FHPS PA & Clock System RFP APP A.xlsx
XLSX spreadsheet 81 KB Posted
- Attached to
- Request for Public Address & Clock System
- Solicitation number
- RFP FHP 210000000610 2
- Issued by
- Kent County, Grand Rapids City, Michigan
About this file
This is an Appendix A Required Forms List for a Public Address and Clock System Request for Proposal issued by Forest Hills Public Schools. The RFP solicits proposals for a comprehensive public address and clock system to serve Orchard View Elementary School across five building units. The project requires vendors to supply and install speaker systems (83 ceiling speakers, 4 wall speakers, and 7 outdoor speakers), digital clocks (51 single-sided and 17 dual-sided units), alert systems including 41 emergency buttons, strobe lights, cabling infrastructure, and integration services. All responses must include detailed bills of materials, equipment specifications with manufacturer information, compliance statements, and three-year hardware warranties with optional five-year extended warranty pricing. The proposal requires itemized pricing by building unit and must address technical specifications covering classroom speakers, hallway speakers, large gathering area speakers, outdoor speakers, network clocks, alert system integration, two-way communication capabilities, connectivity requirements, and a web-based management system with comprehensive functionality.
All bid responses must include seven mandatory forms submitted in Microsoft Excel format: Proposal Summary Form, Non-Familial Relationship Affidavit, School Safety Affidavit, Comply Exception Form, Iran Economic Sanctions Act Affidavit, Vendor Questionnaire, and detailed Technical Specifications and Pricing Response Forms. The vendor questionnaire requires submission of company background information, bonding and insurance limits, references, personnel qualifications, service capabilities including hourly rates and response times, and confirmation of compliance with outlined implementation schedules and technical requirements. Vendors must confirm that licensing for the system is provided in perpetuity without recurring fees and clarify whether pricing is dependent on single-vendor award or allows for partial awards. All submissions must be notarized where required and include acknowledgment of addenda. Failure to submit any required form may result in bid rejection.
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Required Forms List
APPENDIX A
REQUIRED FORMS LIST - Electronic Copy Must be submitted in Microsoft Excel format (See Section 1.4 of the RFP for Submittal Requirements)
| REQUIRED FORMS: |
| The following forms MUST be submitted as a part of your RFP Response |
| Non-familial Relationship Affidavit |
| School Safety Affidavit |
| Comply Exception Form |
| Iran Economic Sanctions Act Form |
| Proposal Summary Form |
| Vendor Questionnairre |
Your bid response must include a completed copy of each form above, in the order listed above. An electronic copy of these forms in a Microsoft Excel (.xls) format must also be submitted. Failure to submit each of the above forms may be cause for rejection of the bid response.
| &"+,Regular"&10Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System RFP | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by:&"+,Regular" Plante Moran &"Lato,Regular"&8&P/&N
Proposal Summary
| Proposal Summary |
| * Notice to vendors: Please place in front of bid packet as first page * |
| Company Name |
| Proposal Preparer |
| Phone Number |
| Fax Number |
| Email Address |
| TOTAL BASE BID COST (3-Year Cost) |
| The undersigned, the owner or authorized officer of ___________________________ (the "Contractor"), pursuant to the familial disclosure requirement provided in the Forest Hills Public Schools (the "District") Request for Proposal for Public Address & Clock System, hereby represents and warrants that, except as provided below, no familial relationships exist between the owner or any employee of the Contractor and any member of the Board of Education of the School District or the Superintendent of the School District. A list of the School District's Board of Education members at its Superintendent may be found on the District website. |
Addendum Number Dated Initials
| Other Acknowledgments |
| On this ______________day of ________________, 20____, the undersigned declares that he/she has carefully examined the Instructions/Conditions for this Bid and will honor all purchase orders, prices, and specifications set forth in the Request for Proposal. |
The undersigned understands that the Forest Hills Public Schools reserves the right to accept or reject in whole or in part any and all Proposals, to waive informalities and irregularities therein, to award the contract to other than the lowest bidder, and to award the Contract to one (1) or more Contractors in the Forest Hills Public Schools's sole and absolute discretion. If award is made to our firm based upon our Proposal, we agree to enter into the attached form of Contract with the Forest Hills Public Schools to furnish the proposed solution and/or services in strict accordance with the Request for Proposals, the Contract, the Use Agreement, and our Proposal.
My signature certifies that the Proposal as submitted complies with all terms and conditions as set forth in the Request for Proposals, unless specifically enumerated as an exception as part of our Proposal. I hereby certify that I am authorized to sign as a Representative for the firm.
CONTRACTOR HEREBY SUBMITS THIS PROPOSAL PRICING FORM IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THE RFP.
| Name of Company |
| Authorized Signature |
| Printed Name |
| &"+,Regular"&10Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System RFP | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by:&"+,Regular" Plante Moran &"Lato,Regular"&8&P/&N
Non-Familial Relationship
| Non-Familial Relationship |
| Affidavit |
| THE AFFIDAVIT SET FORTH BELOW MUST BE EXECUTED ON BEHALF OF |
THE VENDOR AND FURNISHED WITH EVERY BID
| State of |
| County of |
| Tax ID Number |
The undersigned, the owner or authorized officer of ___________________________ (the "Contractor"), pursuant to the familial disclosure requirement provided in the Forest Hills Public Schools (the "District") Request for Proposal for Public Address & Clock System, hereby represents and warrants that, except as provided below, no familial relationships exist between the owner or any employee of the Contractor and any member of the Board of Education of the School District or the Superintendent of the School District. A list of the School District's Board of Education members at its Superintendent may be found on the District website.
List any Familial Relationships (If "no exceptions", please state)
| Contractor: |
| By: |
| Its: |
SWORN TO and subscribed before me, a Notary Public, in and for the above named State and County this day of ________, ___________.
| (Notary Public) |
| _________________ County, _________ |
| My Commission Expires: |
| Acting in the County of: |
| &"+,Regular"&10Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System RFP | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by:&"+,Regular" Plante Moran &"Lato,Regular"&8&P/&N
School Safety Affidavit School Safety Affidavit
THE AFFIDAVIT SET FORTH BELOW MUST BE EXECUTED ON BEHALF OF
THE VENDOR AND FURNISHED WITH EVERY BID
| The Board of Education will not accept this bid without this completed, signed and notarized form |
| School Safety Legislation |
| State of |
| County of |
__________________ , the authorized officer of ______________ (the "Contractor") being duly sworn, certifies, warrants and represents that any and all persons who will work directly or indirectly for the Contractor, including but not limited to employees, agents, vendors, subcontractors or consultants, and who will work at or on any School district property, shall, at all times, be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 3801230d, and 380.1230g and have not been convicted of any "listed offenses". In this regard, Contractor agrees, without limitation, to report within 3 business days to the School District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Code or a substantially similar law, and to immediately report to Forest Hills Public Schools if that person is subsequently convicted, pleads guilty or pleads no contest to that crime.
Exceptions:
(If no exceptions, please state "none")
(Affiant) SWORN TO and subscribed before me, a Notary Public, in and for the above named State and County this
_______ day of ________, _________.
(Notary Public)
| &"+,Regular"&10Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System RFP | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by:&"+,Regular" Plante Moran &"Lato,Regular"&8&P/&N
Comply Exception Comply Exception
| The vendor must clearly indicate whether you either comply or take an exception to any of the sections in this RFP, including all Appendices. A completed form MUST be submitted with every response. |
| Please indicate any sections below that you do not comply with and please |
state your exception and a reason.
Section # RFP Item Exception / Reason
By signing below, you indicate the you fully comply with the RFP, including all parts (RFP, Attachments, Standard Agreement), except as noted above. We agree that if award is made to our firm based upon our Proposal, we agree to enter into the Standard Agreement included in the RFP and furnish the Services in strict accordance with this Request for Proposal, the Standard Agreement and our Proposal
| Signature: |
| Printed Name: |
| Title |
| &"+,Regular"&10Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System RFP | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by:&"+,Regular" Plante Moran &"Lato,Regular"&8&P/&N
Iran Economic Sanctions Act Iran Economic Sanctions Act
| The Board of Education will not accept this bid without this completed, signed and notarized form |
| AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT |
Michigan Public Act No. 517 of 2012
The undersigned, the owner or authorized officer of the below-named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Forest Hills Public Schools (the “School District”) Request For Proposals For Public Address & Clock System (the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing any services under the contract.
The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date it is determined that the person has submitted the false certification.
CONTRACTOR:
| By: | Name of Contractor |
| Its: | |
| Date: |
| STATE OF | ) | |
| ) | ss. | |
| COUNTY OF | ) |
This instrument was acknowledged before me on the ____ day of __________, 20__, by
| , Notary Public | |
| County, | |
| My Commission Expires: | |
| Acting in the County of: |
| &"+,Regular"&10Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System RFP | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by:&"+,Regular" Plante Moran &"Lato,Regular"&8&P/&N
Vendor Questionnaire
| Vendor Questionnaire |
| General |
| Company name |
| Street address |
| City, state, zip |
| Contact name |
| Phone |
| Services provided by your firm: |
| Primary |
| Secondary |
| Business structure (corporation, partnership, sole proprietor, other) |
| Number of years in business as the company named above: |
| Work Force: |
| Administrative |
| Field |
| Other |
| Total |
| Companies largest single contract: |
| Annual gross revenue for last three (3) years: |
| 2019 |
| 2018 |
| 2017 |
| Bonding Limits |
| Single Project |
| Aggregate Project |
| Contact who can verify limits |
| Insurance limits (attach a certificate as well) |
| Geographical area of operations for your firm: |
| Please confirm that your hardcopy bid is identical to the electronic copy of the bid. |
| Signature: |
| Printed name: |
| References |
| Reference 1 |
| Organization name |
| Contact name |
| Contact phone |
| Contact email |
| Project description |
| Dates |
| Reference 2 |
| Organization name |
| Contact name |
| Contact phone |
| Contact email |
| Project description |
| Dates |
| Reference 3 |
| Organization name |
| Contact name |
| Contact phone |
| Contact email |
| Project description |
| Dates |
| Personnel |
| Project personnel |
| # of crews |
| # of staff per crew |
| Composition of crew |
| Average experience of crew |
| Service |
| Is on-site service available? |
| Hourly service rates for system-certified technicians: |
| Normal: |
| After hours: |
| Sunday / holiday: |
| Is there a trip charge? |
If so, what is the trip charge?
If no trip charge, is travel time charged?
If so, explain:
What is the normal service call response time?
Guaranteed maximum?
What is the emergency service call response time?
Guaranteed maximum?
| How do you define an emergency? |
| Explain your established trouble reporting procedures |
| Explain your policy for supporting customers who desire service on a Time & Materials basis - must they commit to a maintenance contract? |
| Do you prioritize maintenance customers over Time & Materials customers? |
| Solution |
| Please indicate any assumptions you made in your proposal. |
| Are you comfortable with the outlined implementation schedule and the work hours? |
| Please confirm that you have included all required solution components for the quantities listed in this appendix and on the prints, and if your proposal does not include enough you will include these at no additional charge. |
| Please confirm that you understand and agree with all the UTP cable and speaker wiring installation requirements set forth in the RFP document |
| Please confirm that you understand and agree with all the system installation and integration services requirements set forth in the RFP document |
| Please confirm all licensing for the Public Address & Clock System is provided in perpetuity, and the periodic or recurring payment of fees is not required. |
| Is your pricing dependent on all sections being awarded to a single vendor, or can a portion be awarded to you independent of other sections? |
| &"+,Regular"&10Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System RFP | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by:&"+,Regular" Plante Moran &"Lato,Regular"&8&P/&N
Technical Specifications
| Equipment Specifications | ||
| This spreadsheet is to be used to provide detail on the equipment necessary to fulfill the requirements as requested in the RFP. Indicate in the right column what brand and model you are proposing, and whether you comply, take exception or exceed the required spec. If exceed or exception, please describe. | ||
| Item | Requirement | Vendor Response |
Model/Comply/Exceed/Exception with explanation or requested information
| SPEAKER SYSTEM | |
| Speakers for classrooms and offices | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Speaker type | Vendor to indicate if proposed speaker is 4ohm, 8ohm, 70V, 100V, IP-based, or other |
| Two-way communication | Vendor to confirm speaker system has built-in microphone to allow for two-way communication with the main office. |
| Power input | Vendor to indicate if proposed speaker is powered by PoE, PoE+, and/or AC |
| Mounting | Vendor to indicate if proposed speakers ares ceiling mount, wall mount or mounted with clock |
| Volume | Vendor to confirm if possible to adjust the volume of each speaker. |
| UL certification | Vendor to confirm UL certification |
| Specifications | Vendor to indicate compliance or deviation from suggested minimum technical specifications, including: 4~5W RMS output power, multiple power taps, 8” cone, 45Hz~18KHz frequency range, 95 dBspl minimum sensitivity, metal grille or box. Functionally comparable alternatives can be considered depending on the technology used. |
| Speakers for hallways | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Speaker type | Vendor to indicate if proposed speaker is 4ohm, 8ohm, 70V, 100V, IP-based, or other |
| Power input | Vendor to indicate if proposed speaker is powered by PoE, PoE+, and/or AC |
| Mounting | Vendor to indicate if proposed speakers ares ceiling mount, wall mount or mounted with clock |
| Volume | Vendor to confirm if possible to adjust the volume of each speaker. |
| UL certification | Vendor to confirm UL certification |
| Specifications | Vendor to indicate compliance or deviation from suggested minimum technical specifications, including: 8~12W maximum output power, multiple power taps, 8” cone, 65Hz~17KHz frequency range, 96~99 dBspl sensitivity, metal grille or box. Functionally comparable alternatives can be considered depending on the technology used. |
| Speakers for large indoor gathering areas | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Speaker type | Vendor to indicate proposed speaker type (e.g., surface mount box speakers, wide-angle dispersion horn loudspeaker, focused long-throw loudspeaker, etc.) |
| Power input | Vendor to indicate if proposed speaker is powered by PoE, PoE+, and/or AC |
| Mounting | Vendor to indicate if proposed speakers ares ceiling mount, wall mount or mounted with clock |
| UL certification | Vendor to confirm UL certification |
| Specifications | Vendor to indicate compliance or deviation from suggested minimum technical specifications, including: 8~12W maximum output power, multiple power taps, 8” cone, 65Hz~17KHz frequency range, 96~99 dBspl sensitivity, metal grille or box. Functionally comparable alternatives can be considered depending on the technology used. |
| Speakers for outdoor areas | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Speaker type | Vendor to indicate proposed speaker type (e.g., surface mount box speakers, wide-angle dispersion horn loudspeaker, focused long-throw horn loudspeaker, etc.) |
| Power input | Vendor to indicate if proposed speaker is powered by PoE, PoE+, and/or AC |
| Mounting | Vendor to indicate mounting options for outdoor speakers |
| Outdoor installation | Vendor to confirm outdoor speaker is weather-proof and has vandal resistance enclosure. |
| Cage | Vendor to confirm that a protective metallic cage will be provided when using horn speakers. |
| UL certification | Vendor to confirm UL certification |
| Specifications | Vendor to indicate compliance or deviation from suggested minimum technical specifications, including: 15W output power for box-type speakers covering nearby areas and 30W for horn-type speakers covereing wide or long areas, 200Hz~15KHz frequency range, 121dBspl for 15W and 125dBspl for 30W, metal box or horn. Functionally comparable alternatives can be considered depending on the technology used. |
| Mount brackets | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model names and numbers for the proposed mount brackets for ceilings, walls and outdoor structures |
| UL certification | Vendor to confirm UL certification |
| CLOCK SYSTEM | |
| Digital network clocks | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Size and type of display | Vendor to indicate size and type of display (e.g., LED, LCD, etc.) |
| Power input | Vendor to indicate if proposed clock is powered by PoE, PoE+, and/or AC |
| Sync | Vendor to confirm clock is synchronized by NTP |
| Minimum technical specifications | Clock display will be a minimum of four inches high with a minimum of four digits. |
| Countdown | Vendor to indicate compliance with countdown feature during class change. |
| Visual announcements | Vendor to indicate capability to display visual announcemnets and emergency messages using scrolling text. |
| UL certification | Vendor to confirm UL certification |
| ALERT SYSTEM | |
| Integration with External Systems | |
| Functionality | Vendor to explain how integration with external systems is achieved, including brand/model of any additional device for such purpose. |
| Power input | Vendor to indicate if proposed module is powered by PoE, PoE+, and/or AC |
| Functionality | System must provide I/O inputs from sensors or to receive alerts from external systems (e.g., fire or security systems), and I/O outputs to activate relays or emergency systems (e.g., sound alarms to buzzer, horn or bell, and visual alerts to external lights or strobes). |
| Visual alert systems | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Functionality | Strobe with flashing lights that provide bright and visible indication that the paging system is engaged. |
| ADD ALTERNATE 1 - Emergency buttons | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Functionality | Classroom button to send and alert notification to the main office in case of an emergency. |
| Form factor | Vendor to specify form factor and options available: visible, conceiled, with cover or other mechanism to prevent accidental activation. |
| UNIT PRICING - Message boards | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Functionality | Vendor to indicate compliance with: System to display time as well as visual announcements and emergency messages via scrolling text. Must display countdown feature during class change. |
| TWO-WAY COMMUNICATION SYSTEM | |
| UNIT PRICING - Intercom endpoints | |
| Functionality | Vendor to provide unit pricing for wall mounted intercom stations to be installed in classrooms or other instructional areas to receive intercom calls from or initiate intercom calls to management system console of the building. |
| IP Phones | |
| Calls from inside the building | Vendor to confirm that the district’s existing desktop IP phones connected to the building LAN and integrated to the school IP PBX system can be used to initiate paging announcements and intercom calls via SIP protocol. |
| Calls from outside the building | Vendor to confirm that any device capable of voice communication to the public switched telephone network (PSTN) must be able to initiate paging announcements (and intercom calls if configured to do so), by dialing to specific phone numbers and extensions associated with the district or building IP PBX and optionally following voice prompted actions and using the phone keypad to generate DTMF tones. |
| CONNECTIVITY | |
| UTP Cabling | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Specifications | Vendor to confirm proposed UTP cable is Cat 6 or higher, capable of supporting PoE/PoE+ (IEEE 802.3af/802.3at), operating at 250MHz.. |
| Plenum-rating | Vendor to confirm all UTP cabling above the ceiling will be plenum-rated. |
| Speaker Wiring | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Plenum-rating | Vendor to confirm all wiring for speakers above the ceiling will be plenum-rated. |
| Local room wiring | Vendor to confirm cable gauge for local room wiring of speakers. |
| Homerun wiring | Vendor to confirm cable gauge for homeruns from speakers to amplifiers in the IDF or MDF. There should be no more than 10 speakers per homerun. |
| Patch Panels | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Patch cables | Vendor to confirm all patch cables required for connecting the proposed hardware will be supplied. |
| Device End Termination (MTPL) | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| MANAGEMENT SYSTEM | |
| Management System | |
| Manufacturer | Vendor to indicate manufacturer |
| Model Name | Vendor to indicate model name and number |
| Vendor to confirm compliance with stated functionality and provide requested information | The centralized management system must be a web-based application running on standard computing infrastructure (headend server/storage system). The necessary computing infrastructure will be provided by the district, at the district’s centralized data center. The vendor must indicate the required processing, memory, storage and Internet connectivity bandwidth required at the data center and at each building. |
| Vendor to confirm compliance with stated functionality | All head-end equipment shall be installed at the main distribution frame (MDF) and designated intermediate distribution frames (IDF) on of each building. The consoles shall be installed at the main building offices. |
| Vendor to confirm compliance with stated functionality | District-wide functionality should be available to allow for the centralized configuration, management, and monitoring of all the endpoints in all school district buildings. |
| Digital Console | |
| Vendor to confirm compliance with stated functionality | The vendor must provide unit pricing for a digital console that can provide intuitive and flexible interaction, ease of configuration and modification of programming settings, and allow for other functionalities described in this document. |
| Vendor to confirm compliance with stated functionality | Minimum requirements: 21" or larger touchscreen monitor with Full HD resolution (1920 x 1080 pixels) or better, with solid construction, anti-glare finish, and multiple input connectors, including USB, HDMI, VGA, DisplayPort. Built-in speaker and mic, plus 3.5mm TRRS balanced stereo audio jack(s) for headset with earplugs and mic, line level to/from multimedia devices, and output to external speakers. Bluetooth and/or WiFi must also be supported to allow for injection of media content without need for physical cabling. |
| Vendor to confirm compliance with stated requirement | Vendor must provide a wall-mounted faceplate with three buttons that can be used to activate pre-recorded announcements for severe weather, shelter in place, and lockdown conditions. It should include a transparent cover to prevent accidental activation. |
| Vendor to confirm compliance with stated requirement | Vendor must provide a wall-mounted faceplate with 3.5mm input to connect a microphone or and external multimedia source to the public address system. |
| Vendor to confirm compliance with stated requirement | Vendor must provide a desktop microphone that can be connected to the digital console or the wall-mounted faceplate. |
| Web Based Solution | |
| Vendor to confirm compliance with stated functionality | Ability to manage live broadcast audio announcements, pre-recorded messages, background music, and bell tones according to predefined schedules. |
| Vendor to confirm compliance with stated functionality | Solution must permit system configuration setting, remote control of endpoints, and system monitoring. This includes the ability to do centralized firmware upgrade of endpoint systems, and the automated reporting of system abnormalities or alerts via email and SMS to the system administrator as well as real time event and alarm notification, system logs and audit trails. |
| Paging Functionality | |
| Vendor to confirm compliance with stated functionality | If the solution pricing is based on paging zones, the base bid must include at minimum 6 zones per building. Vendor must specify the amount to add/deduct to increase or decrease the quantity of zones in each building. |
| Vendor to confirm compliance with stated functionality | Simple paging functionality for live broadcast announcements to single classroom, group of classrooms, the entire school building, or the whole school district. |
| Vendor to confirm compliance with stated functionality | Paging audio must be free from distortion, clear or noise, and intelligible. |
| Vendor to confirm compliance with stated functionality | The system must allow the definition of paging alerts that broadcast different messages to different zones (e.g., “remain inside” to indoor areas, “come inside” to outdoor areas). |
| Vendor to confirm compliance with stated functionality | Functionality to queue announcements to playback at a specific later time. |
| Vendor to confirm compliance with stated functionality | Functionality to assign priority levels to different types of announcements, interrupt low priority level announcements to give way to critical announcements, and resume their playback afterwards. |
| Vendor to confirm compliance with stated functionality | Pre-loaded factory settings optimized for mass communication in K-12 educational facilities. |
| Graphical user interface (GUI) | |
| Vendor to confirm compliance with stated functionality | The following functionality must be available via web browser, mobile app or digital console. |
| Vendor to confirm compliance with stated functionality | Interactive school building map with room numbers, with flexibility to select and define paging zones, add or remove rooms, or conduct search to find rooms. |
| Vendor to confirm compliance with stated functionality | Graphical user interface (GUI) with drill-down functionality to go from district-wide map to individual school building maps and to specific zones map. |
| VoIP Integration | |
| Vendor to confirm compliance with stated functionality | Integration with school VoIP system via SIP trunk, with support for G.711 μ-law/A-law (narrowband) and G.722 (wideband) VoIP codecs. |
| Vendor to confirm compliance with stated functionality | SIP paging functionality to allow phone calling to numbers within the IP PBX school system for paging endpoint devices (using multicast or unicast to communicate via VoIP or audio over Ethernet). |
| Vendor to confirm compliance with stated functionality | DMTF tone authentication required for any user attempting to broadcast or change configuration or programming settings on the system over the phone. |
| Bell Scheduling | |
| Vendor to confirm compliance with stated functionality | Bell scheduling software, with flexibility to customize time periods, per day, per week, per school year, including A days and B days, half-days, exam-days, delayed-start days, assembly days, no-school teacher workdays, and special events, as well as customize bell tones. |
| Vendor to confirm compliance with stated functionality | The system must permit remote modification of the bell scheduling via mobile app, web portal, and/or voice call with voice prompted actions. |
| Vendor to confirm compliance with stated functionality | There must be no limit to the quantity of schedules supported for each school building. Each school building should maintain a separate database or configuration file with its program schedule/calendar. |
| Vendor to confirm compliance with stated functionality | The system must permit the configuration of an independent bell schedule for some specific rooms within the school building. |
| Vendor to confirm compliance with stated functionality | The system must permit the digital clocks or message boards to display a countdown sequence associated to a bell ring. |
| Vendor to confirm compliance with stated functionality | The system must allow the bell schedule to be temporarily muted in specific rooms. |
| Integrations | |
| Vendor to confirm compliance with stated functionality | LDAP or SAML integration with domain controller for authentication, authorization and accounting/audit, to grant access to the system, determine the privilege level and available functionalities based on the predefined user role, and maintain and access log of events. |
| Streaming Functionality | |
| Vendor to confirm compliance with stated functionality | The system must permit high quality music or voice streaming to endpoint system devices. |
| Vendor to confirm compliance with stated functionality | Storage capability for more than 200 hours of prerecorded messages, music, tones and sounds in multiple formats, including .wav and .mp3. Ability to gain control for each individual message, music, tone or sound must be individually configurable to different volume levels. |
| Vendor to confirm compliance with stated functionality | Flexibility to control audio source, e.g., to playback from external multimedia device connected via line input or play prerecorded song as background music, and control the audio levels of networked output devices. Ability to gain control from each individual source must be individually configurable to different volume levels. |
| Additional Functionality | |
| Vendor to confirm compliance with stated functionality | Simultaneous visual paging of prerecorded text messages on message boards and capable digital clocks, and activation of visual alert systems (e.g., strobes). Visual messaging must be ADA compliant. |
| Vendor to confirm compliance with stated functionality | Built-in web server for access from iOS, Android or Windows Mobile smartphones or tablets, and PCs or laptops running standard web browser software (e.g., Internet Explorer, Chrome, Safari, Firefox, etc.). |
| Vendor to confirm compliance with stated functionality | Synchronized clock functionality via network time protocol (NTP) for clock system endpoints, including support for multiple time zones. |
| Vendor to confirm compliance with stated functionality | Capability to export configuration file for backup purposes, and to import configuration file for quick recovery after disaster. |
| Stand Alone PA System Operation | |
| Vendor to confirm compliance with stated functionality | The public address system’s paging capability for mass announcement at the building level must be capable of at least 30 minutes of continued operation if a power outage occurs. For this, the district will provide PoE/PoE+ switches (as required by the vendor’s solution) with UPS backup power in the IDFs or MDFs. For this prupose the vendor will specify the required UPS capacity at each building. |
| Vendor to confirm compliance with stated functionality and provide requested information | If necessary, the vendor must provide the appliances required to guarantee autonomous operation of the Public Address System within each building, in case the communication with the district’s data center hosting the management system application is lost. The vendor will provide a narrative in their RFP response with a description of how this feature would function and the additional equipment required, if any. |
| Management System Software Requirements | |
| Installation package | The management software shall be packaged for installation in MSI installer package file format. |
| Privileges | The management software shall not require Windows administrative privileges to function. |
| Device drivers | Any device drivers required must be digitally signed. |
| ADD / ALTERNATE 2 - Public Safety Functionality | |
| Vendor to confirm compliance with stated functionality | The activation of a panic/duress button must allow, depending on the settings, activation of audible and visual signals, or send a discrete alert to the management system. It is highly desired that upon receipt of a discrete alert at the management system, the receipt of such alert can be acknowledged by the system operator, and an acknowledgment signal can be provided to the person that activated the button in a discrete way. |
| Vendor to confirm compliance with stated functionality | It must be possible to send discrete notifications (e.g., pop-up notifications in workstations or mobile devices) from the management system to all teachers and staff requesting them to confirm if their classroom or assigned area is safe or not, e.g., per lockdown protocols. |
| Vendor to confirm compliance with stated functionality | First responders can have district level system override capability to initiate paging or emergency alerts by web portal and also by calling a direct inward dialing (DID) number or extension of the district IP phone system. The system must allow flexible configuration of associated endpoint devices, zone groups and external I/O outputs, and guide the first responder through voice prompted actions. |
| Vendor to confirm compliance with stated functionality | The system must provide the ability to send automated pre-recorded text message alerts via email and SMS, and pre-recorded audio messages via voice call to first responders, based on pre-defined risk management protocols. |
| UNIT PRICING - Other functions | |
| Vendor to confirm compliance with stated functionality and whether or not such functionality is included in the proposed solution | The system must allow recording of two-way communications. |
| Vendor to confirm compliance with stated functionality and whether or not such functionality is included in the proposed solution | Text-to-speech functionality, and ability to initiate audible and visual paging messages via SMS. Libraries with multi-language packs and male and female voice options. |
| Vendor to confirm compliance with stated functionality and whether or not such functionality is included in the proposed solution | Sound masking to add natural or artificial sound (white or pink noise) to cover-up unwanted sounds; active noise control (ANC) or active noise reduction (ANR) to add second sound to cancel unwanted first sound; and/or sound reinforcement. May require ambient sensors and network collector device(s). |
| &"+,Regular"&10RFP - Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by: Plante Moran &"Lato,Regular"&8&P/&N
PA&C Base
| PA&C Base | ||||
| (Base Bid) Price Response Form | ||||
| This spreadsheet is to be used to quote the necessary equipment (hardware and software only), implementation, and warranties necessary to fulfill the requirements as requested in the RFP. Any equipment with itemized components must all be listed and priced accordingly. (e.g., Device consists of.....). Also indicate the standard warranty (in months) for each of the components/devices. Please use additional pages if necessary. All columns on the price response forms MUST be filled out appropriately. PLEASE NOTE THIS SPREADSHEET HAS NO FORMULAS OR LINKS. | ||||
| Item # | Product Description | Quantity | Unit Cost | Total Cost |
| Please provide itemized cost by building; insert lines to provide product details/numbers; See Appendix B for qty/requirements | ||||
| FHPS Orchard View Elementary School | ||||
| A.1 | Speaker System, Alert System, and Two-Way Communication System (Please include a detailed BoM) | |||
| Base warranty 3 years for hardware only | ||||
| Show 5-Year warranty cost in PA&C Options spreadsheet |
| <<insert more rows as needed>> |
| Sub-Total for Speakers, Alert, and Two-Way communication |
| A.2 | Clock System (Please include a detailed BoM) |
| Base warranty 3 years for hardware only | |
| Show 5-Year warranty cost in PA&C Options spreadsheet |
| <<insert more rows as needed>> |
| Sub-Total for Clock system |
| A.3 | Cabling (Please include a detailed BoM) |
| (Base bid warranty 15 years) |
| <<insert more rows as needed>> | |
| Sub-Total for Cabling | |
| A.4 | Installation/Integration Services |
| Training MUST be included at no cost to the District |
| <<insert more rows as needed>> |
| Sub-Total for Integration Services |
| A.5 | Others |
| < Please state if there are other costs> |
| <<insert more rows as needed>> |
| Sub-Total for Others |
Total for FHPS Orchard View Elementary School Public Address & Clock System (Base Bid)
Total Public Address & Clock System Cost (Enter total into Proposal Summary)
Authorized Representative Initials:
| &"+,Regular"&10RFP - Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by: Plante Moran &"Lato,Regular"&8&P/&N
PA&C Alt-Options
| PA&C Alt-Options | ||||
| Add Alternate and Options Price Response Form | ||||
| This spreadsheet is to be used to quote the necessary equipment (hardware and software only) to fulfill the requirements as requested in the RFP. Any equipment with itemized components must all be listed and priced accordingly (e.g., Device consists of.....). Also indicate the standard warranty (in months) for each of the components/devices. Please use additional pages if necessary. All columns on the price response forms MUST be filled out appropriately. PLEASE NOTE THIS SPREADSHEET HAS NO FORMULAS OR LINKS | ||||
| Item # | Product Description | Quantity | Unit Cost | Total Cost Change |
| Please provide itemized cost by building; insert lines to provide product details/numbers; See Appendix B for qty/requirements | ||||
| A | Base Bid Items - Unit Pricing | |||
| Public Address | ||||
| Classroom Speaker - Wall (including install, mounts, not cabling) | ||||
| Classroom Speaker - Ceiling (including install, mounts, not cabling) | ||||
| Classroom Speaker - Wall (including install, mounts, and cabling) | ||||
| Classroom Speaker - Ceiling (including install, mounts, and cabling) | ||||
| Speaker for large indoor areas - Wall (including install, mounts, not cabling) | ||||
| Speaker for large indoor areas - Ceiling (including install, mounts, not cabling) | ||||
| Speaker for large indoor areas - Wall (including install, mounts, and cabling) | ||||
| Speaker for large indoor areas - Ceiling (including install, mounts, and cabling) | ||||
| Speakers for outdoor areas - Box with cage (including install, mounts, not cabling) | ||||
| Speakers for outdoor areas - Horn (including install, mounts, not cabling) | ||||
| Speakers for outdoor areas - Box (including install and cabling) | ||||
| Speakers for outdoor areas - Horn with cage (including install and cabling) | ||||
| Labor cost to relocate indoor speaker | ||||
| Labor cost to relocate outdoor speaker |
| B | Clocks |
| Analog network clocks (including install, mounts, not cabling) | |
| Analog network clocks (including install, mounts, cabling) | |
| Digital network clocks (including install, mounts, not cabling) | |
| Digital network clocks (including install, mounts, cabling) | |
| Labor cost to relocate clock |
| C | Additional components and functionality |
| Add wall-mounted visible emergency button to classroom or instructional area (including materials and labor) | |
| Add conceiled emergency button installed under a desk to classroom or instructional area (including materials and labor) | |
| Add ceiling-mounted strobe to room that has been equiped with speaker (including materials and labor) | |
| Add wall-mounted strobe to room that has been equiped with speaker (including materials and labor) | |
| Add phone-based paging console | |
| Include additional paging zone |
| D | Cabling |
| Additional UTP Cat 6 cable run (including materials and labor) | |
| Additional UTP Cat 6a cable run (including materials and labor) | |
| 48-port patch panel Cat 6 | |
| 48-port patch panel Cat 6a | |
| Provide and install raceway (per feet) |
| E | Additional services that may be required due to construction work in the building |
| Cost to dismount and temporary store on District's premises one ceiling speaker | |
| Cost to dismount and temporary store on District's premises one wall speaker | |
| Cost to dismount and temporary store on District's premises one outdoor speaker | |
| Cost to dismount and temporary store on District's premises one digital clock | |
| Cost to dismount and temporary store on District's premises one dual sided clock | |
| Cost to dismount and temporary store on District's premises one strobe | |
| Cost to reinstall one ceiling speaker temporarily stored on District's premises | |
| Cost to reinstall one wall speaker temporarily stored on District's premises | |
| Cost to reinstall one outdoor speaker temporarily stored on District's premises | |
| Cost to reinstall one digital clock temporarily stored on District's premises | |
| Cost to reinstall one dual sided clock temporarily stored on District's premises | |
| Cost to reinstall one strobe temporarily stored on District's premises | |
| Additional cost to install one clock in a location where no pathway and box is provided by the District | |
| Additional cost to install one emergency button in a location where no pathway and box is provided by the District (requires raceway from the ceiling) |
| F | Add / Alternate times (provide pricing or indicate if functionality is included in base bid or not supported) |
| Add / Alternate 1 - Add emergency buttons for classroms | |
| Add / Alternate 2 - Add Public Safety functionality as described in technical specifications section | |
| Add / Alternate 3 - Use Cat 6a cabling and components | |
| Add / Alternate 4 - Extend warranty from 3 to 5 years |
| G | Optional Bid Items - Unit Pricing (provide unit pricing or indicate if functionality is included in base bid or not supported) |
| UNIT PRICING - Message boards (including install) | |
| UNIT PRICING - Intercom endpoints (including install) | |
| UNIT PRICING - Other functions | |
| Recording of two-way communications | |
| Text-to-speech functionality | |
| Ability to initiate audible and visual paging messages via SMS | |
| Libraries with multi-language packs and male and female voice options | |
| Sound masking | |
| Active noise control (ANC) or active noise reduction (ANR) |
H Note: All items above must include installation, implementation, testing, and documentation
| I | Others |
| <<insert more rows as needed>> |
Authorized Representative Initials:
| &"+,Regular"&10RFP - Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by: Plante Moran &"Lato,Regular"&8&P/&N
Device Inventory
| School Name | PA Speaker - Ceiling | PA Speaker - Wall | Outdoor speakers | DigitalClock | ||||
| - single side | Digital Clock | |||||||
| - dual side | Strobe | Emergency button | ||||||
| Orchard View - Unit A | 20 | 2 | 11 | 5 | 10 | |||
| Orchard View - Unit B | 19 | 10 | 4 | 3 | 8 | |||
| Orchard View - Unit C | 10 | 4 | 2 | 8 | 1 | 4 | 5 | |
| Orchard View - Unit D | 17 | 2 | 10 | 4 | 6 | |||
| Orchard View - Unit E | 17 | 1 | 12 | 3 | 12 | |||
| TOTAL | 83 | 4 | 7 | 51 | 17 | 7 | 41 |
| &"+,Regular"&10RFP - Appendix A | &"+,Bold"&11Forest Hills Public Schools |
| Public Address & Clock System | &"+,Regular"&10&A |
&"+,Bold"&8Prepared by: Plante Moran &"Lato,Regular"&8&P/&N
File details come from the government source that posted it. Updated .