CCTV NVR Replacement (Upgrade)

The City is seeking proposals from qualified vendors to refresh and modernize its Closed-Circuit Television (CCTV) Network Video Recorder (NVR) compute infrastructure across five primary facilities: City Hall Civic Center, Sports Park, Skate Park, Heroes Park, and El Toro Park.

The primary scope entails conducting **mandatory** site assessments to evaluate physical enclosure constraints, procuring and deploying brand-new, enterprise-grade hardware (no refurbished units allowed) across four sites, transitioning operating systems from Windows 10 Pro to approved enterprise editions, and upgrading the existing Dell PowerEdge R7460XS at the Sports Park to 64GB of ECC RDIMM memory.

Additionally, the selected vendor will be responsible for upgrading the City's video management platform from Milestone XProtect 2019 R1 to the latest enterprise release using City-procured licensing, seamlessly migrating approximately 125 camera feeds without modifying camera-side IP configurations.

The objective of this project is to upgrade and replace aging Network Video Recorder (NVR) compute infrastructure across five locations. The current hardware consists of mixed operating systems (Windows 10 Pro and Windows Server) and varying levels of compute resources. The vendor will be responsible for assessing site conditions, procuring, configuring, and migrating operations to new enterprise grade hardware for four locations, and performing a RAM upgrade on one existing server. A critical requirement is ensuring all hardware is fully certified for and compatible with the latest version of Milestone XProtect, and configuring the new servers to seamlessly archive to the City's existing Network Attached Storage (NAS).

Site-Specific Scope of Work

• Skate Park (13 cameras): Full Replacement. Decommission the existing PowerEdge T140. Provision and install a new tower or short-depth rack server. Migrate Milestone configurations and ensure proper storage mapping to the existing NAS for long-term archiving.
• Sports Park (33 cameras): RAM Upgrade Only. Audit current memory configuration and topology. Procure and install compatible ECC RDIMMs to meet the requested RAM target of 64GB. Verify memory health in iDRAC and ensure OS/Milestone recognizes the expanded capacity.
• Heroes Park (7 cameras): Full Replacement (Hardware to be recommended by Vendor). Connect to the existing NAS target.
• El Toro Park (4 Cameras): Full Replacement (Hardware to be recommended by Vendor). Migrate all camera streams and integrate seamlessly into the centralized Milestone Management Server, configuring archive paths to the NAS.
• City Hall Civic Center (67 Cameras): Full Replacement of Both Units. Replace the two legacy R540s with current-generation hardware optimized for compute and storage. Configure load balancing or failover within Milestone if the two servers operate in a cluster, and verify archiving to the NAS.

Vendor Execution & Migration Responsibilities

• NAS Integration & Archiving: Vendor is responsible for mapping the required shares from the City's existing NAS to the new server environments and configuring Milestone's archiving schedules to handle the two year retention offload.
• IP & Networking: Retain or properly document all static IP assignments for the recording servers so that camera streams reconnect without requiring camera-side reconfiguration.
• Testing & Sign-off: Verify all camera feeds, motion detection rules, local live-buffer recording, NAS archive integrity, and client connectivity (Smart Client/Web Client) are functioning correctly under the new hardware.
• Documentation: Provide final as-built documentation after the project is completed.

**Responses must be submitted electronically** to https://secure.procurenow.com/portal/lakeforestca

The City of Lake Forest is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

**Submission Deadline:** November 6, 2026, 5:00pm

**Anticipated Contractor Selection Date:** November 30, 2026

Please upload your COMPLETE Quote or Proposal, which includes the following:

1. Statement of Experience and Qualifications or Technical Proposal
2. Costing Summary or Quote

**Pre-Deployment Site Walk & Audit:** The selected vendor is **required** to conduct a physical site visit to inspect all current devices and installation environments across all locations.

No refurbished or used equipment can be used for this project. All equipment must be covered under warranty. The selected vendor is required to provide responsive technical support throughout the operational lifecycle if needed.