Agenda Item
a. RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance ~ Convergint Technologies, LLC. (Not to exceed $750,000)
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information Technology
Request: It is requested that the Board of Education approve the contract renewal for RFP 22-475 Physical Security Services - Access Control, Intrusion Detection and Video Surveillance to Convergint Technologies, LLC in an amount not to exceed $750,000. This is year 3 of the five-year agreement.
Why: The purpose of this agenda item is to renew the contract for RFP 22-475 and to request funds for monitoring, support services , and related infrastructure components. This will allow the district to maintain various security systems for all buildings throughout DeKalb County School District throughout the transition from the legacy to the new systems. Components of a physical security system include card access, intrusion detection, and digital video surveillance.
Details: RFP 22-475 is a five-year award with a required annual renewal by the Board of Education. The award of RFP 22-475 allows the district to work with one qualified and experienced vendor to improve physical security for all district facilities, ultimately impacting the safety of all students and staff. RFP 22-475 will most immediately be used to support existing physical security infrastructure components including access readers, security systems, and cameras. RFP 22-475 will also be used to complete SPLOST projects as it relates to new construction as well as provide ongoing monitoring, repair, and managed services.
District-Wide Physical Security Project
A vast majority of the district’s facilities have aged physical security equipment that needs to be replaced. The installation of recent state-of-the-art physical security components will also include critical and transforming integration of these technology components that allows for better end-user access, monitoring, and operations experiences. A comprehensive assessment is being conducted that will yield a district-wide plan for addressing the digital transformation of our aged physical security infrastructure. This plan along with a spending request will be presented to the Board of Education for approval at a later date.
The budgetary request for this agenda item is to ensure a smooth transition of physical security services between vendors.
RFP Evaluation Process
The solicitation for RFP 22-475 was written and submitted for approval in August 2021, published for two weeks in August and September 2021, and evaluated in November 2021. Nine proposals were received by the Division of Finance. Eight of these proposals were deemed responsive to the requirement of the solicitation and subsequently turned over to the Division of Information and Instructional Technology for evaluation. The responsive respondents were:
Honeywell Internet
Adapt to Solve
Convergint Technologies, LLC
Net Planner System, Inc.
SC Data Com
Integrated Security Technologies
Risk Response Team
ADT Commercial
The evaluation team consisted of a seven-member team across three divisions: Division of Information and Instructional Technology, Division of Operations and Public Safety. The process consisted of an initial review of all responsive RFP proposals (list in table above) followed by presentations provided by the top three RFP proposal as decided by the initial review.
Convergint Technologies surfaced as the most responsible and responsive vendor.
An Executive Summary documenting this process as well as all scoring has been included for your review. The selected vendor will be evaluated on a yearly basis to ensure that all expectations are met during the life of the partnership.
Financial impact: $750,000
Budget charge code: 100.2800.543200.00011.7600.9990.0308.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information Technology
Effective: Upon board Approval
Status: Approved by General Counsel
RFP 22-475: Physical Security Services – Access Control, Intrusion
Detection and Video Surveillance
Executive Summary
Purpose
The purpose of solicitation, RFP 22-475 was to procure a qualified company to provide physical
security services – access control, intrusion detection and video surveillance. DeKalb County
School District’s Division of Information and Instructional Technology (DIIT) is seeking to assess
and replace where necessary the Security Camera Infrastructure, Intrusion Detection Alarm
System, and Access Control System throughout DCSD. The proposed solution must integrate all
three (3) systems: security camera infrastructure, intrusion detection alarm system and access
control system.
Background and Process
The team was made up of seven staff members across three divisions. The representing staff are
as follows:
Division of Information and Instructional Technology (5) Public Safety (1)
Infrastructure and Operations Division of Operations (1)
Physical Security
Network Services
Project Management
Business Services
The solicitation was developed by the Division of Information and Instructional Technology with
guidance and input from the DCSD Division of Operations and Public Safety Department.
Requirements were based on various user feedback, district-wide support data, and initial site
assessments. Gartner reviewed final RFP requirements to ensure alignment with best practices
and industry standards as it pertains to physical security infrastructure. The RFP was then
published for two weeks in August and September 2021, evaluated in November 2021, and
scheduled to present to the Board of Education for approval in December 2021.
Evaluation
The evaluation process consisted of two parts, evaluation of the solicitation (85%) and the
presentation/interview (15%). After the solicitation was evaluated the top three contenders were
invited for a presentation/interview. The criteria used to evaluate the options were (in order of
importance):
Compliance with Technical Specifications (35%)
Ability to Execute (30%)
Cost - Table F: DCSD Consolidated Spreadsheet (20%)
Interview Presentation/Demonstration (15%)
1
See page 5 for a breakdown of each criterion mentioned above.
Part I: Evaluation Results before the Interview/Presentation Sessions
Based on a careful evaluation of how well each of the 8 possible choices could meet the 3 major
criteria considered, AdapToSolve, Convergint and Integrated Security Technologies were the top-
three choices. The eight (8) choices considered were (in order of highest to lowest scores):
AdapToSolve
Convergint
Integrated Security Technologies
Net Planner Systems
ADT Commercial LLC
scDataComm
Honeywell
Risk Response Team, Inc.
The question of "RFP 22-475: Physical Security Services" was evaluated by means of a decision
table.
Compliance with Technical Specifications (35)
Ability to Execute (30)
Cost - Table F: DCSD Consolidated Spreadsheet (20)
Interview Presentation/Demonstration (15)
Summary
AdapToSolve 35.00 25.00 245915 0.00 9.38
Convergint 35.00 30.00 6678275 0.00 9.07
Integrated Security Technologies 35.00 28.00 8723855 0.00 8.54
Net Planner Systems 33.00 27.00 8460862 0.00 8.23
ADT Commercial LLC 35.00 22.00 6063889 0.00 8.21
scDataComm 35.00 24.00 16826650 0.00 6.94
Honeywell 35.00 19.00 16826650 0.00 6.35
Risk Response Team, Inc 31.00 16.00 16826650 0.00 5.53
Decision Table 1 for RFP 22-475: Physical Security Services
Legend
Excellent
Good
Fair
Poor
Information Not ** DecideRight automatically places the cost of the company that has the lowest rating for a
Provided** particular criterion in the missing cell for companies that did not provide information.
2
Comparison Table among Choices
Comparison Explanation
AdapToSolve versus Convergint AdapToSolve was considered to be a better choice than
Convergint in 1 of the 4 criteria considered. However, the
margin between them was narrow enough that each of the
following criteria was considered to be critical in
determining which choice has the advantage:
Cost - Table F: DCSD Consolidated Spreadsheet (20%)
Convergint versus Integrated Convergint was considered to be a better choice than
Security Technologies Integrated Security Technologies in 2 of the 4 criteria
considered. Of these, the critical factor was:
Cost - Table F: DCSD Consolidated Spreadsheet (20%)
Integrated Security Technologies Integrated Security Technologies was considered to be a
versus Net Planner Systems better choice than Net Planner Systems in 2 of the 4
criteria considered. Of these, the critical factor was:
Compliance with Technical Specifications(35%)
Net Planner Systems versus ADT Net Planner Systems was considered to be a better
Commercial LLC choice than ADT Commercial LLC in 1 of the 4 criteria
considered. However, the margin between them was
narrow enough that each of the following criteria was
considered to be critical in determining which choice has
the advantage:
Ability to Execute (30%)
Comparisons among Choices (Visual)
Relative strengths of the various choices in each of the factors is illustrated in the
following graph:
AdapToSolve
Convergint
Integrated Security Technologies
Net Planner Systems
ADT Commercial LLC
Honeywell
scDataComm
Risk Response Team, Inc
Compliance with Technical Specifications (35)
Ability to Execute (30)
Cost - Table F: DCSD Consolidated Spreadsheet (20)
Interview Presentation/Demonstration (15)
Relative Strengths
Top Three Choices
Through the decision-making process, the three top options were identified and invited to the
presentation/Interview sessions schedule on November 12, 2021. They were:
3
AdapToSolve
Convergint
Integrated Security Technologies
Part II: Evaluation Results after the Interview/Presentation Sessions
Based on a careful evaluation of how well each of the 3 possible choices could meet the 4 major
criteria considered, Convergint appears to be the best choice.
The 3 choices considered were:
Convergint
AdapToSolve
Integrated Security Technologies
The criteria used to evaluate the three choices were (in order of importance):
Compliance with Technical Specifications (35%)
Ability to Execute (30%)
Cost - Table F: DCSD Consolidated Spreadsheet (20%)
Interview Presentation/Demonstration (15%)
The question of "RFP 22-475: Physical Security Services" was evaluated by means of a decision
table.
Compliance with Technical Specifications (35)
Ability to Execute (30)
Cost - Table F: DCSD Consolidated Spreadsheet (20)
Interview Presentation/Demonstration (15)
Summary
Convergint 35.00 30.00 6678275 15.00 9.21
AdapToSolve 35.00 25.00 245915 11.00 9.07
Integrated Security Technologies 35.00 28.00 8723855 9.00 8.16
Decision Table for RFP 22-475: Physical Security Services
Comparison Table among Choices
Comparison Explanation
Convergint versus AdapToSolve Convergint was considered to be a better choice than
AdapToSolve in 2 of the 4 criteria considered. However,
the margin between them was narrow enough that each of
the following criteria was considered to be critical in
determining which choice has the advantage:
Ability to Execute (30%)
Interview Presentation/Demonstration (15%)
AdapToSolve versus Integrated AdapToSolve was considered to be a better choice than
Security Technologies Integrated Security Technologies in 2 of the 4 criteria
considered. Of these, the critical factor was:
Cost - Table F: DCSD Consolidated Spreadsheet (20%)
4
Comparisons among Choices (Visual)
Relative strengths of the various choices in each of the factors is illustrated in the
following graph:
Convergint
AdapToSolve
Integrated Security Technologies
Compliance with Technical Specifications (35)
Ability to Execute (30)
Cost - Table F: DCSD Consolidated Spreadsheet (20)
Interview Presentation/Demonstration (15)
Relative Strengths
5
RFP 22-475: Physical Security Services - Access Control, Intrusion Detection and Video Surveillance
Integrated Security Risk Response Team,
Eval AdapToSolve ADT Commercial LLC Convergint Honeywell Technologies Net Planner Systems Inc scDataComm
Compliance with Technical Specifications 35
Ability to integrate with AD 7 7 7 7 7 7 5 7 7
Ability to integrate with other security systems
and devices across the district 7 7 7 7 7 7 7 7 7
Ability to support up to 25000 Cardholders 7 7 7 7 7 7 7 7 7
Ability to support 2500 readers across 142
buildings 7 7 7 7 7 7 7 7 7
Training: Technical staff and end-user 7 7 7 7 7 7 7 3 7
Subtotal: 35 35 35 35 35 35 33 31 35
Ability to Execute 30
Clear project plan (i.e., scope, timeline,
deliverables) 6 3 2 6 5 6 5 0 6
Credential of Personnel (Technical and Project
management) 7 7 3 7 0 7 7 2 7
3 References 6 6 6 6 6 6 6 6 6
Services provided to a company or K12
institution comparable in size to DCSD 6 4 6 6 4 4 4 6 2
Response and repair time (Meet the SLAs:
Response Time = 1 day and Resolution Time = 2
business days) 5 5 5 5 4 5 5 2 3
Subtotal: 30 25 22 30 19 28 27 16 24
Cost - Table F: DCSD Consolidated Spreadsheet
(20%)
20 $ 245,915.24 $ 6,063,889.37 $ 6,678,275.00 No $ 8,723,855.63 $ 8,460,862.53 $ 16,826,650.71 No
Subtotal: $ - $ - $ - $ - $ - $ - $ -
Interview Presentation/Demonstration 15
Past experiences and successes (i.e, customer
base, awards, skills of staff, etc.) 5 4 5 3
Metric of the effectiveness of their services or
product (i.e., dashboard(s), the way they deliver
their services - how they are quantified) 4 1 4 1
Addresses what we requested (i.e., DCSD's
requirements) 4 4 4 4
Clear plan and scope and methodology for
implementation 2 2 2 1
Subtotal: 15 11 0 15 0 9 0 0 0
TOTAL 80 71 57 80
6 54 72 60 47 59