864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

Shawnda Stovall Malinda Cobb, Ed.D. Bobby A. Smith, CPA President Superintendent of Schools Chief Financial Officer

RFP COVER SHEET

EMERGENCY MANAGEMENT SUPPORT SYSTEM and SERVICES

RFP #26-218

Date:

Vendor Name:

Address:

Phone:

Fax:

Email:

PROPOSALS ARE DUE NOVEMBER 9, 2026 @ 3:00 P.M.

Addendum(s) Acknowledged: (If Applicable)

Yes #

No

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

Shawnda Stovall Malinda Cobb, Ed.D. Bobby A. Smith, CPA President Superintendent of Schools Chief Financial Officer

TO: Contractors of Emergency Management Support System/Services

FROM: Richmond County Board of Education

DATE: OCTOBER 13, 2026

SUBJECT: Emergency Management Support System and Services RFP # 26-218

Richmond County School System is looking for an Emergency Management Support System and Services for use by all staff that our Public Safety Department would manage. Chief Mantrell Wilson, Director of Public Safety, is the contact person for this contract.

Detailed specifications are listed after our standard terms and conditions.

All a p p l i c a b l e l a w s , o r d i n a n c e s , a n d t h e r u l e s a n d r e g u l a t i o n s o f a l l a u t h o r i t i e s h a v i n g jurisdiction over execution of the project shall apply to the contract throughout the entire contract timeframe.

STANDARD TERMS AND CONDITIONS

1) TIME AND PLACE: Bids will be received by the Richmond County Board of Education until 3:00 p.m. on Wednesday, NOVEMBER 9, 2026, at 864 Broad Street, Augusta, Georgia 30901.

2) LATE BIDS AND PROPOSALS: R e g a r d l e s s of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the contractor’s risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the contractor.

3) PROPOSAL FORM: Bids must be made on the required proposal form. All blank spaces for bid prices must be filled in with ink or typewritten and the proposal form must be fully completed and executed when submitted. Only one copy of the Proposal Form is required.

RICHMOND COUNTY SCHOOL SYSTEM EMERGENCY MANAGEMENT SUPPORT

SYSTEM/SERVICES

OCTOBER 13, 2026 RFP #26-218

4) SEALED BID REQUIREMENT: Each bid must be submitted in a sealed envelope addressed to Dr. Malinda Cobb, Superintendent of Schools, Richmond County Board of Education, c/o Mr. Bobby Smith, CPA, CFO, 864 Broad Street, Augusta, GA 30901. Each bid must be plainly marked on the outside “EMERGENCY MANAGEMENT SUPPORT SYSTEM and SERVICES RFP #26-218” and the envelope must bear on the outside the name and complete address of the vendor. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to Dr. Malinda Cobb, Superintendent of Schools, c/o Mr. Bobby A. Smith, Chief Financial Officer, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901, RFP #26-218.

Please submit your proposal with all of your company’s specifications and pertinent information along with pricing and a minimum of 3 references. You will need to submit one paper copy of your proposal and one digital copy via labeled usb flash drive.

5) MANUFACTURER’S N A M E A N D M O D E L N U M B E R : Manufacturer’s n a m e a n d product model numbers listed in these specifications shall be used to establish minimum quality and design features which are acceptable. Unless so specified, similar products of other reputable manufacturers will be acceptable, provided it is determined to the satisfaction of the Emergency Preparedness coordinator or his designated representative. The final determination shall rest solely with the Board of Education of Richmond County.

6) TECHNICAL DATA INFORMATION: If you are bidding a manufacturer or product other than specified, you must submit current technical data information on the item in order to qualify for bid consideration. This technical data must be included with your sealed proposal. It can be in digital format on an usb drive or written weblinks to your product’s specification. Technical data to be submitted with your proposal.

7) CERTIFICATION: The Richmond County School System may make such investigations as he deems necessary to determine the ability of the bidder to perform the work and the bidder shall furnish the Owner Representative all such information and data for this purpose as it may request. The School System reserves the right to reject any bid if the evidence submitted by or investigation of such bidder fails to satisfy the Board that such bidder is properly qualified to carry out the obligations of the agreement and to complete the work.

8) WARRANTY: All warranty information of your product should be included with your sealed proposal.

9) PROOF OF INSURANCE: Upon award, the successful respondent shall supply and maintain insurance which indemnifies and holds harmless RCSS, its officers, employees and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorney’s fees or loss arising directly out of acts or omissions here under by the contractor or third party under the direction or control of the contractor. The successful respondent must furnish RCSS with Certificates of Insurance prior to commencement of work. The required coverage shall not be less than the following:

• Workers Compensation - $1,000,000

• General Liability/Property Damage - $1,000,000 combined single limit policy

• Automobile Liability - $1,000,000

• Contractual Liability - $1,000,000

• Errors and Omissions - $1,000,000

• Umbrella Policy - $5,000,000

Insurance Certificates shall name RCSS as additionally insured party and shall state that all coverage shall be primary to ASC Coverage held by the Richmond County School System.

10) REJECTION OF BIDS: The Richmond County School System reserves the right to reject, in whole or in part, any and all bids received, to waive technicalities, or to negotiate any term(s) or provision(s) of such bids as meet the requirements and specifications of this Project Manual, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all bids for use by the school system.

The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous bids or bids which are uncertain as to terms or compliance with specifications.

A conditional or qualified bid is subject to rejection.

11) RIGHT TO RE-BID: T h e Richmond County Board of Education reserves the right to reject any and all bids. The right is reserved to reject any and all quotations, to omit any items called for or to accept the proposal deemed best for the School System.

12) NON-WITHDRAWAL PERIOD: Bids may not be withdrawn for a period of thirty-five

(35) days from date of bid opening.

13) STATE-MANDATED WALK AWAY PROVISION: I n the event a contract is awarded for more than one year: 202-2-506 (b) (1) Pursuant t o O . C .G . A . § 2 0 -2-506, n o t w i t h s t a n d i n g a n y o t h e r p r o v i s i o n h e r e i n t h i s contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract.

This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.”

14) JURISDICTION AND VENUE: “This contract s h a l l be governed a nd constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia.

15) CANCELLATION: In the event at any time during the contract period the vendor cannot provide acceptable products or services, the Richmond County Board of Education reserves the right to make other temporary arrangements for the completion of this scope of work.

16) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. See ATTACHMENT “1” for Sex Offender Acknowledgement Form.

17) E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S. § 41- 4401.

a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23- 214, Subsection A. (That subsection reads: “ After December 31,2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner Representative retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT “2” for E-Verify Affidavit Form.

18) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, and vape/electronic cigarettes while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System.

19) AWARD METHOD: Contract will be awarded based on the lowest responsible and responsive bidder meeting specifications and the overall general value received. This may result in awards not made to the lowest bidder. Each proposal will be evaluated on the following matrix scale.

SELECTION CRITERIA TOTAL POINTS

AVAILABLE

1 Promotes Active User Participation 20 2 Proven Tenure/Track Record with Similar Size School

Districts

3 Compatibility with Existing District Infrastructure

4 Ability to Custom Configure as District Requests 10 5 Ease of Use 15 6 Pricing 10

TOTAL POINTS 100

20) TIME OF THE ESSENCE: Failure of the successful vendor to perform contracted service or deliver the merchandise within the required time shall constitute a material breach of contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs .

21) TAX EXEMPT: The Richmond County School System is exempt for State sales taxes. Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

22) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS

REGARDING THIS REQUEST FOR PROPOSAL: All communications concerning this request for proposal must be submitted in writing by electronic mail to:

Richmond County School System – Business Office Attn: Ms. Cecilia Perkins (706)826-1298 Email perkice@boe.richmond.k12.ga.us

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System.

Originating departments may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification, or interpretations will be furnished to all participating vendors.

All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business October 29, 2026 @ 5:00 P.M.

23) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the Business Office and will be distributed via the website www.rcboe.org/bids to all participating contractors. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating contractor and attached to their response form.

24) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

mailto:perkice@boe.richmond.k12.ga.us http://www.rcboe.org/bids

EMERGENCY MANAGEMENT SUPPORT SYSTEM AND SERVICES

Richmond County School System seeks to establish a relationship with an Offeror who can provide EMERGENCY MANAGEMENT SUPPORT SYSTEM and SERVICES that meets or exceeds RCSS’s current needs while offering the greatest flexibility to expand to future requirements and technology advancements.

RCSS has approximately 5,000 employees and we service approximately 29,000 students. A list of schools is at the end of this document.

GENERAL REQUIREMENTS AND SPECIFICATIONS

• Offeror shall provide all materials, equipment, and labor to install and activate a crisis/emergency alert/management support system / service to include software, hardware, peripheral devices, and training at each school and facility in the RCSS district.

In addition to attached list of schools, proposal shall include facilities:

o Central Office, 864 Broad St. Augusta, GA 30901 o Transportation Department 2950 Mike Padgett Hwy. Augusta, GA 30906 o Maintenance and Facilities, 2956 Mike Padgett Hwy. Augusta, GA 30906

• Offeror shall provide remote alert notification activation devices that may be worn by faculty/staff with the ability to activate each level of emergency alert as per RCSS emergency preparedness guidelines. When the device is activated by the incident reporter, device location within the facility shall be communicated and displayed automatically on administrator (and others as directed by the RCSS Emergency Management Representative or his designees) computer screens, devices, and/or cell phones. The incident severity shall be defined / displayed similarly and/or the level of the crisis event shall be communicated similarly.

• Include geographic configuration of incident/emergency management strobes at multiple locations as required to provide visibility of the strobes in the entire facility with integrated reporting across buildings, areas, and exterior locations.

• Have configurable redundancy or functionality that is not dependent on existing power or network capability.

• Automated Intercom announcements integrated with existing analogue intercom systems.

• Ability to broadcast incident/emergency management information on district computers and devices using district network connections and protocols.

• Wiring and installation of physical components of system shall be unobtrusive and expected to withstand normal conditions of the environment where installed.

• Training and on-going support shall include on-site training, scheduled webinars, video, and online tutorials; to include unlimited vendor provided system support.

We are looking for a four-part system. That includes a minimum of the following components:

1. CrisisAlert

2. Safety Blueprint

3. Enhanced Visitor Management

4. Reunification

1. CrisisAlert

CrisisAlert™ enables all staff to activate an emergency alert to designated responders utilizing wearable badges and a proprietary facility-wide wireless infrastructure. There are no other like items or products available for purchase from other platform providers that include a combination of the following features:

• Wearable, wireless staff alert button for all employees, with integrated silent acknowledgment and without the need to ever recharge.

• Wearable button provides two different levels of alerting for staff level and site-wide incidents.

• Does not require all staff members to download an app to their mobile device in order to leverage the benefits of the wearable solution.

• Immediate notification of an incident's location including multi-floor, room-level accuracy, both inside and outside.

• Multi-sensory notification to notify all building occupants of actions to take in a site-wide incident using available PA system integration, desktop takeover and color-coded strobes mapped to district protocols with at least 6 different color options (Red, Green, Blue, Yellow, Purple, Orange).

• Does not require the use of a site's existing Wi-Fi or cellular network to be utilized for operation.

• Multi-year, battery-powered devices enabling a predominantly wire-free deployment for dense, rapid, facility-wide deployment inside and out that does not require new wiring or other infrastructure upgrades.

• Integrated dynamic mapping capability that provides the immediate location of an alert/incident along with important response information such as the location of Safety and Security assets to be used during the incident.

2. Safety Blueprint

Safety Blueprint is an intelligent response mapping solution to help optimize incident response, safety planning, and visitor management. It enables the digital management and usage of campus and asset maps which are used to streamline communication and response time during any emergency-from the everyday to the extreme. This is unique product that brings together the following features:

• Interactive maps that provide the precise alert and asset location for responders during an emergency

• Ability to dynamically edit maps of all buildings, spaces and assets.

• Report on the status of assets such as certification dates, inspection dates, etc. The product allows for attribute level configuration of each asset.

• Maps are oriented true north and can overlay a responder response grid.

• Utilize alerts to take action assets due for maintenance or replacement.

• Understand the severity of an incident. Engage cameras at the location of an alert to observe an emergency in real-time.

• Maps are integrated and compatible with CrisisAlert and Visitor Management

3. Enhanced Visit Management

Enhanced Visitor Management enables a facility to easily check in, authenticate, and locate visitors in real-time across a facility. This product is unique in the market due to the following combination of features:

• Locate all types of visitors in real-time using facility-wide, location network.

• Screen visitors (identity and background checks)

• Zone-based authorization of visitor locations

• Historical visitor location details via reporting

• Integrated with CrisisAlert, Safety Blueprint and Reunification products.

4. Reunification

Reunification enables a school to efficiently communicate and reunite parties in an emergency. This product includes a combination of the following features:

• Integrations available to SIS (Student Information Systems) to understand who is on campus.

• Validate parent/guardian ID to ensure valid reunification

• Background check (identity, banned person, custody check) to verify release to proper contacts

• Realtime reports available as students, parents and guardians are reunited.

• Integrated with Visitor Management, Safety Blueprint and CrisisAlert products.

The desired solution for emergency management services will help RCSS achieve the following goals in the event of a crisis at a school or facility:

• To assure adequate measures to support the safety of our students, parents, faculty, and staff while at one of our district schools or facilities during a crisis event.

• Implement an efficient, user-friendly, dependable and effective Emergency Response platform with professionally developed solutions, infrastructure, and support.

• Effect end user active participation, education/training, and eager support.

• Provide solutions to rapidly distribute pertinent information to the Emergency

Response support agencies, personnel, administrators, resource officers, EMS, Law Enforcement, etc. as necessary to manage a crisis of any level efficiently and effectively.

• Provide 3 references of like sized school systems or companies that will be check as part of the proposal evaluation process.

Please submit your proposal with all of your company’s specifications and pertinent information along with pricing and a minimum of 3 references. You will need to submit one paper copy of your proposal and one digital copy via labeled usb flash drive.

Your qualifications will be evaluated based on the following General Requirements:

SELECTION CRITERIA TOTAL POINTS

AVAILABLE

1 Promotes Active User Participation 20 2 Proven Tenure/Track Record with Similar Size School

Districts

3 Compatibility with Existing District Infrastructure

4 Ability to Custom Configure as District Requests 10 5 Ease of Use 15 6 Pricing 10

TOTAL POINTS 100

Anticipated award of this contract is expected to be on November 17, 2026. Contract period would be for 3 years, beginning January 1, 2027, and ending on December 31, 2029. Solicitation of these services would happen again in the fall of 2029.

SUBMITTAL COVER

RFP 26-218

TOTAL PRICE FOR TURNKEY PROJECT $_____________________________________________

**NOTE**

Please attach detailed specifications of your solution and your plans for implementation.

DATE:

COMPANY NAME:

ADDRESS:

PHONE NUMBER:

FAX NUMBER:

EMAIL ADDRESS:

PERSON SUBMITTING

RFP:

(Typed or Printed)

TITLE:

SIGNATURE:

VENDOR/COMPANY NAME: _____________________________________________________

NAME: ______________________________________________________

EMAIL: ______________________________________________________

PHONE: ___________________________________________________

REFERENCES

Company Name:

Contact Name:

City and State:

___________________________________ and _____________

Phone Number:

ATTACHMENT #1

Sex Offender Acknowledgement Form

Read, sign and return this form to the Richmond County Board of Education

The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful RFP on contract and checked no less than annually during the duration of the contract.

Upon notification and acceptance of the RFP, the Contractor (or Vendor) shall certify to the Richmond County Board of Education that periodic criminal history record checks are made by the company for all employees and that to the best of the Contractor’s (or Vendor) knowledge it has no employee or agent who has been convicted of a sex offense or who is a registered sex offender, who will be assigned to any school building or school property while students are attending school or a school related activity.

I have read and understand the above Richmond County Board of Education Policy regarding my or my company’s obligation as a contractor (or vendor). I further acknowledge that the failure to comply with the requirements to identify a sex offender, to comply with any part of this policy, to assign a sex offender to any school building or school property while students are attending school or a school related activity will constitute a breach of the contract.

Contractor (or Vendor) signature Date signed

Witness signature Date signed

ATTACHMENT #2

E-VERIFY AFFIDAVIT

under O.C.G.A. § 13-10-91(b)(4)

Read, fill out and return this form to the Richmond County School System

By executing this affidavit, the undersigned Contractor verifies its compliance with Immigration Reform and Control Act of 1986 (IRCA), Pub. L. 99-603, stating affirmatively that the individual firm or corporation which is engaged in services on behalf of the Richmond County School System has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established by federal law and regulation. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number: _________________________________________________

Date of Authorization: _________________________________________________

Name of Project: Emergency Management Support System and Services

Solicitation Number (if applicable): RFP 26-218

Name of Public Employer: Richmond County School System

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ________, _______, 202___ in _________________(city)________(state)

Signature of Authorized Officer or Agent

Printed name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ________ DAY OF ______________, 202_____.

NOTARY PUBLIC

My Commission Expires: ____________________________________