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
DEKALB COUNTY SCHOOL DISTRICT
VENDOR / CONTRACTOR PERFORMANCE EVALUATION
Instructions: This form must be completed for all contract renewals, be factual and do not include unsubstantiated opinions.
Contractor Name: Contract Title and Number: RFP 22-475 Physical Security
Contract Term: Contract Period: From: 12/3/2022 To: 12/2/2023
Contract Value: $750,000.00 Department:
Information Technology
DEFINITIONS OF PERFORMANCE RATINGS
SATISFACTORY UNSATISFACTORY N/A INSUFFICIENT
INFORMATION TO
Meets contractual requirements. Does not meet RATE
The actions taken by the contractor contractual requirements,
appear or were satisfactory. and recovery is not likely
in a timely manner. The
. contractor’s corrective
actions appear or were
ineffective.
PERFORMANCE RATING COMMENTS (Attach additional sheets if necessary)
Convergint provides all of the listed Services within the
RFP.
Satisfactory
Work performed in compliance with contract Unsatisfactory
terms N/A
Insufficient info. to rate
Satisfactory
Materials, supplies and equipment provided as Unsatisfactory
required? N/A
Insufficient info. to rate
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Satisfactory
Staff availability Unsatisfactory
N/A
Insufficient info. to rate
Satisfactory
Timeliness of work Unsatisfactory
N/A
Insufficient info. to rate
Satisfactory
Staff professionalism Unsatisfactory
N/A
Insufficient info. to rate
Satisfactory
Unsatisfactory
Customer service N/A
Insufficient info. to rate
Excellent.
Satisfactory
Quality of work Unsatisfactory
N/A
Insufficient info. to rate
Convergint keeps DCSD staff informed of
security/camera status so that DCSD can communicate to
Satisfactory
its stakeholders.
Communication and Accessibility Unsatisfactory
N/A
Insufficient info. to rate
Satisfactory
Unsatisfactory
Prompt and effective correction of situations
and conditions N/A
Insufficient info. to rate
Documentation records, receipts, invoices and
computer-generated reports received in a Satisfactory
timely manner and in compliance with Unsatisfactory
contract specifications N/A
Insufficient info. to rate
Absolutely.
x Yes No
Would you recommend using this firm again?
(Explain)
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OVERALL ASSESSMENT Unsatisfactory Satisfactory
Comments:
Convergint works to resolve issues and ensure the safety and security for DCSD staff, students and stakeholders.
Name of Evaluator: Gwen Brame Gwen Brame
(Print) (Signature)
Title: Manager III, Business Operations Date: 11/8/2023
FISCAL INFORMATION:
Original Contract Value $ ________0_________________
Dollar amount of increase (decrease) $ _________________________
Percent of increase (decrease)__ _______ %
Reason for increase (decrease) _____________________________________________________________________________
Project Scope (FY 2022 – 2023) Timeline
CIO Review
11/8/2023
Monika Davis
Signature Date
Chief Information Officer
Title
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