2025-2026 CGRESD Area School Valcom RFP.pdf

Request for Proposal

Area School PA/Clock Valcom Upgrade 2025-2026

Issued by:

Clare-Gladwin Regional Education Service District (CGRESD)

May 7th, 2025

Bid Due Date:

May 20th, 2025 – 3:00 p.m., EST

Return to:

Tara Mager, Superintendent

Clare-Gladwin Regional Education Service District

4041 E. Mannsiding Road

Clare, Michigan 48617

Late Bids Will Be Rejected

SUMMARY:

This “Request for Proposal” is for the installation of a new IP speaker/clock endpoint system throughout the Area School and to be added to the mass notifications server on the Magnus campus.

The RESD shall be responsible for powering down and verifying there is no AC current in the existing clock system prior to demo work.

All existing speakers are to be removed and New IP endpoints are to be installed in quantities indicated on the provided site map.

Placement of new devices on the site map are for general reference only, final locations shall be determined and indicated by the schools representative.

All new IP devices shall be added to audio groups created specifically for the area school while still being managed by the IP6000 mass notification server located at the Magnus campus.

All new IP devices shall be added to the multi-campus All-Call audio group.

All bid responders are required to provide unit pricing for the individually specified parts as outlined in this document.

All new call buttons shall be configured to call the office SIP phone extension.

All exterior horns shall be on a separate audio group from the rest of the building and added to a newly created all-call group for exterior and interior.

All existing call buttons shall be removed. If a new call button is not to be placed in that location the existing box is to be covered with a stainless steel blank plate.

Any speaker or clock opening that is not completely covered by the new speaker or clock device shall be covered in its entirety with a painted cover of metal or wood that must be approved by the school prior to installation.

A location shall be installed in each office to provide for auxiliary audio and for auxiliary microphone access to the system. These two locations are referenced on the site map.

The contractor will be required to perform a two hour training session for the school's administrators on the use of the system to include creating and managing bell schedules, sending text to speech messages, general use of the system via the school's telephone system and use of the auxiliary microphone and aux audio input.

A minimum one year warranty is required from date of final approval of the project completion. This is to cover all materials and workmanship.

All bidding Integrators must show references and have at least 5 years experience with the Valcom IP6000 IP Platform.

Clare-Gladwin RESD reserves the right to accept or reject any or all bids and to award the contract to other than the lowest bid offered, if such actions are in the best interest of Clare-

Gladwin RESD. This does not commit Clare-Gladwin RESD to any specific course of action.

INSTRUCTIONS TO BIDDERS:

The specification of endpoints as native to the Valcom IP6000 mass notification platform is intended to ensure compatibility with existing infrastructure and to establish the required level of performance and integration. No substitutions or alternates will be considered.

Bid price shall include delivery to the point of use and must not include any reduction in price relating to the assumption of buy-backs. Where it shall be deemed necessary by school officials, the successful bidder shall be prepared to provide instruction in use and care of equipment delivered in both written form and on a demonstration basis.

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

All bids shall be submitted as per the RFP. Additional time will not be granted to any single vendor; however, additional time may be granted to all vendors when the District determines that circumstances warrant it (e.g., an “act of God”). The information contained in bids submitted for

A walkthrough of the Area School can be scheduled but this is optional.

the District's consideration will be held in confidence until bids are opened.

The installation contractor shall also provide a separate quote for the installation of CAT 6A data cabling for the indicated IP device locations. All cabling should be run to the data closets in room 164 or 107, whichever is more efficient or based on termination point of surrounding drops.

All data cabling shall be white, all modular ends shall also be white as shall the patch cables on both ends as required for the project completion.

All new data runs Including ends and patch chords shall be Enterprise CAT 6A

Required system devices are as follows:

Wall Mount IP Speaker/Clock

• District will provide x16 units including backbox. Need cabling and installation.

IP Ceiling Speaker Double Sided Display with Speaker and Flasher Single Call Button for IP Speaker Network Audio Port Desk Mic Input Plate Input Power Supply

VIP-432A-DF

VIP-402A

VL522BK-F-FC

VE2973A

VE-8001

V-400 V-9984-W

VP-1124D

TChristensen Highlight

In the event of discrepancies between the unit price and extension, the unit price shall prevail.

Manufacturer’s written guarantee shall accompany each bid. Bidders may state in writing additional guarantees which will become a part of the bid and considered in making awards.

All installation work associated with this project must be completed within the designated timeframe of July 1, 2025 through July 30, 2025. Bidders must ensure that all labor, materials, and system integration are fully completed and operational by the end of this period.

Where applicable, service facilities and convenience of service will be considered as part of the bid. When necessary, bidders shall submit evidence of ability to install adequately, service or supply the required items, and that the sale or provision of such items or services is a substantial, regular and continuous part of the bidder’s business.

Where applicable, bidders shall certify that all relevant Federal, State, and local laws have been complied with.

All necessary insurance certificates shall be supplied only when specifically requested.

No order awarded under these specifications, or any part thereof, shall be sublet or assigned without the written approval of the Superintendent.

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.

The bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.

Any exceptions to the terms and conditions contained in this RFP or any other special consideration or condition requested or required by the Bidder shall be enunciated by the Bidder and be submitted as part of its bid, together with an explanation of the reason such terms and conditions cannot be met. Each Bidder shall be required and expected to meet the RFP requirements, in its entirety, except to the extent exceptions are expressly noted in the bid and accepted by the District as part of the award agreement and documented accordingly.

It is the responsibility of the Bidder to inquire about any requirement of this RFP that is not understood. All questions should be in the form of E-mail whenever possible. During the bidding period, Bidders may be furnished written addenda to clarify or supplement the RFP. The information included in these addenda is to be included in the bid and will become part of the contract. Before submitting a bid, each Bidder should determine that they have received all addenda issued and should indicate on the bid form each of the addenda they received. The District will not be bound by oral responses to inquiries or written responses other than the addenda.

Questions should be directed to:

Kevin Smalley, Senior Technology Coordinator

Clare-Gladwin RESD

4041 E Mannsiding Rd

Clare, MI 48617 ksmalley@cgresd.net

Phone: 989-418-1730

Or, if not available:

Tyler Christensen, Technology Coordinator Clare-Gladwin RESD

4041 E Mannsiding Rd

Clare, MI 48617 tchristensen@cgresd.net

Phone: 989-965-5670

The Clare-Gladwin RESD Board of Education reserves the right to:

a. reject any and all bids without assigning any reason therefore,

b. be the sole judge of equivalency, and

c. waive any bid requirement in accepting or rejecting bids.

Required affidavits are attached.

mailto:ksmalley@cgresd.net mailto:ksmalley@cgresd.net

Affidavit of Bidder – Familial Relationships Form

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the familial disclosure requirement provided in the Clare-Gladwin Regional Education Service District’s (the

“District”) RFP, hereby represent and warrant, except as provided below, that no familial relationships exist between the Bidder or any employee of the above-mentioned District, and any member of the Boards of Education of the District or the Superintendents of the District.

List any Familial Relationships:

BIDDER: ___________________________________

By: ___________________________________

Its: ___________________________________

STATE OF ____________________

COUNTY OF__________________

This instrument was acknowledged before me on the______ day of ________________2025, by

_________________________________, Notary Public

_______________________________County, _________

My Commission Expires: _________________________

Acting in the County of: _________________________

Affidavit of Bidder - Compliance with School Safety Initiative Legislation

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Clare-

Gladwin Regional Education Service District (the “District”), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any “listed offenses”.1 The Bidder further warrants and represents that all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Code2 or a substantially similar law, and to immediately report to the District if that person is subsequently convicted, pled guilty or pled no contest to that crime.

BIDDER: _____________________________________

By: _____________________________________

Its: ____________________________________

STATE OF ____________________

COUNTY OF__________________

This instrument was acknowledged before me on the______ day of ________________2025, by

_________________________________, Notary Public

_______________________________County, ________

My Commission Expires: _________________________

Acting in the County of: _________________________

1The term listed offenses means those defined in section 2 of the Sex Offenders Registration Act (SORA), MCL

28.722

2MCL.380.1535a(1). 50

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below-named contractor (the

“Contractor”), pursuant to the compliance certification requirement provided in the

______________________ (the “School District”) Request For Proposals For

_____________________________ (the “RFP”), hereby certifies, represents and warrants that the

Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the

“Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned

RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Contractor further acknowledges 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 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date the it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

By:

Its:

Date:

STATE OF

COUNTY OF ____________

This instrument was acknowledged before me on the _____ day of ____________, 2025, by

_____________________ , Notary Public

______________ County, __________

My Commission Expires:___________

Acting in the County of :___________

216888643.1

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