Video Surveillance and Equipment Maintenance Services

REQUEST FOR PROPOSAL - PC1471
VIDEO SURVEILLANCE AND
EQUIPMENT MAINTENANCE SERVICES
Housing Authority of the County of San Bernardino
715 E. Brier Drive
San Bernardino, CA 92408
June 2026

HACSB Request for Proposal RFP No. PC1471
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I. INTRODUCTION
As the largest provider of affordable housing in San Bernardino County, the Housing Authority of the
County of San Bernardino (HACSB) proudly assists more than 27,800 people, most of whom are
seniors, individuals with disabilities, veterans, and children. Our core work is to administer
rental assistance programs to prevent homelessness among low-income households. Since 1941, we
have helped low-income families attain safe and stable housing through a variety of
rental assistance programs funded by the U.S. Department of Housing and Urban Development (HUD).
More than 11,000 families are served through housing assistance payments made to landlords on
behalf of the families or resided in units owned and managed by HACSB. Our largest program, the
Housing Choice Voucher program, is America's largest homelessness prevention program. The
affordable rental housing programs we administer provide a critical safety net for households in San
Bernardino County, where it takes nearly twice the minimum wage to afford a median-priced one-
bedroom apartment.
Attaining stable housing is only one step on the path to self-sufficiency. HACSB builds strong
partnerships within San Bernardino County to help support our customers' needs beyond housing. The
services and opportunities our partnerships bring create meaningful differences in the lives of families
we serve, maximizing our resources and impact by mobilizing the talents of our community partners.
In 2008, Congress designated HACSB as a Moving to Work (MTW) public housing agency. MTW is a
national demonstration program for housing authorities created by Congress in 1996. Contrary to its
name, the Moving to Work demonstration is not a work requirement program. Instead, the intent of the
MTW demonstration is to provide policy and regulatory flexibility to housing agencies to design and test
affordable housing strategies and related policies. This designation allows HACSB to waive some HUD
requirements to target the statutory objectives of the MTW Demonstration: help clients achieve
economic independence, ensure freedom of housing choice, and save taxpayer dollars through efficient
work.
The demand for affordable housing continues to increase, and the limited affordable housing supply is
not enough to house the thousands of families in need. Over the years we have expanded our housing
stock to help meet the county's growing needs through acquisition, development, and
redevelopment/expansion of our properties. HACSB owns and manages a large portfolio of affordable
rental communities that are not federally funded. These properties are typically leased at amounts
below market rents, bringing additional affordable housing opportunities to our communities in addition
to the traditional rental assistance programs we administer.
HACSB has a governing Board of Commissioners (Board), which are appointed by San
Bernardino County Board of Supervisors and is responsible for approving HACSB policies and
providing strategic direction. The Board consists of seven volunteers, of which two seats are reserved
for residents or participants of HACSB affordable housing programs. These individuals generously
give their time in support of HACSB's mission to empower all individuals and families in need to
achieve an enriched quality of life by providing housing opportunities and resources throughout San
Bernardino County.
An Executive Director appointed by the Board is responsible for managing the daily operations of the
agency and overseeing a staff of approximately 160 employees. Annual budget for the Authority is
approximately $260 million.
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We value our vendors and contractors as partners in our mission to empower all individuals and
families in need to achieve an enriched quality of life by providing housing opportunities and resources
throughout San Bernardino County.
II. PURPOSE
The purpose of this Request for Proposals is to solicit responses from qualified companies to furnish
services to the HACSB as identified in the "Scope of Work" of this request.
A. Contact Information
This RFP is being issued, as will any addenda by the HACSB. The contact person for HACSB is:
Qiana Sipe, Procurement Department
715 E. Brier Drive
San Bernardino, CA 92408-2841
(909) 797-1341
procurement@hacsb.com
Proposals and questions will not be accepted by e-mail or facsimile. All proposals must be completed and
uploaded into the PlanetBids website.
III. Contract Term
The Contract period will be for a two (2) year base period beginning approximately November 1, 2026
through October 31, 2028, with three single or multiple year options to extend the contract until no later
than October 31, 2031, or until such time as terminated per the terms of the agreement or unless for
any reason funds which have been appropriated for the provision of these services are no longer
available. The optional years shall be exercised by written amendments executed by each party and
may require Board of Commissioners' approval on behalf of HACSB for additional funding on optional
years if needed.
IV. Proposal Timeline
Release of RFP July 14, 2026
Required Site Visits August 4, 5, and 6, 2026
Question Due August 21, 2026 @ 2PM PST
Answers to Questions September 4, 2026
Proposals Due September 18, 2026 @ 2PM PST
Presentations/Demonstrations September 29 - 30, 2026
(Coordinated by RFP Evaluators)
Evaluations October 1 - October 16, 2026
Award of Contract October 2026
Tentative Board Date (if applicable)
1. HACSB may insert elective choices such as site visits, oral interviews, presentations,
demonstrations, shortlists, best and final offers, etc. Site visits are required, within normal
business operating hours, on the days of August 4, 5, and 6, 2026, and shall be performed by
the vendor on an individual basis. Prior registration or RSVP is not currently required. A sign-in
sheet will be available at each location.
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V. Proposal Conditions
A. Authorized Signatures
All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the
RFP.
B. Term of Offer
Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the
proposal opening.
C. Questions
Proposers may submit questions regarding this RFP via PlanetBids by the date stated in Section IV -
Proposed Timeline. All questions, without identifying the submitting company, will be compiled with the
appropriate answers and issued as an addendum to the RFP and posted on PlanetBids.
D. Required Review
Proposers should carefully review this solicitation for defects and questionable or objectionable
material. Comments concerning defects and objectionable material must be made in writing and
received by the RFP contact at least ten days before the proposal opening. This will allow issuance of
any necessary addendum. It will also help prevent the opening of a defective solicitation and exposure
of proposals upon which award could not be made. Protests based on any omission or error, in the
content of this RFP, may be disallowed if not brought to the written attention of the RFP Contact in
Section II, Paragraph A at least five days before the Deadline for Proposals.
E. Incurred Costs
HACSB is not obligated to pay any costs incurred by Proposer in the preparation of a proposal in response
to this RFP. Proposers agree that all costs incurred in developing a proposal are the Proposer's
responsibility.
F. Amendments/Addenda to RFP
HACSB reserves the right to issue addenda or amendments to this RFP if HACSB considers that changes
are necessary or additional information is needed.
Changes to a proposal or withdrawal of proposals will only be allowed if acceptable requests are received
prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted
after the deadline.
G. Best Value Evaluation
As established in this solicitation, HACSB realizes that criteria other than price are important and will
award contract(s) based on the proposal that best meets the needs of HACSB. The optimal
combination of quality, price, and various qualitative elements of required services will provide HACSB
the greatest or best value for its money.
H. Right of Rejection
Offers must comply with all the terms of the RFP, and all applicable local, state, and federal laws,
codes, and regulations. HACSB may reject as non-responsive any proposal that does not comply with
all the material and substantial terms, conditions, and performance requirements of the RFP.
Proposers may not qualify the proposal nor restrict the rights of HACSB. If Proposer does so, the
proposal may be determined to be a non-responsive counteroffer and the proposal may be rejected.
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No proposal shall be rejected, however, if it contains a minor irregularity, defect or variation and if the
irregularity, defect or variation is considered by HACSB to be immaterial or inconsequential, HACSB
may choose to accept the proposal.
Minor informalities may be waived by the Procurement and Contracts Supervisor when they:
* Do not affect responsiveness;
* Are merely a matter of form or format;
* Do not change the relative standing or otherwise prejudice other offers;
* Do not change the meaning or scope of the RFP;
* Are trivial, negligible, or immaterial in nature;
* Do not reflect a material change in the work; or
* Do not constitute a substantial reservation against a requirement or provision;
In such cases the Proposer will be notified of the deficiency in the proposal and given an opportunity to
correct the irregularity, defect or variation or HACSB may elect to waive the deficiency and accept the
proposal.
This RFP does not commit HACSB to award a contract. HACSB reserves the right to reject any or all
proposals if it is in the best interest of HACSB to do so. HACSB also reserves the right to terminate this
RFP process at any time.
I. Clarification of Offers
In order to determine if a proposal is reasonably acceptable for award, communications by the
Facilitator for the Evaluation Panel are permitted with a Proposer to clarify uncertainties or eliminate
confusion concerning the contents of a proposal. Clarifications may not result in a material or
substantive change to the proposal. The evaluation by the Facilitator may be adjusted as a result of a
clarification under this section.
J. Public Records Act
All information submitted in the Proposal or in response to request for additional information is subject
to disclosure under the provisions of the California Public Records Act (California Government Code
section 6250, et seq.). Proposals may contain financial or other data that constitutes a trade secret. To
protect such data from disclosure, Proposers should specifically identify the pages that contain
confidential information by properly marking the applicable pages and inserting the following notice on
the front of its response:
NOTICE
The data on pages ______ of this Proposal response, identified by an asterisk (*) or
marked along the margin with a vertical line, contains information which are trade secrets.
We request that such data be used only for the evaluation of our response but understand
that disclosure will be limited to the extent that the HACSB determines is proper under
federal, state, and local law.
The proprietary or confidential data shall be readily separable from the Proposal in order to facilitate
eventual public inspection of the non-confidential portion of the Proposal.
HACSB assumes no responsibility for disclosure or use of unmarked data for any purpose. In the event
disclosure of properly marked data is requested, the Proposer will be advised of the request and may
expeditiously submit to the HACSB a detailed statement indicating the reasons it has for believing that
the information is exempt from disclosure under federal, state, and local law. This statement will be
used by the HACSB in making its determination as to whether disclosure is proper under federal, state
or local law. The HACSB will exercise care in applying this confidentiality standard but will not be held
liable for any damage or injury, which may result from any disclosure that may occur.
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K. Disclosure of Criminal and Civil Proceedings
HACSB reserves the right to request the information described herein from the Proposer selected for
contract award. Failure to provide the information may result in a disqualification from the selection
process and no award of contract to the Proposer. HACSB also reserves the right to obtain the
requested information by way of a background check performed by an investigative firm. The selected
Proposer also may be requested to provide information to clarify initial responses. Negative information
provided or discovered may result in disqualification from the selection process and no award of
contract.
The selected Proposer may be asked to disclose whether the firm, or any of its partners, principals,
members, associates or key employees (as that term is defined herein), within the last ten years, has
been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or
offense arising directly or indirectly from the conduct of the firm's business, or whether the firm, or any
of it partners, principals, members, associates or key employees, has within the last ten years, been
indicted on or had charges brought against it or them (if still pending) or convicted of any crime or
offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be
asked to describe any such indictments or charges (and the status thereof), convictions and the
surrounding circumstances in detail.
In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its
partners, principals, members, associates, or key employees, within the last ten years, has been the
subject of legal proceedings as defined herein arising directly from the provision of services by the firm
or those individuals. "Legal proceedings" means any civil actions filed in a court of competent
jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or
the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal
proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.
For purposes of this provision "key employees" includes any individuals providing direct service to
HACSB. "Key employees" do not include clerical personnel providing service at the firm's offices or
locations.
L. Debarment and Suspension
Proposer certifies (using Exhibit D) that neither it nor its principals or subcontracts is presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal department or agency as required by Executive Order
12549.
Further, Proposer affirms that it has no record of unsatisfactory performance with HACSB in the twenty-
four (24) month period immediately preceding the date of issuance of this RFP.
M. Board and Staff Communications
Under no circumstances may any member of the HACSB or any staff member other than the contact
specified in Section II - Paragraph A, be contacted during this RFP process, by any entity intending to
submit a response to this RFP. Failure to comply with this request will result in disqualification.
N. Final Authority to Award
The final authority to award contracts as a result of this RFP may require approval by The Housing
Authority's Board of Commissioners based on award amount.
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O. Payment for Services
Payments for any and all invoices or other obligations are satisfied electronically through the
Automated Clearing House (ACH) system. The Contractor will be required to authorize the HACSB to
initiate payment electronically to any bank account maintained by the contractor wherever located.
Contractor shall promptly comply with directions and accurately complete forms provided by HACSB
required to process ACH payments.
VI. SCOPE OF WORK
Table of Contents
MAIN OBJECTIVES
1. SCOPE OF SERVICES
2. PREVENTATIVE MAINTENANCE
3. REPAIR AND CORRECTIVE MAINTENANCE
4. SYSTEM MONITORING AND HEALTH DIAGNOSTICS
5. SOFTWARE, FIRMWARE, AND SYSTEM UPDATES
6. DOCUMENTATION AND REPORTING
7. SYSTEM IMPROVEMENTS AND RECOMMENDATIONS
8. COMPLIANCE AND LICENSING
9. CONTRACTOR RESPONSIBILITIES
10. HACSB RESPONSIBILITIES
11. BUDGET RESTRICTIONS
12. DESIGN SURVEILLANCE SYSTEM PLAN
13. INSTALL SURVEILLANCE SYSTEM(S) - FUTURE PROPOSED PROJECT(S) BASED ON APPROVED BUDGETS
14. CONTINGENCY
15. INSPECTIONS BY LOCAL BUILDING AGENCY
16. CORRECTIONS
17. WARRANTY COSTS
18. MATERIALS SPECIFICATIONS
19. BACKUP DEVICE SPECIFICATIONS
20. EQUIPMENT SPECIFICATIONS
21. WORKMANSHIP SPECIFICATIONS
22. REGULATORY COMPLIANCE
23. BUSINESS TERMS
24. PROPERTY LISTINGS
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Main Objectives
The main objectives of the video surveillance system are to provide public safety awareness, improve
safety, and reduce crime in our communities.
1. Scope of Services
The selected Contractor shall provide comprehensive security camera monitoring, maintenance, and
support services for the Housing Authority of the County of San Bernardino (HACSB). Services should ensure
continuous, reliable operation of HACSB's agency-wide surveillance systems and promote safety, security, and
operational efficiency across all HACSB sites.
a. User Interface Demonstration: As part of the RFP submission, the Contractor must demonstrate
how their proposed software integrates with or replaces the existing system detailed herein. The
demonstration must prove the interface layout is modern, user-friendly, and makes it easy to
manage user access and download clear video footage.
2. Preventive Maintenance
The Contractor shall implement a proactive maintenance program that includes:
* Scheduled inspections of all cameras and associated equipment at intervals approved by HACSB.
* Verification of camera focus, clarity, alignment, recording quality, and network connectivity.
* Cleaning of cameras, lenses, housing, and related hardware.
* Testing and verification of recording devices, servers, and storage systems.
* Replacement or adjustment of components as needed to ensure optimum performance.
3. Repair and Corrective Maintenance
The Contractor shall provide timely corrective services, including:
* Troubleshooting and repair of malfunctioning cameras, network video recorders (NVRs), wiring, and
software issues.
* Response to service requests within the response times established by HACSB (to be defined in the final
agreement).
* Documentation of all repair activities, including cause of failure, parts replaced, and resolution.
* The contractor shall monitor the system remotely for device failure(s) and provide maintenance and
support of the installed system(s) for the length of the contract period.
* Train HACSB Staff on use, including device administration, backups, remote access, searching for
motion events, and transferring video files off the system.
4. System Monitoring and Health Diagnostics
The Contractor shall provide ongoing surveillance system health monitoring, including:
* Monitoring uptime and operational status of all cameras, NVRs, switches, and storage devices.
* Automatic alerts and notifications for offline devices or performance degradation.
* Monthly system health reports, including up-time statistics, failures, repairs, and recommendations.
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5. Software, Firmware, and System Updates
The Contractor shall ensure systems remain secure and up to date by providing:
* Installation of all firmware and software updates for cameras, NVRs, and related systems.
* Verification of proper functionality following updates.
* Coordination with HACSB IT where necessary for network-related updates.
6. Documentation and Reporting
The Contractor shall maintain complete and accurate documentation of all services, including:
* Incident reports, including video event logs.
* Maintenance and repair logs.
* Inventory of active cameras, equipment, and system components.
* Monthly summary reports covering monitoring, maintenance, repairs, and recommendations.
7. System Improvements and Recommendations
The Contractor shall provide ongoing professional recommendations regarding:
* Upgrades or replacement of outdated or underperforming equipment.
* Enhancements to coverage, system performance, or network architecture.
* Emerging technologies that may improve HACSB's security posture.
a. Current System Specifications for Existing Video Equipment:
* HACSB currently operates a video surveillance system consisting of approximately 121 active
cameras throughout 11 HACSB sites, that include long range exterior and interior dome
cameras. (See Section 24 Property Listings)
* Albi Vigilant ALI-NR160P-4, ALI-NR321P-4, ALI-NR162P-4-D, and ALI-NR040F-1
* Albi Vigilant HDD Size range 8TB - 40TB
* Number of service channels vary by site
* All camera, video, audio, imaging, storage, network, interface, certifications, technology,
compliance, analytics and capacities applicable to current system.
b. Contingency for Integration/Installation of Future System Specifications:
* Proposed system specifications must be equivalent/comparable to or exceed the above
current system specifications and capacities.
* Proposed upgrades, replacements, or expansions must account for compatibility with the
current system, ensure minimal disruption to ongoing operations and maintain compliance
with current safety and performance standards.
* If additional cameras are needed and installed, the awarded vendor will provide HACSB
Administration Office with at least one (1) paper copy schematic per site and electronic
format copy for camera locations at all sites.
* Future system modifications are contingent upon approval by HACSB Board of
Commissioners.
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Network Video Recorder (NVR) Specifications
Must record in full HD video (8MP or 3840 x 2160 Resolution) and have the capability of remote
administration, backup, management, and viewing of the video streams. Must be capable of exporting
video footage in standard (non-proprietary) containers & file format for use by local law enforcement.
Must be capable of managing at least 6 cameras per location and shall be scalable to add additional
cameras and new locations as deemed necessary by HACSB.
Hard drive must be large enough to store at least 30 days of footage from all cameras onsite. Must
have the ability to schedule off-site storage transfer and limit bandwidth utilization. Shall use standard
CAT-5 cabling with POE.
8. Compliance and Licensing
The Contractor must:
* Maintain all required licenses, certifications, and qualifications necessary to perform security surveillance
and monitoring services in the State of California.
* Ensure all personnel assigned to HACSB sites meet background clearance requirements as applicable.
* Installers shall have at least 2 years' experience with installation of the specific assembly or products
under similar conditions. Installation shall be in accordance with manufacturer's installation guidelines
and recommendations. Contractors should provide and install assemblies of materials and accessories
produced by a single manufacturer. The Proposer must document successful deployments by including
the names and telephone numbers of contact persons as part of the reference requirements of this RFP.
9. Contractor Responsibilities
Building Security
Contractor personnel and project site visitors shall sign-in/out at the reception desk daily. Contractors
should maintain personnel on the site when any portion of the work area(s), is open or not properly
secured. Exterior doors are not to be propped open and left unattended. Secure all work areas
completely at the end of each working day.
Confidentiality and Data Security
There are many different types of confidential information used by the Agency. This includes but is not
limited to: Agency-compiled personnel information, client information, internal policies, internal
communications, and audio/video files. Confidential data is to be kept on HACSB controlled machines
whenever possible. In the event confidential data needs to be transmitted, or stored on non HACSB
controlled machines, it must be protected using acceptable encryption methods. Acceptable encryption
methods are defined as:
Encryption with NIST or CSE certification of the cryptographic module to ensure it meets FIPS
Publication 140-2 for "Security Requirements for Cryptographic Modules" at any security level.
Any encryption used must be reversible only by HACSB or its designated external agents with
appropriate knowledge and expressly approved access granted by HACSB.
Code Of Conduct
In the event of construction work or maintenance services in and around occupied units. Contractors
and all employees will always present themselves and their staff in a professional manner on site.
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