3-RFQ 26-027 Headset Final RFQ.pdf

RFQ 26-027

Due: 01/05/2026

BIBB COUNTY PUBLIC SCHOOLS – Request for Quotes

RFQ # 26-027

RFQ TITLE: Headset District-Wide Purchase

RFQ Schedule - Date & Time

RFQ Issued 12/18/2025 @ 9 AM, EST.

Questions Due 12/30/2025 @ 8 am, EST.

RFQ Due Date and Time 01/05/2026 @ 8 am, EST.

Proposals must be received by the due date and time. No late proposals will be accepted.

RFQ Buyer Contact Information

Name Elaine M Wilson - Beverly

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFQ document shall be submitted to the buyer in writing. Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFQ Submittal Location

All Submittals are completed Via BONFIRE: https://bcsdk12.bonfirehub.com/portal/?tab=openOp portunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFQ Term

Bibb County Public Schools reserves the right to enter a one-year contract. This is a one-time purchase with the option of purchasing more via the fiscal year if needed utilizing the same pricing.

mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

Good day, The Bibb County School District takes this opportunity to announce that we are requesting bids for headsets, with a specific brand within the specifications. The delivery will be to one location; however, each location will be packaged separately to ensure the correct amounts are as indicated within the documents. The overall delivery will be to the distribution center.

All bids will be evaluated as described in the attached document. Time is of the essence, and any bids received after the announced time and date for submittal, whether by mail or otherwise, will be rejected.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

If you have any questions concerning this bid, please submit them in writing to Elaine M. Wilson, Elaine.wilson@bcsdk12.net.

In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing Department to Elaine Wilson, via email ONLY;

Elaine.Wilson@bcsdk12.net.

Elaine M. Wilson

Procurement Director mailto:Elaine.wilson@bcsdk12.net mailto:Elaine.Wilson@bcsdk12.net

Introduction/Background:

The Bibb County School District takes this opportunity to announce that we are requesting bids for headsets, with a specific brand within the specifications. The delivery will be to one location;

however, each location will be packaged separately to ensure the correct amounts as indicated within the documents. The overall delivery will be to the distribution center.

1. Invitation:

The District seeks to purchase durable, standardized student headsets for K-12 testing environments, including but not limited to state assessments, benchmarks, diagnostic testing, and online instructional assessments. Headsets must ensure audio clarity, student safety, device compatibility, and test security.

The district is looking to purchase roughly

- 3,200 noise-cancelling headsets with a boom mic and 3.5mm jack

- 6,400 noise-cancelling headsets with a boom mic and standard USB connection

- 10,600 noise-cancelling headsets with an integrated mic and standard USB connection

The funding will be General Funds (State)

2. Specifications/Requirements:

A. General Requirements

• Headsets shall be new, unused, and current production models.

• Designed specifically for K-12 educational and testing environments.

• Suitable for repeated, shared student use.

• Headsets must support two-way audio, including sound output and a built-in microphone for voice input.

• Vendors must supply manufacturer documentation and warranty information upon request.

• A variety of connections, including 3.5 and standard USB

B. Audio Performance

• Designed for clear speech, instructional audio, and testing environments.

• Stereo sound output is suitable for speech-based assessments.

• Frequency response: Minimum 20 Hz – 20,000 Hz.

• Impedance: 32 ohms (±15%) or equivalent.

• Speaker size: Minimum 30 mm drivers.

Due: 01/05/2026

• Audio must be clear and distortion-free at low to moderate volume levels.

C. Hearing Safety

• Headsets must include built-in volume limiting.

• Maximum output shall not exceed 85 dB SPL to protect student hearing.

• Volume-limiting feature must be hardware-based, not software-dependent.

D. Microphone Requirements

• Integrated boom or in-line microphone required.

o Flexible, non-breakable boom microphone

• Unidirectional or noise-reducing microphones to minimize background noise.

o Passive or basic noise-reducing design

• Microphones must support spoken responses during assessments.

• The microphone shall be positioned to remain stable during student use.

E. Connectivity & Compatibility

• Headsets must be compatible with district-owned testing devices, including:

o Chromebooks o Windows laptops/desktops o Tablets (with appropriate ports)

• Accepted connection types:

o 3.5mm TRRS single plug (CTIA standard), and/or o USB-A or USB-C (plug-and-play)

• No proprietary drivers or software installations permitted.

• Must function with common testing platforms (e.g., state assessment systems, browser-based testing).

F. Physical Design & Comfort

• Over-ear or on-ear design acceptable.

• Adjustable headband to accommodate students in grades K-12.

• Padded ear cushions for extended testing sessions.

• Headset weights shall be suitable for student comfort during long assessments.

Due: 01/05/2026

• Carrying or storage pouch included if possible

• If possible, ability to add asset tags or possibility to order a variety of colors as these will be used by students across K-12

G. Durability & Construction

• Designed for institutional, high-use environments.

• Reinforced headband and strain-relieved cable connections required.

• Tangle-resistant cable is preferred.

• Minimum cable length: 4–6 feet.

• Headsets must withstand frequent plugging/unplugging and handling by students.

o Port and connectivity stability a plus

H. Hygiene & Maintenance

• Ear cushions and headband materials must be non-porous or easy to disinfect.

• Materials must withstand routine cleaning with school-approved disinfectants.

• Replaceable ear cushions preferred but not required.

I. Controls

• Inline or headset-mounted volume control permitted.

• Mute control is acceptable but not required.

• Controls must not interfere with testing software or compromise test security.

J. Compliance & Safety

• Must comply with applicable FCC, CE, and RoHS standards.

• Must meet all student safety and accessibility requirements.

• No wireless/Bluetooth functionality permitted for testing use.

K. Packaging & Quantities

• Headsets may be delivered individually or in bulk classroom packs.

• Packaging must be clearly label:

o Manufacturer o Model number o Connection type

Due: 01/05/2026

• District reserves the right to order in multiple shipments or staggered quantities

• All Deliveries will take place to ONE location (4580 Cavalier Drive, Macon GA); but each package will have to be identified by location.

L. Warranty

• Minimum one (1) year manufacturer warranty required.

• Vendor must identify warranty coverage and the replacement process.

o Vendor should identify a contact person to support with warranty coverage and the replacement process.

M. Evaluation Criteria (Request For Quote) based on Pricing as well as other components.

• Pricing (Entire Bid Response to include warranty and delivery)

• Delivery ( To One Location, but separated by the individual locations)

Preferred Brands:

• https://www.techprotectus.com/product-page/techprotectus-3-5mm-jack-noise-cancelling-rugged-headphone-with-a-boom-mic (K-1)

• Https://www.techprotectus.com/product-page/techprotectus-usb-noise-cancelling-rugged-headphone-with-a-boom-mic (2-5)

• Https://www.techprotectus.com/product-page/techprotectus-usb-noise-cancelling-rugged-headphone-with-an-inline-mic (6-12)

Proposal Information:

The contract, if awarded, will be awarded to the bidder responsible. Product quality, service issues and other factors stipulated above must be met to the satisfaction of the

Board for a bid to be considered responsive. The Bids will be evaluated with the following Criteria.

3. INTERPRETATION/ADDENDA:

If any questions should arise pertaining to the RFQ Documents, the bidders may email the

Director of Procurement, Elaine M. Wilson, Elaine.wilson@bcsdk12.net. Please include the RFQ number in the Subject line, in order to guarantee a response to the question submitted. The questions should be received before the deadline within the TENTATIVE TIMELINE.

https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.techprotectus.com%2Fproduct-page%2Ftechprotectus-3-5mm-jack-noise-cancelling-rugged-headphone-with-a-boom-mic&data=05%7C02%7CElaine.Wilson%40bcsdk12.net%7Cdf71917b03eb4cc9d85b08de3d862bd4%7C0d0a7594d3a64513bdd4983a2775d3bb%7C0%7C0%7C639015843635236761%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=kLDPNycvR2Egd98wBnBO884yyZhZNcivy1l%2B3194dtg%3D&reserved=0 https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.techprotectus.com%2Fproduct-page%2Ftechprotectus-3-5mm-jack-noise-cancelling-rugged-headphone-with-a-boom-mic&data=05%7C02%7CElaine.Wilson%40bcsdk12.net%7Cdf71917b03eb4cc9d85b08de3d862bd4%7C0d0a7594d3a64513bdd4983a2775d3bb%7C0%7C0%7C639015843635236761%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=kLDPNycvR2Egd98wBnBO884yyZhZNcivy1l%2B3194dtg%3D&reserved=0 https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.techprotectus.com%2Fproduct-page%2Ftechprotectus-usb-noise-cancelling-rugged-headphone-with-a-boom-mic&data=05%7C02%7CElaine.Wilson%40bcsdk12.net%7Cdf71917b03eb4cc9d85b08de3d862bd4%7C0d0a7594d3a64513bdd4983a2775d3bb%7C0%7C0%7C639015843635258760%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=hdJhkQKx6iADCFE7HCvOZqo4R%2Bfhyp%2FX2zSqWDy22%2B0%3D&reserved=0 https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.techprotectus.com%2Fproduct-page%2Ftechprotectus-usb-noise-cancelling-rugged-headphone-with-a-boom-mic&data=05%7C02%7CElaine.Wilson%40bcsdk12.net%7Cdf71917b03eb4cc9d85b08de3d862bd4%7C0d0a7594d3a64513bdd4983a2775d3bb%7C0%7C0%7C639015843635258760%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=hdJhkQKx6iADCFE7HCvOZqo4R%2Bfhyp%2FX2zSqWDy22%2B0%3D&reserved=0 https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.techprotectus.com%2Fproduct-page%2Ftechprotectus-usb-noise-cancelling-rugged-headphone-with-an-inline-mic&data=05%7C02%7CElaine.Wilson%40bcsdk12.net%7Cdf71917b03eb4cc9d85b08de3d862bd4%7C0d0a7594d3a64513bdd4983a2775d3bb%7C0%7C0%7C639015843635275995%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=KRQchWAzqwm9XwpIg4S%2F0hXTPz0SjhXCFsonguZJREI%3D&reserved=0 https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.techprotectus.com%2Fproduct-page%2Ftechprotectus-usb-noise-cancelling-rugged-headphone-with-an-inline-mic&data=05%7C02%7CElaine.Wilson%40bcsdk12.net%7Cdf71917b03eb4cc9d85b08de3d862bd4%7C0d0a7594d3a64513bdd4983a2775d3bb%7C0%7C0%7C639015843635275995%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=KRQchWAzqwm9XwpIg4S%2F0hXTPz0SjhXCFsonguZJREI%3D&reserved=0 mailto:Elaine.wilson@bcsdk12.net

Due: 01/05/2026

ADDITIONAL INFORMATION:

We have provided documentation to be reviewed for these appraisals. We asked if you have any other questions or concerns. Please mail the Procurement Office, utilizing the email

Elaine.Wilson@bcsdk12.net. Please make sure you put your bid number in the subject line, and your questions will be addressed promptly.

A. "Responsive" Bidder Criteria

• Capability of providing a report as indicated

• Warranties /Guarantees

• Ability to meet specifications/bid documents as indicated.

• Service and Support Capability

• Documented licensed as required by the State of Georgia

• Applicable Bond Information as needed

• Responsible Award Amount for the Bibb County School District

B. Cancellation/Default of Contract

In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor at least thirty (30) days before that termination date. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.

C. Indemnity Provisions

Where bidder is required to enter or go onto property to provide services or gather information, the bidder shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising offerors should not include an indemnity or hold harmless agreement from the Board in any proposal. The Board will not be bound by any such agreement.

Board Policy provides in part: No contract, provision, agreement or term of any procurement, contract or agreement with the Board shall obligate the Board or System to indemnify, save or hold harmless any vendor for any future claim, loss, expense or liability.

D. Errors in Bids

Bidders or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting bid proposals. Failure to do so mailto:Elaine.Wilson@bcsdk12.net

Due: 01/05/2026 will be at the bidder's own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in writing.

E. Standards of Acceptance of Bid Proposal for Contract Award

The Board reserves the right to reject all bids and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The

Board has the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its ability to deliver requested services or when investigation shows it is not able to perform the contract.

F. Compliance with Laws

The bidder shall obtain and maintain all licenses, permits, liability insurance, worker's compensation insurance and comply with all other standards or regulations required by Federal, State, or County statutes, ordinances and rules during the performance of any contract between the Board and the bidder. Any such requirement specifically set forth in any contract document between the bidder and the Board shall be supplementary to this section and not in substitution thereof.

G. PRICING

Pricing on this RFQ must be firm and remain open for a period of not less than 180 days from the proposal due date.

H. BCSD NONDISCRIMINATION

The contractor, by the submission of a proposal or the acceptance of a contract, does agree that he will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take appropriate action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin.

Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation and training. In the event of the contractor’s noncompliance with the nondiscrimination policy of the BCSD, any contract or purchase order may be canceled, terminated or suspended in whole or in part and the contractor may be declared ineligible to transact further.

I. UTILIZATION OF MINORITY AND SMALL BUSINESS ENTERPRISES AND

LOCAL AND MINORITY LABORERS

Minority and Small Business Subcontractors. The Owner has adopted a policy indicating its desire to increase the opportunity for participation by minority business enterprises and small business concerns in all its construction projects. The Contractor acknowledges this policy and agrees that it will actively solicit and encourage bids from

Due: 01/05/2026 qualified subcontractors identified by the Minority Assistance Corporation or other agencies as minority business enterprises. The Contractor shall also actively encourage and solicit bids from subcontractors who qualify as small business concerns.

Utilization of Minority and Local Labor. It is the policy of the Owner that the contractor and all subcontractors shall, consistent with efficient contract performance, utilize to the maximum extent possible minority and local laborers and mechanics as on-site employees. The Contractor acknowledges this policy and agrees that the on-site labor force of contractors and all subcontractors shall include a meaningful representation of skilled and unskilled local and minority laborers and mechanics, consistent with the efficient performance of this contract. Meaningful representation for minorities means the employment of minority laborers and mechanics in at least the same proportion that minorities are represented in a discrete construction skill or craft in Bibb County and all adjacent counties, provided such individuals are available at the time of need.

Meaningful representation of local laborers and mechanics means that at least 75% of the on-site work force of contractor and all subcontractors, taken as a whole, shall reside in the Bibb County and surrounding counties, provided such individuals are available at the time of need.

J. DRUG-FREE WORKPLACE

By submission of a proposal, the Offeror certifies that he/she will not engage in the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The Offeror also certifies that he will secure from any subcontractor who works on the contract, written certification of the same drug free workplace requirements. False certification or violation by failing to carry out requirements of O.C.G.A. 50-24-3 may cause suspension, termination of contract, or debarment of such Offeror.

K. CERTIFICATION OF NONCOLLUSION

By submitting a proposal the Offeror certifies: “that this proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

L. IMMIGRATION REFORM AND CONTROL ACT

Offerors must abide by all federally mandated laws enforced by United States Department of

Homeland Security which are established to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

M. AUTHORIZED OFFICIAL

It is agreed that all conditions of the proposal shall be abided and that the person signing this proposal is authorized to sign the proposal for the Offeror.

N. SOLICITATION TERMINATION

In any event in which this solicitation is terminated or cancelled, in whole or in part, or all proposals are rejected, there shall be no liability on the part of BCSD for any costs incurred by

Offerors or potential Offerors in relation to the solicitation.

O. RIGHTS AND REMEDIES

The rights and remedies of BCSD provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

P. BEST AND FINAL OFFER

The district will utilize the final bid as the Best and Final Offeror from each responder.

Q. TYPE AND TERM OF CONTRACT

The district intends to sign a contract with one respondent(s) to fulfill the requirements in this RFQ. The term of the contract shall be for one year with the option of renewals (4) four.

The proposals should not include any tax from which the State is exempt.

R. COMPLIANCE CERTIFICATION

Responses to this RFQ serve as a representation that it has no current or outstanding criminal, civil, or enforcement actions initiated by the State and/or other District, and it agrees that it will immediately notify the district of any such actions. The Respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory or judicially required payments to the district. The Respondent agrees that the district may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that district may bar the Respondent from contracting with the district, cancel existing contracts, withhold payments to setoff such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the district and has submitted proof of such payment to the district.

S. INSURANCE

When the selected contractor has been identified, he will be notified of the necessity to provide required insurance. Proof of insurance shall be provided within 15 days of the date of written notification to the contractor.

Worker’s Compensation and Employer’s Liability Insurance

The contractor shall procure and maintain Worker’s Compensation and Employer’s Liability

Insurance in the following limits. Such insurance is to cover each and every employee who is or may be engaged in work under the contract.

Worker’s Compensation Limits: Statutory

Employer’s Liability Limits:

Bodily Injury by Accident $ 100,000 each accident

Bodily Injury by Disease $ 100,000 each employee

Bodily Injury by Disease $ 100,000 policy limit

Contractor waives all rights against Owner and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the workers compensation and employer’s liability or commercial umbrella liability insurance obtained by Contractor pursuant to this agreement. The Waiver of Our Right to Recover from Others Endorsement, ISO Form SC

00 03 13 shall be attached to the policy showing the Owner listed in the Schedule.

Commercial General and Umbrella Liability Insurance

The Contractor shall procure and shall maintain commercial general liability (CGL) and if necessary, commercial umbrella insurance with a limit of not less than $250,000 each occurrence, as shall protect him and any Subcontractor performing Work covered by this

Contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by any Subcontractor or by anyone directly or indirectly employed by either of them.

(1) Comprehensive Form

(2) Contractual Insurance

(3) Personal Injury

(4) Broad Form Property Damage

(5) Premises - Operations

(6) Completed Operations

This coverage shall cover the use of all equipment, hoists, and vehicles on the site(s) not covered by Automobile Liability under the contract. Policy coverage must be on an occurrence basis.

The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the bid proposal. Bidders are encouraged to carefully review all provisions and attachments of this document prior to submission. Each bid proposal constitutes an offer and may not be withdrawn except as provided herein. ***

Bid Table

Headset Quote Total Amount of Bid

- 3,200 noise-cancelling headsets with a boom mic and 3.5mm jack

- 6,400 noise-cancelling headsets with a boom mic and standard USB connection

- 10,600 noise-cancelling headsets with an integrated mic and standard USB connection

Delivery Charge

Any Additional Fees (Please indicate within the response what the additional fees consist of).