DCSD-CIP Intercom Installer Prequalification RFQ-2025.03.27.pdf

REQUEST FOR QUALIFICATIONS (RFQ)

Paging & Intercom Replacement Services for

DCSD 2024 Bond Program

Capital Improvement Projects (CIP)

Title: RFQ for Paging & Intercom Replacement Services

Date: March 27, 2025

RFQ Owner: Douglas County School District c/o Wember

DCSD West Support Center 701 Prairie Hawk Drive Castle Rock, Colorado 80109

Procurement Contact(s): Quentin Rockwell (qrockwell@wemberinc.com) Michele Guitierrez (mguiterrez@wemberinc.com)

Table of Contents

I. PURPOSE OF REQUEST

II. PROJECT DESCRIPTION AND PACKAGES

III. SCOPE OF SERVICES

IV. RFQ SCHEDULE

V. SUBMISSION INSTRUCTIONS

VI. STATEMENT OF QUALIFICATIONS (SOQ) REQUIREMENTS/CONTENTS

VII. SOQ EVALUATION CRITERIA

VIII. LEGAL REQUIREMENTS

Exhibits

• Exhibit A – Proposing Firm Information Form

• Exhibit B – DCSD Division 27 Specs

• Exhibit C – Certification Regarding Debarment and Suspension

• Exhibit D – DCSD Sample Master Services Agreement

I. PURPOSE OF REQUEST

The Douglas County School District (DCSD) is Colorado's third-largest school district, serving more than 62,000 preschool through twelfth-grade students. DCSD's mission is to provide an educational foundation that allows each student to reach his or her individual potential.

The District passed a bond initiative in November 2024, and the projects identified below will be a portion of that work. The bond program will fund the construction of new neighborhood schools and address needs for capital renewal and replacement, transportation, growth and decline, security, career and technical education, special education, information technology, athletics, and activities.

Approximately $170M of the bond funds have been budgeted for Capital Improvement Projects (CIPs) at educational facilities throughout the District, and DCSD has selected Wember to serve as the Owner’s Representative for the CIPs. Approximately $26M has been allocated for replacing paging and intercom systems throughout these facilities.

The intent of this Request for Qualifications (RFQ) is to obtain statements of qualifications (SOQs) from Paging and Intercom Installers, specifically to pre-qualify multiple firms that can, at future dates, provide proposals on Paging and Intercom Replacement Packages. These packages will ultimately be scheduled at intervals between 2025 and 2028 (see Section II below).

At this time, DCSD is not requesting proposals for these packages and is only looking to pre-qualify prospective paging and intercom installation firms. Proposals from pre-qualified firms will be requested at a later date; the District reserves the right to award the work to one or multiple firms.

II. PROJECT DESCRIPTION AND PACKAGES

In general, all facilities within the 2024 CIP Paging and Intercom Replacement Packages shall receive:

1. Valcom IP Intercom and Mass Notification system

a. Complete replacement of current existing intercom system

b. Classrooms will include VL520 20” displays with messaging, speaker, flashers and clock

i. Classrooms to also include audio enhancement from Lightspeed, with Clearmic, charges and power supplies

ii. All Lightspeed systems shall integrate with the in-classroom ValcomIP system for emergency call from the teacher’s Clearmic and muting of the system for messaging and voice announcements

c. Administrative offices, specific staff offices and selected work spaces shall also have VL520 20” Displays for alerts and notifications

d. VL550 40” displays shall be provided for media centers, gyms, cafeterias and other large spaces

e. Provide system-wide music input for audio distribution, zoned per area, mutable for announcements and intercom functionality

f. All displays will be the campus-wide communication platform for all emergency notifications, as well as routine messaging and audio distribution

g. New exterior horns shall be provided, replacing existing horns, and additional horns as determined needed at each site

i. Bus Lane/Drop Off for now to test with standard wireless mic system, with external antenna, as Lightspeed wireless did not perform to expectations.

h. 80” exterior-rated Valcom rolling display near the main entrance of each facility, capable of providing all messaging, emergency alerts with large character text, voice announcements, bells and public address features

i. Complete IP headend with most current version of Valcom Safe School software

j. Valcom server and control equipment, network and telephone integrations to be installed in current MDF or IDF closets, or new locations, as determined and coordinated with DCSD IT Department.

k. Utilize existing or new data racks for Valcom headend installation, as determined and coordinated with DCSD IT Department.

l. Provide (4) CAT5e Black home run cables between security system, lockdown button and intercom system (DCSD Security will provide details), DCSD Security or designated representative will make connections for the lockdown initiation between these systems, Vendor to terminate and program the Valcom system side of the alarm feature. Additional CAT5e cables may be needed on buildings with multiple lockdown buttons. DCSD will provide and install POE+ switch ports for all IP devices.

m. All system cabling shall be CAT5e, provided per DCSD Division 27 Specifications (See Exhibit B)

n. Provide demolition of current intercom system, to include removal of old system components, cabling and existing horns

o. Provide Allowance for replacement of 100 ceiling tiles, subject to adjustment, matched best to existing tile size/pattern/color

The CIP Paging and Intercom Replacement Packages are subject to change, and are summarized as follows:

1. Intercom/PA – 2025B

a. remaining Chaparral HS Feeders – Parker

i. Chaparral HS

ii. Pine Lane ES (+Pine Lane Int.)

iii. Prairie Crossing ES

2. Intercom/PA – 2025/2026

a. Highlands Ranch HS Feeders – Highlands Ranch

i. Highlands Ranch HS

ii. Cresthill MS

iii. Acres Green ES

iv. Arrowwood ES

v. Cougar Run ES

vi. Eagle Ridge ES

vii. Fox Creek ES

viii. Lone Tree ES

1. Legend HS Feeders – Parker

i. Legend HS

ii. Cimarron MS

iii. Frontier Valley ES

iv. Gold Rush ES

v. Iron Horse ES

vi. Pioneer ES

c. Castle View HS Feeders – Castle Rock

i. Castle View HS

ii. Castle Rock MS

iii. Clear Sky ES

iv. DC Oakes HS

v. Larkspur ES

vi. Meadow View ES

vii. Sedalia ES

viii. Soaring Hawk ES

ix. Renaissance Magnet School

3. Intercom/PA – 2026/2027

a. Thunder Ridge HS Feeders – Highlands Ranch

i. Thunder Ridge HS

ii. Ranch View MS

iii. Coyote Creek ES

iv. Eldorado ES

v. Plumb Creek Academy

vi. Roxborough Primary

vii. Roxborough Intermediate

viii. Saddle Ranch ES

ix. Stone Mountain ES

x. Trailblazer ES

b. Ponderosa HS Feeders – Parker

i. Ponderosa HS

ii. Sagewood MS

iii. Franktown ES

iv. Legacy Point ES

v. Northeast ES

vi. Mountain View ES

c. Douglas County HS Feeders – Castle Rock

i. Douglas County HS

ii. Mesa MS

iii. Castle Rock ES

iv. Cherry Valley ES

v. Early Childhood Center

vi. Flagstone ES

vii. Rock Ridge ES

viii. Sage Canyon ES

ix. South Ridge ES

x. Wilcox

4. Intercom/PA – 2027/2028

a. Rock Canyon HS Feeders – Highlands Ranch

i. Rock Canyon HS

ii. Rocky Heights MS

iii. Buffalo Ridge ES

iv. Redstone ES

v. Timber Trail ES

vi. Wildcat ES

I. Mountain Vista HS Feeders – Highlands Ranch

i. Mountain Vista HS

ii. Mountain Ridge MS

iii. Bear Canyon ES

iv. Copper Mesa ES

v. Heritage ES

vi. Northridge ES

vii. Sand Creek ES

viii. Summit View ES

The District may be conducting other separate concurrent scopes of work within CIP packages, which may include but may not be limited to – HVAC and mechanical improvements; low-voltage system upgrades;

door hardware; elevator improvements; power and lighting systems upgrades; roof and skylight upgrades;

architectural features such as paint, countertops, restroom partitions; building exterior/site improvements;

flooring replacement, safety and security improvements; boiler replacements; auditorium and athletics facilities improvements; and/or parking lot resurfacing. The Paging and Intercom Vendor shall coordinate with the District and Owner’s Representative to plan for concurrent CIP work.

III. SCOPE OF SERVICES

The General Scope of Services is described in Section II, Project Description & Packages, and in Exhibit B

– DCSD Division 27 Specification. Further details and clarifications will be provided after Pre-Qualification and during the proposal stage for each Paging and Intercom Replacement Package.

IV. RFQ SCHEDULE

The tentative schedule of events is as follows:

Event Date / Time Special Notes

RFQ Publication March 27, 2025 Deadline for Questions/Clarifications from Proposing Firms

April 4, 2025 @ 5:00 pm MST via BidNet

Addendum Issued April 9, 2025 Deadline to Submit SOQs April 17, 2025 @ 4:00 pm MST via BidNet

Notice to Shortlisted Firms April 24, 2025 Interviews w/ Shortlisted Firms (anticipated)

April 30-May 1, 2025 Specific days/times

TBD

Notice of Intent to Award (anticipated)

May 2, 2025

Master Service Agreement Execution (anticipated)

Week of May 5, 2025

V. SUBMISSION INSTRUCTIONS

All questions should be submitted to DCSD via BidNet by the date noted in Section IV, RFQ Schedule.

Interested respondents are asked not to contact District employees, including school staff, regarding this

RFQ.

1. Statement of Qualification (SOQ) Submittals shall be one (1) electronic copy submitted to DCSD via BidNet.

2. The Vendor must have a regional office located in the Denver Metro/Front Range area with a consistent staffing level and ability to service projects in Douglas County School District. The Denver Metro/Front Range area consists of the following counties: Adams, Arapahoe, Boulder, Broomfield, Clear Creek, Denver, Douglas, Elbert, El Paso, Gilpin, Jefferson, Larimer, Park, and Weld.

3. All Firms are required to sign Exhibit C – Certification Regarding Debarment and Suspension indicating they have not been debarred by any Federal Department or agency. The District will be using the Excluded Parties List System (EPLS) to verify that the Vendor has not been debarred.

4. Applicants must sign and date the SOQ submittal.

5. DCSD reserves the right to reject any firm submitting its pre-qualification materials. Submission of incomplete data may constitute disqualification. At the sole discretion of DCSD, Vendors with unresolved warranty issues on prior DCSD projects may be disqualified.

6. DCSD is not liable for any cost incurred by firms responding to this proposal.

7. DCSD may, in its sole discretion, require background checks, in a form satisfactory to the District, from the Vendor before entering into an agreement. Any costs associated with obtaining such background checks will be borne by the Vendor under the contract.

8. The District intends to notify the pre-qualified Vendors of their decision in accordance with the schedule in Section III. After the pre-qualified applicants are notified, all other applicants who were not pre-qualified will receive email notification of non-qualification.

9. The District will pre-qualify the firms based on the information provided in response to this request for qualifications. Pre-qualified Vendors will then have the opportunity to provide proposals for the respective Intercom Packages

10. In order to focus efforts on qualifications deemed important to the selection, respondents should limit their responses to no more than 30 pages of material content. The page limit does not include cover or divider sheets, index, or forms required by DCSD.

VI. STATEMENT OF QUALIFICATIONS (SOQ) REQUIREMENTS/CONTENTS

Vendors are requested to provide the following information to the District in response to this RFQ.

Do not include fee proposals with your SOQ response.

1. Exhibit A – Proposing Firm Information Form: Please fill out and include with your SOQ response.

2. Claims & Legal Matters Information regarding your firm’s previous history of claims and other legal matters.

a. Number and type of claims filed by owners against the firm.

b. Significant previous and pending lawsuits.

i. Filed by the firm

ii. Filed against the firm

c. Current involvement, and/or involvement which was concluded in the past five (5) years, in legal proceedings or arbitrations involving errors and omissions by your firm.

d. Any administrative proceedings or hearings before any government or regulatory agency, including the Occupation Safety and Health Administration and Internal Revenue Service.

e. List any significant claims and the nature of such claims against the owner on recent project completed or under construction for which your firm was the Vendor/Installer of record.

f. An explanation of any bankruptcy, litigation, or arbitration proceedings in which your firm or any predecessor organization has been involved within the last five (5) years.

3. Project Team & Availability

Provide an organization chart and the resumes of the identified key personnel who will be assigned to the Project(s). Provide the primary role and responsibilities of the key personnel, their availability, and any certifications applicable to the scope of work (Valcom certified, etc.). At a minimum, key personnel shall include the following:

a. Pre-install – Estimating/Sales and/or Engineers

b. Project Manager

c. Project Foreman/Lead Installer

d. Technicians/Installers/Programmers

Preferably, include as many as possible of the identified hands-on personnel who will contribute significantly to the project. Each of the above individuals shall have recent and relevant K-12 education project experience. Individuals submitted in your proposal may not be changed without prior notification and approval from the Owner. Douglas County School District is striving for a consistent team. Thus, these individuals are expected to be constantly involved in the project as much as roles allow.

4. Relevant Company Experience

Identify your company’s recent experience (within the last 5 years) with regard to:

a. Experience with paging and intercom installation projects of similar size and scope in the K-12 market.

b. Include references from these projects.

5. Project Approach Discuss your company’s approach to the following services as it relates to the DCSD Paging and Intercom projects.

a. Preconstruction Services – Describe how your company will support and provide preconstruction services on the projects outlined in Section II of the RFQ and specifically address the following:

i. Proposed estimate format and preconstruction cost tracking tools.

ii. Identify how you would secure the most competitive subcontractor(s), vendor(s), and equipment pricing.

iii. Schedule/duration required to complete the procurement and installation of a comprehensive system within an elementary school, a middle school, and a high school.

iv. Describe your handoff of the project from Preconstruction to Construction.

b. Construction Management – Describe how your company will support and provide for the construction management services on the projects outlined in Section II of the RFQ and specifically address the following:

i. Quality management process.

ii. Managing the construction schedule, including provisions for working off-hours

(during normal DCSD and school operating hours, much of this work will occur during evening and night shifts, weekends, school breaks, etc.).

iii. Cost and change management philosophy.

iv. Identification of potential cost overruns and/or underruns compared to the

Proposal.

c. Construction Coordination – Describe your company’s understanding, roles, and responsibilities with the Owner’s team during construction, specifically addressing the following:

i. Communication of required shut-downs, closures, etc., to ensure streamlined installation while minimizing disruptions to normal school operations.

ii. Management of the submittal process.

iii. Punch list, project closeout, and warranty.

VII. SOQ EVALUATION CRITERIA

RFQ submittals will be evaluated according to the following criteria and points.

Criteria Points

1. Firm History, Location and Legal Considerations 10 points

2. Team and Availability 25 points

3. Relevant Experience 20 points

4. a. Project Approach – Preconstruction Services 15 points

b. Project Approach – Construction Management 15 points

c. Project Approach – Construction Coordination 15 points

Total Points Possible 100 points

VIII. LEGAL REQUIREMENTS

1. Verification of Information:

Applicants are hereby notified that DCSD will rely on the accuracy and completeness of all information provided in making its selection. As such, Applicants are urged to carefully review all information provided to ensure clarity, accuracy and completeness of such information. As the District deems necessary and appropriate in its sole discretion, the District reserves the right to make any inquiries or other follow up required to verify the information provided. The District reserves the right to select any or reject any and all submissions in their best interest.

2. Disclosure of Information:

All submissions and other materials provided or produced pursuant to this RFQ may be subject to the Colorado Open Records Law, CRS 24-72-201 ET. Seq. As such, Applicants are urged to review these disclosure requirements and any other exceptions to disclosure of information furnished by another party and, prior to submission to DCSD, appropriately identify materials, which are not subject to disclosure. In the event of a request by the District for disclosure of such information, the District shall advise the Applicant of such request to give the Applicant an opportunity to object to the disclosure of designated confidential materials furnished to the District.

3. Discrimination in Employment:

In connection with the performance of work on this project, the selected Vendor agrees not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability; and the selected AE further agrees to insert the foregoing provision in all subcontracts hereunder.

4. Applicable Laws:

This selection process and the performance of any selected shall be subject to, governed by and construed in accordance with applicable Federal Laws, the laws of the State of Colorado and the Charter, and other applicable regulations as the same may be amended from time to time.

5. Qualification Ownership:

All qualifications, including attachments, supplementary materials, sketches, etc. shall become the property of the District and will not be returned to the applicant.

6. Addenda:

All updates to the RFQ will be posted as addenda on BidNet. It is the responsibility of the Vendor to monitor the issuance of any addenda, and Vendors are to acknowledge receipt of addenda by filling our Exhibit A.

7. Employment Eligibility.

In accordance with CRS 8-17.5-101 &102, the contractor certifies at the time of this submission:

a. That the contractor does not knowingly employ or contract with an illegal alien who will perform work under the public contract for services, and

b. That the contractor will participate in the E-Verify program or the Department Program in order to confirm the employment eligibility of all employees who are newly hired for employment to perform work under the public contract for services.

c. That the contractor will otherwise comply with provisions and procedures identified in CRS 8-17.5-101 & 102.

8. Insurance Carrier:

Provide your firm’s insurance carrier name, their A.M. Best Rating, policy expiration date, and the amount of coverage.

9. Form of Agreement:

Provide written acknowledgment of the ability to enter into DCSD’s standard Master Services Agreement; see Exhibits A and D. Please note that DCSD does not allow for changes or modifications to their Agreements.

Exhibits

• Exhibit A – Proposing Firm Information Form

• Exhibit B – DCSD Division 27 Specs

• Exhibit C – Certification Regarding Debarment and Suspension

• Exhibit D – DCSD Sample Master Services Agreement