Board of Public Education Amy Lynn Holt, Chairperson Dr.

Kathy Revis, Vice Chairperson

Beth Campbell Stephanie Cantwell

Blair Craven Shelia Dale

Alyssa Norman 414 Fourth Avenue West, Hendersonville, NC 28739-4261

Mark R. Garrett, Superintendent

HENDERSON COUNTY PUBLIC SCHOOLS

RFP # 2027-04 REBID

Dukane Carehawk Intercom System (3 Locations)

Henderson County Public Schools

November 4, 2026

TITLE / PROJECT:

USING AGENCY:

ISSUE DATE:

PRE-BID CONFERENCE/SITE VISIT: It shall be mandatory that each bidder’s representative be present for the pre-bid conference/site visits as listed below. Bidders will be required to sign in indicating that they attended the conference and site visits at all 3 locations. The purpose of this visit is for all prospective bidders to acquaint themselves with the conditions and requirements of each site and of the tasks to be performed at each location. Henderson County Public School will have staff available to discuss the project and answer questions regarding the scope of work. Bidders shall stay for the duration of each site visit.

Location: Hillandale Elementary School, 40 Preston Lane, East Flat Rock, NC 28726

Date: Thursday, November 12, 2026

Time: 9:00 AM (EST)

FAILURE TO COMPLY WITH THE REQUIREMENT WILL RESULT IN REJECTION OF YOUR BID.

Bidder is cautioned that any information released to attendees during site visit, other than that involving the physical aspects of the facilities themselves, and which conflicts with, supersedes, or adds to requirements in this Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this Request for Proposal document. Bidder bidding otherwise does so at his own risk.

BID DEADLINE: Sealed Proposals subject to the conditions made a part hereof will be received until 2:00 PM (EST) on Wednesday, December 2, 2026 for furnishing all labor, materials, equipment, and services incidental and implied, described herein.

SEND ALL PROPOSALS DIRECTLY TO THE ISSUING AGENCY ADDRESS AS SHOWN BELOW:

DELIVERED BY US POSTAL SERVICE HAND DELIVERY

RFP NO. 2027-04 REBID

Henderson County Public Schools 414 Fourth Avenue West Hendersonville, NC 28739 Attn: Joni Huchzermeier, Purchasing Agent

RFP NO. 2027-04 REBID

Henderson County Public Schools 414 Fourth Avenue West Hendersonville, NC 28739 Attn: Joni Huchzermeier, Purchasing Agent

IMPORTANT NOTE: Indicate firm name and RFP number on the front of each proposal envelope or package, along with the date for receipt of proposals specified above.

Bids submitted after the above referenced deadline will not be accepted under any circumstance.

Direct all inquiries concerning this RFP in writing to: Joni Huchzermeier, CLGPO Purchasing Agent jdhuchzermeier@hcpsnc.org

DEADLINE FOR QUESTIONS: Questions concerning the specifications in this Request for Proposals will be received until Noon, on Friday, November 13, 2026. If any modifications to the specifications are necessary, an addendum will be issued to all proposal holders. **It is the bidder’s responsibility to assure that all addenda have been reviewed and, if need be, signed and returned. Please initial here:

“It is the policy of the Henderson County Public School System not to discriminate on the basis of race, ethnic origin, sex, or disability in its educational programs, activities, or employment policies.”

The Henderson County Board of Education reserves the right to reject any or all bids for any or no reason.

THE PROCUREMENT PROCESS

The following is a general description of the process by which a vendor will be selected to provide services.

1. Request for Proposals (RFP) is issued to prospective contractors.

2. A preproposal conference (if applicable) and/or deadline for written questions is five days prior to the due date unless otherwise specified in the bid document.

3. Proposals in one original will be received from each bidder in a sealed envelope or package. The original shall be signed and dated by an official authorized to bind the firm. Unsigned proposals will not be considered.

4. All proposals must be received by the issuing agency not later than the date and time specified on the cover Sheet of this RFP.

5. After the bid deadline, the package containing the proposals from each responding firm will be opened. The purchasing division will furnish bid tabs upon request.

6. At their option, the evaluators may request oral presentations or discussion with any or all bidders for the purpose of clarification or to amplify the materials presented in any part of the proposal. However, bidders are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available.

7. Proposals will be evaluated according to completeness, content and experience with similar projects, ability of the offeror and its staff, and cost. Award of a contract to one offeror does not meant that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous to Henderson County Public Schools.

8. Bidders are cautioned that this is a request for offers, not a request to contract, and the Henderson County Public Schools reserves the right to reject any and all offers when such rejection is deemed to be in the best interest of Henderson County Public Schools.

GENERAL INFORMATION ON SUBMITTING PROPOSALS

1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All responses shall be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an bidder’s response will be waived and have no effect either on this Request for Proposals or on any contract that may be awarded resulting from this solicitation. Bidder specifically agrees to the conditions set forth in the above paragraph by signature to the proposal.

2. CERTIFICATION: By executing the proposal, the signer certifies that this proposal is submitted competitively and without collusion (G.S. 143-54), that none of our officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that we are not an ineligible vendor as set forth in G.S. 143-59.1. False certification is a Class I felony.

3. ORAL EXPLANATIONS: The State/Henderson County Public Schools shall not be bound by oral explanations or instructions given at any time during the competitive process or after award.

4. REFERENCE TO OTHER DATA: Only information which is received in response to this RFP will be evaluated; reference to information previously submitted shall not be evaluated.

5. ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired.

In an effort to support the sustainability efforts of the State of North Carolina we solicit your cooperation in this effort.

It is desirable that all responses meet the following requirements:

• All copies are printed double sided.

• All submittals and copies are printed on recycled paper with a minimum post-consumer content of

30% and indicate this information accordingly on the response.

• Unless absolutely necessary, all proposals and copies should minimize or eliminate use of non-recyclable or non-reusable materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Three-ringed binders, glued materials, paper clips, and staples are acceptable.

• Materials should be submitted in a format which allows for easy removal and recycling of paper materials.

6. COST FOR PROPOSAL PREPARATION: Any costs incurred by bidder in preparing or submitting offers are the bidder’s sole responsibility; Henderson County Public Schools will not reimburse any bidder for any costs incurred prior to award.

7. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a period of 45 days. Although the contract is expected to be awarded prior to that time, the 45 day period is requested to allow for unforeseen delays.

8. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience only and shall have no binding force or effect.

9. CONFIDENTIALITY OF PROPOSALS: In submitting its proposal the bidder agrees not to discuss or otherwise reveal the contents of the proposal to any source outside of the using or issuing agency, government or private, until after the award of the contract. Bidder not in compliance with this provision may be disqualified, at the option of Henderson County Public Schools, from contract award. Only discussions authorized by the issuing agency are exempt from this provision.

10. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the bidder shall become the property of Henderson County Public Schools when received.

11. OFFEROR’S REPRESENTATIVE: Each bidder shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm's proposal.

12. SUBCONTRACTING: Bidder may propose to subcontract portions of the work provided that their proposals clearly indicate what work they plan to subcontract and to whom and that all information required about the prime contractor is also included for each proposed subcontractor.

13. PROPRIETARY INFORMATION: Trade secrets or similar proprietary data which the bidder does not wish disclosed to other than personnel involved in the evaluation or contract administration will be kept confidential to the extent permitted by NCAC T01:05B.1501 and G.S. 132-1.3 if identified as follows: Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the proposal which is to remain confidential shall also be so marked in boldface on the title page of that section.

Cost information may not be deemed confidential. In spite of what is labeled as confidential, the determination as to whether or not it is shall be determined by North Carolina law.

14. PROTEST PROCEDURES: If a bidder wants to protest a contract awarded pursuant to this solicitation, they must submit a written request to the Purchasing Agent, Henderson County Public Schools, 414 Fourth Avenue West, Hendersonville, NC 28731. This request must be received by the Purchasing Division within thirty (30) consecutive calendar days from the date of the contract award. Protest letters must contain specific reasons and any supporting documentation for the protest. Note: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation.

Contract status and award notices are available through the Purchasing Division or the project designer with contact information as shown on the first page of this solicitation. All protests will be handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519.

15. TABULATIONS: Bidders may call the Purchasing Division to obtain a verbal status of contract award.

16. RECIPROCAL PREFERENCE: G.S. 143-59 establishes a reciprocal preference law to discourage other states from applying in-state preferences against North Carolina’s resident bidders. The “Principal Place of Business” is defined as the principal place from which the trade or business of the bidder is directed or managed.

TERMS AND CONDITIONS

(Contractual and Consultant Services)

1. GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.

2. SITUS: The place of this contract, its situs and forum, shall be North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined.

3. INDEPENDENT CONTRACTOR: The Contractor shall be considered to be an independent contractor and as such shall be wholly responsible for the work to be performed and for the supervision of its employees.

The Contractor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with the Agency.

4. KEY PERSONNEL: The Contractor shall not substitute key personnel assigned to the performance of this contract without prior written approval by the Agency’s Contract Administrator. The individuals designated as key personnel for purposes of this contract are those specified in the Contractor’s proposal.

5. SUBCONTRACTING: Work proposed to be performed under this contract by the Contractor or its employees shall not be subcontracted without prior written approval of the Agency’s Contract Administrator.

Acceptance of a bidder’s proposal shall include any subcontractor(s) specified therein.

6. PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this agreement, Henderson County Public Schools shall thereupon have the right to terminate this contract by giving written notice to the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Contractor shall, at the option of Henderson County Public Schools, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Contractor shall not be relieved of liability to Henderson County Public Schools for damages sustained by virtue of any breach of this agreement, and Henderson County Public Schools may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of damages due can be determined.

In case of default by the Contractor, Henderson County Public Schools may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. Henderson County Public Schools reserves the right to require a performance bond or other acceptable alternative performance guarantees from successful bidder without expense to Henderson County Public Schools.

In addition, in the event of default by the Contractor under this contract, Henderson County Public Schools may immediately cease doing business with the Contractor, immediately terminate for cause all existing contracts Henderson County Public Schools has with the Contractor, and de-bar the Contractor from doing future business with Henderson County Public Schools.

Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Contractor, Henderson County Public Schools may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with it, and de-bar the Contractor from doing future business.

Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by any act of war, hostile foreign action, nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God.

6. TERMINATION: Henderson County Public Schools may terminate this agreement at any time by giving 30 days notice in writing to the Contractor. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the option of Henderson County Public Schools, become its property. If the contract is terminated by Henderson County Public Schools as provided herein, the Contractor shall be paid for services satisfactorily completed, less payment or compensation previously made.

7. PAYMENT TERMS: Payment terms are Net not later than 30 days after receipt of correct invoice(s) or acceptance of services, whichever is later, or in accordance with any special payment schedule identified in this RFP.

8. AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to Henderson County Public Schools for the purpose set forth in this agreement.

9. CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the Contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of Henderson County Public Schools.

10. CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property furnished it for use in connection with the performance of this contract or purchased by it for this contract and will reimburse Henderson County Public Schools for loss of damage of such property.

11. COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the subject of an application for copyright by or on behalf of the Contractor.

12. ACCESS TO PERSONS AND RECORDS: The State Auditor shall have access to persons and records as a result of all contracts or grants entered into by State agencies or political subdivisions in accordance with General Statute 147-64.7. The Contractor shall retain all records for a period of three years following completion of the contract. The following entities may audit the record of this contract during and after the term of the contract to verify accounts and data affecting fees or performance: 1. The State Auditor 2. The internal auditors of the affected department, agency or institution. 3. The Joint Legislative Commission on Governmental Operations and legislative employees whose primary responsibility is to provide professional or administrative services to the Commission.

13. ASSIGNMENT: No assignment of the Contractor’s obligations nor the Contractor’s right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority, Henderson County Public Schools may:

a. Forward the contractor’s payment check(s) directly to any person or entity designated by the Contractor, or

b. Include any person or entity designated by Contractor as a joint payee on the Contractor’s payment check(s).

In no event shall such approval and action obligate Henderson County Public Schools to anyone other than the Contractor and the Contractor shall remain responsible for fulfillment of all contract obligations.

14. COMPLIANCE WITH LAWS: The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority.

15. AFFIRMATIVE ACTION: The Contractor shall take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin, or disability.

16. BACKGROUND CHECKS: Contractor certifies that background checks have been performed for all personnel who will have any type of direct contact with the students and staff of Henderson County Public Schools in the performance of this contract.

17. INSURANCE: During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits:

a. Worker’s Compensation - The contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $500,000.00, covering all of Contractor’s employees who are engaged in any work under the contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of its employees engaged in any work under the contract.

b. Commercial General Liability - General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $1,000,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability.

c. Automobile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $150,000.00 bodily injury and property damage; $150,000.00 uninsured/under insured motorist;

and $1,000.00 medical payment.

Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract.

The Contractor shall furnish a Certificate of Insurance as proof of the above coverage. Certificate will contain provision that the insurance coverage cannot be canceled, reduced in amount or coverage eliminated without 30 days written notice to Henderson County Public Schools. Owner’s Protective insurance must list Henderson County Public Schools as the “Additional Insured” as its interest may appear. Owner’s approval of Certificate of Insurance does not decrease or relieve the contractor’s responsibility for maintaining insurance coverage as required in this Request for Proposal.

18. ADVERTISING: The bidder shall not use the award of a contract as part of any news release or commercial advertising.

19. ENTIRE AGREEMENT: This contract and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. This Request for Proposals, any addenda thereto, and the bidder’s proposal are incorporated herein by reference as though set forth verbatim.

All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation.

20. AMENDMENTS: This contract may be amended only by written amendments duly executed by the Agency and the Contractor.

21. TAXES: G.S. 143-59.1 bars the Secretary of Administration from entering into contracts with vendors if the vendor or its affiliates meet one of the conditions of G. S. 105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the vendor and (3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the proposal document the vendor certifies that it and all of its affiliates, (if it has affiliates), collect(s) the appropriate taxes.

22. GENERAL INDEMNITY: The contractor shall hold and save the Henderson County Public Schools, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the contractor in the performance of this contract and that are attributable to the negligence or intentionally tortious acts of the contractor provided that the contractor is notified in writing within 30 days that the Henderson County Public Schools has knowledge of such claims. The contractor represents and warrants that it shall make no claim of any kind or nature against the Henderson County Public Schools agents who are involved in the delivery or processing of contractor goods to Henderson County Public Schools. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract.

23. GIFTS AND FAVORS (BY EXECUTIVE ORDER): Issued by Governor Perdue, and N.C. G.S.§ 133- 32, it is unlawful for any vendor or contractor ( i.e. architect, bidder, contractor, construction manager, design professional, engineer, landlord, seller, subcontractor, supplier, or vendor), to make gifts or to give favors to any employee of a governmental agency. This includes, but is not limited to, Henderson County Public Schools.

This prohibition covers those vendors and contractors who:

(1) have a contract with a governmental agency; or

(2) have performed under such a contract within the past year; or

(3) anticipate bidding on such a contract in the future.

For additional information regarding the specific requirements and exemptions, vendors and contractors are encouraged to review Executive Order 24 and G.S. Sec. 133-32.

24. QUANTITIES: The award of a term contract neither implies nor guarantees any minimum or maximum purchases thereunder.

25. E-VERIFY: Vendor understands that by submitting a response to this bid solicitation, it and any subcontractor employed by Vendor, is in compliance with the E-Verify requirements. E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with N.C.G.S. 64-25 et seq. Vendor, as well as, any subcontractors employed by Vendor, are aware of and in compliance with the requirements of E-Verify and Article 2 of Chapter 64 of the North Carolina General Statutes.

26. IRAN DIVESTMENT ACT CERTIFICATION: Vendor certifies that, as of the date of the purchase order or contract, it is not on the Final Divestment List as created by the State Treasurer pursuant to N.C.G.S. 147-86.58. Vendor also certifies that it shall not utilize in the performance of the contract any subcontractor that is identified on the Final Divestment List.

27. DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL: Vendor certifies that is has not been designated by the North Carolina State Treasurer as a company engaged in the boycott of Israel pursuant to N.C.G.S. 147-86.81. It is the responsibility of each vendor to monitor compliance with this restriction. Contracts valued at less than $1,000,00 are exempt from this restriction.

28. NO WAIVER: Notwithstanding any other language or provision in the Contract or in any Vendor-supplied material, nothing herein is intended nor shall be interpreted as a waiver of any right or remedy otherwise available to the State under applicable law. The waiver by the State of any right or remedy on any one occasion or instance shall not constitute or be interpreted as a waiver of that or any other right or remedy on any other occasion or instance.

29. FORCE MAJEURE: Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations as a result of events beyond its reasonable control, including, without limitation, fire, power failures, any act of war, hostile foreign action, nuclear explosion, riot, strikes or failures or refusals to perform under subcontracts, civil insurrection, earthquake, hurricane, tornado, other catastrophic epidemic or pandemic, natural event or Act of God.

30. SOVEREIGN IMMUNITY: Notwithstanding any other term or provision in the Contract, nothing herein is intended nor shall be interpreted as waiving any claim or defense based on the principle of sovereign immunity or other State or federal constitutional provision or principle that otherwise would be available to the State under applicable law.

INTRODUCTION

Henderson County Public Schools is requesting bids from a qualified Vendor to replace existing Dukane Starcall Intercom Systems to Dukane Carehawk Intercom Systems at the locations referenced below:

• Hillandale Elementary School 40 Preston Lane, East Flat Rock, NC 28726

• Clear Creek Elementary School 737 North Clear Creek Road, Hendersonville, NC 28792

• Mills River Elementary School 94 School House Road, Mills River, NC 28759

CONTRACT SCHEDULE

Henderson County Public Schools Safety Plan utilizes the intercom as an imperative part of our School Safety System. All work performed will take place outside of regular scheduled school hours when students are NOT in the classroom. The successful Vendor will coordinate with Chad Dillon, Director of Facilities, in regards to scheduling the work times available.

PROJECT COMPLETION DATE

Complete turnkey project for Hillandale Elementary, Clear Creek Elementary and Mills River Elementary and all requirements listed in this RFP shall be completed by June 15, 2027. Indicate here, if you agree to meet the completion date: ______YES ______NO

• Remove all existing Dukane Star Call equipment and Master Intercom Phones. All existing Starcall equipment will be returned back to Henderson County Public Schools Maintenance Department.

• Install Dukane Carehawk Intercom System with fully functioning speakers in classrooms and hallways.

• The Carehawk CH1000 Intercom System must have 911 interface to the intercom phones.

Vendors shall be responsible for determining parts needed, providing all equipment and components which will be determined during the following site visits:

o Hillandale Elementary School 40 Preston Lane, East Flat Rock, NC 28726 o Clear Creek Elementary School 737 North Clear Creek Road, Hendersonville, NC 28792 o Mills River Elementary School 94 School House Road, Mills River, NC 28759

SCOPE OF WORK

Turnkey projects shall include all equipment, components and labor to:

VENDOR QUALIFICATIONS/EXPERIENCE

A. Vendor shall be licensed to engage in business in the state of North Carolina.

B. Vendor represents and warrants that (i) it is duly qualified to provide the equipment and services as required in the RFP, (ii) it will provide the services in a manner consistent with the level of care and skill ordinarily exercised by others practicing under similar conditions, (iii) it possesses sufficient experience, personnel, and resources to complete the requirements listed in the RFP, and (iv) it shall perform the services in compliance with applicable laws, statutes, ordinances, codes, rules, regulations & current industry standards.

C. Vendor shall notify owner if it utilizes any Sub Contractor to perform any portion of the work required in this RFP. It is Vendor’s responsibility to ensure that any Sub Contractor utilized in the performance of the contract meets the requirements listed above.

D. For projects exceeding $40,000, Vendors must be properly licensed as required by Chapter 87 of the North Carolina General Statutes to bid and perform the work described herein as the general contractor.

NC CONTRACTOR'S LICENSE NUMBER:__________________________

REFERENCES List below references where your company has provided goods or services similar to those listed in this Request for Proposal. Henderson County Public Schools may contact these individuals to determine the level of services provided. Such information may be considered in the evaluation of the bid.

COMPANY CONTACT PERSON TELEPHONE #

FIRM BID

Prices and any other entry submitted on bid form by the Vendor shall be considered firm and not subject to change.

CHANGES TO SCOPE OF WORK

Changes in the scope of work shall only be made by written direction signed by the Owner. No additional cost to the vendor shall be allowed unless accepted in writing by the Owner before the work has begun.

WORKSITE CLEAN UP AND CONDUCT

Vendor shall be responsible for the construction site during the performance of the work. Vendor shall be responsible for any and all damages to persons and property during the performance of the work and shall further provide all necessary safety measures and shall fully comply with all federal state and local laws, building rules, rules and regulations to prevent accidents or injury to persons or property on or about the location of the work.

The area of work shall be cleaned daily by the vendor. Trash receptacles or dumpsters owned by Henderson County Public Schools shall not be utilized by the vendor. All debris and materials shall be properly disposed of off the property when the project is complete.

All employees of the vendor shall, while on Henderson County Public Schools’ property, act in a professional and courteous manner. Also, all employees of the vendor must "sign in" in the main office upon entering the facility and must "sign out" upon leaving the property. While on Henderson County Public School’s property, Vendors shall wear some form of identifications showing the company name or logo, either by identification badge or by clothing (shirts, uniforms, hats) with the company name or logo.

NO TOBACCO PRODUCTS, ALCOHOLIC BEVERAGES OR WEAPONS ARE ALLOWED ON

SCHOOL PROPERTY.

SAFETY REGULATIONS

Vendor shall be responsible for initiating, maintaining and supervising all safety precautions. The vendor shall take reasonable precautions for the safety of, and shall provide reasonable protection to prevent damage, injury or loss to employees on the work site, the work materials and equipment and Henderson County Public School’s property.

EQUIPMENT AND TOOLS

Vendor shall furnish its own equipment and tools used to complete the scope of work.

Equipment and tools shall not be stored on any Henderson County Public School’s property. Henderson County Public Schools is not responsible for any materials, equipment or tools lost or stolen from the site.

WARRANTY

The vendor warrants to Henderson County Public Schools that all equipment and materials furnished under this specification will be new, of good material and workmanship, and agrees to replace promptly any part or parts which by reason of defective material or workmanship shall fail under normal use, free of negligence or accident, for a minimum period of 12 months, or the standard manufacturer’s warranty, whichever is greater, from the date that installation is completed. Such replacement shall include shipping charges and all labor charges.

Please list warranty type and length: ________________________________________________________

BRAND SPECIFIC

Manufacturer's name (Dukane CareHawk) and product description used in this solicitation are product specific.

The items offered in response to this solicitation must be the same manufacturer and type specified. These specific products are needed due to compatibility and continuity of support. Any deviations from the specifications shall be so stated in writing in the bidder's response. Henderson County Public Schools reserves the right to reject any bid on the basis of function, compatibility with user's intended use or applications, as well as costs.

INVOICING AND PAYMENT

1. Henderson County Public Schools will issue one purchase order to awarded vendor for all equipment and labor. Purchase order will list each school site separately with amount of bid pricing.

2. Vendor shall submit one invoice referencing the purchase order number. The invoice shall match the purchase order submitted by Henderson County Public Schools. No additional charges will be paid.

3. Payment will be made to Vendor by Henderson County Public Schools within a 30 day period once all work has been satisfactorily completed and approved by Henderson County Public Schools, Director of Facilities, Mr. Chad Dillon.

4. If work is scheduled for multiple locations: Vendor may issue an invoice for each location as work is completed; if approved for payment by the Director of Facilities, Henderson County Public Schools will release payment. Purchase order will remain open until work at all locations has been completed and payment made.

Vendor assumes full responsibility for prompt notification of any product recall in accordance with the applicable state and federal regulations.

DEMONSTRATION OF PERFORMANCE

Vendor shall demonstrate compliance with the specifications at the time of final inspection by owner’s representative. If the performance demonstration fails, the vendor agrees to correct the system deficiencies to owner’s satisfaction.

AWARD CRITERIA

As provided by Statute, award will be based on the lowest responsible, responsive bidder as determined by consideration of:

1. Price.

2. Quality of products and services offered.

3. General reputation and performance capabilities of vendor.

4. Conformity with intent of specifications herein.

5. Conformity with the terms and conditions of this Request for Proposal.

6. Guaranteed delivery and installation schedule.

7. Past performance of vendor with Henderson County Public Schools.

EXECUTION OF PROPOSAL FORM

Dukane Carehawk Intercom System

RFP# 2027-04 REBID

DUE DATE: 2:00 PM (EST) on Wednesday, December 2, 2026

# Item Initial Below

1 This proposal is signed by an authorized representative of the firm.

Bidder has read and understands the conditions set forth in this RFP and agrees to them with no exceptions.

The Bidder understands the scope and requirements of this RFP and has included all labor (installation and training) costs, direct and indirect, in this proposal.

The cost and availability of all equipment, materials, software, and supplies associated with performing the services described herein have been determined and included in this proposal.

Bidder will be responsible for all warranty issues related to equipment and services provided during the warranty period.

Bidder has attended the pre-bid conference (if applicable) or conducted a site visit and is aware of prevailing conditions associated with performing these services.

PRODUCT RECALL

ADDENDA RECEIVED:

____________ (if applicable)

Bid Proposal Form (Bids must be submitted on this form to be considered responsive)

RFP # 2027-04 REBID

Dukane Carehawk Intercom System (3)

Bid Due Date: 2:00 PM EST - Wednesday, December 2, 2026

Equipment School Cost

Labor (Installation)

Tax ** See Below**

Total Cost Per Location (100%)

HILLANDALE ELEMENTARY

TOTAL BID PRICE (Including all locations and bid items): $ _________________

By: ____________ Title:----------- Date:------- (Signature)

_________________________________ Company ____________________________ _ (Typed or printed name)

Owner has not classified this project as a 'Capital Improvement' as defined by NCGS Chapter 105, Article 5. Vendor's invoice to Henderson County Public Schools shall separate materials, labor, tax and total amount due.

CLEER CREEK ELEMENTARY

MILLS RIVER ELEMENTARY

Additional details if needed

Authorization/Execution

By executing this offer, I certify that this quote is submitted competitively and without collusion, that none of our officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S.

143-59.2), and that we are not an ineligible vendor as set forth in G.S. 143-59.1. False certification is a Class I felony.

Failure to execute/sign quote prior to submittal shall render quote invalid. Late quotes are not acceptable. Offer valid for 45 days from date of opening unless otherwise stated.

OFFEROR/VENDOR: FEDERAL ID OR SOCIAL SECURITY NO.

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO

(800)

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

MINORITY STATUS: TYPE & LICENSE #:

HENDERSON COUNTY PUBLIC SCHOOLS

E-VERIFY COMPLIANCE STATEMENT

North Carolina General Statutes (143-133.3) prohibits a board or governing body of the State to enter into a contract unless the Contractor, and the Contractor’s Subcontractors under the contract, comply with the requirements of Article 2 of Chapter 64 of the General Statutes.

As the Contractor, I understand that E-Verify is a federal program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law. Contractor is defined as: Any person, business entity, or other organization that transacts business in this State and employs 25 or more employees in this State.

Contractor is a person, business entity, or other organization that transacts business in this State and employs 25 or more employees in this State. (mark Yes or No)

a. YES _____

b. NO _____ (If no, not required to use E-Verify)

As the Contractor, I understand that I must use E-Verify after hiring an employee to work in the United States, to verify the work authorization of the employee, and retain the record of the verification of work authorization while the employee is employed and for one year thereafter.

If I provide services to Henderson County Public Schools utilizing a Subcontractor, I will ensure compliance by the Subcontractor with the requirements of E-Verify as listed in Article 2 of Chapter 64 of the General Statutes.

By signing below, I am attesting that as the Contractor, I am in compliance with E-Verify requirements, and that I am authorized to sign this certification:

Contractor (Company) Name: _________________________________________

By: _____________________________________ Date: ___________________ (Signature)

Printed Name and Title

CERTIFICATION OF ELIGIBILITY

Under the Iran Divestment Act and

Divestment from Companies that Boycott Israel Act

IRAN DIVESTMENT ACT:

Pursuant to N.C.G.S. 147-86.59, any person identified as engaging in investment activities in Iran, determined by appearing on the Final Divestment List created by the State Treasurer pursuant to G.S. 147-86.58, is ineligible to contract with the State of North Carolina or any political subdivision of the State.

DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL:

Pursuant to N.C.G.S. 147-86.81 through 147-86.83, a company that has been designated by the North Carolina State Treasurer as engaged in the boycott of Israel is ineligible to contract with the State or any political subdivision of the State. Contracts valued at less than $1,000.00 are exempt from this restriction.

Vendor does hereby certify, to the following:

1. that the vendor is not identified on the Final Divestment List of entities that the State Treasurer has determined engages in investment activities in Iran;

2. that the vendor has not been designated by the N.C. State Treasurer as engaged in the boycott of Israel;

2. that the vendor shall not utilize on any contract with the State agency any subcontractor that is identified on either the Final Divestment List or engaging in the boycott of Israel;

3. that the undersigned is authorized by the Vendor to make this Certification.

Vendor: ___________________________

By: ____________________________________________ __________________ Signature Date

Printed Name & Title

The State Treasurer’s Final Divestment List can be found on the State Treasurer’s website at the address:https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/Iran-Divestment-Act-Resources.aspx and will be updated every 180 days.

https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/Iran-Divestment-Act-Resources.aspx https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/Iran-Divestment-Act-Resources.aspx

Final Checklist

1. Proposals should be submitted to:

Henderson County Public Schools 414 Fourth Avenue West Hendersonville, NC 28739 Purchasing Division Attn: Joni Huchzermeier, Purchasing Agent

2. Questions are due no later than Noon on Friday, November 13, 2026

3. Proposals are due no later than 2:00 PM (EST) on Wednesday, December 2, 2026

4. Proposal package should be labeled as follows:

RFP #:

Proposal for:

Due Date:

2027-04 REBID

Dukane Carehawk Intercom System 2:00 PM (EST) on Wednesday, December 2, 2026

5. Each bid proposal must include the following information:

1. All pages of the original bid document.

2. All fields properly filled in as required in bid document.

3. Information on vendor qualifications; proof of required license and references.

4. Proposals submitted on bid form and signed by authorized representative of company.

5. Signed E-Verify Compliance Statement.

6. Signed Iran Divestment Act Statement.

7. The awarded vendor shall provide a current Certificate of Insurance listing

Henderson County Public Schools as an additional insured.

ADDENDUM 01

RFP 2027-04

DUKANE CAREHAWK INTERCOM SYSTEM (3 locations)

Issued: October 22, 2027

Addition to Page 11: Scope of Work (additional information)

Floor Plans for Mills River Elementary, Clear Creak Elementary and Hillandale Elementary.

See attached.

Addition to Page 12: Vendor Qualifications and Experience

The awarded bidder must be a full line Dukane Carehawk dealer with direct access to the following:

Needed updates Firmware upgrades Technical Service Equipment and parts

The awarded bidder must be able to respond to intercom and white phone issues within 24 hours of being contacted for repairs and service of the Dukane Carehawk system and intercom phones.

MENU

SITE

TECHNOLOGY

94 SCHOOL HOUSE RD

13.84 ACRES

HCPS

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SCTRTCAD-PC1

Rectangle

SCTRTCAD-PC1

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BUILDING "B"

HCPS

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ADDENDUM 02 (2 pages) Issued: October 23, 2026

Correction Issuance date of Addendum 01

Issued: October 22, 2026

Submitted Questions

1) I also want to verify the attendance requirements before we go further.

The mandatory pre-bid held on October 21, 2026 at 10:00 AM (EST) beginning at Hillandale Elementary School was required. Please refer to bid package, all details were provided. This was not optional. In order for a bid submission to be considered, contractor or representative of the firm must have attended, signed in and stayed for the duration of each site visit.

2) Could you send the sign-in record for all three October 21 visits and clarify how that requirement applies when a prime is working with a subcontractor?

RFP (Request for Proposal) file records, including sign sheets are public record when the bid submittals are opened and after contract has been awarded.

3) Please confirm the time zone for the November 2 deadline and the cutoff and process for any remaining questions.

Please refer to page 1 of the bid package which shows bids will be received until 2:00 PM (EST) on Monday, November 2, 2026. Please refer to page 2 of the bid package which details the deadline for questions.

4) For Addendum 01, does the 24-hour response require onsite attendance, and for what service period must that response be provided?

Onsite attendance is required within 24 hours

5) For page 11, what telephone-system interface and 911 functionality must the new system support at each school?

The requirement will be that the current intercom phones will be able to call 911.

However, the awarded bidder sees fit.

Clarification Hillandale Elementary Floor Plans:

1022 West Blue Ridge Road in East Flat Rock, NC (Henderson County) address shown on floor plan document; is associated with the local area near the New Hillandale Elementary School site in public regional planning and hazard mitigation records.

School building location: 40 Preston Lane, East Flat Rock, NC 28726.

Final Checklist

1. Proposals should be submitted to:

Henderson County Public Schools 414 Fourth Avenue West Hendersonville, NC 28739 Purchasing Division Attn: Joni Huchzermeier, Purchasing Agent

2. Questions are due no later than Noon (EST) on Friday, October 23, 2026

3. Proposals are due no later than 2:00 PM (EST) on Monday, November 2, 2026

4. Proposal package should be labeled as follows:

RFP # 2027-04

Proposal for: Dukane Carehawk Intercom System Due Date: 2:00 PM (EST) on Monday, November 2, 2026

5. Each bid proposal must include the following information:

• All pages of the original bid document.

• All fields properly filled in as required in bid document.

• Information on vendor qualifications; proof of required license and references.

• Proposals submitted on bid form and signed by authorized representative of company.

• Signed E-Verify Compliance Statement.

• Signed Iran Divestment Act Statement.

• The awarded vendor shall provide a current Certificate of Insurance listing

• Henderson County Public Schools as an additional insured.

ADDENDUM 02