Intercom Upgrades RFP 03072025.pdf

P a g e 1 | 11

HABERSHAM COUNTY BOARD OF EDUCATION

P.O. Box 70, Clarkesville, Georgia 30523

Ph: 706-754-2118 Fax: 706-754-1549

Matthew Cooper, Superintendent

Dennis Unbehant, Technology Director

The Habersham County Board of Education is accepting proposals to replace the intercom system at three schools and upgrade the intercom controller system at the high school to an IP type system.

RFP release date will be Friday, March 7, 2025. The RFP will be posted on the habershamschools.com and the Georgia Procurement websites. A mandatory pre-bid meeting and walk through will be held on Friday, March 14 at 10:00 am starting at Demorest Elementary School.

Bid opening will take place at the Habersham County Board of Education Board Room. Deadline for submittals will be 10:00 am, April 18, 2025, at which time the Technology Coordinator will perform a bid opening and a public reading will take place in the Board Room. Proposals can be hand carried to the public bid opening. Mailed bids should allow sufficient time to arrive before the bid opening in order to be present for the bid opening.

Please address sealed bids to: Project Contact and pre-bid meeting address:

INTERCOM UPGRADES Demorest Elementary School

Habersham County Board of Education 3116 Demorest-Mt. Airy Hwy

132 Stanford Mill Road, P.O. Box 70 Demorest, GA 30535

Clarkesville, GA 30523 Dennis Unbehant, Technology Director dunbehant@habershamschools.com

Note: The walk through will start at Demorest Elementary School at 10:00 am and then move to two other schools. The site visits should conclude by approximately 12:00 pm.

Only sealed bids will be accepted. No faxed or emailed bids will be accepted.

Any inquiries must be received no later than Friday March 21. All inquiries about this bid must be sent to the project contact. Please submit all questions in writing via email. Questions and responses will be shared with all registered bidders.

The Habersham County Board of Education reserves the right to accept or reject any and all proposals and to waive technicalities.

mailto:dunbehant@habershamschools.com

P a g e 2 | 11

HABERSHAM COUNTY BOARD of EDUCATION

INTERCOM UPGRADES

PART I – SCHEDULE OF EVENTS

Event Dates

RFP Released – March 7, 2025

Vendor Walk-Through – Friday, March 14, 2025, 10:00 am

Deadline for questions – Friday, March 21, 2025

Deadline for Submissions – 10:00 am, April 18, 2025 (Bid Opening Day)

PART II – INSTRUCTIONS TO BIDDERS

NOTICE

To register as a prospective respondent, you must attend the vendor walk through on Friday, March 14, 2025 at 10:00 am. Failure to register as a prospective respondent may result in your firm not receiving any proposal addenda if applicable. Failure to acknowledge proposal addenda with your submittal may cause your proposal to be considered non-responsive.

1.0 DEFINITIONS

1.01 Bidding Documents include the Invitation to Bid, Instructions to Bidders, The Bid Form and the proposed Contract Documents including any Addenda issued prior to the receipt of bids.

1.02 The Contract Documents proposed for the work consist of Specifications and all Addenda issued prior to and all Modifications issued after execution of the Contract.

1.03 A Bid is the complete and properly signed proposal to do the work for the sums stipulated therein, as submitted in accordance with the Bidding Documents.

1.04 The Unit Price Bid is the sum stated in the Bid for which the bidder offers to perform the work described in the Bidding Documents as the base to which work may be added or from which work may be deleted for sums stated in Alternate Bids.

P a g e 3 | 11

2.00 BIDDER REPRESENTATIVES

2.01 Each bidder by making his Bid represents that:

A. Bidder has read and understands the Bidding Documents and his Bid is made in accordance therewith.

B. Bidder has visited the site, has familiarized himself with local conditions under which the work is to be performed and has correlated his observations with the requirements of the Contract Documents.

C. No consideration will be given any Claim based on lack of knowledge of existing conditions except where Contract Documents make definite provisions for adjustments of cost or extension of time due to existing conditions that cannot be readily ascertained.

D. The Bid as submitted is based upon providing the labor, materials, systems and equipment required to complete the “Scope of Work” without exceptions.

3.00 INTERPRETATION OR CORRECTION OF BIDDING DOCUMENTS

3.01 Bidders shall promptly notify the Technology Director or project contact of any ambiguity, inconsistency or error, which they may discover upon examination of the Bidding Documents.

4.00 BID PROCEDURE

Sealed bids will be addressed to “INTERCOM UPGRADES” Habersham County Board of Education, P.O. Box 70, 132 Stanford Mill Road, Clarkesville, GA 30523. Deadline for submittals will be 10:00 am on April 18, 2025, at which time the Technology Coordinator will perform a bid opening and public reading will take place in the Board Room.

If hand carrying bids to the bid opening, please note the address of the nearby Central Office Annex listed below. DO NOT send mail to this address, this is for hand carried bids only:

Bid opening address:

Central Office Annex

144 Holcomb Street

Clarkesville, GA 30523

4.01 Note: QTY of two copies of all bids shall be submitted in response to this RFP. Copies shall be signed by the person or persons legally authorized to bind the Bidder to a Contract. A Bid by a Corporation shall further give the state of incorporation and have the corporate seal affixed.

4.02 The unit Price Bid Sum shall be expressed in U.S. dollars.

4.03 Any interlineations, alteration or erasure must be initialized by the signer of the Bid.

P a g e 4 | 11

4.04 Failure to submit a Bid in the form requested or inclusion of any alternates, conditions, limitations or provisions not called for will render the bid irregular, and shall be considered sufficient cause for rejection of Bid.

4.05 Bids shall be delivered to reach the address designated in the Invitation to Bid no later than the hour and date established for deadline of acceptance of bids. After that time, no bids will be received, nor may they be withdrawn. Emailed or Faxed bids will not be accepted.

5.00 CONSIDERATION OF BIDS

It is the intent of the District to award this bid in its entirety to a single bidder.

5.01 Rejection of Bids: The Board shall have the right to reject any or all Bids not accompanied by any data required by the Bidding Documents, or to reject a Bid which is in any way incomplete or irregular. The District reserves the right to reject any or all bids, in whole or in part and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interest of the District.

5.02 Acceptance of Bid (Award) It is the intent of the Board to award a Contract to the most cost-effective provider.

6.00 INSURANCE

6.01 The WINNING BIDDER shall purchase and maintain, in a company acceptable to the BOARD, such insurance as will protect him from claims under Workmen’s Compensation laws, disability benefit laws or other similar employee benefit laws; from claims for damages because of bodily injury, occupational sickness or disease, or death of his employees, and claims insured by usual personal injury liability coverage; from claims for damages because of bodily injury, sickness or disease, or death of any person other than his employees including claims insured by usual personal injury liability coverage; and from claims for injury to or destruction of tangible property, including loss of use resulting there from any or all of which may arise out of or result from the WINNING BIDDERS operations under the Contract Documents, whether such operations be by himself or by a Sub-Contractor or anyone directly or indirectly employed by any of them or for who acts any of them may be legally liable. This insurance shall be written for not less than limits of liability specified below or required by law, whichever is greater. A statement is to be included on the Certificate of Insurance verifying that the BOARD will be notified by Certified Mail 15 days prior to termination of WINNING BIDDER’S insurance. Certificates for Worker’s Compensation and General Liability Insurance will be required and submitted as part of the bid package.

1) Worker’s Compensation – Statutory (for the State in which the work is to be performed and the State of domicile of the WINNING BIDDER).

2) Manufacturers’ and WINNING BIDDER’S Liability, covering operations performed by or for the WINNING BIDDER, with limits of not less than: Bodily Injury – $500,000/$1,000,000. Property Damage - $500,000.

P a g e 5 | 11

3) WINNING BIDDER Liability, covering liability of others assumed by the WINNING BIDDER elsewhere in the contract under “Hold Harmless” Agreements or similar assumptions of liability with limits as required in 6.01 2) above.

7.00 TIME/COMPLETION SCHEDULE

7.01 Actual installation and completion dates will be established upon awarding of the bid. Installations must be completed within 60 days of the established installation date unless otherwise agreed to by HCBOE or its appointed representatives.

Bidders will be requested to provide pricing for “regular business hours” and for “evenings and weekends” installation in case the installation is deemed too urgent to schedule during the next available school break.

9.00 SAFETY

9.01 WINNING BIDDER shall be solely responsible for maintaining safety, at work site.

WINNING BIDDER shall take all reasonable steps to ensure safety for both workers and visitors to the site.

10.00 PERFORMANCE REQUIREMENTS

10.01 The BOARD’S right to carry out the work:

If the WINNING BIDDER defaults or neglects to carry out the Work in accordance with the Contract and fails within a two (2) day period after receipt of written notice from the BOARD to commence and continue correction of such default or neglect with diligence and promptness, the BOARD may, without prejudice to other remedies the BOARD may have, correct such deficiencies. In such case an appropriate Change Order will be issued deducting from payments then or thereafter due the WINNING BIDDER the cost of correcting such deficiencies, including compensation for the BOARD’S additional services and expenses made necessary by such default, neglect or failure. If payments then or thereafter due the WINNING BIDDER are not sufficient to cover such amounts, the WINNING BIDDER will pay the difference to the BOARD.

11.00 TERMINATION BY THE BOARD FOR CAUSE:

11.01.1 The BOARD may terminate the Contract if the WINNING BIDDER:

a. Persistently or repeatedly refuses or fails to supply enough properly skilled workers or proper equipment to perform in a timely manner as determined by the Board;

b. Fails to make payment to sub-contractors or suppliers for materials or labor in accordance with the respective agreements between the WINNING BIDDER and sub-contractors/suppliers;

c. Persistently disregards laws, ordinance, or rules, regulations or orders of a public authority having jurisdiction; or

P a g e 6 | 11

d. Otherwise is guilty of a substantial or material breach of sections 14.00, 15.00 or other provisions of the Contract.

11.01.2 When any of the above reasons exist, the BOARD may without prejudice to any other rights or remedies of the BOARD and after giving the WINNING BIDDER and the WINNING BIDDER’S surety, if any, two (2) days written notice, terminate employment of the WINNING BIDDER and may, subject to any prior rights of the surety:

a. Accept assignment of sub-contractors and supplies agreements, and

b. Finish the Work by whatever reasonable method the BOARD may deem expedient.

11.01.3 When the BOARD terminates the contract for one of the reasons stated in Subparagraph 11.01.1, the WINNING BIDDER will not be entitled to receive further payment until the work is finished.

11.01.4 If the unpaid balance of the Contract sum exceeds additional costs incurred while finishing the Work, including compensation for the BOARD’s services and expenses made necessary thereby, such excess will be paid to the WINNING BIDDER. If such costs exceed the unpaid balance, the WINNING BIDDER will pay the difference to the BOARD. This obligation for payment will survive termination of the Contract.

12.00 PERSONNEL

12.01 It is mutually agreed that the WINNING BIDDER is an independent WINNING BIDDER and not an agent of the BOARD, and as such the WINNING BIDDER shall not be entitled to any BOARD employment benefits, such as, but not limited to, vacation, sick leave, insurance, workmen’s compensation, or pension and retirement benefits.

12.02 WINNING BIDDER must comply with O.C.G.A. 13-10-91 (b) (1) E-Verify. WINNING BIDDER Affidavit will be required and submitted as part of the bid package.

12.03 Service provider shall submit current certifications and qualifications demonstrating technical ability to install, test and maintain the proposed system and subsystems.

13.00 IDENTIFICATION

13.01 WINNING BIDDER personnel will carry WINNING BIDDER identification at all times while on Habersham County School property. WINNING BIDDER personnel will show identification when asked by school employees, law enforcement officers, or security personnel.

P a g e 7 | 11

14.00 OTHER LAWS AND REGULATIONS

14.01 The WINNING BIDDER will comply with any and all applicable federal, state and local standards, regulations, laws, statues and ordinance, regarding toxic, hazardous, and solid wastes and any other pollutants; public and private nuisances; health or safety; and zoning, subdivision or other land use controls. The WINNING BIDDER will take all reasonably necessary, proper or required safety, preventative and remedial measures in accordance with any and all relations and directives from the Georgia Department of Human Resources, the United States Environmental Protection Agency, the Georgia Department of Environmental Management, Health Departments, and any other federal, state or local agency having jurisdiction, to insure the prompt prevention or cessation (now or in the future) of violations of either the applicable provisions of such standards, regulations, laws, statutes, and ordinances or any permits or conditions issued there under.

15.00 NON-DISCRIMINATION

15.01 The WINNING BIDDER will take affirmative action not to discriminate against any employee or applicant for employment or otherwise illegally deny any person participation in or the benefits of the program which is the subject of this agreement because of race, creed, color, sex, age, disability or national origin. To the extent applicable, the WINNING BIDDER will comply with all provisions of Executive Order No. 11246 the Civil Rights Act of 1964, (p.L. 88-

352) and 1968 (P. L. 90-284), and all applicable federal, state and local laws, ordinances, rules, regulations, orders, instructions, designations and other directives promulgated to prohibit discrimination, Violation of the provision, after notice, shall be a material breach of this agreement and may result, at the BOARD’S option, in a termination or suspension of this agreement in whole or in part.

16.0 BID CONTENTS

16.01 Bids should contain the following sections as a minimum:

1) Bid response and cost sheet showing equipment, bill of materials, installation, and any required software or licenses provided for a completely functioning system. Provide section detailing any additional annual required fees to keep the system operational.

2) Overview of proposed system: provide high level overview of the capabilities of the proposed system and the value it brings to HCBOE. Provide a description of the brand and models of equipment included in the proposed system. Provide current manufacturer specifications of proposed equipment. Provide details of all included warranties for equipment and installation.

3) Implementation Plan: Include detailed implementation plan of how to implement a project of this size and scope without disrupting instructional time in classrooms if performed during school days including estimated timelines.

P a g e 8 | 11

4) Qualifications of Vendor: description of vendor’s experience this type of equipment in a public school setting.

5) References: Provide references of schools that have installed the type of equipment proposed. Include a minimum of three or more references of installations of similar size and scope including the following information:

1. Contact person

2. Dates of work

3. Mailing address

4. Telephone numbers and email contact information

5. A brief overview of the project

6) Warranty information of the equipment and materials provided.

7) Required Forms and Documents:

1. W-9 Request for TIN and Certification

2. Certificate of Liability Insurance

3. E-Verify Affidavit (Georgia Security and Immigration Compliance Act)

Note: multiple copies are required of proposals as indicated in section 4.01 of this document.

PART III - SCOPE OF WORK

1.0 PROJECT GOALS

1.0A The Habersham County Board of Education is seeking a replacement intercom system for three of our elementary schools. The system will need to be able to make all calls to common speakers, contact classrooms and specified areas individually through talkback speakers, and allow classrooms and specified areas to contact and speak with front office by pressing call buttons. System will need new wiring and speakers throughout school facility. All intercom wiring and speakers will need to be replaced with new equipment. System will need to interface with legacy analog phone systems for functionality. Wall mount or rack mount of IP systems is preferred and sixty-six block wiring cross connects are preferred if applicable.

Adjustable volume controls at the system and individual call button and common speaker level

P a g e 9 | 11 are required for proper volume adjustments. Software driven IP systems may include software volume controls instead of physical volume controls. Common area speakers can use traditional low voltage wiring and analog amplifier systems. Classrooms should be connected with a network CAT6 cable to the nearest IDF or MDF.

Options

Option A: Provide additional cost for evening and weekend installation, if available.

Option B: Provide pricing on classroom “emergency buttons” as an option. This button should include intercom system functionality to start a school lockdown and alert first responders in the event of an emergency.

1.0B The Habersham County Board of Education is seeking to upgrade the controller of an existing Valcom intercom system at Habersham Central High School to an IP based controller that is compatible with the current system and is fully serviceable with replacement parts.

3.0 REQUIRED EQUIPMENT AND MATERIALS

3.1 Section 6.0 below contains a description of the equipment, materials, and installation needed for this project. Proposals must include all required mounting hardware for installation of all equipment.

3.2 Proposals are to include the furnishing of all materials, equipment, software licensing, training, maintenance, shipping costs, delivery, installation, drawings, taxes, fees, etc. and the provision of all labor and services necessary or proper for the completion of the work as may be otherwise expressly provided in the contract document.

4.0 FUNCTIONAL EQUIVALENTS

4.1 The Habersham County School District is seeking to replace equipment with a cost effective solution that will be maintainable for many years. References to brand names, trade names, model numbers, or other descriptions are made to establish an approximate level of quality and functional capabilities and are not intended to exclude other products of similar capabilities.

Specific names of products listed in this document are intended to convey the type of equipment sought.

4.2 Bidders should submit current equipment specification sheets from the manufacturer of all hardware included as a part of a proposal.

4.3 HCBOE reserves the right to be the sole determiner of functional equivalency and to select the proposal it believes to be in its best interest.

P a g e 10 | 11

5.0 WARRANTY/MAINTENANCE INFORMATION

5.1 Please provide warranty information for all provided electronic equipment. If lifetime warranty, specify how many years equipment is supported after declared end of life by manufacturer.

5.2 Specify any required annual licensing or maintenance fees needed to continue to use all products and software systems included in proposal.

6.0 EXAMPLE LIST OF EQUIPMENT, MATERIALS, AND INSTALLATION NEEDED

This information will be sent to all vendors who attend the mandatory pre-bid meeting and provide their email address to the district. For security reasons, a state issued driver’s license or picture ID card will be required to verify identity.

7.1 GENERAL INSTALLATION SPECIFICATIONS

- All wire pulled will be according to all applicable low voltage codes and include plenum rated wiring as required.

- Any J-Hook installation must be fastened to the permanent building structure not ceiling grid wires or hardwire.

- Wall mount of amplifier units and 66 block connections on plywood decking is preferred.

- Pulling wire placing in existing cable pathways (no wire allowed on ceiling grid).

- CAT 6 wire pulled to each classroom for network connection.

- Speaker wiring pulled above ceiling grid for hallway and common speakers.

- Supply ceiling mounting hardware for wiring if needed.

- Mounting of speakers in 2 x 2’ and 2 x 4’ grids as required in hallways.

- Mounting of wall mount classroom speaker and display units above the classroom display screen.

- Mounting of classroom call buttons near the classroom door.

- Mounting of round ceiling speakers as required for restroom or closed ceiling areas.

- Remove current ceiling speakers and tiles for disposal when installing new speakers.

- Removal of existing flex conduit at the nearest junction box if applicable.

- Replace any ceiling tiles inadvertently damaged during removal and installation (tiles supplied by HCBOE).

- Existing intercom cabinets will be removed and retained by HCS Technology Department.

7.1a Attachment A is a building plan that shows the approximate location for all speaker installations.

This documentation will be sent to all vendors who attend the pre-bid meeting. Driver’s license or picture ID will be required to verify identity.

P a g e 11 | 11

7.2 Bid Response Sheet

Also provide pricing information for evening and weekend installation if available. Please complete Project Cost Summary Response sheet and provide detailed quote of all materials and labor included as part of the proposal.

School Intercom Project Cost Summary Sheet

School Name:

Vendor Name:

Total Cost of Materials: -$

Total Cost of Installation: -$

(Regular Business Hours)

Total Cost of Base Project: -$

Option A: Evening and Weekend Installation: -$

Option B: Add Classroom Emergency Buttons: -$

Grand Total ALL Options: -$