311-20250529143444 BSD.pdf

Brookhaven School District

326 E. Court Street

Brookhaven, MS 39601

REQUEST FOR PROPOSAL (RFP)

Weapons Detection System

The Brookhaven School District is soliciting Requests for Proposals (RFPs) from qualified vendors through competitive reverse bidding procedures to provide approximately six (6) weapons detection systems for use throughout the district. Proposals will be received at 326 E. Court Street, Brookhaven, MS 39601 and electronically at centralbidding.com on or before 10:00 AM CST on Monday, June 16, 2025. Proposals and specifications responses will be opened and reviewed, and those vendors meeting the requirements of the bid will be invited to participate in the reverse auction process, which will take place at 2:00 PM CST on Monday, June 16, 2025.

Copies of this RFP and, if any, subsequent addenda as well as detailed specifications, communications, updates, and other relevant information can be found on the district website:

https://www.brookhavenschools.org under the heading, Public Bid/RFP Information.

Interested parties shall submit an unpriced proposal sealed, boxed and clearly labeled with the words “WEAPONS DETECTION SYSTEM” on or before 10:00 AM CST on Monday, June 16, 2025, in one of the following ways:

Physical Submission Electronic Submission Submission Deadline Sealed proposal clearly marked

“WEAPONS DETECTION

SYSTEM” to:

Brookhaven School District Deputy Superintendent

Attn: Daniel Rushing 326 E. Court Street

Brookhaven, MS 39601

**Must include Certificate of Responsibility Number on face of envelope.** www.centralbidding.com – For any questions relating to the electronic bidding process, please call Central Bidding at 228-810-4814.

Monday, June 16, 2025

10:00 AM CST

Proposals received after the stated deadline will be deemed invalid and will not be considered. The responsibility of timely delivery or proposals rests solely with the vendor.

https://www.brookhavenschools.org/ http://www.centralbidding.com/

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Bids or alterations by fax, phone or email WILL NOT be accepted. Envelopes not marked will remain sealed. It is the sole responsibility of the respondents to ensure their responses arrive in a timely manner. Late arrivals will be rejected. The Brookhaven School District is not responsible for delays of any commercial carrier or delays incurred by the respondents.

Vendors meeting the requirements of the bid will be invited to participate in the reverse auction process, which will take place at 2:00 PM CST on Monday, June 16, 2025.

Project Overview

The Brookhaven School District (BSD) is soliciting Requests for Proposals (RFP) from qualified vendors through competitive reverse bidding procedures to provide approximately six ( 6 ) weapons detection systems for use throughout the district. A list of items requested is contained herein. The specifications herein are provided to convey the intent of the systems and upgrades and do not indicate every cable or component necessary for the complete system that the proposing vendor shall provide.

Each system should be priced separately so that if the BSD decides to only proceed with installing one system, it can easily do so without any price adjustments. Prices quoted shall be all-inclusive (including shipping costs, installation of equipment, training, technical support, trash removal, etc.) and represent complete installation. Prices quoted in the vendor’s response will remain in effect for a period of twelve (12) months from the time of contract signing.

Omissions in the proposal of any provision herein described shall not be construed as to relieve the vendor of any responsibility or obligation to the complete and satisfactory delivery, operation and support of any services.

Schedule of Events:

Event Date(s) Release of RFP May 28, 2025

Newspaper Publish Dates May 28, 2025 and June 4, 2025

Deadline for Questions June 5, 2025

Proposals Due and Opening of Proposals June 16, 2025 @ 10:00 AM CST

Reverse auction June 16, 2025 @ 2:00 PM CST

Recommendation to School Board June 24, 2025

Desired Project Completion Date July 25, 2025

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Inquiries All correspondence and inquiries regarding this RFP must be done via email to:

daniel.rushing@brookhavenschools.org. If a vendor does not receive a response within 24 hours, it is the responsibility of the vendor to call Daniel Rushing at 601-833-6661 or to confirm that the email was received. Leave a message if necessary.

Addenda Any addenda issued after the issue of the RFP shall be covered in the proposal and become part of closing a contract. If any questions arise with the RFP documents, proposers may submit to the BSD a written request for interpretation. Interpretation, if any, of documents will be made by addendum to the RFP. Copies of any addendum will be posted on the website:

https://www.brookhavenschools.org. Vendors should check the site on a regular basis for addenda and/or communication regarding this RFP. The BSD will not be responsible for any other explanation and/or interpretations.

Withdrawal of Proposal Proposals cannot be withdrawn after submission, unless a vendor makes a request, in writing, to the Brookhaven School District prior to the deadline for submitting proposals. The Brookhaven School District will not accept proposals submitted after the submission deadline.

Waivers The Brookhaven School District reserves the right to waive any formality and to reject any or all proposals in whole or part.

If the Brookhaven School District is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed after the fact, fire earthquakes, floods or other natural disasters (the “Force Majeure Events”), which closure prevents the opening of proposals at the advertised date and time, all proposals received shall be publicly opened and read aloud on the next business day that the agency shall be open and at the previously advertised time. The new date and time of the proposal opening, as determined in accordance with this paragraph, shall not be advertised, and all offerors, upon submission of a proposal, shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. Proposals shall be received by the Brookhaven School District until the new date and time of the proposal opening as set forth herein. The BSD shall not be held responsible for the receipt of any proposals for which the delivery was attempted and failed due to the closure of the district offices as a result of a Force Majeure Event. Each offeror shall be required to ensure the delivery and receipt of its proposal by the BSD prior to the new date and time of the proposal opening.

Governing Law All RFPs and related documents submitted to the Brookhaven School District by the vendor(s) are governed under the laws of the state of Mississippi. Vendor(s) and its employee(s), representative(s), and/or subcontractor(s) agree(s) to abide by all applicable federal, state, and mailto:daniel.rushing@brookhavenschools.org.

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local codes, laws, rules, and regulations. An agreement resulting from this solicitation shall be governed by and construed in accordance with the laws of the state of Mississippi. Venue for any and all legal action regarding or arising out of transactions covered herein shall be solely in Lincoln County, State of Mississippi.

Reserved Rights The Brookhaven School District reserves the right to:

● Give full and proper consideration to the service, reputation, product knowledge, and experience of all companies presenting bids, and to disqualify any such vendor it deems unqualified to provide the service(s) requested.

● Reject any and all bids for any reason.

● Accept any alternative proposal believed to be in the best interest of the district.

● Waive any technicality.

● Purchase items from individual vendors rather than awarding a total package.

Brookhaven School District Regulations Vendor(s) and their representative(s) shall follow all applicable school district policies and regulations while on the Brookhaven School District property. No work shall interfere with school activities or environment unless the principal or person in charge gives permission. Vendors are prohibited from contacting or lobbying members of the school board, school district administrators, school district employees, school district contractors, or school district consultants. Failure to conform will be grounds for disqualification of the vendor.

Prequalification Requirements All prospective bidders must complete and return as a part of its original proposal the prequalification forms as attached.

Basis of Award The contract will be awarded to the lowest and best responsive bidder meeting specifications, price, and other factors considered. The award of a contract for any proposal is contingent upon the approval of the vendor by the Brookhaven School District Board of Trustees. The contract awarded under this RFP is contingent upon the availability of funds to the Brookhaven School District for this project. In the event funds are not available, any contract resulting from this RFP will become null and void immediately.

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Brookhaven School District

REQUEST FOR PROPOSAL (RFP)

Weapons Detection System

Section I: Contact Certification

Provide the following information regarding the person responsible for the completion of this bid proposal. This person will be the individual that the Brookhaven School District should contact for questions and/or clarifications.

Company/Vendor

Organization Name Federal Tax ID Number

Contact Person Phone Number

Physical Address Mailing Address

E-mail Address Fax Number

I, hereby, declare that the information provided in this proposal is active, valid and a full disclosure of requested information. I am fully authorized to represent the organization listed above, to act on behalf of it, and to legally bind it in a matter related to this proposal.

Subject to the acceptance by the Brookhaven School District, the Company/Vendor acknowledges that by submitting a proposal and signing in the space indicated below, the vendor is contractually obligated to comply with all items in this advertisement for proposals.

The Company/Vendor further certifies that the organization represented here is an authorized dealer in good standing of the products/services included in this proposal.

Name Title

Authorized Signature Date

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Section II: Proposal Guidelines and Requirements

Pricing Unpriced proposals shall be submitted by 10:00 AM CST on Monday, June 16th. Total proposal pricing shall be submitted via reverse auction (via invitation) on Monday, June 16th at 2:00 PM

CST.

All total proposal pricing bids should be the all-inclusive price for one unit. Discrepancies between the all-inclusive unit price included in the proposal and extension totals will be resolved by considering the all-inclusive unit price as binding and will adjust the total price accordingly.

Standard of Quality Programs and features that refer specifically to certain companies are used to convey to prospective offerors the desired feature. However, prospective offerors may submit features and/or programs in lieu of those that may be mentioned, provided that such program or feature is similar in design and purpose and equal in quality unless otherwise indicated. Complete descriptions and specifications must be included for all substitutions. The Brookhaven School District will be the sole judge as to whether or not the program or features offered are equal to that specified.

Right to Adjust or Reject Proposals The Brookhaven School District reserves the right to reject any or all proposals of any company or vendor and waive formalities. Furthermore, the Brookhaven School District reserves the right to adjust quantities of materials/resources involved under any item in accordance with the unit prices submitted as part of the proposal.

All awards will be based on availability of funds. The Brookhaven School District reserves the right to terminate or modify any part of this procurement process at any time and for any reason;

to award one (1) contract; to negotiate changes; to make no awards, and to issue new and/or revised policies and clarifications at any time. If it becomes necessary to revise any part of the advertised RFP, addenda will be provided at https://www.brookhavenschools.org

Presentations and/or Discussions If needed, vendors may be asked for clarification of a proposal by the Brookhaven School District evaluators. A company’s original proposal cannot be changed in any aspect as a result of the clarification. If needed, such clarifications will be arranged by the Brookhaven School District and will be invitation only. If no clarifications are needed, then proposals may be accepted without discussion.

References References from two (2) K-12 educational institutions or institutions of higher learning in the state of Mississippi currently being serviced for which comparable products or services have been provided and/or performed must be included in the proposal.

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Evaluation Factors and Awarding of Proposal

A contract shall be awarded based on the vendor submission that best meets the needs of the school system.

The following factors will be considered when evaluating proposals:

Factors Points Possible

Price of goods and services 50

Quality of proposal (including references) 20

Timely delivery of products and services 20

Be an authorized dealer in the State of MS for all products

TOTAL 100

The Brookhaven School District has chosen OPENGATE as its preferred weapon detection system. The Brookhaven School District will look at all proposals and determine what is in the best interest of the school district.

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Section III: Weapons Detection System Specifications

The Brookhaven School District’s objective is for vendors to propose a solution to provide six weapons detection system solution for areas of greatest need throughout the district that meets the criteria as defined below. The Brookhaven School District has chosen OPENGATE as its preferred weapon detection system.

The following specifications are intended to define the minimum requirements of an acceptable weapons detection system:

• The weapons detection system must be a fully open, active walk-through detection system.

• The system should consist of two freestanding pillars that must be completely wire-free and mat-free to ensure elimination of tripping hazards.

• The weapons detection system must capture guns, large knives, explosives and all components of weapons.

• The weapons detection system must discriminate against everyday items such as keys, cell phones, belt buckles and water bottles with no divesting of these items needed.

• The weapons detection system must have a low nuisance alarm rate (1-2%).

• The weapons detection system must be capable of fast screening of people in transit with bags, backpacks and purses and must be capable of counting all people transmitting through passage, with no limitations related to the person’s height.

• The weapons detection system must be capable of being powered completely via a rechargeable battery source, should operate for a minimum of 10 hours without needing recharge and must have removable batteries to allow recharging to occur separately from the system.

• The weapons detection system must be easily portable.

• The weapons detection system must be weatherproof and appropriate for both indoor and outdoor use.

• The weapons detection system must be lightweight, with each tower weighing no more than 30 pounds each.

• The weapons detection system must offer sensitivity settings that can be customized by the end-user.

• The weapons detection system should be operated using an app that is permission based to allow the end-user to customize sensitivity, monitor live throughput and obtain statistics.

• The weapons detection system should not have any ongoing costs, subscription costs, software updates, etc. that are not part of the initial proposal.

• The weapons detection system must have a quick set-up time and take less than 2 minutes to be operational.

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• Training for the weapons detection system shall include on-site training and set up and trainer should be onsite for first live screening.

If after the completion of this project, the District discovers that the weapon detection system will not accomplish what is required in this RFP, then the vendor will be required to do whatever is necessary to meet the specifications with no additional cost to the Brookhaven School District.

Section IV: Vendor Profile and Questions

Vendor Requirements The vendor will be required to provide an IRS W-9 form. The vendor, if awarded, will ensure compliance with the MS Employment Protection Act, Section 71-11-1, et seq. of the Mississippi Code Annotated (2013), and will register and participate in the status verification system for all newly hired employees. The term “employee” as used herein means any person that is hired to perform work within the State of Mississippi. As used herein, the “status verification system” means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program or any other successor electronic verification system replacing the E-Verify Program. Vendor will agree to maintain records of such compliance and, upon request of the State, to provide a copy of each such verification to the State.

Vendor acknowledges and certifies that any person assigned to perform services hereunder meets the employment eligibility requirements of all immigration laws of the State of Mississippi.

Vendor acknowledges that violating E-Verify Program (or successor thereto) requirements subjects Vendor to the following: (a) cancellation of any state or public contract and ineligibility for any state or public contract for up to three (3) years, with notice of such cancellation being made public, or (b) the loss of any license, permit certification or other document granted to Vendor by an agency, department or governmental entity for the right to do business in Mississippi for up to one (1) year, or (c) both. Vendor would also be liable for any additional costs incurred by the State due to contract cancellation or loss of license or permit.

Each vendor submitting a bid in excess of $50,000 on public projects must show on the bid and on the face of the envelope containing the bid, the vendor’s Certificate of Responsibility Number, as required by Section 31-3-5 and 31-3-21 (latest edition) Mississippi Code of 1972. If the bid does not exceed the amount of $50,000 on public projects, a notation stating must appear on the face of the envelope. When multiple contractors submit a joint venture bid in excess of $50,000.00 on public projects, a Joint Venture Certificate of Responsibility Number is required on the bid and face of the envelope. If the Joint Venture has no Joint Venture Certificate of Responsibility number, then each member of the Joint Venture must indicate their individual Certificate of Responsibility numbers on the bid and on the face of the envelope.

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Each subcontractor whose Subcontract exceeds $50,000 on public projects shall have a Certificate of Responsibility Number, as required by Section 31-3-15 and 31-3-21 (latest version), Mississippi Code. No bid will be opened, considered or accepted unless the above information is given as specified. Sufficient evidence that said Certificate of Responsibility has been issued and is in effect at the time of receiving bids must be submitted when required by the Owner. Likewise, it shall be the responsibility of the Prime Contractor to require a Certificate of Responsibility Number from any subcontractor where applicable.

Each vendor submitting a proposal must have a localized presence within the state of Mississippi and the vendor must be able to perform service, when required, by a technician of the vendor’s company.

Vendor Profile and Questions

Product Overview Provide a brief overview of your product solution addressed in this request for proposals that outlines how the product meets the specifications.

Professional Learning Support Systems Describe the professional development services provided with the product. The professional development should outline training for staff and indicate whether the services are embedded, onsite, virtual, etc.

Quality Control Describe your ability to provide consistent support for the program for an extended period.

Describe your policy and/or procedures for addressing the obsolescence of key components while under contract and when no longer under contract. By what means does your company alert customers of impending program feature changes or upgrades? How often are component/features upgraded?

Customer Support Describe your company’s support capabilities as it relates to the product and performance including the hours of availability.

Describe in detail your customer support. Is it located with the boundaries of the United States?

In Mississippi? Is it staffed with employees or third-party contractors?

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Section V: Equipment Requested

Est. Qty Description of Equipment

Brookhaven School District (specific locations to be determined):

6 OPENGATE with LTE Board – including batteries and chargers for OPENGATE system that will be needed

The Brookhaven School District will purchase approximately six (6) units from this proposal.

Acknowledgement of Quantity/Description of Equipment Desired Company Name

Contact Name and Title Signature

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Section VI: Submission Checklist and Proposal Assurances

Submission Checklist The following items are to be submitted with proposals:

☐ Contact Certification ☐ References from two (2) Mississippi school districts for similar projects ☐ Answers to Vendor Profile Questions

☐ Signed Equipment Requested Form ☐ Completed W-9

☐ Certificate of Responsibility ☐ Signed Assurances Confirmation (this form)

We do furnish and deliver the services and products as listed in the proposal according to your specifications and quantities at the unit prices listed as detailed on the Equipment Requested sheet.

We also agree not to request permission to withdraw our proposal after proposals have been opened.

Proposal Assurances Confirmation

Company Name Company Address

Contact Name and Title Phone

Signature Date

Name Title

If all qualifications have been met to participate in the reverse auction at 2 PM CST on Monday, June 16th (as deemed after opening of proposals on June 16th at 10:00 AM CST), an email will be sent to the following email address to allow participation in the reverse auction:

Email address