Implementation of a New Public Address (PA) System and Refurbishment of the Existing CCTV System

Due to the complexity of the project, an extension for the submission has been granted. The new deadline for the submission of the proposed detailed solutions and financial offers is the 12th of May 2025.

1. Purpose

The purpose of this Request for Information (RFI/RFP) is to gather detailed information from potential vendors regarding solutions for unifying our existing CCTV system, implementing a new Public Address (PA) system, and integrating an Access Control System. This unified system should enhance operational efficiency, improve security, and provide centralized management across all three systems. We are seeking proposals from qualified vendors who can provide system integration, hardware, software, and support services.

2. Background

Our organization currently operates the following systems:

• CCTV System: A legacy CCTV system deployed across multiple sites.
• Public Address System: Currently, an independent system not integrated with any other security infrastructure.
• Access Control System: A separate access control solution that does not communicate with the CCTV or PA system.

We aim to implement a unified system that will allow seamless management and integration between these subsystems, improving both the user experience and overall system efficiency.

3. Objectives

The goal is to unify the following systems into a single, integrated security solution:

• CCTV System: Integrating existing cameras with potential upgrades to allow monitoring, recording, and analytics in real-time through a unified interface.
• Public Address System: A new, scalable, and integrated PA system that can communicate with both the CCTV and access control systems.
• Access Control System: To integrate with CCTV and PA for enhanced security response capabilities (e.g., automatic lockdown or communication triggers based on access events).

4. Scope of Work

The vendor will provide the following:

• System Integration: Propose a solution to unify the three systems (CCTV, PA, and Access Control) into a single platform or system.
• Hardware and Software: Recommend and provide the necessary hardware and software components to achieve the integration, including cameras, controllers, PA equipment, access readers, and server infrastructure.
• Implementation Plan: Provide an implementation strategy for unifying the systems, including timelines, milestones, and resource requirements.
• User Interface: Design or recommend a centralized user interface that integrates CCTV monitoring, PA system control, and access management, with access to event logs and analytics.
• Data Analytics: Provide options for video and access control data analytics that can support real-time security management.
• Maintenance and Support: Offer post-implementation support, including maintenance, software updates, and troubleshooting.

5. Vendor Requirements

The ideal vendor will demonstrate:

• Experience in integrating security systems, especially CCTV, access control, and public address systems.
• Proven track record of deploying unified security solutions in environments similar to ours.
• Knowledge of relevant industry standards, regulations, and best practices.
• Capability to provide technical support and training for staff post-implementation.
• Ability to scale the system to accommodate future needs (e.g., additional locations, increased user load).

6. Submission Requirements

Vendors must submit the following information by May 12th, 2025, the updated RFI/RFP submission deadline:

1. Company Profile: A brief overview of the company, including relevant experience, history, and expertise in system integration.
2. Proposed Solution: Detailed description of the proposed solution, including hardware, software, and integration approach.
3. System Architecture: Diagrams or models showing how the three systems will be integrated.
4. Project Plan: A high-level project plan outlining key phases, milestones, timelines, and estimated resources required.
5. References: Case studies or references from similar projects.
6. Pricing: An indicative cost breakdown (if available) for the integration solution, including hardware, software, licensing, and support services.
7. Support Services: Details on the support and maintenance services provided post-implementation.

6.1 Financial Proposal Options

Vendors must also submit a mandatory financial proposal covering all key aspects of the project, including:

Procurement
Installation
Commissioning
Training

The financial proposal shall be submitted under two distinct options:

One-time Capital Expenditure (CAPEX):
A comprehensive offer covering all project components as a once-off capital investment.

Leasing Agreement:
A structured financial offer under a leasing model.
The terms and conditions of the leasing agreement must be clearly defined and should include:

Coverage of both Infrastructure and Equipment components.
A full breakdown of all associated costs.
Duration, renewal, and termination terms.
Ownership or return conditions at the end of the lease period.

7. Evaluation Criteria

The information provided will be evaluated based on the following criteria:

• System Integration Capability: How well the vendor's solution integrates CCTV, PA, and access control systems.
• Experience and Expertise: The vendor’s history with similar projects and their technical expertise.
• Cost-Effectiveness: The total cost and value offered about the proposed solution.
• Scalability: Ability to scale the solution for future growth and expansion.
• Support and Maintenance: Quality and availability of post-deployment support.

Note:
During the RFI/RFP process, candidates may submit supporting material describing the comparative advantages of products and services about the competing ones.

In this case, the unique value proposition should be backed by evidence.

8. Submission Instructions

Please submit your responses to this RFI/RFP via email to:

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Attention: George Kyriafinis
Phone: +302310398416
Mailing Address: Αnatolia College
60 John Kennedy Avenue | P.O. Box 21021
555 35 Pylea

Ensure all submissions are received by the specified deadline.

9. Questions

If you have any questions or require further clarification, please contact George Kyriafinis at +302310398416.
Thank you for your interest in this project. We look forward to reviewing your proposals.