27-001 Purchase and Installation of Video Surveillance Equipment

Muscogee County School District
Columbus, Georgia
REQUEST FOR PROPOSAL
For
Purchase and Installation of Video Surveillance
Equipment for Elementary School Locations
RFP NUMBER 27-001
For all questions about this RFP contact:
Aileen Arrighi, CPPB
Purchasing Manager
Muscogee County School District
2960 Macon Road
Columbus, GA 31906
706-748-2352
Fax 478-223-0199
Arrigui.Aileen@muscogee.k12.ga.us
RELEASED ON:
July 2, 2026
DUE ON:
August 4, 2026 @ 11:00 A.M. Eastern Standard Time

Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
TABLE OF CONTENTS
PROPOSAL CHECKLIST .................................................................................................................. 4
1.0 INTRODUCTION....................................................................................................................... 5
1.1 OBJECTIVE - PURPOSE OF PROCUREMENT ................................................................................... 5
1.2 BACKGROUND .............................................................................................................................. 5
1.3 SCHEDULE OF EVENTS ................................................................................................................. 5
1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF ...................................................................... 6
1.5 CONTRACT TERM ......................................................................................................................... 6
2.0 TERMS AND CONDITIONS .................................................................................................... 7
2.1 MUSCOGEE COUNTY SCHOOL DISTRICT RESERVES THE RIGHT TO: ............................................. 7
2.2 PROPOSAL PERIOD ....................................................................................................................... 7
2.3 CONTRACT ................................................................................................................................... 8
2.4 EQUAL OPPORTUNITY POLICY ..................................................................................................... 8
2.5 NON-COLLUSION CERTIFICATION ................................................................................................ 9
2.6 DEBARMENT CERTIFICATION ....................................................................................................... 9
2.7 GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT OF 2006 CERTIFICATION .................. 9
2.8 BONDING ..................................................................................................................................... 9
2.9 INSURANCE ................................................................................................................................ 10
2.10 COMPLIANCE WITH LAWS .......................................................................................................... 13
2.11 MUSCOGEE COUNTY SCHOOL DISTRICT REQUIREMENTS .......................................................... 13
2.12 FUNDING OUT CLAUSE .............................................................................................................. 13
2.13 PAYMENTS AND PRICING ........................................................................................................... 14
2.14 OPEN RECORDS .......................................................................................................................... 14
3.0 PROPOSAL SUBMISSION AND EVALUATION ............................................................... 15
3.1 PROPOSAL SUBMISSION ............................................................................................................. 15
3.2 EVALUATION PROCESS .............................................................................................................. 16
4.0 MANDATORY MINIMUM REQUIREMENTS................................................................... 18
4.1 PROPOSERS BUSINESS QUALIFICATION REQUIREMENTS ............................................................ 18
4.2 SUBMISSION REQUIREMENTS ..................................................................................................... 18
5.0 TECHNICAL PROPOSAL ..................................................................................................... 19
5.1 EXECUTIVE SUMMARY ............................................................................................................... 19
5.2 TABLE OF CONTENTS ................................................................................................................. 19
5.3 COMPANY BACKGROUND AND EXPERIENCE .............................................................................. 19
5.4 FINANCIAL STABILITY ............................................................................................................... 20
5.5 BUSINESS LITIGATION ................................................................................................................ 20
5.6 CONFLICTS OF INTEREST ............................................................................................................ 20
5.7 EXCEPTIONS TO THE RFP ........................................................................................................... 20
5.8 PROPOSED SERVICE SOLUTIONS ................................................................................................. 21
6.0 FINANCIAL PROPOSAL ....................................................................................................... 21
7.0 PROPOSAL CERTIFICATION ............................................................................................. 21
8.0 PROPOSAL DOCUMENTS .................................................................................................... 21
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Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
PROPOSAL CERTIFICATION ........................................................................................................... 22
FEDERAL WORK AUTHORIZATION CONTRACTOR AFFIDAVIT ........................................... 23
FEDERAL WORK AUTHORIZATION SUBCONTRACTOR AFFIDAVIT ................................... 24
DEBARRED, SUSPENDED, AND INELIGIBLE STATUS ............................................................... 25
EXCEPTIONS OR DEVIATIONS TO SPECIFICATIONS ................................................................ 27
DISCLOSURE OF SUBCONTRACTORS AND SUBCONSULTANTS ........................................... 28
REFERENCE & SIMILAR PROJECTS FORM .................................................................................. 29
NO-BID RESPONSE ............................................................................................................................ 30
SAMPLE AGREEMENT FOR SERVICES ......................................................................................... 31
APPENDIX B ....................................................................................................................................... 54
FINANCIAL PROPOSAL .................................................................................................................... 54
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Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
PROPOSAL CHECKLIST
This standardized checklist has been provided to assist the vendor with the submission of their Proposal
package. This checklist cannot be construed as identifying all required submittal documents for this project.
Vendors remain responsible for reading the entire Proposal document to ensure that they are in compliance.
Proposals may be considered subject to rejection if, in the sole opinion of the District, there is a serious
omission, unauthorized alteration of form, an unauthorized alternate Proposal, incomplete or unbalanced unit
price, or irregularities of any kind.
Proposal Signature and Certification Form - all information completed and signed
Financial Form - signed
Federal Work Authorization Contractor Affidavit (if awarded)
Federal Work Authorization Subcontractor Affidavit (if awarded)
Exceptions or Deviations to Specifications - signed and/or information completed
Disclosure of Subcontractors, Subconsultants, and Suppliers - signed and/or information completed
Reference Request Form - list three (3) references of similar size and scope
W-9 - completed and signed (if not a District registered vendor)
Sample Contract - provide a sample contract intended to use if awarded the contract
Copy of Business License
Copy of Required/Applicable Licenses or Certifications per Specifications
Required Number of Copies of the Proposal.
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Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
1.0 INTRODUCTION
1.1 Objective - Purpose of Procurement
A. The objective of this Request for Proposal (RFP) is to solicit proposals from qualified
contractors for the purchase and installation of a security surveillance and access control for
select elementary schools in the Muscogee County School District.
In using this method for solicitation, we are requesting your best effort in seeking the greatest
value for our requirements. To be eligible for consideration, sealed proposals shall be
presented in accordance with the instructions of this solicitation and within the timeframe
specified. It shall be the responsibility of the selected provider to meet all specifications and
guidelines set forth herein, in addition to all applicable laws and regulations. Muscogee
County School District (MCSD), at its discretion, determines the criteria and process
whereby proposals are evaluated and awarded. No damages shall be recoverable by any
challenger as a result of these determinations or decisions by Muscogee County School
District (MCSD).
B. The laws of the State of Georgia shall prevail concerning all purchases of products and
services under this RFP and subsequent contract(s). Venue shall be in the court of competent
jurisdiction in Columbus, Muscogee County, Georgia. Several Georgia statutes proscribe
jurisdiction and venue for different types of cases that involve state agencies. Any provision
that requires legal action that would require travel by MCSD employees likely violates the
Constitutional provisions noted above.
C. Scope of Work (See Appendix A, Page 37)
1.2 Background
A. The Muscogee County School District is the public school system serving the Columbus, GA
area. There are currently 56 schools and alternative centers educating over 30,000 students.
The Muscogee County School District is the area's largest employer-after neighboring Fort
Benning-with approximately 5,000 employees.
B. The Muscogee County School District currently has security cameras and recording systems
in place at their different locations. This request is to replace existing equipment and add
additional equipment and cameras per the specifications
1.3 Schedule of Events
This Request for Proposal will be governed by the following schedule:
July 2, 2026 Release of RFP
July 13, 2026 Deadline for Written Questions
July 15, 2026 Answers to all Written Questions
Posted on the MCSD Website
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Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
July 17, 2026 Mandatory Pre-Proposal Meeting
@ 9:00 A.M. EST
Microsoft Teams Meeting
Meeting ID: 269 714 876 590 694
Passcode: GG2g48E7
Dial In By Phone:
1 872-256-4181
Phone Conferece ID: 602 520 701#
August 4, 2026 Proposals Due
@ 11:00 A.M. EST
September 21, 2026 Contract Awarded (at Board Meeting)
October 1, 2026 Contractor Begins Work
1.4 Restrictions on Communications with Staff
A. All questions about this RFP must be directed in writing to:
Aileen Arrighi, CPPB
Purchasing Manager
Muscogee County School District
2960 Macon Road
Columbus, GA 31906
Office: 706-748-2352
Rumph.Jerrell.D@muscogee.k12.ga.us
B. No other MCSD employee shall be contacted regarding this RFP. The school district reserves
the right to reject the proposal of any proposer violating this provision. If any vendor finds
discrepancies or omissions in this RFP or is in doubt as to the meaning of a particular
requirement, submit notifications and questions in writing or via e-mail for interpretation,
correction, or clarification. Only written questions and written answers regarding this RFP
shall be binding. Answers will be posted to the MCSD website after that date.
C. Procedures for formal protests of RFPs are available at www.muscogee.k12.ga.us> Vendors
> Additional Information.
1.5 Contract Term
A. The initial contract term is for one (1) year, from October 1, 2026 through September 30,
2027 with two additional one-year options to renew. Renewals shall be based on the fiscal
year and shall depend upon funding, contractor performance, and agreement by both parties.
B. In compliance with State of Georgia law, O.C.G.A. 20-2-506, the contract shall terminate
absolutely and without further obligation at the close of the calendar year. The contract shall
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Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
automatically renew, unless positive action is taken by the school system, and shall terminate
at the end of the contract period.
C. Georgia law at OCGA s 20-2-506 contains very specific provisions regarding the limited
authority of school boards to enter into contracts whose terms could financially obligate
future boards of education. Boilerplate or standard termination clauses, therefore, are often
problematic for the MCSD. A board of education cannot unreasonably financially obligate a
future board of education. The terms of the law will be summarized below, as a thorough
discussion of the requirements is outside of the scope of this document. Under certain
conditions, school systems may enter into multi-year lease, purchase, or lease-purchase
contracts, and these contracts may be used to acquire construction project sites or buildings,
or for other purposes. Each such contract must terminate at the end of the calendar year in
which the contract was entered into, and at the end of each succeeding calendar year. The
contract may provide that it shall be automatically renewed for each successive year unless
the school system takes affirmative steps to terminate the contract. The contract must contain
a clear statement of the school system's total financial obligation for the original and each
succeeding calendar year. Except for guaranteed energy savings contracts, the total value of
all such contracts for any calendar year may not exceed 7.5 percent of the total local revenue
collected in the most recently completed fiscal year. Failure to comply with the specific
requirements of the code section can make the contract void.
2.0 TERMS AND CONDITIONS
2.1 Muscogee County School District Reserves the Right to:
A. Waive formalities and technicalities in any proposal.
B. Reject any and/or all proposals wherein its judgment will be in the best interest of the school
district.
C. Accept the proposal that in its judgment will be in the best interest of the school district.
D. At its option, award on an individual component or a lump sum basis.
E. Award this contract to the vendor who in the school district's opinion is most responsive and
responsible, and will perform in the best interest of the school district.
F. Cancel or amend this RFP prior to the proposal due date. All amendments and additional
information will be posted to the Muscogee County School District website at
www.muscogee.k12.ga.us. Proposers are encouraged to check this website frequently.
G. Determine whether or not a product is equal or equivalent to specifications.
H. Retain proposals and all submitted documentation.
2.2 Proposal Period
A. All proposals must be valid for at least 90 days after the proposal due date.
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Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
B. A submitted proposal may be withdrawn prior to the due date by a written request to the
Director of Purchasing. A request to withdraw a proposal must be signed by an authorized
individual from the vendor's company.
C. The cost for developing and delivering the proposal is the sole responsibility of the proposer.
2.3 Contract
A. The proposer shall provide a sample contract which they intend to use if awarded the
contract. After the award, the winning proposer shall be required to enter into discussions
with the school district to resolve any contractual differences. Failure to resolve contractual
differences may lead to the cancellation of the award. The District will prepare and negotiate
a contract with the selected Provider and give consideration, to the extent possible, to
vendor's standard contract and agreement.
B. The school district reserves the right to modify the contract to be consistent with the
successful offer and to negotiate with the successful proposer other modifications, provided
that no such modifications affect the evaluation criteria set forth herein, or give the
successful proposer a competitive advantage.
C. The contractor shall notify the Muscogee County School District in writing if sub-contractors
will be used. The contractor shall list that part of the work the sub-contractor is to furnish or
perform and assume complete responsibility for such subcontractor's portion.
D. Form W-9 must accompany all contracts. All payments will be subject to backup
withholdings of 28% if a correct W-9 is not provided. All contracts and invoices must reflect
the official name as registered with the IRS.
E. If you are an independent contractor and are drawing retirement from the Georgia Teachers
Retirement System (TRS), you must identify that in your proposal. If any of your employees
are drawing retirement from the Georgia Teachers Retirement System, you must identify
them and their duties, responsibilities, and relationships as they apply to the goods and
services your company will provide to the Muscogee County School District. MCSD will
enter into this contract with your company and not with any individuals employed therewith.
If you employ individuals who are Georgia TRS retirees, you are responsible for any and all
penalties and interest assessed by TRS. You shall indemnify and hold harmless MCSD, its
officers, officials, representatives, agents, and employees, from and against any and all
claims.
2.4 Equal Opportunity Policy
Vendors shall abide by the school district's non-discrimination policy (DJED). The
vendor/contractor will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, handicap, or national origin. The vendor shall take
appropriate action to ensure that applicants are employed and that employees are treated
during employment without regard to their race, color, religion, sex, handicap, or national
origin. Such action shall include, but shall not be limited to the following: employment,
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Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of
compensation, and training. It is the further policy of the Board to ensure equal opportunity
for minority-owned businesses and minority professionals with regard to all work, services,
and supplies purchased by the Board and all construction projects undertaken by the Board
which are competitively bid by the Board.
2.5 Non-Collusion Certification
A. The proposer shall certify that the price(s) and amounts of this proposal have been arrived at
independently and without consultation, communication, or agreement with any other
contractor, proposer, or potential proposer. Neither the price(s) nor the amount of this
proposal, and neither the approximate price(s) nor approximate amount of this proposal, has
been disclosed to any other firm or person who is a proposer or potential proposer, and they
will not be disclosed before contract award. No attempt has been made or will be made to
induce any firm or person to refrain from submitting a proposal on this contract, or to submit
a proposal higher than this proposal, or to submit any intentionally high or noncompetitive
proposal or other forms of complementary proposal. The proposal is made in good faith and
not pursuant to any agreement or discussion with, or inducement from, any firm or person to
submit a complementary or other noncompetitive proposal.
B. The proposer, its affiliates, subsidiaries, officers, directors, and employees are not currently
under investigation by any government agency and have not in the last three years been
convicted or found liable for any act prohibited by State or Federal law in any jurisdiction,
involving conspiracy or collusion with respect to bidding on any public contract. The
proposer understands that collusive bidding is a violation of state and federal law and can
result in fines, prison sentences, and civil damage awards.
2.6 Debarment Certification
The proposer shall certify and swear that neither this vendor nor its principals are presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from participation in this transaction by any Federal or State department or agency.
2.7 Georgia Security and Immigration Compliance Act of 2006 Certification
The proposer shall certify that the proposer and any subsequent subcontractors have
registered with and are participating in a federal work authorization program as outlined in
the O.C.G.A. 13-10-91.
2.8 Bonding
A. The Muscogee County School District may require that the awarded proposer furnish a bond
as security for faithful performance contractor and a bond for the faithful payment of all
material and labor associated with the work called for in the contractual documents. All costs
associated with obtaining the bonds shall be deemed to be included in the price sheet. The
school district may waive the bond requirements or require bonds at a lower project cost if it
is in the best interest of the school district. The bonds will be used to conform to Georgia
law. Failure to provide the bonds when required may be grounds for termination of the
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Purchase and Installation of Video Surveillance RFP #27-001
Equipment for Elementary School Locations
contract or non-acceptance of the proposal. Bond requirements will need to be fulfilled
before the Purchase Order will be issued and any work performed.
B. Performance Bond - The awarded proposer may be required to furnish performance bonds in
the amount of 100% of the proposed total price. For multi-year contracts, the successful
proposer shall furnish a bond in an amount equal to the value of the first year of this contract,
to be renewed on an annual basis, if the option to renew the contract is exercised, prior to
execution of the contract. The conditions of such bond shall be that the contractor shall
faithfully perform the work called for in the contractual documents. Future bonds for option
years shall be in the amount of the bid for the particular option year being renewed. Bonds
must be issued by an approved surety firm listed in the Federal Register and licensed to write
Surety Insurance in the State of Georgia.
C. Payment Bonds - The awarded proposer may be required to furnish a payment bond of a
surety company authorized to do business in the State of Georgia in an amount equal to
100% of the proposed total price. For multi-year contracts, the successful proposer shall
furnish a bond in an amount equal to the value of the first year of this contract, to be renewed
on an annual basis, if the option to renew the contract is exercised, prior to execution of this
contract. The conditions of such bond shall be that the contractor shall faithfully pay for all
material and labor associated with the work called for in the contractual documents.
2.9 Insurance
The awarded contractors and sub-contractor(s) shall furnish to the MCSD a Certificate of
Insurance showing compliance with the limitations listed herein. The Certificate of Insurance
must be sent to the Muscogee County School District prior to the commencement of work.
MCSD is a member of an interlocal risk management agency, the Georgia School Board
Association (GSBA). GSBA Risk Management Services (RMS) offers protection through its
group-self-insurance plans for workers' compensation, property, and liability risks.
Provisions mandating the MCSD to purchase insurance, increase policy limits, or name the
vendor or other third party as an additional insured party cannot be included in contracts with
the MCSD.
A. COMPREHENSIVE GENERAL LIABILITY
Standard 1986 ISO (Insurance Services Office) Occurrence Form
Bodily Injury - $1,000,000 Each Occurrence
- $2,000,000 per location Aggregate
Property Damage - $1,000,000 Each Occurrence
- $2,000,000 Aggregate
Or
Bodily Injury/Property Damage - $2,000,000 CSL (Combined Single Limit) Each
Occurrence/per location Aggregate
* Endorsement affirmatively adding sexual molestation/sexual abuse and/or harassment
required.
* Endorsement granting additional insured status to MCSD for ongoing operations (CG
20 10 or equivalent to be reviewed by Risk Management).
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