RFP 2425-116 Addenda No.1.pdf

Wireless Voice Communication System

SOLICITATION NO. 2425-116

ADDENDUM NO. 1

Date: March 24, 2025 To: All Document Holders

Questions The following information does not change the details of the Request for Proposal and is provided for informational purposes only.

Question 1:

Are there any existing Microsoft 365 licenses in place?If so, could you please provide the exact count of O365/M365 G1, O365/M365 G3, and O365/M365 G5 licenses?

Answer 1: No

Question 2:

Does the district require a Contact Center (Call Center) solution as part of this project?If yes, how many users will need to be enabled for Contact Center functionality?

Answer 2:The district is interested in reviewing customer service options in proposals.

Question 3:

Is Call Recording required? If yes, will it be limited to Contact Center users only, or should it be available for other users as well? If applicable, please provide the estimated number of users requiring Call Recording.

Answer 3: No

Question 4:

Does the proposed system need to integrate with the district’s existing phone system?

Answer 4:No.

Question 5 Analog Device Support:

Will the new system need to support analog devices? If so, how many analog devices exist, and what types are they (e.g., fax machines, card readers, analog phones)?

Answer 5:No

Question 6:

Does the district require paging capabilities as part of the new system? If so, do you have existing paging solutions that need to be integrated? Please provide the estimated number of devices requiring analog connectors for paging, if applicable.

Answer 6: Yes, the district expects paging capabilities in the new system. The paging in the new system is not expected to integrate with any existing paging systems.

Question 7:

How many desk phones, conference phones, and video conference phones will be required? Do you have any specific model or brand preferences for these devices?

Answer 7: The referenced items are not within the scope of the RFP.

Question 8 Where are the district’s emails currently hosted?

Answer 8: The district utilizes Google for email hosting.

Question 9: Who is the district’s current telecom provider? Is the district open to switching to a new provider? Do you need to port existing phone numbers? If yes, how many?

Answer 9: Telecom services are not a part of the RFP.

Question 10: Are there any third-party integrations required for this project? If yes, could you specify which ones?

Answer 10: Account integration with one of our Identity Providers will be necessary. Google Workspace is preferred, Active Directory would also be acceptable.

Question 11: Are there any specific compliance standards the system must adhere to (e.g., GDPR, HIPAA, FERPA)?

Answer 11: The system should adhere to all relevant compliance standards for a school district in Oregon. Proposers could address compliance standards in their response.

Question 12:

What is the type of network that they prefer ( eg. Wi-fi, Private LTE, Private 5G , Tetra communication, LoRa, BLe).

Answer 12:The RFP is requesting Wi-fi.

Question 13:

What is the used case in this tender. What is the outcome to develop the entire communication infrastructure and the end devices.

Answer 13: These questions are addressed in the RFP.

Question 14:

What is the budget per school that they are looking at. Based on the budget we can rule out certain technologies?

Answer 14: The district is looking for a district wide solution not a school by school solution. The district is looking for proposals that match the requirements of the RFP.

Question 15:

Why do they want to build a whole network for each school?

Answer 15: The district is looking for a system that is integrated across the district.

Question 16:

Is it their requirement that we build the entire communication network, or build network and lease it to mobile operators like AT&T , Verizon, T mobile etc., as existing network in the area is not available or poor?

Answer 16: The district requirements are provided in the RFP. Proposers should address the specifics of their solution in the proposal.

Question 17:The RFP mentions of personal devices. What is the type of personal devices to be used? Is it Mobile, tablets, smart wearable like watches etc. What is the utilisation of the personal devices?

Answer 17: This question is addressed in the RFP (see page 3).

Question 18:

Any known vendors by the school who are active on this bid?

Answer 18: The solicitation is a formal, open request for proposals. There was not a request for interested parties nor a pre-proposal meeting for this solicitation.

Question 19:

Could you please elaborate on the desired functionality for the "basic" (80%) and "advanced" (20%) radios?

Answer 19: Proposers should address the capabilities of the proposed system in their proposal.

The district anticipates that standard users would be able to have audio communication with the ability to indicate an emergency; more advanced users would be able to ascertain where communication is coming from, would have text capability and other advanced features as identified in the RFP.

Question 20:

When you specify "wearable" technology, do you mean lightweight and portable (e.g., carried on lanyards or belts), or do you envision integration with Bluetooth devices (e.g., earpieces, smartwatches)?

Answer 20: The district is interested in utilizing both options. Proposals should not assume use of existing equipment to meet RFP requirements.

Question 21:

Regarding cellphone integration, are you interested in an app that integrates with the wireless system?

Answer 21: Yes

Question 22:

Do you have an estimated number of talk groups required?

Answer 22: This will be defined during the contract creation phase. The district is interested in understanding the capabilities of the proposed system.

Question 23:

Do you have an idea of how many devices will be needed per location?

Answer 23: The number of devices needed per location will vary based on staff assigned at each location which can change each year.

Question 24:

Are there device-specific requests for each location?

Answer 24: No.

Question 25:

Will there be wireless setups required for locations other than schools and Wichita community centers (e.g., bus barns, school district admin building)?

Answer 25: Yes

Question 26:

Are you planning to purchase the equipment upfront, or are you open to lease or lease-to-own options?

Answer 26: The district prefers procuring equipment over leasing for this system.

Question 27:

Do you have a budget in mind for upfront, monthly, and annual costs?

Answer 27: No. Proposers are encouraged to include any alternative pricing models as options in their response.

Question 28:

Are you looking for local, regional, or nationwide coverage for off-campus communication?

Answer 28: The district is focused on establishing communication within its facilities.

Question 29:

Is Wi-Fi a preference to keep costs low? Does the 80% of basic radios refer to Wi-Fi radios?

Answer 29: The RFP is not requesting radios. The district is looking for wearable wireless communication devices with more capabilities than radios. See question 19.

Question 30:

What does your existing wireless communication infrastructure look like? What brand are you currently using, and who manages the system?

Answer 30: The district is not replacing a similar system.

Question 31:

Could you please provide a list of the types and quantities of accessories you need?

Answer 31: This will be unique to each Proposer. Recommendations and options should be included in your response.

Question 32:

Does the communication with law enforcement need to be on the p25 radio network or can it just be a button on the 2-way radio to call 911?

Answer 32: The desire is for the capability for authorized users to be able to call 911 from the wearable device.

Question 33:

Are you guys looking for just a basic two way radio setup for this project or are you guys looking for an advanced capabilities setup with different types of radios and features?

Answer 33: The district is not looking for a radio system. The RFP is requesting a wireless wearable system that can make phone calls when appropriate in addition to internal communications that are verbal and text.

Question 34:

Relating to "Off-campus" communication capabilities, is there a particular area you wish to operate within?

Answer 34: Proposers should address in their proposal if the proposed solution has the ability to use devices in any way “off-campus” including, but not limited to, with district emergency response partners. If so, the capabilities and/or limitations of this should be included.

Question 35:

Can you please provide more information relating to the district's requirement for "Cell phone integration capabilities"? Are you requiring that this application be installed on a cellular phone, or that there is a way to receive communications between the district communications system and a cellular phone? For applications that can be installed on a cellular device, should the cost of the cellular service be included in the total costs from the proposer if proposing such interconnection, or will the district assume the costs of the cellular connection and exclude it from proposal pricing?

Answer 35: The district is looking for the ability to send alerts from the system to specific cellular devices at the executive level. Cell phone costs will not be needed in proposals.

Question 36:

Can you provide samples of features that are considered advanced vs. features that are associated with standard users and/or devices?

Answer 36: See question 19.

Question 37:

Are there specific physical considerations for the device that are required by the district?

Answer 37: Any requirements for the device are included in the RFP.

Question 38:

Does the district have current frequencies that can be re-used for this communications system?

Answer 38: Not applicable. Please see RFP requirements.

Question 39:

Will the device's voice communications capabilities be used for day to day operations.

Answer 39: Yes

Question 40:

Do you want all devices to have the ability to make general phone calls?

Answer 40: Not at this time. This is addressed in the RFP.

Question 41:

What range of communications are you looking for? Voice, text, data, pictures, location?

Answer 41: See question 19.

Question 42:

Does the system need to integrate with access controls?

Answer 42: No. Proposers are encouraged to describe system capabilities in response.

Question 43:

Does the system need to integrate with parent notifications?

Answer 43: No. Proposers are encouraged to describe system capabilities in response.

Question 44:

Does the system need to integrate with visitor management system?

Answer 44: No. Proposers are encouraged to describe system capabilities in response.

Question 45:

Does the system need to integrate with school PA system?

Answer 45: No. Proposers are encouraged to describe system capabilities in response.

Question 46:

Does the system need to integrate with IP Phones?

Answer 46: No. Proposers are encouraged to describe system capabilities in response.

Question 47:

Does the system need to integrate with district computers?

Answer 47: The district is open to the concept but it is not required with the exception of any system management needs.

Question 48:

Does the system need to include a student reunification platform?

Answer 48: The district is open to the concept but it is not required. Proposers are encouraged to describe system capabilities in response.

Question 49:

Does the system need to have native 911 integration to the PSAP?

Answer 49: No

Question 50:

Can you explain the protocol and contacting the police? Do you have to have direct connection from the handheld or can it be done from dispatch? Any other detailed information would be helpful.

Answer 50: Details regarding specific safety protocols will be addressed after the contract phase. Proposers can address capabilities and options in their responses. For safety reasons the district is not providing additional information at this time.

Single Point of Contact Gustavo Chávez Senior Purchasing Specialist Chavezcardenasg@nclack.k12.or.us

END OF ADDENDUM NO. ONE (1)

mailto:Chavezcardenasg@nclack.k12.or.us