Dansville ITB PA System Final 4.15.2025.pdf

INVITATION TO BID

DANSVILLE SCHOOLS – PA – PUBLIC ADDRESS SYSTEM

Overview: Dansville Schools, 1264 Adams Street, Dansville, MI 48819, is requesting sealed bids from qualified vendors to replace the existing Public Address (PA) and Clock system throughout its facilities. The selected vendor will be responsible for the design, supply, installation, testing, and commissioning of a new, integrated PA and Clock System that meets the requirements in this ITB.

Key Dates:

RFP Distribution: April 15, 2025 Mandatory Walkthrough April 22, 2025 3:00 – 4:00 PM EST @ Dansville Schools, 1264 Adams Street Questions Deadline April 25, 2025 at 5:00 pm EST Answers due to vendors: April 30, 2025 at 5:00 pm EST Proposals Submission Deadline: May 8, 2025 at 10:00 AM EST Estimated Award Date: May 19, 2025

Submission Requirements:

Proposals must be submitted via the E-bid platform on the Ingham ISD website, https://www.inghamisd.org/purchasing. Proposals must be submitted by 10:00 am on May 8, 2025.

Include:

o Attachment A – Vendor Signature Page o Attachment B – Additional Vendor Information o Attachment C – Iran Affidavit o Attachment D – Familial Disclosure o Attachment E – Cost Analysis

Contact Information:

For questions, submit on PA – Public Address System posted on the Ingham ISD website by the deadline mentioned above. Website: https://www.inghamisd.org/purchasing

Sincerely, Sarah Ritter Dansville Schools c/o Ingham ISD

SYSTEM REQUIREMENTS

1. Provide, install, configure, and integrate a “turnkey” PA/Clock system to replace an existing system that is no longer operating sufficiently.

2. Bid must include full installation of new equipment and removal, demo and disposal of old equipment.

Vendor is responsible for supplying any lift equipment required for installation in areas such as gymnasium ceiling, rafters, stairwells, and other necessary locations.

3. Must include a 3-year parts warranty. Vendor must clarify if a separate service agreement is needed for ongoing maintenance post-installation.

4. Vendor must include any additional fees/costs associated with maintenance fees/licensing fees.

5. Product must be a windows-compatible, on-premises control system.

6. Installation must include cabling and programming of new devices and modification plates to make sure the new equipment fits the old staging.

7. System must provide secure, cloud-based remote access for administrators with multi-factor authentication.

8. Vendor should support integration with existing and/or future district technologies. At a minimum, vendors should describe how their solution can integrate with the following systems:

o Specify bandwidth usage and requirements per endpoint o Support Power over Ethernet (PoE) where applicable o Ability to integrate with emergency alert platforms (e.g. lockdown announcements, weather alerts, etc.)

o Compatibility with Alertus, Raptor, SchoolMessenger, or similar o Visual alert support for ADA compliance and emergency notification o Interfacing with fire alarm panels as required by local codes o Automatic override of paging during fire alarms

9. The vendor should also supply a mass notification system that:

o Fully integrates the new PA/Clock system o Integrates with SMS, email, digital signage, and other mobile apps o Fully integrates the phones into the mass notification system so phones can be used to communicate emergencies, phones can be used to put the district into various modes (active violent incidents (AVI), tornado, etc..), or be used as speakers in certain locations o Fully integrates in the current access control system to prevent access during an active violent incidents (AVI) o Must be scalable to add to in the future

10. Vendor must provide a detailed training plan including number of sessions, topics covered, and materials provided for school district staff.

11. The project can start on May 23, 2025 and must be finished prior to August 11, 2025. The project is considered finished when staff are trained, able to access and use the fully functional PA/Clock system for student arrival on August 12, 2025. If the vendor is not able to accommodate the completion by August 12, 2025 they must provide Dansville with an alternate plan to complete the install outside of school hours to eliminate any disruption to student instruction time.

12. Vendor must ensure that the system complies with any local building codes, fire safety regulations, or ADA (Americans with Disabilities Act) standards.

13. This project includes a total of one hundred twenty-one (121) endpoints. The proposed PA/Clock (PA) system must be capable of accommodating and managing the following endpoint types and quantities across multiple school buildings and outdoor areas:

A. Standard 1-Way Indoor Speakers (Total: 81) These will be used for routine announcements within classrooms and offices.

Elementary School Building: 33 speakers Middle School Building: 23 speakers High School Building: 25 speakers

B. Loud Indoor 1-Way Speakers with Visual Indicator and/or Messaging (Total: 13) These enhanced speakers are intended for high-noise or high-traffic indoor areas where visual alerts may be necessary.

Elementary School Building: 5 speakers Middle School Building: 4 speakers High School Building: 4 speakers

C. Hallway Speakers with Visual Indicator and/or Messaging (Total: 16) These speakers must be multi-sided (2-sided, 3-sided, or 4-sided) for wide visibility and sound coverage in hallway and corridor spaces.

Elementary School Building: 4 speakers Middle School Building: 6 speakers High School Building: 6 speakers

D. Outdoor Weather-Resistant Loudspeakers with Visual Indicator (Total: 11) These speakers are designed for outdoor areas and must be durable, weather-resistant, and equipped with visual alert indicators.

Elementary School Building: 4 speakers Middle School Building: 3 speakers High School Building: 1 speaker Outbuildings (Agricultural Barn, Track, Playground): 3 speakers

14. Audio Quality and Coverage Expectations: Vendors are encouraged to propose solutions that are appropriate for a K-12 educational environment, ensuring clear and intelligible audio in a variety of settings. At a minimum, proposed systems should:

o Provide high speech intelligibility appropriate for public address and emergency communication purposes.

o Ensure even audio coverage throughout each designated area, minimizing dead zones or excessive volume fluctuations.

o Account for ambient noise levels typical of each location (e.g., hallways, classrooms, gymnasiums, outdoor spaces).

o Offer volume control and zone-specific adjustments to accommodate different building layouts and usage patterns.

15. We request that vendors include the following information in their proposals:

o Recommended speaker types, wattage, and frequency range o Estimated coverage area (in square feet) per speaker type o Recommended speaker placement strategies for full coverage o Considerations for ADA compliance and visual alerts where appropriate

GENERAL TERMS AND CONDITIONS

1. Dansville Schools seeks the best overall value, not just the lowest bid. All bids must meet or exceed the specifications. Dansville Schools may accept or reject any bids, or portions of them, and can award the contract to other than the lowest bidder. The contract may be split among vendors or awarded to one.

2. Dansville Schools reserves the right to retain all bids submitted and to use any ideas in the bid regardless of whether the bid is accepted or not.

3. All bids shall remain firm for at least ninety (90) days from the date the bids are due. Once a Vendor has been chosen, they must work with Dansville Schools staff to establish an acceptable timeline for installation.

4. Dansville Schools reserves the right to conduct discussions, request additional information (including pricing clarifications), and negotiate with selected vendors prior to awarding the contract.

5. Dansville Schools reserves the right to waive any informalities or irregularities in any bid and to reject any or all bids.

6. Dansville Schools is not responsible for any cost or expense the Vendor incurs implementing the requirements of this ITB. All pertinent expenses necessary for proper execution of the contract are the responsibility of the Vendor and are to be included and considered part of the submitted proposal price, including any necessary night time/weekend work. After a bid has been awarded, the Vendor shall not be allowed any sum above the price specified in the bid submitted, unless agreed to in writing by Dansville Schools.

7. Vendor must know that Dansville Schools is a governmental unit and is exempt from the payment of all State and Federal taxes. The prices quoted by the Vendor must therefore not include taxes.

8. Vendor warrants and agrees that its performance under this agreement will always comply with all laws, codes, rules and regulations, be they local, state or federal. This contract is to be interpreted by the laws of Michigan.

The parties agree that the proper forum for litigation arising out of this contract is in Ingham County, Michigan.

9. Dansville Schools may terminate the contract for non-compliance, with 30 days' notice to the vendor. Vendors will have a chance to address issues before termination. This contract and/or any part of this contract are not to be subcontracted without expressed written consent of Dansville Schools.

10. Submission of a bid indicates acceptance by the Vendor of the terms and conditions contained in this ITB, unless an exception is clearly and specifically noted by the Vendor in the applicable section of the Vendor Signature Page, Attachment B, of the ITB submitted. Any vendor exceptions will need to be confirmed in writing by Dansville Schools before they are accepted.

11. This bid submitted by the successful Vendor, attachments and mutually negotiated addenda constitute the entire contract between the Vendor and the District. Additional documents and/or agreements, including non-negotiated provisions developed by the Vendor, are not part of the executed contract.

12. The Vendor will indemnify Dansville Schools for any liabilities, claims, or damages arising from the contract, including those caused by the Vendor's negligence.

13. The Vendor must maintain required insurance, including general liability, workers' compensation, and umbrella liability, and provide proof of coverage naming Dansville Schools as an additional insured.

14. Installation must be done by qualified personnel, with the Vendor responsible for any damage to the equipment or Dansville Schools' property.

15. Prevailing Wage Requirements: This project is subject to the Michigan Prevailing Wage Act (Public Act 107 of 2023). All contractors and subcontractors are required to pay wages and fringe benefits to mechanics, laborers, and other workers performing construction work on this project at rates no less than those established by the Michigan Department of Labor and Economic Opportunity (LEO). Certified payroll records must be maintained and submitted upon request, demonstrating compliance with prevailing wage requirements.

BID SUBMISSION

Bids must include the following to be considered complete:

Vendor Signature Page – Attachment A o Complete Attachment A-Vendor Signature Page. A corporate official legally authorized to bind the company must sign the Vendor Signature Page in black or blue ink.

Additional Vendor Information – Attachment B o Please complete Attachment B with additional vendor information.

Iran Affidavit – Attachment C o Public Act 517 of 2012 defines an Iran Linked Business as: 1) a person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or 2) a financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran. Please sign certifying that your company is not an Iran linked business.

Familial Disclosure – Attachment D o Complete and submit with ITB

Cost Analysis – Attachment E o Complete and submit with ITB

Attachment A - Vendor Signature Page

By signing below, the undersigned certifies that he/she has read and understands the instructions and conditions to Vendors, the information provided is accurate and that a duly authorized agent of your firm has signed this bid. The bidder certifies offers to furnish products and/or services in strict accordance with the requirements of the bid including terms and conditions;

bidder certifies that they understand the services to be provided; that prices quoted are correct; and that this bid is valid ninety

(90) days from the date submitted. Further, that the vendor will abide by these terms and all applicable state, federal and local laws and regulations governing the services requested. The undersigned also certifies that the company has not been debarred or suspended from doing business with the federal government and does not appear on SAM (System for Award Management) as an Excluded Party.

Company Information

Company Name Mailing Address Licensure and Number Name of Person Completing Bid Email of Person Completing Bid Telephone Number Fax Number

Please list out any exceptions to the terms, conditions, or specifications.

Any exceptions need to be confirmed in writing before being accepted by the District.

Authorized Signature________________________________________________________________________

Name of Signatory __________________________________________________________________________ Title of Signatory __________________________________________________________________________

Attachment B – Additional Vendor Information

Standard payment terms are a minimum net-30 days.

Please note any early payment term discount and/or deferred payment programs.

Reference Information

Please provide a minimum of three references (K-12 institutions preferred) where a similar program has been utilized within the past five years or is being completed. This list must include the names, addresses and phone numbers of the individuals at the place of business to be contacted. If you are providing a Medicaid bid alternate, indicate if these references utilize your Medicaid billing services if not, please provide two additional Medicaid references.

1. School District/Company Name

Address Contact Name Phone Number

2. School District/Company Name

Address Contact Name Phone Number

3. School District/Company Name

Address Contact Name Phone Number

Additional Information

Please provide any additional information that you believe to be relevant to this bid and your capabilities to provide the services required.

Vendor Information

● W-9 Form Attached Yes No

● Does your company accept EFT Payments? Yes No

● Can your company invoice electronically? Yes No

● Has your firm been debarred or suspended from doing business with any agency of the Federal Government in the past five years? Yes No

● Has your firm been debarred or suspended from doing business with any State Government in the past five years. Yes No

Attachment C – Iran Affidavit

AFFIDAVIT OF COMPLAINT - IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the compliance certification requirement provided in the District.

Invitation to Bid, 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 Bidder is awarded a Contract as a result of the aforementioned ITB, the Bidder will not become an “Iran Linked Business” at any time during the course of performing 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 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 an ITB or RFP for three (3) years from the date the it is determined that the person has submitted the false certification.

Vendor Information

Name of Bidder By Date State of ) SS.

County of )

Notarized Signature

This instrument was acknowledged before me on the day of , date month year by

Bidder Signature Name

Notary Signature Notary Name County, My Commission Expires Acting in the County of

Attachment D – Familial Disclosure

All bidders must complete the following disclosure form in compliance with MCL 380.1267 and attach this information to their bid.

By the attached sworn and notarized statement, we are disclosing the following familial relationship(s) that exists between the owner or any employee of the Vendor and any member of the Districts’ Board, employees, or the superintendent.

Disclose any familial relationship and complete the form below in its entirety:

The following are familial relationships as described above (provide employee name, family contact name, family contact position, and familial relationship or NONE).

Owner/ Employee Name Related To: Relationship 1.

2.

3.

Vendor Information

Signature(s):

Title:

Name of Firm:

State of

County of

) SS

Notarized Signature

On this day of, before me a Notary Public in and for said county, personally appeared agent of the said firm and who acknowledged the same to be his free act and deed as such agent.

Notary Signature Notary Name County, My Commission Expires Acting in the County of

Attachment E – Cost Analysis

COST ANALYSIS

Dansville PA/Clock System - Turnkey Solution

Materials Labor Warranty Other

Total Cost