1-Muhlenberg School District Weapons Detection Systems RFP (3).pdf

MUHLENBERG SCHOOL DISTRICT

WEAPONS DETECTION SYSTEM

REQUEST FOR PROPOSAL

1.0 Request for Proposals (RFP) — Weapons Detection Systems, Installation, and On-

Site Training

RFP No.: MSD-WDS-2026-02

Issue Date: 10/28/2026 – Proposal Documents can be obtained at no cost on PennBid at https://pennbid.bonfirehub.com

Proposal Due: 12/07/2026 - All Bids must be submitted electronically via PennBid at https://pennbid.bonfirehub.com by 1:00 p.m. Eastern on 12/07/2026.

Issuing Office: Mike Mish, Director of Pupil Services, mishm@muhlsdk12.net;

610-921-8000 ext.5531; 801 E.Bellevue Avenue, Reading, PA. 19605.

1.1 Purpose and Background

Muhlenberg School District (“District”) seeks proposals from qualified firms to furnish, deliver, install, configure, and commission enough weapons detection systems to cover

3 lanes/portals of entry (e.g., sensor portals/arrays with AI analytics/Able to work without a LAN or using the cloud/batteries lasting at least 16 hours/weatherproof), and to provide appropriate on-site setup, administrator training, and operator/end-user training within Muhlenberg Senior High School. The District intends to award a single contract to the responsible offeror whose proposal is most advantageous to the District, considering the evaluation criteria stated herein per 62 Pa.C.S. §513. The Muhlenberg

School District currently deploys CEIA OPENGATE Freestanding Weapons Detection

Systems. Muhlenberg School District would like to continue with CEIA OPENGATE or an equivalent technology.

1.2 Procurement Method and Compliance

● Method: Competitive Sealed Proposals (RFP) in accordance with 62 Pa.C.S. §513.

Proposals will be opened to avoid disclosure to competing offerors; factor weights are fixed prior to opening; discussions/BAFOs may be conducted.

● Public Notice: The District has publicly advertised this RFP consistent with the notice requirements applicable to competitive sealed proposals under the

Commonwealth Procurement Code.

● Right-to-Know: Proposals may be subject to disclosure under Pennsylvania’s

Right-to-Know Law (RTKL), 65 P.S. §67.101 et seq.. Offerors claiming trade secrets or confidential proprietary information must clearly mark such portions and submit the required third-party notice statement; final determinations will follow RTKL guidance.

● Non-Collusion: A signed Non-Collusion Affidavit (Appendix A) is required

(authorized under 62 Pa.C.S. §4507).

● Debarment: Offerors must certify they are not debarred or suspended by the

Commonwealth (DGS list) and, if applicable to prevailing wage projects, not debarred by L& I. The District may verify via state databases.

● Cooperative Purchasing Note (Informational): The District reserves the right to cancel this RFP and procure via COSTARS or Keystone Purchasing Network if in the District’s best interest and permitted by law.

2.0. Scope of Work: System Requirements

2.1 Throughput & Performance

● The proposed weapons detection system must be fully automated with a minimum sustained throughput of ≥1000 people/hour per lane with bag-on screening; latency low enough to prevent entry chokepoints.

2.2 Detection Capability

● Detect common firearms, knives, and prohibited items consistent with school safety needs, including those that may be concealed on a person as well as inside objects including but not limited to backpacks, gym bags, purses, laptop bags, and briefcases;

configurable alert thresholds that automatically ignore normal, harmless personal items without the individual passing through the system having to unpack or empty backpacks, purses, laptop bags, briefcases, pockets, etc.; analytics to reduce false alarms.

2.3 Form Factor & Deployment

● Freestanding or portal systems suitable for school entrances; mobile options, including carrying cases for events; ADA-compliant layouts and egress. The proposed system should be able to be moved to a different location by district personnel when the need arises. The proposed system should be rated for both indoor and outdoor use.

2.4 Software & Analytics

● Centralized management dashboard; real-time alerts; event logs;

export/reporting; role-based access; secure remote support options.

2.5 Integration

● APIs/SDKs for integration with the district’s existing Genetec video management system, access control, and Bogen intercom systems if necessary; SSO/IdP compatibility preferred.

2.6 Cybersecurity

● Data encryption in transit/at rest; CVE patching policy; hardening guide; admin audit logs; account lifecycle controls.

3.0 Services

3.1 Project Management & Installation

● Site survey; deployment plan; electrical/network requirements;

physical installation; commissioning test scripts; service documentation.

● Prevailing Wage (conditional): If the installation qualifies as public work and exceeds $25,000, offeror must comply with the

Pennsylvania Prevailing Wage Act; include certified payrolls and wage determinations. (See §10, Contract Terms.)

3.2 On-Site Setup & Training

● The winning bidder will supply appropriate, manufacturer recommended onsite set-up and training of the weapons detection systems.

● Deliver training rosters, curriculum, and recorded modules for later use.

3.3 Testing & Acceptance

● Factory and site acceptance tests with pass/fail criteria; nuisance alarm tuning; documented results.

3.4 Support & Warranty

● Minimum 12-month warranty (hardware & software);Next-

Business Day on-site service options; software updates; service-level metrics.

4.0 Minimum Qualifications

● Demonstrated installation of at least 6 weapons detection systems in K-12 or similar environments in the past 24 months.

● Technicians trained/certified by the OEM.

● Ability to meet the appropriate, manufacturer recommended on-site training requirement listed above.

● Not presently debarred or suspended by the Commonwealth.

5.0 Deliverables

● Detailed Project Plan & Schedule.

● Network and power requirements.

● SOPs, training curriculum, quick-reference cards, and admin/user manuals.

● Acceptance Test Procedure (ATP) and results.

● Warranty certificate and support contacts.

6.0 Proposal Submission Instructions

● Format: Bids must be submitted electronically via PennBid..

● Deadline/Address: See cover page. Late proposals will not be accepted.

● Content (tabbed):

1. Cover Letter & amp; Executive Summary

2. Technical Response (all Scope items 3A–B; cybersecurity & amp; integration specifics)

3. Project Plan (timeline, staffing, training agenda)

4. Experience & amp; References (3–5 comparable K-12 projects)

5. Cost Proposal (separate, sealed): itemized hardware, software, installation, Appropriate, manufacturer recommended training, warranty/support; optional alternates; multi-year pricing.

6. Required Forms: Non-Collusion Affidavit; Debarment Certification; RTKL trade-secret designation (if any); Insurance certificates; (conditional)

Prevailing Wage acknowledgment.

Confidentiality Designations: Strictly follow RTKL guidance; mark and segregate pages claimed as confidential with a signed statement per Section 707 procedures.

7.0 Questions, Addenda, and Communications

All questions must be submitted by November 23, 2026 at 4:00 p.m. to Mike Mish via the “Ask a Question” feature in PennBid by November 23, 2026 by 4:00 p.m. Eastern.

Responses to questions which require an addendum or change to the Bidding

Documents will be issued via Public Notice and posted on PennBid. Bidders who have registered with and downloaded documents for this project from PennBid will be notified by email when a change or addenda has been posted.

(Bid protests, if any, will follow 62 Pa.C.S. and District policy.)

8.0 Evaluation & amp; Award (Best Value under 62 Pa.C.S. §513)

8.1 Evaluation Factors & amp; Weights (fixed prior to opening):

● Technical Capability & amp; Performance (30%) — detection efficacy, throughput, false-alarm handling, integration.

● Implementation & amp; Training Plan (20%) — ability to deliver appropriate, manufacturer recommended on-site set-up and training, quality of curriculum/SOPs.

● Cybersecurity & amp; Data Practices (10%) — hardening, logging, patch cadence, privacy.

● Experience & amp; Past Performance (15%) — K-12 deployments, references. District familiarity with proposed technology.

● Warranty/Service & amp; Total Cost of Ownership (25%) — itemized costs, SLA, spares, updates.

8.2 Discussions / BAFO: The District may conduct discussions and request Best and Final Offers; equal treatment will be accorded to all responsible offerors.

8.3 Award: Written determination to the most advantageous offeror, considering price and all factors. The District reserves the right to reject any/all proposals.

9.0 Insurance and Risk Requirements

● Commercial General Liability: $1,000,000] per occurrence / $2,000,000 aggregate.

● Workers’ Compensation & amp; Employer’s Liability: The vendor shall provide

Statutory Workers’ Compensation Insurance, including Employer’s Liability with limits set forth by law.

10.0 Contract Terms and Statutory Clauses

● Prevailing Wage (as applicable): If the installation constitutes “public work” (construction, reconstruction, alteration, or repair—other than maintenance) with an estimated total project cost of $25,000, the contractor must comply with the Pennsylvania Prevailing Wage Act (43

P.S. §165-1 et seq.)—include wage determinations in specs, post rates, and submit certified payrolls. The District will seek a determination from L& I as needed.

● Debarment / Responsibility: Award is contingent on findings of responsibility; the District may consult DGS’ Debarment & Suspension resources and Labor & Industry debarments related to prevailing wage.

● Records & amp; Audit: The District reserves right to audit records related to the contract, consistent with procurement best practices under Title 62.

● Right-to-Know Compliance: Contractor understands certain contract records may be public under the RTKL; trade secret procedures apply.

● Delivery, Title, and Risk: Title to equipment passes on acceptance; risk of loss prior to acceptance remains with contractor.

● Warranty & amp; Service Levels: Minimum warranty terms stated in §3B(4);

required response/restore times.

● Data Security & amp; Privacy: Security addendum required for any remote access/telemetry; breach notice within 24 hours.

● Safety & amp; School Operations: Work to be coordinated with district personnel to ensure proper deployment as stated within this document;

clearances for on-site staff in accordance with school policies, including:

a. Act 151 – PA Child Abuse/Welfare Clearance

b. Act 34 – PA State Police Clearance

c. Act 114 – FBI Background Check

11.0 Timeline (Subject to Change)

● Issue RFP: 10/28/2026

● Deadline for Questions: 11/23/2026

● Addendum (Final Q & A amp): 11/24/2026

● Proposals Due: 12/07/2026 at 1:00 p.m.

● Evaluation & amp; Shortlisting: 12/08/2026 – 12/15/2026

● Demonstrations/Pilot (if required): 12/10/2026-12/14/2026

● BAFO (if requested): 12/10/2026 - 12/15/2026

● Anticipated Award: 01/13/2027

● Kickoff: 01/25/2027

● Substantial Completion (incl. set-up and training): 04/26/2026

12.0 Pricing Worksheet (Submit Electronically within Requested Information)

● Hardware (Enough to do 3 lanes/portals; controllers; spares)

● Software (licenses; analytics; annual support to operate 3 lanes/portals)

● Installation/Commissioning (labor; travel; materials)

● On-Site Setup & Training (daily rate; curriculum outline; materials)

● Warranty & amp; Maintenance Options (year 1–5)

● Optional Integrations/Enhancements (VMS, access control, mobile units)

● Total Proposed Price and 5-year TCO

13.0 Appendices (Submit Electronically within requested Information)

● Appendix A — Non-Collusion Affidavit (62 Pa.C.S. §4507) (required)

● Appendix B — Debarment Certification (required)

● Appendix C — RTKL Trade-Secret/Proprietary Designation Form (if applicable)

● Appendix D — Prevailing Wage Acknowledgment (conditional; see §10.1)