A well-crafted Request for Proposal (RFP) is critical to identifying solutions that align with your specific requirements while enabling objective vendor comparison. This guide outlines the essential components of an effective video security platform RFP.

Is your organization looking to upgrade to a new video security platform? This purchase represents a significant investment with long-term implications for operational security, business intelligence, and resource allocation. A well-crafted Request for Proposal (RFP) is critical to identifying solutions that align with your specific requirements while enabling objective vendor comparison. This guide outlines the essential components of an effective video security platform RFP. 

Writing an RFP is a collaborative effort between several departments, including security, facility management, IT, and other stakeholders. While experienced professionals may find the process routine, those unfamiliar with drafting an RFP may find the details and formatting standards challenging—especially when the project is highly technical or the organization is soliciting bids for video security for the first time.

Fortunately, the process doesn’t have to be difficult. While each RFP is unique, adhering to the following guidelines can help create a well-structured and comprehensive document suited to any organization’s video security needs. 

Define Your Strategic Objectives

Begin by clearly articulating what you aim to accomplish with your video security platform. This goes beyond simply "improving security" to include specific outcomes. Are you looking to reduce security incidents by a certain percentage? Do you need to support compliance with industry regulations? Perhaps you're seeking operational insights from video analytics or require integration with existing business systems. These objectives will guide the technical requirements while helping vendors understand your organization's priorities.

Review Public Video Security RFPs

For organizations drafting an RFP for the first time, reviewing existing public RFPs can provide valuable insights. Many local governments, schools, and public institutions are required to issue formal proposals, making their documents publicly accessible.

Examples of video security RFPs include:

City of St. Cloud – St. Cloud, Minnesota

Connecticut Science Center 

Write Your Organization’s RFP

The above examples illustrate that a typical RFP can range from 10 to 20 pages. However more important than the length is its structure and formatting. An RFP should give a clear and comprehensive overview of the project needs and expectations outlined in various sections as follows:

1. Introduction and Background

This section should provide a high-level project overview, ensuring vendors understand the current security environment. It should specify the locations that require video security coverage, detail any existing surveillance technology (including makes, models, and specifications), and outline network capabilities or technical constraints that might affect the new installation.

2. Project Objectives

Clearly defining the security goals and requirements is essential. Rather than focusing solely on technical specifications, outline your broader objectives. For instance, you may be looking to monitor parking lots with license plate recognition, automate response in real-time, deploy AI-powered investigations, or integrate new cameras with existing security infrastructure. These objectives set the foundation for vendor proposals and help ensure their solutions align with your operational needs.

3. System Requirements

The system requirements section should state your technology specifications in detail. As video surveillance technology has evolved, many organizations are upgrading to cloud-based systems with powerful AI capabilities. If your organization prefers a cloud-based solution over an on-premise system, that preference should be explicit. Additionally, you will want to outline essential features such as motion detection, night vision capabilities, and remote access. Vendors should also be informed of the minimum resolution and frame rate requirements, data retention policies, and whether the system needs to integrate with an existing video management system. Finally, scalability should be considered—if your organization plans to expand its security infrastructure in the future, ensure that the proposed solution allows for seamless growth. 

4. Sample Questions

The objective of an RFP is to provide a general overview of the project while explaining to suppliers what is needed. Consider asking the following questions of potential vendors:

• Does your system support both on-premises and cloud-based storage solutions?

• What video management software (VMS) do you offer, and is it proprietary or compatible with third-party cameras?

• How does your system handle scalability? Can additional cameras and sensors be added without significant reconfiguration or costs?

• Does your solution support remote access for monitoring and management?

• What is the maximum resolution supported by your cameras, and can they operate effectively in low-light conditions?

• Do your cameras offer AI-powered features such as facial recognition, license plate recognition, or object detection?

• How does your system handle video compression, and what impact does it have on storage requirements?

• What encryption protocols are used to protect video data both in transit and at rest?

• How does your system protect against unauthorized access or hacking attempts?

•  Does your system support two-factor authentication (2FA) for administrator and user logins?

• How does your system comply with relevant industry standards (e.g., GDPR, NDAA, HIPAA, etc.)?

• Can your solution integrate with existing access control systems, alarm systems, or other third-party security tools?

• Do your cameras support ONVIF compliance for cross-compatibility with other video surveillance systems?

• Does your system offer API access for custom integrations?

• How does your system use artificial intelligence (AI) to boost its capabilities and reduce manual monitoring and search?

• What are the storage requirements for high-definition (HD) video footage at different retention periods?

• Does your system support cloud, on-premises, and hybrid storage options?

• Can video footage be automatically archived or backed up based on specific retention policies?

• Does your system provide real-time alerts for specific activity and behavior, such as motion detection, tampering, threats, or unauthorized access?

• Can users customize alerts based on specific events, zones, or times?

• Can alerts trigger automated responses such as loudspeaker announcements?

• Does the system provide sophisticated analytics data?

• What is the typical installation timeline for a project of this scope?

• Do you provide ongoing software updates, and if so, how frequently?

• What are the warranty terms for hardware and software? 

These sample questions represent some of the relevant factors to take into account. 

5. Budgeting and Pricing

While cost should not be the sole factor in decision-making, requesting a detailed pricing breakdown will help you compare proposals more effectively. Ask vendors to categorize their costs into hardware (such as cameras, servers, and network infrastructure), software (including video management systems and analytics tools), installation and setup fees, and ongoing maintenance and support expenses. Additionally, request information about any recurring costs, such as licensing fees or future system upgrades. By structuring pricing in this way, your organization can better assess both the short-term and long-term financial implications of each proposal.

6. Selection Process and Timeline

To ensure a structured evaluation process, clearly define the selection criteria and expected timeline. Provide a deadline for proposal submissions and describe how vendors will be evaluated, whether through interviews, product demonstrations, or reference checks. For example, the Hamilton East Public Library’s RFP included a selection criteria table, as well as an addendum outlining its scoring rubric. Including similar details in your RFP will help vendors understand the decision-making process and timeline expectations.

7. Legal Terms and Compliance Requirements

Every RFP should include a section outlining legal and compliance requirements. Define licensing and regulatory expectations, ensuring vendors meet state-mandated security certifications. Specify any restrictions, such as prohibiting vendors that have been suspended or debarred from government contracts. Also, outline requirements for liability insurance and other necessary coverage, such as state licensing. Including such requirements helps establish clear eligibility criteria for potential vendors. Finally,  a section that defines the terminology used throughout the RFP can help ensure clarity of communication. This language should be crafted with the assistance of legal counsel.

Crafting a Comprehensive Video Security RFP

A well-structured RFP facilitates vendor selection while ensuring the final security system meets your organization’s needs. Although thoroughness is essential, it’s unnecessary to overload the document with details. The key is to clearly communicate requirements, provide vendors with enough information to submit accurate proposals, and allow room for expert recommendations.

A strong RFP sets the foundation for selecting the right video security solution—one that meets current needs while allowing for future scalability. By following these best practices, organizations can streamline the procurement process and ensure a successful security system implementation. 

Take a look at our overview of the Lumana platform to see how it can meet your needs.