Project Bid #: 03-2026-1 Integrated Cloud Access Control and Video Surveillance System Upgrade

Location:	Pennsylvania
Posted:	Mar 26, 2026
Due:	Apr 16, 2026
Agency:	Brentwood Borough School District
Type of Government:	State & Local
Category:	89 - Subsistence (Food)
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

Project Bid #: 03-2026-1

Integrated Cloud Access Control and Video Surveillance System Upgrade

Brentwood Borough School District

Middle/High School

3601 Brownsville Road,

Pittsburgh, PA 15227

Proposals must be received at the above location prior to

11:00 am Eastern Standard Time, Thursday, 04/16/2026

This project was supported by PCCD Grant # 48075 awarded by the Pennsylvania

Commission on Crime and Delinquency (PCCD). The opinions, findings and

conclusions expressed within this publication/program/exhibition are those

of the author(s) and do not necessarily reflect the views of PCCD.

TABLE OF CONTENTS

1 STATEMENT OF WORK

1.1 Purpose

1.2 Coverage & Participation

2 GENERAL INFORMATION

2.1 Original RFP Document

2.2 The Organization

2.3 Existing Technology Environment

2.4 Schedule of Events

3 PROPOSAL PREPARATION INSTRUCTIONS

3.1 Bidder’s Understanding of the RFP

3.2 Good Faith Statement

3.3 Communication

3.3.1 Bidder Inquiries

3.3.2 Informal Communications

3.3.3 Formal Communications

3.4 Proposal Preparation Instructions

3.5 Proposal Submission

3.6 Criteria for Selection

4 SCOPE OF WORK, SPECIFICATIONS AND REQUIREMENTS

4.1 Cloud-Hosted Video Surveillance System Specifications

4.1.1 Cloud-Hosted Video Management System Software

4.1.2 Cloud-Hosted Video Management System Software Functionality

4.1.3 Cloud-Hosted Network Appliance

4.2 Access Control System Specifications

4.2.1 Identity Management Integration

4.2.2 Approved Access Control Hardware:

4.3 Support and Maintenance

4.3.1 System Training

4.3.2 Minimum Support and Maintenance Criteria

4.3.3 Service Provider

4.3.4 Product History

4.4 Engagement Methodology

5 BUDGET AND ESTIMATED PRICING

5.1 Total Cost Summary

6 ADDITIONAL TERMS AND CONDITIONS

6.1 Personal Information

6.1.1 General

6.1.2 Requested Personal Information

6.2 Cost

6.3 Intellectual Property

6.4 Respondent’s Responses

6.5 Governing Law

6.6 No Liability

6.7 Nondiscrimination of Contractors

6.8 Tax Exempt Status

6.9 Entire RFP

6.10 Bond Requirements

6.11 Installer/Systems Integrator/Partner Insurance Requirements

7 INSTALLER/SYSTEMS INTEGRATOR/PARTNER ACKNOWLEDGEMENT

EXHIBIT “A” Notice of Intention

EXHIBIT “B” Budget and Total Cost

EXHIBIT “C” Proposed Video Surveillance Camera and Network Room Schedule

EXHIBIT “D” Proposed Access Control Door Schedule and Network Room Schedule

EXHIBIT “E” Building Floorplans, Drawings and Device Locations

EXHIBIT “F” Sample Insurance Requirements for Installer/Systems Integrator/Partner

EXHIBIT “G” Non-Collusion Affidavit

1 STATEMENT OF WORK

1.1 Purpose

The purpose of this Request for Proposal (RFP) is to invite prospective qualified

Installer/Systems Integrator/Partners – also known as ‘Bidders’ - to submit a proposal to

supply and install an Integrated Cloud Access Control and Video Surveillance System to

Brentwood Borough School District.

1.2 Coverage & Participation

The intended coverage of this RFP, and any agreement resulting from this solicitation, shall

be for the use of Brentwood Borough School District. Brentwood Borough School District

reserves the right not to enter into any contract, to add and/or delete elements, or to change

any element of the coverage and participation at any time without prior notification and

without any liability or obligation of any kind or amount.

2 GENERAL INFORMATION

2.1 Original RFP Document

Brentwood Borough School District shall retain the RFP, and all related terms and conditions,

exhibits, and other attachments, in original form in an archival copy. Any modification of, or

deviation from these in the Bidder’s submission is grounds for immediate disqualification.

2.2

For more information, please visit: https://www.bb-sd.com/BidInformation.aspx

2.3 Existing Technology Environment

The current CCTV video system at the Brentwood Middle/High School consists of

approximately 88 cameras deployed across the schools campus, including exterior coverage

at each school, the main Administration building(s), and Facilities building(s), with particular

emphasis on primary entrances. These cameras operate on the District’s existing network

infrastructure and are located in various interior and exterior areas. As part of this project, the

existing VSM and access control software at the Middle/High School will be fully replaced

while the hardware components remain in operation. To minimize operational disruption, the

District requires a phased transition approach. Removal of the VMS and access control

software at the Middle/High School should have no impact nor interrupt the existing

Elementary Schools' operability with the current system in place. The selected Bidder

shall provide a detailed migration and cutover plan that supports temporary coexistence of

legacy and new systems during installation, commissioning, and validation phases. The

District is looking to:

● Cover the entirety of the exterior and selected interior areas of each of the Brentwood

Borough Middle/High School and buildings by retaining the existing IP video surveillance

cameras and replacing all Network Video Recorders (NVRs) with Cloud Connector

appliances to enable cloud management.

● Have a scalable and Integrated Cloud Access Control and Video Surveillance system

that will support future growth and integrate with other internal and third-party systems.

● Have the capability of retaining recorded video for a minimum of 30 days at 15 frames

per second (FPS) at full camera resolution.

● Install a new (or retrofit the existing) Cloud Access Control System consisting of

approximately 16 doors.

● The existing video surveillance cameras and field access control devices shall be

retained and migrated to the new solution. However, the existing Video Management

System (VMS) hardware and software shall be fully decommissioned and replaced upon

completion of the phased migration.

2.4 Schedule of Events

The following is a tentative schedule that will apply to this RFP. Sequence changes in events

may take place in accordance with the organization’s needs or unforeseen circumstances.

Changes will be communicated by e-mail to all invited Bidders.

● RFP Released

03/26/2026

● Mandatory Pre-Bid Meeting/Site Visits

04/07/2026

● Technical Questions/Inquiries Due

04/10/2026

● Q&A Addenda Posted

04/14/2026

● Proposal Due and Opened

04/16/2026

● Complete Initial Evaluation

04/23/2026

● Presentation and System Demonstration by Selected Bidder Week of 05/04/2026

● Final Award Notification

05/18/2026

3 PROPOSAL PREPARATION INSTRUCTIONS

3.1 Bidder’s Understanding of the RFP

In responding to this RFP, the Bidder accepts full responsibility to understand the RFP in its

entirety, and in detail, including making any inquiries to Brentwood Borough School District as

necessary to gain such understanding. Brentwood Borough School District reserves the right

to disqualify any Bidder who demonstrates less than such understanding. That right extends

to cancellation of award - if award has been made. Such disqualification and/or cancellation

shall be at no fault, cost, or liability whatsoever to Brentwood Borough School District.

3.2 Good Faith Statement

All information provided by Brentwood Borough School District in this RFP is offered in good

faith. Individual items are subject to change at any time. Brentwood Borough School District

makes no certification that any item is without error. Brentwood Borough School District is not

responsible or liable for any use of the information or for any claims asserted there from.

3.3 Communication

Verbal communication shall not be effective unless formally confirmed in writing by a

specified procurement official in charge of managing this RFP process. In no case shall

verbal communication govern over written communication.

3.3.1

Bidder Inquiries

Applicable terms and conditions herein shall govern communications and inquiries

between Brentwood Borough School District and Bidder as they relate to this RFP.

Inquiries, questions, and requests for clarification related to this RFP are to be

directed in writing to:

Brentwood Borough School District

Administrative Office

Mrs. Jennifer Pesanka

3601 Brownsville Road

Pittsburgh, PA 15227

Office #: 412-881-4940 x2404

Email: jennifer.pesanka@bb-sd.com

3.3.2 Informal Communications

These shall include, but not be limited to:

● Requests to/from Bidder to/from any Brentwood Borough School District

employee or representative of any kind or capacity for information, comments,

speculation, etc.

● Inquiries for clarification and information that will not require addenda may be

submitted verbally to the named above at any time.

3.3.3

Formal Communications

These shall include, but not be limited to:

● Questions concerning this RFP must be submitted in writing and be received

prior to 04/10/2026, at 3:00pm (Eastern Standard Time).

● Inquiries about technical interpretations must be submitted in writing and be

received prior to 04/10/2026, at 3:00pm (Eastern Standard Time).

● Inquiries for clarifications and supporting information that will not require addenda

may be submitted verbally to Brentwood Borough School District and/or the

buyer named above at any time during this process.

● Addenda to this RFP.

3.4 Proposal Preparation Instructions:

1. Title Page – show the RFP subject, the name of the Bidder, local address, telephone

number, name and email of contact person, and the date.

2. Notice of Intention – Bidder shall fill out and include information from ‘EXHIBIT “A”:

NOTICE OF INTENTION”.

3. Table of Contents – show a clear list of the included material by section and by page

number.

4. Executive Summary – Bidder shall clearly state its intention to propose a solution and

include a clear and concise overview of that solution.

5. Bidder Profile – include the following company information:

● Full legal name of the company.

● Physical location of the office that will be performing the installation and responding

to requests for service and support.

● Year business established.

● Number of people currently employed.

● Brief outline of the Bidder’s company including product lineup and services offered.

● A description of their geographic reach.

● Total number of current clients in the local region.

6. Security Licensing - Bidder shall provide evidence of qualification to sell and install

electronic security systems in the State of Pennsylvania.

7. References - Contact information for three (3) references from projects similar in size,

application and scope, and a brief description of their implementation. For each reference

listed include:

● Name of the client

● Client’s physical address

● Contact name and title

● Contact telephone number

● Contact email address

● Approximate dates of service

● Type of video surveillance services provided

● Other pertinent information

8. Complete Copy of RFP –Provide a set forth in ‘SECTION 4 – SCOPE OF WORK,

SPECIFICATIONS AND REQUIREMENTS’ of this RFP. Provide images and technical

specifications for each type of proposed hardware that is to be used in the proposed

Integrated Cloud Access Control and Video Surveillance System solution.

9. Budget and Estimated Pricing – Bidder shall fill out and include information in ‘SECTION

5 – BUDGET AND ESTIMATED PRICING’.

10. Bidder Acknowledgement - Bidder shall provide information from ‘SECTION 6 –

ADDITIONAL TERMS AND CONDITIONS’ as required by Brentwood Borough School

District.

11. Evidence of Insurance – Bidder shall provide information from ‘EXHIBIT “E”: SAMPLE

INSURANCE REQUIREMENTS FOR BIDDERS as required by Brentwood Borough

School District.

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

Project Bid #: 03-2026-1 Integrated Cloud Access Control and Video Surveillance System Upgrade

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