1-Communications Systems - Request for Proposal.docx.pdf

SCHOOL DISTRICT U-46

Request for Proposals (RFP) for

Communications Systems (Mass Notification, Website & Mobile App)

Due Date: March 12, 2026

REQUEST FOR PROPOSAL

COMMUNICATIONS SYSTEMS

DISTRICT PROFILE

School District U-46 serves 11 communities across 90 square miles within Chicago’s northwest suburbs, including Bartlett, Elgin, Hanover Park, South Elgin, Streamwood and Wayne and portions of Carol Stream, Hoffman Estates, St. Charles, Schaumburg, and West Chicago. The District is located approximately 45 minutes west of downtown Chicago, and includes communities within Cook, DuPage, and Kane counties. District boundaries are NOT contiguous with county, city, village boundaries. During the 2023-2024 school year, more than 34,000 preschoolers through 12th graders attend the 57 District schools and programs. With a renowned Dual Language program, our vibrant student population lists 95 home languages, and more than half of our students are from Hispanic families. Nearly 40 percent of our students are English Learners with more than 11,000 students developing bilingualism and biliteracy skills in our U-46 classrooms. On any given day, children are speaking both English and Spanish as they discuss concepts in language arts, math, science, and more.

KEY TERMS

Request for Proposal: A business document referred to as an RFP that announces a project, describes it, and solicits proposals from qualified contractors. The RFP process is used to gather information without committing to purchase until the best product or service is discovered.

Euna Procurement System (formerly known as Bonfire): Online bidding/RFP portal that U-46 utilizes to administer the bidding process. U-46 requires all vendors who intend to submit a proposal to Euna Procurement Vendor Registration . During the bidding process, Euna Procurement is the sole avenue by which potential vendors will receive all documents, addenda and/or clarifications published in connection with this RFP.

KEY DATES

RFP Published in Euna Procurement February 23, 2026 @ 8:00 AM CST

Vendor Questions Due in Bid Published in Euna Procurement Portal March 2, 2026 @ 11:00 AM CST

Responses Issued inBid Published in Euna Procurement Portal March 5, 2026 @ 11:00 AM CST

RFP Submissions Due March 12, 2026 @ 1:00 PM CST

Notification of Finalists March 19, 2026 @ 4:00 PM CST

Interviews of Finalists TBD

Review by Board of Education May 4, 2026

Award of RFP by Board of Education May 18, 2026 https://u-46.bonfirehub.com/login

REQUEST FOR QUALIFICATIONS (RFP)

Attached, you will find a solicitation by the Board of Education for: Communications Systems (Mass Notification, Website & Mobile App)

If you are interested in submitting a proposal, please observe the following:

1. The Request for Qualifications (RFP) is being published by:

School District U-46 355 E. Chicago Street Elgin, IL 60120

THE RFP RESPONSE MUST BE SUBMITTED ON OR BEFORE:

March 12, 2026 @ 1:00 PM CST.

School District U-46 utilizes Euna Procurement (formally known as Bonfire), an electronic bidding system. Please use the following link to participate in this RFP:

EUNA PROCUREMENT

Please note that there will not be a public bid opening. The RFP will close at the date and time indicated above, at which time all submissions will be reviewed.

2. Questions regarding this RFP must be submitted via the electronic bidding portal on or before March 2, 2026 @ 11:00 AM CST. District administration will issue corresponding responses by March 5, 2026 @ 11:00 AM CST. Please note that questions will not be answered in any other format.

3. All proposers will be notified of the selection of the Finalists via “Public Notice” no later than March 19, 2026 by 4:00 PM CST via Euna Procurement. If a presentation round is warranted, finalists may be contacted by District Administration directly and provided with details related to the presentation.

4. The District will not be liable for costs incurred by Proposers responding to this RFP. All vendors agree to provide all necessary information, and additional information when requested, at their own expense, provided that no vendor supplying any such information shall be allowed, in any way to change the structure originally submitted in its proposal or in any way materially alter or add to the solutions originally proposed after the RFP submission window closes.

5. All RFP submittals must be uploaded on to theEuna Procurement website ONLY.

NO PROPOSAL WILL BE ACCEPTED IN ANY OTHER FORMAT.

6. School District U-46 welcomes and values the participation of minority-owned and women-owned businesses and enterprises. Thus, companies that are committed to diversity and inclusion are encouraged to participate in the RFP process.

https://u-46.bonfirehub.com/portal/?tab=openOpportunitieshttps://u-46.bonfirehub.com/portal/?tab=openOpportunities

SCHOOL DISTRICT U-46

7. Proposals signed for a partnership must be signed by all the partners, or an attorney-in-fact.

If signed by an attorney-in-fact, there must be attached to the RFP submission a power of attorney authority to sign the proposal executed by the partners. All forms must be filled in completely and signed when responding back to this RFP. RFP s not signed will be dismissed. Contract documents between the Owner and Contractor will be executed after Board approval.

8. District administration, in determining the responsibility of any proposer, may take into account other factors in addition to financial responsibility, such as past records of transactions with the proposer, experience, adequacy of equipment, ability to complete performance within necessary time limits, and other pertinent considerations such as, but not limited to, reliability, reputation, competence, skills, efficiency, facilities, resources and location of the proposer as related to prompt reply to service needs, parts pickup, and ease of communications. The proposer shall, if and upon the district’s request, supply such information as current auditor’s financial statement, insurance certification and any other necessary information to allow U-46 to determine their qualifications and responsibility.

9. Proposals may be withdrawn any time prior to the RFP close date/time. No proposals shall be withdrawn for a period of 90 days after the closing of the RFP.

10.In the event a Contractor is deemed irresponsible by the District for any reason, including but not limited to, performance issues in connection with a previous contract award, it will be the sole discretion.

11.Negligence on the part of the submitter in preparing the proposal confers no right of withdrawal of the submission after the closing of the RFP. This includes errors in misunderstanding of the specifications.

12.No responsibility will be attached to any person for premature opening of an RFP submission not properly addressed or identified. Proposals not signed by individuals making them, must have attached thereto a power of attorney evidencing authority to sign the proposal in the name of the person for whom it is signed.

13.The District reserves the right to increase or decrease quantities within this proposal.

14.The District reserves the right at any time and for any reason to cancel an RFP, accept or reject any or all proposals or any portion thereof, or to accept an alternate offer.

15.The District reserves the right to waive any minor informality defect in any RFP submission.

16.The District may seek clarification from any Proposer at any time and failure to respond promptly is cause for rejection.

17.The Board of Education reserves the right to award this RFP to a sole provider OR multiple providers.

18.Services that allow for contract extensions must be mutually agreed upon by both the

District and the vendor. Such extensions may be subject to increases not to exceed the Consumer Price Index (CPI) based on the most recent tax levy.

19.The District will evaluate all submissions and will award the RFP to the lowest responsive and responsible Proposer whose proposal, conforming to the solicitation and specifications, will be most advantageous to the District. The successful Proposer will be notified upon Board approval. All other proposers will be notified via “Public Notice” Euna Procurement.

20.Unless otherwise specified, the District will award or reject a submission within 90 days.

21.The Board of Education reserves the right to return any merchandise or reject services that do not comply with the specifications and conditions at the supplier’s expense. In addition, if delivery of acceptable items or rendering of services is not completed by the time promised, the District reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by Proposer, as to stated items not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere and charge the Seller with any or all losses incurred. The District shall be entitled to recover its attorney fees and expenses in any successful action by the District to enforce this contract.

22.These documents shall constitute the entire agreement between the parties upon the final award of the Contract by the Board of Education. No change in, addition, or waiver of terms, conditions, and specifications herein shall be binding on the Board unless approved in writing by the Board.

23.Be advised all documents submitted for this RFP will be of public record.

RFP Attachment (s)

● Vendor Certifications (located on pages 6-7 of this document)

● U-46 General Terms and Conditions

● Acknowledgement of Acceptance Template

● Appendix A: Feature Compliance Matrix

GENERAL REQUEST FOR QUALIFICATIONS CONSENT

By filling in the information below the submitter acknowledges that they have reviewed and agree to comply with all of the statements within this Request for Qualification document. There are no exceptions to complying with these statements.

Company: __________________________________________

Representative (Print & Sign): _________________________________________

Title: _________________________________