Vape Detectors.pdf

This is a Request for Proposal (RFP) issued by Pennfield Schools, located in Battle Creek, Michigan, seeking qualified vendors to provide and install vape detection systems at Pennfield High School. The project aims to enhance campus safety and promote a healthy learning environment by detecting and discouraging vaping and related activities within school facilities. The RFP was issued on October 22, 2025, with a proposal submission deadline of November 14, 2025, at 1:00 p.m. A mandatory site walkthrough is scheduled for October 27, 2025, at 3:00 p.m. The evaluation period runs from November 14-17, 2025, with vendor selection and notification occurring on November 18, 2025. The installation and implementation target date is January 2, 2026. Proposals must be submitted electronically in PDF format to Superintendent Stephanie Lemmer at lemmers@pennfield.net.

The vape detection system must include Wi-Fi connectivity integrated with the district's wireless network, battery operation independent of hardwired power with extended battery life, SMS alert notifications to designated staff upon detection of vape or smoke events, and full integration capability with the existing ExacqVision Video Management System to provide synchronized video footage corresponding to detection alerts. The scope of work encompasses provision of all equipment, materials, and labor for installation; device configuration for network connectivity and SMS alerts; system integration with ExacqVision; functionality testing; staff training on operation and maintenance; and technical documentation with warranty information. Vendor proposals must include company profile with K-12 installation experience, technical specifications, system integration process description, implementation timeline, itemized cost proposal with optional maintenance plans, and references from at least three educational clients. Proposals will be evaluated based on compliance with required features and specifications, cost-effectiveness and total value, vendor experience and references, warranty and support options, and implementation timeline with training plan. Pennfield Schools reserves the right to reject any or all proposals, accept proposals in whole or in part, waive irregularities or informalities, and negotiate with any or all qualified vendors.