Building Communication (Intercom) System Replacement - Andrews Elementary School.pdf

REQUEST FOR PROPOSALS (RFP)

Building Communication (Intercom) System Replacement at Andrews Elementary School

Issuing Agency: Cherokee County Schools NC RFQ Number: CCS-2026-AES-INTERCOM RFQ Issue Date: October 19, 2026 Proposal Due Date: Thursday, November 5, 2026, 2:00 PM ET Project Location: Andrews Elementary School

205 Jean Christy Ave.

Andrews, NC 28901

Contact: Dane Ricket, Technology Director

1. INTRODUCTION

Cherokee County Schools (hereinafter "CCS" or "District") is soliciting quotations from qualified vendors to provide, install, and integrate building communication system (Intercom System) at Andrews Elementary School.

2. PROJECT OVERVIEW

The purpose of this project is to enhance security at the school through the installation of a fully integrated communication system. This system shall provide two-way communication between the office and room locations throughout the buildings and provide external speakers for announcements to cover outside areas of the campus including play areas, parking areas, and building perimeters to improve overall safety.

3. SCOPE OF WORK

3.1 Specifications

The vendor shall provide and install a completely NEW system with NEW components, including but not limited to the following components to provide an integrated and fully functional communication system:

• IP based system with Main Unit (Console)

• Interior Speakers in classrooms, offices, and rooms

• Exterior Speakers to cover the perimeter of the campus including but not limited to 3 play areas, 4 parking areas, and other areas.

• Call Buttons located in classrooms, offices, and other appropriate areas.

• Appropriate data lines to components

• The system shall integrate with existing IP systems

3.2 Additional Requirements

1. Installation: Complete installation of all systems, including all necessary mounting hardware, wiring, and connectivity components.

2. Integration: Full integration with existing security infrastructure where applicable.

3. Configuration: Programming and configuration of all systems to meet District security protocols.

4. Testing: Complete testing of all installed components to ensure proper functionality.

5. Documentation: Provide detailed documentation for all installed systems, including user manuals, warranties, and as-built drawings.

6. Training: Provide basic operational training for designated District staff.

7. Warranty: Minimum 1-year warranty on all parts and labor.

4. VENDOR QUALIFICATIONS

1. Vendor must be licensed to do business in North Carolina.

2. Vendor must have a minimum of five (5) years of experience installing comparable security systems in K-12 educational environments.

3. Vendor must employ technicians certified in the installation and maintenance of the proposed systems.

4. Vendor must provide evidence of liability insurance with minimum coverage of $1,000,000.

5. Vendor must be able to provide ongoing maintenance support after installation.

5. PROPOSAL REQUIREMENTS

Vendors must submit proposals that include:

1. Company Profile: Brief description of company, qualifications, and experience with similar projects.

2. Project Approach: Detailed description of how the vendor will approach the project, including timeline, installation process, and quality control measures.

3. Product Specifications Detail: Detailed specifications of all proposed equipment, including brand, model, technical specifications, and warranty information.

4. Product Installation Locations Detail: Detailed Installation Locations of all proposed equipment/components, including type of component, building location, quantity, and purpose.

5. References: Minimum of three (3) references from similar projects completed within the past three (3) years.

6. Pricing: Detailed cost breakdown for:

o Equipment costs (itemized by type and location) o Installation costs o Configuration and programming costs o Training costs o Any other applicable costs

7. Project Schedule: Proposed timeline for project completion, including major milestones.

8. Maintenance Plan: Description of available maintenance plans and associated costs.

6. EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

1. Compliance with RFQ requirements: 10%

2. Vendor qualifications and experience: 20%

3. Technical specifications and compatibility: 25%

4. Cost: 30%

5. Project timeline and implementation plan: 10%

6. Maintenance and support: 5%

7. SUBMISSION INSTRUCTIONS

Proposals must be submitted in sealed envelopes labeled "AES Intercom” to:

Cherokee County Schools Attn: Stephanie Hass, CFO 2230 Airport Rd, Marble, NC 28905

All submissions must be received by Thursday, November 5, 2026, 2:00 PM ET.

Late submissions will not be considered.

8. TERMS AND CONDITIONS

8.1 General Terms

1. Cherokee County Schools reserves the right to accept or reject any or all proposals.

2. This RFQ does not commit Cherokee County Schools to award a contract or to pay any costs incurred in the preparation of a proposal.

3. Cherokee County Schools reserves the right to request clarification or additional information from vendors.

4. All equipment must be new (not refurbished) and meet or exceed industry standards.

5. The selected vendor must comply with all applicable federal, state, and local laws and regulations.

8.2 Project Timeline

1. RFQ Issue Date: October 19, 2026

2. Pre-Proposal Meeting (optional): October 26, 2026, 9:00 AM ET

(Virtual Meeting Link) meet.google.com/ofd-ektx-ohk

3. Questions Due: October 28, 2026, 2:00 PM ET

4. Responses to Questions: October 30, 2026

5. Proposal Due Date: Thursday, November 5, 2026, 2:00 PM ET

6. Vendor Selection (estimated): November 12, 2026

7. Project Completion: February 2027

8.3. Questions and Clarifications

All questions regarding this RFQ must be submitted in writing to dane.rickett@cherokee.k12.nc.us by October 28, 2026, 2:00 PM ET. Responses will be provided to all vendors who have expressed interest in this RFP.

9. SITE VISITS

Vendors may schedule site visits by contacting Dane Rickett at 828-837-2722; 3207 or dane.rickett@cherokee.k12.nc.us. Site visits must be scheduled at least 24 hours in advance.

10. CONTACT INFORMATION

For questions or additional information regarding this RFQ, please contact:

Dane Rickett Cherokee County Schools 828-837-2722; 3207 dane.rickett@cherokee.k12.nc.us

This Request for Quotation is issued pursuant to the policies of Cherokee County Schools and the North Carolina Department of Public Instruction School Safety Grants Program. All proposals must comply with applicable state and federal regulations.