FHPS Door Access Control System RFP.pdf

Forest Hills Public Schools

Door Access Control System RFP

Request for Proposal (RFP)

June 2025

June 2025 Prepared by Plante Moran

TABLE OF CONTENTS

GENERAL TERMS AND CONDITIONS

1 General Requirements

DOOR ACCESS CONTROL SYSTEM SPECIFICATIONS

2 Door Access Control System

APPENDICES (PROVIDED SEPARATELY)

June 2025 Prepared by Plante Moran

General Terms and Conditions

June 2025 Prepared by Plante Moran

1 GENERAL REQUIREMENTS

1.1 INTENT

It is the intent of Forest Hills Public Schools (here after referred to as the “District”) to solicit proposals from qualified vendors for a Door Access Control system solution.

It is required that vendors propose on all of the services being requested in this Request for Proposals (RFP).

Vendors may also partner with another provider to supply a complete and turnkey solution. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified and a synopsis of the partner relationship as well as the party that will serve as the prime vendor/contact for the District must be detailed. The District reserves the right to proceed with the provider(s) deemed most suitable.

1.2 PROJECT DESCRIPTION

Forest Hills Public Schools requires a new Door Access Control system for all District buildings:

• Administration Building, 620 Forest Hill Ave SE, Grand Rapids Twp, MI 49546

• Ada Elementary School, 731 Ada Dr SE, Ada, MI 49301

• Ada Vista Elementary School, 7192 Bradfield St SE, Ada, MI 49301

• Central High School, 5901 Hall St SE, Grand Rapids, MI 49546

• Central Middle School, 5810 Ada Dr SE, Ada, MI 49301

• Central Woodlands 5/6 School, 400 Alta Dale Ave SE, Ada, MI 49301

• Collins Elementary School, 4368 Heather Ln SE, Grand Rapids, MI 49546

• Community and Aquatic Center, 660 Forest Hill Ave SE, Grand Rapids Charter Twp, MI 49546

• Eastern Middle/High School, 2200 Pettis Ave NE, Ada, MI 49301

• Fine Arts Center, 600 Forest Hill Ave SE, Grand Rapids Twp, MI 49546

• Food Services, 160 Alta Dale Ave SE, Ada, MI 49301

• Goodwillie Environmental 5/6 School, 8400 2 Mile Rd NE, Ada, MI 49301

• Knapp Forest Elementary School, 4243 Knapp Valley Dr NE, Grand Rapids, MI 49525

• Maintenance, 120 Alta Dale SE, Ada, MI 49301

• Meadow Brook Elementary School, 1450 Forest Hill Ave SE, Grand Rapids, MI 49546

• New Aquatic Center, (Not yet built, next to Fine Arts Center)*

• Northern High School, 3801 Leonard St NE, Grand Rapids, MI 49525

• Northern Hills Middle School, 3775 Leonard St NE, Grand Rapids, MI 49525

• Northern Hills Flex, 3787 Leonard St NE, Grand Rapids Twp, MI 49525

• Northern Trails 5/6 School, 3777 Leonard St NE, Grand Rapids, MI 49525

• Operations, 150 Alta Dale SE, Ada, MI 49301

• Orchard View Elementary School, 2770 Leffingwell NE, Grand Rapids, MI 49525

• Pine Ridge Elementary School, 3250 Redford Ave SE, Grand Rapids, MI 49546

• Thornapple Elementary School, 6932 Bridgewater Dr SE, Grand Rapids, MI 49546

• Transportation, 6001 Hall St SE, Grand Rapids, MI 49546

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* Note: The New Aquatic Center is not yet constructed and should undergo construction from October 2025

– October 2027. The vendor is required to present pricing for this building separately. Depending on construction progress, the implementation of this building can be part of the scope of this project, or handled subsequently as a change order or follow-up project.

This RFP outlines the performance, operational, and administrative requirements the District is seeking for the Door Access Control system. Detailed specifications for this project are included in Section 2 of the RFP.

1.3 SCHEDULE OF EVENTS

EVENT DATE

RFP issued Thursday, June 19, 2025

Vendors’ conference Tuesday, June 24, 2025, 1:00~2:00pm ET

Virtual link:

https://plantemoran.zoom.us/j/89647596551

Deadline for submittals of questions related to this

RFP

Friday, June 27, 2025

Deadline for proposals (Due Date) and public proposal opening

Tuesday, July 15, 2025, 9:00am ET

Anticipated finalist vendor interview date Thursday, July 31, 2025

Anticipated award date August 2025

Implementation schedule

Begin: Fall 2025

End of 2026: Complete all but Central High School and the New Aquatic Center

End of 2027: Complete Central High School and New Aquatic Center

1.4 PROPOSAL SUBMISSION

Each prospective vendor is responsible for submission of its proposal. Proposals or proposal revisions received after the Due Date and time will not be accepted or considered. The District is not liable for any delivery or postal delays. All proposals received after the Due Date and time will remain unopened and made available to the respective vendor for pickup, at its sole cost and expense, for a period of two weeks.

Proposals shall be submitted as follows by the deadline indicated in Section 1.3, Schedule of events:

• One printed bound signed original

• One thumb drive consisting of only two files:

a. One single scanned PDF file of the submitted printed signed complete proposal

b. Appendix A in Excel format https://plantemoran.zoom.us/j/89647596551

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Mark with company name and deliver to:

Forest Hills Public Schools Attention: Susan Bordewyk 620 Forest Hill Ave. SE Grand Rapids, MI 49546

All proposals must be in a sealed package and contain the wording “Forest Hills Public Schools - Door Access Control System RFP” on the package. The wording “ORIGINAL” is to appear on the outside of the binder containing the original signed proposal. If a bid bond or cashier’s check is used, an original copy of the bid bond must be submitted in the binder marked Original. Proposals may not be delivered via facsimile or email.

All proposals MUST include the Vendor Response Forms provided in Appendix A.

Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the vendor or any employee of the vendor and any member of the Board of Education or superintendent. The District shall not accept a proposal that does not include this sworn and notarized disclosure statement. The Non-Familial Form must accompany your bid proposal (see Appendix A).

In accordance with the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012, all vendors must execute the “Iran Linked Business Affidavit” and include it in their proposals (see Appendix A). Said forms are included in the Vendor Response Forms. The District will not accept a proposal that does not include this sworn and notarized disclosure statement. The form must accompany your bid proposal (see Appendix A).

1.5 INTENT TO PROPOSE

Each vendor that intends to submit a proposal in response to this RFP should communicate its intent via email to drew.youngstrom@plantemoran.com with the subject line “Vendor name - Forest Hills Public Schools - Door Access Control System RFP - Intent to Propose.” Please refer to Section 1.7, RFP clarifications and addenda, for the contact information to address specific questions related to this RFP.

The response shall include the name of the vendor, the name of the contact person, and that person’s email address.

1.6 VENDORS’ CONFERENCE

A non-mandatory pre-proposal vendors’ conference will be held for this project. Refer to Section 1.3 for details of this conference.

1.7 RFP CLARIFICATIONS AND ADDENDA

Please note that any addenda will be posted by the District to the bid site that housed the original RFP.

Vendors are responsible for checking the site regularly to make themselves aware of any new addenda.

When making requests for clarification, please identify the relevant section number (e.g., Section 2.3.1).

mailto:drew.youngstrom@plantemoran.com

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Requests for clarification shall be submitted by email only to:

Drew Youngstrom, Plante & Moran, PLLC Drew.youngstrom@plantemoran.com

1.8 PROPOSAL FORMAT

To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:

1.8.1 Executive summary

The executive summary should, at a minimum, include the following:

• Executive letter highlighting how the proposed solution achieves the objectives of the District: This letter is to be signed by an officer of the organization submitting the proposal

• Organizational overview: A brief overview of the organization

• Address the following as it relates to your proposed solution:

o How the solution aligns with the requested functional requirements o How the solution aligns with the requested technical requirements o Any functional or technical requirements that the proposed solution cannot achieve o Any assumptions and/or District resources required to complete the solution

1.8.2 Vendor Response Forms

Vendor Response Forms are supplied in this RFP (see Appendix A). In addition to requesting information on your company and the proposed solution, along with other required forms, you must clearly indicate whether you either comply or take exception to any of the sections in this RFP. All vendors MUST submit the Comply/Exception Form from Appendix A. Where applicable, an explanation to the exception must be provided.

1.8.3 Diagram of design

For each section or design presented, the vendor shall submit a diagram of its design, providing a pictorial representation of the proposed solution(s).

1.8.4 Project plan

The vendor will include an overview of its project plan in its response. This will include a proposed implementation schedule for all buildings taking into account construction schedules (see Section 1.58.2).

1.8.5 Project team

The vendor will indicate the level of qualification of the staff who will be assigned to this project.

Qualification will be based on certifications and years of experience with the materials proposal in similar configurations. Also describe the implementation team and their roles in ensuring a successful cutover.

mailto:Drew.youngstrom@plantemoran.com

June 2025 Prepared by Plante Moran

Names of staff need not be provided; however, the response in this section will indicate the minimum level of experience that will be provided. If necessary, please include additional categories to address additional levels of staff or staff with different certifications and years of experience.

1.8.6 Product information

The vendor must include hard copies of the technical specifications and/or data sheets for each product being proposed.

1.8.7 Electronic copy

An electronic format of the forms in Appendix A in a Microsoft Excel format MUST be included with your response. A PDF version of all other materials must also be included.

1.8.8 Equipment listing (BOM)

A detailed bill of material must be included with the bid response identifying equipment models and quantities with unit prices.

1.8.9 Additional information

Additional information may be provided at the vendor’s discretion.

1.9 BID BONDS

Every bid shall be accompanied by either a cashier’s check on a solvent bank or by a bond executed by a surety company authorized to do business in the state of Michigan. A 5% bid bond or cashier’s check shall be required. Such check or bond shall name the District as the recipient. The amount of such bid bond or cashier’s check shall be forfeited as liquidated damages, costs, and expenses incurred by the District if the vendor, after given an award as the successful vendor, shall fail within 30 days after the notice of such award to enter into an appropriate contract with the District.

1.10 PERFORMANCE AND PAYMENT BONDS

The District MAY require the selected vendor(s) to provide a performance bond upon award of the contract.

The associated cost of the performance bond is to be shown as a separate line item — do NOT include this cost in your base bid. This bond shall be equal in amount to the total price to the District of purchased hardware, software, cabling, and services. The surety of the bond shall remain in effect for one year after all acceptance of the entire project has been executed by the District. In the event that the vendor(s) fails to perform its obligations under any agreement between the vendor(s) and the District, the bond shall be paid to the District. The vendor(s) further agrees to save and hold harmless the District and agents from all liability and damages of every description in connection with any subsequent agreements. Payment bonds shall be required under the following conditions: project award exceeds $50,000 and project involves construction, alteration, or repair to the buildings. Vendors must include a letter from their bonding company within the proposal that states that they are bondable.

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1.11 INSPECTION OF WORKSITE

If necessary, vendors can request access for site visits from Forest Hills Public Schools by contacting the individual identified in Section 1.7, RFP clarifications and addenda. We do not believe on-site access and review will be required prior to the project, and, therefore, requests may be denied.

1.12 MODIFICATION OF RFP

Vendors may not modify the RFP text to affect the terms, conditions, or specifications found in this document; this is forbidden and will subject the bid response to rejection. In the event any text is modified, the original text, as issued, will apply. This clause does not apply to the vendor response areas of the RFP where it is expected that vendors will enter their text.

1.13 CONFIDENTIAL INFORMATION

As a public entity, the District is subject to the Michigan Freedom of Information Act (FOIA). Information contained in proposals may be subject to FOIA requests.

1.14 RIGHT TO REQUEST ADDITIONAL INFORMATION

The District reserves the right to request any additional information that might be deemed necessary after the completion of this document.

1.15 RIGHT OF REFUSAL

The District reserves the right to reject any or all proposals in their entirety, evaluate suggestions or exceptions, waive irregularities, or select certain equipment from various vendor proposals, based on the best interests of the District. The District reserves the right to reject any or all proposals for a specific section. The District reserves the right to award specific buildings to one or more vendors.

1.16 PROPOSAL PREPARATION COSTS

The vendor is responsible for any and all costs incurred by the vendor or its subcontractors in responding to this RFP.

1.17 SYSTEM DESIGN COSTS

The successful vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base bid.

1.18 PERMITS

The successful vendor shall be responsible for complying with all local, state, and federal codes applicable to this installation. This includes the electrical permit required by the state of Michigan for low-voltage installations. Include all costs associated with permitting in your base bid.

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1.19 PRICING ELIGIBILITY PERIOD

All vendor proposal bids are required to be offered for a term not less than 120 calendar days in duration. A claim of mistake in the computation of a proposal shall not void the proposals after they are opened and accepted.

1.20 ADDITIONAL CHARGES

No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification and coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup, and training.

1.21 TURNKEY SOLUTION

All prices quoted must include all the cables, connectors, etc., that will be necessary to make the system as specified fully operational for the intent, function, and purposes stated herein.

1.22 FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

Forest Hills Public Schools is a tax-exempt entity for all purposes, except if the project makes enhancements and/or additions to real property.

1.23 PURCHASE QUANTITIES

The District reserves the right to adjust upward or downward by 25%, the quantities of items purchased without altering the unit purchase price upon award and throughout the contract period.

1.24 AGREEMENT REQUIREMENTS

The District intends to use the agreement contained in Appendix C for this project. Please review this attached agreement and indicate whether the terms of the agreement are acceptable. Include all contract exceptions in your proposal, if any.

The District considers this RFP legally binding and will require that this RFP and the resulting vendor proposal be included as addenda to any subsequent contracts between the vendor(s) and the District. It should be understood by the vendor(s) that this means the District expects the vendor(s) to satisfy all requirements and reports listed herein. Exceptions should be explicitly noted in the vendor proposals. Lack of listing all exceptions will be considered acceptance of all of the specifications as presented in this RFP.

1.25 SURVIVAL CLAUSE

All duties and responsibilities of any party that, either expressly or by their nature, extend into the future, shall extend beyond and survive the end of the contract term or cancellation of the agreement.

1.26 FORCE MAJEURE CLAUSE

See proposed agreement in Appendix C.

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1.27 INCORPORATION BY REFERENCE

The vendor shall supply equipment, wiring, technology, training, and other related services adequate to accomplish the requirements as set forth in the RFP and the vendor response to the RFP. Parties agree that where there is a conflict between the terms of the agreement and the information presented in the referenced documents, the agreement shall take precedence. The parties also agree that where there is not a conflict between the agreement and the information presented in the referenced documents, all terms, conditions, and offers presented in the vendor’s proposal shall herein be referenced to the agreement and shall be binding upon all parties to the agreement.

1.28 RISK DURING EQUIPMENT STORAGE AND INSTALLATION

Delivery shall be made in accordance with the implementation schedule referenced as part of the agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the vendor. During the time period when the equipment is in transit and until the equipment is fully installed in good working order, the vendor and its insurer shall be responsible for the equipment and relieve the District of responsibility for all risk of loss or damage to the equipment. In addition, the vendor shall hold the District and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.

1.29 STORED MATERIALS

See proposed agreement in Appendix C.

1.30 SHIPPING OF EQUIPMENT

All shipping and insurance costs to and from the site shall be included in the vendor’s proposal. All payments to shipping agents and for insurance fees shall be made directly by the vendor. The District shall make no payments to any firm concerning the shipment, installation, and delivery of equipment that is not a part of the agreement and for which exact payments are not described. The vendor shall be responsible for all arrangements for the shipment and receipt of equipment to the District’s prepared site. The vendor shall provide all properly trained representatives to unpack all items of equipment and place this equipment in the proper locations. The vendor shall also be responsible for the removal of all debris and packing materials from the site resulting from the installation of the equipment.

1.31 NON-WAIVER OF AGREEMENT RIGHTS

It is the option of any party to the agreement to grant extensions or provide flexibilities to the other party in meeting scheduled tasks or responsibilities defined in the agreement. Under no circumstances, however, shall any parties to the agreement forfeit or cancel any right presented in the agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of a default. In the event that a party to the agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the vendor by the

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District should in no way be interpreted as acceptance of the system or the waiver of performance requirements.

1.32 GENERAL INDEMNIFICATION

See proposed agreement in Appendix C.

1.33 PATENTS, COPYRIGHTS, AND PROPRIETARY RIGHTS

See proposed agreement in Appendix C.

1.34 NONDISCRIMINATION BY VENDOR OR AGENTS OF THE VENDOR

See proposed agreement in Appendix C.

1.35 SUBCONTRACTORS

See proposed agreement in Appendix C.

1.36 EFFECT OF REGULATION

See proposed agreement in Appendix C.

1.37 PROJECT MANAGEMENT STAFF DESIGNATION

The vendor understands that the successful installation, testing, and operation of the system that is the subject of this document shall be accomplished by a cooperative effort. To most effectively manage this process, the vendor shall designate a single representative to act as project manager, who shall have the authority to act on behalf of the vendor on all matters pertaining to the agreement.

In the event that an employee of the vendor is, in the opinion of the District, uncooperative, inept, incompetent, or otherwise unacceptable, the vendor agrees to remove such person from responsibility in the project. In the event of such a removal, the vendor shall, within 15 days, fill this representative vacancy as described above. Regardless of whom the vendor has designated as the representative, the vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in the agreement.

1.38 ASSIGNMENTS

The District and the vendor each bind themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in the agreement.

1.39 VENDOR AS INDEPENDENT CONTRACTOR

It is expressly agreed that the vendor is not an agent of the District but an independent contractor. The vendor shall not pledge or attempt to pledge the credit of the District or in any other way attempt to bind the District.

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1.40 INSURANCE

1.40.1 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.

1.40.2 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 $1 million 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 contractors coverage, (D) broad form general liability extensions or equivalent, (E) deletion of all explosion, collapse, and underground (XCU) exclusions, if applicable, and (F) per contract aggregate.

1.40.3 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 million per occurrence combined single-limit bodily injury and property damage.

Coverage shall include all owned vehicles and all hired vehicles.

1.40.4 Additional insured

The following shall be named additional insureds: Forest Hills 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 to any other insurance or similar protection available to the additional insureds, whether other available coverage is primary, contributing, or excess.

1.40.5 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: Julie Davies, Forest Hills Public Schools. 620 Forest Hill Ave. SE, Grand Rapids, MI 49546.

1.40.6 Proof of insurance coverage

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:

A. Two copies of the certificate of insurance for worker’s compensation insurance

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B. Two copies of the certificate of insurance for commercial general liability insurance

C. Two copies of the certificate of insurance for vehicle liability insurance

D. Original policy, or binder pending issuance of policy, for owners and contractors protective liability insurance

E. If so requested, certified copies of all policies shall be furnished

1.40.7 Continuation of coverage

If any of the above coverages expire during the term of the agreement, the vendor shall deliver renewal certificates and/or policies to Forest Hills Public Schools at least 10 days prior to the expiration date.

1.40.8 Failure to comply

Failure to comply with the insurance requirements contained in the agreement shall constitute a material violation and breach of contract and may result in termination of the agreement.

1.41 WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The District has presented detailed technical specifications of the particular purpose for which the solution is intended. The District has provided detailed descriptions and criteria of how the system can be defined to accomplish this particular purpose. The District has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose.

Given this advanced preparation concerning, and documentation about, the District’s particular purpose, the vendor, at the time the agreement is in force, has reason and opportunity to know (1) the particular purpose for which products are required, and (2) that the District is relying on the vendor’s experience and knowledge of these products to provide those that are most suitable and appropriate. Therefore, the vendor warrants that the system is fit for the purposes for which it is intended as described in this document.

1.42 WARRANTY

See Section 2.10 for warranty requirements.

1.43 FINAL ACCEPTANCE OF THE SYSTEM

The system proposed shall be defined to be finally accepted by the District after all components of this RFP and all approved change orders have been installed completely, plus the items identified in Section 2. The District shall be the sole judge of whether all conditions for final acceptance criteria have been met.

1.44 STANDARD FORMS AND CONTRACTS

Any forms and contracts the vendor(s) proposes to include as part of any agreement resulting from this bid between the vendor(s) and the District must be submitted as part of the proposal. Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

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1.45 NONCOLLUSION COVENANT

The vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of the agreement. The vendor certifies that its proposal is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a proposal for the same services and is, in all respects, fair, without outside control, collusion, fraud, or otherwise illegal action.

1.46 ADVERTISEMENT

The laws of the state of Michigan, the District purchasing policies, and the legal advertisement for vendors and purchases are made a part of any agreement entered into in the same respect as if specifically set forth in that agreement.

1.47 SELECTION CRITERION

The District intends to enter into a long-term relationship with a well-established vendor whose products, features, design philosophy, and support policies come closest to meeting the District’s needs. The selected vendor must be a well-established, financially stable firm committed to technology in K-12, will have a commitment to attracting and retaining an excellent staff of technical and product support personnel, and will have a proven track record of support from installation planning through implementation and ongoing use. There should also be evidence of responsiveness to clients’ suggestions for improvements. Finally, there must be a good fit between the vendor’s staff and the District’s staff to assure a good working relationship.

The vendors will be evaluated based on the following selection criteria:

A. Technical requirements

1. Compliance with mandatory specifications

2. Ability to achieve nonmandatory requirements

B. Vendor interview and solution demonstration as required

C. Proposal requirements

1. Implementation time frame

2. Implementation support

3. Ongoing support

D. Experience

E. Cost

1.48 FINALITY OF DECISION

Any decision made by the District, including the vendor selection, shall be final.

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1.49 RELEASE OF CLAIMS

Each vendor, by submitting its proposal, releases the District from any and all claims arising out of, and related to, this RFP process and selection of a vendor(s).

1.50 VENDOR BEARS BID COSTS

A recipient of this RFP is responsible for any and all costs and liabilities incurred by it or others acting on its behalf in preparing or submitting a proposal or otherwise responding to this RFP, or any negotiations incidental to its proposal or this RFP.

1.51 IRREVOCABILITY OF PROPOSALS

All proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of 120 calendar days following the due date for receipt of proposals set forth above.

1.52 PROJECT PLAN

The vendor shall provide a full installation schedule showing the workflow using a graphical representation (e.g., Gantt chart or similar tool). The vendor’s installation schedule should indicate the size of each crew working in the building on a daily basis, along with timelines for building project completion. All punch list items associated with this project must be completed by the noted completion date.

1.53 SPECIAL NOTES

Failure to include in the proposal all information outlined above may be cause for rejection of the proposal.

The District reserves the right to accept the vendor’s replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing.

1.54 PAYMENT TERMS

See proposed agreement in Appendix C.

1.55 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

June 2025 Prepared by Plante Moran 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.

1.56 NEW MATERIALS

All equipment quoted by the vendor shall be new. The solution requests that the vendors propose a completely new solution that balances cost, performance, and technology. Solutions using refurbished equipment or equipment that has either reached or announced end-of-life, end-of-support, or end-of-sales will not be entertained.

The latest released system hardware and software version must be installed at the time of delivery. In the event a new software or hardware version is released after a portion of the system has been installed, but before the entire system is deployed, the vendor shall upgrade the hardware and software at all other previously installed locations to the latest version. In short, at the time of final contract acceptance and final contract payment, all system components installed will have the latest release level of hardware and software.

All products proposed in the bid must be in “customer shipping or production” status at the time of the bid.

The vendor may not bid products based on future releases of hardware and/or software. If the vendor is unable to provide the proposed product(s) or feature(s) by the proposed delivery date, the vendor will provide a resolution of equal or greater value to the District, at no additional cost to the District, including services required to implement the solution.

1.57 MANUFACTURER EQUIVALENT

It is the District’s intent that this RFP promotes competition. Accordingly, the use of any patent, proprietary name, or manufacturer’s name is for demonstrative purposes only and is not intended to curtail competition. Whenever any supplies, material, devices, or products requested in this RFP are specified by patent, proprietary name, or the name of the manufacturer, unless stated differently, such specification shall be considered as if followed by the words “or comparable equivalent,” whether or not such words appear. The District, in its sole and absolute discretion, shall have the right to determine if the proposed equivalent devices/brands submitted by the vendor meet the specifications contained in this RFP and possess equivalent and/or better qualities. It is the vendor’s responsibility to notify the District in writing if any specifications or suggested comparable equivalent devices/brands require clarification by the District on or before the deadline for written requests for clarifications.

1.58 IMPLEMENTATION CONSIDERATIONS

1.58.1 Work hours

Any work scheduled inside buildings or on the building premises must be coordinated with the District.

Work performed during the summertime can be carried out during standard working hours. Work performed while the school is in session must start after the end of the last period of classes, on Monday

June 2025 Prepared by Plante Moran through Friday. Note that there may be various events and extracurricular activities at the buildings that will need to be worked around. The vendor is to work with the District to establish a schedule.

Arrangements for additional work hours, overtime, or weekend work will be coordinated with the District as needed. The District will work with the vendor and the District facilities team to provide appropriate access for each building. Please note that schedules are subject to change with short or no notice.

1.58.2 Construction coordination and meetings

Some buildings will be undergoing significant construction, while others are expected to have construction work performed in some or all areas during the timeline of the project. For buildings undergoing construction efforts, the vendor must attend construction meetings that occur during the project implementation phase for those buildings and coordinate closely with the construction manager to align work to construction timelines and constraints. Please refer to Section 2.3.4 for details regarding anticipated construction work in the buildings in scope for this project.

1.58.3 Lift equipment

In the event a lift is required, it is recommended the vendor provides a scissor lift that can be driven for the project. The vendor must coordinate with each building to validate requirements for floor coverings or proper lift delivery. All the costs associated with lift work (including lift rental and/or use) should be included in the proposal.

1.58.4 Site cleanliness

The vendor will ensure all work areas are free from debris caused by work performed under this project scope. At the end of each day, the site must be left in a clean and neat condition prior to completing work for that day, with debris properly disposed of in an efficient manner. Materials must be consolidated into an agreed upon space that is not obstructing any pathways within the respective buildings. The vendor may be asked to wear protective foot coverings or supply drop cloths to minimize impact to newly finished surfaces. Failure to properly clean may result in another contractor performing the cleanup work and back charging it to the vendor.

1.58.5 Change order control

Once selected, the vendor shall submit all change orders to the District’s designated representative for approval. The District will not be responsible for work performed beyond the contract scope without a signed change order.

1.58.6 Safety considerations

The awarded vendor is solely responsible for the installation method and integrity of all installations. The vendor shall be responsible for ensuring the safety of the proposed installation in all cases. A minimum five-year warranty on workmanship is required.

Door Access Control System Specifications

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2 DOOR ACCESS CONTROL SYSTEM

2.1 PROJECT SCOPE

The District is seeking new Door Access Control system for all District buildings that integrates with the existing Avigilon video surveillance system. The list of buildings in scope, including their address, is included in Section 1.2, Project description of the RFP.

The solution required includes the following components:

a. New Door Access Control system

b. Demo of existing Door Access Control system components

c. Cabling, installation, and integration services

d. Warranty services

e. Training services (at no charge to the District)

The total base proposal must include all associated costs, including, but not limited to, shipping, handling, insurance, equipment, cabling, installation, integration, testing, commissioning, and service costs.

Detailed specifications/requirements for each of these categories are provided later in this section and in Appendix A. Device counts per building are also included in Appendix A. Prints showing the placement of devices and the locations of equipment rooms within each school building are included in Appendix B.

Vendors shall be responsible for reviewing the placement and recommending any changes necessary to improve coverage or the performance of the proposed system.

2.2 CURRENT STATE

The District currently has a DSX door access control system in all existing instructional buildings.

The District also has an Avigilon video surveillance solution based on Avigilon Control Center 7 video management server (VMS), which will be upgraded Avigilon Unity Video 8 in the Summer of 2025. The proposed door access control system must seamlessly integrate with this solution.

In addition to that, the District also has a Carehawk public address system for audible and visual notifications, that is based on the CH-2000 solution, and is equipped with GPIO input/output contract closure devices in every building. The proposed door access control system must integrate with this system based on the District’s lockdown protocols.

Finally, the District has fire systems in all buildings, and some sections of the buildings have fire doors that may need to be closed by the door access control system in the event of a lockdown. For this purpose, the proposed solution must provide the ability to integrate with the fire system at each building. Any connection to the fire system will be terminated by the District’s fire contractor into ports provided by the door access control system and in accordance with pertinent standards and regulations.

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2.3 SOLUTION OVERVIEW

The door access control (DAC) solution will consist of:

• Providing and installing new interior and exterior DAC components (card readers, video intercom stations, intercom master consoles, door release buttons, panic/lockdown buttons, etc.).

• Demo of existing DAC components that cannot be reused and replacement with newly provided DAC components when applicable.

• Providing and installing all appropriate cabling to connect newly installed DAC components to network switches or control panels.

• Integrating newly provided DAC components to District-provided elements (handicap operators and magnetic door locks) as needed.

• Providing and installing additional control panels or system components as required.

• Configuring and programming DAC per District-provided door schedules and other door access control requirements (e.g., lockdown initiation and reset conditions, notifications to external third parties for emergency response, etc.).

• Configuring and programming card readers.

• Testing each DAC component to verify proper operation.

• Installation and integration services, warranty, and training as required in this RFP (training to be provided at no cost to the District).

2.3.1 Device counts and placement

Please refer to Appendix A for the required quantity of devices per building, and to Appendix B for detailed information about the location of DAC components, main offices, and equipment rooms. The vendor shall be responsible for reviewing prints to thoroughly familiarize themselves with the proposed installation environment.

The vendor will prepare its bid including all the components required in Appendix A, that is, assuming new components are required for all buildings. During the pre-installation walkthrough for each building, the vendor will be responsible for determining what, if any, existing components can be reused.

The final determination on whether to reuse existing components or replace with them new will be made by the District for each building and formalized via a change order.

The vendor will provide in Appendix A the unit pricing for adding or removing individual DAC components and ancillary systems to provide the District the ability to address changes identified during the implementation through the use of change orders.

2.3.2 Safety certification

It is expected that all products provided are certified by Underwriters Laboratories according to their defined safety standards. If the proposed products do not align with these safety certifications, the District reserves the right to request alternative materials that meet the safety certification requirements at no extra cost. This includes the following:

Door Access Control System RFP Page 22 of 46

• UL 60950-1 – Information Technology Equipment – Safety – Part 1: General Requirements

• UL 294 – Standard for Access Control System Units.

• NFPA 262 (formerly UL910) – Standard Method of Test for Flame Travel and Smoke of Wires and Cables for Use in Air-Handling Spaces

2.3.3 Additional components for completeness of solution

If the proposed solution requires any additional components from the District (e.g., server needed for District-wide operation, management, failover functions, etc.) to meet the functional requirements of the solution that are not included in the bid, the vendor must:

1. Identify such requirements and their purpose

2. Identify the cost to the District for these components

3. Include this information in the bid

Failure to disclose additional components and estimated costs that are required to deliver the described functionality but are not included as a part of the bid will be grounds for disqualification of the bid, or the vendor will be responsible for providing the missing components at no additional cost to the District.

2.3.4 Note on installation schedule for buildings undergoing construction

Construction work at Central High School will occur in phases during a long timeframe that includes periods during which the school will be in session. The areas undergoing construction will be closed to the public, and the activities performed in those areas will be temporarily relocated to other areas of the building. Pine Ridge Elementary School is currently undergoing construction that will end in August 2025.

Northern Hills Middle School, Ada Elementary School, and Meadowbrook Elementary School are set to begin renovations in 2026 that will conclude after this project ends. In the event that a building is under construction while the door access control system is being installed, the awarded vendor will coordinate their work around the construction schedule.

Notes:

4. Depending on the construction phasing schedule, it may be necessary to remove active and passive components in certain areas or equipment rooms, coil and label associated cables, and then reinstall them after construction in those areas or equipment rooms has been completed.

5. Due to the complexity of the construction schedule the awarded vendor’s installation site supervisor or project manager is required to attend all construction meetings and work in close coordination with the construction project manager of each building under construction at the time of the door access control system installation.

For the purposes of the bid, the vendors will quote all systems as if installed completely. The vendors will also provide unit pricing for demo, storage, and re-install at a later date for all components of the door access control system in Appendix A, so change orders can be created to accommodate the additional

Door Access Control System RFP Page 23 of 46 rework. For rework that needs to occur after the 2-year lifespan of the project, a reasonable rate increase based on market conditions will be agreed upon between the District and the vendor.

For the vendor’s reference, the following table provides details on the anticipated construction work at each building:

School building Planned construction work during the lifespan of the project

Secondary schools Central High School June 2025 – August 2027 Central Middle School N/A (Completed) Eastern Middle / High School N/A (After 2027) Northern High School N/A (After 2026) Northern Hills Middle School March 2026 – June 2028 Elementary schools Ada Elementary School June 2026 – September 2028 Ada Vista Elementary School N/A (Completed) Central Woodlands 5/6 School N/A (After 2028) Collins Elementary School N/A (Completed) Goodwillie Environmental 5/6 School N/A (After 2027) Knapp Forest Elementary School N/A (After 2026) Meadow Brook Elementary School June 2026 – September 2028 Northern Hills Flex N/A Northern Trails 5/6 School N/A (After 2028) Orchard View Elementary School N/A (Completed) Pine Ridge Elementary School To be completed by August 2025 Thornapple Elementary School N/A (Completed) Other buildings Administration Building N/A (Completed) Community and Aquatic Center N/A (After 2026) Fine Arts Center N/A (After 2028) Food Services N/A Maintenance N/A New Aquatic Center October 2025 – October 2027 Operations N/A Transportation N/A (After 2029)

Note: Additional work required to address changes in the anticipated construction schedule will be based on change orders that utilize the unit pricing and hourly rates provided by the vendor in Appendix A.

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2.3.5 Networking and data center infrastructure

The District will provide the network switches required to provide connectivity and PoE power to DAC components. For that purpose, the vendor must indicate the quantity of ports and power requirements at each equipment room within the buildings in scope. Note that the existing network switch ports can provide up to 30 watts of power.

The vendor will NOT be responsible for making changes to the current data network. However, the vendor will clearly identify in their proposal the physical and logical requirements from the data network.

The District can also provide the required server/virtualization/storage resources to run the access control management system. For that purpose, the vendor must indicate in the proposal the requirements related to CPU processing capacity, memory, storage, and installation in high-availability configuration.

2.4 DOOR ACCESS CONTROL SYSTEM SPECIFICATIONS

2.4.1 Door access control management system

The proposed access control management system will integrate and provide administrative control for the existing card readers and other existing door access control (DAC) components. It should also integrate with the existing Avigilon VMS system and the District’s Active Directory (AD) as described in this document. The requirements for the access control management system shall maintain the following:

i. The system should support a minimum of 10,000 active card users.

ii. The system must be capable of exporting/importing access control system user information, including proximity card information.

iii. The system must be able to be managed from a centralized portal with graphical user interface (GUI) through the use of a standard browser.

iv. The system must allow administration of the door access control solution (including the addition/removal of users, tracking logs/events, etc.) from a mobile phone.

v. The system must allow assignment of users to zones and allow each user to have access to specific zones or specific…