RFP 9222026.pdf

ROMULUS COMMUNITY SCHOOLS

Public Request for Proposals | EBI Platform Upgrade

ROMULUS COMMUNITY SCHOOLS

REQUEST FOR PROPOSALS

EBI R600 to EBI 2025 Platform Upgrade Proprietary Existing-System Modernization

36540 Grant Road | Romulus, Michigan 48174

Issue Date 9/18/2026

Questions Due 9/25/2026

Proposal Due 10/2/2026 by 10 A.M.

Public Opening 10/2/2026 @ 10 A.M.

District Contact Jason Perkins 734-532-1634

Submission Method Hand-deliver to 36540 Grant Street, Romulus, MI

1. Notice and Procurement Integrity Romulus Community Schools (the “District”) requests sealed proposals from qualified firms to perform a manufacturer-supported upgrade of the District’s existing Honeywell Enterprise Buildings Integrator (EBI) R600 software environment to EBI 2025, including licensing, migration, configuration, testing, commissioning, and closeout services (“Project”).

This solicitation is intentionally written around the District’s installed proprietary Honeywell EBI platform, existing Honeywell software licenses, existing system database, and required manufacturer-supported migration path. The District is not seeking replacement of the installed building automation platform or conversion to a different manufacturer’s front end but to upgrade the existing.

District Rights

● District reserves the right to reject any or all proposals, to award Project components by component, group of components, or total Project, to accept any or all alternatives, to accept any proposal in whole or in part, to waive any irregularities or informalities which are in the best interest of the District, and to weigh proposal elements as deemed beneficial to the District.

● Cancel or revise the solicitation before award.

● Verify bidder representations directly with Honeywell and other referenced parties.

● Award to the responsible and responsive bidder whose proposal is determined to provide the best value and meet all mandatory requirements. The District reserves the right to reject any or all proposals that are determined not to be in the best interests of the District.

● Require Board approval and any other approvals applicable to the procurement.

No Unqualified Competition

Requirements in this RFP are based on compatibility, licensing, cybersecurity, continuity, and warranty needs associated with the existing EBI system. They are not intended to conceal a noncompetitive award. Any bidder that can substantiate compliance with every mandatory requirement may submit a proposal. A bidder that cannot obtain required manufacturer authorization, licenses, software, tools, and support must identify the exception and will be deemed nonresponsive rejected.

Proposal Preparation Costs

All costs incurred in preparing the proposal, providing reasonably requested or required presentations, or in negotiating applicable contracts shall be the sole responsibility of the proposer. The District shall not be responsible for, and will not pay, the cost for any information solicited or received.

Release of Claims

Each bidder submitting its proposal releases Romulus Community Schools from any and all claims arising out of, and related to, the RFP process and the selection of a contractor.

2. Background and Existing Environment The District operates an existing Honeywell EBI R600 building automation system. District records identify the software system as Romulus Community Schools, System Number 98448. The District seeks to preserve its existing system investment while moving to the current supported EBI release.

Project Intent

● Upgrade the existing EBI R600 platform to EBI 2025 rather than replace or overlay it with another manufacturer’s front end.

● Preserve and migrate existing EBI databases, graphics, trends, alarms, schedules, reports, user accounts, and supported integrations.

● Use the manufacturer-approved migration path, including any required intermediate release steps.

● Maintain continuity of operations and zero disruption to the District’s facilities.

● Restore the system to a supported software and cybersecurity posture and provide a foundation for future Honeywell maintenance and expansion.

Known Licensing and System Components

● Honeywell EBI upgrade entitlement for the existing licensed point count.

● BACnet entitlement where applicable.

● Microsoft SQL client-access licenses identified for the upgrade.

● Factory upgrade engineering services and temporary/intermediate migration resources where required.

● Applicable Honeywell cybersecurity products and services if included in the bidder’s pricing schedule.

The successful bidder shall verify all quantities, entitlements, licensing, software versions, operating system prerequisites, and migration dependencies before commencing work. No statement in this RFP relieves the successful bidder of the obligation to validate the manufacturer-supported path.

3. Mandatory Bidder Qualifications The following are mandatory responsiveness requirements. Failure to provide the requested evidence may result in rejection without further evaluation.

No. Requirement Evidence Required

1 Manufacturer Authorization Bidder must be Honeywell International Inc. or a current Honeywell-authorized entity expressly authorized in writing to quote, license, migrate, upgrade, commission, and support Honeywell EBI 2025 for this specific District system.

2 Software and License Authority Bidder must have lawful access to and authority to furnish the required EBI 2025 software, upgrade entitlements, EULA documentation, license files, temporary licenses, and any required intermediate-release media.

3 Factory Tools and Methods Bidder must use Honeywell-approved software tools, migration utilities, compatibility matrices, hotfixes, service packs, and documented upgrade procedures.

4 Existing-System Access Bidder must demonstrate the capability to back up, interpret, migrate, restore, and validate the existing proprietary EBI database and supported interfaces without converting the District to an unrelated front-end platform.

5 Technical Personnel Bidder must assign technicians or engineers trained and currently qualified on Honeywell EBI migration and commissioning.

6 Manufacturer Support Bidder must provide written confirmation that Honeywell factory escalation and product support will be available during the project.

7 Warranty and Supportability Bidder must warrant that the completed system will be recognized by Honeywell as a properly licensed and supported EBI 2025 installation.

8 Cybersecurity and IT Coordination

Bidder must coordinate with District IT and follow current Honeywell requirements for supported Windows platforms, SQL components, cybersecurity, patch qualification, and network configuration.

4. Scope of Work

4.1 Discovery and Readiness

● Review the existing EBI architecture, server and workstation configuration, system integrations, point count, licensing, databases, graphics, trends, alarms, schedules, reports, and user accounts.

● Confirm the exact installed EBI release and validate the manufacturer-approved upgrade path to EBI 2025.

● Identify all intermediate migrations, temporary licenses, software media, factory services, and outage windows required.

● Review customer-provided server and workstation hardware and verify compliance with current Honeywell EBI requirements.

● Provide a written readiness checklist identifying District IT prerequisites before migration begins.

4.2 Backup and Recovery Protection

● Perform and verify complete backups of the current EBI environment before any upgrade activity.

● Include databases, graphics, trends, alarms, schedules, configuration files, reports, user information, and other items required to restore the existing system.

● Document a rollback and recovery approach before the production migration.

4.3 Software, Licensing, and Migration

● Furnish all Honeywell EBI 2025 software, upgrade entitlements, license files, royalty items, SQL client-access licenses, and manufacturer services required by the final approved bill of material.

● Obtain customer acceptance of the applicable Honeywell End User License Agreement.

● Execute all required intermediate software migrations using Honeywell-approved methods.

● Install and configure the current supported EBI release, applicable service packs, hotfixes, and Honeywell-qualified updates.

● Configure the system on District-provided hardware and operating system licenses.

4.4 Data and Application Migration

● Migrate existing supported databases, graphics, schedules, alarms, trends, reports, operator stations, and user accounts.

● Preserve existing operational intent to the maximum extent supported by the target release.

● Restore and validate communications with existing supported controllers, networks, and integrated systems.

● Document items that cannot be migrated or require remediation outside the base scope before changing or deleting them.

4.5 Testing, Commissioning, and Acceptance

● Test EBI services, server functions, operator stations, graphics, alarms, trends, scheduling, reports, network communications, and field-controller communications.

● Perform a documented comparison of representative pre-upgrade and post-upgrade functions.

● Correct migration defects attributable to the bidder’s work.

● Conduct acceptance testing with District representatives and obtain written acceptance.

4.6 Training and Closeout

● Provide one operator orientation session covering material changes, login and user administration, backup procedures, basic operation, and support escalation.

● Provide software version records, license documentation, backup records, test results, known exceptions, and upgrade verification.

● Provide final confirmation that the system is properly licensed and eligible for Honeywell support.

5. District Responsibilities

● Provide server and workstation hardware meeting the successful bidder’s validated Honeywell specifications.

● Provide Microsoft operating system licensing and required District IT services.

● Provide network connectivity, IP addresses, domain support, administrative access, backups, firewall coordination, and remote access as approved by the District.

● Provide timely access to the site, servers, workstations, facilities, and responsible District personnel.

● Participate in outage planning, acceptance testing, and operator orientation.

● Provide existing records and passwords in the District’s possession, subject to District security requirements.

6. Base Bid Exclusions and Assumptions

Exclusions

● Replacement of field controllers, supervisory controllers, field devices, control wiring, or mechanical equipment unless specifically added by written amendment.

● Repair of pre-existing hardware, software, database, network, or communication failures not caused by the successful bidder.

● Redesign or wholesale modernization of existing graphics.

● Database cleanup beyond the work required for supported migration.

● Integration of new third-party systems or development of new sequences of operation.

● Network infrastructure upgrades, new LAN drops, new switches, new firewalls, or District cybersecurity assessments.

● Third-party software licensing not expressly included in the bidder’s price.

● Extended training, after-hours work, or premium-time work unless included in the proposal or authorized by the District.

● Mechanical and electrical modifications.

● Any work not expressly identified in the successful bidder’s accepted proposal and the final contract.

Assumptions

● The existing EBI databases are functional, accessible, and capable of migration using the manufacturer-approved path.

● Existing license records can be verified and upgraded.

● Existing integrations are supported by EBI 2025 or can be maintained through a supported compatibility method.

● The District will provide adequate IT resources and approved outage windows.

● Multiple migration stages may be required due to the age of the existing system.

● The contents of the selected proposal will become contractual obligations upon issuance of a contract, except to the extent of any particular provisions rejected by the District. Failure of the successful proposer to abide by such obligations, without the express consent of the District's Board of Education, will result in cancellation of the award.

7. Proposal Submission Requirements

1. Cover letter signed by an authorized representative.

2. Completed bid form and total lump-sum price.

3. Detailed bill of material identifying EBI upgrade units, royalty items, SQL licenses, factory services, cybersecurity items, and all recurring subscriptions.

4. Written manufacturer authorization and system-specific licensing confirmation.

5. Project approach, migration plan, outage assumptions, and preliminary schedule.

6. Resumes or qualification summaries for assigned EBI personnel.

7. At least three references for comparable Honeywell EBI upgrades, preferably involving legacy releases and public-sector facilities.

8. List of exceptions, substitutions, and assumptions. Silence will be interpreted as full compliance.

9. Warranty and post-acceptance support description.

10. Proof of insurance and any forms required by the District.

11. Iran sanctions act disclosure form attached hereto as Attachment “A.”

12. Familial disclosure affidavit attached hereto as Attachment “B.”

13. Proof of Michigan prevailing wage schedule, attached hereto as Attachment “C.”

8. Evaluation and Award The District will first determine whether each proposal is responsive to all mandatory requirements. A proposal that does not demonstrate manufacturer authorization, lawful access to EBI software and licenses, use of the manufacturer-supported migration path, and eligibility for Honeywell support may be rejected as nonresponsive before scoring.

Criterion Weight Basis

Mandatory technical and licensing compliance Pass/Fail All requirements in Section 3

Technical approach and migration risk 30% Readiness, backups, staged migration, rollback, testing

Relevant EBI qualifications and references 25% Comparable EBI work and assigned staff

Price and commercial clarity 25% Complete lump-sum price and transparent recurring costs

Schedule and District disruption 10% Realistic plan and outage control

Warranty and support 10% Manufacturer-recognized supportability and response

The District is not required to accept an alternative platform, replacement front end, overlay, gateway-only solution, or unsupported migration method as an “equal” because the defined project is an in-place upgrade of the existing licensed Honeywell EBI environment.

All proposals received shall be subject to evaluation by District administration for the purpose of recommending to the Board of Education an individual with whom to execute a contract. It is anticipated that the Board of Education will authorize a District administrator to finalize contract terms with the selected firm, which terms will be subject to the final approval of the Board of Education.

Proposed Substitutions or Equals

A bidder proposing an “equal” must submit, before the question deadline, complete manufacturer documentation proving that the proposed approach will lawfully upgrade the existing EBI license and database to EBI 2025, preserve the specified content, use a Honeywell-supported migration path, and result in a system eligible for Honeywell support. A replacement, overlay, export/import recreation, or conversion to another manufacturer’s system is not an equal for this procurement.

9. Bid Form

Bidder Legal Name

Manufacturer Authorization Reference

Total Base Bid $

Recurring Annual Charges $

Proposed Completion

Warranty Period

Authorized Representative

Signature and Date

Certification

The bidder certifies that the proposal is complete and accurate; the bidder has reviewed the RFP; the bidder can furnish all required software, licenses, factory services, tools, personnel, and support; and the proposed completed system will be a properly licensed and Honeywell-supported EBI 2025 installation.

The bidder certifies that its proposal is made without any previous understanding, agreement or connection with any person, firm, or company making a proposal for the same Project and is in all respects fair and without outside control, collusion, fraud, or other illegal action.

(signature)

(printed)

(date)

ATTACHMENT A

IRAN ECONOMIC SANCTIONS ACT CERTIFICATION

I am the _______(title)________ of _____________(bidder)_______________, or I am bidding in my individual capacity (“Bidder”), with authority to submit a binding bid for the provision of an upgrade of the District’s existing Honeywell Enterprise Buildings Integrator (EBI) R600 software environment to EBI 2025, including licensing, migration, configuration, testing, commissioning, and closeout services to Romulus Community Schools. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. (“Act”). I am fully aware that the school district will rely on my representations in evaluating bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

(signature)

(printed)

(date)

ATTACHMENT B

FAMILIAL DISCLOSURE STATEMENT

AFFIDAVIT OF ______________________________

(insert name of affiant)

STATE OF MICHIGAN )

)ss

COUNTY OF _________________ )

___________________________________ makes this Affidavit under oath and states as follows:

(insert name of affiant)

1. I am a/the:

President Vice-President Chief Executive Officer Member Partner Owner Other (please specify) ________________________ of ______________________ [insert name of contractor], a bidder for an upgrade to the District’s existing Honeywell Enterprise Buildings Integrator (EBI) R600 software environment to EBI 2025, including licensing, migration, configuration, testing, commissioning, and closeout services (“Services”) for Romulus Community Schools.

2. I have personal knowledge and/or I have personally verified that the following are all of the familial relationships existing between the owner(s) and the employee(s) of the aforementioned contractor and the District’s superintendent and/or board members:

3. I have authority to bind the aforementioned contractor with the representations contained herein, and I am fully aware that the District will rely on my representations in evaluating bids for the Services.

4. I declare the above information to be true to the best of my knowledge, information and belief. I could completely and accurately testify regarding the information contained in this affidavit if requested to do so.

(signature of affiant)

Dated: ________________

Subscribed and sworn before me in _________________ County, Michigan, on the ___ day of _________________, 20____ ____________________________________________(signature) _____________________________________________ (printed) Notary public, State of Michigan, County of ________________ My Commission expires on _____________________________ Acting in the County of ________________________________

ATTACHMENT C

Michigan Prevailing Wage Rate Schedule