RVSD IP Paging RFP.pdf

Request for Proposal (RFP) IP Paging and Mass Notification System with Structured Cabling

Introduction River Valley School District (RVSD) is issuing this Request for Proposal (RFP) to solicit competitive proposals from qualified vendors to design, furnish, install, configure, and support a fully IP-based Paging and Mass Notification System, including associated Category 6 structured cabling. This RFP is informed by and derived from the technical, functional, and performance requirements outlined in the budgetary estimate provided in (Moss Quote).

The intent of this RFP is to ensure RVSD receives comparable, functionally equivalent solutions while maintaining competitive procurement and compliance with district purchasing policies.

Issuing Organization River Valley School District

15480 Three Oaks Rd

Three Oaks, MI 49128

Project Background and Objectives RVSD seeks to deploy a modern, reliable, and scalable IP-based paging and emergency notification system capable of supporting daily announcements, bell scheduling, intercom functionality, and emergency communications across instructional, administrative, and common areas. The system must integrate with the district’s existing IP telephony and network infrastructure and support future expansion.

Scope of Work General Scope The selected vendor shall provide a turnkey solution, including but not limited to:

● Project management and coordination

● Engineering and design review

● Equipment procurement

● Installation and configuration

● Testing and commissioning

● Documentation and training

IP Paging System Requirements Proposed solutions must include the following functional components:

a. IP Paging Endpoints

● IP ceiling-mounted speakers for classrooms (2’ x 2’ drop-ceiling format)

● IP surface-mount speakers for corridors, offices, and common areas

● IP horn speakers for gymnasium and large-volume spaces

● All speakers must be PoE-powered and SIP-enabled

● Support for two-way audio/intercom where applicable

● Integration with approved paging and mass notification software platforms

b. Paging Features and Capabilities

● Zoned paging and broadcast control

● Emergency notification capability

● Bell scheduling and automated announcements

● Code alerts and priority overrides

● Support for multicast and broadcast paging

● Compatibility with third-party and district-approved applications

Structured Cabling Requirements Vendors shall include structured cabling necessary to support the IP paging system, including:

● Installation of new Category 6 plenum-rated cabling to each IP endpoint

● Relocation of existing data drops where required

● Standard-height and high-ceiling cable drops

● Proper cable management (J-hooks, supports, raceway where required)

● Testing, labeling, and documentation of all cabling runs

Network and Integration Requirements The system must:

● Operate on the district’s IP network infrastructure

● Support SIP-based communication standards

● Be compatible with existing VoIP / PBX systems

● Allow centralized management and provisioning of IP endpoints

● Require no proprietary network hardware beyond standard PoE switching

Installation and Site Conditions

● Installation shall assume standard classroom drop-ceiling environments unless otherwise specified

● High-ceiling areas may require coordination with district-provided access equipment or lifts

● Vendor shall coordinate installation schedules with district IT and facilities staff

● All work must comply with applicable codes, safety standards, and district policies

Training and Documentation The successful vendor shall provide:

● End-user training for paging and notification functionality

● Administrative/system training for IT staff

● Complete as-built drawings and configuration documentation

● Test results for all cabling and IP endpoints

Warranty and Support Proposals must clearly define:

● Manufacturer warranty for IP paging devices

● Labor and workmanship warranty

● Ongoing support and maintenance options

● Software licensing terms (initial and renewal)

*Any assumptions regarding third-party software licensing or additional modules must be disclosed.

Proposal Submission Requirements Vendor proposals should include the following sections:

1. Executive Summary

2. Company Qualifications and Relevant Experience

3. Technical Solution Description

4. Compliance with Scope and Requirements

5. Project Schedule and Milestones

6. Pricing and Cost Breakdown

7. Warranty, Support, and Maintenance

8. Exceptions or Clarifications

Evaluation Criteria Proposals will be evaluated based on, but not limited to:

● Compliance with technical and functional requirements

● Vendor experience with K–12 or similar environments

● Quality and scalability of proposed solution

● Total cost of ownership

● Support, warranty, and training offerings

Terms and Conditions RVSD reserves the right to:

● Reject any or all proposals

● Request clarification or additional information

● Negotiate scope and pricing with selected vendors

● Award all or part of the project based on district needs and budget

Schedule (Indicative)

● RFP Issue Date: 06/01/2026

● Questions Due: 06/05/2026

● Proposal Due Date: 06/15/2026

● Anticipated Award: 06/22/2026

Contact Information All communications regarding this RFP shall be directed to:

River Valley School District – Technology Department & Business Office

Director of Technology – Michael Glassman (michael.glassman@rivervalleyschools.org) Business Office – Brian Brown & Courtney Schubach (business.office@rivervalleyschools.org) mailto:michael.glassman@rivervalleyschools.org