REQUESTS FOR PROPOSALS

1.0 Introduction
Hope Community Church hereby invites qualified vendors to submit one or more sealed proposal(s) for the projects, goods, and services outlined below. Vendors may submit estimates or quotes for additional project(s) listed under section 4.0.

2.0 Project Specifications Introduction
This project is funded under the Federal Emergency Management Agency (FEMA) NonProfit Security Grant Program (NSGP) and is designed to provide target hardening improvements to the Church and campus in order to increase security and reduce the likelihood of terrorist attack. Included within this RFP are specific projects funded by the grant. [Vendors may elect to respond to one or more project areas at their own discretion.]
The following project areas require a sealed bid proposal (see Section 3.0):

1. CCTV or Surveillance Cameras

2. Access Control

3.0 Scope
3.1 CCTV or Surveillance Cameras
Installation of up to thirty-five (35) 4MB (or higher) cameras designed to provide improved surveillance including interior and exterior of the Church building. Camera proposals may include single, dual, multi-head and/or 360-degree units at vendor discretion. All cameras are expected to include night vision, any licensing or software, installation, and testing. Camera placements may include the following locations, subject to feasibility (access to power, etc.) and vendor or expert recommendations.

Exterior camera(s) located at main Church entrance doors, all exterior doors, entry points, and overview, Outdoor Chapel, Shelter House, Amphitheater, and parking areas. Interior locations include replacing existing interior cameras and addition of common area cameras.
 
Video storage or retention for up to 30 days is expected, local storage systems are preferred to cloud-based models with ongoing service fees or monthly charges. Zoom, remote or mobile access and other optional features may be included at vendor discretion.

Deliverables
Vendor will provide a detailed written proposal including pricing plan for up to thirty-five (35) camera units as outlined. Camera specifications and brand must be identified. Preference will be given to equipment manufactured in the United States. Vendors are advised to consult Federal Procurement guidelines to review prohibited brands and suppliers (such as HIKvision).
A schedule including all equipment, licensing and software expenses, any required server or network considerations and installation fees. The awarded vendor shall be responsible for all equipment and software installation and staff training.

3.2 Access Control
This project is designed to mitigate access control issues through the following: a) installation of electronic controlled access measures (such as FOB or keypad locking mechanism), b) any required upgrades to physical doors or door frames c) new or upgraded door equipment or hardware, d) key systems, re-keying, lock upgrades or a combination thereof, for up to ten (10) interior and exterior doors.
Vendors may propose solutions including electronic access control, updates to doors, locks and key systems. The preferred solution will allow controlled, verifiable access thereby increasing security and reducing the likelihood of unauthorized entry. Proposals may also include options for timed entry, or permission-based access including both roles and/or calendar windows, mobile or remote access, remote locking/opening, emergency lockdown features.

3.3 Alert/Alarm/Public Address System
In order to improve campus security and safety, Hope Community Church seeks estimates and bids for communication systems offering: a) alert/alarm and/or the ability to communicate and broadcast information between buildings, b) contact or direct communication with police, fire, and/or EMS agencies during an emergency situation (may include panic buttons and/or other alert/call devices), c) ability to communicate between campus buildings (updates to PA system), d) updates to phone system, e) hand-held walkie-talkie units (estimated 20).
Vendors may propose one or more solutions including: updates and/or replacement PA System, alarm systems, phone systems, walkie-talkie or hand-held communication devices, panic buttons, alarms, or similar alert systems.
Packages or solutions may optionally include: a) sound an audible or silent alert, b) ability to contact police, fire, EMS, and/or c) ability to send email, d) text alerts in response to various scenarios. Minimum system requirement(s) include the ability to contact police or law enforcement during an active shooter event. Panic buttons are preferred, but not required.
Email and text notifications are optional inclusions. Customized email and text-based alerts (i.e., related to the specific notice “inclement weather,” “tornado,” “cancellation,” are also welcome, but not required).

Pricing
The Vendor is to provide the following details:

1. A comprehensive proposal to include all equipment, travel and/or any licensing costs associated with this project.
2. Identify any exclusions or ongoing costs of ownership.
3. Approximate lead time, shipping time and availability of component parts or materials.
4. All quotes/estimates/proposals are expected to be valid at least 60 days after RFP submission deadline.

Selection Criteria and Interview Process
Vendor selection is based on the information provided in this RFP. Following review of bid document(s) vendors may be contacted for individual follow-up questions or discussion. Vendor proposals are expected to remain valid for sixty days (60) following the RFP submission deadline.
A decision will be made no later than April 25, 2025. Hope Community Church will then engage the top-ranked Vendor in contract negotiations by April 30, 2025.

Directions for Submission of RFP
Interested individuals, firms, and organizations are to submit one copy of their proposal to the following address:
    ATTN: Elizabeth Fleske
    Hope Community Church
    1831 E 21st St
    Andover, KS 67002
    email: elizabeth@hopecc.net
All sealed proposals must show the following information:

1. Vendor name, address, phone, and email contact information.
2. Name and resume of Primary Contact Person/Project Manager.
3. No less than three references including contact information and a brief description of the services provided.
4. Only sealed hard-copy proposals are acceptable for items listed in Section 3.0. These can either be hand delivered or submitted via USPS, UPS, FedEx, or other delivery service.
5. CAUTION: Be sure to allow time for your proposal to arrive, since UPS, FedEx, and USPS delivery times can be erratic and unpredictable. “Next Day Delivery” does not guarantee delivery by the deadline and all proposals received after the stated deadline will be rejected and returned unopened.

Budget and Contract
Hope Community Church will enter into a contract with the selected firm(s) related to each project area. The Vendor is hereby informed that the contract document must be approved by the Kansas Highway Patrol prior to its final execution.
All persons awarded and/or entering into contracts with Hope Community Church shall be subject to and required to comply with all applicable state and federal provisions pertaining to non-discrimination, Equal Employment Opportunity, and Affirmative Action.