RFP TB-207562 Special Education Classroom Cameras SOURCING #152881

Agency:	Dallas Public Schools
State:	Texas
Type of Government:	State & Local
Category:	U - Education and Training Services
Posted:	Mar 4, 2024
Due:	Apr 4, 2024
Solicitation No:	RFP TB-207562
Publication URL:	To access bid details, please log in.

RFP TB-207562 Special Education Classroom Cameras **SOURCING #152881**

Closing Date: 4/4/2024

Closing Time: 2:00 P.M.

Bid Package: RFP TB-207562 Special Education Classroom Cameras **SOURCING #152881**

Additional Files:

Addendum #1:

Addendum #2:

Addendum #3:

Addendum #4:

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PURCHASING DEPARTMENT

9400 North Central Expressway, Suite 1510, Dallas, TX 75231

(972)925-4100

Request For Proposal 152881

TB-207562 Special Education Classroom Cameras

Dallas ISD rev 1.0

Page 1 of 30

Request For Proposal 152881 TB-207562 Special Education Classroom Cameras

Buyer BRAZIEL, TERRY

Email TEBRAZIEL@dallasisd.org

1 Header Information

1.1 General Information

First Advertisement Date/Issue Date

Second Advertisement Date

Pre-Proposal Meeting

Questions Deadline

Questions Response from the District

Solicitation Due

Anticipated Evaluation & Sel

Anticipated Approval/Award

03-MAR-2024 08:00:00

10-MAR-2024 08:00:00

18-MAR-2024 14:00:00

20-MAR-2024 15:00:00

22-MAR-2024 15:00:00

04-APR-2024 14:00:00

11-APR-2024 10:00:00

23-MAY-2024 18:00:00

Pre-Proposal

A pre-proposal meeting will be held at 2:00 PM CST via TEAMS video conference on Monday,

March 18, 2024. Please submit (in writing) any questions regarding this RFP. Only written

questions will be considered. It is highly encouraged that all potential proposers participate and

attend the pre-proposal.

Join TEAMS Meeting: https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting

Meeting ID: 248 435 677 320

Passcode: LckJjP

1.2 Terms

Initial Term: 3

Renewal 1: 1

Renewal 2: 1

Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the

District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract,

that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the

then current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining

options to renew shall expire and terminate

1.3 Requirements

LENGTH OF CONTRACT

The term of this proposal shall be for a three (3) year agreement with two (2) successive one (1) year

extensions based on the long-range needs of the District and mutual consent of both parties not to exceed

five (5) years total.

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

The Dallas Independent School District (Dallas ISD or District) is soliciting offers for the goods and/or

services specified in this document.

1. Questions concerning this solicitation document should be addressed, in writing, to the Buyer's Email.

2. Questions must be submitted by the deadline to allow sufficient time for responses prior to receipt/opening

date/time.

3. Responses to questions other than administrative questions will be provided to all potential offerors by

means of an addendum to the solicitation.

All vendors are encouraged to participate even if vendors are the sole source providers.

This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2CFR) Part 200

and ESSER (Elementary and Secondary Emergency Relief) requirements to procure vendors who provide

Dallas ISD rev 2.0

Page 2 of 30

Request For Proposal 152881 TB-207562 Special Education Classroom Cameras

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

goods purchased by Dallas ISD using federal dollars. This proposal may be used with local, state, federal,

and grant-funded programs.

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

This Request for Proposal (RFP) will be for installation, maintenance, data storage, and viewing of cameras

in select Dallas Independent School District special education classrooms.

PROPOSAL SPECIFICATIONS

INSTALLATION

The Special Education Department emails the vendor to notify them of work needing to be completed. The

Special Education Coordinator will work with the principal and vendor to coordinate the installation date and

time. The principal notifies the campus parents and staff via memo (sample template provided by Dallas ISD

SPED Office) when the video and audio will be installed. The selected vendor will visit the requesting school

and meet with the principal (or designee) to determine the camera and audio placement. After installation,

the district verifies all equipment is functioning, and the vendor will send sign off to budget director and IT for

Dallas ISD to sign off that the work is completed. The selected vendor will submit an invoice. In instances

where cameras are no longer required in a certain classroom, the vendor will disable the equipment and/or

move the equipment to another classroom, as requested. The selected vendor will be responsible for

installing/uninstalling any system associated wiring or cabling.

STORAGE AND MAINTENANCE

Once audio and visual devices are installed and operational, the selected vendor will operate and maintain

all audio/visual devices. Data will need to be stored and available for up to 6 months. However, if the district

receives notice that a request has been made for the video/audio for viewing or in response to a subpoena

and the video/audio has not been destroyed, it must be preserved until the conclusion of the matter. The

video/audio must be retrievable and provided in both redacted and original (unredacted) versions to the

district.

VIEWING

In response to an incident, a parent/guardian of an affected SPED student (or other authorized individual or

agency) may request to view the video and audio. The request will be made to the school administrator or by

subpoena where the incident occurred. The principal will fill out the necessary documentation and send to

the selected vendor and the Special Education Department. This information will consist of the school,

classroom, date and time, nature of the alleged incident, and the individual(s) involved. For individuals not

involved, video will be redacted to mask identities using industry standard obstruction or blurring. However,

enough video must be provided to show potential events leading up to an incident, and the aftermath or

subsequent actions post-incident. The selected vendor will provide the video/audio clip(s) via a secured

method of transmission. Once all actions with the video/audio clip(s) and viewing have been completed, the

data will be stored for 6 months and kept intact for potential subsequent viewing. It must be pulled and

preserved if, prior to its destruction, it is requested by any party. Records should not be destroyed by a

vendor. The selected vendor needs to coordinate with Dallas ISD Records Management Division regarding

the schedule and destruction so that the records are transferred to Dallas Records Management for ultimate

destruction. Copies of the video/audio will only be provided to authorized individuals or agencies in response

to subpoena.

PROPOSAL REQUIREMENTS

Cameras

•

Fixed/stationary cameras (not pan-tilt-zoom)

8 frames/second

2 megapixels

Color

Dallas ISD rev 2.0

Page 3 of 30

Request For Proposal 152881 TB-207562 Special Education Classroom Cameras

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

• Camera status alerts

• Wide dynamic range

• Minimum of 2 cameras placed in classroom must cover all statutorily required areas

• Supplied control software must send system health notifications if the camera is:

a) off-line or

b) not recording video - must be able to distinguish between a physical hardware failure or network issue

Audio

•

Can be integrated into camera

Audio only with no video recording in bathrooms or changing areas

Must clearly record spoken word by adults and children in a classroom setting

Omnidirectional

Must be auto leveling

Supplied control software must have the ability to send notifications if audio is

a) off-line or

b) not sending audio - must be able to distinguish between a physical hardware failure or network issue

• Data (8 frames/second, audio, 2-megapixel video, 8 hours/day, 5 days/week) stored for 6

months

• Data searchable and retrievable by date, camera, and time

• Windows-based environment only

• Capability for data to be viewed, with optional record

• Data stored in a central location, separate from other data

• Supplied control software must have a dashboard type layout

Audio/Video control & functionality can be controlled - not acceptable if two different pieces of

software must be used - one for video, and a separate package for audio.

• Video should be viewable in a separate window/with audio - basic video/audio should be

controllable via this window

• Must be Windows 10 Ready or later

• Must be patch friendly

• Data storage must be fully redundant for maximum reliability

• Calling for RAID 50 minimum

• The server where video files are stored should have encryption enabled by default (AES 256)

• Access to the server where video files are stored should follow lease privilege principles

• An audit log of who accesses which videos should be maintained and available if requested

PRICING REQUIREMENTS

• Camera/audio/server maintenance agreement with minimum 8-hour response time

• Vendor must disclose supplemental software licenses

• Audio/video recording during school hours

• Up to 500 classrooms, multiple cameras per room

• Installation time is on a non-interference basis (while children are not in class - can be after

school-on-school days, weekends, or summer (or other school vacation)

• Vendor must provide user training on operation and basic troubleshooting of system

Dallas ISD rev 2.0

Page 4 of 30

Request For Proposal 152881 TB-207562 Special Education Classroom Cameras

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

• Must be an all-inclusive installation and maintenance package from server in data/center all the

way to configuring the camera, including wiring to camera and microphones for recording.

Please attach additional sheets as needed that will provide the detail and breakdown of your pricing.

If applicable, provide the link to your website or catalog, if offering a discount.

INSTRUCTION AND REQUIREMENTS FOR

OFFER SUBMITTAL

The Offeror shall furnish to the District all information and data requested by the District to determine the

Offeror's qualifications and responsibilities. The requested information must be provided using the PDF

version of the solicitation where indicated--do not reference other parts of the Offer or other documents. All

answers must be complete and stand-alone. Failure to follow directions using the PDF version of the

solicitation may result in the Offer being disqualified or deemed nonresponsive. The Offerors shall familiarize

themselves with the relevant conditions in the material and labor markets prior to the submission of an offer.

By submitting an offer, Offeror represents that it has familiarized itself with existing and future market

conditions and agrees to perform in full accordance with the Offer. The Offeror must comply with any

insurance, bid bond, or liability requirements of the District as noted elsewhere in this solicitation document.

The Offeror must include pertinent literature/documentation for the proposed products/goods or services. If

Offeror requires a credit application or similar documentation to conduct business with Dallas ISD after

awarding of any Contract, those documents must be submitted at the time of Offer submission.

Dallas ISD prefers responses to be submitted online via our electronic system. Please register with the

iSupplier portal https:https://www.dallasisd.org/domain/143 This process takes up to a week, Dallas ISD

asks the vendor to please register as early as possible to allow time for electronic responses. Submissions

may be submitted manually. Manual submissions must be delivered to the Procurement Services

Department, in a sealed envelope by the date and time stated. No fax or email submissions will be

accepted. Only one format is needed. The manual submission shall consist of one (1) original hard copy.

The Offeror may submit a manual response by paper via mail/FedEx/UPS etc. before the cutoff date and

time at the following address:

Dallas ISD

Procurement Services

9400 N Central Expwy, Ste 1510

Attn: Staff Member and BID NUMBER

Dallas, Tx 75231

Does the vendor agree and understand?

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Type

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Circle one from the response values below:

Yes

RFP TB-207562 Special Education Classroom Cameras **SOURCING #152881**

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See also

RFP TB-207562 Special Education Classroom Cameras SOURCING #152881