Request for Proposal (RFP)

Transcription

1 Request for Proposal (RFP) Intercom Replacement for OCPS 2016 Inquiries and requests regarding this RFP should be directed to: Michael Hale Technology Director Oconee County Schools PO Box School Street Watkinsville, GA (706) x1308 (706) FAX Proposals and bids must be delivered no later 2:00 PM on May 26, 2016 to: Oconee County Schools PO Box School Street Watkinsville, GA Please note that all proposals must be received at the designated location by the stated deadline. Late proposals will be returned unopened and shall be considered void and unacceptable. After the deadline, proposals will be evaluated for this RFP. Not all proposal information is considered public, and only the final contract and costs of award will be available to the public. No proposal information will be shared until after the award. OCONEE COUNTY SCHOOLS RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS AND PROPOSALS AND TO AWARD IN PART OR IN TOTAL WHICHEVER IS DEEMED TO BE IN THE BEST INTEREST OF THE SCHOOL DISTRICT.

2 Background Oconee County is located approximately eight miles from Athens, GA and the University of Georgia. Oconee County Schools (OCS) will be replacing the intercom system at Oconee County Primary School located at 2290 Hog Mountain Road, Watkinsville, GA. We are looking to replace the head end per specifications below and address other issues with endpoints within the building. We plan to use the existing wiring where possible. OCS invites vendors to submit proposals in accordance with the terms and conditions of this Request for Proposal (RFP). Scope of Services Oconee County Primary School 2290 Hog Mountain Rd, Watkinsville, GA Contractor will replace existing Dukane custom intercom system with a new system meeting specs included. The placement of the new system will be moved to a data closet approximately 150 feet from the existing location. Each station must be programmed and tested by the Contractor. If needed, the Contractor will replace wiring, speakers or call in switches to ensure proper function. It will be to the discretion of the Contractor how to integrate the current wiring at the head end for the new location of the replacement system but subject to the approval of the Owner. All wiring at head end should be relabeled to reflect current room numbers. Integration for current VoIP system must be supported including CID configuration for classroom call back. System must be accessible by local computer(s) for bell programming. Training must be provided for intercom use and bell programming. There are currently approximately 60 endpoints. Additional speakers and call buttons will be needed (see chart below). 1-way Speaker 2-way Speaker Exterior Horn Call In Switch Contractor will provide adequate equipment to allow for 15% growth. Details I. DESCRIPTION A. The Contractor shall furnish and install all equipment including, but not limited to, wiring, speakers, and all other necessary equipment to provide a complete operating system as indicated with the contract documents. Provide all necessary wall plates, specialty boxes etc. not provided by others.

3 B. The intent of this specification is to maximize communications between the classroom and administrative areas while reducing maintenance and operational cost. C. Under this specification, system shall provide a complete Communication System for the Administrative, Classroom, Cafeteria, Library, and Recreational areas. D. The Communication System shall provide distribution of intercom overhead paging, emergency paging, class change time tones, emergency tones and program material. II. RESPONSIBILITIES A. Contract documents are detailed only to the extent required to show design intent. It shall be understood and agreed upon by the Contractor that all work described herein shall be complete in every detail. B. Furnishing additional items not mentioned herein to meet requirements as specified without claim for additional payments. Items may include hardware, 66 Blocks etc., and other devices that are required for installation. C. Ensuring that labor furnished shall be trained and experienced in telecommunication systems. D. Ensuring that all equipment unless otherwise specified shall be new, free from defects, and best craftsmanship in its class. E. Ensuring that all manufactured equipment shall be installed as recommended by the manufacturers, or as indicated in their published installation manual. F. Furnishing and installing necessary equipment, back boxes, supports, and enclosures. G. Furnishing and installing all necessary wire. H. Furnishing shop drawings. I. Performing initial programming of system and audio level adjustments. J. Performing final programming of system and audio level adjustments. K. Providing system documentation including equipment manuals and drawings. L. Guaranteeing all equipment and components for their specified period from date of acceptance. M. Providing information on system requirements to any Contractor responsible for supplying related materials for this system. N. Ensuring that FCC registration and U.L. listed numbers shall be available.

4 III. IN-SERVICE TRAINING A. The Contractor shall furnish in-service training with the system. The sessions shall facilitate the training of personnel in operating classroom equipment, administrative equipment, program distribution, and user programming functions. Manuals and user guides shall be provided at the time of training. IV. INTERCOM SPECIFICATIONS 1. COMMUNICATION SYSTEM The Communication System shall be a Valcom Class Connection system and provide at least the following functions and features: A. Direct dialed intercom or one-way communication from all telephone ports to any location equipped with a talkback speaker and/or one-way self-amplified speakers. B. Automatic gain control on intercom speech to assure constant one-way page and talkback speech level. C. Microprocessor based system capable of handling up to 360 zones. A zone is defined as a speaker output and call in switch input combination. D. System shall be modular in design and capable of expanding in increments of 13 or 24 one-way or talkback page zones at a time allowing for budget flexibility and expandability. E. System shall interface with any telephone system including VoIP telephony system, thus allowing the end user(s) to upgrade or replace their telephone system without suffering a requirement to replace, or lose any feature of, their internal communications (intercom & paging) system. F. Automatically sound an alert tone over any loudspeaker connected for two-way communication to alert the personnel that this two-way call has been established. This is intended to prevent unauthorized monitoring. This tone must repeat every 15 (fifteen) seconds. G. Distribution of emergency announcement(s) from any authorized telephone to all areas furnished with a loudspeaker. Emergency announcements shall have the highest system priority. H. Shall provide one-way priority override voice paging to all zones from a microphone. I. System shall provide a contact closure associated with each one-way page zone for activation of strobes and other ancillary devices.

5 J. Distribution of general announcements from any administrative telephone, staff telephone, or room/office telephone. The system shall be capable of providing all-call, group call, multiple group call, or dial-on-the-fly page groups. K. Speakers shall be software assignable to any or all paging groups. L. Provide unlimited time tone schedules/unlimited events with the ability to automatically administer 8 (eight) or more schedules at any given time. Each scheduled event shall be capable of utilizing any one of 9 (nine) user defined internal tones/auxiliary sources. Automatically administered schedules shall be capable of simultaneous operation. Schedule administration, modification and creation functions must be available through administration PC software. Systems that do not allow the school to manage their own schedules with PC software shall not be acceptable. M. Provide 1, 2, 3 or 4 digits numbering plan, thus allowing the speaker zone and the location telephone to be the same architectural number. N. Provide facilities for up to 7 (seven) call-in priority levels. Each zone call in switch shall be assignable to any one or two of these priority levels. The call button priority levels shall have the capacity to change state on a time of day basis. The priority levels shall be as follows: 1. Normal 2. Security 3. Normal/Emergency 4. Urgent/Emergency 5. Overhead Ring 6. Emergency Only 7. Ignore O. Call in switch priority levels shall determine call queue placement. Emergency calls will be answered first; urgent calls second and normal calls last. P. System shall be capable of placing intercoms call on hold in order to perform other administrative functions. Q. Any zone/area loudspeaker must have the flexibility to be programmed as a testing room. A testing room shall be excluded from receiving general announcements, class change tones, group announcements and program material. The testing room must receive emergency tones and announcements. A dial code must be provided that will access these testing rooms at the same time, allowing for an announcement to the testing rooms for applications such as standardized testing and administrative/employee testing. The testing rooms may be reactivated to normal operation at any time by the

6 administration staff as needed. Testing rooms shall automatically be reset to normal operation before start of business the next day. R. Programmable features shall be stored in non-volatile memory and shall not be lost due to power failures. S. Zone initiated two-way intercom calls must be able to be assigned to ring at specific telephone ports. These telephone ports shall have the flexibility to be forwarded to other administrative ports should a call go unanswered or should the assigned administrative port be busy. T. Facilities to annunciate incoming intercom calls at multiple phones simultaneously. Calls may be answered from any of the administrative telephones by simply lifting handset, dialing the zone number or pressing a button on the telephone. Once answered, the call will automatically be cancelled for other phones. U. System functionality must include the capability to manually distribute up to 5 (five) emergency alert tones via pushbuttons, contact closure, or dial up tones from any administrative telephone. These tones shall be customizable with respect to cadence, type and duration. Dial up tones must only be accessible by authorized users. V. The system must provide a minimum of 4 (four) ports to be connected to the telephone system from the intercom/paging system. These 4 (four) ports shall provide built-in Enhanced Caller Line Identification which will visually announce the name of the call in location, the architectural zone number, and the status of the call-in level; thus allowing interfacing to any telephone system. W. The system shall have the ability to control all system relays. Relays shall be DTMF controlled, automatically cycle at a programmed time of day, follow time schedule events, follow time group events, follow security calls, and follow emergency and ADA calls. All relays must be software programmable with the flexibility to change as required. X. The system shall provide at least three simultaneously operating, non-restrictive program distribution channels. The audio program material shall be controlled and distributed with administration PC software allowing simple and easy changes. Y. The system shall provide a built in Ethernet port on the CPU for network connectivity over the LAN/WAN for system setup, programming, and system changes. This port shall also be utilized for the administration software as to allow easy and simple access to the system for daily, weekly, monthly, and yearly changes. 2. INTERCOM/PAGING CONTROL UNIT A. Shall be capable of expanding to 360 zones. A zone is defined as a call-in switch and/or speaker output. B. Provide pre-alert tone to zones for intercom calls and general announcements.

7 C. Ability to program and control the built-in master clock with 1024 events and unlimited time schedules with multiple time groups. D. Ability to produce user defined tone signals for time tones or emergency tones. E. Ability to select the tone on an all-call basis from any, or selected, administrative telephones. F. Provide an RS-232 port, which will give ability to monitor operations and functions of the systems. G. Provide off-site programming of the system. It shall also be capable of determining basic circuit faults. H. The system shall be capable of simultaneous conversations between telephone interface ports. I. The system shall have a Windows based PC administration programming tool which allows the administrative personnel to easily manage Audio Sources, Class Change schedules, paging groups, zone changes, time updates, holiday schedules and day/night mode operation from their desktop PC. J. System shall use 45 (forty-five) ohm or 25-volt speakers for intercom talkback zones. System shall also be connected to Valcom self-amplified one-way speakers and horns with built-in volume controls. An unlimited quantity of Valcom one-way speakers and horns may be connected to each zone. K. System speakers shall be capable of utilizing UTP 3/5/5e/6-telecom/data wiring for installation, thus allowing for only one type of wiring infrastructure within the facility. The speakers and call in switches shall be capable of utilizing spare pairs in the telephone wire allowing for lower installation cost. L. Provide 8 (eight) unrestricted audio paths for communication between administrative phones, program material, time tone distribution, and paging. M. Provide 6 (six) software programmable pushbutton inputs that can be used to activate tones, emergency tones, time tones, schedules, set system time, force a holiday schedule, door entry, etc. N. Provide 8 (eight) software programmable output contact closures which can be activated manually to turn on cameras, unlock doors, emergency lockdown, etc., or automatically via Master Time Control Center. O. Provide voice-synthesized call-in, which allows the administrative telephones to hear the incoming intercom call s room number over the handset.

8 P. Provide call confirmation tone at speaker when an intercom call is placed. This verifies that the call has been placed in queue. If the call is upgraded to an emergency, a second confirmation tone shall be activated. Q. Provide Emergency Voice Announce. Automatically announce the architectural zone number over any one, group, or all speakers if an emergency call-in goes unanswered. 3. WIRING A. All interior wiring shall be in accordance with new construction guidelines suggested by the Manufacturer; including the speakers and the call-in switches. All wiring shall be ground and short tested. B. All wiring shall be listed for the intended purpose. The intercom/paging system shall use UTP 3/5/5e/6 U.L. listed cable for 45-ohm talkback and one-way self-amplified speakers. C. All wiring shall be installed in raceways or plenum rated cable. 4.0 PROTECTION A. The contractor shall provide all necessary UPS protection on the AC power feed as well as protection on all station lines leaving/entering the building. B. Provide electronic drawings on protection devices and all relative information. QUALITY ASSURANCE A. The contractor shall have worked satisfactorily for a minimum of five (5) years on systems of this type and size. B. Furnish a list of references with specific information regarding type of project and involvement in providing of equipment and systems. C. Equipment and materials of the type for which there are independent standard testing requirements, listings, and labels shall be listed and labeled by the independent testing laboratory. D. Where equipment and materials have industry certification, labels, or standards (i.e.nema National Electrical Manufacturers Association), this equipment shall be labeled as certified or complying with standards. E. Material and equipment shall be new, and conform to grade, quality, and standards specified. Equipment and materials of the same type shall be a product of the same manufacturer throughout. F. Subcontractors shall assume all rights and obligations toward the contractor that the contractor assumes toward the owner. WARRANTY A. On-the-premise maintenance shall be provided at no cost to the buyer for a period of one (1) year (parts and labor) from date of acceptance unless damage

9 or failure is caused by misuse, abuse, neglect, or accident. Additionally, all manufacturer supplied products must be covered by a five (5) year (parts only) limited warranty from the date of acceptance. The warranty period shall begin on the date of acceptance by the owner. B. Manufacturer s warranties shall be transferred to the owner in addition to the General System Guarantee. Submit these warranties on each item in list form with electronic shop drawings. Detail specific parts within equipment that are subject to separate conditional warranty. Warranty proprietary equipment and systems involved in this contract during the guarantee period. Final payment shall not relieve you of these obligations. RFP Process Evaluation and Award Criteria Proposals will be evaluated and scored by Oconee County Schools. Vendors are urged to make their most attractive offer, since each vendor s ability to satisfy Oconee County Schools requirements as described in the RFP will be evaluated and scored based on the proposal submitted. Upon completion of the evaluation, each vendor will be advised as to whether or not it has been selected to move forward in the process. Evaluation considerations will include the following: prior comparable experience, organization, size, and structure, qualifications of personnel assigned to work with the District, responsiveness of the written proposal, and fees. While a significant factor, cost will not be a dominant factor. Cost will be particularly important when all the other evaluation criteria are relatively equal. A) Qualifications of respondent: Point Value =0-5 Demonstrated competence and professional qualifications necessary for successfully performing the work required as stated in the RFP. Backgrounds and experience of the specific individuals to be assigned to this project. B) References: Point Value = 0-5 C) Extent to which the design concept meets the goals noted in this RFP: Point Value = 0-40 Proposed approach/timeline in completing the work. Technical quality in design. Product quality/appropriateness/compatibility/performance Support and warranty D) Cost: Point Value = 0-50 RFP Contact Inquiries and requests regarding this RFP should be directed to: Michael Hale Technology Director Oconee County

10 Schools PO Box School Street Watkinsville, GA (706) x1308 (706) FAX Any and all questions relating to the content, timeline, or requirements outlined in this RFP, as well as the associated proposals, should be made via to: RFP Response Format Proposals submitted in response to this RFP are to be sent in a Word document or Adobe PDF format as an attachment to an to: mhale@oconeeschools.org. Also, hardcopies of the proposal are required as 1 original and 2 copies. Proposals must be submitted in envelopes clearly marked Oconee County Primary School Intercom Replacement Summer 2016 RFP, the name of the supplier, and either Original or Copy, as applicable, on the outside of the envelope. Proposals are to be addressed as follows: Oconee County Schools PO Box School Street Watkinsville, GA Attention: Michael Hale Timeframe and Key Dates Activity Date RFP Issued 4/28/2016 Vendor Q&A Forum Vendor RFP Responses DUE 5/10/2016 2:00 PM 5/26/2016 2:00 PM Proposal Preparation Where signatures are required, the signatory must be authorized to act on behalf of the vendor, including, without limitation, authority to sign contracts on the vendor s behalf. Questions and Vendor Forum Meeting Oconee County Schools will help clarify any issues or questions regarding this RFP. It is the vendor s responsibility to seek this clarification. Please direct all questions via to mhale@oconeeschools.org. All questions and answers will be discussed at the Vendor Forum on 5/10/2016. The meeting will begin at 2:00 PM at Oconee County Primary School Conference Room. Vendors are encouraged, but not required to attend this meeting. Vendor is limited to

11 only 2 representatives to attend the meeting. Bid Validity Any proposal submitted by vendor(s) during this process is considered legally binding and valid for the terms set forth in this document. Proposals will be considered an offer to do business with Oconee County Schools, and shall be binding for a period of 90 days from the proposal due date. Late Submissions Oconee County Schools has established the RFP process and timeline in a manner that is intended to benefit all participants. Please respect all dates and times, and adhere to established guidelines. Late submissions will not be considered for this RFP process. Pricing Vendors shall submit complete itemized pricing encompassing all products and services in the proposal. Payment will be made only on satisfactory completion of the work specified in this RFP. Company Experience and/or References OCS reserves the right to fully investigate the qualifications of any bidder(s) based on references supplied and publicly available information. Vendors are encouraged to supply evidence of experience on projects of similar nature and/or magnitude. Provide references listing: customer name, address, contact names, and telephone/ fax numbers. The vendors may also supply third party ratings to demonstrate their success in the IT marketplace. The winning respondent must provide: Certificate of Insurance naming Oconee County Schools as an additional insured. HB 87 Immigration Affidavit (copies available to download). Federal Work Authorization Program (E-Verify)