2023 School Safety Grant RFP.pdf

In Pursuit of Excellence...

Caledonia Community Schools www.calschools.org

Administrative Offices: 9753 Duncan Lake Ave., Caledonia, MI 49316 • Telephone (616) 891-8185 ~ Fax (616) 891-9253

School Safety Request for Proposal

RFP: SEC. 97 SCHOOL SAFETY GRANT

Request for Proposal Issued: February 12, 2024

Deadline for Submittal of Proposals:

March 5, 2024 Before 10:00AM (EST)

Attention: Technology Department Caledonia Community Schools

8948 Kraft Ave SE, Caledonia, MI 49316 http://www.calschools.org/

Uniform Proposal Requirements:

The Caledonia Community Schools District (CCS) (hereafter “District or CCS”) is seeking bids from qualified vendors (hereafter “Vendor”) for the installation of IP security cameras, IP speakers, IP strobe lights and wireless access points and the low voltage structured cabling for each device in multiple buildings throughout the district. Cameras, speakers, strobes and wireless access points are provided by the District.

The district reserves the right to accept or reject bids in any or all categories. Vendors must clearly identify which categories they are providing bids and which categories they are not providing bids.

The Vendor must submit one (1) paper copy of the proposal and a copy in Electronic format on a USB drive in a sealed envelope plainly marked with the name “RFP: CCS SCHOOL SAFETY 2023-2024.” Facsimile and email proposals will not be accepted in response to this RFP.

All submittals will include:

● Proposal(s)

● 3 References, one being a school or school district of similar size to CCS.

● Familial Disclosure Affidavit

● Iran Economic Sanctions Act Affidavit of Compliance

Proposals should be delivered to:

Caledonia Community Schools Administration Building 8948 Kraft Ave SE Caledonia, MI 49316

The information presented in the RFP is not to be construed as a commitment of any kind on the part of the District. There is no expressed or implied obligation for the District to reimburse responding firms for any expenses incurred in preparing Proposals in response to this request.

Optional items must clearly be identified as such.

All Proposals shall be deemed final, conclusive and irrevocable and no Proposal shall be subject to correction or amendment for any error or miscalculation. No Proposal shall be withdrawn without the consent of the District after the scheduled closing time for the receipt of Proposals. Proposals, prices, terms and conditions shall remain firm for a period of ninety (90) days from the due date for Proposals.

The Vendor is responsible for its own verification of all information provided to it. The Vendor must satisfy itself, upon examination of this RFP, as to the intent of the specifications. After the submission of the Proposal, no complaint or claim that there was any misunderstanding will be entertained.

No oral interpretation will be made to any Vendor as to the meaning of the RFP. Any oral communication will be considered unofficial and non-binding on the District. Unauthorized contact by the Vendor with other District employees or Board members regarding the RFP may result in disqualification.

Requests for interpretation must be made in writing by electronic mail to the Technology Department of Caledonia Community Schools according to Project Timeline. Any information given to a Vendor concerning the RFP will be furnished to all Vendors as an addendum to the RFP. The Vendor should rely only on written statements issued by the District in the form of an addendum to the RFP.

The District may award a contract based upon the initial Proposals received without discussion of such Proposals. Accordingly, each initial Proposal should be submitted with the most favorable price and service standpoint.

To facilitate consideration of the Proposals, the District may, at its option, conduct interviews and evaluations after receipt of the Proposal. If this is necessary, the Vendor will be contacted to arrange a time for an interview and product evaluation.

The District reserves the right to hold negotiations in an attempt to clarify and qualify terms of any Proposal.

The District reserves the right to negotiate final contract terms with any vendor, regardless of whether such vendor was interviewed or submitted a best and final Proposal.

The Vendor shall not, under penalty of law and immediate disqualification of the Proposal, offer or give any gratuities, favors or anything of monetary value to an officer, employee, agent, or Board of Education member of the District for the purpose of influencing favorable disposition toward a submitted Proposal or for any reason while a Proposal is pending or during the evaluation process.

All bids shall be exclusive of applicable excise taxes. Exemption forms will be executed when necessary.

The bidder acknowledges that by submitting a bid, the specifications and other instructions are in the bidder's opinion, appropriate and adequate for the intended purpose.

Overview of Project CCS is a growing school district covering over 100 square miles in Kent, Barry, and Allegan counties. The District comprises five (5) elementary buildings, one (1) intermediate school, one

(1) middle school buildings, one (1) high school, and auxiliary support buildings. The high school consists of a north and south campus. The Duncan Lake complex houses Duncan Lake Middle School, Early Childhood Center, Resource Center, and the District Technology Center. All of the addresses are located in Caledonia, MI with a zip code of 49316 with the exception of Kettle Lake Elementary.

Caledonia Elementary School 9970 Duncan Lake Ave.

Emmons Lake Elementary School 8950 Kraft Ave.

Kettle Lake Elementary School 8451 Garbow Dr, Alto MI 49302 Paris Ridge Elementary School 4690 Paris Ridge Drive Duncan Lake Middle School 9757 Duncan Lake Ave.

Kraft Meadows Intermediate School 9230 Kraft Ave.

Caledonia High School 9050 Kraft Ave.

This RFP is a component of a comprehensive school safety initiative at Caledonia Community Schools. The RFP addresses low voltage cabling for, and the physical installation of, IP security cameras, IP strobe lights, IP speakers, and wireless access points in four elementary buildings, the intermediate school, the middle school building, and high school.

Configuration of the above mentioned IP devices will be performed by District technology staff.

Project Timeline The selected vendor shall have sufficient resources in order to complete the Scope of Work, within the allotted time frame and shall, upon request, demonstrate that they have the resources necessary to fulfill the timeline requirements for completing the entire project. The District is anticipating the project to be completed in accordance with the following Project Timeline:

● RFP release: February 12, 2024

● Vendor pre-bid meeting:

○ Time: February 20, 2024 at 10:00am

○ Location: Administration Building - 8948 Kraft Ave SE, Caledonia

● Intent to bid due: February 21, 2024 by 5:00pm

● Last day for submitting inquiries via email: February 22, 2024 by 5:00pm

● Responses to inquiries posted by 3:00 pm February 23, 2024

● Public bids due: March 5, 2024 at 10:00am

● Present selected proposal to Board of Education for approval: March 25, 2024

● Project plan due: April 10, 2024

● Substantial completion by: August 9, 2024

Scope of Work Vendor will work with CCS to develop a project plan no later than April 10, 2024. The project plan will include the final number and location of network drops, IP security cameras, and IP speakers and wireless access points. The project plan will also include a rough schedule for work through the completion of the project.

Network Drops Cat 6 Data Drops for IP security cameras, IP speakers, IP strobe lights, and wireless access points in 8 school buildings. This will be 154 data drops, as shown in the attached maps.

● Each run will go to the nearest MDF/IDF closet, not to exceed standard cabling lengths.

● Cabling will be installed to all relevant and applicable standards and best practices, including but not limited to ANSI/EIA/TIA and the National Electrical Code (NEC).

● Contractor will provide and complete network cable installation including wiring/cabling, testing, certification, cable hangers, jacks, boxes, faceplates, metal raceway, patch panels, connectors, labels, as needed. Existing racks are in place and to be used. All network cable will be properly installed according to the NEC, supported with J-hooks or hangers as needed (no cable laying on the drop ceiling)

● All new network wiring will be clearly labeled by contractor on both ends with label maker.

● All new network wiring, patch panels, and connectors will be a minimum Category 6, tested, labeled and certified to at least 1 Gb/s.

● Map locations are approximations for bidding, exact locations to be mutually agreed upon prior to installation.

● The IDF and MDF network locations are also marked on the map for reference.

● All building penetrations will be properly sealed for weather and fire retardancy.

● Camera and IP speaker terminations are preferred above drop ceilings, with appropriate patch cable connection to below the drop ceiling. In locations without a drop ceiling, a wall mount box will be required. For external cameras, the jack should be located inside the building, with a patch cable from the inside jack to the external camera location.

● All installed premise cabling (including above ceiling, data, wireless, camera, and security cable runs) will be terminated to an appropriate Category 6 jack with box or biscuit - not RJ-45 cable ends. All cabling terminating in the wiring closet(s) will be terminated to an appropriate Category 6 rated patch panel. Patch panel costs should be included in the bid.

IP Security Cameras

Installation of security cameras for monitoring interior and exterior areas of school buildings.

Network connections for security cameras are to be provided in the Network Drops section of this RFP.

● District provided IP camera hardware

○ (16) Axis P3267-LV dome cameras

○ (18) Axis P4707-PLVE Dual lens cameras

○ (11) Axis P3719-PLE Quad lens cameras

○ (8) Axis P3807-PVE 180-degree camera

● The district will be responsible for patch cables at the switch.

Configuration of cameras on existing exacqVision server to be completed by District technology staff.

IP Speakers Install District-provided IP speakers for use with our existing Informacast mass notification system. See the attached drawings for numbers and approximate speaker locations. Network connections for IP speakers are provided in the Network Drops section of this RFP.

● District provided IP speaker hardware

○ (7) AND IPSCM 2x2 lay-in speakers

○ (9) AND IPSWS-SM-O-IC wall mount speakers

○ (29) CyberData IP66 Outdoor horn speakers

● District will be responsible for patch cables at the switch

● Configuration of speakers in the existing Informacast system to be completed by District technology staff.

IP Strobe Lights These are visual indicators which will be tied into the Informacast mass notification system.

Network connections for IP Strobe Lights are provided in the Network Drops section of this

RFP.

● District provided IP strobe light hardware

○ (31) Algo 8138-IC - indoor locations

○ (28) Algo 8138-IC - outdoor locations

● District will be responsible for patch cables at the switch

● Configuration of strobe lights in the existing Informacast system to be completed by District technology staff.

Wireless Access Points These exterior wireless access points will be connected to the existing Cisco wireless network.

Network connections for wireless access points are provided in the Network Drops section of this RFP.

● District provided outdoor wireless access point hardware

○ (16) Cisco Catalyst 9124AX

● District will be responsible for patch cables at the switch

● Configuration of strobe lights in the existing Informacast system to be completed by District technology staff.

Evaluation

The District intends to select the proposed services and terms that are most advantageous to CCS. The criteria used to evaluate the proposals will include:

A. the quality of the item(s) to be supplied;

B. its conformity with specifications;

C. suitability to the requirements of the District;

D. delivery terms;

E. past performance of the vendor.

The Board reserves the right to reject any and all bids.

NOTICE OF INTENT TO BID

This is to declare that the undersigned intends to respond to Caledonia Community School’s

Request for Proposal: Sec. 97 School Safety Grant

Name of Company:

Address:

City, State, Zip

Contact Name:

Title:

Telephone Number:

Email Address:

Signature Date:

Complete and return via email by February 21, 2024 by 5:00pm

Caledonia Community Schools Technology Department Phone: (616) 891-0218 Scott Vugteveen Fax: (616) 891-9253 8948 Kraft Ave. Email: vugteveens@calschools.org Caledonia MI, 49316 mailto:vugteveens@calschools.org

FAMILIAL DISCLOSURE AFFIDAVIT

All Bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between the owner(s) or any employee of the Bidder and any member of the Board of Education of the District and/or the Superintendent of the District.

The undersigned, owner or authorized officer of (the Bidder), pursuant to the familial disclosure requirement provided in the Caledonia Community Schools Telecommunications Request for Proposals, hereby represent and warrant, except as provided below, that no familial relationships exist between the Bidder or any employee of the Bidder, and any member of the Caledonia Community Schools, the Board of Education and/or the Superintendent.

The following are the Bidders familial relationship(s) with Caledonia Community Schools

Bidder/Employee Name Related to: Relationship

1.

2.

(Attach additional pages if necessary.)

There is no familial relationship that exists between the Bidder and/or any employee of the Bidder and any member of the Caledonia Community Schools, the Board of Education and/or the Superintendent.

Bidder:

(Company Name)

By:

(Signature)

(Title)

This instrument was acknowledged before me, a Notary Public, in and for

County on this day of , 20 .

(Notary Public Signature) My Commission expires:

AFFIDAVIT OF COMPLIANCE

IRAN ECONOMIC SANCTIONS ACT

The undersigned, the owner or authorized officer of, (the “Bidder”) pursuant to the compliance certification requirement contained in the Caledonia Community School District's Board Policy (8120) and the request for bids/proposals, hereby certifies, represents, and warrants that the Bidder, including its officers, directors, and employees, is not an “Iran Linked Business.”

“Iran Linked Business” means either of the following:

1. A person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas takers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran.

2. A financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran.

MCL129.312(e)(i-fi).

Furthermore, the Bidder, if awarded a contract by the Caledonia Community School District, affirms that it will not become an “Iran Linked Business” at any time during the course of performing under the contract.

The Bidder further acknowledges and understands that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the Caledonia Community School District’s investigation, and reasonable attorney fees, in addition to the fine. Furthermore, a person who submitted a false certification shall be ineligible to bid on a request for proposal for three years from the date the public entity determines that the person has submitted the false certification. MCL 129.315.

Bidder:

(Company Name)

By:

(Signature)

(Title)

This instrument was acknowledged before me, a Notary Public, in and for County on this day of , 20 .

(Notary Public Signature) My Commission expires: