LOCS AV, Cabling, PA & Clocks RFP.pdf

Lake Orion Community Schools

AV, Structured Cabling, Public Address & Clock System RFP

Request for Proposal (RFP)

February 2020

AV, Structured Cabling, Public Address & Clock System RFP

February 2020 Prepared by Plante Moran

TABLE OF CONTENTS

GENERAL TERMS AND CONDITIONS

1 General Requirements

CLASSROOM AV

2 Classroom AV specifications

STRUCTURED CABLING

3 Structured cabling

LARGE AREA PROJECTION & SOUND

4 Large Area Projection & Sound

PUBLIC ADDRESS SYSTEMS

5 Public Address & Clock System

APPENDICES (PROVIDED SEPARATELY)

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GENERAL TERMS AND CONDITIONS

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1 GENERAL REQUIREMENTS

1.1 INTENT

It is the intent of Lake Orion Community Schools (here after referred to as the “District”) to solicit proposals from qualified Vendors for an AV, structured cabling, public address and clock systems solution. This solution will consist of the following components:

i) AV equipment (hardware, software & cabling)

ii) Structured cabling

iii) Public address systems (hardware, software & cabling)

iv) Clock Systems (hardware, software & cabling)

v) Integration/ installation services

vi) Configuration services

vii) Testing services

viii) Warranty services

It is desired that the Vendors propose on all of the services being requested in this RFP. Bidders may partner with another provider to supply a complete and turnkey solution. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified and a synopsis of the partner relationship as well as the party that will serve as the prime Vendor/contact for the District must be detailed. The District reserves the right to proceed with the provider deemed most suitable.

1.2 PROJECT DESCRIPTION

Lake Orion Community Schools recently passed a bond issue which includes renovations, additions, new buildings and funding for technology. The current plan includes the technology listed in Section 1.4 to be purchased throughout the bond. This project initially consists of the following buildings:

2020: Carpenter Elementary, Orion Oaks Elementary, Learning Options 2020/2021: Lake Orion HS, Webber Elementary, Early Childhood Center (new building) 2021: Paint Creek (prints not currently available – use estimated quantities in Appendix A)

The District is seeking to partner with a Vendor to provide equipment and services District-wide. There are additional buildings that will be completed in 2022-2024 (see Appendix A). We are requesting that the Vendors commit to the same price for proposed equipment/labor for the current models and commit to a guaranteed percentage off of the educational list price for future models (not to exceed current model pricing).

This RFP outlines the performance, operational, and administrative requirements the District is seeking for the these systems. Detailed specifications for this project are included in Sections 2 – 5 of the RFP.

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1.3 SCHEDULE OF EVENTS

EVENT DATE

Vendor’s Conference at [location] February 19th, 2020 at 9:30 AM local time

Deadline for submittals of questions related to this RFP

February 21st, 2020 Contact: Amy.Sasina@plantemoran.com

Deadline for proposals & public proposal opening February 28th, 2020 at 10:30 AM local time

Anticipated award date April 2020

Implementation Schedule See Section 1.4

1.4 IMPLEMENTATION SCOPE/SCHEDULE

Substantial completion (i.e., just punch list of items pending) of the scope of this RFP needs to be achieved before August 14, 2020. See table below for the full phased program schedule of the District’s upcoming projects.

2020 2020/2021 2021 2022 2023 Prints

Available

Carpenter Elementary

Classroom AV Cabling

PA/Clocks Yes

Orion Oaks Elementary

Classroom AV Cabling

PA/Clocks Yes

Paint Creek Classroom AV

Cabling PA/Clocks

No

Webber Elementary

Classroom AV

Cabling PA/Clocks

Yes

Early Childhood Center (new building)

PA/Clocks

Yes

Lake Orion HS

ALTERNATE:

PA/Clocks

Cabling (may move up timing)

Yes

Learning Options HS

ALTERNATE:

PA/Clocks

No (carts only)

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Future

Blanche Sims

PA/Clocks

No

Stadium

PA/Clocks

No

Scripps MS Classroom AV

Cabling PA/Clocks

No

Oakview MS Classroom AV

Cabling PA/Clocks

No

Waldon MS Classroom AV

Cabling PA/Clocks

No

Pine Tree Classroom AV

Cabling PA/Clocks

No

1.5 PROPOSAL SUBMISSION

Late proposals will not be accepted. Proposals shall be submitted as follows by the deadline indicated in section 1.3, Schedule of Events:

(1) Printed signed original

(1) Unbound printed copy

(4) Printed bound copies

(1) Thumb drive consisting of only 2 files:

A. One single scanned PDF file of the submitted printed signed complete proposal B. Appendix A in Excel format marked with company name

Submit proposals to:

Client: Lake Orion Community Schools Jeff Mozdzierz, Technology Director

Technology Department 455 E. Scripps Road

Lake Orion, MI 48360

All proposals must be in a sealed package and contain the wording “AV, Structured Cabling, PA & Clock System RFP” on the package. The wording “ORIGINAL” is to appear on the outside of the binder containing the original signed proposal. If a bid bond or Cashier’s Check is used, an original copy of the bid bond must be submitted in the binder marked “Original”. Proposals may not be delivered via facsimile or email.

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Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the Proposer or any employee of the Proposer and any member of the Board of Education or superintendent. The District shall not accept a Proposal that does not include this sworn and notarized disclosure statement. The Familial Form must accompany your bid proposal (see Appendix A).

In accordance with the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012, all Vendors must execute the “Iran Linked Business Affidavit” and include it in their Proposals (see Appendix A). Said forms are included in the Vendor Response Forms. The District will not accept a Proposal that does not include this sworn and notarized disclosure statement. The form must accompany your bid proposal (see Appendix A).

1.6 INTENT TO PROPOSE

Each Vendor who intends to submit a Proposal in response to this RFP should communicate its intent via email, to gina.mancinelli@plantemoran.com with the subject line "[Insert your Vendor name] - Lake Orion Community Schools AV, Cabling, PA & Clock System RFP - Intent to Respond”. Please refer to section 1.7 for the contact information to address specific questions related to this RFP.

The response shall include the name of the Vendor, the name of the contact person, and that person's email address

All Proposals MUST be returned using Vendor Response Forms provided in Appendix A.

1.7 VENDOR’S CONFERENCE

A non-mandatory (but highly encouraged) pre-proposal Vendor’s conference will be held for this project.

1.8 RFP CLARIFICATIONS & ADDENDA

Requests for clarification shall be submitted in writing by email only to:

Amy Sasina, Plante Moran, PLLC Amy.Sasina@plantemoran.com

When making requests for clarification, please identify the relevant section number (e.g., Section 2.3.1).

Please note that any addenda will be posted by the District to the bid site that housed the original RFP. Vendors are responsible for checking the site regularly to make themselves aware of any new addendums.

1.9 PROPOSAL FORMAT

To facilitate the comparison of Vendor proposals, it is required that each proposal be organized into the following sections:

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1.9.1 Executive summary

The executive summary should at a minimum include the following:

a. Executive letter highlighting how the proposed solution achieves the objectives of the District. This letter is to be signed by an officer of the organization submitting the proposal.

b. Organizational overview: A brief overview of the organization.

c. Identify features of the solution to identify:

i. How the solution aligns with the requested functional requirements

ii. Any functional requirements that the proposed solution cannot achieve

iii. Any assumptions and/or District resources required complete the solution

1.10 VENDOR RESPONSE FORMS

Supplied in this RFP are Vendor Response Forms (Appendix A). In addition to requesting information on your company, you must clearly indicate whether you either comply or take exception to any of the sections in this RFP. All Vendors MUST submit the Comply/Exception Form from Appendix A. Where applicable, an explanation to the exception must be provided.

1.10.1 Diagram of design

For each section or design presented, the Vendor shall submit a diagram of their design providing a pictorial representation of the proposed solution(s).

1.10.2 Project plan

The Vendor will include in their response an overview of their project plan.

1.10.3 Project team

Indicate the level of qualification of the staff that will be assigned to this project. Qualification will be based on certifications and years of experience with the materials proposal in similar configurations. Names of staff need not be provided, however, the response in this section will indicate the minimum level of experience that will be provided. If necessary, please include additional categories to address additional levels of staff or staff with different certifications and years of experience.

1.10.4 Product information

The Vendor must include hard copies of the technical specifications/data sheets for each of the products being proposed.

1.10.5 Electronic copy

An electronic format of the forms in Appendix A in a Microsoft Excel format MUST be included with your response. A PDF version of all other materials should also be included.

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1.10.6 Equipment listing (BOM)

A bill of material must be included with the bid response identifying equipment models and quantities.

1.10.7 Additional information

Additional information may be provided at the Vendor's discretion.

1.11 BID BONDS

Every bid shall be accompanied by either a cashier’s check on a solvent bank or by a bond executed by a surety company authorized to do business in the State of Michigan. A 5% Bid Bond or cashier’s check shall be required. Such check or bond shall name District as recipient. The amount of such bid bond or Cashier’s Check shall be forfeited as liquidated damages, costs and expenses incurred by the District if the Vendor, after given an award as successful Vendor, shall fail within thirty (30) days after the notice of such award to enter into appropriate contract with the District.

1.12 PERFORMANCE AND PAYMENT BONDS

The District MAY require the selected Vendor(s) to provide a performance bond upon award of the contract.

The associated cost of the performance bond is to be shown as a separate line item – do NOT include this cost in your base bid. This bond shall be equal in amount to the Total Price to the District of purchased hardware, software, cabling, and services. The Surety of the bond shall remain in effect for one year after all acceptance of the entire project has been executed by the District. In the event that the Vendor(s) fails to perform its obligations under any contract between the Vendor(s) and the District, the bond shall be paid to the District. The Vendor(s) further agrees to save and hold harmless the District and agents from all liability and damages of every description in connection with any subsequent contracts. Payment bonds shall be required under the following conditions: project award exceeds $50,000 and project involves construction, alteration, or repair to the buildings.

1.13 INSPECTION OF WORKSITE

If necessary, bidders can request access for site visits from Lake Orion Community Schools by contacting the individual identified in the “Bid Clarifications” section. We do not believe on-site access and review will be required prior to the project, and therefore, requests may be denied.

1.14 MODIFICATION OF RFP

Vendors may not modify the RFP text to affect the terms, conditions, or specifications found in this document; this is forbidden and will subject the bid response to rejection. In the event any text is modified, the original text as issued will apply. This clause does not apply to the Vendor response areas of the RFP where it is expected that Vendors will enter their text.

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1.15 CONFIDENTIAL INFORMATION

As a public entity, the District is subject to the Michigan Freedom of Information Act (FOIA). Information contained in proposals may be subject to FOIA requests.

1.16 RIGHT TO REQUEST ADDITIONAL INFORMATION

The District reserves the right to request any additional information that might be deemed necessary after the completion of this document.

1.17 RIGHT OF REFUSAL

District reserves the right to reject any or all proposals in their entirety, evaluate suggestions or exceptions, to waive irregularities, or to select certain equipment from various Vendor proposals, based on the best interests of the District. District reserves the right to reject any or all proposals for a specific section.

District reserves the right to award specific buildings to one or more Vendors.

1.18 PROPOSAL PREPARATION COSTS

The Vendor is responsible for any and all costs incurred by the Vendor or his/her subcontractors in responding to this request for proposal.

1.19 SYSTEM DESIGN COSTS

The successful Vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base bid.

1.20 PERMITS

The successful Vendor shall be responsible for complying with all local, state, and federal codes applicable to this installation. This includes the Electrical Permit required by the State for low voltage installations.

Include all costs associated with permitting in your base bid.

1.21 PRICING ELIGIBILITY PERIOD

All Vendor proposal bids are required to be offered for a term not less than 120 calendar days in duration. A claim of mistake in computation of a proposal shall not void the proposals after they are opened and accepted.

1.22 ADDITIONAL CHARGES

No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup and training.

1.23 TURNKEY SOLUTION

All prices quoted must include all the cables, connectors, etc. that will be necessary to make the system specified fully operational for the intent, function and purposes stated herein.

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1.24 FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

Lake Orion Community Schools is tax-exempt entity for all purposes except if the project makes enhancements, and/or additions to real property.

1.25 PURCHASE QUANTITIES

The District reserves the right to adjust upward or downward by 25%, the quantities of items purchased without altering the unit purchase price upon award and throughout the contract period.

1.26 CONTRACT REQUIREMENTS

The District intends to use the agreement contained in Appendix C for this project. Please review this attached agreement and indicate whether the terms of the agreement are acceptable. Include all contract exceptions in your proposal, if any.

The District considers this RFP legally binding and will require that this Request for Proposal and the resulting Vendor Proposal be included as addenda to any subsequent contracts between the Vendor(s) and the District. It should be understood by the Vendor(s) that this means that the District expects the Vendor(s) to satisfy all requirements and reports listed herein. Exceptions should be explicitly noted in the Vendor Proposals. Lack of listing all exceptions will be considered acceptance of all of the specifications as presented in this RFP.

1.27 SURVIVAL CLAUSE

All duties and responsibilities of any party that, either expressly or by their nature, extend into the future, shall extend beyond and survive the end of the contract term or cancellation of this Agreement.

1.28 FORCE MAJEURE CLAUSE

See proposed Contract in Appendix C.

1.29 INCORPORATION BY REFERENCE

The Vendor shall supply equipment, wiring, technology, training, and other related services adequate to accomplish the requirements as set forth in the Request for Proposals and the Vendor response to the Request for Proposals. Parties agree that where there is a conflict between terms of this Agreement and the information presented in the referenced documents, this Agreement shall take precedence. The parties also agree that where there is not a conflict between this Agreement and the information presented in the referenced documents, that all terms, conditions and offers presented in the Vendor's proposal shall herein be referenced to the Agreement and shall be binding upon all parties to the Agreement.

1.30 RISK DURING EQUIPMENT STORAGE AND INSTALLATION

Delivery shall be made in accordance with the implementation schedule referenced as part of this Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the Vendor. During the time period where the equipment is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment and relieve the District of responsibility for all risk or loss or

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1.31 SHIPPING OF EQUIPMENT

All shipping and insurance costs to and from the site shall be included in the Vendor's proposal. All payments to shipping agents and for insurance fees shall be made directly by the Vendor. The District shall make no payments to any firm concerning the shipment, installation, and delivery of equipment which is not a part of this Agreement and for which exact payments are not described. Vendor shall be responsible for all arrangements for the shipment and receipt of equipment to District' prepared site. The Vendor shall provide all properly trained representatives to unpack all items of equipment and place this equipment in the proper locations. The Vendor shall also be responsible for removal of all debris and packing materials from the site resulting from the installation of the equipment.

1.32 NON‐WAIVER OF AGREEMENT RIGHTS

It is the option of any party to the Agreement to grant extensions or provide flexibilities to the other party in meeting scheduled tasks or responsibilities defined in the Agreement. Under no circumstances, however, shall any parties to the Agreement forfeit or cancel any right presented in the Agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of a default. In the event that a party to the Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the Vendor by District should in no way be interpreted as acceptance of the system or the waiver of performance requirements.

1.33 GENERAL INDEMNIFICATION

See proposed Contract in Appendix C.

1.34 PATENTS, COPYRIGHTS, AND PROPRIETARY RIGHTS

See proposed Contract in Appendix C.

1.35 NONDISCRIMINATION BY VENDORS OR AGENTS OF VENDOR

See proposed Contract in Appendix C.

1.36 SUBCONTRACTORS

See proposed Contract in Appendix C.

1.37 EFFECT OF REGULATION

See proposed Contract in Appendix C.

1.38 PROJECT MANAGEMENT STAFF DESIGNATION

The Vendor understands that the successful installation, testing, and operation of the system that is the subject of this document shall be accomplished by a cooperative effort. To most effectively manage this

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In the event that an employee of the Vendor is, in the opinion of the District, uncooperative, inept, incompetent, or otherwise unacceptable, the Vendor agrees to remove such person from responsibility in the project. In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy as described above. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in this Agreement.

1.39 ASSIGNMENTS

District and the Vendor each binds themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in this Agreement.

1.40 VENDOR AS INDEPENDENT CONTRACTOR

It is expressly agreed that the Vendor is not an agent of District but an independent contractor. The Vendor shall not pledge or attempt to pledge the credit of District or in any other way attempt to bind the District.

1.41 INSURANCE

Workers’ Compensation Coverage: The Vendor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

Commercial General Liability Insurance: The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than one million dollars ($1,000,000) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following features: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable; (F) Per contract aggregate.

Motor Vehicle Liability: The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain during the life of this contract, Motor Vehicle Liability Insurance, including applicable No-fault coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles and all hired vehicles.

Additional Insured: The following shall be named Additional Insureds: Lake Orion Community Schools, and including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and their board members, employees, and volunteers.

This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insured, whether other available coverage be primary, contributing or excess.

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Notice of Cancellation or Change: Workers’ Compensation Insurance, Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to: Lake Orion Community Schools, 315 N. Lapeer Street, Lake Orion, MI 48362.

Proof of Insurance Coverage: The Vendor shall provide the District at the time the contracts are returned for execution, Certificates of Insurance and/or policies, acceptable to the District, as listed below:

a. Two (2) copies of Certificate of Insurance for Worker’s Compensation Insurance;

b. Two (2) copies of Certificate of Insurance for Commercial General Liability Insurance;

c. Two (2) copies of Certificate of Insurance for Vehicle Liability Insurance;

d. Original Policy, or binder pending issuance of policy, for Owners Contractors Protective Liability

Insurance;

e. If so requested, certified copies of all policies shall be furnished.

Continuation of Coverage: If any of the above coverage expires during the term of this contract, the Vendor shall deliver renewal certificates and/or policies to Lake Orion Community Schools at least ten (10) days prior to the expiration date.

Failure to comply: Failure to comply with the insurance requirements contained in this contract shall constitute a material violation and breach of the contract and may result in termination of the contract.

1.42 WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The District has presented detailed technical specifications of the particular purpose for which the network and technology is intended. The District has provided detailed descriptions and criteria of how the system can be defined to accomplish particular purpose. The District has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about the District's particular purpose, the Vendor at the time this Agreement is in force has (1) reason and opportunity to know the particular purpose for which products are required, and (2) that the District is relying on the Vendor's experience and knowledge of these products to provide those which are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purposes for which it is intended as described in this document.

1.43 FINAL ACCEPTANCE OF THE SYSTEM

The system proposed shall be defined to be finally accepted by the District after all components of this RFP and all approved Change Orders has been completely installed plus the items identified in Sections 2 – 5.

The District or District’s Representative shall be the sole judge of whether all conditions for Final Acceptance criteria have been met.

1.44 STANDARD FORMS AND CONTRACTS

Any forms and contracts the Vendor(s) proposes to include, as part of any agreement resulting from this bid between the Vendor(s) and the District must be submitted as part of the proposal. Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion may be rejected. This

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1.45 NON‐COLLUSION COVENANT

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this Agreement. The Vendor certifies that their Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same services and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

1.46 ADVERTISEMENT

The laws of the State of Michigan, District purchasing policies and the legal advertisement for contractors and purchases, are made a part of any agreement entered into the same respect as if specifically set forth in that agreement.

1.47 SELECTION CRITERION

District intends to enter into a long term relationship with a well-established Vendor whose products, features, design philosophy and support policies come closest to meeting the District's needs. The selected Vendor must be a well-established, financially stable firm committed to technology in K12, will have a commitment to attracting and retaining an excellent staff of technical and product support personnel, and will have a proven track record of support from installation planning through implementation and ongoing use. There should also be evidence of responsiveness to clients' suggestions for improvements. Finally, there must be a good fit between Vendor staff and the District's staff to assure a good working relationship.

The Vendors will be evaluated based on the following selection criteria:

1. Technical Requirements

a. Compliance to mandatory specifications

b. Ability to achieve non-mandatory requirements

c. Vendor interview and solution demonstration as required

2. Proposal Requirements

a. Implementation Support

b. Operations Support

c. Experience

d. Cost

1.48 SPECIAL NOTES

Failure to include in the proposal all information outlined above may be cause for rejection of the proposal.

The District reserves the right to accept the Vendor's replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing.

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1.49 PAYMENT TERMS

See proposed Contract in Appendix C.

1.50 MANUFACTURER

The name of a model, manufacturer or brand in this RFP shall not be considered as exclusive of other brands. Brands and models specified in this RFP are strongly preferred. The District expects all supplies, materials, equipment or products bid by a Vendor to meet or exceed the Specifications set forth in this RFP.

Further, it is the District’s intent that this RFP permit competition. Accordingly, the use of any patent, proprietary name or manufacturer’s name is for demonstrative purposes only and is not intended to curtail competition. Whenever any supplies, material, equipment or products requested in this RFP are specified by patent, proprietary name or by the name of the manufacturer, unless stated differently, such specification shall be considered as if followed by the words “or comparable equivalent,” whether or not such words appear. The District in its sole and absolute discretion, shall have the right to determine if the proposed equivalent products/brands submitted by the Vendor meet the Specifications contained in this RFP and possess equivalent and/or better qualities. It is the Vendor’s responsibility to notify the District in writing if any Specifications or suggested comparable equivalent products/brands require clarification by the District prior to the Due Date for Proposals. Any and all deviations from Specifications must be noted on the Proposal Form.

1.51 PRICE STABILITY GUARANTEE

It is the District’s intent to solicit proposals for an AV, cabling, PA and clocks preferred Vendor agreement for the purchase of these devices and services for a three-year period, with options for two additional extensions. For the purposes of Proposal evaluation, refer to Section 1.4 Scope & Implementation Timeline, as well as Appendix A (Device Inventory) and Appendix B (Prints). Vendors are required to provide costs for this specific scope. For the entire contract term (3 years), the Vendor must guarantee to provide the devices and/or services at the rates provided in its proposal

The District is asking the Vendor to provide unit pricing for any changes to initial project quantities and unit pricing or a guaranteed percentage off a published educational price schedule to be used for any buildings after 2021. These buildings will then be addressed via change order as quantities and prints are finalized.

In the event of a price decrease for any awarded device at any time during the contract term, the District shall be notified immediately. Price decreases will apply to all subsequent POs received by the Vendor after the date of the price reduction. In the event that the manufacturer decreases Vendor cost, for whatever reason, this decrease shall be reflected in an updated price and notice shall be sent within ten (10) business days to the District. The basis of any discounts to the Education List Price or other pricing schedules must be made available to the District.

Additionally, the District is asking that the vendor extend this unit pricing for equipment and labor to other Oakland County Districts. Please refer to specific questions in Appendix A.

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1.52 CRIMINAL BACKGROUND SCREENING

The District is committed to assuring a safe environment for students, employees and District visitors.

Accordingly, the District requires criminal background certification compliance from Vendors and sub- Vendors who perform work at any District facility. Each Vendor/sub-Vendor shall certify that all legally required criminal history and criminal record checks, electronic finger print scans (Michigan and FBI), and/or any other background check requirements are conducted in accordance with applicable provisions within Sections 380.1230, 380.1230a-h, 380.1236a of the Michigan Revised School Code, and all other applicable federal and state laws concerning background checks. These results must be sent directly to the district. Additionally, Vendor must certify that no owner, employee, agent, representative, Vendor and/or other personnel of the Vendor will be on any District premises if they are a registered criminal sexual offender under the Sex Offenders Registration Act, Public Act 295 of 1994, or have been convicted of “Listed Offense” as defined under Section 722 of the Sex Offenders Registration Act, MCL 28.722. Vendor shall also require employees, if and as applicable, to comply with the reporting requirements of Section 1230d of the Revised School Code, and shall promptly forward any information so obtained to the Client.

1.53 WORK HOURS

Any work scheduled inside buildings, or on the building premises, must be coordinated with the District.

Arrangements must be made through the District for additional work hours, if needed.

Work during the summer shall be conducted between the hours of 6:30am and 10:00pm. If necessary, the working hours when the school is in session are from 3:30 P.M. to 11:00 P.M., Monday through Friday.

Weekend work will be coordinated with the District as deemed necessary. The District will work with the Vendor and the District facilities team to provide appropriate access for each building. Please note that schedules are subject to change with short or no notice.

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CLASSROOM AV

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2 CLASSROOM AV SPECIFICATIONS

The District is seeking to implement a classroom AV solution District-wide (refer to Appendix A – Device Inventory for specific buildings/quantities). Note that Appendix A includes both initial buildings as well as future buildings. Vendors pricing is to include both. Equipment should be purchased the year that it will be installed (e.g., 2021 equipment cannot be purchased this year). The District is requesting that the Vendors commit to the same price for proposed equipment/labor for the current models and commit to a guaranteed percentage off of the educational list price for future models (not to exceed current model pricing).

All rooms will follow the standard configuration unless otherwise noted. Lake Orion HS & Learning Options are being addressed as an Alternate.

Standard classrooms will have a 75" SMART MX interactive flat panel (IFP) document camera, sound enhancement with teacher and student mics. The computer will connect wirelessly to the IFP. A 15-foot cabling whip shall be provided for teachers to connect. The cables in this whip will include color coded and labeled USB and HDMI and should be held together with mesh cable sleeve and the monitor shall have a method of holding the cabling whip in a loosely coiled manner.

The list below highlights the key requirements per classroom. See Appendix A, Device Inventory for full details.

Equipment o IFP (varying size) & wall mount (some locations will require carts). The District has standardized on SMART as the existing and future solution. Note that the IFP will connect wirelessly to the teacher device – no cables will be run between the IFP and teacher device (laptop). Vendors are asked to include 5 years of SMART Learning Suite and SMART Remote Management at no charge to the district.

o Sound enhancement systems (mounts, amplifier, wireless mic, handheld mic, speakers, cabling) o Document camera Cabling o All necessary cabling within ceiling/walls, as well as jumper cables, to connect audio to

IFP/TV

o All necessary cabling to connect the document camera to the teacher station, which must allow for use with the IFP/TV as well o Cabling whip from IFP: A 15-foot cabling whip with color coded and labeled USB and HDMI cables that are held together with mesh cable sleeve

Configuration & testing o Provide configuration of the IFP/TV for use by the District classroom teacher o Provide configuration of the audio for use by the District classroom teacher o Provide configuration of the document camera for use by the District classroom teacher o Test each system to verify proper operation o Provide a single page cheat sheet that provides guidance as to how to connect and use the

IFP & sound in an easy to read format

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Additionally, a few areas will require standard flat panel LCDs.

Note that the this RFP includes the SMART panels, however the District reserves the right to purchase these from REMC.

2.1 SPECIFICATIONS

Detailed specifications for the equipment are listed in Appendix A.

2.2 INSTALLATION/INTEGRATION SERVICES

Vendor will work with the District technology staff to integrate the solution into any existing District classroom systems, system monitoring tools, and wired and wireless networks.

The Vendor is required to have one complete solution installed in one classroom prior to full deployment.

District staff will review the installation and either approve the system or suggest changes.

The Vendor is not to move forward with full District implementation until the identified classroom is approved. The Vendor will work with the District to propose a plan and schedule for full District implementation once the first classroom is complete.

2.3 INSTALLATION OF THE INTERACTIVE FLAT PANEL

Install per Appendix A, Device Inventory tab & prints in Appendix B).

2.3.1 Interactive flat panels

Installation must include all required labor and miscellaneous materials. The successful Vendor will be responsible for visiting the site prior to installation to review any additional installation requirements and to finalize the appropriate mounting method.

The successful Vendor is solely responsible for the installation method and integrity of all mounts and installations. The successful Vendor shall be responsible for ensuring the safety of the proposed installation in all cases. A minimum 5-year warranty on workmanship is required.

All mounts must adhere to the highest level of safety standards. The Vendor is fully responsible for the mounting method and installation.

Vendors shall perform any required programming and testing to make sure all systems work together. This includes, but is not limited to, making sure that the teacher workstation and document camera can connect to the IFP and the sound amplification system, all speakers work correctly, and the IFP is accessible from the teacher workstation and other classroom devices.

The Vendor must provide the District a test script for review. Upon approval of the test script, the Vendor will provide the test results for each classroom installed based on that script.

2.3.2 Interactive flat panel mounts - standard

Vendors shall provide mounts for all interactive flat panels. The mount must meet or exceed the following specifications:

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The mount must be designed and specified by the mount manufacturer for the model of the IFP be installed.

Must be of major manufacturer or supplied by IFP manufacturer and must be approved by Underwriter’s Laboratories.

Install according to the manufacturer’s instructions.

2.3.3 Interactive flat panel carts

There are a number of locations that will require a mobile cart rather than the mounted IFP. The Vendor is to provide the carts in place of the wall-mounts in locations indicated as a mobile cart panel on the prints and in Appendix A.

The cart must be installed according to the manufacturer’s instructions and meet or exceed the following specifications:

The cart must be designed and specified by the mount manufacturer for the model of the IFP being installed.

The cart must be of major manufacturer or supplied by IFP manufacturer and must be approved by Underwriter’s Laboratories.

2.4 INSTALLATION OF THE FLAT PANEL TV

Install flat panel TVs per Appendix A, Device Inventory tab & prints in Appendix B. Installation must follow all requirements as listed in the Section 2.3, Installation of the IFP.

2.5 INSTALLATION OF AUDIO SYSTEM

Install a sound enhancement (with teacher and student mics) or amplifier in every location as indicated in Appendix A, Device Inventory tab & prints in Appendix B.

Vendors are to install the amplifier or sound enhancement (with lanyard teacher & wireless handheld student mics) system, four ceiling speakers (unless otherwise noted), and all necessary cabling and connectors in accordance with the manufacturer’s instructions in order to allow the sound from the IFP device to be distributed/amplified. Vendors are to use ceiling-mount speakers where possible, and wall-mount in all other locations.

Vendors shall perform any required programming and testing.

Vendors are to install amplifier/sound enhancement system behind IFPs. The systems must still be easily accessible but shall be hidden from view. If possible, these shall be mounted on the same side as the whip.

The speakers should be mounted equidistantly in the classroom (assume approximately 20-foot intervals) to provide optimal coverage.

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2.5.1 Consideration for PA integration

Section 5 of this RFP includes PA systems. Vendors may propose an integrated system. Vendors shall not include the additional cost to upgrade the classroom audio to work with the PA system in this section. All PA related costs should be presented in the PA Section, Section 5. Costs provided in this section should be for a stand-alone classroom audio system.

2.6 INSTALLATION OF DOCUMENT CAMERA

Install a document camera in every location as indicated in the Appendix A, Device Inventory tab & prints in Appendix B. Vendors are to install the document cameras at teacher workstation. Vendors must test and confirm that the document camera is fully functional with the teacher station and display.

2.7 CLASSROOM AUDIO/VIDEO DEMOLITION

In the majority of the classrooms, the Vendor will be required to remove existing projectors, interactive whiteboards, mounts, and audio systems (including speakers) prior to construction. Additionally, the Vendor will be required to remove all existing audio/video cabling within raceway/conduits. The Vendor will work with the District to determine what equipment they want to have returned for temporary reuse. For items that the District does not want to keep, the Vendor is to recycle the equipment and provide certificate/statement indicating how the equipment was recycled or disposed of (e.g., disposed of in a green manner, recycled, etc.). Any equipment disposal/recycling must meet federal/state/local requirements (e.g., EPA and DEQ).

2.8 ADD/ALTERNATE 1: LAKE ORION HIGH SCHOOL AND LEARNING OPTIONS

Provide costs for Lake Orion High School and Learning Options.3

2.9 DOCUMENTATION

The Vendor shall provide two (2) complete sets of system documentation as detailed below - one electronic version and one hard copy. Documentation shall include Vendor contact information, including names of account representative, design engineer, supervisor, and project manager; Vendor mailing address; voice numbers; fax numbers; and email address.

2.9.1 As-built drawings

The Vendor will prepare complete field installation drawings. The drawings will show the location of all cabling and equipment. As-built drawings should be documented on the District-provided architectural blueprints/building floor plans. The Vendor will work with the District or its representative to develop a symbol set to be used on the drawings. The Vendor shall document the following:

New installed equipment by room, including accurate location.

Cable ID at end-user location.

A single-page cheat sheet that provides guidance on how to connect and use the IFP, sound system, and collaboration system in an easy-to-read format.

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The Vendor will provide all as-built information on District-provided electronic files (PDF format) in electronic copies.

2.9.2 Equipment records

The Vendor will provide the District with a detailed equipment record spreadsheet consisting of the following (provide on both paper and electronic spreadsheet media):

Building identification Building room number Equipment manufacturer, model, and serial number Date of installation District asset tag number

2.9.3 Manufacturer system manuals

The Vendor will provide the District with all system manuals where system manuals are provided by the manufacturer.

2.9.4 Warranty documentation

The Vendor shall provide warranty documentation for all equipment installed.

2.9.5 Permit documentation

The Vendor shall provide proof of applicable successful inspections that are necessary to meet local, state, or federal codes and requirements.

2.9.6 Documentation turnover

The Vendor shall provide an inventory of all documentation (including test results) submitted to the District and shall obtain the signature of the recipient.

2.10 ACCEPTANCE/TESTING CRITERIA

2.10.1 Testing – Submission of results

Test results are to be submitted to the District’s representative.

2.10.2 A/V testing – process

Testing of all IFPs, document cameras, and audio systems shall be performed before system acceptance. The Vendor shall perform the following testing for each location:

Test the screencasting functionality (including video and audio) of the IFP/flat panel TV from a District-owned teacher device. Functionality must include multiple applications (video, OneNote, PowerPoint, etc.)

Test the functionality of the audio system with the IFP/flat panel TV.

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Test the interactive functionality of the IFP.

Test the functionality of the IFP from a wireless iOS device.

Test the functionality of the IFP from a wireless Android device.

Test the functionality (including video) of the document camera with the IFP.

Prior to acceptance testing, the Vendor shall provide all inventory documentation to the District.

A District representative shall be present during the acceptance testing. The Vendor shall work with the District and its representative to identify an acceptable time frame and schedule for acceptance testing prior to the completion of the installation.

Initial acceptance testing shall take place prior to the start of the school year. Systems must be operational for forty-five (45) days during the school year prior to acceptance.

2.10.3 Punch lists

After installation is complete, the Vendor shall receive a punch list from the District. The Vendor shall have 10 days to remedy the punch list. The District and/or the District representative shall review the punch list items. If any items remain after the Vendor has indicated they were cleared, the Vendor shall be charged $500 for each subsequent visit by the District or its representative to review punch list items until the punch list is cleared.

2.10.4 Final acceptance

The Vendor shall demonstrate that all work is complete, free from physical and electrical defects or deficiencies, and in satisfactory operating condition. The District shall be allowed to inspect and test the work performed and to notify the Vendor of any deficiencies. The District or its designated representative will be the sole judge as to whether the work has been completed properly. All material or equipment that is deemed not to comply with this RFP will be replaced by the Vendor, at no charge to the District, prior to final payment. Final acceptance will occur in phases, by building.

In accordance with the payment terms, the Vendor will submit final AIA Document G702 Application and Certificate for Payment. The District/District’s Representative will present signoff/closeout documents to the Vendor for signatures. A copy of the document will be given to the Vendor.

System warranty for products and workmanship will not commence until project closeout. The system warranty start includes any manufacturer’s warranty and additional extended warranties that may be purchased.

2.11 SYSTEM WARRANTY

The Vendor shall warrant that all components provided under the Agreement, whether installed initially or under subsequent purchase orders, shall be newly manufactured equipment or assembled from newly manufactured parts, approved by Underwriter’s Laboratories, and free from defects in workmanship or material for a minimum period of five (5) years from the date of acceptance. During this warranty period, the Vendor shall be responsible for all replacement parts, shipping costs, repaired parts, service labor, AV, Structured Cabling, PA & Clock System RFP Page 25 of 61 travel costs, and other repair costs, with no additional cost to the District. The first year of the warranty must be on site. The warranty period will begin after Final Acceptance of each phase.

2.12 ADD/ALTERNATE 2: 5‐YEAR ON SITE NBD WARRANTY

Provide all five years of the classroom presentation systems warranty on site (instead of only year one).

2.13 TRAINING SERVICES – AT NO COST

The Vendor will provide a minimum of four on-site training sessions per building at no cost to the District, provided by a SMART certified trainer. One session will be an overall introductory “How to use the IFP” class for three hours.