REQUEST FOR PROPOSAL - Clock System.pdf

REQUEST FOR PROPOSAL

December 13, 2019

Kearsley Community Schools

4396 Underhill Drive

Flint, MI 48506

Wireless Clock System

NOTICE OF BIDDERS

The Kearsley Community School District is accepting bids on Wireless Clocks System for our schools. Bids must be received on or before: Thursday, January 10th. Bids may be submitted by mail at the above address or E-mail to pgaudard@kearsleyschools.org

Paul Gaudard

Assistant Superintendent pgaudard@kearsleyschools.org

810-591-7602

I. INTRODUCTION

The purpose of this project is to provide Synchronized Wireless Clocks for our six school buildings. There are six instructional buildings in Kearsley Community Schools and the project pricing will be divided into six separate sections according to school building:

Buffey Elementary – 4235 Crosby Drive Flint, MI 48506

Weston Elementary – 2499 Cashin Street Burton, MI 48509

Dowdall Elementary – 3333 Shillelagh Drive Flint, MI 48506

Fiedler Elementary – 6137 Nightingale Drive Flint, MI 48506

Armstrong Middle School – 6161 Hopkins Drive Flint, MI 48506

Kearsley High School – 4302 Underhill Drive Flint, MI 48506

II. EXISTING INFRASTRUCTRE

Buffey Elementary – The classroom and hallway clocks currently in use at Buffey

Elementary are analog clocks that are flush mounted to the wall. The system is in disrepair and no longer capable of keeping accurate time. The existing clocks shall be replaced by BRG Precision Wireless Clock System or equivalent (See Appendix B).

Quantity of rooms requiring clocks: 25

Number of digital hallway clocks: 3

Weston Elementary – The classroom and hallway clocks currently in use at Weston disrepair and no longer capable of keeping accurate time. The existing clocks shall be replaced by BRG Precision Wireless Clock System or equivalent (See Appendix B).

Quantity of rooms requiring clocks: 29

Dowdall Elementary – The classroom and hallway clocks currently in use at Dowdall disrepair and no longer capable of keeping accurate time. The existing clocks shall be replaced by BRG Precision Wireless Clock System or equivalent (See Appendix B).

Quantity of rooms requiring clocks: 28

Number of digital hallway clocks: 2

Fiedler Elementary – The classroom and hallway clocks currently in use at Fiedler disrepair and no longer capable of keeping accurate time. The existing clocks shall be replaced by BRG Wireless Clock System or equivalent (See Appendix B).

Quantity of rooms requiring clocks: 38

Armstrong Middle School – The classroom and hallway clocks currently in use at

Armstrong Middle School are analog clocks that are flush mounted to the wall. The system is in disrepair and no longer capable of keeping accurate time. The existing clocks shall be replaced by BRG Precision Wireless Clock System or equivalent (See

Appendix B).

Quantity of rooms requiring clocks: 54

Number of digital hallway clocks: 4

Kearsley High School – The classroom and hallway clocks currently in use at Kearsley

High School are analog clocks that are flush mounted to the wall. The system is in disrepair and no longer capable of keeping accurate time. The existing clocks shall be replaced by BRG Precision Wireless Clock System or equivalent (See Appendix B).

Quantity of rooms requiring clocks: 70

Number of digital hallway clocks: 14

III. WALK THROUGH / PROJECT MANAGEMENT

It is highly recommended that vendors schedule a walk-through so that they are familiar with the conditions. If you would like to schedule a walk-through of our buildings prior to submitting proposals, please contact Paul Gaudard at 810-591-

7602 or e-mail pgaudard@kearsleyschools.org. The overall management and coordination of the project will be handled by Paul Gaudard and Kearsley

Technology Director Anthony Klinck.

IV. PROJECT TIMING

We expect the winning bid to be approved at the Regular Meeting of the Kearsley Board of

Education on January 13, 2020. The project may begin any time after the project is awarded. Installation should occur outside of school hours. The project must be completed by June 30, 2020.

Staging and Other factors:

Depending upon the total cost of the project and the overall budget, the Kearsley

Community Schools may choose to adjust the project scope. If that is the case, vendors shall be able to scale their proposal and provide itemized pricing. Vendors will be selected based on their overall bid on the entire project.

V. BID FORM

SECTION 1 – Buffey Elementary School

ITEM Description Qty Cost/Each Total

1 (25) Synchronized wireless analog clocks, BRG or equivalent including all mounting hardware and power supplies. Include cost of installation in item 3.

2 (3) Wireless digital hallway clocks

3 Installation cost

4 Shipping

TOTAL

Estimated delivery time after the order is placed is _____________ weeks

SECTION 2 – Weston Elementary School

ITEM Description Qty Cost/Each Total

1 (29) Synchronized wireless analog clocks, BRG or equivalent including all mounting hardware and power supplies. Include cost of installation in item 3.

SECTION 3 – Dowdall Elementary School

1 (28) Synchronized wireless clocks, BRG or equivalent including all mounting hardware and power supplies. Include cost of installation in item 3.

2 (2) Wireless digital hallway clocks

SECTION 4 – Fiedler Elementary School

1 (38) Synchronized wireless clocks, BRG or equivalent including all mounting hardware and power supplies. Include cost of

Estimated delivery time after the order is placed is _____________ week

SECTION 5 – Armstrong Middle School

1 (54) Synchronized wireless clocks, BRG or equivalent including all mounting hardware and power supplies. Include cost of

2 (4) Digital hallway clocks

SECTION 6 – Kearsley High School

1 (70) Synchronized wireless clocks, BRG or equivalent including all mounting hardware and power supplies.

Include cost of installation in item 3.

2 (14) Digital hallway clocks

SECTION 7 – Spare Parts

1 Spare Analog Wall Clocks 5

2 Shipping

VI: CLOCKS

A&E SPECIFICATION

1. Furnish and install a complete new wireless clock system using BRG wireless system or equivalent.

2. The intent of this specification is to establish a standard of quality, function and features. It is the responsibility of the bidder to insure that the proposed product meets or exceeds every standard set forth in these specifications.

3. The functions and features specified are vital to the operation of this facility; therefore, the acceptance of alternate manufacturers does not release the contractor from strict compliance with the requirements of this specification.

4. The Contractor for this work shall be held to have read all of the Bidding Requirements, the

General Requirements, and Contract Proposal Forms; and in the execution of this work, he will be bound by all of the conditions and requirements therein.

5. The contractor shall be responsible for providing a complete functional system including all necessary components whether included in this specification or not.

6. In preparing the bid, the bidder should consider the following:

a. No claim will be made against the owner for any costs incurred by the bidder for any equipment demonstrations which the owner requests.

b. Any prior approval of an alternate system does not automatically exempt the supplier from the intent of these specifications.

c. Failure to comply with the operational and functional intent of these specifications may result in the total removal of the alternate system at the expense of the contractor.

d. Submission of an alternate shall contain an original draft point by point comparison of the submitted product relative to the requirements of this specification, engineering drawings of the system, and specification sheets covering all components of the system as well as all items of Section 1 “SUBMITTALS”. The system and equipment drawings and specification sheet shall meet all items of the specification.

e. Proposed alternate equipment shall be accompanied by a letter from the manufacturer clearly stating that they have read the specifications, have listed differences between their product and the specified product, and commit to meet or exceed the specified requirements herein.

QUALITY

1. All items of equipment shall be designed by the manufacturer to function as a complete system and shall be accompanied by the manufacturer’s complete service notes and drawings.

2. The contractor shall be an established communications and electronics contractor that has had and currently maintains a locally run and operated business for at least three (3) years. The contractor shall utilize a duly authorized distributor of the equipment supplied for this project location with full manufacturer’s warranty privileges.

3. The contractor shall show satisfactory evidence, upon request, that the supplier maintains a fully equipped service organization capable of furnishing adequate inspection and service to the system.

The supplier shall maintain at his facility the necessary spare parts in the proper proportion as recommended by the manufacturer to maintain and service the equipment being supplied.

4. Electrical Component Standard: Provide work complying with applicable requirements of NFPA

70 “National Electrical Code” including, but not limited to:

a. Article 250, Grounding.

b. Article 300, Part A. Wiring Method.

c. Article 310, Conductors for General Wiring.

d. Article 725, Remote Control, Signaling Circuits.

e. Article 800, Communication Systems.

5. Installation and start up of all systems shall be under the direct supervision of a local agency regularly engaged in installation, repair, and maintenance of such systems. The supplier shall be accredited by the proposed equipment manufacturers.

6. The agency providing equipment shall be responsible for providing all specified equipment and mentioned services for all equipment as specified herein. The agency must be a local authorized distributor of all specified equipment for single source of responsibility and shall provide documents proving such. The agency must provide written proof that the agency is adequately staffed with factory-trained technicians for all of the specified equipment. The agency must have established business for and currently be providing all services for the equipment.

7. The contractor shall guarantee availability of local service by factory-trained personnel of all specified equipment from an authorized distributor of all equipment specified under this section. Maintenance shall be provided at no cost to the purchaser for a period of one (1) year

(parts and labor) from date of installation unless damage or failure is caused by misuse, abuse, neglect, or accident. Additionally, all manufacturer-supplied products must be covered by five(5) year (parts only) limited warranty from the date of installation. The warranty period shall begin on the date of purchase by the owner/engineer.

8. The contractor is responsible for all cost associated with proper installation, termination, configuration, programming, of all system components.

9. The contractor shall provide all necessary masonry, covering, patching, and painting work in order to render any residue of the existing central equipment invisible. All finished surfaces shall be chosen in consultation with the Owner, to assure that the Owner’s aesthetic preferences have been adhered to.

SYSTEM

1. BRG/DuraTime-based wireless analog and/or digital clock system with interface capability to

GPS, network, Internet.

2. The system shall be designed to work in an environment where cabling options are not always available.

3. The master clock shall be synchronized with the government time standard and shall continually synchronize secondary clocks throughout the facility.

4. The system shall synchronize all clocks to each other without the use of hard wiring between clocks. Clocks shall automatically adjust for Daylight Saving Time, if enabled.

5. All secondary clocks shall receive and re-transmit time updates, allowing virtually unlimited coverage. All wireless devices shall be capable of receiving and re-transmitting time updates.

6. The master clock shall be capable of using multiple, simultaneous time sources for improved reliability. The master clock shall support the use of Network Time Protocol (NTP) and Global

Positioning Satellites (GPS) at the same time. If one time source is unavailable, the master clock will automatically use an alternate time source.

7. The wireless clock system shall support the use of multiple, simultaneous master clocks for improved reliability. If one master clock fails, the alternate master clock will continue to send time updates to secondary clocks automatically. The master clocks shall communicate with one another to determine which master clock is to broadcast time packets, regardless of the number of master clocks used. The system shall not have any practical limit as to the number of master clocks used.

8. The wireless clock system shall support wireless relays, tone generators, and audio players. The alarm schedule software shall be included. The system shall not have any practical limit as to the number of wireless relays, tone generators, and audio players used.

9. The master clock shall include a temperature compensated oscillator, accurate to 0.1 seconds per day without synchronization with the government time standard.

10. Software shall be available that allows the supervision and diagnostic analysis of a radio devices, including the master clock and all secondary devices.

11. Signal repeaters shall be available to extend coverage to areas that do not require a secondary clock. Signal repeaters shall not require any configure to operate. The signal repeater shall receive and repeat all time broadcasts.

12. Analog Clocks shall be synchronized to within 0.1 seconds, 7 times per day, and the system shall have an internal oscillator that maintains plus or minus one second per day between synchronizations. Analog clocks shall not require any configuration. Analog clocks shall receive and repeat all time broadcasts while the clock is active on the network. The master clock shall be capable of automatically controlling analog clocks as needed to reduce power consumption and extend battery life.

13. The system shall include an internal clock reference so that failure of the primary time receiver shall not cause the clocks to fail in indicating time.

14. The system shall incorporate a “fail-safe” design so that failure of any one component shall not cause a failure of the system. This is only possible if the system includes multiple redundant master clocks and time receivers. Systems using a single master clock will always have one or more single points of failure which in turn may cause the entire clock system to lose sync with the time standard.

15. Clock locations shall be as indicated, and battery operated clocks shall be fully portable, capable of being relocated at any time. Digital clocks require external power, but shall be capable of being relocated to other external power sources without the need to run sync wiring.

16. All wireless master clock configurations shall include an Ethernet interface for the purpose of controlling the clock, obtaining Network Time and configuring the alarm scheduled.

17. A portable master clock shall be included with the primary master clock. This tool shall be configurable as a master clock, signal monitor, GPS time source, or signal repeater.

18. All wireless clocks shall use AES 128 bit data encryption to improve security and reliability.

Other encryption standards may be substituted depending on import/export requirements.

19. The master clocks shall transmit time updates to secondary clock using a redundant method of

86,400 transmissions per day (once per second).

20. Secondary clocks shall be capable of receiving multiple, redundant time updates. The type of time update (CDMA, GPS or NTP) shall be indicated on the master clock display.

21. Digital clocks shall include a temperature compensated oscillator, accurate to 0.1 seconds per day without external synchronization.

22. All transmitters shall be capable of 20 dBm (100 mW) RF output power.

23. Battery powered analog clocks shall include a quad redundant battery system that allows continued operation even if 3 out of 4 batteries are depleted.

REGULATORY REQUIREMENTS

1. Equipment and components furnished shall be of manufacturer’s latest model.

2. System shall be installed in compliance with local and state authorities having jurisdiction.

3. All radio transceivers used shall be FCC approved. Canadian installations will be Industry Canada approved.

4. All devices that connect to the power grid shall be UL or cUL Listed or other certifications as required for each country.

5. Wireless communications shall use standard IEEE 802.15.4 standard protocol on the 2.4 GHz radio band.

6. WLAN or WiFi frequencies shall not be used for wireless time updates

INSTALLATION

1. General

a. Install system in accordance with applicable codes. Install equipment in accordance with manufacturer’s written instructions.

2. Wiring Methods:

a. All new wiring on this project must be properly rated for the application.

b. Cable to the new devices at new locations shall be installed in a neat and workmanlike manner, following the standard procedures used in the electrical contracting trade.

c. Any wiring, which is considered sloppy by the Engineer, shall be strictly unacceptable.

d. Upon installation completion, a room-by-room test shall be conducted for every device in the system. A technician shall perform the test after school hours, and repairs shall be performed as needed at no cost to the Owner to any devices, which do not function correctly, including cable.

A written room-by-room report following testing and repairs shall be prepared and submitted to the District.

FIELD QUALITY CONTROL

1. Contractor Field Service:

a. Provide services of a service representative for this project location to supervise the field assembly and connection of components and the pre-testing, testing, and adjustment of the system.

2. Inspection

a. Make observations to verify that units and controls are properly labeled.

3. Testing:

a. Rectify deficiencies indicated by tests and completely re-test work affected by such deficiencies at the Contractor’s expense. Verify by the system test that the total system meets the specifications and complies with applicable standards.

COMMISSIONING

1. Train Owner’s personnel in the procedures and schedules involved in operating, troubleshooting, servicing, and preventative maintenance of the system. Operators Manuals and Users Guides shall be provided at the time of this training.

2. Schedule training with Owner, with at least seven (7) days advance notice.

ATTACHMENT A

BID FORM

Kearsley Community Schools Wireless Clock System

Having read the specifications for the project, the undersigned hereby proposes to furnish all labor and materials to perform the specified work. Please note that all work must be completed by June 30, 2020

BIDDERS NAME: ________________________________________________

LEGAL ADDRESS: _______________________________________________

TELEPHONE: (_______) __________________

FAX NUMBER: (_______) __________________

CONTACT PERSON: _____________________________________

Total Bid Price . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . $_________________

Signer below is an Officer or Director and is authorized to obligate the company in contractual agreements.

AUTHORIZED

SIGNITURE______________________________________________________

PRINTED NAME AND

TITLE________________________________________________________

DATE____________________________

ATTACHMENT B

Familial Relationship Disclosure

I/We, the undersigned, HAVE NO FAMILIAL RELATIONSHIP with the Superintendent or any member of the Board of Education of the KEARSLEY SCHOOL DISTRICT.

OR

I/We have included the following list disclosing any familial relationships that exist between the owners or any employee of the vendor and any member of the school board and/or superintendent.

I/We understand that NOT completing this sworn, signed, and notarized statement and including it with our proposal will make our proposal incomplete and void.

Vendor

By

Title

Date

Subscribed and sworn to before me this ___________ day of _______________________

Notary Public, _______________________________ County, Michigan

My commission expires: ______________________________________

ATTACHMENT C

Certification of Compliance – Iran Economic Sanctions Act

Michigan Public Act no. 517 of 2012

I/We, the undersigned, pursuant to the compliance certification requirement provided in the

Kearsley Community Schools’ Request For Proposal (the “RFP”) hereby certifies, represents, and warrants that the company (which includes the officers, directors and employees) is not an

“Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan

Public Act No. 517 of 2012 (the “Act”), and that in the event the Company is awarded a contract by the Kearsley Community Schools a result of the aforementioned RFP, the Company is not and will not become an “Iran Linked Business” at any time during the course of performing any services under the contract.

The company further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000 or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the Kearsley Community Schools’ investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date it is determined that the person has submitted the false certification.

Name of Company

Name and Title of Authorized Representative

Signature

Date