KIRKWOOD PUBLIC LIBRARY REQUEST FOR PROPOSAL SECURITY SYSTEMS AND MONITORING SERVICE Proposal Due Date : Wednesday, January 10, 2018 5 PM
I. PURPOSE The Kirkwood Public Library ( KPL ) invites Request for Proposals for Security Systems and Monitoring Services from qualified firms to provide equipment and monitoring services. All information in this and the included documents are to be considered confidential, not to be shared with other affiliate or partner organizations or publicly disclosed. If your organization does not agree to these terms, please return these documents promptly and securely. This Request for Proposal contains background information on KPL and specific information that must be included in the proposals submitted. KPL reserves the right to reject any proposals with or without cause and to accept any proposals it considers favorable. KPL is not liable for any costs incurred by respondents. II. BACKGROUND INFORMATION The Kirkwood Public Library was incorporated on December 11, 1926 under the provisions of the State of Missouri and is operated under a board of trustees and librarian form of management. The City of Kirkwood is responsible for appointing the governing members of the KPL s Board of Trustees and approves the tax rate for KPL, however, the City has determined that KPL is not a component unit of the City. II.A Monitoring Network / Service The Library s security system is currently monitored by Butler Durrell. They monitor the motion sensors throughout the building, the rear (staff) entrance and the main entrance, and the fire alarms. Any alarms tripped are seen by Butler Durrell who either contacts those members of the library on their list (in the event of motion detection) or the fire department (in case of fire). The Library also has a keycard swipe which is used to gain access to the rear (staff) entrance. All staff members have a keycard, coded with a unique ID, which allows them access to the building and records when their card is used. II.B Security Camera Network KPL currently has nine (9) security cameras through the building - 2 at the main entrance, 1 at the staff entrance, 3 outside the restrooms, 1 in the Children s area, 1 overlooking the AV section and 1 outside the lower level emergency exit. The cameras are stationary and they do not pan, zoom or have motion sensor activation. These cameras are connected to a Zmodo 16Ch H.264 Embedded DVR. This system is somewhat accessible across the library network for manager access. The DVR records camera footage non-stop. It is not tied to the motion sensor alarms in the building. The DVR records about three (3) weeks worth of footage before overwriting old footage. The system has a very basic and difficult to navigate user interface which offers the ability to search for footage from specific dates and times and back up to a flash drive. Backed up files are exported in a.264 file
type that requires additional conversion to view. The DVR does not sync to any timekeeping server and often has the wrong timestamp on footage unless manually configured. Service for the security camera network is performed by a third party vendor that is separate from that which monitors our security system. Neither has any access to the camera network. II.C Maintenance Maintenance of the hardware associated with the above mentioned items are performed by Tech Electronics. When issues arise with any equipment, staff place a service request. There is no routine maintenance with any of these systems. III. SCOPE OF WORK For this project, we seek to update the technology used within the building for security purposes to current standards, as well as increase the quantity and quality of security features*. Below are the desired specification for a proposed system. We gladly accept suggestions beyond those listed, as long as the fit within the scope of our project. If anything listed is not available, please explain why and propose an alternative where applicable. *It is important to note, that while the library is interested in elevating our security needs, we value privacy highly and utilize these systems only when necessary. A special emphasis on any proposal should be on non-invasive measures. III.A Monitoring Network / Service The following is desirable in a security monitoring network / service: Monitor the system for motion sensor alarms and notify appropriate parties. Should be able to determine whether motion detection is a false alarm or legitimate intrusion and make notifications accordingly. Monitor for fire and alert fire department as necessary Monitor entrances (and emergency exits?) Proposals should suggest a new or improved method of keyless entry into the rear (staff) entrance. Proposals should suggest an option for staff panic buttons. Options for on-person and / or mounted panic buttons are acceptable. Various features preferable. III.B Security Camera Network We desire a security camera network which greatly increases the coverage of the building. Suggested specifications are as follows. A central security DVR system, should include High capacity file storage. Should be able to store footage for up to 3 months. Ease of use by library staff is a necessity, in the form of a GUI, with special emphasis on file searching and retrieval. File backups should be easily obtained.
Automatic file backup to an external drive or server if preferable. Synced timestamping is necessary and must accommodate for daylight-savings. Internal network (LAN) accessibility with easy to use client. External network accessibility is optional. Security cameras Cover a wide angle to maximize coverage High Resolution Zoom and focus functionality Rotating (either automatic or manually triggered) is optional. Security Camera Placement Cameras should replace those already in the building. One (1) camera should be placed just above the circulation desk, at a wide angle in order to sufficiently capture the entrance. A hidden option will be most preferable. Additional camera placements to maximize coverage must be suggested in this proposal. A walkthrough tour of the building will be held on DATE TBD for the purposes of planning. Proposal guidelines below for contact information. III.C Installation / Configuration / Maintenance Installation and configuration for all systems will be performed by company. Library staff will determine which, if any, aspects of configuration they can perform in place of selected company. A timeframe for installation must also be provided. In order the reduce the number of parties associated with these security systems, we require that the company who monitors our security also maintains the hardware. This company should also perform routine quality and functionality testing/maintenance to ensure the systems stay in good, working order. III.D Training Training for the new services / equipment should encompass Manuals / Information on all the systems / services / hardware provided to the library Onsite training of key library staff, up to 4 times. Onsite training of library staff upon request. IV. PROPOSAL GUIDELINES Proposal Content and Guidelines - Any information of guidelines about how and offerer should lay out their proposal, including specific questions we want answered. Proposals should arranged as follows: A cover page, which includes
The company name (and logo if applicable) and address. The primary contact for the proposal, followed by any secondary contacts. Name, Phone, email and fax (if applicable) A brief overview of your company, no more than one (1) page. A summarization of the proposal, including: How your company monitors our systems and alerts the appropriate parties. How your company feels it is best equipped for the proposed service. A detailed layout, including specifications, which should follow that depicted in Section III, Scope of Work, following each category and bullet point in order. Alternatives should be listed last on each item, or last on the section if all encompassing. Alternative Proposals should be displayed as a secondary layout. Use headings and sub-heading to differential sections and items. Submissions should be in the form of a Microsoft Word or Adobe PDF format, unless delivered as a print version. A walkthrough tour for security camera placement will be held on Thursday, December 14, 2017 11 AM at: Kirkwood Public Library, 140 E. Jefferson Ave, Kirkwood, MO 63122 Contact: Nick O Neal, Director of Technology & Online Services Email: noneal@kirkwoodpubliclibrary.org Phone: (314) 821-5770 x. 1027 V. SUBMISSION GUIDELINES Submissions should be sent to Nick O Neal, Director of Technology & Online Services. By Email: noneal@kirkwoodpubliclibrary.org, or By Mail: 140 E. Jefferson Ave. Kirkwood, MO 63122 (must be postmarked by proposal deadline) VI. TIMELINE Request for Proposals Wednesday, November 15, 2017 Walkthrough of Building for Security Camera Placement Thursday, December 14, 2017 11 AM Proposal Deadline Wednesday, January 10, 2018 5 PM Evaluation Period January 11 - March 20, 2018 Decision Date March 21, 2018