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RFP Template: Video Security System
Alec Hemenway 7 min readUpdated December 2025
How to Use This Template
This template is designed to be copied into your organization's RFP format. It includes the key sections and questions that will help you objectively compare vendors. Customize the requirements section to match your specific environment and priorities.
Section 1: Organization Overview
Describe your organization, number of sites, current camera count, and primary security objectives. Include any specific compliance requirements (FERPA, HIPAA, CJIS) that vendors must meet.
Section 2: Technical Requirements
- Camera compatibility (list your existing makes/models)
- Minimum retention period (days)
- AI/analytics capabilities required
- Integration requirements (access control, alarms, etc.)
- Mobile access requirements
- Bandwidth and network constraints
- Data residency requirements
Section 3: Vendor Qualification
- Years in business and financial stability
- Number of deployments in your vertical
- Security certifications (SOC 2, ISO 27001)
- References from similar organizations
- Support model and SLA commitments
Section 4: Pricing Structure
Pro Tip
Ask vendors to provide pricing at your current camera count AND at 2x and 3x that count. This reveals volume pricing and helps you plan for growth.
- Per-camera pricing breakdown
- Installation and professional services
- Annual licensing or subscription fees
- Storage costs at different retention periods
- Training and onboarding costs
- Contract term options and early termination clauses
Section 5: Evaluation Criteria
| Criterion | Weight |
|---|---|
| Technical capabilities | 25% |
| Total cost of ownership (3-year) | 25% |
| Ease of deployment and management | 20% |
| Vendor experience and references | 15% |
| Support and SLA quality | 15% |
Want help customizing this RFP for your district?
Book a Call with Alec