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Volume 44 - Issue 24 - June 12, 2025

(Published in the Kansas Register June 12, 2025.)

First Presbyterian Church of Topeka

Request for Proposals

Introduction

First Presbyterian Church invites and welcomes proposals for their Video Surveillance System project. Please take the time to carefully read and become familiar with the proposal requirements. All proposals submitted for consideration must be received by the time specified under “Deadline to Submit Proposal.”

Bidders should note that any and all work intended to be subcontracted as part of the bid submittal must be accompanied by background materials and references for proposed subcontractor(s).

Project and Location

The project associated with this Request for Proposals is located at 817 SW Harrison St., Topeka, KS 66612. Interested bidders may make arrangements to visit the site where project work is to be completed.

Project Manager Contact Information

For questions or information regarding project management, contact:

Patrick Yancey
Associate Pastor
785-233-9601
pyancey@fpctopeka,org

The question submission deadline is July 1, 2025.

Project Objective

The objective and ultimate goal for this project is:

  1. Installation of outdoor cameras sufficient to provide continuous monitoring of the building surroundings.
  2. Replace and install intercom camera, with access control system.

Project Scope and Specifications

The project scope and specification are:

  • Sufficient number of cameras to provide continuous coverage and monitoring of the entire exterior campus. This will include installation and all necessary electrical work.
  • Server to support the above system, including storage for video retention.
  • If rack mounted, existing church data rack may be utilized. Otherwise, please provide additional rack space.
  • Video retention for a minimum of 10 days.
  • Capability for remote monitoring and real-time notification.
  • Existing network switches can be utilized, if sufficient, otherwise please include cost of new switch in the proposal.
  • One video unit with access control system, to provide for door entry at the south entrance, including all needed badges, fobs, etc. System must be configurable to our needs, so that a staff administrator can establish and change multiple and varied times and permissions for entry.
  • System user training.
  • Printed or printable user and administrator documentation.
  • 5-year warranty
  • Bid price to include all labor, licensing, insurance, and subcontractor costs.
  • Please provide a separate bid for an additional video unit with access control system, to provide for door entry at the north entrance, including all needed badges, fobs, etc. System must be configurable to our needs, so that a staff administrator can establish and change multiple and varied times and permissions for entry.

Scheduled Timeline

The following timeline has been established to ensure that our project objective is achieved; however, the following project timeline shall be subject to change when deemed necessary by management:

  • Project Start: August 1, 2025
  • Project Completion: April 30, 2026

Project Proposal Expectations

First Presbyterian Church shall award the contract to the proposal that best accommodates the various project requirements. First Presbyterian Church reserves the right to: (i) award any contract prior to the proposal deadline or prior to the receipt of all proposals, (ii) award the contract to more than one Bidder, and (iii) refuse any proposal or contract.

Deadline to Submit Proposal

All proposals must be received by First Presbyterian Church no later than July 15, 2025, for consideration in the project proposal selection process.

Proposal Selection Criteria

Only those proposals received by the stated deadline will be considered. All proposals submitted by the deadline will be reviewed and evaluated based upon information provided in the submitted proposal. In addition, consideration will be given to cost and performance projections. Furthermore, the following criteria will be given considerable weight in the proposal selection process:

  1. Proposals received by the stipulated deadline must be in the correct format.
  2. Bidder’s alleged performance effectiveness of their proposal’s solution.
  3. Bidder’s performance history and alleged ability to timely deliver proposed services.
  4. Bidder’s ability to provide and deliver qualified personnel having the knowledge and skills required to effectively and efficiently execute proposed services.
  5. Overall cost effectiveness of the proposal.

First Presbyterian Church reserves the right to cancel, suspend, and/or discontinue any proposal at any time, without obligation or notice to the proposing bidder.

Proposal Submission Format

The following is a list of information that the Bidder should include in their proposal submission:

Summary of Bidder Background

  1. Bidder’s name(s).
  2. Bidder’s address.
  3. Bidder’s contact information (and preferred method of communication).
  4. Legal formation of bidder (e.g. sole proprietor, partnership, corporation).
  5. Date bidder’s company was formed.
  6. Description of bidder’s company in terms of size, range and types of services offered and clientele.
  7. Bidder’s principal officers (e.g. President, Chairman, Vice President(s), Secretary, Chief Operating Officer, Chief Financial Officer, General Managers) and length of time each officer has performed in his/her field of expertise.
  8. Bidder’s federal employee identification number (FEIN)
  9. Evidence of legal authority to conduct business in Kansas (e.g. business license number).
  10. Evidence of established track record for providing services and/or deliverables that are the subject of this proposal.

Proposed Outcome

  • Summary of timeline and work to be completed. Work to be completed and invoiced prior to project completion date.

Equipment or Service

  • List any accommodation, services, or space required from First Presbyterian Church, along with a brief explanation.

Cost Proposal Summary and Breakdown

  • A detailed list of any and all expected costs or expenses related to the proposed project.
  • Summary and explanation of any other contributing expenses to the total cost.
  • Brief summary of the total cost of the proposal.

Licensing and Bonding

  • Provide details of licenses and bonds (if any) for any proposed services that the bidder/contractor may plan on providing for this project.

Insurance

  • Details of any liability or other insurance provided with regard to the staff or project.

References

  • Provide 3 references

By submitted a proposal, the bidder agrees that First Presbyterian Church may contact all submitted references to obtain any and all information regarding the bidder’s performance.

Patrick Yancey
Associate Pastor
First Presbyterian Church of Topeka

Doc. No. 053239

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