RFI for ENS RFI-92-27-002.docx

RFI-92-27-002 – Emergency Notification System

STATE OF NORTH CAROLINA

CRAVEN COMMUNITY COLLEGE

REQUEST FOR INFORMATION

Market Research for Emergency Notification System Replacement

SUBMIT RESPONSES TO:

banksc@cravencc.edu Refer ALL inquiries regarding this RFI to the Issuing Officer identified above.

NOTICE TO VENDORS

This document is a Request for Information (RFI) only. This RFI is issued solely for market research, pricing information, and planning purposes. It does not constitute a Request for Proposal (RFP), Invitation for Bids (IFB), Request for Quotation (RFQ), or any other type of solicitation.

THIS IS NOT A REQUEST FOR OFFER. NO AWARD WILL RESULT FROM THIS RFI.

Issuance of this RFI does not commit the College to issue a solicitation, make an award, or pay any costs incurred in the preparation or submission of responses. The College reserves the right to cancel this RFI at any time without obligation or liability.

Information gathered through this RFI may be used by the College to develop specifications and requirements for a future competitive solicitation. Responses to this RFI will not be evaluated for award purposes and will not be considered as proposals or offers.

Vendors are encouraged to provide as much of the requested information as possible, but partial responses or responses that propose alternative approaches will be considered for informational purposes.

Submission of a response to this RFI is voluntary and will not adversely affect any vendor’s eligibility to participate in any future procurement related to this project.

1.0 PURPOSE AND BACKGROUND

1.1 Purpose

The College issues this Request for Information to gather information, capabilities, and recommendations from qualified vendors regarding the procurement, delivery, and installation of an Emergency Notification System (ENS) to replace the current system in 18 buildings on the New Bern, Havelock, and Volt campuses.

The College does not currently have sufficient information readily available to prepare an adequate solicitation document. Information gathered through this RFI will be used to enhance future procurement planning and assist in developing the scope of a potential future solicitation.

1.2 Background

Craven Community College is a public community college located in New Bern, North Carolina. The College is in the process of developing plans to replace the current ENS system in all buildings on the New Bern, Havelock, and Volt campuses.

The College seeks an ENS system solution that meets the requirements outlined in this RFI.

2.0 ANTICIPATED SCHEDULE

The following schedule represents the College’s anticipated timeline for this RFI process. All dates are subject to change at the College’s sole discretion. Any changes will be communicated via addendum.

3.0 COMMUNICATIONS, QUESTIONS, AND ADDENDA

3.1 Issuing Officer

All communications regarding this RFI shall be directed exclusively to the Issuing Officer identified on the cover page. Vendors shall not contact any other College employee, board member, or official regarding this RFI. Unauthorized contact may result in disqualification from any future related procurement.

3.2 Written Questions

Questions regarding this RFI must be submitted in writing (via e-mail) to the Issuing Officer no later than the deadline specified in Section 2.0. Questions should reference the specific section and paragraph of this RFI to which they relate. Oral questions will not be accepted.

3.3 Addenda

If the College determines that clarification or additional information is necessary, a written addendum will be issued. Addenda will be posted to North Carolina electronic vendor portal (NC eVP). It is the vendor’s responsibility to check for addenda prior to submitting a response. All addenda become part of this RFI.

4.0 RESPONSE SUBMISSION INSTRUCTIONS

4.1 Submission Method

Responses shall be submitted electronically via banksc@cravencc.edu no later than the date and time specified in Section 2.0. Late submissions will not be considered.

4.2 Format Requirements

Responses should be submitted in PDF format. Responses should be organized according to the section numbering in this RFI to facilitate review.

4.3 Number of Copies

Submit one (1) electronic copy to the email address specified above. No hard copies are required unless otherwise directed by addendum.

5.0 PUBLIC RECORDS AND CONFIDENTIAL INFORMATION

Craven Community College is a public entity subject to the North Carolina Public Records Act (N.C.G.S. § 132-1 et seq.). Responses submitted in connection with this RFI may be subject to public disclosure.

Respondents are cautioned NOT to include proprietary, confidential, trade secret, or business-sensitive information in their responses unless absolutely necessary. If a respondent believes that specific information qualifies as a “trade secret” under N.C.G.S. § 66-152(3), such information must be clearly identified and marked “CONFIDENTIAL” on each applicable page. Blanket designations of an entire response as confidential are not acceptable and may result in the entire response being treated as a public record.

The College cannot guarantee that any information submitted will be exempt from disclosure. In the event of a public records request, the College will make reasonable efforts to notify the respondent prior to disclosure of information marked as confidential, to the extent permitted by law.

6.0 PROJECT OBJECTIVES AND INFORMATION REQUESTED

6.1 General Description

The College seeks information from qualified vendors regarding the provision of a new ENS, including a public address system, sirens, lights, and marquees, and installation on the New Bern, Havelock, and Volt campuses. One system that controls all aspects of ENS is preferred.

6.2 Functional Requirements

The College is interested in solutions that address the following functional objectives:

· Provide rapid notification to all campus occupants during emergencies

· Deliver clear, intelligible voice announcements and audible warning tones

· Support multiple campuses from a centralized management platform

· Allow notification by specific building, campus, and zone

· Provide multi-channel communication, including indoor speakers, outdoor speakers, sirens, lights, and digital marquees

· Have the ability to initiate alerts within seconds

· Support multiple different emergency scenarios (active threat, fire, tornado, etc.)

· Integrate with current fire alarm systems, access control, and video surveillance

· Offer scalability

· Meet ADA accessibility requirements

6.3 Site Information

The ENS is needed on all campuses. The New Bern campus is located at 800 College Ct. New Bern, NC 28562, the Havelock campus is located at 305 Cunningham Blvd. Havelock, NC 28532, and the Volt Center is located at 205 First St. New Bern, NC 28562.

The New Bern campus contains 11 buildings, the Havelock campus contains 4 buildings, and the Volt Center has 3 buildings that use ENS notifications.

7.0 VENDOR RESPONSE FORMAT

The College requests that respondents organize their submissions as follows:

1. Company Information – Company name, address, point of contact, telephone, e-mail, website, years in business, and a brief description of relevant experience with Emergency Notification Systems.

1. Technical Capabilities – Description of proposed system, installation methods, materials, options, and how the vendor’s solution addresses each functional requirement listed in Section 6.2.

1. Installation – Description of preparation approach, installation methodology, and typical timeline.

1. Compliance – Description of how the proposed solution meets ADA requirements and any applicable safety standards.

1. Delivery Timeline – Estimated timeline from project acceptance through on-site operational status.

1. Rough Order of Magnitude (ROM) Cost Estimate – Non-binding cost estimate(s) as described in Section 10.0.

8.0 REQUESTED CAPABILITIES AND DISCUSSION QUESTIONS

In addition to the information requested above, the College invites respondents to address the following questions:

1. What ENS systems are available that would meet or exceed the College’s stated functional requirements?

1. What is the typical lead time from order to operational readiness for a project of this type and size?

1. What infrastructure prerequisites should the College anticipate?

1. What warranty and maintenance/service options are available?

Respondents are encouraged to provide any additional information, recommendations, or innovative approaches that may assist the College in its planning efforts.

9.0 VENDOR PRESENTATIONS

The College may, at its sole discretion, invite one or more respondents to present their capabilities and discuss their submissions. Presentations, if scheduled, will be conducted at a location designated by the College. The College will provide at least two (2) weeks advance notice of any scheduled presentation.

Participation in any presentation is voluntary. The College is under no obligation to invite any or all respondents to present. Presentations are for informational purposes only and do not constitute negotiations or create any obligation on the part of the College.

10.0 ROUGH ORDER OF MAGNITUDE (ROM) COST ESTIMATE

Respondents are requested to provide a non-binding ROM cost estimate for the proposed solution. The ROM should include, to the extent practicable:

1. Software and licensing

1. Hardware

1. Communications infrastructure

1. Site preparation

1. Installation

1. Training

1. Warranty

1. Any recurring costs NOTE: Any cost estimates provided in response to this RFI are non-binding and for informational and planning purposes only. Cost estimates will not be used to evaluate or rank respondents and will not be binding on either party in any future procurement.

11.0 RESERVATION OF RIGHTS

The College reserves the right to:

1. Request additional information or clarification from any respondent.

1. Use information obtained through this RFI in developing future solicitations.

1. Issue or not issue a subsequent solicitation at its sole discretion.

1. Modify requirements, scope, or approach in any future solicitation based on information received.

This RFI does not obligate the College to procure any goods or services from any respondent, nor does it obligate the College to issue a solicitation of any kind.

12.0 RESPONDENT INFORMATION AND ACKNOWLEDGMENT

By submitting a response to this RFI, the respondent acknowledges that this is a Request for Information only, that no award will result, and that the College incurs no obligation as a result of this RFI or any response received.

Company Name:

Street Address:

City, State, ZIP:

Contact Name and Title:

Telephone:

E-Mail:

Signature:

Date:

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