NOTE: CERTIFIED MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS REQUEST.

CHARLES COUNTY PUBLIC SCHOOLS

LA PLATA, MARYLAND

REQUEST FOR INFORMATION (RFI)

RFI TITLE: PORTABLE WEAPONS DETECTION EQUIPMENT

RFI NUMBER: PWDE-2627

CONTRACT PERIOD: ONE (1) YEAR, WITH FOUR (4) - ONE (1) YEAR

RENEWAL OPTIONS

INSURANCE CERTIFICATE REQUIRED: YES

DEADLINE FOR QUESTIONS: JULY 31, 2026, 2 P.M., LOCAL TIME

RFI CLOSING DATE AND TIME: AUGUST 19, 2026, 2 P.M., LOCAL TIME

RFI PLACE OF DELIVERY: CHARLES COUNTY PUBLIC SCHOOLS

PURCHASING DEPARTMENT

5980 RADIO STATION ROAD, 2ND FLOOR

LA PLATA, MARYLAND 20646

RFI MAILING ADDRESS: CHARLES COUNTY PUBLIC SCHOOLS

Attn: Carletta M. Grier, Contract Administrator

LA PLATA, MD 20646

SHIPPING ADDRESS UPS/FEDEX: CHARLES COUNTY PUBLIC SCHOOLS

Attn: Carletta M. Grier, Contract Administrator

LA PLATA, MD, 20646

E-MAIL ADDRESS: cgrier@ccboe.com

PHONE/FAX NUMBERS: Phone: (301) 934-7337; Fax: (301) 934-7247

WEBSITE: https://emma.maryland.gov/

NOTES:

INCLEMENT WEATHER:

If Charles County Public Schools Administration Offices are closed due to inclement weather on the day an RFI is “DUE”, the RFI will be due at the same time the next business day the Charles County Public Schools Administration Offices are open for business.

QUESTIONS:

Vendors/Contractors are advised to send all questions via email to cgrier@ccboe.com or fax to (301) 934-7337, by the required date and time specified herein.

DOWNLOADING COMPLETE RFI PACKAGE:

For complete details, interested parties should visit https://emma.maryland.gov/ and download the RFI package.

Vendors/Contractors must be registered with eMMA to receive RFI. If you require assistance, contact the help desk at emma.helpdesk@maryland.gov or call (410) 767-4628.

mailto:cgrier@ccboe.com https://emma.maryland.gov/ mailto:cgrier@ccboe.com

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Charles County Public Schools

RFI # PWDE-2627, PORTABLE WEAPONS DETECTION EQUIPMENT

TABLE OF CONTENTS

RFI # PWDE-2627, “PORTABLE WEAPONS DETECTION EQUIPMENT”

I. DEFINITIONS...……………………………..…………………………………… 3

II. INTRODUCTION AND BACKGROUND....……….…….…….……………….3

III. PURPOSE .………………………………………………………………..………. 4

IV. PROCUREMENT PROCESS..……..…………..……..…………………....…… 4

V. INFORMATION FOR VENDOR/CONTRACTORS………….……………….6

VI. VENDOR/CONTRACTOR QUALIFICATIONS……………………........…… 7

VII. SCOPE OF WORK AND TECHNICAL REQUIREMENTS..…..………

VIII. DEMONSTRATION REQUIREMENTS…...……………….………

IX. SUBMISSION FORM AND CONTENT…………………………..……

X. EVALUATION AND SELECTION PROCESS…………………..………

XI. GENERAL TERMS AND CONDITIONS………………………..………

XII. INSURANCE REQUIREMENTS ...…..………………………………………… 37

REQUIRED SUBMISSIONS

YOU MUST RETURN THE COMPLETED ITEMS BELOW WITH YOUR OFFER.

ATTACHMENT I .………………………………………………………………..…….…..43

ATTACHMENT II …………………………………………………………………..….….44

ATTACHMENT III……….…………………….……………………………………..…. ..45

ATTACHMENT IV ……………………………………………………………….……….46

ATTACHMENT V .………………………………………………………………….……..47

ATTACHMENT VI .……………………………………………………………….……...48

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I. DEFINITIONS

A. Business Day(s) – The official working days of the week to include Monday-

Friday; official Working Days, excluding CCPS holidays.

B. CCPS - Charles County Public Schools.

C. Contract - A mutual and legally binding document between CCPS and an Offeror.

The RFI and the awardee’s submission to the RFI shall become the contract.

D. Request for Information (RFI) - An RFI is a complete package of documents that includes a detailed Scope of Work/Specifications, Terms and Condition, and other binding documents. Award, if made, may be based upon the evaluation process described in this RFI and may be made to the responsive and responsible Offeror whose submission is determined to be most advantageous to CCPS.

E. Notice of Award - Written notice of award from CCPS to the successful

Vendor/Contractor, which binds CCPS and the Vendor/Contractor to the RFI and the Vendor/Contractor’s Submission.

F. Properties - Any facility, land, or real estate owned, occupied, or controlled by

CCPS.

G. Submission - The written submission submitted by Vendor/Contractor in accordance with the requirements of the Request for Information.

H. Vendor/Contractor - The responsive and responsible Vendor/Contractor responding to this RFI.

I. Work - The goods and/or services required under this RFI.

II. INTRODUCTION AND BACKGROUND

Charles County is one of the fastest growing counties in the state of Maryland, with a population of 178,687. Charles County is located less than 30 miles south of Washington

D.C. and is considered the gateway to Southern Maryland. The district is currently serving

27,765 students who attend 39 (thirty-nine) schools and seven (7) educational centers.

The mission of CCPS is to provide an opportunity for all school-aged children to receive an academically challenging, quality education that builds character, equips for leadership, and prepares for life, in an environment that is safe and conducive to learning.

III. PURPOSE

Charles County Public Schools (CCPS) is issuing this Request for Information (“RFI”) to identify qualified Offerors capable of providing non-AI technology portable walk-through weapons detection systems and associated secondary screening equipment for purchase and implementation of screening devices, software, training, maintenance, warranty services, and related support. The intent is to procure a scalable solution capable

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of supporting daily school operations, athletic events, graduations, special events, extracurricular events, temporary security operations, and emergency security deployments across the district's 44 schools and centers.

The proposed solution shall be commercially available and currently deployed in K-12 schools, higher education institutions, government facilities, or similar high-occupancy public venues.

The purpose of this RFI is to obtain information regarding commercially available non-

AI technology portable weapons detection technologies; evaluate Vendor/Contractor qualifications, experience, and capabilities; assess technical compliance with CCPS operational and technical requirements; conduct product demonstrations and operational testing; and, if deemed appropriate by CCPS, request pricing from selected vendors.

Pricing shall not be submitted with the initial RFI submission unless specifically requested by CCPS. Although this solicitation is issued as an RFI, CCPS reserves the right to utilize information provided in Vendor/Contractor’s submission, product demonstrations, operational testing results, and pricing subsequently requested from selected Vendors/Contractors to determine whether an award is in the best interest of

CCPS. Accordingly, CCPS may, at its sole discretion, make an award without issuing a separate Invitation for Bids (IFB) or Request for Proposals (RFP).

This RFI is intended to identify solutions capable of supporting school security operations while ensuring efficient movement of students, staff, and visitors.

IV. PROCUREMENT PROCESS

CCPS intends to utilize a competitive multi-phase evaluation process to identify the solution that best satisfies the operational, technical, safety, service, and financial requirements of the school system.

Pricing information shall not be submitted during this phase and will not be considered as part of the Phase I evaluation.

Advancement through each phase shall be at the sole discretion of CCPS.

A. PHASE I – RFI SUBMISSION AND QUALIFICATION REVIEW

Vendors/Contractors shall submit information demonstrating their qualifications, experience, technical capabilities, and ability to provide the products and services described in this RFI.

Submission shall be prepared in accordance with Section IX, Submission Format and

Content.

CCPS reserves the right to determine whether a submission is responsive and responsible to the requirements of this RFI.

Pricing information shall not be submitted during Phase I.

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B. PHASE II – EVALUATION OF SUBMISSIONS

Following receipt of Phase I submissions, Evaluations shall be conducted in accordance with the Evaluation and Selection Process described in Section X;

however, CCPS reserves the right to consider any information obtained through the submission process that it determines to be relevant to the evaluation of a

Vendor/Contractor's qualifications, capabilities, responsiveness, responsibility, or overall ability to satisfy the requirements of this RFI.

Based upon its review, CCPS may advance any number of Vendors/Contractors to subsequent phases of the process.

C. PHASE III – DEMONSTRATIONS AND OPERATIONAL EVALUATION

Selected Vendors/Contractors may be invited to participate in demonstrations and operational evaluations. The purpose of this phase is to further evaluate the functionality, performance, usability, and suitability of proposed solutions.

Demonstrations shall be evaluated in accordance with the Demonstration

Requirements described in Section X.

Participation in demonstrations and operational evaluations shall not constitute a commitment by CCPS to advance a Vendor/Contractor to a subsequent phase or award a contract.

D. PHASE IV – PRICING REQUEST

Following completion of the demonstration and operational evaluation phase, CCPS may, at its sole discretion, invite selected Vendors/Contractors to submit pricing information for further consideration.

CCPS reserves the right to request clarification of pricing submissions or discontinue the procurement process at any time if it is determined to be in the best interest of

CCPS.

E. PHASE V – AWARD

Following completion of the evaluation process, demonstrations, and receipt of pricing, CCPS may award as described in Section X, Evaluation and Selection Process.

CCPS reserves the right to award all, part, or none of the requirements described in this RFI. CCPS further reserves the right to request additional information, conduct additional demonstrations or evaluations, seek clarification of any submission, if determined to be in the best interest of CCPS.

An award, if made, shall be subject to all required approvals. Nothing contained in this

RFI shall be construed as obligating CCPS to award a contract or procure any goods or services.

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V. INFORMATION FOR VENDORS/CONTRACTORS

A. DEADLINE, REQUIREMENTS, AND DELIVERY

1. Submission deadlines and requirements for sealed submissions shall be addressed to CCPS and received at the designated office.

Purchasing Department

Attention: Carletta M. Grier, Contract Administrator

P.O. Box 2770

5980 Radio Station Road, 2nd Floor

La Plata, MD 20646

By 2 P.M., Local Time, August 19, 2026

2. Each Vendor/Contractor shall assume full responsibility for the timely delivery to the location designated for receipt of submissions. Submissions received after the established date and time for receipt will be returned unopened. Submission revisions after the date and time specified herein shall not be considered.

3. If Charles County Public Schools Administrative Offices are closed due to inclement weather on the day SUBMISSIONS are “DUE”, the submission shall be due at the same time the next business day that the Charles

County Public Schools Administrative Offices are open for business.

B. REQUESTS FOR CLARIFICATIONS

Vendors/Contractors may request that CCPS clarify information contained in this

RFI. All such requests must be made in writing to Carletta M. Grier, Contract

Administrator. CCPS will not respond to any requests for clarifications received after

2 P.M., Local Time, July 31, 2026. Interested parties may send questions via fax to

Carletta M. Grier, Contract Administrator, at (301) 934-7337 or via e-mail to cgrier@ccboe.com, or via US Postal Service or hand deliver to: Attn: Carletta M.

Grier, c/o Charles County Public Schools, Purchasing Department, P. O. Box, 5980

Radio Station Road, 2nd Floor, La Plata, MD 20646. An addendum or addenda will be issued, if necessary to respond to all questions. The Addendum will be posted on https://emma.maryland.gov and will be available at the CCPS Purchasing

Department office, subsequent to the established deadline for questions. All

Addenda will be made a part of the Contract.

C. RESTRICTIONS ON COMMUNICATION

From the issue date of the RFI, until a Vendor/Contractor is selected, and selection is announced, CCPS administrators, faculty and staff members, representatives, agents, or employees are not permitted to communicate about the subject of the RFI.

Unauthorized contact with any such CCPS person(s), other than the employee listed above, may result in disqualification from the procurement process. Any other mailto:cgrier@ccboe.com https://emma.maryland.gov/

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RFI # PWDE-2627, PORTABLE WEAPONS DETECTION EQUIPMENT

information of any kind from any other source, or any oral communication, shall be considered unofficial and non-binding on CCPS. A Vendor/Contractor relying on unofficial information shall do so at the Offeror’s own risk.

D. SUBMISSION COSTS

The Vendor/Contractor shall be solely responsible for all costs incurred in the preparation, submission, presentation, demonstration, clarification, or modification of its submission to this RFI. CCPS shall not be liable for, nor reimburse, any costs incurred by Vendors/Contractors in connection with this RFI, regardless of whether a contract is awarded, or the procurement is modified, suspended, or canceled.

E. PROPRIETARY INFORMATION

Vendors/Contractors shall clearly identify any information contained within their submissions that they consider proprietary, confidential, or otherwise exempt from public disclosure under applicable law. Any such information shall be clearly labeled and accompanied by a written explanation supporting the claimed exemption. CCPS shall make reasonable efforts to protect properly identified proprietary information;

however, CCPS assumes no liability for the disclosure of information that is required to be released pursuant to applicable federal, state, or local laws, regulations, court orders, or public information requests. The Vendor/Contractor shall be responsible for clearly marking any information it believes to be exempt from disclosure. Failure to clearly identify proprietary information may result in such information being disclosed without further notice to the Vendor/Contractor.

VI. VENDOR/CONTRACTOR QUALIFICATIONS

Vendors/Contractors shall demonstrate, to the satisfaction of Charles County Public Schools

(CCPS), that they possess the experience, qualifications, financial resources, personnel, and operational capabilities necessary to successfully provide, implement, maintain, and support the proposed weapons detection solution. Vendors/Contractors shall submit sufficient documentation to enable CCPS to evaluate the Vendor/Contractor's overall qualifications and ability to perform the required services. Failure to provide the information requested herein may result in a determination that the submission is non-responsive. The information provided shall include, at a minimum, the following:

A. CORPORATE EXPERINCE

The Vendor/Contractor shall provide a detailed description of its organization, including its legal business name, corporate structure, headquarters location, and years in business. The submission shall include a brief history of the company, relevant organizational information, and a summary of the Vendor/Contractor's experience providing weapons detection solutions of similar size, scope, and complexity.

Vendor/Contractors shall identify any mergers, acquisitions, name changes, or significant organizational changes that have occurred within the past five (5) years.

Vendor/Contractors shall also describe their experience serving educational institutions and other public-sector organizations.

MARCH 2026 8

B. K-12 EXPERIENCE

The Vendor/Contractor shall demonstrate experience providing weapons detection solutions within K-12 educational environments. The submission shall include descriptions of comparable deployments performed for public school systems or other educational organizations of similar size and complexity. Vendors/Contractors shall provide a minimum of three (3) references currently utilizing, or that have recently utilized, the proposed solution. For each reference, Vendor/Contractor shall provide the organization name, contact person, title, telephone number, email address, deployment date, and a brief description of the products and services provided.

C. PERSONNEL QUALIFICATIONS

The Vendor/Contractor shall provide information regarding the qualifications and experience of personnel responsible for implementation, training, maintenance, technical support, and ongoing customer service. Vendors/Contractors shall identify all applicable Original Equipment Manufacturer (OEM) certifications, technical certifications, and specialized training credentials held by personnel who will support the proposed solution. The submission shall also describe the Vendor/Contractor's organizational structure for customer support and identify resources that would be assigned to support CCPS during implementation and ongoing operations.

D. FINANCIAL STABILITY

The Vendor/Contractor shall demonstrate financial stability and sufficient resources to successfully fulfill the requirements of this RFI. Vendors/Contractors shall provide a statement affirming the financial condition of the organization and its ability to perform the required services throughout the term of any resulting agreement. CCPS reserves the right to request additional financial information, including audited financial statements, annual reports, credit references, or other documentation deemed necessary to evaluate the Vendor/Contractor's financial capacity.

E. INSURANCE REQUIREMENTS

The Vendor/Contractor shall provide evidence of insurance coverage meeting the requirements established by CCPS. Documentation shall include certificates of insurance and any other information necessary to verify compliance with the insurance requirements specified in this RFI. Vendor/Contractors shall maintain all required insurance coverage throughout the term of any resulting contract.

F. REFERENCES

Vendors/Contractors shall provide a minimum of three (3) references from organizations currently utilizing the proposed weapons detection solution. Preference may be given to references from K-12 educational institutions or other public-sector entities with operational requirements similar to those of CCPS. References shall include the organization name, contact person's name and title, telephone number, email address, implementation date, and a brief description of the solution and services

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provided. CCPS reserves the right to contact any reference provided, as well as any other known client of the Vendor/Contractor, for the purpose of evaluating past performance and customer satisfaction.

VII. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

A. DETECTION PERFORMANCE

1. Detection Standards

The proposed walk-through weapons detection system shall meet or exceed the requirements of NIJ Standard 0601.01, or an equivalent nationally recognized testing standard. Offeror shall provide independent laboratory test reports, certifications, or other third-party documentation demonstrating compliance.

Proposed handheld secondary screening devices shall meet or exceed the requirements of NIJ Standard 0602.02, or an equivalent nationally recognized testing standard. Documentation demonstrating compliance shall be included with the proposed solution.

2. Throughput Requirements

The system shall process a minimum of 1,200 individuals per hour under normal operating conditions while maintaining documented threat detection performance.

Throughput calculations shall assume individuals are screened without removing backpacks, purses, bags, laptops, Chromebooks, or other personal belongings unless secondary screening is required.

Vendor/Contractors shall provide independent third-party test results and documentation from K-12 deployments to support claimed throughput rates.

3. Detection Coverage

The system shall provide continuous detection coverage from floor level (sole of the foot) to a minimum height of 78 inches (6.5 feet).

4. Threat Detection Requirements

The proposed system shall be capable of detecting weapons and threat items carried on an individual and shall, at a minimum, demonstrate the ability to identify small-caliber handguns, large-frame handguns, privately manufactured firearms, including three-dimensional (3D) printed firearms containing detectable weapon components, folding-blade knives, fixed-blade knives, and other metallic weapons commonly encountered within K–12 educational environments.

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RFI # PWDE-2627, PORTABLE WEAPONS DETECTION EQUIPMENT

The Offeror shall provide documentation demonstrating the system’s detection capabilities and performance. Such documentation shall include the results of independent testing conducted by a qualified third-party organization or testing laboratory. At a minimum, the documentation shall identify the specific threat objects utilized during testing, the testing methodology employed, and the corresponding detection rates achieved for each threat category. CCPS reserves the right to review and evaluate the testing data as part of its assessment of the proposed solution’s effectiveness, reliability, and suitability for deployment within a K–12 school environment.

5. Sensitivity Settings

The system shall provide configurable sensitivity settings that may be adjusted by authorized personnel to balance threat detection performance and operational efficiency.

6. Secondary Screening Requirements

The system shall maintain a secondary screening rate of less than ten percent

(10%) under normal operating conditions.

Offeror shall provide documentation from K-12 deployments supporting claimed secondary screening percentages.

Offeror shall provide independent third-party testing documentation validating throughput, detection performance, false alarm rates, nuisance alarm rates, and secondary screening percentages.

Manufacturer marketing materials, brochures, product literature, or website content alone shall not constitute acceptable evidence of compliance.

B. DISCRIMINATION CAPABILITY

The proposed system shall be capable of distinguishing likely threat items from common personal belongings routinely carried by students, staff, and visitors in K–

12 educational environments. At a minimum, the system shall demonstrate the ability to discriminate between threat items and common personal effects, including keys, cellular phones, laptop computers, Chromebooks, medical devices, belt buckles, water bottles, and standard school supplies.

The system shall support high-throughput screening operations without requiring individuals to divest or remove routine personal belongings prior to screening.

Under normal operating conditions, individuals shall be permitted to retain backpacks, purses, bags, laptop computers, Chromebooks, and other personal belongings while passing through the screening system, provided such items do not otherwise require secondary inspection based on a system-generated alert.

The Offeror shall provide documentation substantiating the system’s ability to accurately differentiate threat items from common personal belongings in

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educational settings. Acceptable documentation may include independent testing results, validation studies, customer references, case studies, operational performance data, or deployment information from K–12 schools or similar environments. Such documentation shall demonstrate the system’s discrimination capabilities, operational effectiveness, and ability to maintain efficient screening throughput while minimizing unnecessary alarms and secondary screenings.

C. ENVIRONMENTAL AND INTERFERENCE REQUIREMENTS

The proposed system shall comply with all applicable electromagnetic field exposure, health, and safety standards governing the screening of individuals with implanted or wearable medical devices. The system shall be designed and certified for safe use by individuals with medical devices, including, but not limited to, pacemakers, cochlear implants, insulin pumps, and other medically implanted or body-worn devices. The Vendor/Contractor shall provide documentation demonstrating compliance with applicable safety standards and regulatory requirements. Such documentation may include certifications, declarations of conformity, U.S. Food and Drug Administration (FDA) clearances, CE certifications, test reports, or equivalent evidence issued by recognized regulatory bodies or accredited testing organizations.

The system shall maintain full operational functionality and detection performance when exposed to normal levels of electrical interference, radio frequency interference, and environmental noise commonly encountered in K–12 educational facilities and related public-sector environments.

The proposed equipment shall be suitable for both indoor and outdoor operation and shall be designed to perform reliably under the environmental conditions typically encountered by CCPS. The Vendor/Contractor shall identify the manufacturer’s specified operating temperature range, storage temperature range, operating humidity range, and any applicable environmental protection ratings, including ingress protection (IP) ratings or equivalent environmental classifications.

The Offeror shall warrant that the equipment is suitable for deployment, storage, and transportation in accordance with the manufacturer’s specifications. Equipment shall be capable of being stored and transported in CCPS owned vehicles without degradation of performance, calibration, or reliability, provided such storage and transportation occur within the manufacturer’s prescribed environmental limits.

Documentation supporting these environmental and operational capabilities shall be included in the Offerors submission.

D. CONNECTIVITY AND SOFTWARE REQUIREMENTS

1. Connectivity

The proposed system shall support communications through one or more industry-standard connectivity methods, including LTE or 5G cellular service, Wi-Fi, Bluetooth, Ethernet, or other functionally equivalent

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technologies. The Offeror shall describe the communication methods supported by the proposed solution and any associated infrastructure requirements.

The system shall provide redundant connectivity capabilities sufficient to support continuous operation in the event of a disruption to a primary communications pathway.

The system shall remain fully operational and capable of performing all screening and threat-detection functions during internet outages, network interruptions, or deployment in locations where external network connectivity is unavailable. Offeror shall clearly identify those system functions that remain operational when external connectivity is lost and shall describe any limitations associated with disconnected operation.

1. Security System Integration

The proposed system shall support integration with existing and future security technologies through documented application programming interfaces (APIs), software development kits (SDKs), industry-standard protocols, or other recognized integration methods.

Integration capabilities shall enable interoperability with common security technologies, including but not limited to video management systems

(VMS), access-control platforms and automated door-lock systems, school safety and emergency notification systems, and security operations dashboards.

Offeror shall provide a detailed description of currently supported third-party integrations and shall identify any licensing, subscription, or professional services requirements necessary to implement or maintain such integrations.

2. Administrative Dashboard

The proposed solution shall include a secure administrative dashboard that is accessible through a standard web browser and compatible with Microsoft

Windows, iOS, and iPadOS operating environments.

The administrative dashboard shall provide authorized users with the ability to monitor system activity in real time and administer the system through a centralized interface. At a minimum, the dashboard shall support real-time operational monitoring, screening statistics and reporting, alarm and event history review, device health and status monitoring, user and permissions management, system configuration management, and software and firmware update administration.

Offeror shall describe the dashboard functionality available to administrators and identify any role-based access controls, auditing capabilities, or reporting features included in the proposed solution.

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3. Alerting Requirements

The system shall generate both visual and audible alerts when a potential threat item is detected. Alert notifications shall provide sufficient information to enable authorized personnel to identify the approximate location of the detected threat item on the individual and facilitate secondary screening procedures.

The system shall permit authorized users to adjust audible alert volume levels in accordance with operational requirements and environmental conditions.

Offeror shall describe all available capabilities for notifying school security personnel, designated administrators, school resource officers, law enforcement agencies, or other authorized stakeholders following a threat-detection event. Such descriptions shall include available communication methods, escalation workflows, and submission-management features.

Offeror shall acknowledge the requirements of Maryland House Bill 782 regarding weapons detection technology deployed within K–12 educational environments and shall describe how the proposed solution supports rapid weapon-detection reporting and compliance with applicable statutory

E. PORTABILITY REQUIREMENTS

The walk-through screening unit shall be non-AI technology portable and designed to support deployment and operation at multiple CCPS locations.

The system shall be capable of being assembled, configured, and placed into operational service by a single trained individual within five (5) minutes of arrival at the deployment location.

No individual component required for transportation, assembly, or deployment of the system shall exceed fifty (50) pounds.

The Offeror shall provide written deployment and operating procedures and shall identify the minimum staffing requirements necessary for deployment and operation of the proposed system.

The Offeror shall furnish ruggedized transport and storage cases for each proposed unit. Such cases shall be designed to protect the equipment during routine transportation, handling, and storage.

F. BATTERY REQUIREMENTS

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The proposed system shall be capable of operating on battery power for a minimum of ten (10) consecutive hours under normal operating conditions without requiring connection to an external power source.

The system shall provide operators with a clear and readily visible indication of battery status during operation, including remaining battery capacity and any low-battery notifications necessary to support uninterrupted screening activities.

Offeror shall provide detailed information regarding the power management capabilities of the proposed solution, including the number of batteries included with each system, battery recharge requirements and charging duration, expected battery service life, replacement battery costs, and any battery-related warranty coverage.

Offeror shall submit manufacturer specifications, product literature, test results, or other supporting documentation sufficient to substantiate all battery performance, operating duration, charging, and lifecycle claims contained within their proposal.

G. DELIVERABLES

The Offeror shall provide a complete, turnkey solution consisting of all equipment, accessories, software, licensing, connectivity components, and professional services necessary to deliver a fully operational weapons detection system. The proposed solution shall include all items required for installation, configuration, deployment, operation, and administration of the system, including any walk-through screening units, handheld secondary screening devices, batteries, charging equipment, power supplies, transport cases, mounting equipment, software licenses, connectivity hardware, shipping and handling, initial system configuration, and deployment support services.

The Offeror shall ensure that all components necessary for the intended operation of the system are identified and included within the proposed solution, whether provided directly by the Vendor/Contractor or through third-party suppliers.

1. Solution Components Disclosure

As part of the RFI submission, the Offeror shall provide a comprehensive description of all components, software applications, subscriptions, services, maintenance requirements, support requirements, and other dependencies associated with the proposed solution.

The Offeror shall specifically identify all recurring or ongoing requirements necessary for system operation, administration, maintenance, or support.

Such requirements may include, but are not limited to, software licenses, cloud-hosting services, annual subscriptions, maintenance agreements, technical support agreements, extended warranty programs, connectivity services, and any other recurring service, software, or operational dependency.

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For each identified service, subscription, license, or support component, the

Offeror shall provide a brief description of its purpose and functionality and shall clearly indicate whether the component is included with the proposed solution, available as an optional feature or service, or required for operation of the system.

The Offeror shall disclose any limitations to system functionality that may result from the absence of optional services, subscriptions, support agreements, or other ancillary components.

2. Pricing

Pricing information shall not be included in the RFI submission unless specifically requested by CCPS. Offeror selected to advance beyond the demonstration phase may be invited to submit detailed pricing information for equipment, software, licensing, subscriptions, maintenance, support services, warranty coverage, connectivity services, professional services, and any other costs associated with the implementation and operation of the proposed solution.

H. CYBERSECURITY, PRIVACY, AND DATA REQUIREMENTS

Because the proposed solution may be deployed within educational environments, the Offeror shall provide a comprehensive description of all data collected, processed, transmitted, stored, or otherwise handled by the system during normal operation.

The Offeror shall specifically identify whether the proposed solution collects, processes, transmits, stores, or retains biometric information, including but not limited to facial recognition data, facial templates, fingerprints, gait analysis, or other biometric identifiers. If biometric information is utilized in any manner, the

Offeror shall describe the purpose, processing methodology, retention practices, access controls, and safeguards applicable to such data.

The Offeror shall disclose whether the proposed solution collects, processes, stores, transmits, or retains photographs, video recordings, facial imagery, personally identifiable information (PII), or any other information that may be used to identify an individual. The Offeror shall describe the circumstances under which such information is collected, the intended use of the information, and any retention or sharing practices associated with the data.

The Offeror shall provide detailed information regarding data retention and records management practices, including applicable retention periods, deletion procedures, disposal methodologies, and controls used to ensure the secure destruction of data when retention requirements have been satisfied.

The Offeror shall describe the technical safeguards implemented to protect information maintained within the system, including encryption standards and

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methodologies used to secure data at rest and data in transit. The Offeror shall also describe user authentication mechanisms, role-based access controls, account management processes, audit logging capabilities, and other security controls designed to prevent unauthorized access to system data.

The Offeror shall identify the hosting environment utilized by the proposed solution, including whether data is stored on-premises, within a cloud environment, or through a hybrid architecture. The Offeror shall disclose the geographic location or locations where data is stored, processed, backed up, or replicated and shall identify any subcontractors, third-party hosting providers, or cloud service providers involved in the storage or management of system data.

1. Compliance Requirements

The proposed solution shall support compliance with all applicable federal, state, and local laws, regulations, and standards governing student information, privacy, cybersecurity, and data protection. At a minimum, the

Offeror shall describe how the proposed solution supports compliance with the Family Educational Rights and Privacy Act (FERPA), the Maryland

Online Data Privacy Act (MODPA), applicable Maryland privacy laws, applicable biometric privacy requirements, and recognized industry-standard cybersecurity practices.

The Offeror shall identify any certifications, independent security assessments, audits, attestations, or compliance frameworks applicable to the proposed solution and shall provide documentation upon request.

2. Cybersecurity Disclosure

The Offeror shall disclose any cybersecurity incident, security breach, unauthorized disclosure of information, ransomware event, compromise of systems or data, or other material security incident involving the Offeror, its affiliates, subcontractors, cloud service providers, or the proposed solution that has occurred within the previous five (5) years.

For each disclosed incident, the Offeror shall provide a summary of the nature of the event, the date or timeframe in which it occurred, the information or systems affected, the scope and impact of the incident, any required notifications that were issued, and the corrective actions implemented to prevent recurrence.

The Offeror shall further describe its current cybersecurity program, incident submission capabilities, vulnerability management practices, and continuous monitoring processes designed to protect the confidentiality, integrity, and availability of system data and services.

3. Data Protection Assessment

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RFI # PWDE-2627, PORTABLE WEAPONS DETECTION EQUIPMENT

The Offeror shall disclose whether the proposed solution collects, processes, stores, transmits, or otherwise utilizes personally identifiable information

(PII), student data, employee data, biometric data, photographs, video, or other sensitive information. CCPS reserves the right to require at any time during the evaluation process, demonstration phase, pricing phase, or prior to award, to complete and execute the Charles County Public Schools Data

Privacy and Security Addendum (DPSA) and to provide any supporting privacy, security, cybersecurity, risk, audit, or compliance documentation deemed necessary by CCPS to evaluate the Vendor/Contractor’s ability to safeguard data and comply with applicable federal, state, and local

I. TRAINING REQUIREMENTS

The Vendor/Contractor shall provide onsite training for CCPS personnel as designated by CCPS. Training services shall be designed to ensure that personnel are fully capable of operating, administering, and maintaining the proposed solution in accordance with the manufacturer's recommended practices.

Operator training shall include, at a minimum, instruction on device setup and deployment, alarm resolution procedures, secondary screening procedures, event operations, battery management, and basic troubleshooting techniques necessary for day-to-day operation of the equipment.

Technical training shall include, at a minimum, instruction on dashboard administration, user account management, software update administration, connectivity troubleshooting, and preventive maintenance procedures required to support ongoing system performance and reliability.

Training shall be delivered onsite and shall consist of sessions lasting no less than two (2) hours each. The Vendor/Contractor shall provide a minimum of three (3) separate training opportunities to accommodate CCPS personnel. The

Vendor/Contractor shall furnish all training materials in electronic format and shall provide train-the-trainer materials sufficient to enable designated CCPS personnel to conduct future internal training.

In addition, the Vendor/Contractor shall provide onsite operational support during the CCPS’s deployment of the solution to assist with implementation, address operational issues, and ensure a successful transition to full operational use.

J. WARRANTY, MAINTENANCE, AND TECHNICAL SUPPORT

The Vendor/Contractor shall provide a manufacturer’s warranty with a minimum term of three (3) years covering the proposed equipment and associated system components. During the warranty period, the Vendor/Contractor shall provide all software updates, patches, firmware updates, and other manufacturer-issued updates necessary to maintain the security, performance, and functionality of the system.

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RFI # PWDE-2627, PORTABLE WEAPONS DETECTION EQUIPMENT

The Vendor/Contractor shall provide technical support services throughout the warranty period and shall make support available through multiple channels, including telephone, email, and remote technical assistance. The Vendor/Contractor shall describe the scope of support services provided, hours of availability, and any limitations applicable to warranty or support coverage.

The Vendor/Contractor shall document its customer support processes, including standard and priority submission times, incident escalation procedures, processes for providing replacement equipment when required, and procedures for coordinating onsite service and repair activities when remote resolution is not feasible.

The Vendor/Contractors shall identify any service level commitments applicable to technical support and shall describe the resources and personnel available to support deployments within educational environments.

1. Post-Warranty Support and Maintenance

The Vendor/Contractor shall describe all post-warranty support, maintenance, and service options available for the proposed solution, including extended warranty coverage, preventive maintenance services, software maintenance, technical support programs, and other ongoing service offerings.

Because this RFI is intended to gather market and technical information, pricing information is not required as part of the initial submission unless specifically requested by CCPS. However, Vendor/Contractor shall identify all post-warranty support, maintenance, and extended service options that are available for the proposed solution and shall describe the scope of services associated with each offering.

Vendors/Contractors selected to advance beyond the demonstration or evaluation phase may subsequently be requested to provide detailed pricing information for extended warranty coverage, years four (4) and five (5) support services, preventive maintenance programs, software maintenance, technical support services, replacement equipment programs, and any other recurring or optional service offerings associated with the proposed solution.

VIII. DEMONSTRATION AND EVALUATION REQUIREMENTS

Offeror selected by CCPS may be invited to participate in onsite demonstrations at a location designated by CCPS. The purpose of the demonstration is to allow CCPS personnel to evaluate the operational capabilities, usability, performance, and suitability of the proposed solution within a school environment.

Demonstrations may require the Offeror to present and operate the proposed solution under realistic operating conditions and to demonstrate key system capabilities, including the screening of volunteer participants, detection of multiple weapon types, throughput performance, secondary screening procedures, equipment setup and breakdown, battery-powered operation, administrative dashboard functionality, and system connectivity capabilities.

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The demonstration may also include hands-on evaluation activities conducted by CCPS personnel to assess system operation, ease of use, administrative functionality, and overall user experience. Offeror shall provide qualified personnel and any equipment, accessories, software, or supporting materials necessary to conduct the demonstration and facilitate evaluation activities.

CCPS reserves the right to establish demonstration scenarios, testing protocols, performance criteria, and evaluation methodologies deemed necessary to assess the effectiveness and suitability of the proposed solution. CCPS further reserves the right to conduct any operational, functional, technical, or performance testing considered necessary to evaluate compliance with project requirements and to compare proposed solutions.

IX. SUBMISSION FORMAT AND CONTENT

To facilitate a uniform review process, submissions shall be organized in the format described below. Failure to follow the required format may adversely affect the evaluation of the submission.

A. GENERAL REQUIREMENTS

Submissions received that do not address the requirements of this RFI or fail to conform to the format specified herein may be deemed non-responsive and may not be considered.

Vendor/Contractor shall provide sufficient information to demonstrate their qualifications, experience, and capability to successfully provide, implement, support, and maintain the proposed solution.

B. REQUIRED FORMAT AND CONTENT

1. Title Page

The submission shall begin with a title page identifying the RFI title and number, the Vendor/Contractor's legal business name, primary contact person, business address, telephone number, email address, website address (if applicable), and the date of submission. The title page shall clearly identify the Vendor/Contractor responsible for the submission and serve as the official cover page for the submission.

2. Table of Contents

Each submission shall include a table of contents that identifies all sections contained within the submission and corresponding page numbers. The table of contents should mirror the organization and sequence of the requirements contained in this RFI to facilitate CCPS' review and evaluation of the submission.

3. Letter of Intent

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Vendor/Contractor shall provide a signed Letter of Intent on company letterhead.

The letter should be limited to three (3) pages and provide a concise overview of the organization, its interest in participating in the RFI process, and its qualifications to provide the proposed solution. The letter should describe why the

Vendor/Contractor believes its solution is well-suited to meet the needs of CCPS and include a statement acknowledging the vendor's understanding of the objectives and requirements outlined in this RFI.

4. Company Profile and Qualifications

Vendor/Contractor shall provide a detailed company profile describing the organization's background, history, and qualifications. The submission should identify whether the organization operates locally, regionally, nationally, or internationally and indicate the number of years the company has operated under its current name and organizational structure. Vendor/Contractor shall disclose any previous business names under which the company has operated, including dates of operation, and provide a brief explanation of significant organizational changes, if applicable. Information regarding corporate structure, ownership, relevant certifications, accreditations, and industry affiliations should also be included.

5. K-12 Experience and References

Vendor/Contractor shall describe their experience providing similar products and services to K–12 educational institutions. The submission should include information regarding the number and type of K–12 clients served, experience working with school districts of similar size and complexity to CCPS, and examples of successful implementations or projects. Vendor/Contractor shall also provide a minimum of three (3) references from current or recent K–12 clients, including organization name, contact person, title, email address, telephone number, and a brief description of the services provided.

6. Technical Submission and Solution Information

Vendor/Contractor shall provide a comprehensive description of their proposed solution and its capabilities. The submission should explain the functionality of the solution, system architecture, deployment options, and key features that support the needs of CCPS. Vendor/Contractor should describe the solution's scalability, reliability, performance, security, accessibility, and ease of use. The submission should also identify any integration capabilities, technical requirements, dependencies, and features designed to support operational efficiency and long-term sustainability.

7. Implementation and Support Services

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Vendor/Contractor shall describe their implementation approach and the resources that would be utilized to support deployment and ongoing operations. Submission should explain implementation methodology, project management practices, training opportunities, knowledge-transfer activities, customer support services, service-level expectations, maintenance procedures, and upgrade processes.

Vendor/Contractor should also describe the qualifications and experience of the personnel or teams responsible for implementation and ongoing support, including their roles and responsibilities.

8. Technical Documentation and Supporting Materials

Vendor/…