FMS Class Intercom 2025 RFP (1).pdf

CONTENTS

SECTION 1.0 INTRODUCTION

1.1. GENERAL INFORMATION

1.2. BACKGROUND

1.3. OVERVIEW AND GOALS

1.4. ANTICIPATED CONTRACT TERM

SECTION 2.0 OFFEROR’S EXPERIENCE AND PERSONNEL

2.1. ORGANIZATIONAL EXPERIENCE

2.2. ORGANIZATIONAL PERSONNEL

SECTION 3.0 REQUIREMENTS AND SCOPE OF WORK

3.1. ACCESSIBILITY REQUIREMENTS

3.2. MANDATORY REQUIREMENTS

3.3. SCOPE OF WORK

SECTION 4.0 REQUESTED Proposal FORMAT

SECTION 5.0 EVALUATION METHODOLOGY

5.1. EVALUATION PROCESS

5.2. EVALUATION COMMITTEE

5.3. Proposal EVALUATION CRITERIA

5.4. DEMONSTRATIONS AND DISCUSSIONS

5.5. SINGLE Proposal

5.6. AWARD

SECTION 6.0 OTHER TERMS&CONDITIONS

6.1. OFFEROR INQUIRIES

6.2. CONFLICTS OF INTEREST/ETHICS/SUSPENSION AND DISBARMENT

6.3. PROTESTED SOLICITATIONS AND AWARDS

6.4. PERFORMANCE OUTSIDE OF COLORADO

6.5. MISTAKES AND MINOR INFORMALITIES IN OFFERORS PROPOSALS

6.6. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS

6.7. SUBMISSION OF CONFIDENTIAL OR PROPRIETARY INFORMATION

6.8. PROPOSAL RESPONSE MATERIAL OWNERSHIP

6.9. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

6.10. OFFEROR ACCEPTANCE OF SOLICITATION TERMS

6.11. TIMELINES OF PROPOSAL SUBMISSION

6.12. MODIFICATIONS AND/OR SUPPLEMENTAL INFORMATION

APPENDICES

APPENDIX A – Map APPENDIX B – 2025 Sample Contract

APPENDIX C - W9

APPENDIX D - Spec Sheet APPENDIX E - RFP Cover&Signature Page

APPENDIX F - Appendix F Admin Info

APPENDIX G - RFP

SECTION 1.0 INTRODUCTION

1.1. GENERAL INFORMATION

District 49 is located east of Colorado Springs and serves twenty public schools, 3 administration buildings, and nine charter schools along the eastern boundaries of Colorado Springs and in Peyton.

1.2. BACKGROUND

Odyssey Elementary has an outdated intercom and bell system that has recently had intermittent shutdowns and has become unreliable.

1.3. OVERVIEW AND GOALS

The purpose of Request for Proposal (RFP) 2025-FMS-0806 is to solicit and obtain, from licensed and qualified Contractors, labor and materials for the installation of a new intercom and bell system at Falcon Middle School.

1.4. ANTICIPATED CONTRACT TERM

1.4.1. The initial term of the awarded Contract is anticipated to begin on Spetember 19, 2025 and end on November 1, 2025. The total duration of the Contract, including all options are not anticipated to exceed December 1, 2025.

1.4.2. The District may extend the Contract beyond the anticipated term in accordance with the Colorado Procurement Code, and in the event that the District determines an extension is necessary.

1.4.3. The District may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the District chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

1.5. SCHEDULE OF ACTIVITIES

This Schedule of Activities is for information and planning purposes only. Schedules for Activities listed as “Estimated” may be subject to change depending on the needs of the District. All times are considered in Mountain Time (MT), as adjusted for daylight savings.

1-Solicitation Published via Proposalnetdirect.com - 8/6/25

2-Pre-Proposal Meeting (MANDATORY) - 8/14/25 9am

3-Written Inquiries Deadline Send Inquiries to Proposalnetdirect.com - 8/21/25 4pm MDT

4-Response to written inquiries; will be posted to Proposalnetdirect.com. - 8/27/25 4pmMDT

5-Proposal Submission Deadline - 9/4/25 2pm MDT

For this solicitation, proposals will be accepted using an online submission application (Proposalnetdirect.com). Hard copy submissions will not be accepted. To use the online submission application, please register for free at Proposalnetdirect.com. Please note the following:Offerors should submit one PDF file that contains all required proposal submission documents. The PDF file name should include the following title: RFP Number, RFP Title and also include the Offeror’s name.

6-Notice of Intent to Award Published on Proposalnetdirect.com (Estimated) - 9/12/24

8-Contract Execution (Desired) - 9/19/25

SECTION 2.0 GENERAL CONTRACTOR MINIMUM QUALIFICATIONS

2.1. ORGANIZATIONAL EXPERIENCE AND CAPACITY

2.1.1. To be eligible for this contract, offerors must have completed similar work at a school in the last 3 years.

2.1.2. Proven track record of managing and completing projects similar in scope and scale. Provide 3 references with project address, project budget, POC phone and Email.

2.1.3. Capacity to provide performance and payment bonds in the amount of $500,00, and liability insurance per the requirements in this RFP. Provide a letter from a bonding agency and certificate of insurance from the insurance company.

2.1.4. Capacity to begin project in September of 2025

2.2. ORGANIZATIONAL PERSONNEL

2.2.1. In order to successfully perform this work, the offeror must have personnel that has installed similar items at a school within the last 3 years.

SECTION 3.0 REQUIREMENTS AND SCOPE OF WORK

3.1. ACCESSIBILITY REQUIREMENTS

3.1.1. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. and 3) all District technology standards related to technology accessibility and with Level AA of the most current http://bidnetdirect.com http://bidnetdirect.com version of the Web Content Accessibility Guidelines (WCAG), incorporated in the District of Colorado technology standards.

3.2. MANDATORY REQUIREMENTS

Proposals must meet all mandatory requirements to be considered responsive. This includes timely submission in the required format, proof of valid contractor licensing in Colorado and the local jurisdiction, and the ability to provide 100% performance and payment bonds. Offerors must submit a certificate of insurance meeting the minimum coverage levels, demonstrate experience with similar renovation projects, and include resumes for key personnel such as the Project Manager and Superintendent. All required forms must be completed and signed, including acknowledgment of any issued addenda. Failure to meet any of these requirements may result in disqualification.

3.3. SCOPE OF WORK

This Scope of Work describes the deliverables sought through this RFP and the scope of what the awarded Offeror will be expected to offer through the contract resulting from this RFP. The Scope of Work is intended to provide interested Offeror’s with sufficient basic information to submit a proposal. It is not intended to limit a proposal’s content or exclude any relevant or essential data.

3.3.1. Removal and Disposal of Existing Equipment

* Remove all existing intercom and clock system equipment.

* If the new equipment does not cover existing wall or ceiling openings, the awarded Offeror must patch and finish those areas to match the surrounding material (e.g., drywall, ceiling tile, paint).

* For masonry or block surfaces, holes may be covered using painted plastic or metal plates.

* No old equipment may remain above ceilings, within walls, or in any concealed locations. All removed materials must be properly disposed of or

3.3.2. Installation of New Intercom System

* Install a new intercom head end, IP speakers, and classroom call buttons.

* Head end: Valcom VEIP6K-1 (already in the District’s possession).

* Classroom speakers: Wall-mount clock/speaker combination units with talk-back capability — Valcom VIP-431A-DS or equivalent Valcom wall-mount model.

* Hallway and other common area speakers do not require talk-back Functionality.

* Cabling must be installed above ceilings and independently supported per code — no resting on ceiling tiles.

* Terminate all cable runs at modular patch panels located before switches.

* Patch panels must be clearly labeled with the corresponding room number or name.

* The existing equipment rack is expected to be reused; final determination will be made during the pre-Proposal walk-through.

3.3.3. Training

* Provide one (1) in-person training session for up to five (5) school staff members, covering the features, functionality, and maintenance of the installed intercom system.

3.3.4. Deduct Alternate

* Provide a deduct alternate proposal to reuse existing hallway and common area speakers.

* This must include the use of appropriate gateways to convert legacy speakers to IP compatibility.

SECTION 4.0 DOCUMENTS TO INCLUDE WITH THE RESPONSE

4.1. COVER SHEET AND SIGNATURE PAGE

4.2. Proposal FORM. FILL OUT Proposal FORM

4.3. DEMONSTRATED ORGANIZATIONAL EXPERIENCE AND CAPACITY

4.3.1.Offeror’s Response- Describe how the Offeror’s experience and capabilities make it the ideal candidate to perform the work. Describe experience with similar projects. Reference Section 2.1 of this solicitation regarding the desired organizational experience.

4.3.2.Offeror’s Response- Indicate key personnel who will be assigned to the project and describe their experience. Reference Section 2.2 of this solicitation regarding the desired organizational personnel.

4.3.3.Offeror’s Response- Please include schedule from Notice to Proceed (Purchase Order) through Certificate of Occupancy. If the schedule does not allow for a September 2025 start date, please note that in your response.

4.5. EXCEPTIONS TO SAMPLE CONTRACT. Bullet list is acceptable

4.6. Within 10 days of award, contractor must submit performance and payment bonds to client.

SECTION 5.0 EVALUATION METHODOLOGY

5.1. EVALUATION PROCESS

A comprehensive, thorough, complete and impartial evaluation of each proposal received will be conducted in accordance with §24-103-203(7), C.R.S, which states that the award shall be made to the responsible Offeror whose proposal is determined in writing to be the most advantageous to the District, taking into consideration the price and evaluation factors set forth in the request for proposal.

5.1.1. Price

5.1.2. Demonstrated Experience and Capabilities

5.1.3. Responsiveness of Submittal

5.1.4. Valcom Equipment is preferred for maintenance and troubleshooting efficiency

The evaluation process shall be conducted in accordance with C.R.S. §24-103-203 and §24-103-301, and will consider both technical merit and cost, as outlined in this Request for Proposal (RFP). The Agency reserves the right to award a contract based solely on the written proposals received, without engaging in further discussions or interviews. However, at its sole discretion, the Agency may choose to:

- Request additional information or clarifications from proposers,

- Invite selected proposers to participate in interviews, presentations, or product demonstrations, and/or

- Engage in negotiations with one or more proposers to clarify or improve the proposal.

The Agency also reserves the right to:

- Reject any or all proposals,

- Waive informalities or minor irregularities,

- Cancel or reissue this RFP at any time without obligation,

- Select the proposal that, in the Agency’s judgment, is most advantageous and in the best interest of the Agency, based on the evaluation criteria stated in this RFP.

5.2. EVALUATION COMMITTEE

5.2.1. An evaluation committee composed of District staff and subject matter experts will independently review and score each proposal.

5.2.1.1. Selecting committee members who do not have a conflict of interest regarding this solicitation.

5.2.1.2. Facilitating the independent review of Proposals.

5.2.1.3. Requiring the evaluation of the Proposals to be based strictly on the content of the

Proposals.

5.2.1.4. Ensuring the fair and impartial treatment of all Offerors.

5.2.2. The objective of the Evaluation Committee is to conduct reviews of the Proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

5.3. RFP EVALUATION CRITERIA

5.3.1. The District will evaluate Proposals to determine if each Offeror meets all minimum qualification requirements; provided, however, that the District has the authority to waive non-material requirements in certain circumstances. Reference Procurement Rule R-24-103-301-03. The minimum qualification requirements are scored on a Met/Not Met basis and only those Proposals found to meet all minimum requirements, other than non-material requirements waived by the District, can be considered for a Contract resulting from this solicitation.

5.3.2. Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below.

The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

5.3.3 Each criterion will be scored on a defined scale (e.g., 0–100), and weighted according to its importance. Scores will be totaled to arrive at a composite score for each Offeror. Proposals will then be ranked from highest to lowest total score.

5.5. SINGLE Proposal

If only one proposal is received, the District may evaluate it for responsiveness, responsibility, and fair pricing. The District reserves the right to proceed with award, negotiate terms, re-solicit, or cancel the RFP in accordance with C.R.S. §24-103-301.

5.6. AWARD

5.6.1. A Notice of Intent to Award will be published on Proposalnetdirect.com.

5.6.2. The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the Proposals received, using the factors set forth in Section 5.3.3. The contract will be awarded to the Offeror whose proposal is determined to be the most advantageous to the District, based on the evaluation criteria stated in this RFP. Award is subject to successful contract negotiation and approval.

5.6.3. An Award does not guarantee the amount of the contract. If the District does not have sufficient funds to complete the contract at the Offeror’s price, scope will be removed/adjusted to a final price agreed to by both parties.

5.6.4. The District reserves the right to award to multiple offerors if it is determined to be in the best interest of the District.

SECTION 6.0 OTHER TERMS AND CONDITIONS

6.1. OFFEROR INQUIRIES

6.1.1. Offerors may submit written inquiries via Proposalnetdirect.com concerning this solicitation to obtain clarifications. The District may not accept inquiries after the date and time indicated in the Schedule of Activities. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

6.1.2. Responses to Offeror’s inquiries will be published collectively, as a modification on Proposalnetdirect.com. Offerors shall not rely on any verbal statements that alter any specification or other term or condition of the solicitation. Such changes are valid only if provided in writing by the Procurement Contact.

6.2 CONFLICTS OF INTEREST/ETHICS/SUSPENSION AND DEBARMENT

6.2.1. The Offeror must disclose in its proposal any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Offeror regarding the solicitation or its subject matter.

6.2.2. The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the District’s interests. The Offeror shall disclose in its proposal whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposed subcontractors or partners, or any related business with the District.

6.2.3. The Offeror acknowledges that they are not suspended or debarred from Proposalding on state or federal contracts in accordance with the list of excluded individuals and firms on the SAM.gov website:

(https://sam.gov/data-services/Exclusions/Public%20V2?privacy=Public)

6.2.4. Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract term, including any extensions. Reference §24-18-201, C.R.S., et seq. (Proscribed Acts Related to Contracts and Claims); §24-50-507, C.R.S.(Conflict of Interest); §18- 8-301, C.R.S., et seq. (Bribery and Corrupt Influence); §18-8-401, C.R.S., et seq. (Abuse of Public Office);

§6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992); §24-109-105, C.R.S (Debarment and Suspension); and Procurement Rule R-24-101-107-01 (Ethics).

6.3. PROTESTED SOLICITATIONS AND AWARDS

An aggrieved party may file a protest concerning a material issue(s), at any phase of solicitation, including but not limited to, specifications, award or a disclosure of information marked confidential in the proposal. The protest shall be submitted to the District 49 Procurement Official within ten (10) business days after such aggrieved person knows, or should have known, of the facts giving rise thereto.

Reference §24-109-102, C.R.S., as amended, and Procurement Rule R-24-109-102-01, et seq. Protests should be submitted in writing to the following: dana.reichers@d49.org

6.4. PERFORMANCE OUTSIDE OF COLORADO

Awarded Offeror, per Section 24-102-206, C.R.S., prior to contracting shall disclose in a written statement whether it anticipates performing or subcontracting any services under the contract, where such subcontracted services will be performed under the contract, including any subcontracts, and whether any subcontracted services under the contract or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the state, the vendor shall provide in its written statement a provision setting forth why it is necessary or advantageous to go outside the United States or the state to perform the contract or any subcontracts.

6.5. MISTAKES AND MINOR INFORMALITIES IN OFFEROR PROPOSALS

In certain circumstances, an Offeror may correct a mistake(s) in its proposal and/or the District may waive minor informalities. Reference Procurement Rule R-24-103-201-08.

6.6. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS

An Offeror may modify or withdraw its proposal by written notice to the Procurement Contact prior to the established proposal submission deadline. Withdrawal of an Offeror’s proposal following the proposal submission deadline and prior to award, may be allowed, at the District’s discretion. Withdrawal of an Offeror’s proposal after award is not allowed. Reference Procurement Rules R-24-103-201-08 and R-24-103-201-09.

https://sam.gov/data-services/Exclusions/Public%20V2?privacy=Public mailto:dana.reichers@d49.org

6.7. SUBMISSION OF CONFIDENTIAL OR PROPRIETARY INFORMATION

6.7.1. District 49 is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act.

6.7.2. An Offeror may submit, as a part of its proposal, a written request for classification of certain portions of the proposal as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the proposal to facilitate public inspection of the non-confidential portion of the proposal.

Commingling of confidential and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract will be considered confidential.

6.7.3. The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

6.7.4. In no event shall an entire proposal be classified as confidential. The Procurement Official or his or her designee shall determine if the information identified in the Offeror’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Offeror in writing of his or her determination.

If the Offeror does not agree with the determination, the Offeror may protest the determination in accordance with article 109 of the Colorado Procurement Code and the terms of this solicitation. Reference Procurement Rule R-24-101-401-03.

6.7.5. Any additional Offeror information, which may be part of the evaluation/negotiation process and for which an Offeror claims confidentiality, is subject to the same requirements and processes identified above.

6.8. PROPOSAL RESPONSE MATERIAL OWNERSHIP

All material submitted in response to this solicitation becomes the property of the District.

6.9. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

By its signature on the cover page, the Offeror certifies that the prices and other terms in the proposal have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the proposal by any other competing Offerors. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for restricting competition. Reference §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

6.10. OFFEROR ACCEPTANCE OF SOLICITATION TERMS/OFFEROR PROPOSAL CONTENT

6.10.1.An Offeror’s proposal submitted in response to this solicitation shall constitute a binding offer. The signature of the Offeror shall indicate acknowledgment of this condition. Signature shall be that of a person legally

6.10.2. authorized to execute contractual obligations. The proposal, including pricing, shall allow for a minimum of 90 calendar days for acceptance by the District, unless otherwise specified in this solicitation.

The contents of the proposal of the awarded Offeror will become contractual obligations under the awarded Contract.

6.10.3. Once an offeror is awarded a contract under Colorado procurement law, they are legally obligated to fulfill the terms of their offer unless there are exceptional circumstances. Declining the work after the award can have significant consequences, including:

6.10.3.1. Forfeiture of Proposal Security: If the solicitation required Proposal security (e.g., a Proposal bond), declining the work after the award will result in forfeiture of that security.

6.10.3.2. Breach of Contract: An awarded contract is a legally binding agreement. Refusing to perform can be considered a breach, potentially exposing the offeror to legal liability for damages.

6.10.3.3. Disqualification from Future Proposals: Many procurement laws and regulations, including those in Colorado, allow for an offeror to be disqualified or debarred from future opportunities if they fail to honor an awarded contract.

6.11. TIMELINESS OF PROPOSAL SUBMISSION

6.11.1. Proposals received after the submission deadline shall not be opened and shall be rejected as a late proposal, unless otherwise permitted by the Procurement Official in accordance with Procurement Rule R-24-103-201-10.

6.11.2. Responsibility for ensuring that an Offeror’s proposal is received on time rests with the Offeror.

Reasonably foreseeable problems inherent in the delivery of proposals are not extraordinary circumstances permitting acceptance of late Proposals.

6.12. MODIFICATIONS AND/OR SUPPLEMENTAL INFORMATION TO THE SOLICITATION

6.12.1. Any modifications, amendments or supplemental information to the solicitation will be published on Proposalnetdirect.com.

6.12.2. It is the Offeror’s sole responsibility to check Proposalnetdirect.com on a regular basis, prior to the proposal submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.