Agenda Item
a. RFP 22-475 Physical Security Services ~ Access Control, Intrusion Detection and Video Surveillance ~ Convergint Technologies, LLC. (Not to exceed $500,000) ~ Updated 11.11.2024
Summary: Presented by: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional 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 $500,000.
This is year 4 of a 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 supports repairing legacy and installing new physical security infrastructure components (including access readers, security systems, cameras). RFP 22-475 also provides ongoing monitoring, repair, and managed services related to physical security.
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.
During the past 3 years Convergint has assisted DCSD staff with over 902 Break Fix Tickets in support of our aging infrastructure. As DIIT continues to transition to a new access control system and make improvements to our video surveillance system, the support of the vendor is critical to ensuring a safe and secure learning environment.
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: $500,000.00
General Funds
100.1000.553000.00011.7600.9990.0308.070.0000
Contact: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: December 2024
Status: Approved by Legal Affairs
Chronology Convergint maintenance renewal
The DeKalb County School District (DCSD) is committed to providing a safe and secure learning
environment for all students and staff. On December 13, 2021, the Division of Information and
Instructional Technology (DIIT) presented RFP #22-475 for Physical Security Services to the DCSD
Board of Education. This project was initiated to address the technical challenges associated
with the aging and obsolete security infrastructure.
During the 2022 school year, the DeKalb County Schools physical security team lost several
talented members. However, Convergint was able to carry out the necessary work during the
2023-2024 school year.
Convergint has been assisting staff with the following issues:
• Video surveillance camera issues (building, front door)
• Alarm panel issues (connectivity, cabling, replacement)
• Card access issues (door swipes, Aiphone, software)
• Video server implementation and troubleshooting
In 2024, additional full-time employees (FTEs) were hired to fill vacant positions that had been
lost. The new team members continue to receive training on various security hardware and
troubleshooting physical security issues to resolve repair tickets. Additionally, they maintain the
existing Continental Access 4K software and the new Lenel software currently being
implemented. Physical security repair requests are escalated to Convergint based on volume
and the expertise required based on the particular issue.
For the 2024-2025 school year, DCSD will need to continue utilizing Convergint's services as the
team manages the aging security infrastructure and supports the migration to the new security
system. Below is a summary of the break-fix assistance the vendor has provided over the past
three years to maintain the existing physical security infrastructure. Continued support is being
requested as the district upgrades its overall security footprint
Year BOE Approval Amount Spent
2021 – 2022 $400,000 $204,482.50
2022 - 2023 $400,000 $598,366.28
2023 - 2024 $750,000 $500,648.85
2024 - 2025 $500,000(requested)
The past three-year average spend with each vendor is as follows:
Vendor Spend Amount
Convergint $434,499.21