26950 - Mass Communication System RFI_.pdf

RFI Mass Communication System RFI Page 1 of 3

Request for Information (RFI) # 26950

Mass Communication System

EVENT DATE

Date of Issue February 18, 2025 Response Date March 11, 2025

Jefferson County Public Schools (District) is evaluating, assessing, and preparing for a Mass Communication system replacement project.

The District is issuing this RFI to acquire information to assist with reviewing vendor capabilities and solutions currently available in the marketplace as it relates to each functional area defined below.

The areas in scope of the RFI include the following:

Scope Areas

1 Legal Requirements

2 Functional Requirements

3 Technical Requirements

4 Data Requirements

5 Information Security Requirements

6 Support & Training

7 Pricing

As part of this phase of the project, we are contacting the vendor community to understand the availability of requirements, value-added specifications, and cost associated with implementing a new system. Information collected from this RFI will inform the District’s future planning process.

The District will review all responses and use the information received from this RFI to consider the available options and solutions to further develop an overall system acquisition plan and budget planning.

The District does not intend to award a contract based on responses nor will the District pay for the preparation of any information submitted, or the District’s use of such information. Although "proposal" and "proposer"' may be used in this RFI, your response will be treated as information only. It shall not be used as a proposal.

The District has not employed a prequalification process. No vendors are either

RFI Mass Communication System RFI Page 2 of 3 prequalified or precluded from responding to this RFI, and this process will not serve as a prequalification for any potential RFP released in connection with this initiative.

The following statistics are provided to assist with the development of your response:

No. Area Statistic

1 District Operating Budget (FY 24) $150,000

2 Fiscal Year July 1 – June 30

3 School Profile

The District has 83 elementary schools, six K-8 schools, 17 middle schools, 17 high schools, 12 option schools, 15 charter schools, an online school, a career or technical education school, and two outdoor laboratory schools.

No.

Area that may directly utilize system

Statistic

4 Student Population Approx. 70,000

5 Employees Approx. 14,000

6 Parents and guardians Approx. 100,000

The accompanying Microsoft Excel Attachment (Attachment A) contains five worksheets where the District is requesting information related to the Scope Areas listed above:

Vendor Profile (Tab 1): Complete the vendor profile tab to help the District understand more about your company and your offerings.

Availability of Specifications (Tab 2): Respond to the list of the District’s specifications.

Scope Q&A (Tab 3): Provide responses to District questions.

Potential Integrations (Tab 4): Respond to the list of the District’s desired integrations list in this tab.

Cost (Tab 5): Please provide a low and high-cost estimate to implement the software solution identified in your response to this RFI. We understand that the costs presented are for planning purposes only and will not be binding in any way.

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To meet the District’s requested timeline, we are asking that responses be returned no later than the close of business on March 11, 2025 and we would appreciate them sooner, if possible. Please send the completed documents through BidNet. If questions arise while completing the document, please contact Joann Heimerman, Senior Purchasing Agent, via email (joann.heimerman@jeffco.k12.co.us).

The District requests all communication be done in writing via e-mail. Thank you in advance for your assistance with this important project.

SECTION VI: Information on Proposal Submittals and Process.

1. Modification or Withdrawal of Responses

Respondents may withdraw or modify their response at any time before the proposal deadline.

2. Addendum to RFI.

Respondents are responsible for reviewing bidnetdirect.com/colorado for addenda and updating their proposals accordingly.

3. Notice of Errors in RFI.

The District requests that Respondents report any errors or omissions in this RFP to the District Representative.

4. Open Records and District Ownership or Proposals.

The District is a public entity whose records are subject to public inspection in accordance with the Colorado Open Records Act, C.R.S. § 24-72-200.1 et seq.

(“CORA”). Once the District awards a contract, then all proposals, whether successful or not, will become public records subject to public inspection in accordance with CORA. Proposals will become the property of the District after the proposal deadline and will be considered public records and thus accessible to the public under applicable law.

5. Incurring Costs

The District is not liable for any cost the Respondent incurs prior to or outside of a signed contract, purchase order, or another authorized acquisition document.

6. Non-Discrimination

The Respondent shall comply with all applicable State and Federal laws, rules and regulations, and District policies prohibiting discrimination, intimidation, or harassment, based on ethnicity or race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, genetic information, age, veteran status, or disability.

https://www.bidnetdirect.com/colorado

SECTION VI: Information on Proposal Submittals and Process.