IP Camera Maintenance and Install Services

The Vendor is required to provide to the purchase of IP camera maintenance and install services.
- Previously, camera systems were independently managed by individual agencies, with older systems lacking centralized oversight, maintenance, or cohesive management.
- The City has adopted Milestone as its Video Management System (VMS), leveraging virtual machines (VMs) for servers. And utilizing storage as a service.
- A robust maintenance program ensures all cameras are serviced annually and those that are 10 years or older are currently replaced as part of the yearly maintenance. 
- The system now comprises approximately 4,500 cameras, standardized on the Axis family of cameras and supporting products.
- The Technology Services (TS) video team drives innovation and system design, managing work documentation, hardware selection, camera placement, site surveys, licensing, storage solutions, and integration of new cameras into the VMS.
- Collaborative partnerships with vendors further enhance efficiency, including site mapping, project walkthroughs, advanced configurations, and major software updates.
- provide installation, design, Preventative Maintenance (PM) and related services for the existing CCTV equipment.
- These related services may include mapping, analytics, and video wall configuration. It is possible the vendor could be asked to provide service work on systems not currently integrated into the City’s standard milestone VMS. For these services not covered under the PM program, invoicing will be on a time and materials basis.
- Perform the following tasks on a semiannual basis for exterior cameras and on an annual basis for interior cameras.
• Clean Dome/interior and exterior
• Clean housing and mounting hardware
• Clean Lens
• Spray out with air dust and debris
• Make sure set screws are tight
• Check for any loose wires
• Check for wear and make notes
• Check seals
• Adjust/Aim Camera
• Special Instructions from City
• Check fans for proper operation
• Update all cameras with the latest firmware version
• Ensure camera is using the correct and latest driver in the Milestone management client
• Based on the PM schedule to be established by the City and awarded vendor, prior to PM services, the TS video team will determine and communicate to vendor if specific adjustments or repairs need to be made. 
• These adjustments or repairs will be done at the time of the PM and need to be approved by the TS Video Team. 
• During the PM Service, vendor may note that a camera requires repair, adjustment, etc. 
• Vendor shall contact the TS Video Team via email with details of the issue. 
• The TS Video Team will direct vendor to the appropriate solution. Contact information will be provided to the awarded vendor. 
• The awarded vendor will also provide the installation of new video equipment on video projects. Some projects involve a hybrid solution where video encoders are used to convert the existing analog cameras into IP or where the system in entirely IP. 
• Audio recording is used extensively throughout the City. 
• Responsible for installation, preventative maintenance, custom programming, and repair of audio equipment.
• Service calls may be scheduled during normal business hours between 7:30 am - 5:00 pm, Monday - Friday, or potentially after hours / weekends.
• Service calls will be broken into 3 priority levels, the priority of the call will be determined by the reporting agency and TS.
1. Priority 1 - 90-minute onsite responses time.
2. Priority 2 - 4-hour onsite responses time.
3. Priority 3 - 8-hour onsite responses time. - Installation:
• Cabling and termination will be provided by the City
• Network Resources will be provided by the City
• Storage will be provided by the City
• Server resources to be provided by the City
• City will provide desired mounting locations, drawing the field of view expectations
• Prior to any new camera project, the vendor install team will walk the site with the video team
• For projects to be completed, there must be sign off by the TS video team.
• For new projects, add-ons and changes, vendor may, at the discretion of the City, be included in:
1. Site surveys
2. Camera layout
3. Product selection
4. Unique design solutions.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 15, 2025