, 2026 at Union County

Public Schools, 400 N Church Street, Monroe, North Carolina 28112. All sealed Proposals must be in

an envelope marked with the Proposal No.6-29600002 Attention Lynn Elms. Proposals received after

the stipulated bid opening date and time will not be considered.

• PREBID MEETING

A Pre-bid Meeting will not be held.

• COMMUNICATIONS

During the Proposal process, all communication shall be directed to the Project Lead or Procurement

Lead identified above. Failure to meet the requirement may consider your bid non-responsible.

All questions related to this project shall be submitted via email to the Procurement Lead

identified above no later than 2:00 p.m. on Monday, March 10, 2026. An addendum will be

issued to address submitted questions, and responses will be posted March 11:00, 2:00 PM.

Please include “RFP #6-29500002” in the subject line of your email.

• COMPLIANCE with SPECIFICATIONS

Your bid must in in strict compliance with the specifications and offer the same or equal materials.

Exceptions are to be listed separately in a letter which will become part of your proposal, otherwise it

is fully understood that the materials offered is exactly as specified. UCPS reserves the right to allow or

disallow minor deviations from the specifications to lease or purchase what is best for the school system

from a standpoint of quality price and service to be rendered.

• SHIPPING

All prices are to include shipping. Risk of loss and/or damage shall be upon the seller until such time as

the goods have been physically delivered and accepted by the buyer.

Any damage caused to UCPS facilities, i.e. gates, roads, storm drains, etc. by supplier or trucking

company acting on behalf of the supplier shall be repaired/remedied at the replacement cost by the

supplier.

• UNIT PRICES to PREVAIL

Prices shall be submitted on per unit bases by line item. In the event of disparity between the unit price

and the extended price, the until price shall prevail.

• RESPONSIBILITY OF COMPLIANCE WITH LEGAL REQUIREMENTS

The bidder’s products, service and facilities shall be in full compliance with any and all applicable state,

federal, local, environmental and safety laws, regulations ordinances and standards or any standards

adopted by nationally recognized testing facilities regardless of whether or not they are referred to in

this invitation.

• TAXES

Union County Public Schools is not tax exempt. North Carolina, Federal and local sales tax shall be

shown as a separate item.

• CONTRACT FORM

The contract shall be UCPS’ standard Purchase Order.

Your attention is directed to UCBOE Standard Terms and Conditions, Attachment A, which shall be

deemed to be incorporated into any purchase order or contract. Especially note applicable insurance

requirements and obligations to comply with all applicable laws and Union County Board of

Education policies. Insurance certificates shall be provided upon request of UCPS Procurement Lead.

• AWARD

UCPS reserves the right to award this project in a method considered to be most advantageous. Award

shall be made the lowest responsible bidder taking into consideration quality, performance and time

specified in the proposal for the performance of the contract. It is the intent of UCPS to award based

upon the greatest value to the school system. Term of contract and price for that period shall be taken

into consideration and assessed for the value of the period. Time of delivery will be considered into

breaking tie bids. This includes the right to issue single award, multiple awards, or reject all proposals.

UCPS is not required to award a contract. UCPS reserves the right to waive any informality in proposals.

UCPS reserves the right to reject any and all bids.

ATTACHMENT A

Terms & Conditions

Standard Terms and Conditions

Standard Terms and Conditions for All Contracts

1. Defined Terms, “Contract” means the agreement between UCBOE and Vendor which consists of the applicable

Contract Documents. “Contract Documents” means: (i) any applicable purchase order between Vendor and

UCBOE specifically including all terms and conditions set forth or referenced herein and on the face of a

Purchase Order, (ii) any attachments hereto, (iii) any applicable solicitation documentation related to hereto

(including without limitation any request for proposals or invitation for bids and Vendor’s response thereto),

and (iv) any other terms and conditions of a written agreement signed by Vendor and UCBOE that deals with

the same subject matter. “Goods” means any supplies, materials, products or other tangible personal property

provided by Vendor to UCBOE. “Purchase Order” mean any applicable purchase order issued by UCBOE.

“Services” means services, specifically including without limitation construction services, design services,

professional or consulting services and software as a service, “UCBOE” means the Union County Board of

Education. “Vendor” means the party contracting with UCBOE and includes individual and entities that may be

referred to in Contract Documents as “vendor”, “seller”, “service provider”, or “contractor”.

2. Written Agreement Signed by Both Parties; Acceptance of Purchase Order Terms and Conditions when there is

not a Separate Written Agreement Signed by Both Parties. When a Contract is signed by both UCBOE and

Vendor then the Purchase Order issued by UCBOE is for administrative convenience and is not part of the

Contract Documents. When there is not a separate Contract signed by both UCBOE and Vendor, then Vendor’s

acknowledgment of the terms of any Purchase Order, without timely objection, or Vendor’s shipment or

performance of any part of a Purchase Order, constitutes an agreement to all terms and conditions set forth

or referenced herein and on the face of the Purchase Order, together with the terms and conditions of any

other applicable Contract Documents. The terms and provisions set forth in the Contract Documents shall

constitute the entire agreement between Vendor and UCBOE with respect to the purchase by UCBOE of the

Services and/or Goods work performed as described in the Contract Documents. In the event of any conflict

between any terms and conditions of the Contract Documents, the terms and conditions most favorable to

UCBOE shall control. A Purchase Order constitutes an offer by UCBOE and expressly limits acceptance to the

terms and conditions stated therein. No additional or supplemental provision or provisions in variance herewith

that may appear in Vendor's quotation, acknowledgment, invoice, or in any other communication from Vendor

to UCBOE shall be deemed accepted by or binding on UCBOE. UCBOE hereby expressly rejects all such

provisions which supplement, modify or otherwise vary from the terms of the Contract Documents, and such

provisions are superseded by the terms and conditions stated in the Contract Documents, unless and until

UCBOE’s authorized representatives expressly assent, in writing, to such provisions. Stenographic and clerical

errors and omissions by UCBOE are subject to correction.

3. Cancellation of Purchase Order. UCPS may cancel any Purchase Order or portion thereof without liability, if:

(a) Vendor fails upon request to give reasonable assurance of timely performance or UCPS otherwise

determines that it has reasonable grounds for insecurity regarding Vendor’s performance; (b) conforming

Goods or Services (including the quantities specified for delivery) are not delivered within the time specified

or, if no time is specified, within a commercially reasonable time; (c) Vendor otherwise breaches the Contract

and such breach is not corrected within thirty (30) days following written notice of breach; or (d) cancellation

is otherwise required or allowed by law.

4. Quantities. Shipments must equal exact amounts ordered unless otherwise agreed in writing by UCBOE. The

award of a term contract neither implies nor guarantees any minimum or maximum purchases. Materials

received in excess of quantity specified on the purchase order , at UCBOE option’s, may be returned at the

Vendor’s expense.

5. Prices. If Vendor's price or the regular market price of any of the Goods covered hereunder is lower than the

price stated in the Contract Documents on the date of shipment of such Goods, Vendor agrees to give UCBOE

the benefit of such lower price on any such Goods. In no event shall Vendor’s price be higher than the price

last quoted or last charged to UCBOE unless otherwise agreed in writing. No charges for transportation, boxing,

crating, etc. are allowable unless such charges are included in the Contract Documents.

6. Invoices. It is understood and agreed that orders will be shipped at the established Contract prices in effect on

dates orders are placed. Invoicing at variance with this provision may subject the Contract to cancellation.

Revised 3/15/21

Page 1 of 11

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	248-6-29600002
Project Title:	Digital Video Recording Camera Systems for School Buses
Description:	Union County Public Schools seeks Proposals for providing 164 digital video recording (DVR) camera systems for approximately 60% of the school bus fleet.
Opening Date:	3/17/2026 10:00 AM
Posted Date:	3/7/2026
Status:	Open
Department:	UNION COUNTY PUBLIC SCHOOLS


Solicitation Number * 248-6-29600002	Department UNION COUNTY PUBLIC SCHOOLS	Status Reason Open
Opening Date 2026-03-17T10:00:00.0000000	Posted Date * 2026-03-06T16:10:10.0000000Z	Primary Commodity Code Security surveillance and detection
Mandatory Conference/Site Visit — —	Special Instructions Questions due no later than 2:00 pm, Monday, March 10, 2026	Solicitation Type * Select RFP IFB RFI
Owner Lynn Elms
Description Union County Public Schools seeks Proposals for providing 164 digital video recording (DVR) camera systems for approximately 60% of the school bus fleet.