AV, Cabling, PA & Clock RFP

Lake Orion Community Schools issued a Request for Proposal for comprehensive audiovisual, cabling, public address, and clock systems infrastructure upgrades across multiple school buildings in Michigan. The RFP encompasses four primary procurement sections: classroom AV systems including 65", 75", and 86" SMART interactive flat panels (with a strong district preference for SMART MX models), document cameras, and sound enhancement systems with wireless microphones; structured cabling infrastructure with Category 6 UTP and fiber optic backbone systems with 25-year performance guarantees; large-area presentation equipment including projectors and audio amplification systems; and public address and clock systems featuring networked analog and digital clocks with integrated management capabilities. The project involves phased implementation across six initial buildings (Carpenter Elementary, Orion Oaks Elementary, Paint Creek Elementary, Webber Elementary, Lake Orion High School, Learning Options, and an Early Childhood Center) from 2020 through 2024, with total device inventory requirements including approximately 246 wall-mounted 75" interactive flat panels, 28 cart-mounted units, 264 document cameras, 670 structured cabling locations, 629 ceiling speakers, 368 analog clocks, and 168 digital clocks. The original proposal deadline was February 28, 2020, at 12:00 noon, extended to March 6, 2020, at 1:00 p.m. through Addendum 2, with submission directed to the LOCS Technology Department at 455 East Scripps Road, Lake Orion, Michigan 48360. All equipment must comply with UL certification standards, include minimum five-year parts and labor warranties with one year of next-business-day onsite service, support SMART Learning Suite software at no additional cost, and include automatic software updates and remote management capabilities. Required vendor submissions include detailed technical specifications, pricing forms, compliance documentation (Non-Familial Relationship Affidavit, Iran Economic Sanctions Act Affidavit, School Safety Affidavit), Comply/Exception Form, Equipment Specifications, Vendor Questionnaire, and Device Inventory forms in Microsoft Excel format. The District reserves the right to award contracts to one or multiple vendors across project categories, adjust quantities up or downward by 25% without altering unit prices, and select certain equipment from various vendor proposals.

Lake Orion Community Schools applied its local preference resolution to all proposals and reserved the right to reject any or all bids in whole or in part. The RFP required vendors to provide extended unit pricing terms available to any requesting Oakland County school district for the specified contract period, with vendors obligated to guarantee either specific pricing for identical equipment models or provide percentage discounts off educational list prices for model changes through 2024. Seven vendors attended the prebid meeting held on February 19, 2020, at the CERC Building (455 East Scripps Road): DAT, Security Designs, Sound Planning Communications, Starboard, Tierney, Vector Tech Group, and VSC. Demonstrations were required for existing classroom presentation and audio systems, cabling in buildings undergoing recabling, KIVA AV equipment, and existing public address components with associated cabling. The District indicated it would provide necessary computing infrastructure at its data center for the centralized management system, with vendors required to specify processing, memory, storage, and bandwidth requirements; vendors were responsible for noting that the data center was relocating to Oakland Schools. Performance bonds and bonding limits equal to the total project cost were required for awards exceeding $50,000 involving construction, along with a 5% bid bond or cashier's check. While specific award values were not disclosed in the RFP documents, the anticipated award date was April 2020, with substantial project completion required by August 14, 2020, and payment terms structured as progress billing up to 90% of the contract price with 10% retainage held and dispersed upon documentation delivery and final acceptance.