Valcom HS RFP.pdf

HASTINGS AREA SCHOOL SYSTEM

232 West Grand Street • Hastings, Michigan 49058 • (269) 948-4400 • FAX (269) 948-4425 Web Site: www.hassk12.org

Request for Proposal

IP based Valcom PA/Intercom System for

Hastings High School Campus

520 W South St.

Hastings, MI 49058

1. Introduction:

Hastings Area School System (HASS) invites proposals for the installation and implementation of a Valcom IP Intercom System to replace the legacy Bogen Multicom 2000. HASS seeks to enhance its communication infrastructure to ensure efficient and effective communication, to improve response to and control of emergency events across the High School campus.

2. Objectives:

The primary objectives of this project are as follows:

● Implement a Valcom IP Intercom System to replace the existing Bogen Multicom 2000 system.

● Remove and dispose of all existing PA system components and associated cabling, wiring and accessible conduit.

● Enhance communication capabilities for staff, students, and visitors.

● Improve emergency response procedures through seamless communication channels.

● Ensure scalability and future expansion of the intercom system for upcoming district expansions.

3. Scope of Work:

The selected contractor will be responsible for the following:

● Conducting a comprehensive assessment of the campus to determine the optimal placement of intercom and PA hardware, verify existing facilities, and network assessment. (floor plans will be provided by HASS for contractor use)

● Provide any and all tools, equipment and hardware to complete work.

● Procuring and installing Valcom IP Intercom System hardware and software.

● Integrating the intercom system with existing communication and alarming infrastructure (Existing VOIP phone system, SIP, multicast and fire alarm systems).

● Remove and dispose of all existing terminal blocks, cabling/wiring and conduit associated with the current PA/Intercom system.

● Providing training sessions for administrative, maintenance, technology and security staff on system operation and maintenance.

● Offer ongoing technical support post-implementation.

4. Proposal Requirements:

Proposals should include, but not limited to, the following:

● The vendor is to be a Valcom Engineered (ES) authorized installed or must include adequate Valcom remote technical service support services (VETSS) to ensure system programming and end-user training is complete per HASS requirements.

● Detailed description of the proposed Valcom IP Intercom System solution, including specifications, features, and capabilities.

● Implementation timeline outlining key milestones and deliverables.

● Cost breakdown, including hardware, software, installation, training, and ongoing support.

● Vendor qualifications, experience, and references for similar projects.

● Warranty and support services offered by the vendor.

● Any additional recommendations or value-added services.

● All products shall be from Valcom or Valcom recommended/approved vendor with the exception of hardware that is specified by HASS.

5. Proposal Submission:

Interested vendors are invited to submit their proposals electronically to Dale Krueger ( dale.krueger@hassk12.org ) and Elizabeth Macklin ( elizabeth.macklin@hassk12.org ) no later than September 18, 2026. Late submissions will not be considered.

6. Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

● Compliance with the requirements outlined in this RFP.

● Technical soundness and compatibility of the proposed solution with the needs of HASS.

● Cost-effectiveness and value proposition.

● Vendor experience and reputation.

● Quality of support services offered.

7. Timeline:

● RFP Issuance: August 31, 2026

● In person walkthrough 9:15 AM, September 8, 2026, Hastings High School

● Proposal Submission Deadline: September 18, 2026

8. Contact Information:

For inquiries or clarification regarding this RFP, please contact Dale Krueger at dale.krueger@hassk12.org

10. Reservation of Rights:

Hastings Area School System reserves the right to:

● Reject any or all proposals received.

● Waive any irregularities or deficiencies in proposals received.

● Negotiate with selected vendors to modify terms and conditions, if deemed necessary.

11. Legal Compliance:

All proposals must comply with applicable laws, regulations, and ethical standards.

12. Acceptance of Terms:

By submitting a proposal, vendors acknowledge and accept all terms and conditions outlined in this

RFP.

Project Details:

Install new Valcom IP based PA/Intercom using following components, other Valcom components as recommended and agreed upon in writing by contractor and HASS, as well as various other hardware necessary for completion of all work. (the following list is not inclusive of all supplies/hardware needed, contractor to be responsible for providing supplies and hardware necessary for code compliant completion of all work)

The IP endpoints (gateways, LCD displays, speakers, horns, etc) to include firmware updates to accommodate 3rd party software control.

Existing network infrastructure can be utilized whenever possible so as to increase cost savings for HASS (example: Many classrooms have existing unused cat5e network drop in ceiling).

Upon completion of installation, mapping of all IP components will be provided to HASS.

Any existing or new patch panel and jack locations utilized for this project shall be labeled in accord with the existing identification scheme.

Note: Any and all hardware/cabling installed in or above ceilings must be plenum rated, code compliant for use in plenum spaces or contained within appropriately rated enclosures.

Quantities to be noted by the contractor in proposals.

1) VEIP6K-1 (Communication Software/hardware package)

2) VE8092 (desk mount interactive console)

3) VIP-LD222 (two sided LCD screen with flashers and audio)

4) VIP-LD221 (single sided LCD screen with flashers and audio)

5) VE2978 (call-in switch)

6) VE9022A-2 (2 x 2 lay-in analog 1-way ceiling speaker)

7) V-1020C (8” round analog 1-way recessed ceiling speaker)

8) V-9916M (speaker mounting bridge with back box)

9) VP-6124 with VP-9202 (analog speaker power supply) 10)VE4030A (one way surface wall speaker) 11)VIP-142-GY (one way interior paging horn) 12)VIP-172AL-VRSS (2-way intercom station)

13)VE8001AR-V4

14)VE80XX-Series 15)Other Valcom components as necessary to complete the installation and implementation of system.

16)As needed- Cisco Catalyst 9300 series PoE++ network switches

17) CJ688TGOR (Panduit PAN-NET MINI-COM TX6 plus jack module) 18)Misc: POE++ power injectors, category cabling, category terminations, patch panels, cable guards, fire-caulking/blocking, cable penetration sleeves, cable ties, cable hanging/mounting hardware, junction boxes, audio cabling and any miscellaneous fastening or mounting hardware needed to complete work.