RFI 92-27-003 Market Research for Security Cameras

STATE OF NORTH CAROLINA

CRAVEN COMMUNITY COLLEGE

REQUEST FOR INFORMATION

Market Research for College-Wide Security Camera Replacement

SUBMIT RESPONSES TO:

Please submit all responses electronically to banksc@cravencc.edu.

Refer ALL inquiries regarding this RFI to the Issuing Officer identified above.

NOTICE TO VENDORS

This document is a Request for Information (RFI) only. This RFI is issued solely for market research, pricing information, and planning purposes. It does not constitute a Request for Proposal (RFP), Invitation for Bids (IFB), Request for Quotation (RFQ), or any other type of solicitation.

THIS IS NOT A REQUEST FOR OFFER. NO AWARD WILL RESULT FROM THIS RFI.

Issuance of this RFI does not commit the College to issue a solicitation, make an award, or pay any costs incurred in the preparation or submission of responses. The College reserves the right to cancel this RFI at any time without obligation or liability.

Information gathered through this RFI may be used by the College to develop specifications and requirements for a future competitive solicitation. Responses to this RFI will not be evaluated for award purposes and will not be considered as proposals or offers.

Vendors are encouraged to provide as much of the requested information as possible, but partial responses or responses that propose alternative approaches will be considered.

Responding to this RFI is voluntary and will not give any vendor an advantage or disadvantage in in any possible future procurement related to this project.

1.0 PURPOSE AND BACKGROUND

1.1 Purpose

The College issues this RFI to gather information, capabilities, and recommendations from qualified vendors regarding the provision, delivery, and installation of a security camera system, with cameras located at all four of our campuses.

The College does not currently have sufficient information readily available to prepare an adequate solicitation document. Information gathered through this RFI will be used to enhance future procurement planning and assist in developing the scope of a potential future solicitation.

1.2 Background

Craven Community College is a public community college based in New Bern, North Carolina. The College is in the process of developing plans to replace our current security camera system, with cameras located at our New Bern, Havelock, Volt Center, and Public Safety Training Center locations.

The College is investigating the estimated costs and products available, and seeks a solution that meets the requirements outlined in this RFI.

2.0 ANTICIPATED SCHEDULE

The following schedule represents the College's anticipated timeline for this RFI process. All dates are subject to change at the College's sole discretion. Any changes will be communicated via addendum.

3.0 COMMUNICATIONS, QUESTIONS, AND ADDENDA

3.1 Issuing Officer

All communications regarding this RFI shall be directed exclusively to the Issuing Officer identified on the cover page. Vendors shall not contact any other College employee, board member, or official regarding this RFI. Unauthorized contact may result in disqualification from any future related procurement.

3.2 Written Questions

Questions regarding this RFI must be submitted in writing (via e-mail) to the Issuing Officer no later than the deadline specified in Section 2.0. Questions should reference when possible the specific section and paragraph of this RFI to which they relate. Oral questions will not be accepted.

3.3 Addenda

If the College determines that clarification or additional information is necessary, a written addendum will be issued. Addenda will be posted to the NC eProcurement Portal and College website. The Issuing Officer may as a courtesy send addenda via email to those vendors who ask questions, but the College does not guarantee that emails will be sent or delivered. It is the vendor's responsibility to check for addenda prior to submitting a response. All addenda become part of this RFI.

4.0 RESPONSE SUBMISSION INSTRUCTIONS

4.1 Submission Method

Responses shall be submitted electronically via e-mail to the Issuing Officer no later than the date and time specified in Section 2.0. Late submissions may be considered for market research or may be rejected in the College's sole discretion.

4.2 Format Requirements

Responses should be submitted in PDF format. Responses should be organized according to the section numbering in this RFI to facilitate review.

4.3 Number of Copies

Submit one (1) electronic copy to the address or portal specified above. No hard copies are required unless otherwise directed by addendum.

5.0 PUBLIC RECORDS AND CONFIDENTIAL INFORMATION

Craven Community College is a public entity subject to the North Carolina Public Records Act (N.C.G.S. 132-1 et seq.). Responses submitted in connection with this RFI may be subject to public disclosure.

Respondents are cautioned NOT to include proprietary, confidential, trade secret, or business-sensitive information in their responses unless absolutely necessary. If a respondent believes that specific information qualifies as a "trade secret" under N.C.G.S. 66-152(3), such information must be clearly identified and marked "CONFIDENTIAL" on each applicable page. Blanket designations of an entire response as confidential are not acceptable and may result in the entire response being treated as a public record.

The College cannot guarantee that any information submitted will be exempt from disclosure. In the event of a public records request, the College will make reasonable efforts to notify the respondent prior to disclosure of information marked as confidential, to the extent permitted by law.

6.0 PROJECT OBJECTIVES AND INFORMATION REQUESTED

6.1 General Description

The College seeks information from qualified vendors regarding the provision and installation of a security camera system to replace the current system College-wide. Systems with AI capabilities are preferred.

6.2 Functional Expectations

The objectives for this project are to provide a camera security system, the services for installation to include running cable, warranty of services/products, College staff training, and on-site and off-site support for the system.

The College is interested in solutions that address the following objectives:

Expandable to add additional cameras in the future

CAT5 or CAT6 cable connections in conduit are preferred

Interconnection approach for the four College locations

Indoor and outdoor camera options

Cameras with sound recording option and two-way communications

Cameras with long range, wide field of view, and high-definition options

Licensing options; a 10-year term is preferred

A 10-year warranty on cameras, related hardware, and installation quality is preferred

Use of a cloud platform instead of NVRs/DVRs

Data is fully encrypted

Use AI to optimize performance, for example searching for items, license plate recognition, people and vehicle analytics, counting, motion detection alerts, etc.

Multi-email login access for College staff

Technical support options

Managed through a web portal that allows College staff remote access away from College property

Management capabilities on the New Bern campus that includes dedicated hardware (for example, monitors) that will allow coverage of all College locations

6.3 Site Information

Cameras will need to be replaced and additional cameras installed at the New Bern campus, Havelock campus, Volt Center, and Public Safety Training Center. The total replacement will consist of approximately 215 cameras. Vendors are encouraged to offer options for coverage that might require fewer or more cameras. There are a total of 21 buildings across the four locations, plus cameras on poles outside. Approximately 96 of the cameras will need a lift to reach.

New Bern Campus

800 College Ct.

New Bern, NC 28562

Havelock Campus

305 Cunningham Blvd.

Havelock, NC 28532

Volt Center

205 First St.

New Bern, NC 28562

PSTC

501 Executive Pkwy.

New Bern, NC 28562

7.0 VENDOR RESPONSE FORMAT

The College requests that respondents organize their submissions as follows:

Company Information - Company name, address, point of contact, telephone, e-mail, website, years in business, and a brief description of relevant experience with security camera systems and installation.

Capabilities - Description of proposed system, installation methods, materials, options, and how the vendor's solution addresses each expectation listed in Section 6.2.

Preparation and Installation - Description of preparation approach, installation methodology, permitting process, and typical timeline.

Compliance - Description of how the proposed solution meets ADA requirements and any applicable safety standards.

Delivery Timeline - Estimated timeline from project acceptance through on-site operational status.

Rough Order of Magnitude (ROM) Cost Estimate - Non-binding cost estimate(s) as described in Section 10.0.

8.0 REQUESTED CAPABILITIES AND DISCUSSION QUESTIONS

In addition to the information requested above, the College invites respondents to address the following questions:

What security systems are available that would meet or exceed the College's stated functional requirements?

What infrastructure prerequisites should the College anticipate?

What options are available for integrating the security system with the College's existing access control, emergency notification, fire alarm, or other systems?

What cybersecurity measures are incorporated into the proposed system, including authentication, encryption, user access controls, logging, and system updates?

What system reporting, monitoring, alerting, and audit capabilities are available?

What experience does your company have implementing comparable systems for colleges, universities, governmental entities, or other multi-building organizations?

Respondents are encouraged to provide any additional information, recommendations, or innovative approaches that may assist the College in its planning efforts.

9.0 VENDOR PRESENTATIONS

The College may, at its sole discretion, invite one or more respondents to present their capabilities and discuss their submissions. Presentations, if scheduled, will be conducted at a location designated by the College. The College will provide at least two (2) weeks advance notice of any scheduled presentation.

Participation in any presentation is voluntary. The College is under no obligation to invite any or all respondents to present. Presentations are for informational purposes only and do not constitute negotiations or create any obligation on the part of the College.

10.0 ROUGH ORDER OF MAGNITUDE (ROM) COST ESTIMATE

Respondents are requested to provide a non-binding ROM cost estimate for the proposed solution. The ROM should include, to the extent practicable:

Software and application or access licensing

Hardware

Site preparation

Installation

Training

Warranty

Non-warranty support services

Any other recurring costs

Any other proposed options

NOTE: Any cost estimates provided in response to this RFI are non-binding and for informational and planning purposes only. Cost estimates will not be used to evaluate or rank respondents and will not be binding on either party in any future procurement.

11.0 RESERVATION OF RIGHTS

The College reserves the right to:

Request additional information or clarification from any respondent.

Use information obtained through this RFI in developing future solicitations.

Issue or not issue a subsequent solicitation at its sole discretion.

Modify requirements, scope, or approach in any future solicitation based on information received.

This RFI does not obligate the College to procure any goods or services from any respondent, nor does it obligate the College to issue a solicitation of any kind.

12.0 RESPONDENT INFORMATION AND ACKNOWLEDGMENT

By submitting a response to this RFI, the respondent acknowledges that this is a Request for Information only, that no award will result, and that the College incurs no obligation as a result of this RFI or any response received.

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