JCISDCentralCampusPASystemRFP.pdf

Technology

6700 Browns Lake Road Jackson, Michigan 49201 www.jcisd.org

Jackson County Intermediate School District

REQUEST FOR PROPOSAL (RFP)

PA and Bell System

North Campus DRAFT 1 (RV)

JACKSON COUNTY INTERMEDIATE SCHOOL DISTRICT

JCISD – Technology

The Jackson County Intermediate School District (JCISD), hereafter referred to as customer, is accepting sealed proposals for a new PA and Bell System, installation, and configuration as defined below.

The district is in search of an integrated PA and Bell system for JCISD Central Campus.

The preferred system is the Telecor IP system if able to meet specifications. This system has been installed in other buildings in the district and it is desirable to remain consistent, if possible. Other solutions may be considered. This building is currently occupied by students. The proposed system should include the following specs:

● The vendor shall work with campus administration to finalize and implement zone configurations. Bids shall include information that details any limitations related to the number of available zones.

● Ability to program five (5) zones for PA

▪ Emergency - Pages all buildings. Inside and Outside

▪ Lyle Torrant Center all page. Inside and Outside

▪ Kit Young all page. Inside and Outside

▪ Bus Garage all page. Inside and Outside

▪ Scott House all page. Inside and Outside

● Ability to activate 2-way intercom via button in each classroom area to office. The intercom push button must be contained within a single-gang electrical box. The vendor will be responsible for rough in and pathway.

● Faceplate shall be stainless steel

● Ability to program multiple bell schedules

● Ability to make announcements from district phones. (Must be compatible with

Cisco Webex Calling

● Ability to integrate with Informacast. License for Informacast is NOT a portion of this project. This will be used at a later time, but the system should be ready to use with Informacast.

● A backup Microphone to be located in the main office. External Music must be able to be connected from the main office location.

● Verify that each speaker is working and volume levels are appropriate after the system is installed.

● CAT6A cabling needs to be run for the use of PA systems and must be plenum rated in any plenum rated spaces.

● Ability to play wav or mp3 files to the system

● The amplifier that is supplied should also have the ability to plug in a RCA style plug as an input for each zone. This should be an additional input.

● Network connections shall be terminated on both ends. The PA system end shall contain a surface mount biscuit box with keystone connector color ORANGE and the patch panel end shall terminate into a patch panel port that is available. GRAY cable and patch cords should be used for the system. The surface box shall be labeled with a label that is printed (not hand written) in the form

<Closet-Panel-Port>. See technology for assistance in determining the connection name.

● The PA system shall be located in the MDF and IDF racks indicated on the map.

● Vendor is responsible for providing speakers in all locations.

● The provided maps contain visual representations of the existing speakers.

● All speakers, raceways, mounts, pipes, backer boxes, faceplates, etc are the responsibility of the vendor to provide and install.

● The client desires existing speakers to be of the same shape/style in order to minimize damage to the surrounding area. Existing speaker locations shall not be changed without coordination with and approval by the District. Repair of any damage to the area surrounding the speaker installation shall be the responsibility of the vendor.

● ALL Equipment provided by the vendor must be new, other than certain existing wiring and equipment (generally in Kit Young) that remain current technology and can be re-used.

● All campus buildings are connected via fiber optic cabling. Proposals shall include detail related to connectivity requirements, including needed strand count, if applicable.

● Wreck out of the existing system.

Existing equipment

● Existing equipment shall not be reused or left in place without written approval from the customer.

Cabling

● The Vendor shall be responsible for all necessary structured cabling.

● All cable shall be Cat6a or better.

● Any cabling contained within the drop ceiling shall be plenum rated.

● Short 6a patch cables of the appropriate color shall be provided to plug into each end, if necessary.

● Any network cables shall be terminated on a patch panel consisting of the appropriately colored keystones.

● All cable shall have a typed label wrapped on each end of the cable in the format of <closet>-<Patch>-<Patch Port>.

● All cable shall have a typed label at both the wall plate and the patch panel in the format of <closet>-<Patch>-<Patch Port>.

● The Bidder will be responsible for installing their own pathway in any case where it is deemed necessary. The pathway needs to be self-supported and follow all applicable codes for the area.

● Penetrations shall be sleeved and fire stopped.

● Any pathway used by the Bidder must not exceed 70% or max fill on any of the enclosed codes or standards whichever is least, on any conduits regardless if it is vendor installed or using something that is already in place.

● Any permits that are required for this project must be pulled by the Vendor. It is the responsibility of the vendor to pull the permits, as well as ensuring that any required inspections are done in a timely fashion.

● All cabling for this project must conform to the following color coding:

Purpose Cable Keystone

Speakers Gray Orange

Cameras Green Green

Data Blue Blue

HDMI Extenders, Transmitter, and

Receivers Orange Orange

Lift

● If a lift is deemed necessary in order to complete the project, the Vendor is responsible for obtaining all necessary lift equipment.

● The Vendor shall work with the Customer’s Senior Manager of Operations, or designee, to determine lift requirements.

Electrical

● The vendor is responsible for coordinating any needed electrical work with the

Customer’s Senior Manager of Operations, or designee.

Locations of install

● Lyle Torrant Center – 1175 W Parnall Rd, Jackson, MI 49201

● Kit Young Center - 1185 W Parnall Rd, Jackson, MI 49201

● Jackson County ISD Transportation - 1161 W. Parnall Jackson, Michigan

49201

● Scott House - 3313 Lansing Ave, Jackson, MI 49202

● Provide options for a UPS to power the system in the event of a power failure for

15 minutes and 30 minutes of run time.

● Please provide a cost to Install, Configure, Document, and test the above systems.

● The systems must also include at least 1 day of knowledge transfer on how to operate, troubleshoot, and program the system in the future for at least 10 employees of the Customer.

● Final deliverables shall include all. Final payment will not be issued until all receivables are provided:

● All IP addresses, Network connections (Switch and port information).

● Wire path maps.

● Schematics of the final solution. This drawing shall include the model of each component and show the interconnections between the devices.

● Maps of buildings with speakers placed (existing and new), indicating what Zone they are on.

o The PA system should be labeled with IP address on the case.

o All Cables should be cable wrapped with information as to where they are going for troubleshooting at a later time.

o Vendor must also include a quick “How to” guide for how to complete normal system tasks for the end users to follow, such as but not limited to setting bell schedule, making a page from both phone system and by the backup microphone, changing bell tones, setting custom tones, etc.

● A certification sheet for each of the lines.

● Pictures of any pathway installed in hard to access locations. For example tunnels, attics, drop ceiling. The pictures shall clearly indicate where they are located and shall represent the actual pathway in the finished state.

● Documentation pertaining to any equipment warranties to which the

Customer is entitled.

● Manuals for each of the installed components.

● A total of two training sessions:

▪ One session for Customer’s technical staff which shall include not only an overview of the function of the system but also an overview of the logical layout.

▪ One session for end users to demonstrate use of the system.

● Keys for any equipment cabinets.

● Any relevant license keys

● Contact information for technical support for each piece of installed equipment.

● Written attestation that legacy equipment and cabling associated with the retired paging system(s) have been abated.

Jackson County ISD, will be accepting bids for a “PA and Bell System” in accordance with the attached specifications.

● RFP published on SIGMA, on JCISD Website, and in paper July 5, 2026

● Pre-Bid Meeting Form and Site Visit (Pg. 15) due July 15 at 9:00 a.m.

● Highly Suggested Pre-Bid Meeting, July 15, 2026 2 PM at Torrant Center

● RFP Technical Questions Deadline – Monday, July 22, 2026 at 11:59 a.m.

● Proposal Due Date – Thursday July 30, 2026 at 11:59 a.m.

● Public Bid Opening – Thursday July 30, 2026 at 12:00 p.m. (NOON)

● Anticipated Date for Board Approval – Tuesday, August 18, 2026

● Anticipated Purchase Order Awarded – Friday, August 21, 2026

● Project Completion – September 15, 2026 or TBD

This RFP packet will be available on our website at the following link, http://www.jcisd.org, under the “About Us/Proposals/Bids” tab. Vendors are responsible for obtaining any updates or amendments to the RFP from the website. Proposals are due by Tuesday, July 30 th

, 2026. no later than 11:59 a.m.

The main point of contact concerning this solicitation is:

Brad Hess, Assistant Director of Technology

Jackson County Intermediate School District

6700 Browns Lake Road

Jackson, MI 49201

Attn: PA System and Bells

Email: jcisdrfp@jcisd.org

For non-technical questions about the RFP or purchasing processes, please contact:

Rick Vess, Purchasing & Logistics Manager

6700 Browns Lake Road

Jackson, MI 49201

Attn: PA System and Bells

Email: rick.vess@jcisd.org

Proposals must be submitted to Brad Hess via the email address of JCISDrfp@jcisd.org

E-mails will be the only form accepted.

http://www.jcisd.org mailto:JCISDrfp@jcisd.org

Please include in your proposal the following items:

● Manufacturing specification sheet on all proposed hardware to be installed on the project.

● Schematics and/or drawings of the proposed solution. This drawing shall include the model of each component and show the interconnections between the devices.

● Drawings or a description of proposed equipment locations.

● Quotes used when ordering.

o (1) for first shift install and (1) for second shift if rates are different

● An itemized list of all hardware items including quantity, description, part numbers, and cost separated by building.

● Marked up maps of any new speakers that will be installed along with the type of speaker if deviating from included maps.

● Certification of Compliance – Iran Economic Sanctions Act Form

● Bid Bond (or 10% check in leau of bid bond, per Michigan law)

● Familiar Disclosure Affidavit

● Contractor Agreement Form

● Conflict of Interest Affidavit

● Contractor Agreement Form

● Election to Bid Form

● References

Failure to submit all required submittals could be considered as a non-responsive proposal.

Site Visit

We will be conducting a Highly Suggested Pre-Bid Meeting, July 15, 2026 2 PM at

Torrant Center The site visit will start at the Lyle Torrant Center main office and proceed through each building. The sites are under reconstruction and will not be available at any other time during this bid window.

Those vendors intending to bid shall register for the site visit by completing and returning the Election to Bid Form (page 15) by the date and time listed within the project timeline.

The Customer reserves the right to reject any and all quotes; to accept portions of bids and alternates in any order or combination; is not obligated to accept the lowest or any

RFP; and may waive any informality or irregularity in submittal procedures.

The Customer intends to award a contract to a qualified bidder, provided the RFP has been submitted in accordance with the RFP Document requirements, and does not exceed the Customer’s available funds.

Verbal orders for additions to or deletions from this bid must be stated in writing and agreed upon by the Customer.

Technical questions with regard to this bid document must be submitted in writing no later than Monday, July 20, 2026 at 11:59 a.m.

No other interpretations of the meaning of this bid document will be made to any bidder verbally. Every request for such interpretation shall be emailed to:

Attn: Brad Hess, Assistant Director of IT.

Email: jcisdrfp@jcisd.org

Prices quoted in the Vendor’s response for all labor and materials will remain in effect for a period of at least one hundred and eighty (180) business days from the acceptance of bid and issuance of Purchase Order. Labor rates should remain in effect for the length of the project.

Materials hereinafter specified and furnished shall be fully guaranteed by the

Manufacturer for one year from transfer of title against any defects. Defects which may occur as the result of faulty materials within one year after installation and acceptance by the Customer shall be corrected by the Vendor at no additional cost to the Customer.

The Vendor shall promptly, at no cost to the Customer, correct or re-perform (including modifications or additions as necessary) any nonconforming or defective workmanship or labor within one year after completion of the project of which the work is a part.

The period of the Vendor’s warranties for any items herein are not exclusive remedies, and the Customer has recourse to any warranties of additional scope given by the

Vendor to the Customer and all other remedies available at law or in equity. The

Vendor’s warranties shall commence with acceptance of/or payment for the work in full.

If the Vendor procures equipment or materials under the Contract, the Vendor shall obtain for the benefit of the Customer equipment and materials warranties against defects in materials and workmanship to the extent such warranties are reasonably obtainable.

The Vendor shall pass along to the Customer any additional warranties offered by the manufacturers, at no additional costs to the Customer, should said warranties extend beyond the one-year period specified herein.

This warranty shall in no manner cover equipment that has been damaged or rendered un-serviceable due to negligence, misuse, acts of vandalism, or tampering by the

Customer or anyone other than employees or agents of the Vendor. The Vendor’s obligation under its warranty is limited to the cost of repair of the warranted item or replacement thereof, at the Vendor’s option. Insurance covering said equipment from damage or loss is to be borne by the Vendor until full acceptance of equipment and services.

Contract prices and discounts shall be fixed at the time the contract is signed and deemed “approved” by the Customer and the Vendor. In the event of price changes, replacement equipment shall be purchased at the lower of contract or then current market price. In no case shall a price higher than contract price be paid for equipment proposed.

In the event that the Customer desires to purchase equipment or services not contained in the contract, future purchases will be determined using the Vendor-specified discount rate in the proposal from the manufacturer’s suggested retail price as of the date of the order.

In the case of discrepancy in computed proposal prices, the lowest combined value of individual unit costs shall prevail.

In no case shall the price exceed the favored Vendor prices.

Equipment and quantity requirements are the best estimates currently available. The

Customer reserves the right to modify quantity and configuration requirements. The

Vendor agrees to sell the Customer the revised quantity of items at the unit price as stated in the RFP regardless of quantity changes.

This facility is an educational facility that provides services to the students of the

Customer. As such, activities in all buildings are critical to the provisioning of services to the students and staff and shall not be interrupted by the Vendor’s work activities.

Service interruptions during normal business hours must be coordinated by the Vendor to minimize impact to the end users.

The Vendor will be required to work around all of the conditions listed above, as well as working with the Customer’s staff and students to minimize disruptions to normal

Customer activities.

Recognizing the environment in which work is to be done, smoking, consumption of alcoholic beverages and inappropriate language are not acceptable. Smoking is not permitted anywhere on school property. Contingent on awarding of the contract, anyone assigned to work on the project must pass and provide a law enforcement background check to have on file at the District. Any cost associated with this is the responsibility of the Vendor. The District can share information of how this can be done locally.

Payment Conditions

Payment shall be made upon final acceptance of the job by the Customer. The project will be deemed acceptable when the Vendor delivers to the Customer (as applicable):

● Cables which are 100% free of defective pairs of copper or fiber strands.

● Passing Network Certification test results by an approved Level III tester on the horizontal cabling.

● OTDR / TDR test results on the backbone cables.

● Inspection of Vendors work by the District has been conducted.

● All supplied equipment is determined to be in a usable condition.

● Documentation and other deliverables have been delivered to

Customer.

Acceptance shall be further defined as beneficial use by the Customer. Acceptance will be deemed “in full” upon receipt by the Vendor of a Notice of Acceptance issued by the

Customer upon beneficial use and full implementation of the Terms and Conditions and

Technical Specifications of the Contract. Upon receipt of the Notice of Acceptance, the

Vendor shall notify the Customer in writing of a release of all liens for all materials and services associated with this project.

Inspection, Acceptance, and Title

Title to/or risk of loss or damage to all items shall be the responsibility of the successful

Vendor until acceptance by the Customer, unless loss or damage results from negligence by the Customer. If the materials or services supplied to the Customer are found to be defective or do not conform to the specifications, the Customer reserves the right to cancel the contract upon written notice to the Vendor and return products at the

Vendor’s expense, based upon the terms of the Contract.

The Customer shall at all times have access to the work wherever it is in preparation or progress, and the Vendor shall provide proper facilities for such access and for inspection.

The Vendor shall not close up any work until the Customer has inspected the work.

Should the Vendor close up the work prior to inspection by the Customer, the Vendor shall uncover the work for inspection by the Customer at no cost to the Customer, and then recover the work according to the specification contained herein.

The Vendor shall notify the Customer in writing when the work is ready for inspection.

The Customer will inspect the work as expeditiously as possible after receipt of notification from the Vendor.

Price quotations are to include the furnishing of all materials, permits, equipment, maintenance and training manuals, tools, and the provision of all labor and services necessary or proper for the completion of the work, except as may be otherwise expressly provided in the Contract Documents. The Customer will not be liable for any costs beyond those proposed herein and awarded. Time and materials quotes will be unacceptable. The Customer is a non-taxable entity and as such sales, consumer, use, and other taxes are not applicable.

Subcontractors

Each subcontractor shall agree to be bound to the Vendor by the terms and conditions of this RFP.

Regulations, Codes, Standards, and Ordinances Compliance

All work specified within this document shall default to the following requirements unless otherwise specified. In the case that a newer version has been adopted then that shall prevail.

The latest edition of the National Electrical Code®

● All local Building Codes and Ordinances, as applicable.

● ANSI/TIA-568-D.0 through ANSI/TIA/EIA-568-D.3.

● ANSI/TIA-569-E

● ANSI/TIA-569E-1

● ANSI/TIA-606-B

● ANSI/TIA-607-B

● Federal Communications Commission.

● BICSI Telecommunications Distribution Methods Manual

● National Fire Protection Association

● OSHA (Standards-29 CFR) Telecommunications-1910.268

● Terminated in T-568B Standard

Customer is seeking a turnkey solution, installation, and configuration of the items listed in this RFP to install a new PA and Bell system in the school. A per unit price for each item should be included.

The total price quoted must include shipping and installation to 4 buildings at/near the district location: 1175 W. Parnell Rd., Jackson, MI 49203. Any additional costs outside of the stated guidelines must be provided with an explanation, as an attachment to the

Bidder’s proposal. The pricing should include all equipment, labor, and relocation costs that are associated with this project. Vendor should also include the following pricing in their proposal as separate line items:

● Cost per hour for Time and Material rate in the event this is needed.

● Cost to add a speaker with cabling. This should include the cost of materials, cable, and labor.

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, pursuant to the compliance certification requirement provided in Jackson Intermediate School District’s Request

For Proposal, the “RFP”, hereby certifies, represents, and warrants that the Company and 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 purchase order by Jackson Intermediate School District 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 purchase order.

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 purchase order for which the false certification was made, whichever is greater, the cost of Jackson 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 submit a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

NAME OF COMPANY

NAME AND TITLE OF AUTHORIZED REPRESENTIVE

SIGNATURE

DATE

Contractor Agreement Form

We, the undersigned, have prepared and submitted this Contractor Agreement Form as our proposal in response to the “JCISD-North Campus-PA and Bell System” issued by the

Jackson County Intermediate School District located at 6700 Browns Lake Road, Jackson, Michigan 49201.

We understand the submittal of this Contract Agreement constitutes our offer of

Proposal for this equipment. And that this submittal shall not be construed as a bilateral

Agreement until fully executed as a Contract countersigned by the Customers.

This price is guaranteed for one hundred and eighty (180) days after the date of opening bids, and that labor rates are guaranteed for the length of the contract. If authorized to proceed within that period we agree to deliver the equipment covered by this bid at the said price.

Signature of Authorized

Agent:

Printed Name and Title of Agent

Name of Firm

Address, City, State, ZIP

Telephone Number

Election to Bid Form JCISD-North Campus-PA and Bell System

Company Name:

Address:

Contact Name(s):

Phone Number:

E-Mail Address:

With the Election to Bid Form completed and submitted, the Vendor will be notified of the site visit.

Please submit form to:

jcisdrfp@jcisd.org Subject line: JCISD-North Campus-PA and Bell System-Election to Bid Form

Due July 15 at 9:00 a.m.

mailto:jcisdrfp@jcisd.org

CONFLICT OF INTEREST AFFIDAVIT

This affidavit is required by state law and complies with the State of Michigan, Act No. 232 of

Public Acts of 2004, Enrolled House Bill No. 5376, Sec. 1267, paragraph 3, sub-paragraph (d), as listed below:

(3) The advertisement for bids (and proposals) shall do all of the following:

(d) State that the bid 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 board of Jackson County Intermediate School District Board.

The District shall not accept a bid that does not include this sworn and notarized disclosure statement.

Furthermore, this affidavit also binds the Vendor to the Jackson County ISD’s Conflict of Interest provision as listed below:

Conflict of Interest – The bidder shall disclose and describe any business, financial, pecuniary or familial relationship existing between the Bidder (or any officer, agent, or employee of the Bidder) and any officer, employee, agent or board member of the Jackson

County ISD.

In the space provided below, list and describe all existing conflicts of interest; OR check the box, indicating that there are no known conflicts of interest.

�To the best of my knowledge, no conflict of interest exists.

Print name of bidder: Signature:

Name of Company: City: State:

NOTARY - State of Michigan, County of ___________ Sworn to and subscribed before me, a notary public in and for the above state, on this Day of

_________, 20__.

Notary Public My commission expires:

Technology

6700 Browns Lake Road Jackson, Michigan 49201 www.jcisd.org

MAP 1, OVERALL SITE MAP of all 4 buildings

JACKSON COUNTY INTERMEDIATE SCHOOL DISTRICT

MAP 2, Torrant Center Map

MAP 3, Kit Young Map

MAP 4, Transportation Map

MAP 5, Scot House Map

Jackson County Intermediate School District

REQUEST FOR PROPOSAL (RFP)

PA and Bell System

North Campus DRAFT 1 (RV)