Crises Alert RFP

CALHOUN CITY SCHOOLS

REQUEST FOR PROPOSALS (RFP)

SCHOOL CRISIS ALERT SYSTEM

ALL CALHOUN CITY SCHOOLS & BOE OFFICE

PROPOSAL DUE DATE: Friday, September 17, 2021 at 2:00 PM Attn: Dr. Peter Coombe - Assistant Superintendent Calhoun City Schools 334 S. Wall Street Calhoun, GA 30701

INTRODUCTION:

Calhoun City Schools (CCS) is requesting proposals from contractors that have the capability to install a school crisis alert system at 4 schools and one board of education office.

The selection of the contractor to provide these services will be made following this process.

INSTRUCTIONS:

Interested firms are to submit a sealed proposal to Calhoun City Schools (CCS) as required by this RFP. It is the intent of CCS to award the contract to the firm that clearly demonstrates the ability to provide these services to high professional standards.

Two (2) copies and one (1) digital copy of your proposal must be submitted by Friday, September 17, 2021 at 2:00 PM to:

Dr. Peter Coombe Calhoun City Schools 334 S. Wall Street Calhoun, GA 30701

All proposals must be clearly marked on the outside: "PROPOSAL FOR CALHOUN CITY SCHOOLS CRISIS ALERT SYSTEM". All proposals received after the designated time and date of the proposal opening will not be considered.

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Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer, which shall remain valid for sixty (60) days and may not be withdrawn except as provided herein.

To minimize the cost to the proposer in responding to this solicitation, you are encouraged to be brief and succinct, avoiding extravagant covers, bindings and photographs. CCS will not be responsible for any cost incurred by proposers in responding to this solicitation.

CCS reserves the right to reject any and all proposals, to evaluate proposals, and to accept portions of any proposal, and accept any proposal, which in its opinion, may be in the best interest of the CCS and reserves the right to waive any and all formalities.

Technical Questions: Pre-Proposal meetings will be scheduled upon request at a time that works for both the school system and the proposer. Technical questions relating to the RFP may be directed in writing via email to: Dr. Peter Coombe, Assistant Superintendent, coombep@calhounschools.org.

Errors in Proposals: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals.

Failure to do so will be at the Proposer's own risk.

Compliance with Laws: The Proposer shall obtain and maintain all applicable contractor's licenses, a minimum of $1,000,000 in liability insurance, $1,000,000 General Aggregate Insurance, and worker's compensation insurance as required by CCS financial policies. The Proposer will comply with any and all other standards or regulations required by federal or state statutes or any ordinances and rules during the performance of any contract between the Proposer and CCS. Any such requirement specifically set forth in any contract document between the Proposer and CCS shall be supplementary to this section and not in substitution thereof.

Withdrawal of Proposal: Any proposal may be withdrawn by written request received by CCS before the time fixed for receipt of proposals. Withdrawal of your proposal will not prejudice the right of the proposer to submit a new proposal, providing the latter is timely received as provided herein.

Confidentiality of Documents: Upon receipt of a proposal by CCS, the proposal shall become the property of CCS without compensation to the proposer, for disposition or usage by CCS at its discretion. The details of the proposal documents will remain confidential to the extent possible until final award.

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Compensation: CCS has attempted to provide as much information about the scope of services as possible to enable firms to structure a most productive and cost effective offer. The subsequent contract between Calhoun City Schools and the winning proposer will define compensation payments based upon the amount negotiated and term agreements between Calhoun City Schools and the successful proposer. The winning proposal will result in a contract between the contractor and CCS. There will be only one contract with the winning proposer and that winning proposer will be responsible for paying any subcontractors and purchasing materials as outlined in the submitted proposal.

Rejecting Proposals: CCS reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of CCS. Similarly, CCS is not bound to accept the lowest dollar proposal if the offer is not considered in CCS best interest.

Conflict of Interest: All respondents must provide a statement of disclosure, which will allow CCS to evaluate possible conflicts of interest. No person involved in making procurement decisions may have personal investments in any business entity which will create a substantial conflict between their private interests and their public duties.

Affirmation: All proposals must clearly state and affirm by signature that the proposer has read the RFP document, fully understands the requirements, has familiarized themselves with the conditions of the work, and will comply with these requirements, if awarded this work.

Notification: CCS will evaluate all the proposals and quickly select the winning proposer for approval by the Calhoun City Schools Board of Education at a Board of Education meeting. All proposers will be notified of the selected proposer by email within 15 days of the proposal deadline.

PROJECT SCOPE (Also see ATTACHMENT A):

The proposal should include the following features and capabilities:

● A wearable alert badge issued to an employee who is provisioned based upon their role in the district

● Accurate location information of an activated badge, to include the ability to contact trace employees.

● Notification to the building administration without cellular capability

● Visual notification beacons or strobes

● Campus-wide coverage including designated outdoor areas

● An administrator console that provides detailed reporting on health of system, devices needing maintenance and the ability to centrally update firmware and software

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Proposal should include the following:

1. Overview of how the system functions and its major components.

2. Details and specifications on all hardware components including type of network, dependencies on existing infrastructure, battery life of alert devices, power requirements and location of hardware devices.

3. Details and specifications on all software components including software management, updates, user management, reporting, system dashboard, and ongoing maintenance tasks.

4. How accurate real-time tracking is achieved.

5. Detailed information on how medical personnel or law enforcement can be notified by the system.

6. Ability for system to integrate with existing intercom, public address, or other notification systems and what type of notifications can be automatically transmitted.

7. Details on any mobile apps the system provides.

8. Detailed cost estimates for each facility including all hardware, software, installation and training. Hardware should include types of devices, location, number of devices, and wiring costs. Please see attachment “A” for an estimated list of employees by location. In addition, please use attachment “B” to summarize the costs by location and to list other costs.

9. Details on any existing infrastructure that will be used to support the system including power, where power/network will be needed, network, phone systems, and internet access.

10. Annual maintenance and subscription costs.

11. The solution should include a schedule of any costs for scheduled maintenance and system upgrades as well as any optional warranty costs, service costs, or device replacement costs.

12. The solution should include all necessary hardware, cabling, interconnects, programming, etc, to have a complete and fully functional system at the end of the project.

13. Provide all documentation and training when project is complete.

Facility plan drawings are available by request for informational purposes, but SHOULD NOT be substituted for the contractor's own measurements and plans.

Be advised that during the term of this work, the selected contractor shall have and maintain adequate insurance coverage as stated herein. Furthermore, the selected contractor shall comply with all state and federal laws, including the requirement that the contractor provide worker's compensation benefits to its employees. The evidence of insurance or the ability to obtain insurance shall be furnished to CCS as outlined in this proposal.

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The successful proposer will be responsible for adhering to all applicable safety codes on this project and will provide all necessary safety measures to protect CCS employees, patrons, and the general public during the commission of this project.

PROPOSAL REQUIREMENTS:

All Proposals shall be submitted using the attached Proposal Form and include the attached E Verify Contractor Affidavit. In addition, responses shall include the following:

REFERENCES

Provide the following information of organizations/governments similar to CCS, that you have performed similar services within the past five years.

• Customer name and contact name, address, telephone number and email.

• Scope of project.

• Cost of project

• End result and subsequent disposition.

COST PROPOSAL/FEE (Also see ATTACHMENTS A & C)

CCS requires a total cost or fee for this project. A lump sum cost proposal to supply all equipment, materials, supplies, labor to complete the project, unless specifically noted to not be part of the project.

CCS requests a price breakdown with each proposal to generally follow those enumerated items in the project scope, plus any additional charges or items by the contractor. However, the bid must be a lump sum cost.

PROOF OF INSURANCE COVERAGE

All proposers must demonstrate current coverage or the ability to obtain coverage as described below. Evidence of insurance shall be furnished to CCS prior to start of work. The firm to conduct these services must carry liability coverage and other insurance, including, but not less than, the following:

Workers Compensation at statutory limits and Employer's Liability with a limit of $1,000,000.

Comprehensive General Liability insurance policy, in limits no less than $1,000,000 combined single limit per occurrence for aggregate or property damage, including coverage for owner's or non-owned property or automobile damage, errors and omissions, premises-operation, product, and contractual liability coverage part designating the assumption of liability under performance of the contract.

The successful proposer shall secure and present a certificate of insurance to Calhoun City Schools, reflecting these coverage's and naming Calhoun City Schools, as an additional insured and all policies shall reflect a 90-day notice of cancellation.

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CONTACT INFORMATION

All proposals must include the following contact and authorization information:

● Company Name

● Mailing Address

● Street Address

● Office and Cell Phone

● Fax Number

● Email Address

● Authorized Signee and Title

● Printed Name and Title

● Signature of Authorized Signee and Date Affirming the Proposal

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Attachment A

CALHOUN CITY SCHOOLS

PROPOSAL FORM

PROJECT NAME: SCHOOL CRISIS ALERT SYSTEM

In compliance with your Advertisement for Proposal and the Proposal Documents, the undersigned Proposer, Legal name of Proposer

Address of Proposer

Address of Proposer

Telephone number of Proposer having carefully examined the site and Proposal Documents, including any Addenda thereto, for the:

SCHOOL CRISIS ALERT SYSTEM, proposes and agrees, if this proposal is accepted, to enter into a contract with the Owner to perform the Work including all services, supervision, labor, equipment and material in conformance with the contract documents, in the time stated therein, for the lump sum of:

A. LUMP SUM PROPOSAL:

__________________________________________________________________dollars [written in words]

The undersigned Proposer hereby acknowledges receipt of the following Addenda:

Addenda Date Initial Received: ____________

By submission of this Proposal, the Proposer certifies that this Proposal has been derived independently, without consultation, communication or agreement as to any matter relating to this Proposal with any other Proposer or with any competitor. The Proposer hereby certifies that this

Proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same Work and is in all respects fair and without collusion or fraud. The Proposer agrees to abide by all conditions of the Proposal.

Respectfully submitted, Typed name of Proposer

Title of Proposer

By: ___________________________________________[seal] Signature

Georgia License No: _________________________________

Date of execution

Attachment “B” - Estimated Number of Employees by Location

● Calhoun City Schools Board of Education Office, 334 South Wall Street, Calhoun, GA 30701

(30 EMPLOYEES)

● Calhoun Early Learning Academy, 380 Barrett Road Calhoun, GA 30701 (60 EMPLOYEES)

● Calhoun Primary/Elementary Schools, 101 & 102 Raymond King Dr, Calhoun, GA 30701 (140

EMPLOYEES)

● Calhoun Middle School (6-8), 399 S River St, Calhoun, GA 30701 (70 EMPLOYEES)

● Calhoun High School (9-12), 355 S River St, Calhoun, GA 30701 (100 EMPLOYEES)

Attachment “C” - Summary of Costs

School Name Hardwire & Wiring Cost

Software Cost

Installation & Training Cost

Annual Maintenance & Subscription Cost

CCS Board Office $ $ $ $

Calhoun Early Learning Academy

Calhoun Primary/Elementary Schools

Calhoun Middle School $ $ $ $

Calhoun High School $ $ $ $

Other Costs:

Costs for scheduled maintenance and system upgrades as well as any optional warranty costs, service costs, or device replacement costs. Please describe what costs are included.