RFP 4 Public Address System.pdf

RFP #4 for the 2021-22 School Year: Public Address System

Project Timeline - May be altered at the discretion of Rosholt School District

● RFP will be posted on May 20, 2022

● Tour of Facility to complete onsite assessment on June 3, 2022, at 9 am

● RFP Technical Questions Deadline: June 6, 2022 - 4:00 PM

● Proposal Due Date - June 10, 2022, at 4:00 PM (Email Only)

● Board Approval: No later than July 13, 2022

● Project Completion: August 19, 2022

Scope of Work Below are specific items required in submittals as well as responsibilities of Respondent while completing the project.

1. Replacement of existing Public Address (hereafter referred to as PA) system headend, including servers, software, amplifiers, and any other necessary hardware required for a complete and fully functioning PA system headend.

a. Desired PA System Type: Valcom IP6000 or comparable brand/model

b. PA system controllers/DSPs/other essential headend hardware

c. Server(s) located in the existing PA cabinet or in HIA’s virtual VMware server environment. Virtual servers are preferred.

d. PA system software and software installation/configuration

e. Installation/Configuration of necessary networking equipment

2. Test and verify location, functionality and delivered audio quality.

a. Repair/replace speakers as necessary

b. Repair/replace cabling as necessary

3. Modify existing or establish new paging zones to provide more granular paging options

4. Provide onsite training of new PA system software and hardware and include documentation that can be distributed to users of the system so minimal training is required.

5. Test all components of the new PA system for functionality

6. PA system must integrate with our new Mitel VOIP System

7. PA System includes a new Clock Management System that will:

a. Synchronize the bell schedule

b. Program and support multiple bell schedules

c. Play .WAV or .MP3 files to the bell system

8. Provide as-built drawings and system specs of the new PA system.

a. Drawings must be in both .PDF and .DWG format

All vendors must complete an onsite assessment of the current system by a product specialist.

For the purposes of this project, a sales person is not considered to be a product specialist.

Contact Information Dan Powers, Technology Manager Rosholt School District, P.O. Box 310, Rosholt, WI 54473 Phone: (715) 677-4542 Fax: (715) 677-3543 Email: dapowers@rosholt.k12.wi.us

The Rosholt School District will be accepting proposals for a Public Address System.

Questions on this project may be directed to Dan Powers, Technology Manager, at

715.677.4542 or dapowers@rosholt.k12.wi.us.

Proposals should be emailed directly to Dan Powers, Technology Manager, by 4:00 p.m. on Friday, June 10, 2022, at which time where they will be reviewed and read aloud.

Late submissions will not be accepted by the District or given award consideration.

Billing Address: Shipping Address:

Rosholt School DIstrict Rosholt School District PO Box 310 346 W. Randolph Street Rosholt, WI 54473 Rosholt, WI 54473

Submittals Please include the following items:

● Manufacturing specification sheet on all proposed hardware to be installed on the project.

● Itemized list of all hardware items including quantity, description, part numbers

● Maps including proposed speaker locations, both new and existing

Consideration of Proposals The customer reserves the right to reject any and all quotes; to accept portions of proposals and alternatives in any order or combination; is not obligated to accept the lowest or any RFP; and may waive any informality or irregularity in submittal procedures. The customer intends to award a contract to a qualified vendor; provided the RFP has been submitted in accordance with the RFP document requirements, and does not exceed the customer’s available funds.

Project Parameters

1. Definitions: The terms defined in this section shall, for all purposes of this Request for

Proposal, have the meaning herein specified.

a. Furnish: To supply, deliver, unload, and inspect for damage.

b. Install: To unpack, assemble, erect, apply, place, finish, cure, protect, clean, start-up, and make ready for use.

c. Product: Material, machinery, components, equipment, fixtures, and systems forming the work result. Not materials or equipment used for preparation, fabrication, conveying, or erection and not incorporated into the work result.

Products may be new, never used, or re-used materials or equipment.

d. Provide: To furnish and install.

e. Supply: Same as Furnish.

2. Work: The Work consists of furnishing all means, methods, labor, materials, tools, equipment, transportation and services per the Request for Proposal.

3. Requirements: These requirements are intended to further describe the project and highlight critical details. In no event shall any lack of detail in this document be construed to undermine the requirement for a quality installation. Bidders shall familiarize themselves with all aspects of the site and of the project and will anticipate all contingencies relative to the local conditions under which the project will be performed.

Submission of a proposal will constitute the bidder's acknowledgment and certification of having adequate knowledge of specific site conditions to successfully perform the tasks involved in implementing the project as described.

a. All work per RFP documents either directly or by reference shall be on a design build delivery method. It is the contractor’s responsibility to include all costs and be responsible for a complete functional system including engineering and submittal drawings. Contractor shall be allowed to use other subcontractors for these scopes of work but shall provide the name of the lower tier alternate subcontractor and list them in the “Subcontractors/Vendors” section of the proposal form.

b. Documentation, Permits and Fees:

i. Include permits and inspections or any other related fees associated with scope of work.

ii. Provide technical documentation that is required for using the wiring.

4. Wisconsin Use and Sales Tax:

a. This is a tax-exempt project. Exclude all applicable Wisconsin Use and Sale taxes.

5. State Prevailing Wage Law:

a. 2015 Wisconsin Act 55 (the budget bill) repeals the state prevailing wage law.

Prevailing wage rates will not apply for any work as part of this RFP.

6. Insurance:

During the life of the contract, the successful Contractor(s) providing equipment and services shall obtain and keep in force comprehensive general and professional liability insurance, including coverage for death, bodily or personal injury, property damage, including liability and automobile coverages, with limits being noted.

Contractor agrees to procure and maintain in full force and effect Worker’s Compensation Insurance to the extent required by law.

Contractor shall furnish proof of such insurance for Worker’s Compensation and comprehensive general and professional liability insurance, upon request.

7. Implementation and Work Areas:

Pricing to be a turnkey price which includes all subcontractors required to accomplish the work. These would include, but not limited to:

i. Work areas are to be kept clean and free of hazardous materials. Areas to be broom cleaned daily.

ii. District intends to continue to occupy the existing building during the entire construction period. Cooperate with the School District to minimize conflict and to facilitate District’s operations.

iii. Schools maintain the highest level of decency. Profanity, music, smoking, improper dress (including offensive logos, promotes alcohol or tobacco, promotes firearms, excessively dirty cloths, etc.) will not be tolerated.

District may define this standard and it may vary from school to school.

iv. Schedule the Work to accommodate the District's access and occupancy.

v. Keep all exits required by code open during construction period; provide temporary exit signs if exit routes are temporarily altered.

vi. Do not obstruct roadways, sidewalks, or other public ways without permit.

vii. Taking all precautions necessary to ensure that school facilities and equipment are protected from vandalism and theft during the time that work is being performed at the site(s).

8. Materials:

i. All materials and product information shall be submitted to the School

District in advance, for approval.

ii. FOB destination

iii. Staging of materials will be permitted only in the area of phase where work is being constructed or in areas assigned by District and the Performance Contractor.

iv. All materials shall be protected by Contractor from damage during delivery, storage and handling and after installation until acceptance of the work by District and the Performance Contractor.

v. Provide O&M manuals at the completion of the project.

9. Installation:

i. Contractor may not use any District’s equipment such as ladders, vacuum cleaners, brooms, trashcans, computers, network equipment, dumpsters, etc. without prior written approval from the School District.

ii. Include repairing any surface damaged during implementation of new work. The School District will perform any painting required.

10. Demolition:

i. Contractor shall be responsible for removal and disposal of any construction debris resulting from their respective Work Package.

Contractor shall be responsible for all dumpster and disposal costs.

ii. Removal and disposing of all asbestos-containing materials shall be by District and in accordance with local, state and federal regulations.

iii. Take necessary precautions to protect existing finishes. Any damage to existing finishes is the responsibility of the contractor to repair or replace as directed by the School District.

Payment

Payment terms shall be net 60 days. Payment of invoices will be processed promptly by the District for items received in accordance with the RFP. Payment shall not preclude the School District from making a claim for adjustment on any item or service later found not to have been in accordance with the conditions of this RFP. Payment will be made on an adjusted price basis for any service or items used or accepted from a delivery later found to be inferior. Partial payments on a total order will be made only by a special arrangement with the School District.

Respondents who wish to quote a discount for early payment against a purchase order may do so (reference the payment terms of the Pricing Document). For example: 1%/10 days. Discounts will be taken into consideration when evaluating costs.