RFP 24_165 CLASSROOM AUDIO ENHANCEMENT FOR LA.pdf

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

CHARLIE WALKER, JR. KENNETH BRADSHAW, Ed.D. BOBBY A. SMITH, CPA President Superintendent of Schools Chief Financial Officer

RFP COVER SHEET

CLASSROOM AUDIO ENHANCEMENT for LAMAR-MILLEDGE ELEMENTARY

RFP #24-165

Date:

Vendor Name:

Address:

Phone:

Fax:

Email:

SEALED PROPOSALS ARE DUE July 17, 2024 @ 3:00 P.M.

Addendum(s) Acknowledged: (If Applicable)

Yes

No

(706) 826-1000 Fax: (706) 826-4612

REQUEST FOR PROPOSAL

Proposals from contractors / vendors will be received for CLASSROOM AUDIO ENHANCEMENT for LAMAR-MILLEDGE ELEMENTARY RFP #24- 165 by the Richmond County Board of Education, Augusta, Georgia, (herein after referred to as “Richmond County School System”, “RCSS” or “Owner”) at the address below until 3:00 P.M. local time, Wednesday, July 17, A Non-Mandatory Pre-Bid Conference will be held Tuesday, July 9 , 2024 @ 9:00A.M. local time at L a m a r - M i l l e d g e E l e m e n t a r y S c h o o l , 5 1 0 E v e S t r e e t , A u g u s t a , G A 3 0 9 0 4

Drawings, project manual and bidding documents on this work may be obtained at the Department of Maintenance and Facilities, Richmond County School System;2956 Mike Padgett Hwy; Augusta, Georgia 30901

(706) 737-7189.

Contract, if awarded, will be on a lump sum basis. No bid may be withdrawn for a period of thirty-five (35) days after time has been called on the date of opening.

The Richmond County Board of Education reserves the right to reject any and all bids and to waive technicalities and informalities.

Proposals shall be submitted and addressed to:

Dr. Kenneth Bradshaw, Superintendent of Schools Richmond County Board of Education 864 Broad Street Augusta Georgia 30901 c/o Mr. Bobby Smith CPA, CFO

(706) 826-1000 Fax: (706) 826-4612

TO: Contractors of CLASSROOM AUDIO ENHANCEMENT

FROM: Richmond County Board of Education

DATE: June 14, 2024

SUBJECT: CLASSROOM AUDIO ENHANCEMENT for LAMAR-MILLEDGE ELEMENTARY

RFP # 24-165

The contract documents contain all the provisions required for the execution of the project.

Information obtained from an officer, agent, or employee of the Owner Representative shall not affect the risk or obligations assumed by the contractor or relieve him from fulfilling any of the conditions of the contract.

A Non-Mandatory Pre-Bid Conference will be held Tuesday, July 9 , 2024 @ 9:00A.M. local time at L a m a r - M i l l e d g e E l e m e n t a r y S c h o o l , 5 1 0 E v e S t r e e t , A u g u s t a , G A 3 0 9 0 4

All applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over execution of the project shall apply to the contract throughout.

STANDARD TERMS AND CONDITIONS

1) TIME AND PLACE: Bids will be received by the Richmond County Board of Education until 3:00 p.m. on Wednesday, July 17, 2024, at 864 Broad Street, Augusta, Georgia 30901.

2) LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the contractor’s risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the contractor.

3) PROPOSAL FORM: Bids must be made on the required proposal form. All blank spaces for bid prices must be filled in with ink or typewritten and the proposal form must be fully completed and executed when submitted. Only one copy of the Proposal Form is required.

4) SEALED BID REQUIREMENT: Each bid must be submitted in a sealed envelope addressed to Dr. Kenneth Bradshaw, Superintendent of Schools, Richmond County Board of Education, c/o Mr. Bobby Smith, CPA, CFO, 864 Broad Street, Augusta, GA 30901. Each bid must be plainly marked on the outside “CLASSROOM AUDIO ENHANCEMENT for LAMAR-MILLEDGE ELEMENTARY; RFP #24-165” and the envelope must bear on the outside the name and complete address of the vendor. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to Dr. Kenneth Bradshaw, Superintendent of Schools, c/o Mr. Bobby A. Smith, Chief Financial Officer, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901, RFP #24-165.

RICHMOND COUNTY SCHOOL SYSTEM MAINTENANCE & FACILITIES

JUNE 14, 2024 CLASSROOM AUDIO ENHANCEMENT for

LAMAR-MILLEDGE ELEMENTARY

RFP#24-165

5) NOTE TO BIDDERS: Bidders must satisfy themselves of the accuracy of the estimate quantities in the bid schedule by a review of provided drawings and/or specifications including any addenda. After bids have been submitted, the bidder shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

Each bidder is responsible for inspecting the site and for reading and being thoroughly familiar with the contract documents. The failure or omission of any bidder to do any of the foregoing shall in no way relieve any bidder from any obligation in respect to his bid.

6) MANUFACTURER’S N A M E A N D M O D E L N U M B E R : Manufacturer’s name and product model numbers listed in these specifications shall be used to establish minimum quality and design features which are acceptable. Unless so specified, similar products of other reputable manufacturers will be acceptable, provided it is determined to the satisfaction of the Emergency Preparedness coordinator or his designated representative. The final determination shall rest solely with the Board of Education of Richmond County.

7) TECHNICAL DATA INFORMATION: If you are bidding a manufacturer or product other than specified, you must submit current technical data information on the item in order to qualify for bid consideration. Each sealed package containing the technical data information must bear the complete name and address of the submitting vendor. Sealed packages are to be mailed to: Dr. Kenneth Bradshaw, Superintendent of Schools, c/o Mr. Bobby Smith, CPA, CFO, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901, RFP#24-165.

Technical data to be submitted with your proposal.

8) MATERIAL SUPPLIERS: The successful bidder must supply the names and addresses of material suppliers when requested to do so by the Owner Representative.

9) CERTIFICATION: The Richmond County School System may make such investigations as he deems necessary to determine the ability of the bidder to perform the work and the bidder shall furnish the Owner Representative all such information and data for this purpose as it may request.

The School System reserves the right to reject any bid if the evidence submitted by or investigation of such bidder fails to satisfy the Board that such bidder is properly qualified to carry out the obligations of the agreement and to complete the work.

10) WARRANTY: The successful vendor will provide in writing to the Richmond County School System, marked to the attention of Mr. David R. Perry, Senior Director of Facility Services, 2956 Mike Padgett Hwy., Augusta, Georgia 30906, a warranty to replace or repair at no expense to the Richmond County School System any or all items found to be defective in materials, workmanship or damage in shipment for a period of five (5) years from date of acceptance by the Richmond County School System.

11) INSURANCE: The contractor will be required to carry Workmen’s Compensation Insurance, Contractor’s Protective Liability Insurance, and Contractor’s Public Liability Insurance, Personal Injury, including death limits of $300,000 for each person and $500,000 for each accident; Property Damage limits of $100,000 for each accident and $300,000 for aggregate of operations.

Certificates of Insurance must be sent to the School System prior to commencement of work, with the Richmond County Board of Education to be named as additional insured on public liability insurance for personal injury and property damage.

12) REJECTION OF BIDS: The Richmond County School System reserves the right to reject, in whole or in part, any and all bids received, to waive technicalities, or to negotiate any term(s) or provision(s) of such bids as meet the requirements and specifications of this Project Manual, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all bids for use by the school system.

The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous bids or bids which are uncertain as to terms or compliance with specifications.

A conditional or qualified bid is subject to rejection.

13) RIGHT TO RE-BID: The Richmond County Board of Education reserves the right to reject any and all bids. The right is reserved to reject any and all quotations, to omit any items called for or to accept the proposal deemed best for the School System.

14) NON-WITHDRAWAL PERIOD: Bids may not be withdrawn for a period of thirty-five

(35) days from date of bid opening.

15) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year: 202-2-506 (b) (1) Pursuant to O.C.G.A. § 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract.

This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.”

16) JURISDICTION AND VENUE: “This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia.

17) CANCELLATION: In the event at any time during the contract period the vendor cannot provide acceptable products or services, the Richmond County Board of Education reserves the right to make other temporary arrangements for the completion of this scope of work.

18) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. See ATTACHMENT “1” for Sex Offender Acknowledgement Form.

19) E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S. § 41- 4401.

a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23-214, Subsection A. (That subsection reads: “ After December 31,2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner Representative retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT “2” for E-Verify Affidavit Form.

20) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, and vape/electronic cigarettes while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System.

21) AWARD METHOD: Contract will be awarded based on the lowest responsible and responsive bidder meeting specifications and the overall general value received. This may result in awards not made to the lowest bidder. for the number of systems listed. Each proposal will be evaluated on the following matrix scale.

SELECTION CRITERIA TOTAL POINTS AVAILABLE

Ease of Use Promotes Active User Participation 20 Proven Tenure/Track Record with Similar Size School Districts

Compatibility with Existing District Infrastructure

Costs of proposed services 20 Ability to Incorporate/Provide Additional Technologies

TOTAL POINTS 100

24) TIME OF THE ESSENCE: Failure of the successful vendor to perform contracted service or deliver the merchandise within the required time shall constitute a material breach of contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs.

23) TAX EXEMPT: The Richmond County School System is exempt for State sales taxes. Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

24) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING

THIS REQUEST FOR PROPOSAL: All communications concerning this request for proposal must be submitted in writing by electronic mail to:

Richmond County School System – Business Office Attn: Ms. Cecilia Perkins (706)826-1298 Email perkice@boe.richmond.k12.ga.us

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System.

Originating departments may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification, or interpretations will be furnished to all participating vendors.

All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business July 10, 2024 @ 5:00 P.M.

25) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the Business Office and will be distributed via the website www.rcobe.org/bids to all participating contractors. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating contractor and attached to their response form.

26) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

mailto:perkice@boe.richmond.k12.ga.us http://www.rcobe.org/bids

GENERAL REQUIREMENTS

1. SUMMARY OF WORK at the following (1) location (units=classrooms)

a. (~32 units) Lamar-Milledge; 510 Eve St.; Augusta, GA 30904

➢ PROVIDE ALL LABOR, EQUIPMENT AND MATERIAL TO INSTALL CLASSROOM

INTEGRATED IP BASED CLASSROOM SOUND ENHANCEMENT SYSTEM WITH

SAFETY & INTERCOMMUNCATION SYSTEM. QUANTITIES SHOWN MAY CHANGE

PENDING BUDGETARY CONSTRAINTS.

b. A Non-Mandatory Pre-Bid Conference will be held Tuesday, July 9 , 2024 @ 9:00A.M. local time at L a m a r - M i l l e d g e E l e m e n t a r y S c h o o l , 5 1 0 E v e S t r e e t , A u g u s t a , G A 3 0 9 0 4

All work to be done AS PER EXISTING INDUSTRY STANDARDS, IN A TIMELY MANNER AND

IN ACCORDANCE WITH THE DRAWINGS, SPECIFICATIONS AND NOTES HEREIN PROVIDED

as prepared by the Department of Maintenance and Facilities, Richmond County School System, Benton O. Starks, Senior Director of Facility Services, dated July 17, 2024

2. SUBMITTALS:

a) Brand, Model Number, Technical Specifications of proposed equipment.

3. CONTRACTOR USE OF PREMISES:

a) Limit use of the premises to construction activities in areas indicated.

b) Allow for owner occupancy and use by the public.

c) Confine operations to areas within contract limits indicated. Portions of the site beyond areas in which CLASSROOM AUDIO ENHANCEMENT are indicated are not to be disturbed.

d) Keep driveways and entrances clear at all times.

e) Do not use these areas for parking or storage of materials

f) Schedule deliveries to eliminate requirements for storage of materials.

4. USE OF EXISTING BUILDING:

Maintain the existing building in a weather tight condition throughout work to be performed. The contractor shall repair damage caused by operations (such as damage to walls, door frames, floor, etc.). Take precautions as necessary to protect the building and occupants during the work period.

5. FULL OWNER OCCUPANCY:

a) The Owner may occupy the site and existing building during execution of work.

Contractor will cooperate with the Owner to minimize conflicts and facilitate Owner usage.

b) Work is to be performed in a manner so as not to interfere with the Owner’s operations. This means that some work may have to be performed over the weekend, at the contractor's expense.

6. TOBACCO USE:

There shall be no use of any tobacco or electronic cigarette products on property of the Richmond County School System.

7. SEX OFFENDER ACKNOWLEDGEMENT FORM: Complete ATTACHMENT “1” Sex

Offender Acknowledgement Form.

8. E-VERIFY: Complete ATTACHMENT “2” E-Verify Affidavit.

I. BACKGROUND:

We are currently seeking a qualified contractor to provide INTEGRATED IP BASED CLASSROOM

SOUND ENHANCEMENT SYSTEM WITH SAFETY & INTERCOMMUNCATION SYSTEM AS

SPECIFIED IN THIS DOCUMENT at the following locations:

Lamar Milledge Elementary School; 510 Eve Street, Augusta, GA 30904

EQUIPMENT AND INSTALLATION METHODS MUST MEET THE APPROVAL OF THE

DISTRICT STAFF BEFORE ORDER IS ISSUED.

II. SCOPE AND SPECIFICATIONS (BASIS FOR DESIGN):

The procurement office, on behalf of the Richmond County Board of Education would like to extend a formal offer to all qualified contractors according to the specifications indicated within this RFP. Please review carefully all sections of the RFP, including the Pre-Bid Meeting, along with the Closing Date and Time.

• A Non-Mandatory Pre-Bid Conference will be held Tuesday, July 9 , 2024 @

9:00A.M. local time at L a m a r - M i l l e d g e E l e m e n t a r y S c h o o l , 5 1 0 E v e S t r e e t , A u g u s t a , G A 3 0 9 0 4

• The work covered by this section of the specifications shall include all material, labor, hardware, software, firmware, and programming to install a completed and operating system as described herein. The system shall utilize the schools shared data network, and not require the use of any proprietary switches, routers, or other network components. The physical network components shall be provided by the owner or the contractor, the scope of this document does not include the physical network including switches, routers, or network cabling. Beyond the shared data network hardware, the rest of the system shall be complete with all necessary materials, labor, hardware, software, firmware, and programming specifically tailored for the installation. It shall be possible to permanently modify the software on site by using a system administrator software network interface.

• The intent of this specification shall maximize communications between the classroom and administrative areas utilizing VoIP (Voice over Internet Protocol) Technology while enhancing school safety and reducing maintenance, operational, and installation cost.

Intended system shall integrate seamlessly as a complete system for local sound reinforcement as well as supporting intercom, paging, and bells functionality.

• Under this specification, the system shall provide a complete VoIP Communication System for all classrooms and flex spaces as indicated on the drawings. An analog solution using speakers and volume controls in the offices, corridors, exterior locations, restrooms, gymnasium, cafeteria, and ancillary support buildings shall also be part of this project.

• System shall support strobes or Visual Messaging Displays to alert of notifications as an integrated component of the system.

• The Communication System shall provide VoIP or network distribution of intercom, overhead paging, emergency paging, class change time tones, emergency tones and program material.

The system shall also support visual messaging that will match the audible messages from the system included automated setup of the devices.

• Any and all miscellaneous materials, labor, hardware, software, firmware and programming that is not listed in the specification section that is required to provide a complete and operating system shall be provided as part of the scope of work for this installation.

• The work covered by this section shall be coordinated with any and all trades that are affected by the installation of this system. All work shall be complete and as required and specified elsewhere under these project specifications.

• All the actual required system components and cabling are not shown or specified as this caries between acceptable manufactures and suppliers. It shall be the responsibility of the contractor to obtain this information from the acceptable supplier and or manufacturer and include the cost of the same in their bid.

• The ability to be distributed via a fiber 10/100/1000Mb switched, VLAN enabled network or 10/100/1000Mb switched stand-alone intercom network. It shall be possible to eliminate the need for copper feeder cables between the Main and Intermediate distribution frames using fiber optic cabling.

• Shall have SIP (Session Initiation Protocol) Integration to connect all talk-paths to the VoIP phone system of choice. This shall support registering as an extension on the system or through the use of a SIP Trunk.

• The system shall provide the ability to support a SIP tunnel from the building’s VoIP phone system to provide two-way communication from all administrative telephones to any location equipped with a talkback speaker or audio system with room microphone.

• System shall interface with any VoIP telephone system using SIP type integration thus allowing the school(s) to upgrade or replace their telephone system without suffering a requirement to replace, or lose any feature of, their internal communications (intercom) system. Any system that limits system features based upon any selected telephone system and is not SIP based shall not be acceptable.

• The system shall have the ability to call 911 from the classroom as a part of the intercom communication system giving opportunity of messages to identified individuals or groups.

• System alerts must be able to be self-configured and triggered from both classroom and headend. Alerts for example are medical, lockdown, evacuation, hold in place, disturbance, etc.

• Automatically sound a tone or play a pre-page WAV file over any loudspeaker connected for two-way communication to alert the classroom teacher that this 2-way call has been established. This is intended to prevent unauthorized monitoring.

• Distribution of emergency announcement(s) from any authorized telephone to all areas furnished with a loudspeaker. Emergency announcements shall have the highest system priority

• Distribution of general announcements from any administrative telephone, staff telephone, or classroom telephone. The system shall be capable of providing all-call, group call, or multiple group call.

• Classroom speakers or audio systems with room microphone shall be software assignable to unlimited paging groups.

• Provide the ability to define and archive unlimited schedules with up to three hundred (300) events per schedule. Each scheduled event shall be capable of activating included tones or playing custom audio/voice phrases or controlling any I/O port on a system network interface for building control and scheduled along with a bell. Schedule administration, modification and creation functions shall be available through web access on remote computers and mobile devices.

• System shall automatically make audible messages display on scrolling LED displays as needed with no additional programming.

• System shall support a strobe light to be used in conjunction with audible messages for loud areas.

• The system shall provide an administrative console for the front office, consisting of a touch screen interface no less than 24” diagonal interface.

• The system shall support CAP and allow for API interoperability such as gunshot detection, weapon detection, vape detection, and other 3rd party hardware.

• The User Interface shall be map based and support full touch operation. The manufacturer shall provide the ability to take a map in any format, including paper copy, PDF, Visio, etc. and create from that the map used for the primary user interface. Non-map-based User Interfaces will not be considered.

• The WAV or MP3 files shall be activated via the administration software, telephone and / or telephone system and / or pushbuttons.

• The system must allow 3rd party IP Cameras integrations into the system map to display during emergency events.

• The system shall be capable of dynamic room/zone paging.

• The WAV or MP3 files shall be programmable as to what level of priority they can be broadcast. They shall be programmable as to override any class change tones, normal all call, music, and intercom in the event of an emergency.

• The WAV or MP3 files shall also have the ability to be broadcast into any one or all of the zones with the system. Simultaneous playback of different audio to different zones must be possible.

• The WAV or MP3 files shall have the ability to be broadcast via a schedule for any day of the week or time of the day. They shall also have the ability to be broadcast for any duration of time and repeat number of plays with the ability to select how long the duration is between each repeated broadcast.

• The WAV or MP3 files shall also have the ability to be a part of the classroom change tones within the system. These files shall be able to replace any tone within the class change schedules as to offer the flexibility of customizable tones and or phrases in this class change mode.

• It shall be possible without the cost of additional hardware/software to incorporate a LAN / WAN district wide paging system by means of the built in VoIP district Paging Adapter or district software. This adapter shall give the district the ability to page each school independently, as a group of schools, or all schools.

• The system shall be capable of automatically listening into a classroom in the event of an alert or lockdown.

• The system shall allow for the integration of changeable message sings to support bells and notifications. These signs shall be multi-color, multi segment LED scrolling displays and powered and controlled via a network PoE (Power over Ethernet) connection.

• The system shall also allow for the integration of third-party system through the use of contact closure, TCP (Transmission Control Protocol) communication, RS-232 communications and HTTP (Hypertext Transfer Protocol) communications.

• The system shall support and allow for device managed within the system itself including device discovery, automated programming and automated assignment to rooms and zones.

• System must support device programming templates per device per site and support making individual adjustments to those templates on a per device basis and that setting would supersede the template for that device only.

• System shall support monitoring and upgrading firmware of supported devices.

• System shall support management of IP based PoE visual message displays and automate the programming of devices through the interface including automatically applying visual messages for bells and notifications without the use of a secondary application or software.

• The system shall support door status monitoring with alerts and warning based on defined times. There must be the ability to bypass reporting based on bell schedules and special events.

• The system shall support an automated commissioning function that allows the system to be placed into a test mode and monitors and reports the commissioning status of the devices.

• System shall support a district server that will allow for management and monitoring of all schools in the district. Server must support physical and virtualized server deployments. The district central server will allow for centralized paging to entire district, groups of schools or individual schools. Server will support the ability to record and preview the page before it sends to the sever. Server will also support sending notifications to a school, group of schools or entire district. Server will support defining associated campuses for schools to automate events and notifications at those sites. Shall support centralized reporting of alerts and allow to directly interact with alert. Server interface shall be map based and support nested maps allowing for closer detail on an area or grouping of schools. District server shall support monitoring servers and devices at campus and alert via UI on any degraded or offline devices.

Server shall support direct access of campus servers through single pane of glass and will not require authenticating into individual sites.

III. SUBMITTAL REQUIREMENTS AND PROPOSAL FORMAT

A. Proposal Requirements

1. In addition to the requirements listed in other sections of this RFP, proposals shall be submitted by section as instructed below. The respondent agrees and shall comply with all provisions and specifications stated in this RFP unless otherwise stated in the Exceptions section. Any additional costs or factors to meet a specification or requirement must be noted in the Exceptions section. Failure to respond to these requirements may result in the proposal being considered non-responsive and not meeting the specifications of this RFP. Proposals that are deemed non-responsive or not meeting the specifications shall NOT be evaluated for consideration.

2. Executive Summary/Overview

a. Provide a brief profile of your company.

b. Provide the overall qualifications of your company to provide the services requested. Illustrate experience with projects of similar size and complexity.

c. A written summary of the understanding of the scope of work to be performed

(for every proposal/system being submitted).

d. Technical summary of the system proposed, including details about any “value add improvements” over and above the base requirements (for every proposal/system being submitted).

3. Pricing

a. Pricing spreadsheets in MS Excel 2020 or later, with the following columns:

i Quantities ii Part numbers (OEM part numbers for all manufacturer proposed line items, respondent part numbers for professional services only line items) iii Unit price iv Extended price

4. Contractor and System Requirements Include data sheets/cut sheets for all major hardware and software components being proposed

5. Installation Methodology

a. Data collection

b. Developing design documents with an emphasis on modern configuration practices to leverage newer features

c. Testing, cuts, and go-lives

6. Quality Control Plan Respondent shall provide detailed company Quality Control procedures, examples of QC plans/results, and checklists, etc.

7. Support, Qualifications, and References

a. Qualifications narrative

b. Resumes of key team members that shall be assigned to District Name

c. Individual Certifications

d. Company Certifications, including partner levels and specializations

e. Support Capabilities

f. References

8. Exceptions, Assumptions, and Clarifications Failure to include any exceptions, assumptions, or clarifications shall indicate that respondent agrees to all requirements, specifications, terms, and conditions in the

RFP.

9. Value-add to the District Describe any value-add that the Respondent offers to the District as a part of the respondent’s proposal. The District encourages Respondents to be creative and consider solutions or items that will highlight the Respondent's level of partnership and engagement to District Name Here.

B. Alternate Proposals - In addition to the base proposal, Respondents who wish to submit an alternate proposal may do so. Alternate proposals shall clearly describe the proposed changes and include any price changes from the original base proposal. Alternate proposals shall be submitted on a separate document and/or thumb drive.

C. Submittal of Qualifications - Respondents shall submit experience and qualifications as described in the RFP. Additional information may be submitted as appropriate to describe the Respondent further and provide product capabilities.

D. Minimum Contractor Qualifications - This form (Exhibit VIII) shall be completed and delivered with the Proposal response. The response shall also include references and required certifications and/or trainings for the systems being proposed. Respondents not meeting these requirements may not be considered.

E. Pricing

Provide a Pricing Summary showing model/part number, description, and quantity for all components proposed, both in summary and per campus (if provided). Respondent shall provide this information in the pricing summary Microsoft Excel spreadsheet included.

Successful contractors shall provide detailed unit pricing, extended pricing, and list pricing and include all required installation, training, and other service expenses. See the section “Proposal Requirements.”

F. Support After Installation (Exhibit IX)

1. How many service personnel trained in maintaining the proposed systems does Respondent employ in the District’s area? Please indicate the location closest to the District.

a. Trained Service Personnel: _____________________________________

b. Location: __________________________________________________________

2. Provide the address of Respondent’s service center(s) closest to the District:

Company: _______________________________________________________________________

Address: ________________________________________________________________________

Telephone Number: ___________________________________________________

G. Project Team

1. Provide resumes of key team members, including Project Manager, that will be assigned to the project (including previous projects, certifications, and number of years employed).

2. Provide proof of manufacturer’s certification for individuals listed above. All certifications must be current and valid.

3. See the section “Proposal Requirements.”

IV. SYSTEM REQUIREMENTS/EQUIPMENT

A. INTERCOM PAGING SYSTEM:

1. The system shall be a software-controlled system, whose primary interface is a web-based portal, accessible from any authorized computer. The system shall support being deployed on physical server hardware or through vitalization on the customer’s hardware. For the physical server, the system shall utilize a 1U rack server, operating as an appliance, dedicated to the operation of the IPB (Intercom Paging and Bells) & SAFE (Signal Alert For Education) SystemTM only. The rack server shall have industry standard redundancy, including RAID1, Dual Power Supplies, and hot swappable hard drives. The entire system shall be Linux based. If virtualized the system shall support VMWare ESXI version 6.5 or later.

2. The system shall be based on standards compliant SIP and RTP communications across the network and shall allow direct Trunk Integration to the VoIP telephone system.

3. The system shall provide a simple calendar-based scheduling system for bells. It shall provide the ability to have an unlimited number of bell schedules.

4. The system shall provide a map-based User Interface. All major functions, including

Intercom, Paging, Notifications and Alerts shall be done using the map as the foundation for those actions. Paging shall clearly show on the map where the page audio will be transmitted to.

5. Bell Schedules shall be easily assigned to days and changed simply with authenticated access to the system through any browser-based device. Bell schedules shall be able to be changed even if a current schedule is active in the system same day and apply immediately.

6. The system shall support utilizing a shared data network and support VLAN [Virtual Local Area Network] enabled or dedicated network as means of distribution for all voice overhead paging, emergency paging, emergency tones, intercom, and class change tones. System shall support routing of traffic across multiple subnets and network segments.

7. The system shall be capable of accessing remote classrooms (trailers, temporary classrooms etc.) via IP interface or room audio system with room microphone. This shall provide intercom, class change tones, emergency tones, and normal / emergency paging via a wired network to these remote locations.

8. Exterior speakers shall be capable of being on separate zones and programmed separately.

9. The system shall have the ability to synchronize to the same NTP server utilized for the Master Clock system.

10. The system shall have the ability to produce user defined tone signals for time tones or emergency tones.

11. The system shall have SIP Integration to connect all talk-paths to the VoIP phone system of choice.

12. The system shall provide the ability to support a SIP trunk from the building’s VoIP phone system to provide two-way communication from all administrative telephones to any location equipped with a talkback speaker or audio system with room microphone.

13. The system shall interface with any VoIP telephone system using SIP type integration thus allowing the school (s) to upgrade or replace their telephone system without suffering a requirement to replace, or lose any feature of, their internal communications (intercom) system. Any system that limits system features based upon any selected telephone system and is not SIP based shall not be acceptable.

14. The system shall provide its own SIP environment, and in the case of a failure of the schools VoIP telephone system, be capable of operating completely independently for all functions, save access from the handsets connected to the schools VoIP system.

15. The system shall not be reliant on WAN or internet connectivity for operation.

16. The system shall provide web access, which will give ability to monitor operations and functions of the system.

17. The system monitors the status of all connected devices for health, SIP connectivity and connected devices including the XD receiver. If a device becomes in a degraded or offline state, the system will monitor a technical contact via email and or SMS as well as show status on the map of the console.

18. The system shall provide web-based off-site programming and diagnostics of the system. It shall also be capable of determining basic circuit faults.

19. The system shall have a Web based administration programming tool which allows the administrative personnel to easily manage Audio Sources, Class Change schedules, paging groups, time updates, holiday schedules and day/night mode operation from an internet browser. System shall support HTML5.

20. The system shall provide calendar-based scheduling up to four years in advance. The system shall be capable of displaying a fully year calendar and differentiating which bell program is scheduled to run on each day. The calendar shall be based on a standard school year and provide a selectable start month for example, it can be configured to run from August to July.

21. The system shall be capable of being fully integrated with the school’s existing LDAP (Lightweight Directory Access Protocol) or Active Directory system. Systems that do not provide LDAP or Active Directory integration shall not be considered.

22. The system shall provide discreet control over roles for the system. Roles shall be definable down to the individual feature level and provide the district with the ability to restrict or grant access to any roll individual features or groups of features.

23. The system shall provide web browser access to the system specifically for a teacher.

Teacher access shall be assigned through LDAP or Active Directory. The Teacher screen shall provide information specific to the room that the teacher is assigned to. That information shall consist of, but not limited to, the next scheduled event for the room (Bell, Announcement, etc.), Audio/Visual Controls for their classroom technology, Teacher Name, Room Number, an Intercom Call button, and an Emergency call button.

24. The system shall have the ability to carry IP Communications to the edge of the classroom Audio/visual Systems. It shall be able to control connected A/V Devices, provided that those devices are controllable by RS-232

25. The system shall be based on a database structure, utilizing a robust commercially available database such as SQL (Structured Query Language).

26. The system shall provide 2-way handsfree communication in each classroom.

27. System Classroom and Common Zone network interfaces shall be capable of utilizing standard Cat 6/6a infrastructure for installation from the Telecommunications Closets only to the classroom and/or zone, thus allowing for only one type of wiring infrastructure within the school. Distribution of all voice signaling shall utilize a shared or dedicated network. Systems that require homerun, dedicated, 18 gauge shielded wiring shall not be acceptable.

28. The system shall provide a flexible and robust event engine. In addition to pre-programmed events and actions, the event engine shall be capable of accepting Java-based programming to accomplish advanced integrations and functions.

29. The system shall automatically broadcast page emergency instructions throughout an entire school when an alarm (e.g. lockdown, lockout, security, fire) is tripped or manually activated. The emergency instructions shall be preprogrammed and require no user intervention. The system shall provide redundant alarm annunciation over intercom/paging speakers and is not meant to replace primary fire alarm or security systems.

30. The system shall provide the ability for the school to upload their own recorded files for both Bell Tones, and Notifications

31. The system shall provide the ability to initiate school safety paging announcements, evacuation tones and take cover tones from any telephone within the facility or outside the facility to any other location within the facility or district.

32. IP-enabled two-way voice communication shall be available from any provided telephone or administrative console through any speaker in the system. This shall allow hands-free communication to any classroom or any individual loudspeaker unit. A pre-announce tone shall sound immediately before the intercom path is opened.

33. The system shall provide for a complete personal alert function for each teacher. The alert functionality shall be an integrated part of the administrative head end software and shall not require any separate application or hardware to support this functionality.

34. The teacher personal alert functionality shall be integrated into the classroom microphones and the teacher web screen.

35. The system shall be capable of displaying on the map the location of the alert in the case of a microphone that is within range of its paired receiver, or from the teacher’s web access screen. The system shall also be capable of approximately locating the location of the alert in the case of a microphone that is not in range of its paired receiver. A system, either the microphone system, or the administrative system that is not capable of receiving an alert from a microphone that is not within range of its paired receiver shall not be considered.

36. Upon alert, the system shall have the ability to provide notification on the dedicated console at the front office, or on any other computer which is currently logged into the administrative interface and has the appropriate credentials. The system shall provide both an audible tone, and a change on the screen that clearly indicates that an emergency alert has been received.

37. Upon alert, the system shall also be capable of sending e-mail and SMS Text messages to the designated school personnel. These alerts shall include a web link to the administrative console.

38. If cameras are installed in the classrooms, the system shall be capable of showing a live video from the classroom that received an alert. This shall only be shown in the case of an alert where the microphone is within range of its paired receiver.

39. The system shall have the ability to acknowledge the receipt of the alert by changing the indicators on the classroom microphone receiver in the room where the alert was received from. In the case of an alert received from a microphone not in range of its paired receiver, no acknowledge shall be sent.

40. The system shall have the capability of maintaining a record of all alerts that are received and provide appropriate school personnel the capability to enter information about the alert, which shall be maintained in the systems database. That information shall also be made available to appropriate school personnel in the form of a report that shows all alerts that have occurred, their date, time, and the end alert information.

41. The system shall contain a rules-based integration engine that allows for input of TCP, HTTP, or Serial Data and allows for the parsing of data for actions or triggering other systems via TCP, HTTP or Serial.

42. The system shall support digital message displays that provide visual feedback in the form of scrolling messages via an LCD or LED display all controlled from the network.

43. The system shall allow for integration into classroom audio system including teacher microphone as required by design. This includes integration to ensure that system notifications, pages and intercom calls take priority over classroom audio sources.

44. The system must include perpetual licensing and include all in version software upgrades at no additional cost.

45. The base functionality of the system including the map interface, intercom, paging, bells, classroom audio control, SAFE System and Event engine must be part of the base licensing of the product and not require additional licensing.

46. The system shall have the ability to control signage displays for display of clocks, messages, digital signage, countdown timers as well as allow for automated messages to be displayed automatically for notifications.

47. The system will allow for the building of clock signs, message signs as and notifications signs using the HTML EPIC interface allowing for using predefined templates and assets.

48. Clocks and emergency signs shall be a onetime perpetual license.

49. Server software shall require end user to create complex unique passwords for each system on first use. Systems that allow for generic or repeated passwords will not be acceptable.

50. System shall utilize a visual based event editor to define custom actions, inputs, and outputs.

51. System shall support connection to District View Server for centralized management and licensing and services must be included as part of the system to support that connection, integration and programming.

B. INTERCOM PAGING SYSTEM NETWORK INTERCOM INTERFACE:

1. Shall allow users to install intercom paging systems spanning multiple building or facilities connected through a VLAN.

2. Network Requirements:

a. 100/1000 Ethernet switch port configured on a dedicated VLAN.

b. Systems requiring a specific network or subnet size are not allowable.

C. INTERCOM PAGING SYSTEM POWER:

1. All Network interfaces used in the classroom and for the common zones shall be powered via PoE from the district provided network switches.

a. PoE switches and network cabling from MDF (Main Distribution Frame) and IDF

(Intermediate Distribution Frame) to devices provided by others.

2. All network switches shall include an uninterruptable power source to provide adequate runtime. In the event the school has a generator the UPS systems shall hold the switches long enough until generator power can be provided. Customer to provide all necessary UPS for network switches.

D. INTERCOM PAGING SYSTEM ADMINISTRATIVE KIOSK:

1. The administrative Kiosk shall be customizable, flexible and provide full access to the intercom paging system.

2. Kiosk shall be embedded Android OS into the touch screen and only display the intercom interface.

3. The supplier is required to provide a dedicated touch screen Kiosk for the front office, with a minimum size of 24” Diagonally. The Kiosk shall not require the district to provide any additional hardware, software, or licensing. The Kiosk shall also provide a boom microphone attached to the screen that wires directly to the Kiosk.

4. Administrative access to the system shall be browser based and shall also be capable of being any administrative computer.

5. Functionality to provide full access to all features such as all call, paging groups, emergency tones, control music, WAV file distribution, test rooms, crisis mode, schedules, etc…

E. APC BACK-UPS, 6 OUTLETS, 425VA, 120V

1. Output

a. Output power capacity - 255 Watts / 425VA

b. Max Configurable Power (Watts)…