When a co-op board, condo association, nonprofit or property owner needs a camera system, the temptation is to ask three installers for a price and pick the lowest. The result is often three quotes that are not comparable: different numbers of cameras, different brands, different storage, different warranties. A request for proposal, or RFP, fixes that by asking every bidder to respond to the same written requirements. You do not need a legal department to write one. This guide explains how to write a practical camera RFP for a building, what to include, how to describe the site, what to ask bidders, how to score proposals and how to avoid the common mistakes that make bids impossible to compare.
This is general information, not legal advice. Boards and public entities may have formal procurement rules. Consult your attorney and management company.
1. The Short Version
| Section | What it covers |
|---|---|
| Background | The building, goals and risks. |
| Scope | Areas to cover, camera counts, features. |
| Technical requirements | Resolution, storage, network, security. |
| Site conditions | Access, construction, constraints. |
| Bidder information | Experience, references, insurance. |
| Pricing format | Itemized so bids compare. |
| Evaluation | How you will score. |
| Timeline | Dates for walkthrough, questions, award. |
2. Why Write an RFP
An RFP forces you to decide what you want before you hear sales pitches. It gives bidders the same information so they price the same job. It documents your decision for your board or owner. And it reveals who reads carefully and who sends a generic quote. For a small job, a one-page scope may be enough. For a building with many cameras, shared systems and board oversight, an RFP is worth the effort.
3. Background and Goals
Start with a short description: building type, address, number of units or floors, current security measures and recent incidents, if the board is comfortable sharing them. State your goals in plain language: deter package theft, identify who enters, cover garages, support insurance claims, monitor mechanical rooms. Goals help bidders recommend smart solutions rather than just count cameras. Our guide on camera placement and the guides for landlords explain common priorities.
4. Define the Scope
List the areas to cover: front entrance, lobby, mailroom, elevators, stairwells, hallways, rear yard, side passages, garage, roof access, loading dock and boiler room. Specify the number of cameras you expect or ask bidders to recommend a number and justify it. Say whether you want indoor, outdoor or both. Say whether the project includes access control, intercom, signage or monitoring. If you want options, ask for them as separate priced items. Our guide on phasing a camera project explains how to structure options.
5. Technical Requirements
Be specific but not rigid.
- Resolution: for example, 4 MP minimum for general views, higher where needed.
- Night performance: requirement for usable footage in low light.
- Storage: retention in days, such as 30, with the calculation shown.
- Recorder: capacity for current and future cameras.
- Network: PoE, separate camera network, secure remote access.
- Security: unique passwords, firmware updates, no exposed ports.
- Compliance: equipment from reputable manufacturers; see the FCC Covered List at fcc.gov.
- Export: ability to export in standard formats.
Our guides on NDAA-compliant cameras and on how much storage you need explain these items.
6. Describe the Site
Bidders can price accurately only if they know the conditions. Provide floor plans if you have them, ceiling types, wall construction, access to basements and roofs, locations of electrical and network closets, and any restricted areas. Describe working hours, elevator reservations, tenant notice requirements and any landmark or board approvals. Schedule a walkthrough for all bidders at the same time so everyone sees the same things. Our guide on a pre-install checklist lists what to gather.
7. Bidder Qualifications
Ask each bidder for: years in business, relevant buildings completed, references you can call, employees versus subcontractors for the installation, insurance coverage and certificates, warranty terms and service capabilities. Ask whether the person who walks the site will lead the installation. Ask about any licenses required for the work in your jurisdiction and have them state the license holder; do not accept vague claims. Our guide on choosing an installer and 15 questions to ask provide longer lists.
8. Pricing Format
Provide a simple table and require bidders to fill it in. Rows might include: cameras by location and model, recorder and storage, switches and power, cable and conduit, mounts and accessories, labor, programming and training, permits or fees if any, warranty, optional items and annual service. Require unit prices for additional cameras. Require all assumptions and exclusions to be listed. A standard format makes comparison fair. Our guide on comparing three quotes shows how to line up line items.
9. Evaluation Criteria
Decide how you will judge proposals and tell the bidders. A typical weighting might be: technical approach and design (30 percent), price (30 percent), experience and references (20 percent), warranty and service (10 percent) and schedule (10 percent). Do not choose on price alone. A low bid with unclear scope is often the most expensive. Score each proposal using the same sheet, and have more than one board member review. Record the reasons for your decision.
10. Timeline
Set dates: RFP issued, walkthrough, questions due, answers sent to all bidders, proposals due, interviews, award and installation window. Give bidders enough time, often two to three weeks. Answer questions in writing and share the answers with everyone. Keep the process fair and documented. If an incident forces a faster timeline, you can shorten the schedule but still keep the format.
11. Contract Terms to Expect
Plan to sign a written contract that references the RFP and the winning proposal. It should include scope, price, payment schedule, timeline, change-order process, insurance, indemnification, warranty, service levels, data ownership and admin credentials. Have your attorney review it. Make sure the building holds the admin logins and documentation at completion. Our guide on service agreements explains what to include.
12. Common Mistakes
- A vague scope that invites inconsistent bids.
- No site walkthrough.
- Price as the only criterion.
- Failing to ask about subcontractors.
- No itemized pricing.
- Ignoring ongoing costs.
- No documentation requirement at handover.
- Letting one bidder help write the RFP and then bid.
13. Cost
Planning ranges in 2026 for professionally installed systems: four-camera small building, $1,600 to $3,600; eight-camera system, $3,000 to $6,800; sixteen-camera commercial or multifamily system, $6,500 to $13,000. Larger buildings with access control or complex cabling run higher. Writing an RFP costs time, not money, and often saves more than it costs. These are planning ranges, not quotes.
14. News Context
Boards often start an RFP after something happens. In September 2026, News 12 reported that NYPD sought two suspects in 19 commercial burglaries across 16 Brooklyn neighborhoods. In August 2026, ABC7 New York reported that thieves broke into several Bay Ridge restaurants overnight, with surveillance cameras capturing a hooded figure with a flashlight in a basement. A clear RFP gets protection in place without rushing into a bad contract.
NYPD reported burglary down 19.5% and retail theft down 15% citywide in May 2026 compared with May 2025 (NYPD).
15. Questions to Ask Your Installer
- Can you review my draft RFP and tell me what is missing?
- Will you attend the walkthrough and answer questions in writing?
- Can you provide itemized pricing in my format?
- Who will actually do the installation?
- What warranty and service will you commit to in writing?
- Can you provide references from comparable buildings?
See our local pages for commercial camera installation in Manhattan, business camera installation in Staten Island, commercial camera installation in Hoboken and our services page.
Preparing an RFP? Revolvis will walk the property with you and mark the spots, and answer your bid questions in writing.
16. A One-Page RFP Outline
Title and date. Building description and goals. Scope list by area with desired camera types. Technical requirements. Site conditions and access rules. Bidder questions: experience, references, crew, insurance, warranty. Pricing table. Evaluation criteria and weights. Timeline with dates. Submission instructions and contact. You can write this in an afternoon and refine it with your management company or attorney. Even a short RFP gives you comparable bids and a defensible decision.
More From Revolvis
Cameras are one layer of a secure property. The same in-house crew also handles the rest:
- Keyless entry installation and smart lock installation
- Access control systems and commercial access control
- Video doorbells and intercoms
- Alarm system installation
- Complete unified security
Learn more about Revolvis, meet the team, see all services, browse the blog or contact us.
Areas We Serve
Revolvis installs residential and commercial camera systems across the New York metro area. Every borough and county has its own building stock, rules and wiring challenges, so the plan for a Queens two-family is not the plan for a Manhattan co-op.
- Staten Island: houses, detached garages and shop fronts. See security camera installation in Staten Island.
- Brooklyn: brownstones, row houses and storefronts. See security camera installation in Brooklyn.
- Queens: attached brick homes, two-families and busy commercial strips. See security camera installation in Queens.
- The Bronx: pre-war buildings, bodegas and warehouses. See security camera installation in the Bronx.
- Manhattan: co-ops, condos, offices and retail. See security camera installation in Manhattan.
- Long Island: Nassau County and Suffolk County.
- New Jersey: Jersey City, Newark, Hoboken and nearby towns.
The full list is on the service areas page.
Get a Custom Quote After a Site Visit
Revolvis prices every job after a site visit, because the building sets the cost as much as the equipment does. A few things make the estimate faster and more accurate:
- The address and property type: house, apartment, co-op, condo, storefront or warehouse.
- Which doors, sides and areas you want covered, and what worries you most.
- Photos of those spots and any spots where you already have cabling or power.
- How many days of footage you want to keep and whether you want to watch on your phone.
- Any landlord, board, lender or insurer requirement.
Call 347-258-9165 or use the contact page to book a site visit. The quote you receive is written and itemized, so you can compare it line by line.
Frequently Asked Questions
What is a camera RFP? A written request that asks installers to bid on the same scope and requirements.
Do I need an RFP for a small building? Not always, but a one-page scope helps you compare quotes fairly.
What should the RFP include? Goals, scope, technical requirements, site conditions, qualifications, pricing format and evaluation criteria.
Should I pick the lowest bid? Not by price alone. Judge design, experience, warranty and service too.
Why hold a joint walkthrough? So every bidder sees the same conditions and hears the same answers.
Who should hold the admin logins? The building owner or management, with documented copies.
Ready for a custom quote? Call Revolvis at 347-258-9165 for a site visit and a written, itemized estimate.
Safety note: A camera system supports, but does not replace, good locks, lighting, alarms and everyday habits. If you are in danger or witnessing a crime, call 911. Prices and legal summaries in this guide are general information for the New York metro area, not an offer or legal advice. A written quote after a site visit governs your actual price, and for legal questions you should confirm with the agencies linked in the article or a licensed attorney.