Bid Documents For:

RP-Mass Notification System 2026

Reeths-Puffer Schools

Date of Issue: 1/26/2026

TABLE OF CONTENTS

Section Description Page (Self-reference)

I. Bid Notice 3

II. General Information and Timeline

III. Scope of Work and Technical Specifications

IV. Bidder Qualifications and Response Requirements

V. Evaluation Criteria 9

VI. Legal and Contractual Conditions

Appendix A Michigan Familial Disclosure Affidavit

(REQUIRED)

Appendix B Affidavit of Compliance – Iran Economic Sanctions Act (REQUIRED)

I. Bid Notice

NOTICE TO BIDDERS

A. Reeths-Puffer Schools, Muskegon, Michigan, will receive proposals from qualified bidders for the installation of a new Mass Notification System located in Reeths-Puffer High School, Reeths-Puffer Middle School, and Twin Lake Elementary, Muskegon, MI 49445.

B. The Owner will enter into one contract with the successful Bidder, who will be fully responsible for all trades and for the coordination of all required work between trades. It is the owner’s goal to complete this project by August 1 of 2026.

C. Proposals must be mailed or delivered in person to Mr. Joe Matz, Director of Technology, Reeths-Puffer High School, 1545 N. Roberts Road, Muskegon, MI 49445; Phone:

231-719-3122. All proposals must be sealed in envelopes, plainly labeled “RP-Mass Notification System 2026” and must be received prior to 2:00 PM, local time, on Wednesday, February 25th, 2026. Bids will be publicly opened at the Educational Services Building, 991 W. Giles Road, Muskegon, MI 49445 at 3:00 PM. Evaluation of proposals and award will be at a later date; the successful contractor will receive a letter of intent prior to receipt of the contract.

D. A Pre-bid meeting will be held on February 10, 2026. Meeting to start at Reeths-Puffer High School @ 3:00 PM. For additional access, please contact Joe Matz, Director of Technology, for access to the building. (231) 719-3122.

E. The Schedule of Work shall be as follows:

February 10th, 2026 at 3:00 PM Pre-Bid Walk-thru (Mandatory Attendance) February 25th, 2026 at 2:00 PM Bids Due February 25th, 2026 at 3:00 PM Bid Opening March 2nd, 2026 Anticipated award of contract June 8th, 2026 Anticipated start of construction August 1st, 2026 Anticipated substantial Completion

F. All bidders are required to furnish Bid Security in the amount of five (5%) percent of the Base Bid. Form of the security may be a bid bond, certified or cashier’s check made payable to Reeths-Puffer Schools. This will be a guarantee that the bidder selected by Reeths-Puffer Schools will furnish the required PLM Bonds; failure to do so could mean forfeiture of the Bid Security.

G. All bidders must indicate, where shown on the Proposal Form, the cost of Performance and

Labor and Material Payment Bonds covering 100% of the value of the Project. Do not include the cost of the Bonds in the Base Bid.

H. All bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between the owner(s) or any employee of the bidder and any member of the Board of Education of the School District or the Superintendent of the School District. The Board of Education shall not accept a bid that does not include a sworn and notarized familial relationship disclosure statement.

I. All bids shall be accompanied by an Affidavit of Compliance – Iran Economic Sanctions Act in compliance with “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 and the Michigan Familial Disclosure Affidavit. The Board of Education shall not accept a bid that does not include the Affidavit of Compliance.

J. Applicable Michigan use and sales tax apply to this project.

K. All bidders should note that this project is being funded with local resources and does not require prevailing wages.

RP – MASS NOTIFICATION SYSTEM NOTICE TO BIDDERS

L. All bidders to note this project occurs in (3) separate facilities and must be issued to the State as (3) separate projects, needing (3) separate permits and inspections.

N. The Owner reserves the right to accept or reject any or all bids and to waive all irregularities in Proposals. Proposals shall remain firm for thirty (30) days from date of Bid Opening.

II. General Information and Timeline Item Details

Project Name RP-Mass Notification System 2026

Issuing Department Technology Department

Owner (District) Reeths-Puffer Schools

Project Location(s) K-12 Building(s):

Reeths-Puffer High School (RPHS) 1545 N. Roberts Road Muskegon, MI 49445

Reeths-Puffer Middle School (RPMS) 1911 W. Giles Road Muskegon, MI 49445

Twin Lake Elementary (RPTL) 3175 Fifth Street Twin Lake, MI 49457

Mandatory Pre-Bid Meeting/Site Walkthrough

Date: February 10, 2026 Time: 3:00 PM Location: Reeths-Puffer High School (Attendance is mandatory)

Deadline for Questions/Inquiries February 18 by 3:00 PM EST

Bid Due Date/Time (Sealed Bids) Date: February 25, 2026 Time: 2:00 PM

EST

Bid Opening Date/Time Date: February 25, 2026 Time: 3 PM EST Location: Educational Services Building

Anticipated Project Completion Date August 1, 2026

Submission Instructions

1. Bids must be submitted in a sealed envelope clearly marked: "RP-Mass Notification

System 2026"

2. Submit [2] hard copies :

[Joe Matz, Director of Technology] [1545 N. Roberts Rd, Muskegon, MI 49445]

3. LATE BIDS WILL NOT BE ACCEPTED.

III. Scope of Work and Technical Specifications A. General Requirements

1. System Type: Propose a non-proprietary, standards-based, and scalable PA/Intercom system (e.g., VoIP/SIP-based or hybrid) suitable for a K-12 environment.

2. Functionality: The system must provide All-Call, Zone Paging, Intercom/Talkback capability to all required locations, and Emergency Notification/Alerting integration.

3. Code Compliance: All equipment and installation must comply with all applicable local, state (Michigan), and federal codes, including electrical, fire, and ADA requirements.

4. Existing Equipment: The bid must include the proper and safe removal and disposal of all existing PA/Intercom head-end equipment and speakers.

B. Required Features (System Head-End)

● Paging: Ability to page from the main office and other key administrative areas.

● Phone Integration: Seamless integration with the District's existing (MiTel MiVB), allowing announcements from any phone (analog or VoIP).

● Zoning: Flexible, software-defined zoning capabilities. The proposal must detail the number of zones supported.

● Emergency Over-Ride: The system must include a priority emergency channel capable of overriding all other functions and can integrate with the Raptor Emergency Management system.

C. Device Requirements (Per Location)

Location Device Type Quantity (Estimate - Bidder to Verify on Site)

Specification

Classrooms IPSWDHD-MW RPHS-93

RPMS-42

RPTL-29

LCD Display with strobe and speaker

Hallways IPCSHD-DS-MB RPHS-35

RPMS-23

RPTL-9

Dual-sided clocks with dual speakers and strobes.

Gym/Cafeteria/Co mmon Areas

IPSIGNL-RWB RPHS-13

RPMS-9

RPTL-2

Large Panel with display, strobe, and dual speakers (include potential enclosures)

Exterior/Playgrou nd

IPSWS-SM-O RPHS-0

RPMS-5

RPTL-10

High-power, weatherproof horns.

Interior Strobe IPSTROBE-I RPHS-20

RPMS-11

RPTL-4

Restrooms and common areas.

Interior Speaker IPSCRM-RMe RPHS-18

RPMS-11

RPTL-8

Restrooms and common areas.

Exterior Strobe IPSTROBE-O RPHS-13

RPMS-13

RPTL-4

Exterior Entrances

Contact Closure Switch

RPHS-1

RPMS-1

RPTL-1

To connect to the Lockdown switch at the main office

D. Installation and Project Management

1. Work Schedule: All installation work must be performed during non-school hours (e.g., summer break, evenings, weekends).

2. Cabling: Bidder shall be responsible for all necessary wiring, cabling (must be

Plenum-rated where required), conduit, and neat labeling.

3. Warranty: Proposal must include a minimum one (1) year warranty on all parts and labor.

4. Training: The Bidder must provide comprehensive training for administrative, secretarial, and technical staff.

IV. Bidder Qualifications and Response Requirements A. Required Documentation

1. Executive Summary: An overview of the proposed solution.

2. Michigan Familial Disclosure Affidavit (Appendix A): Sworn and notarized statement.

(MANDATORY)

3. Iran Economic Sanctions Act Certification (Appendix B): Signed and notarized compliance affidavit. (MANDATORY)

4. Bid Security: Bid Bond or certified check equal to not less than 5% of the total bid price.

5. Bidder Information and Experience:

○ Company name, address, phone, and primary contact.

○ Proof of authorization to do business in the State of Michigan.

○ List of three (3) references from Michigan K-12 school districts where similar work was completed within the last three years.

6. Product Data: Detailed specification sheets (cut sheets) for all proposed hardware and software.

7. Project Plan: Detailed timeline for completion, including a work schedule during non-school hours.

V. Evaluation Criteria Proposals will be evaluated based on the following criteria:

1. Total Proposed Price: Cost effectiveness.

2. System Quality and Appropriateness: Suitability, reliability, and non-proprietary nature of the proposed system.

3. Bidder Qualifications and Experience: Relevant experience, references, and demonstrated capacity.

4. Compliance with Specifications: Adherence to all required technical and legal specifications.

5. Warranty and Support: Strength and duration of the proposed warranty and local support structure.

VI. Legal and Contractual Conditions

● Governing Law: The laws of the State of Michigan shall govern this RFP and any resulting contract.

● Bonding: The successful Bidder will be required to furnish a Performance Bond and a

Labor and Material Payment Bond, each in the amount of 50% of the Contract Sum.

● District Rights: Reeths-Puffer Schools reserves the right to reject any and all bids, to waive any informalities, and to accept the bid deemed to be in the best interest of the District.

● Pricing Validity: All pricing must be valid for a minimum of thirty (30) days from the bid opening date.

Appendix A: Michigan Familial Disclosure Affidavit Affidavit of Bidder

The undersigned, the owner or authorized officer of _______________________(the “Bidder”), pursuant to the familial disclosure requirement provided in Reeths-Puffer Schools (the “School District”) advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of _________________ and any member of the Board of Education of the School District or the Superintendent of the School District.

List any Familial Relationships:

BIDDER:

By: ___________________

Its: ___________________

STATE OF MICHIGAN )

)ss.

COUNTY OF ___________)

This instrument was acknowledged before me on the ____ day of __________________, 2026, by ________________________________ .

, Notary Public

______________ County, Michigan

My Commission Expires: _______________

Acting in the County of: ________________

Appendix B: Affidavit of Compliance - Iran Economic Santions Act

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 “Bidder”), pursuant to the compliance certification requirement provided in the Reeths-Puffer Schools (the “School District”) Request For Proposals For a New Mass Notification System, hereby certifies, represents and warrants that the Bidder (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 Bidder will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Bidder 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.

Bidder:

By: ______________________________

Its: ______________________________

Date: ____________________________

STATE OF ______________________)

)ss.

COUNTY OF ____________________)

This instrument was acknowledged before me on the __________day of _____________________,2025, By____________________________________________.

, Notary Public

__________________County, Michigan

My Commission Expires: _____________________

Acting in the County of: ______________________

Bid Documents For:

Reeths-Puffer Schools

Date of Issue: 1/26/2026

TABLE OF CONTENTS

I. Bid Notice

II. General Information and Timeline

Submission Instructions

Appendix A: Michigan Familial Disclosure Affidavit

Appendix B: Affidavit of Compliance - Iran Economic Santions Act