8074-20250117144946 NCSD.pdf

Neshoba County School District Office of the Superintendent

580 East Main St.

Philadelphia, MS 39350

2025 Intercom and Communication Systems Project

The District reserves the right to reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the District to pay any costs incurred by respondents in the preparation and submission of a proposal. The District reserves the right to negotiate equipment specifications regardless of the proposal design. Furthermore, the RFP does not obligate the District to accept or contract for any expressed or implied services.

The NCSD is requesting proposals for the design and installation of a new intercom system district wide. This system will allow for communication from administrative offices into classrooms, hallways, common areas and select exterior locations throughout each campus. It should also be capable of providing a system of “bells” to be used as indicators of the school-day schedule as well as various alarms and warnings (i.e. fire drill, tornado drill, etc.).

The district will consider proposals for IP based solutions. Prospective bidders must attend a site visit to determine the best solution for them to quote. Further specifications and requirements are outlined in more detail throughout this document.

The district will accept sealed bids until 11:00 a.m. February 5, 2025 at which time bids will be opened publicly, read and recorded.

Bids should be clearly marked: NCSD 2025 Intercom and Communication Systems Project

The district contact for this project with be:

Chad Penson Director of Technology 601-650-6699 cpenson@neshobacentral.com

The preferred form of contact for all inquiries pertaining to the project is in writing to the above email.

There will be a mandatory vendor walkthrough. January 30, 2025 10:00 A.M.

mailto:cpenson@neshobacentral.com

Scope of Work

The NCSD is requesting a proposal for a turnkey project in which a school wide intercom/bell system solution will be installed, configured and brief training for district staff will be provided.

The NCSD requires a system that will be capable of satisfying its intercom and bell system for a minimum of 10 years that is scalable and expandable.

The system will provide communication throughout the district through a series of call stations (administrative offices) into all classrooms, hallways, common areas and some exterior locations. All classrooms and some common areas will have call buttons that allow the staff to call the office. The system will also provide an easily programmable bell scheduling system so that administrators can provide a bell or tone to indicate class changes, and other alerts throughout the campus.

Vendors should provide a turn-key solution including, but not limited to, speakers, admin terminals, call boxes, cabling, mounting hardware, licensing, installation, documentation, technical assistance, maintenance, and training. The installation of the system and its related equipment shall be managed under the supervision of the District’s Director of Technology.

Supplies, equipment, and material specifications referenced in this RFP are minimum standards established by the District.

As the district continues to grow, the design solution should address capacity, features, and functionality to optimize performance. Proposers should evaluate the current core infrastructure environment available in the District and propose a system that could be expanded should classrooms or other areas need to be added in the future.

Maps will be provided at the mandatory walkthrough of the district to aid you in the planning of your proposed solution. Details such as cabling color will be provided at the mandatory walkthrough.

The existing intercom system shall be removed including, but not limited to, speakers, call buttons, and wire mold. Wiring not visible to the eye does not have to be removed.

Design Solutions The solution must include the complete costs of installation with its proposal and must itemize these costs. The vendor must also include a timeline for installation with its proposal.

Project Management: Describe the expertise and resources that will be used by the vendor to manage the project from beginning to end. Identify the stages of implementation and management, detailed timelines and benchmarks that will be accomplished during this project.

Implementation Timeline: Describe the project schedule timelines from initiation to the completion of the project.

Preparation: Identify the physical site preparation needed to accommodate each site’s system.

The vendor shall be required to obtain permission from the District prior to cutting into or through any part of a building structure, including, but not limited to, drywall and internal fixtures such as desks, wall units, etc. The vendor shall be responsible for any damage, repair or clean up costs associated with the project. The vendor must return all District property to a state consistent with its pre-existing condition within seven (7) business days following completion of the project. Should the vendor not have clean-up and repair complete within the designated time period, the District reserves the right to complete the clean and repair work itself and charge the costs incurred against its payment owed for the contract. The District may also file a claim against the vendor’s proposed account for these costs.

Installation and Configuration: Install and connect the physical devices at each site.

Configure each component in coordination with the NCSD Technology Department to provide the services determined.

Training: Describe the training that will be included for users, staff, and technicians. Provide recommendations for the District to support the technology infrastructure and systems being installed including: skills, roles, responsibilities, required certifications or skill set and procedures. Include the training of District staff to properly support these new components to the infrastructure.

Documentation: Describe what documentation will be provided about the entire system for maintenance, troubleshooting, changing configurations and any other necessary functions.

Vendor Experience: Describe your organization’s K-12 experience with intercom/bell systems projects and the resources that will be used on this project. K-12 experience is a mandatory requirement for consideration of your organization’s proposal.

Service and Warranty: Describe warranties, guarantees, help desk offerings and other support that will be available during and after this project. Supply a detailed list of service level agreements offered by your organization. The description should include scope of service and annual charges to support and maintain the new system.

Total Cost of Ownership: Identify the total cost of ownership on a District-wide basis for a ten-year period. Define the limits of performance of the installed systems that the District will realize after implementation.

Network Architecture: Describe required VLANs or other network architectural considerations necessary to implement your organization’s solution. Describe requirements for the District’s network and security infrastructure that are necessary for your solution to provide optimum performance.

Security: Describe the structure of your solution to provide maximum security feature sets and recommend improvements of existing practices.

References: All proposals will include three (3) references for systems similar to that proposed to the District. Contact information, titles, telephone numbers, and email addresses of the people directly involved with similar implementations should be included.

Summary: All proposals should include a summary document that clearly articulates the design, standards, specifications, and security features of the proposed system.

Project Schedule

Activity Description Date

Release RFP January 22, 2025

Mandatory Walkthrough January 30, 2025 10:00 A.M.

Bid Submission Deadline Feb 5, 2025 11:00 A.M.

Review of Proposals Feb 5, 2025 12:00 P.M.

Recommendation to Board Feb 14, 2025

Evaluation Process

Evaluation All proposals must be received prior to the deadline. The Superintendent, and Technology Director will read and evaluate each proposal. The evaluators will consider how well the proposed solution meets the needs of the District. It is important that proposals be clear and concise. The evaluation process is not designed to simply award the contract to the lowest vendor. Rather, it is intended to help the District select the vendor with the best combination of attributes, including price, based on the evaluation variables.

Award Criteria and Vendor Attributes

The District will utilize the following criteria (as the basis for the proposal evaluations & selection).

Factor Weight

Price of the ELIGIBLE Equipment, Services & Warranties 35%

Timeline for Project Completion 25%

Personnel Qualifications, Professionalism & Scope of Work 25%

Company Provides all Services 15%

Total 100%

Standard Terms and Conditions Items listed below apply to and become a part of the terms and conditions of this proposal unless superseded by any supplemental specifications or special conditions enclosed or attached hereto, in which case the attached or enclosed conditions will prevail.

● Proposals must be received by the NCSD Office of Superintendent by the date and hour specified. No fax copies will be accepted.

● Any catalog, brand name, or manufacturer’s reference used in the proposal is descriptive and not restrictive. Such reference is intended to indicate the type and quality desired. Proposals on brands of like nature and quality will be considered. If proposing on other than enclosed specifications, the proposal must show manufacturer, brand, model, a complete description, etc. of the item being offered.

● No right or interest in this contract shall be assigned or delegation of any obligation made by the vendor without the written permission of the NCSD. Any attempted assignment or delegation by vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

● Prices quoted should be F.O.B. destination, assembled and installed. The title and risk of loss of the goods shall not pass to the buyer until the buyer actually receives and takes possession of the goods at the point or points of delivery specified.

● NCSD assumes no liability for goods delivered in damaged or unacceptable condition.

The vendor must handle all claims with carriers, and in the case of damaged goods, shall provide for replacement goods immediately upon notification of damage at no additional cost to NCSD.

● Vendor guarantees equipment or product offered will meet or exceed specifications identified in this proposal invitation. The vendor shall, upon request, replace any equipment or product proved to be defective and make any and all adjustments necessary without any expense to NCSD. If at any time, the equipment or product cannot satisfactorily meet the requirements of the NCSD, the vendor shall promptly remove such equipment or product without any further expense to the District.

● Vendor warrants that the product(s) sold to NCSD shall conform to the standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act (OSHA) of 1970. In the event the product does not conform to OSHA standards, NCSD may return the product for correction or replacement at the vendor's expense. In the event the vendor fails to make the appropriate correction within 90 days, corrections made by the District will be at the vendor's expense.

● When delivery delay can be foreseen, the vendor shall give prior notice to the authorized purchasing agent, who shall have the right to extend the delivery date if reasons for delay appear acceptable. The vendor must keep the authorized purchasing agent informed at all times of the status of the order. Default on promised delivery, without acceptable reasons, or failure to meet specifications authorizes the District to purchase goods elsewhere and charge any increase in cost and handling to the defaulting vendor.

Every effort will be made by NCSD to locate the goods at the same or better price as originally contracted.

● Delivery shall be made during normal school hours and at a designated location unless prior approval has been obtained from authorized district personnel.

● NCSD is exempt from federal excise, state, and local taxes. Do not include tax in any proposal totals. A tax exemption certificate will be furnished upon request.

● Invoices shall be sent directly to the NCSD Business Office, Attn: Accounts Payable, 580 East Main St., Philadelphia, MS 39350. Payments are processed after the Business Office has been notified that the items have been received in good condition and no unauthorized substitutions have been made. Invoices must detail the items delivered and must reference the Neshoba County School District Purchase Order number.

● If insurance and/or workmen’s compensation is required by NCSD for any proposal item(s), proof of insurance and /or workmen’s compensation should be submitted. The District reserves the right to review all insurance policies pertaining to proposal item(s) to guarantee that the proof coverage is obtained by the vendor.

● The agreement shall be governed by Mississippi Code 1972 Annotated and is effective and in force on the date of this agreement.

● Both parties agree that the venue for any litigation arising from this agreement shall lie in Neshoba County, MS.

Payment Terms

● NCSD will not provide any payment, partial or full, any earlier than 30 days after

NCSD accepts the work performed under the contract. NCSD reserves the right to withhold payment in circumstances outlined in the contract terms.

Contract Terms

● Vendors shall adhere to all federal, state, and local laws, statutes, ordinances, and regulations that apply to this proposal and subsequent contract(s), including but not limited to, Equal Employment Opportunity Commission (EEOC) and the Occupational Safety and Health Act (OSHA) as applicable to this contract.

● The selected vendor will be responsible for obtaining and paying for all permits and licenses required to complete the work.

● The awarded vendor agrees to defend, indemnify and hold NCSD, its officials, employees, contractors and agents harmless from any and all claims, suits, actions, damages, causes of action, or attorneys’ fees, arising from any personal injury, loss of life, or damage to persons or property sustained by reason of or as a result of the negligence or omission of the vendor, its employees, agents, contractors or assigns.

● It shall also be understood and agreed that by the submission of a proposal, the vendor, if awarded a contract, shall defend, indemnify and hold the District and any of its officials, employees, contractors and agents harmless from and against any and all damages, that may, at any time, be imposed or claimed for infringement of any patent rights, trademark, or copyright, of any person or persons, association, or corporation, as a result the use of such articles by NCSD or any of its officials, employees, contractors or agents, and of which articles the vendor is not the patentee, assignee, licensee, or owner or lawfully entitled to see the same.

Proposal Withdrawal/Contract Default

● Proposal withdrawal – Proposals may be withdrawn by the vendor at any time prior to the time set for the opening. Such a request must be in writing. All proposals submitted shall be valid for a period of ninety (90) calendar days from the date of the proposal opening.

● Inability to Perform – Once a contract has been entered into by the vendor and the District, the vendor shall make every effort to provide and maintain the appropriate staff, materials, vehicles, and facilities required to complete the proposed services purchased by NCSD. The vendor shall provide the District in writing any variance from the agreed quality, quantity, and time required by the contract. Once received, NCSD reserves the right to modify or cancel the contract.

● Default – If the vendor fails to fulfill its completion of work obligations under the contract in a professional and timely manner, or otherwise violates the terms of the contract, NCSD shall have the right to terminate the contract if the vendor has not cured the default after receiving seven (7) days written notice of the performance issue or other item or default.

● Notwithstanding the above, the vendor shall not be relieved of liability to NCSD for damages sustained by the District as a result of any breach of contract by the vendor.

NCSD may, in such an event, withhold payments due to the vendor for the purpose of set-off until such time as the exact amount of damages due to the District is determined.

The rights or remedies provided for herein shall not limit the District, in case of any default by the vendor, from asserting any other right or remedy allowed by law, equity, or by statute.

● Notwithstanding the foregoing, the vendor shall not be relieved from liability from any acts of malfeasance, misfeasance or wanton or willful misconduct. NCSD does not waive any of its remedies or limitations on liability contained in Mississippi law.

● Neither party shall be held liable for delays associated with acts of God, strikes, acts of public authorities, or other unforeseeable circumstances that could not be reasonably avoided.

Other Considerations

● The scope of the project may be scaled up or down according to the discretion of NCSD.

● The work of the project will not directly affect nor interfere with the functionality of the existing infrastructure or live system until the new implementation has been thoroughly tested, documented, and system-ready.

● Upon selection of the vendor, NCSD will provide access to any additional documentation or key District personnel as needed.

● The District reserves the right to review résumés and other related credentials associated with vendor staff assigned to the project. The District may exercise its option to disapprove the assignment or reassignment of vendor personnel associated with this project.

● The selected vendor will be responsible for managing this project and fully communicating updates and progress toward project completion.

● The selected vendor will be responsible for any and all drop shipped equipment until the project is completed. The district prefers the vendor to bring all equipment and supplies at time of installation.

Insurance

● The awarded vendor will be required to maintain in full force and effect, and at their own expense, the following insurance policies:

○ Worker’s Compensation Insurance in compliance with Mississippi Law

○ General Liability Insurance

○ Automobile Insurance

○ Professional Liability Insurance

Bid Delivery

Deadline and number of copies:

Submit two (2) printed copies of the written proposal to be received no later than:

(Wednesday, February 5, 2025 at 11:00 a.m. CST). It is the responsibility of the submitting firms(s) to ensure timely receipt by the Neshoba County School District. The Neshoba County School District will not be responsible for the untimely delivery of proposals due to the mail carrier or any other occurrences.

All bids/proposals must be sealed.

Mail or hand delivery of the proposals to:

Chad Penson Neshoba County School District 580 East Main St.

Philadelphia, MS 39350

Bids should be clearly marked: NCSD 2025 Intercom and Communication Systems Project

Project Schedule

Activity Description Date

Release RFP January 22, 2025

Mandatory Walkthrough January 30, 2025 10:00 A.M.

Bid Submission Deadline Feb 5, 2025 11:00 A.M.

Review of Proposals Feb 5, 2025 12:00 P.M.

Recommendation to Board Feb 14, 2025