1449-20260609085840 JCSD.pdf

B.R. Jones, PhD Superintendent of Education

5204 Highway 11 North Ellisville, Mississippi 39437

Phone: (601) 649-5201 Excellence in Academics, the Arts, and Athletics. Fax: (601) 649-1613

Jones County School District Intercom and Communication Systems Project Bid

Northeast Jones High School, South Jones High School, and West Jones High School Jones County School District reserves the right to reject any or all proposals and to waive irregularities and informalities in the submittal and evaluation process. This Request for Proposals (RFP) does not obligate the district to pay any costs incurred by respondents in the preparation and submission of a proposal. The district reserves the right to negotiate equipment specifications regardless of proposal design. Furthermore, this RFP does not obligate the district to accept or contract any expressed or implied services.

The Jones County School District is requesting proposals for the design and installation of new intercom and communication systems for Northeast Jones High School, South Jones High School, and West Jones High School. The proposed systems shall allow communication from administrative offices into classrooms, hallways, common areas, gymnasiums, cafeterias, and select exterior locations throughout each campus. The systems shall also provide programmable bell schedules and emergency alert functionality including, but not limited to, fire drills, tornado drills, lockdowns, and other emergency notifications.

The district will consider proposals for IP-based solutions. Prospective bidders must attend a mandatory site walkthrough to determine the best solution for each campus. Additional specifications and requirements are outlined throughout this document.

Bid Submission Information

The district will accept sealed and electronic bids until July 2, 2026 at 10 am. All bids will be opened publicly, read, and recorded. Bid opening will take place in the District Office Board Room.

Bids should be clearly marked:

Intercom and Communication Systems Project Bid

District Contact Information

Project inquiries should be directed to:

Jones County School District Technology Department Phone: 601-649-5201 Email: chill@jonesk12.org

The preferred form of contact for all inquiries pertaining to this project shall be email.

A mandatory vendor walkthrough shall be scheduled prior to bid submission. Vendors must attend the walkthrough in order to submit a proposal.

mailto:chill@jonesk12.org

5204 Highway 11 North Ellisville, Mississippi 39437

Excellence in Academics, the Arts, and Athletics. Fax: (601) 649-1613

Scope of Work

The Jones County School District is requesting proposals for a turnkey project in which school-wide intercom and bell system solutions will be installed, configured, tested, and training provided for district staff.

The district requires systems capable of meeting intercom and communication needs for a minimum lifespan of ten (10) years and designed to be scalable and expandable for future growth.

The systems shall provide communication throughout Northeast Jones High School, South Jones High School, and West Jones High School through a series of call stations, administrative consoles, classroom speakers, hallway speakers, and exterior communication devices.

All classrooms and designated common areas shall have the ability to communicate directly with administrative offices. The systems shall also include programmable bell scheduling systems allowing administrators to provide bells, tones, and emergency alerts throughout each campus.

Vendors shall provide a complete turnkey solution including, but not limited to:

• Speakers

• Administrative terminals

• Call boxes

• Cabling

• Mounting hardware

• Network connectivity

• Licensing

• Installation

• Documentation

• Technical assistance

• Maintenance information

• Staff training

The installation of the systems and related equipment shall be coordinated under the supervision of the district technology department. Any supplies, equipment, and materials referenced in this RFP represent minimum district standards.

As each high school campus continues to grow, the proposed solutions shall address system capacity, functionality, and future expansion capabilities. Vendors are expected to evaluate the current infrastructure at each campus and recommend solutions capable of supporting future additions or renovations.

Campus maps and additional information will be provided during the mandatory walkthrough.

5204 Highway 11 North Ellisville, Mississippi 39437

Excellence in Academics, the Arts, and Athletics. Fax: (601) 649-1613

Existing intercom systems and related components may require removal, including but not limited to speakers, call buttons, surface raceways, and outdated communication equipment. Wiring that is concealed and no longer in use does not necessarily have to be removed unless otherwise directed by the district.

Design Requirements and System Expectations

The proposed solutions shall include all installation costs and provide itemized pricing. Vendors must also include a projected installation timeline for each campus, with the goal of completion as close August 31, 2026 as possible.

The work provided shall include furnishing and installing all equipment, cabling, labor, and software necessary for a complete and fully operational communication and control system.

The system must be capable of providing optional district-wide command and communication capabilities with appropriate levels of user permissions and administrative controls.

The system shall be web-based and protected through secure access controls.

The system shall provide classroom emergency “check-in” capabilities that can be monitored from designated administrative workstations.

The system shall provide communication paths to classrooms, workrooms, offices, gyms, cafeterias, auditoriums, hallways, and designated exterior areas.

The communications system shall allow simultaneous use of classroom telephones and intercom pages without interruption where applicable.

If district telephone systems are integrated, the proposed intercom system shall interface appropriately with existing telephone infrastructure to allow paging, room-to-room communication, emergency announcements, and timed tones.

The intent of this RFP is to establish a standard of quality, function, reliability, and safety. It is the responsibility of the bidder to ensure that the proposed systems meet or exceed all standards identified in these specifications.

5204 Highway 11 North Ellisville, Mississippi 39437

Excellence in Academics, the Arts, and Athletics. Fax: (601) 649-1613

Vendor Requirements

Each proposal shall include the following:

1. Company profile and years of experience

2. References for at least three comparable school installations

3. Proposed equipment specifications

4. Project timeline

5. Warranty information

6. Ongoing maintenance and support options

7. Training plan for district personnel

8. Detailed pricing breakdown

9. Any required licensing or subscription costs

10. Proof of insurance and applicable certifications

All work shall comply with applicable local, state, and federal codes and regulations.

Vendors shall coordinate all installation activities with district administration to minimize disruptions to instructional operations.

Evaluation Criteria

Proposals may be evaluated using the following criteria:

• Overall project cost

• Quality and reliability of proposed equipment

• Vendor experience with K-12 installations

• Scalability and expandability of the proposed solution

• Warranty and support services

• Installation timeline

• References and past performance

• Compliance with specifications

The district reserves the right to negotiate with vendors and request additional information as needed.

5204 Highway 11 North Ellisville, Mississippi 39437

Excellence in Academics, the Arts, and Athletics. Fax: (601) 649-1613

Project Timeline The district anticipates the following timeline:

• Release of Bid: June 9, 2026

• Mandatory Walkthrough: June 23, 2026

• Deadline for Questions: June 30, 2026

• Bid Opening: July 2, 2026

• Board Consideration: July 6, 2026

• Project Start Date: July 8, 2026

• Target Completion Date: August 31, 2026

Additional Conditions

The district reserves the right to accept or reject any proposal in whole or in part.

The selected vendor shall be responsible for any permits, inspections, and approvals required for project completion.

All installed systems and materials shall be new unless otherwise approved in writing by the district.

All work areas shall be cleaned daily and restored to operational condition at the completion of the project.

Any damage caused during installation shall be repaired by the vendor at no additional cost to the district.

Proposal Signature Page

Vendor Name: _______________________________________

Vendor Representative: _______________________________

Signature: __________________________________________

Date: ______________________________________________

Phone Number: ______________________________________

Email Address: ______________________________________