CSPS - HS PA-Clock System 3.17.25.pdf

Request for Proposal

March 17, 2025

Cedar Springs Public Schools (the “District”) will accept sealed proposals for:

High School Public Address (PA) and Clock System soliciting equipment as described in the attached specifications. Sealed bids are due no later than 1:00 P.M. local time on Tuesday, April 1, 2025.

Sealed proposals should be submitted to Technology Department, Cedar Springs Public Schools, 204 E.

Muskegon St., Cedar Springs, MI 49319. Proposals are to be submitted no later than 1:00 P.M. Tuesday, April 1, 2025. Late proposals will not be accepted or considered. Proposals will be publicly opened shortly following the close of receiving proposals. No oral, email, telephonic, or telegraphic proposals shall be considered.

The Board of Education reserves the right to accept or reject any or all proposals in whole or in part, to waive any informality or irregularity in the proposal or in the proposal process, or, for reasons of establishing uniformity, delivery time or preference, to award the contract to other than the low bidder.

All prices quoted are to be F.O.B., Cedar Springs, Michigan. All purchases and sales to the school district are exempt from all taxes, including state and federal taxes. Exemption certificates for the school district will be furnished upon request.

The proposal shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board, or the superintendent of the school district.

The proposal shall also be accompanied by a sworn and notarized statement disclosing whether the respondent is an Iran Linked Business in compliance with PA 517 of 2012. The Board shall not accept a proposal that does not include these sworn and notarized disclosure statements.

Proposals are to be submitted on the Bid Proposal Forms included in this invitation to bid, signed by the bidder, in a sealed envelope clearly marked. Two (2) copies of the Bid Proposal Form should be addressed to the attention of:

Cedar Springs Public Schools Attn: Technology Department CS High School PA and Clock System Bid 204 E. Muskegon St.

Cedar Springs, MI 49319 https://maps.app.goo.gl/ajZykfLj9iobVSkd9

High School Public Address (PA) and Clock System

One (1) copy of the bid form should be retained for your files.

Questions regarding the RFP process should be directed to Matti Sullivan, Chief Financial Officer, in writing via email at matti.sullivan@csredhawks.org.

Questions regarding RFP specifications should be directed to Collin Gabriel, IT Manager, in writing via email at collin.gabriel@csredhawks.org or by phone at 616-696-1204 x 1202.

CONDITIONS:

1. RFPs are being solicited as outlined below.

2. Proposals must be made in full conformity with all conditions set forth in the specifications.

3. The Board of Education reserves the right to accept or reject any or all proposals in whole or in part, to waive any informality or irregularity in the proposal or in the RFP process, or, for reasons of establishing uniformity, delivery time or preference, to award the contract to other than the low bidder.

4. Respondents must respond to all sections in this proposal to be considered.

5. Any respondent may withdraw its proposal at any time prior to the scheduled time for opening of proposals. All proposals submitted shall remain firm for a period of sixty (60) days.

6. Proposal opening will be held in person shortly following the proposal deadline. Results will be sent electronically to all parties who submit a proposal.

SELECTION OF BIDDER:

The School District will inform all respondents in writing if they were successful or not in being awarded the project.

Upon completing the RFP process the school district will adhere to board policy 6460 “Vendor Relations;” which states “All sales persons, regardless of product, shall clear with the Superintendent's Office before contacting any teachers, students, or other personnel of the School District.”

PAYMENTS:

A purchase order for School District purchases and repairs and will be issued by the District to the successful respondent. The successful respondent will invoice the District for amounts due as outlined in the approved proposal.

The Board of Education reserves the right to accept or reject any or all bids in whole or in part, to waive any informality or irregularity in the bid or in the bid process, or, for reasons of establishing uniformity, delivery time or preference, to award the contract to other than the low bidder.

SPECIFICATIONS AND BID PROPOSAL FORM

The owner is soliciting proposals from qualified vendors to supply materials and perform installation on this project. Specialty contractors are being solicited at this time for the following:

High School Public Address (PA) and Clock System

INTRODUCTION

Cedar Springs Public Schools (the "District"), is seeking proposals from qualified vendors for the complete replacement of its public address (PA) and clock system at Cedar Springs High School. This project encompasses the design, installation, configuration, integration, and training for a new system, as well as the removal of the existing system.

TIMELINE

Bid Release Date: March 17, 2025 Sealed Bids Due: 1:00 P.M. Local Time, April 1, 2025 Bid Openings: 1:05 P.M. Local Time, April 1, 2025 Post Bid Follow Up: April 2 – April 9, 2025 Bid Recommendation to Board of Ed: April 14, 2025 Project Start: June 9, 2025 Project Completion: August 8, 2025

PRE-BID MEETING

No pre-bid will be held. Physical review by appointment only. All bidders are encouraged to visit the job site.

Appointments can be made by contacting the Cedar Springs Public Schools Technology Office at 616-696-1204 x1202 or collin.gabriel@csredhawks.org.

PROJECT SCOPE

Full replacement of the High School public address and clock system Cabling, installation, configuration, and integration services Removal of existing PA and clock systems, including low-voltage cabling Training on the new system

RFP SUBMITTAL

Please include in your proposal the following items:

An itemized list of all hardware items including quantity, description, part numbers, and cost. Please list cabling cost separately.

Manufacturing specification sheet on all proposed hardware to be installed on the project.

An electronic copy of the proposal on a USB thumbdrive Required bid forms (included in the back of this RFP)

PUBLIC ADDRESS SYSTEM REQUIREMENTS

Individual Volume Control: The system must allow for individual speaker volume adjustment.

Classroom/Office Speakers:

o One speaker per classroom/office space (minimum).

o Small offices may utilize existing Mitel desk phones as speakers for PA announcements.

o Two-way communication capability between classrooms/offices and the main office.

Hallway Speakers: Speakers placed at regular intervals for clear announcements, even during high noise levels.

Large Indoor Spaces: Appropriately placed and distributed speakers for clear audio in all areas.

Outdoor Areas: Weatherproof and vandal-resistant speakers for adequate coverage of all outdoor areas

(parking lots, sports fields, bus lots, etc.).

Ambient Noise Sensors: Speakers in music rooms, shop rooms, cafeterias, gyms, and similar spaces must have ambient noise sensors for automatic volume adjustment.

Microphones: A dedicated Microphone for the main office is not required at this time but may be added as an optional upgrade.

Two-Way Communication Specifications:

o The system must support two-way communication between classrooms/offices and the main office using the overhead speakers.

o Paging from the Mitel phone system will be initiated by dialing a prefix associated with paging, followed by a code.

o The code will identify either a zone to be paged or a specific room to initiate two-way communication.

o The code for paging or two-way calls to individual rooms will be based on the building room number or the phone extension number of that room. For example, if room 123 also has phone extension 7123, dialing the paging prefix + 123 would initiate two-way communication. The vendor should propose the preferred method of distinguishing between paging and intercom calls.

o The two-way communication feature should allow staff in the main office to speak with individuals in the classroom/office and vice-versa.

CLOCK SYSTEM REQUIREMENTS

Classroom/Office Clocks: One clock per classroom/office space (minimum).

Visual Notifications: Clocks must have appropriately sized screens to display messages for visual notifications, especially for individuals with hearing impairments and in high-noise areas.

Mitel Integration: Small offices may use existing Mitel desk phones for visual notifications.

Emergency Messages: Clocks must be able to display pre-programmed emergency messages (fire, tornado, shelter-in-place, lockdown, etc.).

Clock Types: Single-sided or double-sided clocks, as appropriate for the location.

Gym/High-Risk Areas: Clocks in gyms or other areas prone to damage must be placed out of reach and constructed of damage-resistant materials or protected by cages, plexiglass or a similar solution to protect the clock.

Clock Synchronization: Clocks must be synchronized from a central source, either within the proposed solution or via NTP (Network Time Protocol). The District will provide a NTP source as needed.

WARRANTY

A minimum three-year warranty is required on all hardware, software, and work performed.

REQUIRED INTEGRATIONS

Mitel Phone System: Integration with the existing on-premise Mitel Connect system for paging functionality.

Preferred integration is a single pre-programmed button on the desk phone; dialing a predetermined extension/code is acceptable.

Bluepoint Alert System: Integration with the existing Bluepoint alert system for emergency notifications and announcements.

Active Directory/Google Workspace: Integration with Google Workspace or Active Directory for user authentication and authorization, including user permission syncing. Google Workspace is the preferred solution.

OPTIONAL INTEGRATION (QUOTE AS AN ALTERNATE ADD ON)

Vendors may propose an optional integration with the existing Lightspeed classroom audio enhancement system. The district uses both Lightspeed 955 and 975 models. Potential integration features include:

○ Using the classroom speakers connected to the Lightspeed system as additional PA speakers.

○ Integrating the Lightspeed system to automatically adjust/mute the classroom speakers during PA announcements.

○ Utilizing the classroom microphone connected to the Lightspeed system as the audio source for the two-way communication system.

Vendors should clearly describe any proposed Lightspeed integration, including its functionality, benefits, and any additional hardware or software required. Pricing for the optional integration should be presented separately.

OVERALL SYSTEM REQUIREMENTS

Web-Based Management: A web-based management system for central configuration and management. All settings must be adjustable from the web console.

Server/VM Requirements: If a server/VM is required, the vendor must specify the requirements. The District will provide the computing infrastructure.

Licensing: Perpetual licensing is required. All recurring subscriptions or additional costs for updates/upgrades must be clearly defined, including the impact on functionality if these subscriptions are not maintained.

Functionality: The system must support bell tones, pre-recorded messages, background music, and live broadcast announcements.

Bell Schedule: Customizable bell schedules with time periods per day, week, and school year, including late starts, half days, exam days, and special events. Clocks should display a countdown associated with the bell schedule.

Testing/Exams: The system must allow disabling PA announcements, bell tones, and music in individual or groups of classrooms during testing. This should be pre-settable with a schedule.

Priority Levels: Priority levels for different message types (e.g., emergency messages override disabled bells).

Scalability: The system should be scalable to accommodate a 20% growth/expansion.

CONNECTION/WIRINGS

Cabling: The vendor must provide and install all wiring between endpoints and existing MDF/IDF locations ([MDF/IDF Locations]).

Patch Panels: The vendor must provide and install all necessary patch panels.

Patch Cables: The vendor must provide and connect black patch cables of appropriate length to connect all data runs to district switches.

Cable Specifications: All wiring must be black Cat6 or higher, plenum-rated, pure copper cable, supporting PoE+ power requirements and compliant with TIA/EIA 568B standards.

Cable Support: Cables must be supported by existing cable trays or J-hooks every five feet. HVAC ducts, electrical conduits, water pipes, other cables, building support structures, and the ceiling grid must not be used for support.

Penetrations: The vendor is responsible for neatly coring and sleeving through walls, floors, and ceilings, as necessary. Exterior wall penetrations must be tilted downwards and weather-sealed.

Fire Stopping: The vendor is responsible for fire-stopping all penetrations.

REMOVAL OF EXISTING EQUIPMENT

Removal: The vendor must remove all existing PA and clock components, including low-voltage cabling.

Approximately 200 PA speakers and 125 clocks will need to be removed. These numbers are estimates, and a site survey is required for accurate counts.

Repairs: The vendor must cover any holes in walls, ceilings, furniture, or junction boxes not reused. Metallic plates, matching the existing surface material, or another approved method must be used. Repaired surfaces must be primed and painted by the vendor using paint provided by the District.

Ceiling Tiles: The District will provide replacement ceiling tiles. The vendor must identify locations of required replacements within the building.

High Voltage Lines: The vendor must notify the District of any high-voltage lines requiring removal, disconnection, or capping.

Equipment Return: The vendor will work with the District to determine which removed equipment will be returned to the District.

Disposal: The vendor is responsible for the proper disposal of all removed equipment.

SYSTEM TESTING AND TRAINING

Verification: The vendor must verify and demonstrate all system functionality. System must be fully functional prior to the first day of school, Wednesday, August 20, 2025.

Administrative Training: The vendor must provide in-person training to district staff on all administrative features, including but not limited to system configuration, speaker/endpoint configuration, user management, paging zones, bell schedules, visual alerts, software/firmware upgrades, system backup/restore, and troubleshooting.

Staff Training: The vendor must provide in-person training to select staff on configuring bell schedules, paging zones, background/transition music, disabling announcements in rooms/areas, and using office equipment.

LEGAL AND CONTRACTUAL REQUIREMENTS

Insurance

Workers’ Compensation Coverage - The Vendor shall procure and maintain, during the life of the Agreement, Workers’ Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the state of Michigan.

Commercial General Liability Insurance - The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain, during the life of the Agreement, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than one million dollars ($1,000,000) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following features: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Vendors Coverage; (D) Broad Form General Liability Extensions or equivalent

Motor Vehicle Liability - The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain, during the life of the Agreement, Motor Vehicle Liability Insurance, including applicable No-fault coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles and all hired vehicles.

Additional Insured - The following shall be named Additional Insureds: Cedar Springs Public Schools, including all elected and appointed officials; all employees and volunteers; and all boards, commissions;

and/or authorities and their board members, employees, and volunteers. This coverage shall be primary to the Additional Insureds and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage is primary, contributing, or excess.

Notice of Cancellation or Change - Workers’ Compensation Insurance, Commercial General Liability Insurance, and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to:

Matti Sullivan, Cedar Springs Public Schools, 204 E. Muskegon Street, Cedar Springs, MI 49319 (616) 696-1204.

Proof of Insurance - The Vendor shall provide the District, at the time the Agreements are returned for execution, Certificates of Insurance, and/or policies, acceptable to the District, as listed below:

o Copies of Certification of Insurance for:

Workers Compensation Insurance Commercial General Liability Insurance Vehicle Liability Insurance

Debarred Bidders or Subcontractors: A vendor who is currently subject to state or federal debarment order or determination shall not be considered for evaluation by the procurement team.

Conflict of Interest: A vendor may be disqualified on the basis of a real or apparent conflict of interest that is disclosed by the proposal or other data available to the District.

Request for Proposal Revisions: Revisions to this request for proposal may be made by an official written amendment issued by the District.

Hold Harmless/Indemnification: Contractor agrees to indemnify and hold harmless the District, including their agents and employees, from and against all claims, damages, losses and expenses, including, but not limited to, attorney fees arising out of, or resulting from the performance of the work.

Iran Economic Sanctions Act Compliance: All bids shall be accompanied by 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. The Board of Education shall not accept a bid that does not include the Affidavit of Compliance.

Familial Disclosure Form: All bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between the owners 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

SPECIAL CONDITIONS

Working Hours/Conditions

This facility is an educational facility that provides services to students of the District. As such, activities in all buildings are critical to the provisioning of services to the students and staff and shall not be interrupted by the Vendor’s work activities. Service interruptions during normal business hours must be preapproved and coordinated with the IT Manager to minimize impact to end users.

The Vendor will be required to work around all of the conditions listed above, as well as working with the IT Manager to minimize disruptions to normal District activities. Recognizing the environment in which work is to be done, smoking, consumption of alcoholic beverages and inappropriate language is not acceptable. Smoking is not permitted anywhere on school property.

Criminal Background Screening

The District is committed to assuring a safe environment for students, employees, and District visitors.

Accordingly, the District requires criminal background certification compliance from vendors and subcontractors who perform work at any District facility. Each vendor or subcontractor shall certify that all legally required criminal history and criminal record checks, electronic fingerprint scans (Michigan and FBI), and/or any other background check requirements are conducted in accordance with applicable provisions within Sections 380.1230, 380.1230a-h, 380.1236a of the Michigan Revised School Code, and all other applicable federal and state laws concerning background checks. These results must be sent directly to the District. Additionally, the vendor must certify that no owner, employee, agent, representative, vendor, and/or other personnel of the vendor will be on any district premises if they are a registered criminal sexual offender under the Sex Offenders Registration Act, Public Act 295 of 1994, or have been convicted of a “Listed Offense” as defined under Section 722 of the Sex Offenders Registration Act, MCL 28.722. The vendor shall also require employees, if and as applicable, to comply with the reporting requirements of Section 1230d of the Revised School Code and shall promptly forward any information so obtained to the District.

ATTACHMENTS (DOWNLOAD FROM SIGMA)

● HS 1st Floor and Exterior Map

● HS 2nd Floor Map

SPECIFICATIONS AND BID PROPOSAL FORM continued

The undersigned certifies that the bid contained meets or exceeds the attached specifications. Failure to comply with all conditions asked for in this bid document may result in rejection of the bid.

Bidder Information:

COMPANY NAME:

ADDRESS:

AUTHORIZED SIGNATURE:

AUTHORIZED NAME (please print):

TITLE: DATE:

PHONE #: FAX #:

E-MAIL:

At least 3 references with contact person:

Company: Contact: Phone:

Do you conduct background checks on your employees? ❒ Yes ❒ No

Familial Relationship Affidavit included? ❒ Yes ❒ No

Iran Linked Business Affidavit included? ❒ Yes ❒ No

Written responses to all requested questions? ❒ Yes ❒ No

Are you on the Excluded Parties List? ❒ Yes ❒ No Unknown (which excludes you from receiving Federal Contracts or certain sub contracts, pursuant to the provisions of 31 U.S.C. 6101, note E.O. 12549, E.O. 12689, 48 C.F.R. 9.404)?

Provide your DUNS number, if you have one:

Local (District) Vendor or Taxpayer? ❒Yes ❒No Unknown

(Documentation, if necessary, will be obtained after the bid opening.)

Do you have employees that live within the District? ❒Yes ❒No Unknown

PRICING SUMMARY

CSHS PA/Clock Replacement Item Description

Qty Unit Cost Cost

Grand Total

Alternate 1 - Optional Integration Add On

Item Description

Qty Unit Cost Cost

Grand Total

BID DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Bidders must submit a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Cedar Springs Public District School Board or the Cedar Springs Public District Superintendent must be accompanied with the bid. Bids without this disclosure statement will not be accepted.

The members of the Cedar Springs School Board are: Heidi Reed, April Patin, Trent Gilmore, Traci Slager, Matthew Shoffner, Mistie Bowser, and Jason Lund.

The Cedar Springs Public Schools Superintendent is: Scott Smith

The Following are the familial relationships:

There are none.

STATE OF MICHIGAN

COUNTY OF )

The undersigned, authorized representative of bidder (insert name) does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

Subscribed and sworn to before me this day of , 2025.

Notary Public, County, Michigan My commission expires: / /

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 vendor (the “Vendor”), pursuant to the compliance certification requirement provided in the “Cedar Springs Public Schools” (the “District”) Request For Proposals for High School Public Address (PA) and Clock System (the “RFP”), hereby certifies, represents and warrants that the Vendor (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 Vendor is awarded a contract as a result of the aforementioned RFP, the Vendor will not become an “Iran linked business” at any time during the course of providing any services or selling any items under the contract.

The Vendor 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 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.

CONTRACTOR:

Name of Contractor

By:

Its:

Date:

STATE OF )

COUNTY OF )

This instrument was acknowledged before me on the day of , 2025, by

, Notary Public

County, My Commission Expires:

Acting in the County of :