Security Camera System Installation
- This RFP was uploaded by the owner.
George Jenkins Memorial Boys & Girls Club Issued by: Boys & Girls Clubs of Polk County RFP Release Date: October 6, 2025 Proposal Submission Deadline: October 16, 2025 Budget: Not to exceed $70,000 1. Organizational Background Boys & Girls Clubs of Polk County is a nonprofit youth development organization serving over 3,000 children and teens annually across multiple Club sites. Our mission is to inspire and enable all young people, especially those who need us most, to realize their full potential as productive, caring, responsible citizens. The George Jenkins Memorial Boys & Girls Club in Winter Haven, originally built in 1967, has undergone major renovations in the prior year to better serve youth. As part of these improvements, and with support from the Florida Nonprofit Security Grant Program through the Florida Division of Emergency Management, we are seeking proposals for a comprehensive security camera system to enhance safety for our members, staff, and visitors. 2. Project Description The project will include the design, procurement, installation, integration, and testing of a security camera system at the George Jenkins Memorial Boys & Girls Club facility. Vendors are expected to provide a complete solution that is reliable, scalable, and user-friendly, while meeting best practices for safety and security. All costs to complete the project must be included in the budgeted amount. 3. Project Requirements & Objectives Required Features Installation of indoor and outdoor high-resolution cameras (fixed and/or PTZ as appropriate). Cameras must adhere to Homeland Security guidelines. Sufficient coverage of entrances, exits, parking lots, and common program areas. Recording and storage capacity for a minimum of 15 days of footage. Secure, user-friendly software interface for live monitoring and playback. Remote access capability (authorized users only). Warranty and technical support included. Desired Features Motion detection and alert system. Integration with existing security systems or infrastructure. Low-light/night vision capacity. Expandability for future camera additions. Performance Considerations Equipment durability and reliability. Ease of use and staff training needs. Vendor's ability to meet project timeline and provide ongoing support. 4. Project Budget The maximum budget for this project is $70,000, inclusive of equipment, installation, training, and warranty. Proposals should clearly itemize costs. 5. Milestones and Deadlines RFP Released: October 6, 2025 Vendor Questions Due: October 10, 2025 Proposal Submission Deadline: October 16, 2025 Vendor Selection: October 31, 2025 Contract Award & Notice to Proceed: October 31, 2025 Project Completion: Within 90 days from the date of agreement 6. Proposal Requirements Proposals should include the following: 1. Company background, including years in business, relevant licenses, and insurance. 2. Experience with similar projects, especially for nonprofits, schools, or youth facilities. 3. Technical proposal detailing system design, equipment specifications, and installation approach. 4. Implementation timeline. 5. Itemized cost proposal. 6. References from at least three comparable projects. 7. Description of warranty, maintenance, and support services. 8. Any certifications (e.g., minority-owned, women-owned, veteran-owned, small business, etc.), if applicable. 7. Evaluation Criteria Proposals will be evaluated based on the following weighted factors: Technical capability and system design (30%) Past performance and experience (25%) Cost effectiveness within budget (25%) Timeline for completion (10%) Warranty, training, and ongoing support (10%) The award will be made to the vendor whose proposal is most advantageous to the program, considering both price and other evaluation factors. 8. Submission Instructions & Contact Proposals must be submitted electronically in PDF format by October 16, 2025 to: Ashley Ray Vice President of Development Boys & Girls Clubs of Polk County Email: aray@bgcpolk.org Phone: 863-686-1719 ext. 103 Late submissions will not be considered.
