TENDERS
11th October 2025
REQUEST FOR QUOTATION (RFQ) - CCTV SURVEILLANCE SYSTEM INSTALLATION – OCTOBER 2025
Background
Keswick Books & Gifts Ltd is an Enterprise of the Free Pentecostal Fellowship (FPFK) an evangelical church registered in Kenya. Keswick Books & Gifts Ltd is a leading Christian bookstore and gift retailer in Kenya, with branches in Nairobi, Mombasa, and Nakuru. Three branches within Nairobi namely Keswick CBD – Bruce House; Keswick Sarit Centre; Keswick Kilimani – Kindaruma Road; Keswick Prestige Plaza. For Nakuru and Mombasa they are Keswick Nakuru – Uchumi Business Centre and Keswick Mombasa – Mwembe Tayari Mall.
The company is well known for its wide selection of Bibles, Christian literature, devotionals, Church-ware, and inspirational gifts. Its mission is anchored in spreading the Gospel and supporting spiritual growth through accessible resources for all ages.
Project: Supply and Installation of a complete CCTV Surveillance System for Keswick Books and Gifts Limited Shops.
1. Project Overview and Objectives
Goal: To install a reliable, high-definition, and remotely accessible CCTV surveillance system in six separate book shop locations to monitor sales floors, cash points, entrances, and stock areas, deter theft (internal and external) and provide clear evidence in case of an incident.
Key Requirements:
Uniformity: The system across all 6 locations should use the same or highly compatible technology (same brand NVR and Cameras) to ensure easy centralized management, maintenance, and operator training.
Remote Access: The system must allow for secure remote viewing via a mobile application and/or web interface.
High-Quality Footage: Footage must be clear enough to identify faces and read text, book titles, and receipts at critical points.
2. General System Specifications (Applicable to all 6 locations)
The features, specifications on the following:
System Type: IP-based CCTV System (Power over Etheret), (Network Video Recorder - NVR) that has Superior image quality, scalability, and remote management features compared to analog/DVR systems.
Recording/Storage: Continuous 24/7 Recording with motion detection alerts configured for all cameras to ensure no gaps in coverage.
Retention Period: Minimum 30 Days of continuous, high-resolution footage.
Connectivity: NVR must be network-ready for remote access. All necessary CAT6 cabling and network switches (PoE where applicable) are to be included in the quote.
Power Backup: Uninterruptible Power Supply (UPS) for NVR and critical network equipment (PoE Switch) at each location to provide a minimum of 2 hours of backup power for the recording system.
3. Camera Specifications
The final camera count will be confirmed after a site survey, but the quotation should be based on an estimated minimum of 5-8 cameras per shop.
The Camera features, specification and placements:
Resolution: Minimum 4 Megapixel (4MP) or higher (e.g., 5MP, 4K/8MP) particularly for general areas (aisles, shop floor). 4K/8MP is preferred for critical areas at the cash points and main entrances.
Camera Style: Indoor: Vandal-resistant Dome or Turret style. Outdoor: Bullet for high visibility or Vandal-resistant Dome.
Low Light/Night: Infrared (IR) Night Vision with effective range suitable for the size of the shop. Should include Wide Dynamic Range (WDR) technology for entrances where strong sunlight/shadows can obscure faces and IR to ensure clear footage after closing hours.
Field of View: Fixed lens (eg 2.8mm or 4mm) providing a wide-angle view for general surveillance. Motorized Varifocal option for specific high-risk zones namely the cash point.
Critical Area Zoom: The system must support digital zoom on recorded footage without significant image degradation. Essential for close-up identification of currency, faces, and receipts.
4. NVR (Network Video Recorder) Specifications
The Channel Capacity: Minimum 16 Channels per shop NVR that allows for future expansion beyond the initial 8-12 cameras without replacing the main unit.
Storage Capacity: To be quoted based on meeting the 30-day retention at 4MP or higher continuous recording for the proposed number of cameras.
High-performance NVR capable of handling the proposed camera resolutions and frame rates without lag or dropped frames.
Remote Access: Must support secure remote access via dedicated iOS and Android mobile applications and web browser.
Interface: Intuitive and user-friendly Graphical User Interface for searching, playback, and export.
5. Scope of Work
The Contractor MUST include these in the quotation
Site Survey: A mandatory physical survey of a minimum 3 shops locations to finalize camera placement and cable routing.
Equipment Supply: Supply of all specified and necessary equipment that are the cameras, NVRs, HDDs, PoE switches, UPS units, monitors, cables, connectors, conduit, and any other requirements.
Installation: Professional installation, cabling to be concealed where possible using trunking/conduit, termination, and configuration of all equipment at all 6 locations.
Configuration:
a) Set up of Continuous 24/7 recording.
b) Configuration of network and remote access, including secure password setup.
c) Setting up motion detection zones and alerts.
d) Focus and field-of-view adjustment for every camera.
e) Testing: Comprehensive system testing to ensure all cameras, recording, remote access, and playback functions are working correctly.
f) Training: Provision of full operator training for your staff on live viewing, playback, searching, and exporting footage.
g) Documentation: Provision of a full system map (showing camera locations and names) and equipment manuals.
6. Quotation Requirements: Please provide your quotation based on the above specifications, structured as follows:
i. Summary Cost: Total cost for the full system supply and installation for all 6 shops.
ii. Breakdown per Shop: Itemized list of equipment and costs per shop for Camera 1 x Price, NVR x Price, Installation x Price.
iii. Specific Components List: List of proposed Manufacturer and Model Numbers for the NVR, Cameras (Indoor/Outdoor), and UPS.
iv. Labor/Installation Cost: Clearly separate the equipment cost from the installation/labor cost.
7. Warranty and Support:
Specify the warranty period for all hardware.
Specify the warranty period for the installation/workmanship.
Outline your proposed support structure that includes and is not limited on-call support and guaranteed response time.
8. Mandatory Documents: Company Profile, Certificate of Incorporation, Company Pin, TCC, Copies of ID and
9. References: Provide contact details for at least two previous retail CCTV installation clients.
10. Payment Terms & Project Timeline: Proposed payment schedule and estimated duration for completion of the entire 6 shops project.
11. Quotation Validity: All submitted quotations must remain firm and valid for a minimum period of 90 calendar days from the date of the quotation submission deadline.
12. Deadline for Submission: The Quotations can be sent to: The General Manager, Keswick Books & Gifts Ltd, PO Box 10242 – 00400 Nairobi.
By email to procurement@keswickbooks.com and admin@keswickbooks.com cc info@fpfk.or.ke with the above stated subject line and hard copies dropped at Keswick Kilimani adjacent to the FPFK Head Office on Kindaruma Road, Nairobi by Tuesday 21st October, 2025 at 5.00pm. Late submissions will not be considered.
