RFP Project Overview Attachment Mass Communication Project (1).pdf

Bellaire Public Schools 205 Victory Lane

Bellaire, MI 49615

Project Overview: Unified Campus Safety & Security

This project represents a comprehensive modernization of Bellaire Public School’s security infrastructure, moving away from disparate, siloed equipment toward a fully integrated safety ecosystem. The initiative focuses on three critical pillars: proactive monitoring, instant mass communication, and interoperable surveillance.

The Core Vision

The objective is to implement a district-wide solution where every security layer—from exterior door sensors and mechanical locks to cloud-based AI surveillance—communicates in real-time. By removing the technical barriers between hardware and software, we ensure that in a crisis, information flows instantly to those who need it most.

Key Integrated Solutions

● Mass Notification (hardware and software)

● Video Surveillance (hardware and software)

● Interior Door Locking Devices and Access Control (hardware and software)

● Exterior Door Monitoring (prop alarms)

● Visitor Management System (kiosk with device, camera, printer)

The Outcome

Our objective is to deliver a unified safety ecosystem that provides continuous protection and seamless functionality.

This integrated approach prioritizes ease of use, ensuring that educators can remain focused on student success while a sophisticated, high-performance security network operates reliably in the background.

Submission Instructions Proposals must be received at the Bellaire Public Schools Administration Office prior to the deadline. Late bids will not be accepted and will be returned unopened.

● Physical Delivery:

Terry Starr, Superintendent c/o Bellaire Public Schools 205 Victory Lane, Bellaire, MI 49615

● Electronic Submission: Bids may be emailed to tstarr@bellairek12.org. Electronic bids must be submitted in a secured format and clearly marked "Sealed Bid," not to be opened until the official bid opening.

● Note: Facsimile (fax) bids are strictly prohibited.

3. Mandatory Compliance & Disclosures To be considered, all bidders must include the following documentation with their proposal:

● Bid Forms: All bids must be submitted on the forms provided in the project specifications, fully executed and complete.

● Familial Disclosure: In accordance with MCL 380.1267, bidders must provide a sworn and notarized statement disclosing any familial relationships between the bidder (or its employees) and any member of the Board of Education or the Superintendent.

● Iran Business Relationship Affidavit: Bidders must provide a signed affidavit complying with the Iran Economic Sanctions Act (2012 P.A. 517).

● Failure to include these disclosures will result in immediate disqualification.

4. Project Administration

● Contract Type: The project will utilize a prime contractor under a direct contract with the Owner

(Bellaire Public Schools).

● Pre-Bid Meeting Location: Bellaire High School, 205 Victory Lane, Bellaire, MI 49615.

● Bid Opening Date, Time, Location: 3:30 PM, May 18, 2026 in the Bellaire Public Schools Library.

● Inquiries: Direct all technical questions to Bryan Davies, Director of Operations, at 231-533-8015.

5. Owner’s Rights Bellaire Public Schools reserves the right to:

● Reject any or all proposals.

● Accept a bid other than the lowest offer.

● Waive any informalities, irregularities, or errors in the proposals if deemed in the best interest of the

District.

Board of Education Secretary: Andrew Reh

Superintendent: Terry Starr

Expanded Technical Specifications Item 1: Mass Notification & "Any-Device" App Integration

Budget Allocation: Approximately 100 users

The system must include a native mobile and desktop application compatible with both school-issued (MDM-managed) and personal (BYOD) devices.

Technical Specifications:

● 911 Direct Notification: The app must include a high-priority alert that initiates a direct notification (ideally a direct line) to 911 dispatch while simultaneously sharing the user’s precise GPS/indoor location. Ideally, it should sync with Google and/or PowerSchool for rostering.

● Synchronized Activation and Notification: When triggered via the app, the system must automatically:

○ Initiate PA System audio overrides with pre-recorded instructions.

○ Activate Blue Light Strobes (interior and exterior) and Digital Message Boards.

○ Send notification to Emergency Services (customizeable via SMS, email, app).

○ Alert override on staff dashboards/devices.

○ Visitor notification via SMS/Email, connected to Visitor Management System or other guest check-in system.

○ Connected and synchronized to PowerSchool.

● Customization: Administrators must be able to create custom "Incident Templates" (e.g., Lockdown, Secure, Medical, Shelter, Evacuate, Hold, Tornado, Fire) with unique notification protocols for each as well as activate alerts in “drill” mode.

● User Interface: Must be "High-Stress Optimized"—large buttons, minimal menu layers, and "Silent Override" capability to sound alerts even if a staff member’s phone is on "Do Not Disturb."

● For example:

Exterior Blue Lights (with or without) speakers:

Message Boards (clock, audio, text, strobes)

Silent Alarms:

Lockdown Buttons:

Platform:

Item 2: AI-Enhanced IP, Cloud-Based Video Surveillance Budget Allocation: (Approximately 75 camera units, subject to change)

The camera system must utilize edge-based or server-side AI to provide proactive intelligence rather than just forensic recording. The system must utilize a centralized software platform accessible across all device types for both daily operations and emergency response.

Technical Specifications:

● All camera hardware must provide high-definition resolution of 5MP or better. The selected vendor must offer a diverse range of models to ensure comprehensive coverage, including dome, multisensor, dual-head, bullet, and fisheye units.

● AI Intelligence: The system must feature edge-based AI for proactive intelligence.

Tracking and Recognition:

● Facial Recognition & Person Tracking:

○ Facial Recognition: Ability to detect individuals on "No-Entry" watchlists (e.g., restricted guardians).

○ ○ "Find My Student/Staff": Search by physical attributes (clothing color, gender, carried objects) to track movement in seconds.

○ ○ Behavioral Analytics: Automated detection of "loitering" in high-risk zones or after-hours motion in interior hallways.

● Scrub Bar Navigation: Software must include a "scrub bar" feature for rapid searching and precise playback of recorded events.

● Privacy-Sensitive Controls: The system must provide advanced privacy-sensitive controls, such as live face blurring, to protect student and staff identities during live and recorded playback.

● Staff Notifications: The platform must offer multi-channel notification options (app, SMS, email) for staff and security.

● Data & Compliance: Bidders must specify data retention (minimum of 30-days) and encryption protocols for all biometric/facial data.

● Emergency Integration: Live feeds must be instantly accessible by law enforcement and 911 dispatch.

● Training & Support: The vendor will conduct comprehensive staff training on the camera’s platform upon project completion. Additionally, a 24/7 technical support line must be provided for immediate troubleshooting and assistance.

● Infrastructure Flexibility: Bidders may consider the reuse of existing cabling and wires, provided they are tested and verified for compatibility with the new system.

● CRG Mapping Integration: The platform must feature integrated Critical Response Group (CRG) mapping to provide a visual spatial context for camera locations

● Privacy Controls: Bidders must specify data retention (minimum of 30-days) and encryption protocols for all biometric/facial data.

● For example (Verkada):

Item 3: Interior Door Locking Devices Budget Allocation: Approximately 75 devices

Installation of mechanical room-locking hardware that serves as a full replacement or enhancement of existing sets. This installs approximately 75 classroom mechanical locking devices with programmable access and existing fobs, with an indicator that alerts staff if the door is locked or unlocked from the interior of the space.

Hardware Requirements:

● Visual Status Indicators: All devices must feature a visible indicator (e.g., "LOCKED" in red) to provide staff with immediate confirmation of door status.

● Streamlined Access: Hardware must match new ELE (Elementary) and MHS (Middle/High School) locks with one common district master key.

● Integration: Must integrate with existing Yale door lock devices.

● Lockdown: Must be fully integrated with physical panic buttons and the mass notification application to enable immediate, centralized lockdown during an emergency.

● For example:

Item 4: Exterior Door Monitoring Budget Allocation: Approximately 50 alarms, video intercom stations, subject to change

Technical Specifications:

● Propped-Door Video Link: If a door is left open for a specified time, the system must trigger a "Video Pop-up" on the administration's desktop and mobile app, showing the AI-tagged camera feed for that specific door.

● Door-Prop Alarm: Every exterior door must be equipped with a prop alarm module featuring adjustable delay settings from 5 to 300 seconds.

● Intelligent Timing: Every exterior door must be equipped with a prop alarm module capable of adjustable delay settings (typically 1 to 240 seconds).

● Video Integration: If a door is propped, a "Video Pop-up" must automatically appear on administrative desktop or alarm monitoring mobile app

● Video Intercom Entrance Stations: Secure stations will be installed at each main entry point for centralized access control and visitor verification

Hardware & Usability Specifications:

● Local Management: Units must include a bypass or reset switch (e.g., mortise cylinder or keylock) to allow for authorized events like student dismissal or deliveries without triggering alarms. (Alarm keypad or mobile app option for disarming)

● Durability: All hardware must feature vandal-resistant aluminum or stainless steel construction suitable for high-traffic environments, as well as weather-proof to IK08

● System Utility: The platform must support email notifications of door status and provide full remote accessibility for administrators.

● Training & Support: Proposers must include comprehensive training and ongoing support for the monitoring platform.

Escalating Alerts (Customizable Alerts/Warnings), for example:

● Level 1 (Local Warning): A low-decibel "pre-alarm" chirp or visual LED flash to alert the immediate user that the door must be closed. (subject to change - can combine with schools’ systemwide alarm system)

● Level 2 (Active Alarm): A high-decibel (minimum 85–95dB) siren sounds if the door remains open beyond the programmed threshold. (subject to change - can combine with schools’ systemwide alarm system)

● Level 3 (System Notification): The alarm must trigger a relay to the central administration app, identifying the specific door and automatically pulling the nearest AI camera feed for visual verification.

● Local Management: Units must include a bypass or reset switch (e.g., mortise cylinder or keylock) to allow for authorized events (e.g., student dismissal, deliveries) without triggering false alarms.

● Vandal Resistance: All hardware must feature vandal-resistant aluminum or stainless steel construction suitable for high-traffic school environments.

● For example:

Item 5: Visitor Management System (VMS)

Budget Allocation: 2-complete units/kiosks (includes tablet, printer, and stand)

Technical Specifications

● Screening & Integration: Automated screening against state/national sex offender registries and internal "Banned" lists with full PowerSchool integration for students and guardians.

● Identity Management: High-definition photo capture and printing of adhesive or paper identification badges for all visitors.

● Emergency Muster: Automated SMS alerts to visitors during crisis events and the generation of real-time "Visitor Accountability Reports" for administration and responders.

● Crisis Communication: Supports real-time, two-way messaging between staff, visitors, and administrators during active incidents.

● System Interoperability: The system must be fully interoperable with mapping, video surveillance, door access, and vape sensor systems.

● For example (please include stand, ipad and charger):

Item 6: Training Requirements

The selected vendor and bidder must provide a comprehensive, tiered training program tailored to the specific roles and responsibilities of the following groups:

● Law Enforcement: Instruction on accessing the mobile Visitor Management System and the AI-camera "Bridge" to ensure rapid situational awareness during active incidents.

● Staff: Detailed training on the platform’s dual-panic capabilities, emphasizing the proper use of physical panic and lockdown buttons versus mobile app features. This includes management of escalating door-prop alerts, utilization of AI-driven camera insights for tracking and identification, and general daily navigation of the centralized surveillance platform.

● Students: Educational sessions focused on recognizing and responding to visual and audible emergency cues, specifically "Blue Light" strobe activations and instructions displayed on "Digital Message Boards.”

4. Scoring Rubric

Criteria/Non-Negotiables Weight

App Utility & 911 Integration (Speed/Reliability/Direct Link) 20%

Hardware Reliability (Supervision of pull stations, blue lights, and locks) 20%

Vendor Certifications 20%

AI Intelligence (Facial recognition accuracy and tracking speed) 10%

Ease of Use (User-friendly interface for high-stress situations) 10%

Cost Efficiency (Prioritizes safety and intelligence over lowest bidder) 10%

Customer Service and Support (24/7 support; 5-year warranty) 10%

4. Scoring Rubric