NPS Secuirty-RTLS.pdf

Request For Proposal

Newaygo Public Schools - Real-Time Location Systems (RTLS)

For School Safety Alerting

Newaygo Public School District

360 S. Mill Street

Newaygo, MI

P. 231-625-6984

F. 231-652-6505

Due Date and Requirements:

3:00 p.m. January 7, 2019

Deliver 1 copy in PDF format to: breyburn@newaygo.net and 1 sealed original copy to :

Brad Reyburn, High School Principal

Newaygo Public Schools

360 Mill Street

Newaygo, MI 49337

P. 231-625-6984

F. 231-652-6505

The district shall accept delivery of proposals until until 3:00 p.m. on January 7, 2019. A public bid opening will happen at 3:00 p.m. on January 7, 2019.

Awarding of the Project:

The provider who is selected will be contacted no later than January 21, 2019. Newaygo Public

Schools will use the criteria in the RFP as a basis for selecting the provider.

WORK PLAN and PROJECT TIMELINE:

January 2019 Identify vendor for the RTLS

January/February 2019 Complete scope of work and present contract. Outcome: Maintain project costs and contractual requirements.

March 2019 – May 2019 Receive and install products. Outcome: Confirm products and installations are complete and satisfactory.

May – August 2019 Conduct training for those projects implemented. Outcome: Ensure staff/personnel are capable of completing key tasks.

mailto:breyburn@newaygo.net

Project Background:

District Description and RTLS Need:

Newaygo Public Schools are located in Newaygo County with student enrollment at 1,560 students. We currently have an Elementary School (Grades K-4), Middle School (5-8) and High School (9-12). The district employs approximately 90 professionals and 60 support staff to accommodate the student body.

Newaygo Public Schools has an economically disadvantaged student rate of approximately 66%, and an at risk student rate of over 80%.

It is the mission of Newaygo Public Schools to provide every student with an enriched academic foundation in a safe environment that will encourage individuals to be confident in their abilities and inspired to succeed. RTLS will help our staff be able to achieve the NPS mission and ensure students are able to learn in a safe environment.

School Facilities Overview:

Information about the school district can be found at www.newaygo.net. A brief description can be found below:

Newaygo High School (NHS):

NHS houses 455 students in grades 9-12. The building was built in 1964, with a major renovation in

2002. Since the renovation was completed there has been an update to all of the technology, including adding one-to-one student devices. The total square footage is around 115,293 and includes:

● 33 regular classrooms

● 1 band room

● 1 small tech office

● 1 media center

● 1 teacher’s lounge

● 1 main office and 1 counseling office

● 1 cafetorium and kitchen

● 1 gym with a boy’s and girl’s locker room

● 1 fitness center

● 1 wrestling room

Newaygo Middle School (NMS):

NMS houses around 546 students in grades 5-8. The building was built in 2003 and has also undergone several technology upgrades over the past several years including one-to-one devices. The building is around 92,900 square feet and includes the following:

● 31 classrooms

● 1 gym

● 1 library http://www.newaygo.net/

● 1 cafeteria

● 1 office

Newaygo Elementary School (NES):

NES houses around students in grades K-4. The building was built in 2018, so the technology is very new. The building is around 76,734 square feet and includes the following:

● 27 classrooms

● Gymnasium

● Art Room

● Music room

● Media Center

● Administration Office Suite

● Cafeteria

● Sensory Room

● 3 Interventionist support rooms

RFP Objective for the RTLS:

Newaygo Public Schools will be accepting RTLS proposals from qualified vendors. The main district objective is to identify and install a RTLS system quickly in order to improve student and staff safety and security. The chosen vendor will need to provide a solution for all 3 locations within our district. The district is soliciting information about RTLS vendor capabilities and pricing for a school safety solution that uses RFID technology with text based alerting options, a lockdown panic button feature, real time messaging based on proximity, and advanced web based location visibility and reporting.

Company Information:

● Please provide us with a summary of your knowledge and work with RTLS.

● Provide three letters of reference from jobs that were completed in similar size facilities or districts, or of similar complexity. Also include one law enforcement reference showing how your system interacts with local and state authorities.

● Please include a summary of how your safety alerting will specifically work with a public school.

Software:

● RFID hardware, infrastructure and software is required. Please provide an overview of your in-house software solution.

● The RTLS analytics must be viewable from one dashboard and we must have access to custom reports. Please explain how your system can be integrated with local law enforcement for emergency alerting. Can dispatch get an immediate alert, and will this include maps of the buildings and the location of the alert?

● The system must operate over any standard 802.11 b/g/n/ac network, fat and thin APs and mixed wi-fi vendor networks. Please describe how your product and solution fits these requirements.

● Scalable, centralized system management is required across the district. Please describe how your solution meets this need.

● Our RTLS needs to provide location accuracy within six feet at 90% and 10 feet within

98%. Can your system accomplish this?

● What is the impact of your system on the network wi-fi?

● The solution must allow for custom alerting to specific groups, and even individuals. The communication must be two way and must allow for targeted groups, email messages, RFID badge text messages and push or pull emergency alerts. Please explain how your system can accomplish this.

● The software must allow only those in a certain geographical area inside the district to be discreetly alerted. Please describe how your product could meet this demand.

● The RTLS must also allow for mass notifications to all tags or staff. Please describe how your product could do this.

● The solution must be able to record and playback all staff movements during a crisis of any kind. How can your system accomplish this?

● The system must allow for programmable messages that are customized to each specific policy and procedure for the school and district. Is your system capable of this?

● The system must be able to have staff members send a crisis specific alert, not just a generic “emergency” alert. How is your system able to accomplish this?

● The system must be completely wireless. Is this true of your solution?

● The solution must include reporting software that automatically records such things as the time, location and nature of the crisis. Is your system able to do this?

● How does your solution handle false alarms or alerts?

● If the solution is outlet powered, how does it handle power outages/

Hardware:

● Fully describe your hardware solution. Please include any special certifications that are required, along with an explanation as to the rationale for the certifications.

● How is your solution powered (batteries, POE, outlet). If battery powered, how often do they need to be replaced?

● How long is you product warrantied for, and what exactly is covered in the warranty?

Installation, Training and Continued Support:

● Please include a project implementation plan that details exactly how the process will work after the product is purchased.

● What will be the time frame for instillation to begin after purchase?

● What would your hours of support be?

● Describe the escalation process for support.

● Describe the overall training process for IT staff, teaching/support staff, and administration and law enforcement.

● If your solution is wi-fi based, aa stie survey will need to be done that includes a map of location accuracy. Please describe how you will accomplish this.

RFP Submittal:

Any respondee should submit a complete, concise proposal. The failure to submit any information that is requested in this RFP may result in disqualification of the entire proposal.

The Newaygo Public School District will use the criteria rubric below to examine and rate all complete proposals. Newaygo Public Schools reserves the right to disqualify any proposal for any reason. Each proposal will receive notification after the selection has been made.

Type of Contract and Fee Proposal:

The contract that is awarded will be a lump sum “not to exceed” format that will be paid out in variable increments as work is completed. The Trade Contractor will be paid for the work in place and materials properly stored by the Trade Contractor, less retainage, as held by the

Owner (Newaygo Public Schools).

Selection Criteria Rubric:

1. RFP Completion: How complete and concise is the RFP? How accurate is the information? How well organized is the proposal? (10 Points)

2. Solution Approach: The RFP demonstrates a very clear understanding of the District’s needs and desires for the work that needs to be completed. (10 Points)

3. Value: The overall cost of the work that needs to be done. (10 Points)

4. Key Personnel: The experience and strengths of the key personnel as it relates to school experience and community and stakeholder involvement. (10 Points)

5. Schedule: The ability of the company to fit the work that needs to be accomplished in the timeframe provided in the RFP. (10 Points)

6. Company Experience: School related experience. (10 Points)

7. References: How strong are the letters of reference and valid work history with an organization of similar size and complexity? (10 Points)

8. Hardware and Software: All hardware and software proposed must meet the qualifications in the RFP and be available for immediate installation and use. (30 Points)

Total Points: 100

AFFIDAVIT OF

BIDDER

The undersigned, the owner or authorized officer of

(The Bidder), pursuant to the familial disclosure requirement provided in the

(the School District) advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of and any member of the Board of Education of the School District or the

Superintendent of the School District.

List any Familial Relationships:

STATE OF MICHIGAN COUNTY OF _______________

By: Its:

This instrument was acknowledged before me on the______day of __________, 2018, by

Notary Public

__________________County, Michigan

My Commission Expires:

Acting in the County of: