26-P011R CPD Camera Services

The City of Charleston
Procurement Division
2 George Street, Suite 3600
Charleston, South Carolina 29401
P) 843-724-7312 F) 843-724-7354
www.charleston-sc.gov
Proposal Number: 26-P011R Proposals will be received until: June 15, 2026 @ 12:00pm
Proposal Title: CPD Camera Services
Mailing Date: May 19, 2026 Direct Inquiries to: Robin B. Robinson
Vendor Name: FEIN/SS#:
Vendor Address:
City - State - Zip:
Telephone Number: Fax Number:
Authorized Signature: _____________________________ Title: __________________________
Date: _________________________
I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid
for the same materials, supplies, equipment or services and is in all respects fair and without collusion or fraud. I agree to abide by all
conditions of this bid and certify that I am authorized to sign this bid for the bidder. This signed page must be included with bid
submission.
IMPORTANT
1. This solicitation seeks proposals responding to the Scope of Work for CPD Camera
Services. This solicitation does not commit the City of Charleston to award a contract, to
pay any costs incurred in the preparation of applications submitted, or to procure or
contract for the services. The City reserves the right to accept or reject any, all or any
part of any proposal received as a result of this Solicitation, or to cancel in part or in its
entirety this Solicitation if it is in the best interest of the City to do so. The City shall be
the sole judge as to whether proposals submitted meet all requirements contained in this
solicitation.
2. Offeror may mail, or hand-deliver response to the Procurement Division. Do Not Fax in
the proposal response. Please show the solicitation number on the outside of any mailing
package. The City of Charleston assumes no responsibility for unmarked or improperly
marked envelopes. If directing any other correspondence to the Procurement Division
not related to the solicitation, please do not include the solicitation number on the
envelope. If the Bidder chooses not to respond to this solicitation, it is recommended to
return the "No Proposal Response Form" to our office.
3. DEADLINE FOR SUBMISSION OF OFFER: Any proposal or offer received after
the Procurement Director or his designee has declared that the time set for opening has
arrived, shall be rejected unless the offer has been delivered to the designated purchasing
office or the governmental bodies' mail room which services that purchasing office prior
to the proposal opening.
4. Questions regarding this solicitation must be submitted in writing to Robin B.
Robinson, no later than 1:00pm on June 1, 2026 Questions may either be faxed to
843-724-7354 or emailed to Robin B. Robinson, robinsonr@charleston-sc.gov.
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GENERAL INFORMATION
INTRODUCTION
The City of Charleston Police Department (CPD) is soliciting sealed bids from qualified
contractors to provide ongoing design, purchase, installation, configuration, and support services
for an existing citywide safety, security, and network infrastructure system. Rather than a full
system buildout, this engagement is intended to supplement and enhance current infrastructure
by establishing a qualified integrator to execute project-based work as needs arise.
PROCUREMENT PROCESS
The RFP (Request for Proposal) is not a bid. In the event the City elects to negotiate a contract
with the successful Vendor, any contract shall contain, at a minimum, the term and conditions (or
substantially the same term and conditions) as hereinafter stated. The City reserves the right, in
its sole discretion, to reject all submissions, reissue a subsequent RFP, terminate, restructure or
amend this procurement process at any time. The final selection and contract negotiation rests
solely with the City.
QUESTIONS
Every effort has been made to insure that all information needed by the Offeror is included
herein; however, questions are allowed and encouraged to clear up any information as described
herein, etc. The City will not accept telephone calls or visits regarding this RFP. All questions
shall be in writing and addressed to: Robin B. Robinson, City of Charleston, Procurement
Division, 2 George Street, Suite 3600, Charleston, South Carolina 29401, or email to:
robinsonr@charleston-sc.gov. Written Questions may also be faxed to: 843-724-7354. All
questions must be received before 1:00pm on June 1, 2026. No interpretation shall be binding
upon the City unless in writing from the City's Corporate Counsel.
ORAL STATEMENTS
No oral statement of any person shall modify or otherwise change, or affect the terms, conditions
or specifications stated in the resulting contract. The City of Charleston shall not be legally
bound by any amendment or interpretation that is not in writing.
NON-ENDORSEMENT
If a Proposal is accepted, the successful Offeror shall not issue any news releases or other
statements pertaining to the award or servicing of the agreement that state or imply the City's
endorsement of the successful Offeror's product or services.
PROPRIETARY INFORMATION
If an Offeror does not desire proprietary information in the Proposal to be disclosed, the Offeror
shall identify all proprietary information in the Proposal. This identification will be done by
individually marking each page with the words "Proprietary Information" or "Confidential" on
which such proprietary information is found. If the Offeror fails to identify proprietary
information, it agrees that by submission of its Proposal that those sections shall be deemed non-
proprietary and made available upon request through the Freedom of Information Act.
UNAUTHORIZED COMMUNICATIONS
Respondents' contact regarding this RFP with employees or officials of the City of Charleston
will result in disqualification from this procurement process. Any oral communications are
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considered unofficial and non-binding with regard to this RFP. The only authorized contacts for
this procurement are any designated Procurement staff.
CONTRACTOR SOLELY RESPONSIBLE FOR PERFORMANCE
Vendor shall be responsible for the performance of the services required by the contract. Vendor
is an independent contractor and does not act as the City's agent or employee.
DISQUALIFICATION OF OFFERORS
Offerors may be disqualified for any of the following reasons:
* Reason to believe collusion exists among the Offerors
* The Offeror is involved in any litigation against the City
* The Offeror is in arrears on any existing contract or has defaulted on a previous
contract with the City
* Lack of financial stability
* Failure to perform under previous or present contracts with the City
* Is currently debarred by the State of South Carolina Procurement Services
SUSPENSION AND DEBARMENT
The Offeror certifies, by submission of this proposal, that neither it nor its principals are
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any federal, state or local agency. Where the
Offeror is unable to certify to any of the statements in this certification, such Offeror shall attach
an explanation to this proposal.
CONTRACT NEGOTIATIONS
The City will rank, based upon the evaluation criteria, all responsible and responsive Vendors.
The City will begin negotiations with the top ranked Vendors and will continue with negotiation
down the ranking until a satisfactory contract with the City is finalized, if any. The terms and
conditions of the contract will be no less advantageous than the provisions of this RFP or the
Vendor's proposal. The City reserves the right to make a partial award or to split the award at its
sole discretion.
CONTRACT TERMS
The initial term of the Agreement shall be for two (2) years. The City reserves the right to
extend the Agreement if the City determines the extension is in its best interest; said extension
will be on an annual basis and shall not exceed four (4) additional one (1) year periods.
VENDOR'S DUTY TO INSPECT & ADVISE AND DECLARE ALL COSTS
Each Vendor shall become fully acquainted with the City's requirements and the scope of
commodities and/or services to be provided. Vendor shall have a duty to request any
information from the City as it deems necessary to prepare the RFP. No change order will be
granted or additional compensation permitted if based upon information the Vendor knew or
should have known as part of the Vendor's duty to become acquainted with the City's
circumstances and requirements.
RECEIPT OF PROPOSALS
Proposals must be submitted to and received by the City no later than the date and time specified
within this RFP. Offerors mailing proposals should allow a sufficient mail delivery period to
insure timely receipt (June 15, 2026 at 12:00pm) of their proposal by the City. Proposals
received after the scheduled due date and time will not be considered. Proposals must be
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completed and delivered in sufficient time to avoid disqualification for lateness due to
difficulties in delivery. The time and date stamp clock in the City Procurement Division is the
official clock for determining whether submittals are submitted on time. The City of Charleston
is not responsible for delays in the delivery of mail by the U.S. Postal Service or private couriers.
It is the responsibility solely of the Offerors to ensure that its proposal reaches the City of
Charleston Procurement Division, by the designated date and time. Proposals received after the
scheduled due date and time will not be considered.
Late Proposal documents will not be accepted under any circumstances.
PROPOSAL SUBMITTAL REQUIREMENTS
To assure similarity in proposal presentation and allow the Selection Committee to easily
compare competing proposals, Offerors shall include, in the order described, the material
indicated below. It is not the intent of the City of Charleston to constrain Offerors with regard to
content, but to assure that the specific requirements set for in this RFP are addressed in a uniform
manner amenable to Evaluation and Selection Committee review. Offerors may include
additional information sections or appendices if desired, to present additional pertinent
information. Offerors should submit information in a concise and responsive manner for every
requirement. Non-responsive or incomplete submittals or inability to meet City requirements set
forth may lead to disqualification of the Offeror's submittal.
Only information presented in the Proposal will be used to evaluate the submittals.
Responses shall be completed in accordance with the requirements in the RFP. Statements
made by an Offeror shall be without ambiguity, and with adequate elaboration, where
necessary, for clear understanding.
Specific Requirements
Proposals should be as thorough and detailed as possible so that the City may properly evaluate
the Offeror's capabilities to provide the required services. Offerors are required to submit the
following items as a complete proposal:
Technical proposal describing approach, capabilities, and methodology
Evidence of qualifications and relevant certifications
Staffing plan and support response capabilities
References from comparable projects
Pricing proposal as outlined above
PROPOSAL FORMAT
Proposals are to be prepared in a manner design to provide the Selection Committee with a
straightforward presentation of the capability to satisfy the requirements of this RFP.
All documentation submitted with the proposal shall be in a single volume. Documentation must
be on 8 12 x 11 pages.
Include the following items:
o RFP Cover Page listing title of project, RFP number, date of submittal, and name of company
o List of lead contact(s) for the City
o List of Qualifications and References: provide at least (4) projects for a client in the past
year. References are provided with accurate and up-to-date contact information. *Reference
form is provided.
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o Acknowledgement of any issued Addenda
o Proposal must be signed by an official authorized by the vendor's company to contractually
bind the vendor.
RESPONSE FORMAT AND ORGANIZATION
To assure similarity in proposal presentation and allow the evaluation team to easily compare
competing proposals, Offerors shall include, in the order described, the material indicated below.
It is not the intent of the City to constrain Offerors with regard to content, but to assure that the
specific requirements set forth in this RFP are addressed in a uniform manner amenable to
Evaluation and Selection Committee review. Offerors may include additional sections or
appendices if desired, to present additional pertinent information. Offerors should submit
information in a concise and responsive manner for every requirement and every question. Non-
responsive or incomplete answers to information requests and/or City requirements may lead to
disqualification of the Offeror's submittal.
REQUIRED FORMS AND SIGNATURE PAGES
Offerors shall include as an appendix, all ancillary forms required in this Request for Proposal
(RFP). Required forms include, but are not limited to the following:
* RFP Cover Page
* Certificate of Familiarity
* Any Addenda
COMPLETION OF REPONSES
Only information presented in the Proposal will be used to evaluate the services that best fits the
needs of the City.
Responses shall be completed in accordance with the requirements of this RFP. Statements
made by an Offeror shall be without ambiguity, and with adequate elaboration, where necessary,
for clear understanding.
QUANTITY AND IDENTIFICATION OF PROPOSALS SUBMITTED
Each vendor must submit the following:
o One (1) original un-bound, single-sided Proposal labeled as "ORIGINAL"
o Four (4) bound, double-sided Proposals
o One (1) electronic copy on a flash drive. Please have submittal on flash drive divided
into two documents: 1) the proposal; and 2) the cost.
o The Vendor must mark on the envelope or box containing the proposal the follow
information: "26-P011R CPD Camera Services"
o Note the RFP identification number on the outside of the envelope or box
o All Proposals, including original, copies and the flash drive, shall be submitted together
in one envelope or box
o Proposals must be submitted by mail or hand delivered to City of Charleston,
Procurement Division, 2 George Street, Suite 3600, Charleston, SC 29401, ATTN: 26-
P011R.
No more than one proposal may be submitted by any Vendor.
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PROPOSAL EVALUATION PROCESS
An Evaluation and Selection Committee will be established to evaluate the Proposals and select a
proposal which represents the best value to the City. The Evaluation and Selection Committee
will be comprised of City personnel and any other persons as designated by the City. This
Committee will determine the responsiveness and acceptability of each proposal. The
Evaluation and Selection Committee may request additional information from Offerors.
The City will conduct a comprehensive, fair and impartial evaluation of all Proposals received in
response to this RFP. Each Proposal received will first be analyzed to determine overall
responsiveness and completeness to this RFP. Each Proposal will then be evaluated based on
each of the criteria as outlined in Proposal Evaluation Criteria Factors, and after which identified
as either reasonably qualified or unqualified. A Proposal may be declared unqualified if it
clearly fails to demonstrate, in any of the listed areas, a standard that the City believes necessary
to meet the requirements set forth in this RFP.
Following their review of all submitted Proposals, the Selection Committee may select a shortlist
of the highest ranked reasonably-qualified Offerors. Shortlisted Offerors will be invited to
present their Proposal to the Evaluation and Selection Committee.
After the proposals are evaluated, the City will determine whether formal presentations and
interviews are necessary, and if so, which vendors may be invited to make a formal presentation
and/or sit for a panel interview. The City may choose not to require formal presentations or
interviews. The City may choose to contact officials from other jurisdictions regarding the
vendor, their prior work experience and their ability to successfully complete the scope of
services. The City may request clarification or additional information from a specific vendor in
order to assist in the City's evaluation of a proposal. Finally, the City may require changes in the
scope of services as deemed necessary by the City, before execution of the contract.
PROPOSAL EVALUATION CRITERIA FACTORS
The following weighted criteria will be used to evaluate the Proposals for purposes of selecting
the Offeror(s) to negotiate with or to shortlist.
Criteria Factors
* Technical capability and approach
* Relevant experience and qualifications
* Cost Effectiveness
* Compliance with Requirements
It is the Offeror's responsibility to effectively communicate their qualifications, services, and
products to the City by thoroughly responding to each requirement contained in this RFP.
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1. Overview
The City of Charleston Police Department (CPD) is soliciting sealed bids from qualified
contractors to provide ongoing design, purchase, installation, configuration, and support services
for an existing citywide safety, security, and network infrastructure system. Rather than a full
system buildout, this engagement is intended to supplement and enhance current infrastructure
by establishing a qualified integrator to execute project-based work as needs arise.
The selected contractor will support public safety and transportation initiatives through the
expansion and maintenance of deployed CCTV cameras, wireless communication systems, and
integrated networking solutions across an urban environment. Services will include designing
and implementing new camera locations upon request, integrating with and optimizing existing
systems, and providing continuous operational support to ensure reliability, performance, and
scalability of the network.
2. Scope of Services
The selected vendor shall provide comprehensive, end-to-end services including, but not limited
to:
* Site assessments and system design for CCTV and network infrastructure
* Mounting CCTV cameras on existing light poles and related structures
* Provisioning and connecting electrical power to all deployed equipment
* Installation and configuration of network hardware (switches, routers, firewalls)
* Deployment of point-to-point and point-to-multipoint wireless radio systems to enable
connectivity across city landscapes
* Integration with existing municipal fiber networks.
* Configuration and optimization of video management systems (VMS)
* System testing, commissioning, and documentation
* Ongoing troubleshooting, maintenance, and support services
* Emergency response and repair services as requested
Services may be requested on an as-needed basis and may vary depending on project needs.
3. Equipment and Systems
The project will incorporate, but is not limited to, the following technologies and manufacturer
ecosystems:
* CCTV Cameras (Axis Communications or equivalent)
* Wireless Radios (e.g., Ubiquiti or equivalent)
* Networking Equipment (e.g., Cisco or equivalent enterprise-grade switches, routers, and
firewalls)
* Fiber Optic Network Integration (including splicing, termination, and testing)
* Video Management Software (Milestone VMS or equivalent)
Vendors must demonstrate the ability to procure, configure, install, maintain, and troubleshoot
equipment and systems from the following manufacturers and platforms, including current and
legacy product lines:
* Cisco Systems
* Ubiquiti Inc.
* Axis Communications
* Siklu
* Exalt Communications
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* Fluidmesh Networks
* Milestone Systems
* Transition Networks
Equivalent manufacturers may be proposed when compatible with the existing environment;
however, demonstrated experience with the listed ecosystems is strongly preferred.
4. Pricing Structure
Bidders shall submit a detailed pricing proposal that includes:
* Equipment and material pricing.
* Labor costs (installation, configuration, testing.. etc.)
* Design and engineering fees
Pricing should be transparent and scalable, accommodating phased deployment if required.
5. Vendor Qualifications
Qualified bidders must demonstrate:
* Proven experience with large-scale CCTV and municipal network deployments
* Expertise in wireless radio technologies, including point-to-point and mesh systems
* Strong working knowledge of fiber optic infrastructure and integration
* Certification or demonstrated experience with enterprise networking platforms (e.g.,
Cisco or equivalent)
* Experience configuring and supporting Milestone VMS or similar video management
platforms
* Licensed and insured
* Ability to provide references from similar completed projects
7. Additional Requirements
* Compliance with all applicable safety, electrical, and municipal codes
* Coordination with city departments, utilities, and third-party stakeholders
* Detailed project timeline and implementation schedule
* As-built documentation
* Ability to complete projects in a timely and professional manner
* Reliable staffing and availability
8. Submission Instructions
All proposals must include:
* Technical proposal describing approach, capabilities, and methodology
* Pricing proposal as outlined above
* Evidence of qualifications and relevant certifications
* References from comparable projects
* Staffing plan and support response capabilities
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Proposal Number: 26-P011R Proposals will be received until: June 15, 2026 @ 12:00pm
Proposal Title: CPD Camera Services
Mailing Date: May 19, 2026 Direct Inquiries to: Robin B. Robinson
CERTIFICATE OF FAMILIARITY
The undersigned, having fully familiarized himself with the information contained within this
entire solicitation and applicable amendments, submits the attached proposal, and other
applicable information to the City, which I verify to be true and correct to the best of my
knowledge. I further certify that this proposal response is made without prior understanding,
agreement, or connection with any corporation, firm or person submitting a proposal for the
same materials, supplies, equipment or services in all respects, fair and without collusion or
fraud. I agree to proposal by all conditions of this solicitation and certify that I am authorized to
sign this proposal. I further certify all prices submitted shall remain effective for a minimum
period of ninety (90) days, unless otherwise stated.
________________________________ ________________________________
Company Name Authorized Signature
As registered with the IRS
______________________________________ ______________________________________
Correspondence Address Printed Name
______________________________________ ______________________________________
City, State, Zip Title
______________________________________ ______________________________________
Email Telephone Number/Toll Free Also (If Available)
_____________________________________ ______________________________________
Remittance Address Fax Number
_____________________________________ ______________________________________
City, State, Zip Date
_____________________________________ ______________________________________
Federal Tax ID (FEIN)/SS Number SC Sales Tax Number
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NO PROPOSAL RESPONSE FORM
Proposal Number: 26-P011R Proposals will be received until: June 15, 2026 @ 12:00pm
Proposal Title: CPD Camera Services
Mailing Date: May 19, 2026 Direct Inquiries to: Robin B. Robinson
Vendor Name: FEIN/SS#:
Vendor Address:
City - State - Zip:
Telephone Number: Fax Number:
Authorized Signature: _____________________________ Title: __________________________
Date: _________________________
I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid
for the same materials, supplies, equipment or services and is in all respects fair and without collusion or fraud. I agree to abide by all
conditions of this bid and certify that I am authorized to sign this bid for the bidder. This signed page must be sent in if not sending in a
submission.
To submit a "No Proposal" response for this project, this form must be completed for your
company to remain on our Offeror's list for commodities/services referenced. If you do not
respond, your name may be removed from the Offeror's list.
Please check statement(s) applicable to your "No Proposal" response
Specifications are restrictive; i.e. geared toward one brand or manufacturer only
(explain below).
Specifications are ambiguous (explain below).
We are unable to meet specifications.
Insufficient time to respond to the solicitation.
Our schedule would not permit us to perform.
We are unable to meet bond requirements.
We are unable to meet insurance requirements.
We do not offer this product or service.
Remove us from your vendor list for this commodity/service.
Other (specify below).
Comments: ________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
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