10818-20240826075601 LEAKE.pdf

LEAKE COUNTY SCHOOL DISTRICT

Dr. Joe Nelson, Superintendent Dr. Kristina Pollard, Assistant Superintendent

2 109 West Main Street | Carthage, MS 39051

REQUEST FOR PROPOSALS | INTERCOM & COMMUNICATION SYSTEMS PROJECT

Notice to Bidders

Notice is hereby given to interested bidders that the Leake County School District will receive written, sealed bids until the hour of 11:00 a.m., September 12, 2024, at which time bids will be opened in the Career and Technical Center Building of the Leake County School District at 703 Northwest Street, Carthage, MS 39051. A copy of the RFP may be ascertained from the District Website Resources Tab: https://www.leakesd.org | AGENCY BID BANK http://mscpc.com

Bid Timeline

Bid Advertisement Dates August 29 & September 05, 2024

Letter of Intent to Bid Due Date September 05, 2024 11:59 p.m.

Mandatory Vendor Meeting September 06, 2024 11:00 a.m.

Bid Due Date and Opening September 12, 2024 11:00 a.m.

3 109 West Main Street | Carthage, MS 39051

INTERCOM & COMMUNICATION SYSTEMS Project

(Description)

The Leake County School District wishes to upgrade and fortify its Intercom and Communications Infrastructure via the following implementations. The District is seeking pricing, installation/configuration and timelines to cover the Equipment and Services requested in the proposed RFP. Pricing for Equipment and Services must remain in effect and must be honored until the service delivery is complete.

In order to be eligible to bid, all prospective bidders must attend the mandatory vendor meeting. The vendor meeting will be held at the Career and Technical Center Building of the Leake County School District at 703 Northwest Street, Carthage, MS 39051. The purpose of this meeting is to allow potential bidders an opportunity to present questions and obtain clarification of the requirements of the bid documents. Because the Leake County School District considers the meeting to be critical to understanding the bid requirements, attendance is mandatory in order to qualify as a bidder.1 No transcript or minutes from this meeting will be created or available. Proposals from vendors who do not attend the vendor meeting WILL BE DISQUALIFIED.

Nothing discussed or information provided during the mandatory vendor meeting shall be construed as changing the scope of this procurement as set forth in this RFP. Anything discussed or any information provided during the mandatory vendor meeting shall be interpreted in light of this RFP; if there is any conflict or perceived conflict between this RFP and information provided or statements made during the mandatory vendor meeting, this RFP shall govern.2

At the time of the vendor meeting, all bidders will be expected to complete and turn in the “Site Visit Information Form” furnished in this document.

The RFP will encompass Intercom and Communication Systems for Leake Central Junior High School, Leake Central Elementary School and Leake County Elementary School. Vendors must provide a bid price for all locations.

Intent to Bid

Leake County School Districts requests that all vendors interested in submitting a proposal complete the Letter of Intent to Bid that is provided at the end of this document. The Letter of Intent to Bid should be emailed to Mr. Cleo Brooks at cleobrooks@leakesd.org prior to September 05, 2024 11:59 p.m. If an email reply is not received within 24 hours, it is the responsibility of the respondent to call Mr. Cleo Brooks at 601-267-8442 X9007 to confirm receipt of your Letter of Intent to Bid.

Submitting a Letter of Intent to Bid does not commit you to bidding. The Letter of Intent to Bid is not a requirement to submit a proposal, however the mandatory vendor meeting is a requirement to bid.

In the case of inclement weather or other unforeseen circumstances, all vendors who have submitted the Letter of Intent to Bid will be notified of a change to the mandatory vendor meeting date or time.

General

1 See Mississippi Public Procurement Review Board, Office of Personal Service Contract Review Rules and Regulations, § 3-302.07 (addressing mandatory pre-bid conferences).

2 Id. (“Nothing stated at the pre-bid conference shall change the Invitation for Bids unless a change is made by written amendment”).

mailto:cleobrooks@leakesd.org

4 109 West Main Street | Carthage, MS 39051

The specifications herein are provided to convey the intent of the District and do not indicate every cable or component necessary for the complete system that the proposing vendor shall provide. Technical specifications of all equipment and necessary components proposed should be provided with the bid. Proposals that deviate from these specifications will be considered, provided the vendor indicates why its proposed alternative specifications will meet the needs and intent of the District.

Prices quoted shall be an all-inclusive solution including all applicable taxes, shipping costs, installation of equipment, configuration of equipment, any necessary cabling, training, technical support and trash removal, and represent complete installation and integration with the existing network where necessary. All equipment included in vendor’s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered. Prices quoted in the vendor’s response will remain in effect for a period from the time of the purchase order/contract signing or until the final service delivery deadline for the LCSD Intercom and Communication Systems project products and services.

Omissions in the proposal of any provision described herein shall not be construed as to relieve the vendor of any responsibility or obligation to the complete and satisfactory delivery, operation and support of any services.

Should the vendor have questions or find discrepancies in, or omissions from this RFP, or be in doubt to its meaning, the vendor shall at once notify Leake County School District. All questions should be addressed to Mr. Cleo Brooks at cleobrooks@leakesd.org.

If a response is not received within 24 hours, it is the responsibility of the respondent to call Mr. Cleo Brooks at 601-267-

8442 X9007 to confirm receipt of the questions. All questions and answers will be emailed to all vendors attending the mandatory vendor meeting.

Bid Submission Instructions

Bids may be hand delivered or mailed to the Career and Technical Center Building of the Leake County School District at 703 Northwest Street, Carthage, MS 39051.

Bids must be submitted in a sealed envelope clearly marked as follows:

“INTERCOM & COMMUNICATION SYSTEMS Project”

Bid Opening: September 12, 2024 11:00 a.m.

Envelopes not so marked will not be considered. The Leake County School District Board of Trustees reserves the right to reject any and/or all bids and waive any informality.

5 109 West Main Street | Carthage, MS 39051

Bidders must submit one (1) original and two (2) copies of their full response along with one (1) electronic copy.

The first page in the bid submission packet must be the Bid Worksheet. The worksheet will show the vendor’s total cost.

In additional to the Bid Worksheet, Vendors MUST provide quotes submitted on the vendor’s standard quote form. Failure to comply may result in bid disqualification.

Bids must include the following:

The “Bid Worksheet” completed and signed by the bidder. In the occurrence of discrepancies between the total costs and line item costs, the line item cost will be deemed to be the correct cost.

(THE BID WORKSHEET MUST BE THE FIRST PAGE IN THE BID SUBMISSION DOCUMENTATION)

Required Documents as listed in this RFP.

It is the sole responsibility of the respondents to ensure their responses arrive in a timely manner. Late arrivals will be rejected. The Leake County School District is not responsible for delays of any commercial carrier or delays incurred by the respondents. Oral, telephone, or emailed bids will not be considered. Signatures on the proposals must be in longhand and executed by a principal duly authorized by the vendor to make a contract.

PLEASE NOTE: Common Carriers, UPS and FedEx, in the Carthage, Mississippi area may not deliver overnight packages on time. The Leake County School District will not be responsible for nor will it accept bid responses delivered after the deadline.

Evaluation Methodology

The Leake County School District Board of Trustees will award a contract based on the vendor submission that best meets the needs of the Leake County School District with regard to the current District Policies, Strategic Plan, future growth, RFP specifications, and not necessarily the lowest price even though price will be the primary factor. The following factors may be considered when evaluating responses:

Price

Support Services

Technical Specifications

Technical Certifications of Vendor Staff

Number of Service Staff within close proximity to Prentiss, Mississippi

Vendor response time

Turnkey Solution

Ease of Use

Experience with Vendor (includes Vendor-supplied customer references and recent (5 years) District experience with Vendor (if any); may also include any publicly available reports or testimonials regarding recent Vendor performance)

6 109 West Main Street | Carthage, MS 39051

Vendor Qualifications

The Leake County School District may make such investigations as deemed necessary to determine the ability of the bidder or subcontractors or suppliers to perform the work, and the bidder shall furnish to the Leake County School District all such information and data for this purpose as the Leake County School District may request. The Leake County School District reserves the right to reject any bid if the evidence submitted by or investigation of such Bidder fails to satisfy the Leake County School District that such bidder is properly qualified to carry out the obligations of the contract and/or to complete the work contemplated therein within the time required.

The bidder is specifically advised that any person, firm or other party to whom it proposes to award a subcontract or purchase order under this contract must be acceptable to the Leake County School District.

The successful vendor (contractor) must have, execute or be certified with the following:

Be able to supply all products and services

Be an authorized dealer in the State of Mississippi for all products

Have current liability insurance and workers’ compensation insurance (certificates of insurance must be furnished by winning bidder within 10 days of award)

Provide documentation of the vendor’s employee certifications

Participate in the mandatory vendor meeting

Provide at least 3 references for projects of the same scope and size

Financing

For possible unforeseen financial circumstances, any contract arising from this RFP will also be contingent upon the District’s availability of funds for the project. The District reserves the right to purchase products and services from the winning bid response during the term of the subsequent contract using alternate funding sources if alternative funding becomes available during the contract term. The Leake County School District requires that the winning bidder comply with the State of Mississippi procurement policy and protocol for invoicing. The District also reserves the right to increase or decrease quantities requested in this RFP to adhere to the District’s needs at the time of implementation.

7 109 West Main Street | Carthage, MS 39051

Disqualification of Bidder

The Leake County School District reserves the right to award to other than the lowest bidder when, in the judgment of the District administration, it is in the best interest of the District to do so. A Bidder may be disqualified for any substantial non-compliance with the terms of this RFP, including:

1. Bidder’s failure to sign Bidder’s Proposal Form or to otherwise properly complete the Proposal Form

2. Bidder’s failure to attend and complete the mandatory pre-bid conference

3. Bidder’s failure to include documentation for required certifications and authorizations

A Bidder may also be disqualified for the following reasons:

1. Bidder being in litigation or dispute with the Leake County School District

2. Bidder having defaulted on a previous contract

3. Bidder having preformed unsatisfactorily on a previous contract, including but not limited to the Bidder’s failure to fulfill the warranty obligations of a previous contract with the Leake County School District

The Leake County School District will strictly adhere to the Mississippi Procurement policy/protocols and District Fiscal policy/protocols when evaluating bid responses.

Right to Reject

The Leake County School District reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the District. The Leake County School District reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms the vendor proposes. The Leake County School District reserves the right to reject the proposal of a vendor who has previously failed to perform properly or completed on time contracts and to reject the proposal of any vendor who in the opinion of the Leake County School District, is not in a position to adequately perform the contract. The Leake County School District reserves the right to reject any and all proposals, any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or the entire contract in a manner that is in the best interest of the Leake County School District. Contracts will be awarded for each part of the RFP to the vendor submitting the proposal determined to be in the best interests of the Leake County School District.

8 109 West Main Street | Carthage, MS 39051

INTERCOM & COMMUNICATION SYSTEMS PROJECT 2024

BID EVENT SPECIFICATIONS AND CONDITIONS

TERMS AND CONDITIONS

Vendors shall acknowledge in the boxes to the right where required. Quantities are indicated where applicable.

Acknowledge

Yes No

CERTIFICATIONS AND LICENSES:

Below are listed the certifications required in order to participate in this bid event. By participating in this bid event, you certify that your company is so certified or licensed and legally eligible to perform the work prior to responding to this bid event. Certification and Licensing information shall be included with all Specification Responses Forms.

Vendors shall furnish an original Certificate of Insurance indicating, and such policy providing coverage to, Leake County School District named as an additional insured on a primary and non-contributory basis. The vendor shall maintain complete workers' compensation coverage for each and every employee, principal, officer, representative, or agent of the vendor who is performing any labor, services, or material under the Contract.

Certification:

Date Certified:

Name/Entity on Certificate:

Yes

No

IN

SU

R A

N C

E

Proof of Worker’s Compensation Coverage

Proof of GL Insurance Coverage:

Coverage Required Amount

Auto Liability - Combined Single Limit $1,000,000

General Liability Aggregate - Per Project

$2,000,000

Products Aggregate $2,000,000

Any One Occurrence $1,000,000

Personal Injury $1,000,000

Fire Damage/Legal $300,000

Additional Umbrella Liability - Aggregate

$5,000,000

N

ET

W O

R K

T

EC

H

N

IC

A L

C

ER

TI

FI

C A

TI

O

N S

Required Network Certifications

ISO 9001 Certification

Certified Network Engineer

Mississippi Electronic Protection License

Software Technician Certification

Telecom Design Specialist on staff

Engineer on staff in security

Engineer on staff in routing, switches and wireless

Proof of Good Standing With Federal Government

9 109 West Main Street | Carthage, MS 39051

INTERCOM & COMMUNICATION SYSTEMS PROJECT 2024

BID EVENT SPECIFICATIONS AND CONDITIONS

TERMS AND CONDITIONS

Vendors shall acknowledge in the boxes to the right where required. Quantities are indicated where applicable.

BID PROCESS:

This RFP event is being conducted by Mississippi Procurement sealed bid policy and procedures.

SITE VISIT COMPLETION:

In the box to the right, state the date and time of your site visit:

Request for Proposal (RFP) - Intercom and Communication Systems

SITES:

LEAKE CENTRAL JUNIOR HIGH SCHOOL | LEAKE CENTRAL ELEMENTARY SCHOOL

LEAKE COUNTY ELEMENTARY SCHOOL

Project Overview:

Leake County School District is seeking proposals for the design, installation, and integration of an IP/PoE Intercom System with VoIP phones and software for asynchronous communication at Leake Central Junior High School, Leake Central Elementary School and Leake County Elementary School. The purpose of this upgrade/replacement is to enhance communication within classrooms, gymnasium, cafeteria, field house, band hall, and other ancillary spaces on each campus. {Site walkthrough mandatory! Device and Equipment quantities will be established via this process}

Project Goals and Objectives:

Implement a comprehensive IP/PoE Intercom System for seamless communication within classrooms, gymnasium, cafeteria, field house, band hall, and other relevant spaces. Install VoIP phones to facilitate efficient and clear voice communication in all specified areas. Integrate software for asynchronous communication, allowing effective communication outside of regular class hours or during non-standard situations. Ensure the system is user-friendly, reliable, and scalable for future expansion or modifications.

10 109 West Main Street | Carthage, MS 39051

Scope of Work:

1. Design and Installation of IP/PoE Intercom System:

Provide a detailed design plan for the IP/PoE Intercom System covering all specified areas, ensuring full coverage and clarity of communication. Install IP/PoE speakers in each classroom, gymnasium, cafeteria, field house, band hall, and other ancillary spaces as designated. Ensure integration with the existing network infrastructure and adherence to industry standards.

2. VoIP Phones Installation:

Supply and install VoIP phones in all classrooms, gymnasium, cafeteria, field house, band hall, and other specified spaces. Ensure the phones are configured to function seamlessly with the IP/PoE Intercom System for efficient communication.

3. Asynchronous Communication Software Integration:

Propose and integrate appropriate software to enable asynchronous communication, facilitating effective communication outside regular hours or during non-standard situations. Provide training for end-users to effectively utilize the asynchronous communication software.

4. Testing and Quality Assurance:

Conduct thorough testing of the entire system to ensure proper functionality, sound quality, and integration of all components. Rectify any defects or issues found during testing to meet the specified requirements.

5. Training and Documentation:

Provide comprehensive training to designated staff on using the IP/PoE Intercom System, VoIP phones, and asynchronous communication software. Supply detailed system documentation including user manuals, technical specifications, and maintenance guidelines.

11 109 West Main Street | Carthage, MS 39051

Proposal Submission:

Bids may be hand delivered or mailed to the Career and Technical Center Building of the Leake County School District at 703 Northwest Street, Carthage, MS 39051.

Bids must be submitted in a sealed envelope clearly marked as follows:

“INTERCOM & COMMUNICATION SYSTEM Project”

Bid Opening: September 12, 2024 11:00 a.m.

For inquiries or clarification regarding this RFP, please contact Cleo Brooks @ 601-267-8442 X- 9007 or cleobrooks@leakesd.org.

Thank you for your interest in partnering with Leake County School District. We look forward to receiving your proposal.

SCHEDULE OF EVENTS:

Advertise: AUGUST 29, 2024 Advertise: SEPTEMBER 05, 2024 Mandatory Meeting: SEPTEMBER 06, 2024

BID OPENING: SEPTEMBER 12, 2024

PROPOSAL FORMAT:

Vendors shall provide the following information in the following order. This the evaluation process.

1 BID WORKSHEET

2 All Required Certifications or Licenses

3 Specification Response Form

4 Technical Proposal

5 Quantity Spreadsheet | QUOTE BY SITE ON COMPANY LETTERHEAD

6 Disclosure of all potential Maintenance Costs looking forward five years

Vendor Qualifications Yes No

Vendor must be a certified partner of each component of the proposed solution; in good standing with manufacturer; and able to provide/supply all products and services proposed. Vendor must include a manufacturer letter of authorization for each proposed solution in the bid response.

Vendor must be an authorized dealer in the State of Mississippi for products proposed.

Due to the network cabling requirement, the vendor must have a State of Mississippi General Contractor’s License specialties in low voltage category.

Vendor must have a Registered Communications Distribution Designer (RCDD) on staff that will be responsible for the infrastructure design of the project. Please include documentation in response packet.

12 109 West Main Street | Carthage, MS 39051

To ensure the highest level of quality possible, all bidders must hold the ISO 9001:2008, ISO 2015, or ISO 9004:2009 (collectively referred to as “ISO-9001 certification”). The ISO‐9001 certification requirement is a pragmatic step to ensure this organization purchases from a quality bidder. The bidder’s legal name must be listed on the cover page of the official ISO‐9001 Certificate of Registration or the bidder must be an affiliate of the firm listed on the official ISO‐9001 Certificate of Registration. An affiliate is defined as a firm who directly owns and controls or is under common ownership and control with the firm listed on the official ISO‐9001 Certificate of Registration. Common ownership must be a minimum of 25% equity control. If an affiliate firm is listed on the ISO 9001 Certificate of Registration, the bidding firm must submit a letter detailing the affiliate relationship between the two firms. Please provide documentation in the response packet.

Due to the urgency of technical support, it is required that the vendor have certified personnel located in Mississippi and be able to respond to emergencies within 4 hours.

Vendor must not subcontract any services for this project. Include statement certifying that all installation will be provided by a certified employee or partner of the vendor.

It is preferred that the vendor has extensive knowledge and experience working with school systems within the state.

Vendor must have been in business for a minimum of five years providing services as described in this RFP. Vendors are required to provide evidence that they meet this qualification with the RFP response.

Because of the detailed planning and coordination with the district, preference will be given to vendors that have previously coordinated projects with them.

Vendor must submit the name of the member who will be assigned as Project Manager and Installer. The Project Manager must hold both the VOIP Device Advanced System and Troubleshooting Certification and the Implementing the VOIP Device System Certification. Please include documentation in the bid response packet.

Vendor must hold a Mississippi Electronic Protection License issued by the Mississippi Insurance Department State Fire Marshal. Proof of this license must be included in the response packet.

Vendor must submit the name of the staff member who will be assigned as the SMS project manager and installer.

INTERCOM & COMMUNICATION SYSTEMS PROJECT 2024

BID EVENT SPECIFICATIONS AND CONDITIONS

TERMS AND CONDITIONS

Vendors shall acknowledge in the boxes to the right where required. Quantities are indicated where applicable.

RESPONSIBILITIES Yes No

Contract documents are detailed only to the extent required to show design intent. It shall be understood and agreed upon by the Contractor that all work described herein shall be complete in every detail.

Furnish additional items not mentioned herein to meet requirements as specified without claim for additional payments.

Items, may include hardware, rack panels, 66 Blocks etc., and other devices that are required for installation.

Labor furnished shall be manufacturer trained and experienced in telecommunication and networked systems.

All equipment unless otherwise specified, shall be new, free from defects, and the best craftsmanship in its class.

Provide system documentation including equipment manuals and drawings.

Guarantee all equipment and components for their specified period from date of acceptance.

Provide information on system requirements to any Contractor responsible for supplying related materials for this system.

SHIPPING INFORMATION Yes No

Shipping of all materials shall be included in the turnkey price.

Acknowledgements

Company Information

Sales Rep Name: Company:

Phone (M): Phone (O): Email:

Phone (O):

Email:

14 109 West Main Street | Carthage, MS 39051

SITE VISIT INFORMATION FORM

(Type or Print ONLY)

(Vendors should bring this completed to the site visit)

NAME OF COMPANY

ADDRESS OF HOME OFFICE

CITY OF HOME OFFICE

STATE OF HOME OFFICE

COUNTY OF HOME OFFICE

9 DIGIT HOME OFFICE ZIP

PHONE # OF HOME OFFICE

Federal EIN

DUNS Number

CONTACT Name _____________________________________________

CONTACT Phone Number _____________________________________

CONTACT Email Address _______________________________________

15 109 West Main Street | Carthage, MS 39051

By signing below, the vendor acknowledges that the prices listed on this sheet are the prices being bid for the Leake County School District Intercom & Communication Systems Project.

PRINTED NAME __________________________________ TITLE ____________________________

SIGNATURE ________________________________________ DATE ___________________________

BID WORKSHEET

PRICING INFORMATION (Total Cost for ALL Locations)

(THIS DOCUMENT MUST BE THE TOP PAGE OF YOUR SUBMISSION)

You must submit a standard quotation showing line item pricing Total in addition to this worksheet.

MUST FILL IN THE TOTAL PRICE FOR EACH LOCATION OF THE PROJECT BELOW.

PROJECT TOTAL PRICE for Leake Central Junior High Intercom & Communication System $__________

PROJECT TOTAL PRICE for Leake Central Elementary Intercom & Communication System $__________

PROJECT TOTAL PRICE for Leake County Elementary Intercom & Communication System $__________

PROJECT GRAND TOTAL PRICE for All LOCATIONS $__________________________

In the occurrence of discrepancies between the total costs listed above and costs from the itemized quotes, the costs from the itemized quotes will be deemed to be the correct cost.

Please include a line item/catalog pricing schedule in your bid for all bid items including equipment, cabling, labor, travel, etc. and any proposed alternative equipment.

16 109 West Main Street | Carthage, MS 39051

Required Documents

Bid Worksheet and Service Provider Quotes

Specifications for the proposed hardware, software and services

References

Documentation of the vendor’s certifications

Qualifications and training of vendor technical staff

Trouble Ticketing Procedures and Escalation Process

Any other documentation required previously in this document

If the proposal does not meet the stated specifications, the vendor must include a detailed proposal along with a detailed explanation as to why the vendor believes the proposal will meet the stated needs of the Leake County School District and why the District should consider their proposal.

17 109 West Main Street | Carthage, MS 39051

DISTRICT BUILDING INFORMATION

BUILDING ADDRESS

Superintendent’s Office 109 West Main Street Carthage, MS 39051

LCSD Academic Services Center 201 Vanburen Street Carthage, MS 39051

Leake Central Elementary School 603 Highway 16 Carthage, MS 39051

Leake Central Junior High School 801 Martin Luther King Drive Carthage, MS 39051

Leake Central High School 704 North Jordan Street Carthage, MS 39051

Leake Career and Technical Center 703 Northwest Street Carthage, MS 39051

Leake County Elementary School 1280 School Street Walnut Grove , MS 39189

Leake County High School 220 Spruce Street Walnut Grove , MS 39189

LCSD Transportation Center 588 Pollard Road Carthage, MS 39051

LCSD Maintenance Center 205 East Mill Street Carthage, MS 39051

18 109 West Main Street | Carthage, MS 39051

LETTER OF INTENT TO BID

Mr. Cleo Brooks cleobrooks@leakesd.org

601-267-8442 X-9007

Reference: Leake County School District | “INTERCOM & COMMUNICATION SYSTEMS Project”

This letter is to notify you that it is our present intent to submit a proposal in response to the above referenced RFP. The individual to whom information regarding this RFP should be transmitted is:

Name: __________________________________________

Company: _______________________________________

Address: ________________________________________

City, State & Zip: _________________________________

Phone Number: __________________________________

E-mail Address: ___________________________________

Regards, Signature

Title