Video Management System RFP

Location:	Michigan
Posted:	Feb 23, 2026
Due:	Feb 27, 2026
Agency:	City of Zeeland
Type of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies
Publication URL:	To access bid details, please log in.

Attachment Preview

January 13, 2026

Request for Proposal

Video Management System Replacement

This Request for Proposal (RFP) is being issued jointly by the City of Zeeland and the Zeeland Board of

Public Works.

The City of Zeeland and the Zeeland Board of Public Works are soliciting proposals from qualified

vendors to replace the existing Qognify/Hexagon Video Management System.

Vendors interested in participating in this competitive procurement process must review the attached

Request for Proposal (RFP) and submit a proposal in full compliance with the requirements, terms, and

timeline outlined within the document.

Thank you,

Tim Maloney

Tim Maloney | IT Director

City of Zeeland | Feel the Zeel!

21 s. elm street | zeeland, michigan, 49464

p: 616.748.5908 | m: 616.204.5065

e: tmaloney@cityofzeeland.com | w: www.cityofzeeland.com

City of Zeeland

21 S. Elm St., Zeeland MI 49464 p: 616.772.6400 w: www.cityofzeeland.com

Request for Proposals (RFP)

Video Management System

City of Zeeland

1. Introduction

The City of Zeeland is soliciting proposals from qualified vendors for the design, licensing,

implementation, and support of a Video Management System (VMS). This RFP is intended to identify a

modern, secure, and scalable solution capable of supporting current and future video surveillance needs

across City facilities and locations.

The City prefers an on-premises deployment but will consider cloud or hybrid solutions. The selected

solution must support cameras from multiple manufacturers, with AXIS Communications cameras

identified as the City’s current preferred standard.

This RFP is informed by prior municipal VMS procurements and reflects updated technical,

cybersecurity, and operational expectations.

2. Current Environment and Project Goals

• Current deployment is fewer than 50 cameras

• Solution must scale to support up to 100 cameras without architectural redesign

• Mix of indoor and outdoor cameras across multiple facilities

• Long-term goal is standardized management, simplified investigations, and improved reliability

Primary goals:

• Replace or modernize the City’s VMS platform

• Improve usability, search, and video retention

• Ensure vendor-agnostic IP-Based camera support

• Establish a stable platform with a minimum 5-year lifecycle

3. Scope of Work

The selected vendor shall provide:

• VMS software licensing

• Recording and management hardware (if on-prem)

• Optional cloud or hybrid architecture pricing

• System configuration and deployment guidance

• Planning and Execution

• Implementation and Migration

• Training and documentation

• Ongoing support and maintenance options

City of Zeeland

21 S. Elm St., Zeeland MI 49464 p: 616.772.6400 w: www.cityofzeeland.com

4. Mandatory System Requirements

Vendors must clearly state compliance with each requirement below.

4.1 Core VMS Capabilities

• Centralized video management with single-pane interface

• Live view, playback, and export of video

• Motion-based recording and event-based recording

• Live or Automatic PTZ IP-Based camera support

• Concurrent live viewing and playback

• Role-based user access and permissions

• Audit logging of user activity and configuration changes

4.2 Video Search and Playback

• Timeline-based playback

• Motion-based search

• Thumbnail or scrub-based search

• Ability to search across single or multiple cameras

• Export video in standard, court-acceptable formats with watermarking and timestamps

4.3 Video Standards and Codecs

• Support for modern codecs including:

o H.264

o H.265 / H.265+

o H.264/H.265 Smart Codec variants (if available)

• ONVIF compliance

4.4 Camera Support

• Multi-vendor IP-based camera support

• Preference for native and optimized support for AXIS cameras

• Ability to add future camera models without vendor lock-in

• Support for fixed, dome, bullet, multi-sensor, and PTZ cameras

• Support for high resolution cameras (4k+)

4.5 Storage and Retention

• Minimum 15 days of retention for all cameras

• Preferred 30 days of retention

• Retention based on continuous or motion recording (vendor to specify assumptions)

• Storage solution sized for up to 100 cameras

4.6 System Access and Security

• Web-based client access

• Secure remote access

• Integration with Microsoft Active Directory or equivalent directory services

City of Zeeland

21 S. Elm St., Zeeland MI 49464 p: 616.772.6400 w: www.cityofzeeland.com

• Support for MFA where applicable

• Encryption for data in transit

5. Optional / Non-Required Features (Informational Only)

The following features are NOT mandatory requirements. Vendors are encouraged to describe any

available capabilities in this category as optional enhancements.

Vendors must clearly identify licensing, hardware, or subscription costs associated with these features.

Examples include (but are not limited to):

• Artificial intelligence (AI) or machine learning analytics

• Object classification (people, vehicles, animals)

• Attribute search (color, direction, size)

• License plate recognition (LPR)

• Facial recognition (if available and compliant with applicable laws)

• Behavioral analytics (loitering, line crossing, crowd detection)

• Heat maps and activity analysis

• Edge-based analytics

Access Control Integration

• Integration with access control platforms

• Specific integration details for LenelS2

• Event-based video linking to access events (door forced, access denied, etc.)

6. Architecture Options

Vendors must provide separate pricing and descriptions for each applicable model:

6.1 On-Premises (Preferred)

• Server and storage hardware specifications

• RAID or redundancy approach

• Scalability to 100 cameras

6.2 Cloud or Subscription-Based

• Description of hosting model

• Bandwidth requirements

• Retention limits

• Data ownership and export capabilities

• Exit strategy if service is discontinued

6.3 Hybrid (If Available)

• Local recording with cloud management or redundancy

7. Pricing Requirements

Vendors must provide clear, itemized pricing for:

City of Zeeland

21 S. Elm St., Zeeland MI 49464 p: 616.772.6400

w: www.cityofzeeland.com

7.1 Software Licensing

• Base VMS licensing

• Per-camera licensing (if applicable)

• Optional analytics licensing

7.2 Hardware (If On-Prem)

• Recording servers

• Storage sized for:

o 15-day minimum retention

o 30-day preferred retention

• Any required appliances

7.3 Scaling Costs

• Cost to expand from current deployment (<50 cameras) to 100 cameras

7.4 Support and Maintenance

• Annual support costs

• Software updates and upgrades

• Hardware warranty options

• Support response times

7.5 Training

• Included training hours

• Optional advanced or refresher training

8. Training and Documentation

Vendors shall describe:

• Administrator training

• Operator/end-user training

• Training delivery format (onsite, remote, recorded)

• Documentation provided

9. Vendor Qualifications

Proposals should include:

• Company background and years in VMS market

• Experience with municipal or government clients

• Experience supporting AXIS cameras

• Experience integrating with LenelS2

• At least three relevant references

10. Cybersecurity and Data Protection Requirements

City of Zeeland

21 S. Elm St., Zeeland MI 49464 p: 616.772.6400 w: www.cityofzeeland.com

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

Video Management System RFP

Attachment Preview

See also