HCCS 2024 Bid Notification RFP Clock.pdf

Harper Creek Comminute Schools

Request for Proposals

Classroom Notification System

Harper Creek Community Schools is seeking proposals for Advanced Network Devices (AND) LED IP Signboards and speakers for classrooms, offices, and other spaces. Contractor shall provide all necessary materials, software installation and programming to connect the new devices to the Owner's existing InformaCast Advanced system. Contactor shall provide all necessary materials, software, installation and programming to connect the existing access control system. Intent of the integration is to provide integration to the existing lockdown buttons and IP strobes in an emergency event.

We have had most classroom locations equipped with an ethernet drop already, though some hallway locations will need to be done with this project. We may choose to self-install much of the hardware but are seeking pricing for installation as an optional add-on. Interested bidders may respond with bids for AND hardware and installation and configuration, or only to mount the AND devices and run any needed ethernet drops to them. This project will require some new ethernet drops to be installed (primarily in the administration building), and an interested party may bid only cabling and mounting the AND devices if desired. Due to the expected cost of this project, we anticipate completing it in two phases of approximately 50% each. We need pricing valid through December 2025 to allow for this.

Requested Hardware and Software

The following Advanced Network Devices (AND) displays in the listed quantities:

Item Model Number Quantity Small Clock IPCSS-RWB-MB 314 Large Clock IPCSL-RWB 27 Double Clock IPCDS-RWB-U 29 X-Large IPSIGNL-RWB 3 Speaker IPSWS-SM-O 14

Contractor shall supply sufficient licensing for existing Singlewire InformaCast Advanced Edition to accommodate all new hardware.

Contractor shall supply patch cables for each AND device and at the closet end.

We may choose a single vendor for the whole project or one vendor for hardware and configuration and another for installation of the devices only.

InformaCast Integrations

Connect existing panic buttons. These physical buttons located in each school’s main office lock all exterior doors and prevent card access until reset by administration. This is accomplished via a connection to our Lenel S2 access control system. The closest AND device could be connected to the button to achieve this. If the button need to be replaced with one to allow two sets of contacts, include that in the bid. Alternatively, there may be a way to connect to the access system directly.

Connect existing Algo IP strobe lights. The strobes are presently configured to flash when a code is dialed on the phone system. We would like them changed to flash whenever the AND devices are flashing the same area. Some may be duplicated by the strobe on the AND device and can be removed.

Enhance existing Informacast telephone page feature with text/alerts enabled with classroom displays.

We have an emergency page code on our Cisco phone system that activates the phone speaker and the desktop notifier app for all devices in each building. We would like this message to also announce through the AND devices and display text on them. We would like the IP strobes in affected areas to alert when the displays inbuilt strobes fire.

Connect existing PA system speakers in five school buildings to new system. Systems are Dynacord brand. We have Valcom network audio port devices for each location that register with InformaCast.

These will need to be connected to existing amplifier input to facilitate paging. The end result would be a building-wide page would also be heard over existing speakers, or the existing speakers could be chosen as a page destination.

Existing Infrastructure

We have on-premises SingleWire InformaCast Advanced edition licensed for our phones and desktop notifiers. We have a current maintenance/support agreement with Singlewire.

All classrooms were equipped with additional ethernet drops located above the ceiling with slack to reach edges of rooms. Each is terminated with an RJ-45 jack. Some other locations will require new drops. Many hallway clock locations have an ethernet drop deployed nearby. The administration building will require drops for each display (expect to need 40 drops). Drawings of the building available upon request.

Each building office has a physical button that locks all exterior doors and overrides the access control system. The existing buttons are surface mounted Alarm Controls brand devices.

The phone system is Cisco-based with a mix of primarily 7940 and 7960 phones. We are low on available Cisco phone licenses, so those cannot be used for any configurations.

Installation

Contractor shall conduct detailed walk-through examination with the Owner verifying equipment and material locations as well as mounting and placement requirements prior to commencement of other installation activities.

Our intent is to self-install some of the hardware (mainly classroom displays), but we would like pricing for installation as an optional line-item. Please provide costs per display, broken down by type (We expect most classroom installs to be the same, hallway clocks would be different, and extra-large or unusual locations may be more complicated. Some of the speaker locations are outdoors.

All classroom clocks should be installed near the classroom entrance door. In most cases, the existing clock is in this location and should be handled as follows.

The high school has a digital Simplex clock system in place. We would like to use the existing locations for the new displays in classrooms and other areas that have a clock now. Installation would involve removing the existing clock (held in with four screws), disconnect the wiring, run the new cable through the existing conduit to the ceiling space, and connect to the newly-run drops from there. Any wiring exposed after removal should be covered with a suitable cover.

The middle school has a radio-controlled central analog clock system that should be removed during the installation. Most clocks are battery powered and hanging on wall. Hallway clocks are different. Some classrooms have separate battery-operated clocks that should remain. Any wiring exposed after removal should be covered with a suitable cover.

The elementary buildings have a central analog clock system. These will need to be removed, but the wiring location likely cannot be reused. In these cases, installer should provide a cover for the exposed electrical box from the old clock. Any line voltage will need to be disconnected by a qualified electrician.

The administration building will need ethernet cables run to all device locations from the appropriate tech closet. Building drawings available upon request. Any exposed wiring will need to be covered by a suitable raceway/conduit. Determine specific needs during walkthrough. There is asbestos present in the administration building. It is not to be disturbed in any way.

Devices installed in the athletic facilities will need new drops run for them. Determine specific needs during walkthrough.

Patch cables for all display and speaker locations will need to be provided as part of the bid. Patch cables at the closet end will also need to be provided. Switches are provided by Owner.

Timeline and Bidding Info

Questions and site visits should be complete by March 7th, 2024.

Pre-Bid Meeting and Walkthroughs Scheduled for February 28th, 2024 at 1PM Eastern Time. Please RSVP if you plan to attend.

Proposals due by March 14th, 2024 at 4pm Eastern Time

We need two years to complete this project. Provide hardware pricing valid through at least December 31, 2025.

Bids may be submitted for mounting the AND devices and running any needed ethernet drops to them, or for the entire project. If bidding the entire project, provide alternate pricing that excludes the cabling and mounting of the devices. We may choose the cabling and mounting of the AND devices from a separate vendor from the purchase and configuration. Please indicate which portions of the project you are bidding on.

Price will be the principal factor in winner selection.

Proposals must match provided specifications or have a written approval for deviation

Prior business relationship with the district will be considered if bids are close

We reserve the right to accept and reject any bids in whole or in part, to choose a bidder other than the lowest, and to choose hardware and device installation from different vendors.

Bidders must complete the included Iran certification and familiar relationships statement.

Bid Submission Address and Contact

Jim Maynard

Harper Creek Community Schools

7454 B Drive N

Battle Creek, MI 49014

Phone: 296-441-6560

Email: maynardj@harpercreek.net

CERTIFICATION OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner, or authorized officer of the below-named company (the

“Company”), pursuant to the compliance certification requirement provided in the

Request For Proposal (the “RFP”), hereby certifies, represents, and warrants that the

Company (which includes 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 the Company is awarded a contract as a result of the aforementioned RFP, the Company is not and will not become an

“Iran Linked Business” at any time during the course of performing any services under the contract.

The Company 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 (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the 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 the it is determined that the person has submitted the false certification.

Name of Company

Name and Title of Authorized Representative

Signature

Date

RFP Name/Number

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

This disclosure statement must be included with your bid - required by state law (P.A. 232 of 2004)

As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the School Board or the Superintendent of Harper Creek Community Schools.

The undersigned, the owner or authorized officer of ___________________________________________ (the Bidder), pursuant to the familial disclosure requirement provided in the attached invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the School Board or the Superintendent of Harper Creek Community Schools. If such a relationship exists, please explain:

BIDDER:_____________________________

By:_________________________________

Title:_______________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 202_, by

, Notary Public _____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________