HYFLEX RFP SoW v3.pdf

Portable HyFlex Instructional System Statement of Work

Re q ue st fo r Prop osa l (RFP) Bid s a re d ue b y 1:00 pm on Mond a y, J u ly 7, 2025, d e live re d in a se a le d e nve lope / p a cka g e with the word ing “Porta b le HyFle x I nst ruct iona l Syste m ” cle a rly m a rke d on the outsid e o f the e nve lope / p a cka g e a d d re sse d to :

La urie Sm ith Ad ult Educa t ion 107a I nnova t ion Gra nt Consulta nt Ot ta wa Are a I SD - Thom p son M-TEC Build ing 6364 – 136th Ave Ho lla nd , MI 49424

Bid s re ce ive d a fte r the d a te a nd t im e sp e cifie d will no t b e conside re d o r a cce p te d .

Bid s will b e op e ne d p ub licly im m e d ia te ly fo llowing the close o f re ce iving b id s.

Sta te m e nt o f Work: Porta b le HyFle x I nst ruct iona l Syste m

1. Pro je ct Ove rvie w The purpose o f this Re q ue st fo r Proposa l (RFP) is to so licit p roposa ls from qua lifie d ve ndors to d e sig n, supp ly, a sse m b le , d e live r, insta ll, a nd p rovid e t ra ining fo r six (6) com p le te se ts o f p o rta b le HyFle x inst ruct iona l syste m s loca te d within six (6) b uild ing s a cross We st Michig a n. The se syste m s will e na b le e duca to rs to d e live r inst ruct ion sim ulta ne ously to in-pe rson a nd re m ote le a rne rs with the fle xib ility to re loca te the e nt ire syste m b e twe e n d iffe re nt inst ructiona l sp a ce s a s ne e d e d .

HyFle x (Hyb rid -Fle xib le ) inst ruct ion re q uire s te chno log y tha t sup ports se a m le ss inte ra ct ion b e twe e n in-room p a rticip a nts a nd re m ote le a rne rs. The so lu t ion m ust b e com p le te ly m ob ile , e a sy to se t up , a nd p rovide hig h-q ua lity a ud io -visua l ca p a b ilit ie s fo r e ffe ctive te a ching a nd le a rning in m ult ip le e nvironm e nts.

2. Sco p e o f Wo rk The se le cte d ve ndor will b e re sp onsib le fo r the fo llowing :

2.1 Syste m De sig n & I n te g ra t ion

- De sig n a fu lly p o rta b le inst ruct iona l syste m tha t ca n b e e a sily m ove d b e twe e n room s with m inim a l e ffo rt

- I nte g ra te a ll com pone nts into a cohe sive syste m with m inim a l visib le wiring

- Ensure a ll com pone nts a re se cure ly m ounte d to m ob ile ca rts/ pod ium s while m a inta ining porta b ility

- Provid e a unifie d contro l inte rfa ce tha t e na b le s inst ructo rs to m a na g e a ll syste m fe a ture s

2.2 Eq u ip m e nt Re q u ire m e nts

The po rta b le HyFle x syste m sha ll include , a t m inim um :

2.2.1 Mob ile Te a ching Pod ium / Ca rt

- Pod ium / ca rt with locking whe e ls fo r sta b ility d uring use

- De d ica te d sp a ce fo r inst ructo r la p top p la ce m e nt with e a sy a cce ss to powe r

- Fold -out o r a d justa b le sid e ta b le sp e cifica lly d e sig ne d to a ccom m od a te a d ocum e nt ca m e ra

- Ca b le m a na g e m e nt syste m to m inim ize visib le wiring

- I nte g ra te d p owe r st rip / UPS to sup p ort a ll com p one nts

- Se cure sto ra g e for a cce sso rie s a nd sup p lie s

- Erg onom ic de sig n suita b le fo r sta nd ing o r se a te d inst ruct ion

2.2.2 Disp la y So lu t ion

- Mob ile d isp la y so lu t ion in one o f the fo llowing config ura t ions:

- Non-m ounte d LCD proje cto r on ca rt with m inim um 4 ,000 lum e ns b rig htne ss, ca p a b le o f p rovid ing a t le a st 80" d ia g ona l im a g e onto a ve ndor-p rovide d scre e n, OR

- 65" o r la rg e r fla t p a ne l d isp la y m ounte d on a m ob ile ca rt with he ig ht a d justm e nt

- Disp la y m ust sup port a t le a st 1080p re so lu tion

- HDMI a nd wire le ss conne ct ivity op t ions fo r conte nt sha ring

- Disp la y so lu tion m ust includ e inte g ra te d o r a t ta che d sp e a ke rs sufficie nt fo r in-room a ud io

2.2.3 Docum e nt Ca m e ra

- Hig h-d e finit ion d ocum e nt ca m e ra with a t le a st 1080p re so lu t ion

- Ad e q ua te zoom ca p a b ility (m inim um 8x op t ica l zoom )

- Built -in LED lig ht ing

- Fle xib le posit ioning a rm

- Com p a t ib le with the pod ium 's fo ld -out sid e ta b le d e sig n

2.2.4 Vid e o Confe re ncing Syste m

- 360-d e g re e vid e o confe re ncing ca m e ra (such a s Me e t ing Owl o r e q uiva le nt)

- Sup p ort fo r m ult ip le e xte rna l m icrophone s to e nsure a d e qua te a ud io p ickup throug hout the room

- Sp e a ke r syste m ca p a b le o f cle a rly p ro je ct ing re m ote p a rt icip a nts' vo ice s

- Solut ion m ust be com pa t ib le with sta nd a rd vid e o confe re ncing p la t fo rm s (Zoom , Microso ft Te a m s, Goog le Me e t)

- Ea sy conne ct ion to vide o confe re ncing se rvice s

2.2.5 Conne ct ivity So lu t ions

- Wire le ss conte nt sha ring ca p a b ility from instructo r a nd stude nt d e vice s to d isp la y d e vice (p ro je cto r o r LCD fla t p a ne l)

- HDMI input fo r d ire ct la p top conne ct ion

- USB conne ct ivity fo r we b ca m , m icrop hone s, a nd d ocum e nt ca m e ra

- Wi-Fi ca p a b ility fo r ne twork conne ct ion

- Minim a l ca b le se tup re q uire d for fu ll syste m op e ra t ion

2.3 Asse m b ly, De live ry, a nd Se tup

- Asse m b le a ll syste m com pone nts into a turnke y so lu t ion be fo re d e live ry

- De live r com p le te syste m s to d e sig na te d loca tions (sp e cific d e live ry a d d re sse s to b e p rovid e d )

- Pe rfo rm on-site se tup includ ing :

- Config ura tion o f a ll ha rd wa re com p one nts

- I nsta lla t ion o f a ny re quire d so ftwa re

- Te st ing o f a ll syste m funct ions

- Config ura tion o f wire le ss conne ct ivity

- I nte g ra tion with inst itu t iona l ne twork (with a ssista nce from I T sta ff)

- Ensure a ll com pone nts a re funct ioning p rop e rly b e fo re a cce p ta nce

2.4 Tra in ing

﹘ Provid e com p re he nsive ha nd s-on t ra ining spe cifica lly d e sig ne d fo r loca l p rovid e rs who will be using the HyFle x Mobile La b s, includ ing :

○ Ba sic op e ra t ion o f a ll syste m com pone nts

○ Se tup a nd te a rd own p roce d ure s

○ Conne ct ivity t roub le shoo ting

○ Be st p ra ctice s fo r HyFle x inst ruct ion

○ Docum e nt ca m e ra usa g e

○ Vid e o confe re ncing se tup a nd m a na g e m e nt

﹘ De live r b o th g roup a nd one -on-one t ra ining se ssions ta ilore d to loca l p rovid e r ne e d s

﹘ Provid e p rinte d q uick-re fe re nce g uid e s a nd d e ta ile d use r m a nua ls a p p rop ria te fo r loca l p rovid e r use

﹘ Offe r a t le a st two t ra ining se ssions to a ccom m od a te d iffe re nt loca l p rovid e r sche d ule s

﹘ Provid e re co rd e d t ra ining vid e os fo r fu ture re fe re nce b y loca l p rovid e rs

2.5 Docum e nta t ion

- Provid e d e ta ile d inve nto ry o f a ll com pone nts with m od e l num b e rs a nd se ria l num b e rs

- Sup p ly com p le te use r m a nua ls fo r a ll e q uip m e nt

- Cre a te custom q uick-sta rt g uid e s spe cific to the inte g ra te d syste m

- Provid e wiring d ia g ra m s a nd syste m sche m a t ics

- I nclud e wa rra nty info rm a t ion fo r a ll com p one nts

- Docum e nt m a inte na nce re quire m e nts a nd re com m e nde d p roce d ure s

2.6 Sup p ort a nd Wa rra nty

- Minim um one -ye a r wa rra nty on a ll com pone nts a nd insta lla t ion

- Provid e d e ta ils o f e xte nd e d wa rra nty op t ions

- Outline te chnica l sup port p roce d ure s a nd re sp onse t im e s

- I nclud e rout ine m a inte na nce sche dule

- Sp e cify on-site sup p ort ca p a b ilit ie s a nd costs

- De ta il re p la ce m e nt p roce d ure s fo r fa ile d com p one nts

3. Te chn ica l Sp e cifica t io ns a nd Re q u ire m e n ts

3.1 Pe rfo rm a nce Re q u ire m e nts

- Com p le te syste m se tup t im e should no t e xce e d 10 m inute s

- Vid e o qua lity m ust supp ort m inim um 1080p re so lu t ion

- Aud io m ust be cle a rly inte llig ib le throug hout a sta nd a rd cla ssroom (up to 30 ' x

30 ')

- Wire le ss conte nt sha ring m ust ha ve m inim a l la te ncy (le ss tha n 100m s)

- Syste m m ust op e ra te on sta nd a rd 110-120V p owe r

- All com pone nts m ust funct ion re lia b ly whe n re loca te d fre q ue nt ly

3.2 Com p a t ib ility Re q uire m e nts

- Solut ion m ust be com pa t ib le with Wind ows a nd Ma c OS la p top s

- Vid e o confe re ncing syste m m ust sup port Zoom , Microso ft Te a m s, a nd Goog le

Me e t a t m inim um

- Wire le ss sha ring m ust sup port Windows, Ma c OS, iOS, a nd And roid d e vice s

- Syste m m ust funct ion with inst itu tiona l Wi-Fi ne twork

3.3 Physica l Re q u ire m e nts

- Com p le te syste m m ust b e m ova b le b y a sing le p e rson

- Syste m m ust fit throug h sta nd a rd 36" doorwa ys

- Tota l we ig ht should not e xce e d wha t ca n b e sa fe ly m ove d b y inst ruct iona l sta ff

- Ca rts m ust ha ve locking whe e ls to e nsure sta b ility during use

- All com pone nts m ust be se cure ly a t ta che d to p re ve nt a ccid e nts d uring t ra nsp ort

4 . Pro je ct Sche d u le Ve ndors m ust p rovid e a d e ta ile d p ro je ct sche d ule includ ing the fo llowing m ile stone s:

- Ord e r confirm a t ion a nd p rocure m e nt o f com p one nts

- Asse m b ly a nd inte g ra tion o f syste m s

- De live ry to sp e cifie d loca t ions

- Se tup a nd te st ing a t e a ch loca tion

- Tra ining se ssions

- Fina l a cce p ta nce

The a nt icip a te d t im e line fo r this p ro je ct is a s fo llows:

- RFP Re le a se Da te : 5/ 15/ 25

- Prop osa l Due Da te : 7/ 7/ 25

- Ve ndor Se le ction: 7/ 15/ 25

- Pro je ct Kickoff: 7/ 28/ 25

- Syste m De live ry:8/ 15/ 25

- Tra ining Com p le tion: 9/ 5/ 25

- Pro je ct Com p le t ion: 9/ 30/ 25

5. Eva lu a t io n Cr ite r ia Prop osa ls will b e e va lua te d b a se d on the fo llowing crite ria :

- Com p le te ne ss a nd q ua lity o f the p ropose d so lu t ion (30%)

- Tota l cost o f owne rship (25%)

- Ea se o f use a nd po rta b ility (20%)

- Sup p ort a nd wa rra nty te rm s (10%)

- Ve ndor e xp e rie nce a nd re fe re nce s (10%)

- I m p le m e nta tion t im e line (5%)

6. Su b m issio n Re q u ire m e n ts Ve ndors m ust subm it p roposa ls tha t includ e :

- De ta ile d de scrip tion o f the p ropose d so lu t ion includ ing a ll com p one nts a nd sp e cifica tions

- Line -ite m p ricing fo r a ll e q uipm e nt a nd se rvice s

- I m p le m e nta tion p la n a nd t im e line

- Tra ining a p p roa ch a nd m a te ria ls

- Sup p ort a nd wa rra nty d e ta ils

- Com p a ny p ro file a nd e xp e rie nce with sim ila r p ro je cts

- Minim um of thre e re fe re nce s from sim ila r im p le m e nta t ions

- Sa m p le docum e nta t ion

- Nota rize d I ra n Econom ic Sa nct ions Act fo rm

- Nota rize d Fa m ilia l Re la t ionship Disclosure Sta te m e nt

7. Po in t o f Co n ta ct

A virtua l m e e t ing will be he ld Mond a y, J une 23 from 10AM-11AM to a d d re ss a ny q ue st ions you m a y ha ve re g a rd ing this RFP:

Top ic: Mob ile HyFle x la b s p re -b id m e e t ing Tim e : J un 23, 2025 10:00 AM Ea ste rn Tim e (US a nd Ca na d a ) J o in Zoom Me e t ing ht tp s:/ / us04we b .zoom .us/ j/ 79770077002?pwd =9d BiuWg I u2XQoWEC7VEa hsiwJ BvZtp .1

Me e ting I D: 797 7007 7002 Pa sscod e : 5cYDz9

Ad d it iona l que st ions ca n b e fo rwa rd e d to : La urie Sm ith lsm ith@oa isd .o rg Ad ult Educa t ion 107a I nnova t ive Gra nt Consulta nt mailto:lsmith@oaisd.org

AFFI DAVI T OF COMPLI ANCE – I RAN ECONOMI C

SANCTI ONS ACT

Michig a n Pub lic Act No . 517 o f 2012

The undersigned, the owner or authorized officer of _______________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Kent Intermediate School District request for proposal for Portable HyFlex Instructional System, hereby certifies, represents and warrants that the Bidder (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 Bidder is awarded a Contract as a result of the aforementioned Invitation To Bid, the Bidder will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Bidder 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 Intermediate 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 an Invitation To Bid for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

By: _________________________________

Title: _________________________________

Date:________________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2025, by

, Notary Public

_____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________

FAMI LI AL RELATI ONSHI P DI SCLOSURE STATEMENT

Important: 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 Kent ISD.

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 Kent ISD. 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 ____________, 2025, by

, Notary Public

_____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________