GITS PA & Clock System RFP - APP A.xlsx
XLSX spreadsheet 88 KB Posted
- Attached to
- Public Address and Clock System
- Solicitation number
- RFP-GITS-250000001119-2
- Issued by
- Wayne County, Michigan
About this file
This is a required forms appendix for a Public Address and Clock System RFP issued by Grosse Ile Township Schools in Michigan. The project involves installing a new PA and clock system across three schools (Parke Lane Elementary School, Grosse Ile Middle School, and Grosse Ile High School), requiring 165 ceiling speakers, 53 wall speakers, 37 exterior speakers, 182 speaker/clock combination devices, 46 two-sided clocks, 8 large one-sided clocks, 14 strobes, and 113 emergency call buttons. The scope includes optional add-alternates for classroom audio systems in 100 classrooms, warranty extensions from five to seven years, network switches, and the option to remove UTP cabling from the scope.
The required forms package includes detailed technical specifications and requirements for all equipment, including speakers, clocks, alert systems, management systems, and integration capabilities with VoIP systems. Vendors must complete multiple affidavits and forms including a non-familial relationship affidavit, school safety affidavit, Iran Economic Sanctions Act compliance form, and detailed vendor questionnaire. Pricing must be provided as total project costs for the base bid and all alternates, as well as extensive unit pricing for individual components and installation labor. The forms require vendors to confirm compliance with all technical requirements or explicitly note any exceptions.
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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 |
| CONTENTS: |
| Proposal Summary |
| Non-Familial Relationship Affidavit |
| School Safety Affidavit |
| Iran Economic Sanctions Act Affidavit |
| Comply/Exception Form |
| Vendor Questionnaire |
| Technical Specifications |
| Cost |
| Device Inventory |
| 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 &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: 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 |
| E-mail address |
| Price summary | ||
| Public address and clock system base bid | ||
| Performance bond | ||
| Total cost | ||
| Acknowledgment of addenda received | ||
| Addendum number | Dated | Initials |
| I confirm that the scanned bid is identical to the hardcopy bid submitted as requested in the deadline for proposals section of the RFP and acknowledge by my signature. | Signature: |
| 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 Grosse Ile Township 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 or more contractors in Grosse Ile Township Schools' 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 Grosse Ile Township 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 &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: Plante Moran &"Lato,Regular"&8&P&N
Non-Familial Relationship
| NON-FAMILIAL RELATIONSHIP AFFIDAVIT |
| 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 Grosse Ile Township 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 &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: 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 |
| Tax ID number |
__________________ , 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 three 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 Grosse Ile Township 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 &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: 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 Grosse Ile Township 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 two 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 years from the date it is determined that the person has submitted the false certification.
CONTRACTOR:
| Name of contractor | |
| By: | |
| 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 &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: Plante Moran &"Lato,Regular"&8&P&N
Comply Exception
| COMPLY/EXCEPTION FORM |
| 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 that you fully comply with the RFP, including all parts (RFP, attachments, Standard Agreement), except as noted above. We agree that if an 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 &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: Plante Moran &"Lato,Regular"&8&P&N
Vendor Questionnaire
| Vendor Questionnaire | |
| General | |
| Company name | |
| Street address | |
| City, state, zip | |
| Contact name | |
| Phone | |
| Geographical area of operations for your firm: | |
| 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 years: | |
| 2021 | |
| 2022 | |
| 2023 | |
| Bonding limits | |
| Single project | |
| Aggregate project | |
| Contact who can verify limits | |
| Insurance limits (attach a certificate as well) | |
| Bonding company for performance bond | |
| Include letter from performance bond company | |
| Please confirm that your hardcopy bid is identical to the electronic copy of the bid | |
| Signature: | |
| Printed name: | |
| References | Please list education references when possible. References should be representative of both the solution and the implementation (e.g., vendor installed the same solution in another school district). Vendors may add additional lines if necessary. |
| 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 | |
| Subcontractors | |
| Do you intend to use subcontractors for this project? | |
| If yes, indicate subcontractor name | |
| If yes, indicate what role they will play | |
| If yes, provide three references where you have worked with them on similar projects: | |
| Reference 1: | |
| Reference 2: | |
| Reference 3: | |
| 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 and materials basis - must they commit to a maintenance contract? |
| Do you prioritize maintenance customers over time and materials customers? |
| Solution |
| Please indicate any assumptions you made in your proposal. |
| Are you comfortable with the outlined implementation schedule and the work hours? |
| Are you comfortable with the accommodations that may be required to deal with construction efforts to take place in buildings in scope during the timeline of the project? |
| In light of the recent federal ban on technologies/telecommunications equipment from various Chinese manufacturers, please confirm that your proposal contains no components from a prohibited manufacturer and is compliant with federal law. |
| Public address and clock system |
| 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 your solution meets all the mandatory requirements of the RFP and the terms and conditions of the sample contract, except for what is included in the Comply Exception Form. |
| Please confirm that you understand and agree with all the cabling/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 and clock system is provided in perpetuity, and the periodic or recurring payment of fees is not required. Alternatively, please clearly explain what recurrent costs are necessary or optional, their benefits, and what would be the operational impact if the District would cease to make those recurrent payments. |
| Please indicate any ongoing costs that are not included in your proposal and that are recommended (e.g., annual software maintenance fee). Please indicate the associated dollar amount, the corresponding benefits, and the functional or operational impact of choosing not to subscribe to those recurring costs. |
| Please indicate any optional features or key differenciators included in your proposed solution. |
| Please confirm whether the following customizations of visual announcements are supported by the proposed clocks: |
| Customizable static or scrolling text based on the type of announcement (e.g., evacuate, shelter-in-place, lockdown, etc.). (REQUIRED) |
| Customizable text for different buildings or zones (e.g., different text for inside and outside areas). (REQUIRED) |
| Customizable letter color for different types of announcements. (OPTIONAL) |
| Strobes that are customizable in color, brightness, timing, and sequence for different types of announcements. (OPTIONAL) |
| Ability to display still or moving images (for example those of the I Love U Guys Foundation) for different types of announcements. (OPTIONAL) |
| Ability to display time in the form of an analog clock in Parke Lane Elementary School for learning purposes. (OPTIONAL) |
| Add Alternate 2: Classroom audio system |
| 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 the price quoted for classroom audio systems includes potential optimization for integration with the public address and clock system, such as the reuse of speakers and simplifying the page mute of local audio during paging announcements. Also, indicate what those optimizations consist on. |
&"+,Regular"&10Appendix A &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: Plante Moran &"Lato,Regular"&8&P&N
Technical Specifications
| Technical 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 IP-based, 4ohm/8ohm, 70V/100V, 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+. | |
| Mounting | Vendor to indicate if proposed speakers are ceiling mounted, wall mounted, or mounted with clock. | |
| Volume | Vendor to confirm if it is possible to adjust the volume of each speaker. | |
| Page mute | Vendor to confirm page mute functionality to mute local classroom audio during public address announcements is included in the proposal. | |
| 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 dB SPL 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 IP-based, 4ohm, 8ohm, 70V, 100V, or other. | |
| Power input | Vendor to indicate if proposed speaker is powered by PoE/PoE+. | |
| Mounting | Vendor to indicate if proposed speakers are ceiling-mounted, wall-mounted, 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 dB SPL 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+. | |
| Mounting | Vendor to indicate if proposed speakers are ceiling mounted, wall mounted, or mounted with clock. | |
| Page mute | Vendor to confirm page mute functionality to mute local classroom audio during public address announcements. | |
| 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 dB SPL 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+. | |
| 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 covering wide or long areas, 200Hz-15KHz frequency range, 121 dB SPL for 15W and 125 dB SPL for 30W, metal box or horn. Functionally comparable alternatives can be considered depending on the technology used. | |
| 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+. | |
| Sync | Vendor to confirm clock is synchronized by NTP. | |
| Minimum technical specifications | Clock display will be a minimum of two inches high (four inches high for large clocks) with a minimum of four digits. | |
| Countdown (optional) | Vendor to indicate compliance with optional countdown feature during class change. | |
| Visual announcements requirement | Vendor to indicate capability to display visual announcements and emergency messages using static or scrolling text. | |
| Mounting | Vendor to indicate mounting options for digital network clocks. | |
| 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+. | |
| 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., buzzers or strobes). | 0 |
| Strobes | ||
| Manufacturer | Vendor to indicate manufacturer. | |
| Model name | Vendor to indicate model name and number. | |
| Functionality | Strobes with flashing lights that provide bright and visible indication that the paging system is engaged. | |
| Functionality | Strobes are customizable based on type of announcement (e.g., evacuate, shelter-in-place, lockdown, etc.) and for different buildings/areas in terms of color, brightness, timing, and sequence. | |
| Functionality | Internal strobes can be integrated with clock units. | |
| Local power | Please indicate if any of the proposed strobes require local power to be supplied by the District's electrician. | |
| Emergency call buttons | ||
| Manufacturer | Vendor to indicate manufacturer. | |
| Model name | Vendor to indicate model name and number. | |
| Functionality | Classroom button to send an alert notification to the main office in case of an emergency. | |
| Functionality | Classroom button to allow ability to send all-clear message to main office. | |
| Functionality | Classroom button to allow main office to acknowledge receipt of emergency/all-clear notification for individual rooms. | |
| Form factor | Vendor to specify form factor and options available: visible, concealed, with cover or other mechanism to prevent accidental activation. | |
| Two-way communication | ||
| 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. | |
| Unit pricing: Intercom endpoints | ||
| Functionality | Vendor to provide unit pricing for wall-mounted intercom stations that can receive two-way calls initiated from the PA system or a phone connected to the PA system as well as allow for the possibility of initiating two-way calls to the main office with the press of a button. | |
| Management system | ||
| Management system | ||
| Manufacturer | Vendor to indicate manufacturer. | |
| Model name | Vendor to indicate model name and number. | |
| Functionality | 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. | |
| Sizing | Vendor must indicate the required processing, memory, storage, and internet connectivity bandwidth required at the data center and at each building. | |
| Functionality | All head-end equipment shall be installed at the main distribution frame (MDF) and designated intermediate distribution frames (IDF) at each building. The consoles shall be installed at the main building offices. | |
| Functionality | District-wide functionality should be available to allow for the centralized configuration, management, and monitoring of all the endpoints in all District buildings. | |
| Main office equipment | ||
| Digital console | Vendor must provide a desktop-style digital console with a graphical interface at the main office of each building that must provide intuitive and flexible interaction, ease of configuration and modification of programming settings, and allow for other functionalities as described in this document. | |
| Digital console specs | 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, and 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 Wi-Fi must also be supported to allow for the injection of media content without the need for physical cabling. | |
| Digital console functionality | The console provides an interactive display and allows the flexibility to select paging zones in an easy and intuitive manner. | |
| Digital console functionality | The system operation provides the flexibility to adapt to the District's emergency protocols for reporting and managing emergencies. | |
| Wall-mounted buttons | Vendor must provide a wall-mounted faceplate with three buttons that can be used to activate prerecorded announcements for evacuation, shelter in place, and lockdown conditions. | |
| Wall-mounted buttons | Vendor to confirm office buttons include a transparent cover to prevent accidental activation. | |
| Functionality | Vendor must provide a wall-mounted faceplate with BLE (Bluetooth Low Energy) or 3.5mm input to connect a microphone or an external multimedia source to the public address system. | |
| Functionality | Vendor must provide a desktop microphone that can be connected to the digital console or the wall-mounted faceplate. | |
| Paging functionality | ||
| Functionality | Paging audio must be free from distortion, clear of noise, and intelligible. | |
| Functionality | Simple paging functionality for live broadcast announcements to a single classroom, group of classrooms, the entire school building, or the whole district. | |
| 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). | |
| Functionality | Functionality to queue announcements to playback at a specified later time. | |
| Functionality | Functionality to assign priority levels to different types of announcements (e.g., interrupt low priority level announcements to give way to critical announcements) and resume their playback afterwards. | |
| Functionality | Pre-loaded factory settings optimized for mass communication in K-12 educational facilities. | |
| Functionality | If the solution pricing is based on paging zones, the base bid must include a minimum of six zones per elementary or non-instructional school building and a minimum of 10 zones per secondary school building. The vendor must specify the amount to add/deduct to increase or decrease the quantity of zones in each building. | |
| Operation and administration | ||
| Functionality | Full system end-user functionality to be available via web browser, and from digital console. | |
| Functionality | Full system admin functionality to be available via web browsers only for users with admin level privileges configured in Active Directory (AD). | |
| Functionality | If desktop client is required or available for end-user or admin operations, it should be provided and support Windows and macOS environments. | |
| Functionality | If mobile client is required or available for end-user or admin operation, it should be provided and support Android and iOS environments. | |
| Functionality | System to support simultaneous user access by a minimum of four clients on each school building, and 32 clients District-wide. | |
| Functionality | System to support simultaneous admin access by a minimum of four clients District-wide. | |
| Functionality | System to have capability to export configuration files for backup purposes, and to import configuration files for quick recovery after disaster. | |
| VoIP integration | ||
| 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. | |
| Functionality | System to provide ability to integrate to cloud-based VoIP and collaboration solutions using SIP protocol over standard Internet connection. | |
| Functionality | SIP paging functionality to allow phone calling to numbers within the school system for the purpose of paging endpoint devices (using multicast or unicast to communicate via VoIP or audio over Ethernet). | |
| Optional functionality | System has the ability to configure voice-prompted actions to provide convenience for users to page specific rooms, zones, or prerecorded messages. The selection from the menu of actions can be performed via DTMF tones in the phone keypad or with voice commands from the user. | |
| Optional functionality | If ability to change configuration or programming settings on the system is available over the phone, it must require user authentication via DTMF tones | |
| Bell scheduling | ||
| 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. | |
| Functionality | The system must permit remote modification of the bell scheduling via mobile app, web portal, and/or voice call with voice-prompted actions. | |
| 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. | |
| Functionality | The system must permit the configuration of an independent bell schedule for some specific rooms within the school building. | |
| Optional functionality | Vendor to confirm if system permits the digital clocks or message boards to display a countdown sequence associated to a bell ring. | |
| Functionality | The system must allow the bell schedule to be temporarily muted in specific rooms. | |
| Authorization and authentication | ||
| Functionality | The system should integrate with the District's domain controller via LDAP or SAML for user authentication (granting access to the system), authorization (determining the privilege level and available functionalities), and accounting/audit (generate and maintain a log of events). | |
| Functionality | Access and permission levels for using the system from a client (web browser, desktop client, or mobile app) other than the digital console should be based on the staff role or recruit group settings configured in the District's Active Directory solution. | |
| Streaming functionality | ||
| Functionality | The system must permit high quality music or voice streaming to endpoint system devices. | |
| Functionality | Storage capability for more than 200 hours of prerecorded messages, music, tones and sounds in multiple formats, including .wav and .mp3. | |
| 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. | |
| Functionality | Ability to gain control so each individual message, music, tone, or sound can be individually configurable to different volume levels. | |
| Standalone PA system operation | ||
| Functionality | 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. | |
| District-wide paging and management | ||
| Functionality | The proposed solution should provide the possibility to perform centralized paging to all the school buildings in the District, as well as allow for the configuration, management, and monitoring of all endpoints in all school buildings from a centralized location. | |
| Software installation | ||
| 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. | |
| Public and life safety functionality | ||
| Functionality | The activation of an emergency button, depending on the settings configured and the District's emergency protocols, should send a discrete alert to the management system. | |
| Optional functionality | The activation of an emergency button, if desired, could allow for the activation of building-wide audible and visual signals. | |
| Functionality | Upon receipt of a discrete alert at the management system, such alert can be acknowledge by the system operator to the person that activated the button in a discrete way. | |
| Functionality | First responders can have District-level system override capability to initiate paging or emergency alerts via a web portal as well as by calling a direct inward dialing (DID) number or extension of the District IP phone system. If using a phone, the system must guide the first responder through voice-prompted actions. | |
| Functionality | The system must provide the ability to send automated prerecorded text message alerts via email and SMS, and prerecorded audio messages via voice call to first responders, based on predefined risk management protocols. | |
| Optional: Other optional functions | ||
| Functionality | The system must allow recording of two-way communications. | |
| Functionality | 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. | |
| Functionality | 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). | |
| Functionality | Gunshot detection mechanism that automatically generates an alert in the management console and ideally can pinpoint the approximate location of the active shooter. | |
| Connectivity | ||
| UTP cabling | ||
| Manufacturer | Vendor to indicate manufacturer. | |
| Model name | Vendor to indicate model name and number. | |
| Color | The color of the UTP cables and patch cords used for PA and clocks will be agreed upon between the District and the vendor, but should not be blue (used for data/endpoints), purple (used for wireless access points), or green (used for cameras). If possible, it is desired that all other cabling or wiring associated with the PA and clocks system follows the same color convention. | |
| 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 with four unshielded twisted pairs under a common sheath. | |
| Bend radius | Vendor to confirm the minimum bend radius, under no-load conditions for four-pair UTP cable, shall not be less than four times the cable diameter or that which is recommended by the cable manufacturer. | |
| Certification | Vendor to confirm all cable installers will be certified by the manufacturer on the cable and components used. | |
| 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. | |
| Add/Alternate 2: Audio system | ||
| Classroom audio system | ||
| Manufacturer | Vendor to indicate manufacturer. | |
| Model name | Vendor to indicate model name and number. | |
| Amplifier | Two channel, 40 watt. | |
| Platform | Digital, standalone, must be designed as a sound system, not built from separate components. | |
| Receiver and sensor | DECT | |
| Drivers | Must be WHQL tested for Microsoft Windows 10 64-bit and digitally signed. | |
| Inputs | Four stereo audio inputs (including two mics) with dedicated volume control. | |
| Sources | Audio system to support multiple source signals, minimally from Bluetooth, HDMI, IOS, Android, Chromebook, and 3.5 mm audio. | |
| Volume | Must include volume control that is adjustable by teacher on the microphone. | |
| Microphones | One wireless handheld microphone and one lapel microphone. Volume controls must be accessible on the microphones. | |
| Batteries | Equipment with batteries ( i.e., wireless mics) must include rechargeable batteries with charger. | |
| Cabling | Provide all associated cabling to connect to the teacher workstation/projector and to connect the speakers. Cabling must be plenum-rated. | |
| Speakers | Four (unless otherwise noted), stereo, ceiling mount, or wall mount, varying based on room layout. | |
| UL certification | Must be UL certified. | |
| Installation notes | Must be installed according to the manufacturer’s instructions and mounted at teacher station. | |
| Warranty | Five-year parts and labor, NBD, first year must be on-site. | |
| Add/alternate 4: Unmanaged network switches | ||
| Unmanaged network switches | ||
| Requirement | Vendor to quote additional price to include unmanaged network switches in each equipment room with sufficient ports and PoE capacity to connect all the elements of the proposed solution. Such unmanaged network switches will connected through 1Gig Ethernet ports to the existing switches in the equipment closets and the to the District's UPS equipment. | |
| Manufacturer | The unmanaged network switches should be provided my reputable manufacturers such as Cisco, HP Aruba, Juniper, Extreme Networks, Ubiquity, etc. | |
| Model and sizing | Vendor is responsible to size the switches in such a way that will allow them to provide connectivity and PoE power to all the components of the proposed PA and clocks solution. | |
| Optional: Managed network switches | ||
| Managed network switches | ||
| Requirement | Vendor to quote unit pricing to provide and install one managed network switch into an existing switch stack. The managed network switch will include the following components: | |
| Manufacturer | Cisco | |
| Model | C9200L-48PXG-4X-EDU: C9200L 48-p 12xmGig, 36x1G, 4x10G PoE+, Network Essentials | |
| License | C9200L-DNA-E-48-3Y: C9200L Cisco DNA Essentials, 48-port, 3 Year Term license | |
| Stack module | C9200L-Stack-Kit: Cisco Catalyst 9200L Stack Module | |
| Stack cable 1 | Stack-4T-1M: 1M Type 4 Stacking Cable | |
| Stack cable 2 | Stack-4T-3M: 3M Type 4 Stacking Cable |
&"+,Regular"&10Appendix A &"+,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"+,Bold"&8Prepared by:&"+,Regular" Plante Moran &"Lato,Regular"&8&P/&N
Cost
| Cost |
| Note: In addition to the cost information provided here, vendors are required to include a detailed bill of materials |
in their own format, including part numbers and unit pricing.
Not including this information will be considered as a reason for disqualification.
| SUMMARY OF COSTS | Total cost |
| Base bid: Public address and clock system | |
| Parke Lane Elementary School | |
| Grosse Ile Middle School | |
| Grosse Ile High School | |
| Total base bid: | |
| Performance bond | |
| Performance bond % (to be used to adjust for any alternates/options selected): | |
| Add/Alternates | |
| Add/Alternate 1: Extend PA and clock system warranty from five to seven years | |
| Add/Alternate 2a: Classroom audio system for Parke Lane Elementary School | |
| Add/Alternate 2b: Classroom audio system for Grosse Ile Middle School | |
| Add/Alternate 2c: Classroom audio system for Grosse Ile High School | |
| Add/Alternate 3: Extend classroom audio system warranty from five to seven years | |
| Add/Alternate 4a: Unmanaged network switches in every closet to provide connectivity and PoE power to all the elements of the proposed PA and clocks solution for Parke Lane ES | |
| Add/Alternate 4b: Unmanaged network switches in every closet to provide connectivity and PoE power to all the elements of the proposed PA and clocks solution for GIMS | |
| Add/Alternate 4c: Unmanaged network switches in every closet to provide connectivity and PoE power to all the elements of the proposed PA and clocks solution for GIHS | |
| Deductive Add/Alternate 5a: Remove all UTP cabling from Parke Lane ES. |
(In this scenario the District will be responsible for providing the required UTP cable drops.)
Deductive Add/Alternate 5b: Remove all UTP cabling from GIMS.
(In this scenario the District will be responsible for providing the required UTP cable drops.)
Deductive Add/Alternate 5c: Remove all UTP cabling from GIHS.
(In this scenario the District will be responsible for providing the required UTP cable drops.)
| UNIT COSTS (add/deduct cost must be the same) | Unit cost |
| Public address and clock system | |
| 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) | |
| Office/meeting room speaker: Wall (including install, mounts, not cabling) | |
| Office/meeting room speaker: Ceiling (including install, mounts, not cabling) | |
| Office/meeting room speaker: Wall (including install, mounts, and cabling) | |
| Office/meeting room speaker: Ceiling (including install, mounts, and cabling) | |
| Speakers for large indoor gathering areas (including install, mounts, not cabling) | |
| Speakers for large indoor gathering areas (including install, mounts, and cabling) | |
| Box speakers for outdoor areas (including install, mounts, not cabling) | |
| Box speakers for outdoor areas (including install, mounts, and cabling) | |
| Horn speakers for outdoor areas (including install, mounts, not cabling) | |
| Horn speakers for outdoor areas (including install, mounts, and cabling) | |
| Additional paging zones | |
| Single-sided digital network clocks (including install, mounts, not cabling) | |
| Single-sided digital network clocks (including install, mounts, and cabling) | |
| Dual-sided digital network clocks (including install, mounts, not cabling) | |
| Dual-sided digital network clocks (including install, mounts, and cabling) | |
| Clock and speaker device (including install, mounts, not cabling) | |
| Clock and speaker device (including install, mounts, and cabling) | |
| Clock, speaker, and strobe device (including install, mounts, not cabling) | |
| Clock, speaker, and strobe device (including install, mounts, and cabling) | |
| Classroom emergency call button faceplace | |
| Plastic cover for classroom emergency call button faceplace | |
| Main office prerecorded announcements buttons faceplate | |
| Plastic cover for main office prerecorded announcements buttons faceplate | |
| Main office desktop-telephone-style console | |
| I/O networked module to integrate with external systems | |
| Networked amplifier | |
| Headend equipment (required for autonomous building operation) | |
| Internal strobe | |
| External strobe | |
| Labor cost to relocate one indoor speaker | |
| Labor cost to relocate one outdoor speaker | |
| Labor cost to relocate one single-sided clock, single-sided clock and speaker, or single-sided clock, speaker, and strobe device | |
| Labor cost to relocate one dual-sided clock, dual-sided clock and speaker, or dual-sided clock, speaker, and strobe device | |
| Labor cost to relocate one interior strobe | |
| Labor cost to relocate one exterior strobe | |
| Cost to dismount, temporary store, and reinstall at a later date (to allow for construction or remodeling of an area) one indoor speaker or strobe | |
| Cost to dismount, temporary store, and reinstall at a later date (to allow for construction or remodeling of an area) one outdoor speaker or strobe | |
| Cost to dismount, temporary store, and reinstall at a later date (to allow for construction or remodeling of an area) one single or dual-sided clock, single or dual-sided clock and speaker, or single or dual-sided clock, speaker and strobe device | |
| Other PA and clock system unit costs: | |
| Add unit costs for other key or optional components as needed |
| Cabling |
| Cost to add or deduct one UTP CAT 6 cable run up to 328ft (including materials and labor) |
| Cost to add or deduct one UTP CAT 6 cable run up to 200ft (including materials and labor) |
| 48-port patch panel CAT 6 (including materials and labor to install) |
| Provide and install raceway (cost per feet) |
| Managed network switches |
| Cost to provide and install one managed network switch with the following components: |
C9200L-48PXG-4X-EDU
C9200L-DNA-E-48-3Y
C9200L-Stack-Kit Stack-4T-1M Stack-4T-3M Add unit costs for other key or optional components as needed
| Add/Alternate 2: Classrooom audio system |
| Classroom audio system with four speakers and one microphone, equipment and install |
(including install, cabling, mount, speakers, and any required misc. hardware) Classroom audio system with four speakers and one microphone, install only (including cabling and any required misc. hardware)
| Classroom audio system demo (including speakers and cabling)+A99 |
| Classroom audio system demo (not including speakers and cabling) |
| Other classroom audio costs: |
| Add unit costs for other key or optional components as needed |
| Add/Alternate 4: Unmanaged network switches |
| Unit cost to add/deduct one unmanaged network switch from Add/Alternate 4a, 4b or 4c |
| Add unit costs for other key or optional components as needed |
&"+,Regular"&10Appendix A &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: Plante Moran &"Lato,Regular"&8&P&N
Device Inventory
| Device counts | |||||
| Grosse Ile High School | Grosse Ile Middle School | Parke Lane Elementary School | Total | Confirm all devices included in bid (Y/N/indicate variances): | |
| Public address and clock system | |||||
| Ceiling speakers | 70 | 54 | 41 | 165 | |
| Wall speakers | 28 | 12 | 13 | 53 | |
| Exterior speakers | 10 | 10 | 17 | 37 | |
| One-sided clocks | 2 | 0 | 0 | 2 | |
| Speaker and clock device | 59 | 63 | 60 | 182 | |
| Two-sided clocks | 18 | 9 | 19 | 46 | |
| Large one-sided clocks | 1 | 3 | 4 | 8 | |
| Cages for large clocks | 1 | 2 | 4 | 7 | |
| Interior strobes | 0 | 0 | 3 | 3 | |
| Exterior strobes | 2 | 2 | 7 | 11 | |
| Emergency call button | 42 | 33 | 38 | 113 | |
| Audio systems requiring page mute | 40 | 30 | 38 | 108 | |
| Demo | |||||
| Bells to demo | 13 | 0 | 0 | 13 | |
| Speakers to demo | 133 | 101 | n/a | 234 | |
| Clocks to demo | 56 | 42 | n/a | 98 | |
| Add/Alternate 2: Classroom audio systems | |||||
| Classroom audio systems (with mics) | 37 | 27 | 36 | 100 | |
| Existing classroom audio systems to be demoed | 37 | 27 | 36 | 100 |
| Notes: |
| * The replacement of large area audio systems in gyms, cafeterias, and auditoriums is not within the scope of Add/Alternate 2. |
| * Speakers to be demoed include ceiling- and wall-mounted speakers as well as interior and exterior horns. |
| * Clocks to be demoed include both one- and two-sided clocks. |
| * The exact count of speakers and clocks to demo at Parke Lane is not known as the building is undergoing major renovation work. |
| * The count of emergency call buttons does not include the office emergency buttons. |
&"+,Regular"&10Appendix A &"Lato,Regular"&10Grosse Ile Township Schools Public Address and Clock System RFP
&"Arial,Regular"&8Prepared by: Plante Moran &"Lato,Regular"&8&P&N
File details come from the government source that posted it. Updated .