EDUCATED

1. Introduction

Franklin Community Schools (“the District”) is soliciting proposals from qualified vendors for the purchase, installation, and support of school bus camera systems across the District’s fleet. Systems must meet the technical, operational, and warranty requirements defined in this RFP.

Each Vendor should deliver/mail a physical copy of the final proposal to the address indicated below and also e-mail a copy of the final proposal to the Corporation at erate@franklinschools.org before or on Monday, March 13, 2026, at 1:30 pm.

2. RFP Contact & Submission Instructions

RFP Contact:

Douglas Kirby

Franklin Community Schools

998 Grizzly Cub Drive

Franklin, Indiana 46131

Proposal Submission Email:
erate@franklinschools.org

Submission Format:
Proposals must be submitted electronically in PDF format and include all required documentation, pricing, and attachments.

3. Fleet Summary

The District currently operates the following vehicles requiring camera systems:

• 60 Primary Buses
• 8 Mini Buses
• 6 Activity Buses
• 2 Mini Vans

Total: 76 vehicles

4. Scope of Work

Vendors shall provide:

1. Complete mobile video recording system meeting or exceeding the requirements in Section 5.
   All cameras, recorders, wiring, mounting, power, GPS, cellular capabilities (if applicable), and accessories.
2. The proposed system must be interoperable with the District’s existing Zeus DVR environment, or the vendor must clearly identify and price any required upgrades, replacements, or migration steps necessary to achieve functional equivalency without disruption to current operations.
3. Wireless video offload solution.
4. Software for video retrieval, playback, reporting, and system health monitoring.
5. Full installation services (not subcontracted).
6. Training for district personnel.
7. Warranty and support services as defined in Section 10.
8. Optional on-site service plan options.
9. No proposal can be submitted that includes equipment or components for equipment from companies deemed to provide a national security risk as defined by FCC order 19-121 and 47 CFR 54.9.
10. Franklin Community School Corporation is tax-exempt, and your proposal shall not include any sales tax.

The District may award contracts to one or multiple vendors.

5. Technical Requirements (Minimum Specifications)

The District requires vendors to meet or exceed the following specifications.

5.1 Minimum DVR Requirements

• 16-channel DVR supporting 8 Analog HD (1080p) and 8 IP cameras
• Latching connectors for analog cameras (video, audio, power, ground)
• Dual Gigabit Ethernet with PoE for 8 IP cameras + 5GHz Wi-Fi AP
• Simultaneous recording of all 16 channels
• Minimum sustained recording bitrate: 80 Mbps
• Separate audio channel per camera
• Preferred no HDD recording while the vehicle is moving
• Preferred dual-stage solid-state storage
• Primary: ≥2TB
• Secondary: ≥512GB
• Removable module with lifetime warranty
• With built-in heater, USB 2.0/3.0 PC connectivity
• Preferred video accessible only via proprietary authenticated software
• Panic/event marker + external indicator
• Alarm triggers: panic button, stop arm, brakes, door, etc. (up to 9 inputs)
• GPS, sensor status, speed, g-force data embedded in video
• Preferred weight < 4 lbs
• Preferred no active controls on the front panel
• Web UI for setup, download, and firmware updates
• 4G/LTE SIM, Wi-Fi, GPS built-in
• Remote configuration over LAN/Wi-Fi/Cellular
• Automatic Wi-Fi video downloading
• Preferred built-in stop arm violation auto-detection

5.2 Camera Requirements

• Interior cameras must include a microphone
• Windshield-mounted camera with built-in microphone
• Ceiling camera:
• 170°–180° horizontal FOV
• 90°–105° vertical FOV
• <0.75" protrusion
• Optional exterior cameras for license plate capture

5.3 Wireless Operation Requirements

Vendor must supply a cloud-based solution providing:

• Automated wireless offload via Wi-Fi and/or cellular
• Automatic system health monitoring
• Real-time anomaly reporting
• Remote troubleshooting of hardware and wireless networks
• Automatic delivery of event clips
• Daily performance and error reporting

5.4 Power Supply Requirements

• Leakage draw <1 mA after 6 hours
• Overvoltage protection (120V for 20 seconds)
• Operate during voltage drop to <5V for up to 30 sec
• Programmable off delay (0–6 hours)
• Automatic ignition control
• Low-power mode for scheduled archiving

5.5 Physical / Environmental

• DVR maximum size: 6.5" W × 9" D × 2.1" H
• Operating range: –40°C to +65°C
• No cooling fans
• All-metal, vandal-resistant chassis
• Hard-mount with no additional shock protection
• Locking connectors

5.6 Inputs / Outputs

• Front-access connector for configuration
• Minimum 8 sensor inputs
• Event marker button with system status LED
• Indicators for video loss, recording failure, and system fault

5.7 Video Playback Software

• Playback from: storage module, SD card, USB, archived video, remote DVR
• Remote video playback from the office
• Stop Arm Violation Report generator
• ZPR (zoom/pan/rotate)
• Export all cameras as one file
• Blur/redaction tools
• Snapshot tool
• Quick-save synchronized video + GPS file
• Map-based event search
• Multi-tiered user access
• Proprietary tamper-resistant export format
• Password-protected clip saving

5.8 Wireless Data System & Video Server

• Cloud-based video & data transfer
• Transfer 300MB in <2 minutes in a lot
• ≥16GB server memory
• ≥2.8TB storage
• Multi-user access (local and remote)
• Automated notifications for:
• Video arrived
• Device offline
• Camera failure
• DVR not recording
• Historical route analysis tools
• Speeding, idling, stop sign compliance reporting
• Stop-arm event review
• Passenger on/off review capability
• Driving behavior analytics
• Multi-lot support
  

6. Installation Requirements

• Installation and service must be performed by vendor-employed personnel to ensure consistent quality, accountability, and system security.
• Vendor must remove old camera systems if required.
• Vendor must provide all cables, hardware, and vehicle-specific mounting solutions.
• Installation shall be coordinated with the District and substantially completed by 10/31/2026, subject to vehicle availability.
  

7. Training Requirements

Vendors must provide training for:

• System operation
• Video retrieval
• Evidence export and chain-of-custody process
• Health monitoring & reporting tools
• Web portal/navigation

Training must be included at no cost.

8. Maintenance & Support Requirements

• 24/7/365 in-house technical support
• Firmware updates
• System health monitoring
• Remote troubleshooting
• Replacement components as required
  

9. Warranty Requirements

• All equipment: minimum 5-year warranty
• Removable storage modules shall include a manufacturer-backed extended warranty or replacement program.
• Extended warranties must be available
• Warranty must include parts and labor
  

10. Optional Annual On-Site Service Plan

Vendors must offer optional on-site support plans (no subcontractors) covering:

• Diagnostic services
• Camera/DVR replacements
• Wiring repairs
• Wi-Fi/cellular troubleshooting
• Preventative maintenance visits
  

11. Proposal Requirements

All proposals must include:

1. Company background & experience
2. Detailed product descriptions
3. Technical compliance matrix (mandatory)
4. Itemized pricing for:
• Hardware
• Software
• Installation
• Wi-Fi/cellular system
• Annual support plans
• Optional accessories
5. Implementation schedule
6. Warranty documentation
7. References from at least three school districts
8. Compliance with relevant industry standards and certifications.
9. Proof of insurance and bonding
   

12. Evaluation Criteria

Proposals will be evaluated on the following factors:

• Cost of the project - Possible 40 points
• Technical compliance with RFP requirements - Possible 20 points
• Consistency with our current environment - Possible 10 points
• Service, warranty, and training - Possible 10 points
• Financial Responsibility - Possible 10 Points
• Vendor experience and references - Possible 10 Points

The District reserves the right to award to one or more vendors, or reject all proposals.

13. General Conditions

• Franklin Community Schools is not obligated to accept the lowest bid.
• The District may request demonstrations or pilot installations.
• All equipment must be new; refurbished equipment is not acceptable.
• Vendor must comply with all applicable laws and standards.
• The District reserves the right to negotiate pricing or terms.

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