CCS Safety & Security, Weapons Detection Systems Bid No. 173-24030, Invitation to Bid
| Agency: | Cumberland County Schools |
|---|---|
| State: | North Carolina |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17523017716975142 |
| Posted Date: | Mar 13, 2024 |
| Due Date: | Mar 28, 2024 |
| Source: | Members Only |
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INVITATION FOR BIDS
DUE DATE FOR BID:2 :00 P.M. (ET) MARCH 28, 2024
R efer all inquiries to: Kevin Coleman
Telephone No: 9 10-678-2549
E -Mail: k evincoleman@ccs.k12.nc.us
Item: W eapons Detection Systems
Bid Number:173-24030
S ource of Funds: F ederal Grants /
Budgeted Money
N ame of School and Address:
C umberland County Schools
Operations Center
8 10 Gillespie St.
F ayetteville, NC 28306
Notice to Bidders:
B ids, subject to the conditions made a part hereof, will be received on the day of opening and then
opened, for furnishing and delivering the commodity as described herein. Refer to page 2 for proper
m ailing instructions.
B ids are subject to rejection unless submitted on this form.
E xecution:
In compliance with this Invitation for Bids, and subject to all the conditions herein, the undersigned offers
a nd agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each
item within the time specified herein. By executing this bid, I certify that this bid is submitted
c ompetitively and without collusion (GS. 143-54).
V ENDOR/CONTRACTOR:
Federal Tax ID or Social Security No.
S treet Address:
C ity, State, Zip:
Telephone No.:
F ax No.:
T ype or Print Name & Title of Person Signing:
D ate:
Authorized Signature:
E -mail:
Offer valid for 45 days from date of bid opening unless otherwise stated here: _______ days
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Timeline For IFB:
IFB Release Date:
D eadline for Written Questions
Deadline for Bid Submission
N otice of Award (tentative)
March 13, 2024
March 20, 2024
2 :00 p.m. (ET) March 28, 2024
M ay 15 , 2024
Q uestions: Questions regarding specifications andrequirements should be directed to Kevin Coleman by
e mail only to:
k evincoleman@ccs.k12.nc.us
M ailing Instructions: Submit two (2) fully executedb id documents in asealedenvelope/package
c learly markedB ID #173-24030and only one bid perenvelope. It is the responsibility of the bidder to
h ave the bid in this office by the specified time and date of opening. DO NOT SUBMIT AN
ELECTRONIC OR FAXED COPY OF YOUR BID. THIS SHALL BE CAUSE FOR REJECTION.
D elivered By US Postal Service, FedEx,
U PS or other courier service
Hand Delivered
P urchasing Bid #173-24030
C umberland County Schools
Cumberland County Schools
F inance Building
8 10 Gillespie St
2 491 Gillespie St
Fayetteville NC 28306
Fayetteville NC 28306
(910) 678-2507
I MPORTANT: The Bid Number from page 1 must be shown on the
o utside of the envelope.
Bid Opening: Sealed bids are due by the date andtime stated on page 1 at which time the bids shall be
opened and the names of the bidders read aloud. A bid tabulation will be provided to all bidders after the
bids have been evaluated.
Award of Contract: The Cumberland County Board ofEducation / Cumberland County Schools (CCS)
reserves the right to reject any or all offers presented and to waive any informalities and irregularities.
The place of contract shall be North Carolina, where all matters, whether sounding in contract or tort,
relating to its validity, construction, interpretation and enforcement shall be determined.
T ransportation Charges: FOB – Destination. Freightcharges must be included in the price. Delivery
shall be made to Cumberland County Schools, Operations Center, 810 Gillespie St., Fayetteville, NC
2 8306.
A cceptance of Bid:
If any or all parts of this bid are accepted by Cumberland County Schools (CCS), an authorized
representative of the CCS shall affix their signature hereto and this document and the provisions of the
Instructions to Bidders, special terms and conditions specific to this Invitation for Bids, the specifications,
a nd the North Carolina General Contract Terms and Conditions shall then constitute the written
a greement between the parties. A copy of this acceptance will be forwarded to the successful bidder(s).
Project Overview:
T he Cumberland County Schools district (hereafter referred to as “District”) is seeking a vendor to
p rovide, install, and provide training for weapons detection systems for 84 school sites. The District is
anticipating that each site will require two single-lane scanners, for a total of 168 systems. The District is
seeking proposals that will improve student, staff and visitor safety by effectively and efficiently
screening for weapons while ignoring common, harmless objects.
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Requirements and Specifications:
● T he scanner shall be designed to be a walkthrough device
The scanner shall be able to detect threats concealed on a person or in a bag
● The scanner shall be constructed in such a way that allows it to be mobile and can be moved from
one location to another.
● The scanner shall be able to be utilized indoors and outdoors.
● T he scanner lanes shall be wide enough to accommodate foot traffic and also but not limited to
wheelchairs.
● The scanner must be able to operate using a rechargeable battery
● T he proposed weapons detection systems must be fully automated with a high rate of student,
staff and visitor screening capacity.
Vendor References:
E VALUATION CRITERIA
You must list below five (5) references where your company has supplied equipment similar to that
p roposed. CCS reserves the right to require upon its request a list of users of the exact model of
e quipment bid. CCS may contact these users to determine the quality level of the offered equipment.
Such information may be considered in the evaluation of the bid.
SITE
DATE OF DELIVERY C ONTACT PERSON P HONE NUMBER
S ystem Overview (provide the following with your proposal):
1 . List the hardware and software required to implement this project.
2. Identify the project manager and the roles of key members of the implementation team.
3. What tools are employed by the implementation team to collaborate with the agency regarding project
milestones?
4. Describe the vendor’s training services. How will staff located centrally and at each of the 86 schools
b e trained on the product?
5 . Describe your implementation process for a project of this scope including a preliminary
implementation schedule for equipment delivery, the required time and process for system training, and
s ite evaluation after implementation.
6 . Please describe typical customer implementation responsibilities.
W arranty, Maintenance and Support:
1 . If a proposal is submitted in which Cumberland County Schools would purchase the weapons detection
systems, what is the length of the warranty? When does the warranty begin?
___________________________________________________________________________________
___________________________________________________________________________________
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2. Does the warranty include both maintenance and support services?
___________________________________________________________________________________
_ __________________________________________________________________________________
3 . What is the frequency of system updates?
_ __________________________________________________________________________________
_ __________________________________________________________________________________
4 . Are there any costs associated with system updates? If so, describe.
_ __________________________________________________________________________________
_ __________________________________________________________________________________
5 . Does the vendor provide support staff or do they contract with a third-party provider for support?
_ _________________________________________________________________________________
_ _________________________________________________________________________________
6 . Provide a copy of your standard support agreement, including maximum response time for
e quipment issues.
P ricing:
P rovide the pricing breakdown for each component of the proposed system for a total of 168 complete
s ystems that will be distributed across 84 locations (2 per site)
B id Evaluation: Bids are requested on the items and/ore quipment as hereinafter specified. Bidders are
c autioned that any/all information furnished or not furnished on this bid may be used as or in determining
this contract. More specifically, CCS will use the following scoring in its review of the bids received..
C riterion
C ost
Satisfaction of specifications and requirements
Availability of products and services proposed
Training strategy at each site
R eferences
Support Services
Total
Points
2 5
15
1 5
1 5
15
15
1 00
B asis for Rejection: CCS reserves the right to rejecta ny and all offers, in whole or in part, by deeming
the offer unsatisfactory as to quality or quantity, delivery, price or service offered: non-compliance with
the requirements or intent of this solicitation; lack of competitiveness; error(s) in specifications or
indications that revision would be advantageous to CCS; cancellation or other changes in the intended
p roject, or other determination that the proposed requirement is no longer needed; limitation or lack of
a vailable funds; circumstances that prevent determination of the best offer; or any other determination
that rejection would be in the best interest of CCS.
S amples: S amples are not required prior to bid openingdate; however, if required later, the bidder agrees
to furnish samples of items offered at no expense to CCS within fourteen (14) consecutive calendar days
a fter the request is made by CCS. Bids which do not comply with these requirements will be subject to
r ejection.
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Descriptive Literature: A ll bids should be accompaniedb y complete and descriptive literature,
specifications and other pertinent data necessary for their evaluation as required by the attached General
C ontract Terms and Conditions, otherwise, they may be subject to rejection. This information will allow
C CS to determine that the equipment meets all requirements. This technical literature will be the primary
s ource for bid evaluation. If a requirement is not addressed in the technical literature it must be supported
b y additional documentation and included with the bid. Bid responses without sufficient technical
d ocumentation may be rejected.
B udgetary Limitations: S hould it become necessary,based upon budgetary limitations, CCS reserves
the right to reduce or increase quantities. Therefore, bidders must include freight in the “each” pricing for
e ach line item, as well as identify a per unit installation cost for each line item if applicable.
T imeline for Complete Order: Cumberland County Schools reserves the right to order portions of the
total devices in phases, not to exceed 12 months from the date the bid is awarded. The price listed must
b e offered to Cumberland County Schools for the duration of 12 months for additional orders of the
p roduct listed in this bid.
D elivery and Installation: Items called for hereinwill be furnished, delivered, off-loaded and left ready
for use in accordance with the requirements stated herein. Bidder agrees to this schedule unless stated
o therwise stated below. The successful bidder will complete delivery within 30 calendar days upon
receipt of the Purchase Order unless otherwise stated here: _______ days. All items must be
preassembled upon arrival. Cumberland County Schools reserves the right to consider the delivery time
offered as a factor in the award of the contract.
Deviations: D eviations from specifications and requirementsn eed to be documented on a separate sheet
and attached to your bid. All item(s) offered are in strict compliance with these specifications and
requirements, and the successful bidder will be held responsible therefore. Bidder is advised that the
response (or lack thereof) on this question does not take precedence over specific responses or
non-responses provided elsewhere in this bid.
Late Bids: R egardless of the cause, a late bid willn ot be accepted and will automatically be disqualified
from consideration. It shall be the Vendor’s sole risk to ensure delivery at the designated office by the
designated time. Late bids will not be opened and may be returned to the Vendor at the expense of the
Vendor or destroyed if requested.
Award Notification: After the bids have been evaluateda nd an award has been made, each vendor who
submitted a bid will be notified of the award. The award may not be made for several weeks depending
upon the complexity of the acquisition and the length of time to complete the evaluation process.
Confidentiality of Bids: In submitting its bid, thebidder agrees not to discuss or otherwise reveal the
contents of its bid to any source outside of Cumberland County Schools until after the award of the
contract. All bidders are advised that they are not to have any communications with CCS during the
evaluation of the bids (after the public opening of the bids and before the award of the contract) unless
CCS contacts the bidder for the purpose of seeking clarification. A bidder shall not: transmit to the
issuing and or using agency any information commenting on the ability or qualifications of any other
bidder to provide the advertised equipment, defects, errors and/or omissions in any other bidder’s bid
and/or prices at any time during and/or award of the contract that is subject of this IFB. Bidders not in
compliance with this provision may be disqualified, at the option of CCS, from the contract award.
Warranty: Bidder guarantees that all proposed equipmentto be furnished is to be new and free from any
and all defects in material and workmanship and agrees to replace promptly any part or parts which by
reason of defective material or workmanship that fail under normal use, free of negligence or accident, for
a minimum period of twelve (12) months from the date put into operation. Such replacement shall
include all parts, labor, freight and transportation cost to the equipment location, which will be at no
a dditional cost to the CCS.
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