Braselton_Panic_Button_RFP_Final.pdf

REQUEST FOR PROPOSALS (RFP)

Panic Button / Duress Alert System

Town of Braselton, Georgia

RFP Number: 26-16-001 Issue Date: March 25, 2026

Question Deadline: April 16, 2026 Proposal Due Date: May 6, 2026

Town of Braselton 4982 Highway 53

Braselton, GA 30517

Table of Contents

1. INTRODUCTION

2. PROJECT OVERVIEW

3. PROJECT OBJECTIVES

4. SCOPE OF SERVICES

5. FUNCTIONAL REQUIREMENTS

6. ALARM DISARM PANEL

7. EMERGENCY CALLING REQUIREMENTS

8. COMMUNICATION REQUIREMENTS

9. POWER REDUNDANCY REQUIREMENTS

10. SYSTEM MONITORING AND LOGGING

11. ADMINISTRATION AND MANAGEMENT

12. INSTALLATION REQUIREMENTS

13. TRAINING

14. WARRANTY AND SUPPORT

15. VENDOR QUALIFICATIONS

16. PROPOSAL SUBMISSION PROCESS

17. PRICING FORMAT

18. PROPOSAL EVALUATION

19. PROCUREMENT SCHEDULE

20. REQUIRED AFFIDAVITS

21. CONTACT FOR QUESTIONS

1. INTRODUCTION

The Town of Braselton, Georgia is soliciting proposals from qualified vendors for the design, supply, installation, configuration, and support of a panic button / duress alert system to be installed at multiple municipal facilities.

The Town seeks a modern, reliable, and redundant emergency alert solution capable of immediately notifying emergency services and designated local responders when activated.

The system will support multiple activation modes, automatic dialing of 911 dispatch, and redundant communications through VOIP and cellular connectivity.

Vendors must provide a turnkey solution, including hardware, software, installation, testing, and training.

2. PROJECT OVERVIEW

Facility Number of Buttons Town Hall 1 Police / Court 1 Planning / Utilities 3 The Mill 1 The Library 2 Total Buttons: 8

3. PROJECT OBJECTIVES

The Town seeks a system that will:

• Automatically call 911 dispatch

• Notify local police officers directly (Internal Communication)

• Support silent and audible alarm modes

• Operate during power outages or network failures

• Provide system health monitoring and logging

• Provide a secure management interface

4. SCOPE OF SERVICES

The selected vendor shall provide a complete turnkey panic button system, including:

• Hardware

• Software

• Installation

• Configuration

• Testing

• Documentation

• Limited training

• Warranty and support options

The system must be fully operational upon completion of installation.

5. FUNCTIONAL REQUIREMENTS

Panic Button Activation Modes

Press once: Silent alarm Press twice: Audible alarm

Silent Alarm Mode:

• Automatically dial 911 dispatch

• Deliver a pre-recorded message identifying the location

• Notify designated local responders (Internal Communication)

• Generate system logs and notifications

Audible Alarm Mode:

*All Functionality of Silent Mode Plus:

• Trigger a local siren

6. ALARM DISARM PANEL

Each facility shall include a control panel or keypad that allows staff to cancel alarms triggered accidentally, disarm the system, and enter a duress code.

When the duress code is entered:

• The alarm appears disarmed locally

• The system silently notifies responders that the user is under duress

7. EMERGENCY CALLING REQUIREMENTS

When activated, the system must automatically dial 911 dispatch and deliver a pre-recorded voice message identifying the facility.

The system shall also notify a configurable list of additional contacts.

Notification methods may include:

• Telephone calls

• SMS alerts

• Email alerts

• Mobile app notifications

At minimum, telephone call notifications are required.

8. COMMUNICATION REQUIREMENTS

Primary Communication: VOIP connection provided by the Town.

Backup Communication: Cellular connection.

• The Town will provide the cellular connection plan

• Vendor will provide cellular connection equipment compatible with AT&T

FirstNet

If the primary communication fails, the system must automatically switch to the backup connection.

9. POWER REDUNDANCY REQUIREMENTS

The system must remain operational during power outages.

Minimum requirements include:

• Integrated battery backup

• Ability to operate during extended power outages

The vendor shall specify battery runtime and UPS requirements.

10. SYSTEM MONITORING AND LOGGING

The system must include:

• Event logging

• Alarm history

• Health monitoring

• Failure alerts

The system shall notify administrators if a panic button goes offline, communication fails, battery levels are low, or other system errors occur.

11. ADMINISTRATION AND MANAGEMENT

The system shall provide a secure administrative interface allowing authorized personnel to:

• Configure notification contacts

• Edit panic button location details

• Review event logs

• Test alarm functionality

• Monitor system health

12. INSTALLATION REQUIREMENTS

The vendor shall provide all equipment, installation, configuration, testing, and commissioning.

Installation must comply with applicable electrical codes, telecommunications regulations, and safety standards.

13. TRAINING

Vendor training shall be limited to the Town's IT Director and include system operation, administration, testing procedures, alarm configuration, and maintenance.

14. WARRANTY AND SUPPORT

The vendor shall provide a minimum one-year warranty covering hardware, software, and system operation.

Optional pricing may be included for extended warranty and support agreements.

15. VENDOR QUALIFICATIONS

Vendors must demonstrate experience providing similar systems to municipal governments, law enforcement agencies, educational institutions, or similar organizations.

At least three references must be provided.

16. PROPOSAL SUBMISSION PROCESS

Step 1 – Notice of Intent to Propose:

• Vendors intending to submit a proposal must complete and submit a Notice of Intent to Propose form provided by the Town.

o Notice Submission form: https://forms.cloud.microsoft/r/

RnkvYyeHfK

Step 2 – Vendor Registration

• Upon receipt of the Notice of Intent to Propose form, the Town will initiate an internal workflow to register the vendor as a participant in this RFP.

Step 3 – Secure Proposal Submission Folder

• After registration, the vendor will receive an invitation to a secure shared folder designated for proposal submission.

Step 4 – Final Proposal Submission

• Vendors must upload their completed proposal and all required documentation to the secure folder no later than the official proposal deadline specified in this RFP.

Step 5 – Confirmation of Receipt

• The Town will confirm receipt of submitted proposals via phone and/or email notification.

Notice Form:

17. PRICING FORMAT

Pricing Categories Hardware Software Installation / Services Recurring Costs

18. PROPOSAL EVALUATION

Criteria Weight Technical Compliance 40% Vendor Experience 20% Cost 25% Warranty / Support 15%

19. PROCUREMENT SCHEDULE

RFP Issued: 03/25/2026 Questions Due: 04/16/2026 Proposal Deadline: 05/06/2026 Evaluation Period: ~2 weeks Contract Award: On or before 06/01/2026

20. REQUIRED AFFIDAVITS

Vendors must submit:

• Georgia Security and Immigration Compliance Affidavit (E-Verify)

• IRS Form W-9

• Drug Free Workplace Affidavit

• Non-Collusion Statement

Failure to provide required affidavits may result in rejection of the proposal.

21. CONTACT FOR QUESTIONS

All questions regarding this RFP must be submitted via email to the Town of Braselton’s IT Director, Blake Boyd (bboyd@braselton.net).