RFP - District Technology 2026 -2.pdf

MONROE PUBLIC SCHOOLS

District Technology Refresh – 2026/2027

SECTION 1

REQUEST FOR PROPOSAL

Reference: District Technology Refresh – 2026/2027

Bid Due: May 27th, 2026 – 2:00PM

Monroe Public Schools

Via e-mail

Introduction:

You are invited to submit your proposal and bid response on the enclosed forms in accordance with the Request for Proposal, Instructions to Bidders, General Requirements, and other items within this bidding package entitled: District Technology Refresh – 2026/2027

Instructions to Bidders:

Bids must be submitted on the attached forms

Bids must be emailed to:

miracle@monroe.k12.mi.us (Joe Miracle) and hauser@monroe.k12.mi.us (Kevin Hauser)

Bids must be received by Friday, May 29th, 2026, at 2:00 PM. Bids received after 2:00 PM on May 29th. 2026 will be considered late and will not be evaluated.

mailto:miracle@monroe.k12.mi.us mailto:hauser@monroe.k12.mi.us

SECTION 2

GENERAL REQUIREMENTS

2.1 Proposals shall be submitted only on the forms provided within this RFP. All designations and prices shall be fully and clearly set forth on the forms provided.

2.2 The Monroe Public School Board reserves the right to reject any and all bids either in whole or in part or to reject a Bid which is any way incomplete or irregular and to waive informality or waive any part thereof.

2.3 THE BIDS SHALL BE ON THE BASIS OF A GUARANTEED SUM. BIDDERS SHALL NOT

ADD ANY CONDITIONS OR QUALIFYING STATEMENTS NOR SHALL THE PROPOSAL

CONTAIN ANY ADDED RECAPITULATION OF THE WORK TO BE DONE OR THE PROPOSALS

MAY BE DECLARED IRREGULAR. Oral, telegraphic or telephonic modification of the work will not be considered.

2.4 Monroe Public Schools will clarify or correct any questions by issuance of an Addendum to all Bidders.

2.4.1 Addenda are written graphic instruments issued prior to the contract, which modify or interpret the bidding documents, drawings, and/or specifications, by additions, deletions, clarifications, or corrections. The Request for Proposal and all Addenda will become part of the contract documents when the installation contract is executed.

2.4.2 Any explanations for the RFP shall be issued in the form of an addendum.

2.4.3 All addenda issued during the bidding time shall become part of the specifications. A copy of each addendum shall be sent to all Bidders. No verbal statement by Monroe Public Schools, RMS Associates, or the Bidder shall be considered authoritative.

2.4.4 Each Bidder shall ascertain, prior to submitting a bid, that he/she has received all addenda issued and acknowledge receipt on the Proposal Form.

2.5 Questions are to be submitted in writing to:

Joe Miracle

Monroe Public Schools miracle@monroe.k12.mi.us

2.6 Respondents may inspect the project site prior to submitting a proposal in order to determine all requirements associated with this Request For Proposal. Failure to do so shall not relieve the successful vendor from the necessity of furnishing and installing, without additional cost to the district, any material and equipment or performing any labor that may be required to carry out the intent of the resulting contract.

2.7 NO PLEA OF IGNORANCE OF CONDITIONS THAT EXIST, TIME, FACILITIES THAT ARE

AVAILABLE, OR ANY OTHER RELEVANT MATTER CONCERNING THE WORK TO BE

PERFORMED WILL BE ACCEPTED AS AN EXCUSE FOR FAILURE TO FULFILL EVERY DETAIL

OF ALL THE REQUIREMENTS OF THE CONTRACT DOCUMENTS.

2.8 VARIANCE & PRICE - Any variance from the specifications shall be fully explained in writing by the bidder, and all prices quoted shall be on the unit price basis.

mailto:miracle@monroe.k12.mi.us

2.9 WITHDRAWAL OF BIDS - Any bidder may withdraw his/her bid at any time prior to the scheduled time of opening the bids, upon presentation of proper identification. After the opening of the bids, no proposal shall be withdrawn for a period of sixty (60) days.

2.10 SIGNATURES - The signatures required on this form shall be in longhand, in ink, by an authorized representative, and submitted with the bid. Bids in non-compliance with this request will be subject to rejection.

2.11 PRODUCTS/SERVICES SPECIFICATIONS - It is the intent of the specifications to define the minimum quality of equipment and services acceptable. The product line or service must be of known quality from a nationally recognized manufacturer(s) who regularly advertises, promotes, and distributes catalog products to the school market.

2.12 MANUFACTURER SUBSTITUTIONS - Any substitutions from the specified products, equipment, or services by the manufacturer are NOT acceptable. The District must be notified prior to any substitutions from the contract documents.

2.13 MANUFACTURER DISCOUNTS – Monroe Public Schools reserves the right to any and all manufacturer price reductions, discounts or rebates received by the selected vendor for the specified products, equipment or services. The selected vendor agrees to pass any and all cost savings from the manufacturer for the specified products, equipment or services to the District.

2.14 CLEAN-UP - The vendor shall, at all times, keep the premises free from accumulations of waste materials, or the same, caused by the work; and upon completing the work, shall remove all work-related rubbish from and about the building and shall leave the work area broom clean, or its equivalent. In the case of dispute, the District may remove the rubbish and charge the cost to the vendor, as the District shall determine.

2.15 FEDERAL, STATE, AND MUNICIPAL TAXES - Each proposal submitted shall include, and the vendor shall pay, all taxes that are levied by the Federal, State, and Municipal Governments on labor and for materials entering into the work. The owner reserves the right to require evidence of such taxes prior to final payment. In compliance with the regulations of the Michigan Sales Tax Commission, no sales tax is to be included in the proposal. The School District is exempt from Federal Excise and Sales Taxes. All property or services furnished must comply with all applicable federal, state, and local codes and regulations.

SECTION 3

QUALIFICATIONS OF BIDDERS

3.1 The respondent to this RFP must include:

• Company Name

• Representative’s Name and Title

• Ohice Address

• Telephone Number

• FAX Number

• E-mail Address

3.2 Location of Corporate Headquarters.

3.3 Location(s) of sales, installation, and support ohices.

3.4 Brief but complete history of the company.

3.4.1 Identify at least three (3) organizations currently using products, cabling, or services supported by your company, identical to those recommended in your response to this RFP. Provide references for these organizations, including contact persons and phone numbers.

3.4.2 The Bidder shall provide copies of audited financial statements for the two (2) most recent fiscal periods.

3.5 All respondents to this Request for Proposal must submit with their proposal a list of current and past clients where similar service has been performed. References should include: name, address, telephone number, and contact of the account.

3.6 Any licenses or permits that may be required to perform any of the work or provide any equipment anticipated by this request for bids shall be obtained by and at the expense of the service provider. Evidence of any required licenses or permits shall be provided to Monroe Public Schools upon request. Any fines or penalties levied by any governmental entity for conduct by the service provider in connection with the work contemplated by this request for bids shall be paid for by the service provider.

SECTION 4

SPECIFICATIONS AND PRICING

4.1 Project Specifications

4.1.1 District Interactive Screen Displays (Partial Refresh)

The district is interested in replacing the existing Smart Board displays currently located in the district. Existing displays are projector-driven and are 4:3 formatted screens. The desired solution is to replace the projection systems with interactive touch display television systems. The district has one existing location in this project where existing 86” Interactive displays will be relocated to another location, and new 75” Interactive displays purchased in this project will be installed (14 Devices in total).

a. Purchase of hardware in the following quantities o 75” Interactive Touch Displays – 15

§ Widescreen, LED, 16:9 § 4K UHD, Antiglare Screen § Android 14+, Google EDLA Certified § 8GB DDR4, 64bit OS, 64GB § 3 HDMI, 1 Display Port, 3.5mm, 3.0 USB, RJ45, WiFI.

§ Remote Management Tool o 86” Interactive Touch Displays – 15

§ Widescreen, LED, 16:9 § 4K UHD, Antiglare Screen § Android 14+, Google EDLA Certified § 8GB DDR4, 64bit OS, 64GB o 86” Samsung Commercial TV – 4

b. Purchase of TV mounting hardware for displays in the following quantities o Electronic adjustable mounts 75”-86” – 0 o Static Interactive TV mounts 75”-86” – 30

c. Purchase of Audio/Voice amplification systems for classrooms to replace existing systems. We need these in the following quantities and with the listed features.

o Audio / Voice Amplification system - 44 § Wireless Microphone on a lanyard § One or Two 3.5MM Audio Inputs o Ceiling Speaker Kits § 2’ x 2’ drop ceiling Speaker Room Kits - 3

• Kit must contain 2 speakers per classroom § Round Ceiling Speaker Room Kits - 0

• The kit must contain 4 speakers for the classroom

• Existing speakers have 9.5” hole to utilize

d. Labor for the installation of hardware purchased in Sections 4.1.3a and 4.1.3b, re-cabling of existing infrastructure to new systems, and abatement of old hardware. (30) and removal of existing Interactive Screen to be used at alternative district location and installation of the 75” Interactive displays purchased in 4.1.3a (14) o Removal of existing Smartboard Display o Removal of the existing Projector o Relocation of existing connections to the Interactive Display. If the existing cabling does not reach the new cabling location, a replacement will need to be provided and/or new cabling installed and unused abated.

§ HDMI feed from Desktop workstation § Two Cat6 Data connections § Kramer ViaGo2 System w/1 ft HDMI existing § Output 3.5 MM Audio feeding to the room amplification system o Installation of a new Interactive Screen and mounting hardware o Installation of surge suppressor (Vendor Provided) to connect to wall-mounted equipment.

o Installation of new Speakers and necessary cabling for the purchased audio/voice amplification system purchased in Section 4.1.3c.

§ Replacement of speaker wiring if necessary (No extensions of existing cabling are permitted) o Testing of all systems after installation to verify the operation of all ahected items. This includes certification of any relocated or installed data ports.

4.1.2 District Interactive Screen Displays (Full Refresh)

The district is interested in replacing the existing Smart Board displays currently located in the district. Existing displays are projector-driven and are 4:3 formatted screens. The desired solution is to replace the projection systems with interactive touch display television systems. The district has one existing location in this project where existing 86” Interactive displays will be relocated to another location, and new 75” Interactive displays purchased in this project will be installed (14 Devices in total).

a. Purchase of hardware in the following quantities o 75” Interactive Touch Displays – 120

§ Widescreen, LED, 16:9 § 4K UHD, Antiglare Screen § Android 14+, Google EDLA Certified § 8GB DDR4, 64bit OS, 64GB o 86” Interactive Touch Displays – 15

§ Widescreen, LED, 16:9 § 4K UHD, Antiglare Screen § Android 14+, Google EDLA Certified § 8GB DDR4, 64bit OS, 64GB o 86” Samsung Commercial TV – 4

b. Purchase of TV mounting hardware for displays in the following quantities o Electronic adjustable mounts 75”-86” – 105 o Static Interactive TV mounts 75”-86” – 32

c. Purchase of Audio/Voice amplification systems for classrooms to replace existing systems. We need these in the following quantities and with the listed features.

o Audio / Voice Amplification system - 155 § Wireless Microphone on a lanyard § One or Two 3.5MM Audio Inputs o Ceiling Speaker Kits § 2’ x 2’ drop ceiling Speaker Room Kits - 50

• Kit must contain 2 speakers per classroom § Round Ceiling Speaker Room Kits - 60

• The kit must contain 4 speakers for the classroom

• Existing speakers have 9.5” hole to utilize

d. Labor for the installation of hardware purchased in Sections 4.1.4a and

4.1.4b, re-cabling of existing infrastructure to new systems, and abatement of old hardware. (131) and removal of existing Interactive Screen to be used at an alternative district location and installation of the 75” Interactive displays purchased in 4.1.4a (14) o Removal of existing Smartboard Display o Removal of the existing Projector o Relocation of existing connections to the Interactive Display. If the existing cabling does not reach the new cabling location, a replacement will need to be provided and/or new cabling installed and unused abated.

§ HDMI feed from Desktop workstation § Two Cat6 Data connections § Kramer ViaGo2 System w/1 ft HDMI existing § Output 3.5 MM Audio feeding to the room amplification system o Installation of a new Interactive Screen and mounting hardware o Installation of surge suppressor (Vendor Provided) to connect to wall-mounted equipment.

o Installation of new Speakers and necessary cabling for the purchased audio/voice amplification system purchased in Section 4.1.4c.

§ Replacement of speaker wiring if necessary (No extensions of existing cabling are permitted) o Testing of all systems after installation to verify the operation of all ahected items. This includes certification of any relocated or installed data ports.

4.1.3 Classroom / Secretary Desktops

Monroe Public Schools is looking to refresh the district's desktops in classroom and ohice locations.

- Desktop Computers – 425 o No Monitor o Windows 11 Pro Edu o SFF or Micro/Mini o Intel Core i5 or Ultra 5 o 16GB RAM with an upgrade price to 32GB RAM o 256GB SSD with an upgrade price to 512GB o DVD Drive o HDMI, Display Port, 6 USB, RJ45 1 Gbps, 3.5mm Audio.

Section 4.2 Pricing

Complete and attach the Excel Form in Section 5.2 for each Category. The spreadsheet must be completed entirely for all components within the proposal.

a. Preferred Manufacturer

b. Part Number - if the part number dihers from the proposed part number, the part number should be changed by the bidder and highlighted.

c. Hardware Description - the hardware description dihers from the proposed one; the vendor should update and highlight the new description.

d. Quantity - if there is any change in quantity from the requested quantity, the field must be highlighted.

e. Installation / Labor Cost– provide all installation/labor costs for the proposed projects

f. Unit Price

g. Extended price

5.1 PREVAILING WAGES

Consistent with Michigan’s Prevailing Wages on State Projects Act (Act), MCL 408.1101, et seq., any bidder who submits a bid in response to this RFP expressly represents that the wages and fringe benefits paid to “construction mechanics” (excluding those under the State Civil Service Commission), as the phrase is defined under MCL 408.1101(b), by the bidder/contractor and all subcontractors will not be less than the prevailing rates in the locality where the work is performed. The current rate sheets as of the date of this RFP for Monroe County, Michigan can be found here.

Bidders further warrant they will assume the responsibility of ensuring any subcontractors pay the prevailing rates under the rate sheets identified above. The chosen bidder as well as any subcontractor(s) must post on the construction site, in a conspicuous place, a copy of all prevailing wage and fringe benefit rate sheets as well as keep an accurate record showing the name and occupation of and the actual wages and benefits paid to each construction mechanic employed by it who is performing services under this RFP.

MPS expressly states that construction mechanics are intended beneficiaries of the prevailing wage, fringe benefit, and nondiscrimination nonretaliation requirements contained under the Act.

The wages and fringe benefits paid to construction mechanics (excluding those under the State Civil Service Commission) by the contractor and all subcontractors must not be less than the prevailing rates in the locality where the work is performed. Any construction mechanic aggrieved by the failure of a contractor or subcontractor to pay prevailing wages or benefits as specified under a rate sheet identified above or MCL 408.1107, in addition to any other remedies provided in the Act or by law, may bring an action in a court of competent jurisdiction against the bidder/contractor or subcontractor for damages or injunctive relief and may be awarded reinstatement or other appropriate relief, and all damages sustained, together with actual costs and attorney fees at trial and on appeal.

In addition, all bidders/contractors and subcontractors must hold a state project registration as required by MCL 408.1102. Bidders must submit a copy of their state project registration along with their bid for both themself and each subcontractor that has been selected at the time the bid is submitted. By bidding on this RFP, bidders agree they will submit certified payroll records to the online certified payroll submission system identified by the Michigan Department of Labor & Economic Opportunity within the timeframes identified under the Act and will indemnify, defend, and hold MPS harmless from any and all claims resulting from a bidder’s failure to fulfill its obligations under the ActMPS expects – and bidders/contractors agree - that all bidders/contractors will follow all other requirements of the Act.

[1] https://www.michigan.gov/leo/-/media/Project/Websites/leo/Documents/PWRS-By- County/Monroe.pdf?rev=e86218b96c8548f797f38b9d98b517cc&hash=5221D74C36F25E83C1529D4D7682D7A4

Total Bid, per Category: (Total must match the total from the spreadsheet)

4.1.1 District Interactive Screen Displays (Partial Refresh)

a. $

b. $

c. $

d. $

4.1.2 District Interactive Screen Displays (Full Refresh)

a. $

b. $

c. $

d. $

4.1.3 Classroom / Secretary Desktops: $

Grand Total of all Categories (total base bid):

(must match the Excel spreadsheet)

I have examined the specifications and instructions included herein and agree, provided I am awarded a contract within 60 days of the bid due date, to provide the specified items for the sum shown in accordance with the terms stated herein. All deviations from specifications and terms are in writing and attached hereto.

Company Name:

Address:

Name/Title:

Authorized Signature:

Email Address:

Phone Number: Fax:

Cellular Number: Date:

Manufacturer Part Number Desctiption Qty Unit Cost Extended Cost

75” Interactive Touch Displays 15 -$ -$ 86” Interactive Touch Displays 25 -$ -$ 86” Samsung Commercial TV 4 -$ -$ Static Interactive TV mounts 75”-86 30 -$ -$ Audio / Voice Amplification system 44 -$ -$ 2’ x 2’ drop ceiling Speaker Room Kits 3 -$ -$ Round Ceiling Speaker Room Kits 0 -$ -$ Labor -$ -$ Shipping -$ -$

75” Interactive Touch Displays 120 -$ -$ 86” Interactive Touch Displays 15 -$ -$ 86” Samsung Commercial TV 4 -$ -$ Electronic adjustable mounts 75”-86” 105 -$ -$ Static Interactive TV mounts 75”-86 32 -$ -$ Audio / Voice Amplification system 155 -$ -$ 2’ x 2’ drop ceiling Speaker Room Kits 50 -$ -$ 8” Round Ceiling Speaker Room Kits 60 -$ -$ Labor -$ -$ Shipping -$ -$

Desktop Computer 425 -$ -$

MONROE PUBLIC SCHOOLS

District Technology Refresh – 2026/2027

4.1.1 District Interactive Screen Displays (Partial Refresh)

Grand Total of all above

Grand Total:

4.1.2 District Interactive Screen Displays (Partial Refresh)

Grand Total:

4.1.3 Classroom / Secretary Desktops

Grand Total: