RFP for Classroom Sound Field Amplification Replacement

Hartland Consolidated Schools in Hartland, Michigan is soliciting competitive bids through this Request for Proposal for the procurement and installation of 27 classroom sound field amplification systems, with an option to procure an additional 3 units for a total of 30 systems, along with careful removal of existing systems. Each system must feature a DECT-based transmission and reception platform with either four ceiling-mount speakers or two wall-mount speakers (28 systems requiring ceiling-mount and 2 requiring wall-mount configuration), two pendant wireless microphones with rechargeable batteries per classroom, two auxiliary stereo inputs, individual volume control for microphones and sources, and a minimum three-year standard manufacturer's warranty. Pricing must be submitted on a per-unit basis with all costs including transportation and delivery fully prepaid by the successful bidder to the designated warehouse location. The RFP was released on April 15, 2019, with a written clarification request deadline of April 25, 2019 at 3:00 PM, and proposals are due May 6, 2019 at 10:00 AM at the Hartland Consolidated Schools Educational Support Services Center. Post-bid interviews are scheduled for May 8-10, 2019, with Board of Education consideration anticipated for June 24, 2019, and installation completion targeted for August 16, 2019. Bidders must submit one hard copy and one electronic copy of all proposal documents, including specification sheets, manufacturer warranty information, a notarized familial disclosure form, a notarized Iran Economic Sanctions Affidavit, and references from K-12 markets with similar equipment installations.

The RFP contains no specific set-aside designations or restrictions limiting participation to disadvantaged enterprises or particular organization types. Equipment is exempt from Michigan state sales tax and use tax, though bidders must include applicable taxes for non-equipment portions. No incumbent vendors or current contractors are identified in this procurement. Performance and payment bonds are not required, and the district reserves the right to award the contract to the lowest responsible bidder whose proposal meets evaluation criteria within six months of the bid due date. Voluntary alternates may be submitted but will only be considered with the low qualified base bidder after bid opening. The successful bidder agrees to begin work immediately upon receipt of a purchase order and may submit invoices for payment once equipment has been received and installed. No specific budget range or award value is disclosed in the RFP documentation.