RFP JB-206014 Visitor and Emergency Management System **SOURCING #11062**

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Oct 8, 2020
Due Date: Oct 29, 2020
Solicitation No: RFP JB-206014
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RFP JB-206014 Visitor and Emergency Management System **SOURCING #11062**

Closing Date: 10/29/2020

Closing Time: 2:00 P.M.

Bid Package: JB-206014 Visitor and Emergency Management System

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Issue Date: October 7, 2020
Page 1 of 45 Pages
RFP #JB-206014
“Visitor and Emergency Management System”
Request for Proposal (RFP)
Receipt/Opening Time and Date:
October 29, 2020 @ 2:00 PM Central
Candace Yarbough
Candace Yarbough, Director, Contracts Management
Dallas Independent School District (“Dallas ISD” or “District”) is soliciting offers for the products, goods, or services per the
specifications stated in this document. Offers shall be submitted in a sealed envelope marked on the outside with the Offeror’s name,
address, solicitation number, and title “Visitor and Emergency Management System” to:
Dallas ISD
Attn: Procurement Services
9400 North Central Expressway, Suite 1510
Dallas, Texas 75231
Offers must be submitted in sufficient time to be received and time-stamped at the above location on or before the receipt/opening
date/time indicated above. DALLAS ISD will not be responsible for delivering mail from the post office nor any other delays
encountered by hand delivery of Offers. Offers will also be accepted electronically through the District’s sourcing module. FAX
proposals and e-mailed proposals will not be accepted. Please submit your response per one method, either by submitting hard
copies or by submitting an electronic response through our website. Offers received after the receipt/opening time and date will not be
considered.
Questions concerning this solicitation document should be addressed, in writing, to John Blythe; jblythe@dallasisd.org. Questions
should be submitted not later than October 16, 2020 to allow sufficient time for responses prior to receipt/opening date/time.
Responses to questions, other than administrative questions, will be provided to all potential Offerors by means of an addendum to
the solicitation.
The attached “General Terms and Conditions” are an integral part of this solicitation and will become part of any resulting contract
unless deviations/exceptions are requested by Offeror at time of response and accepted by Dallas ISD.
Please return the following;
1. Your Original Signed Bid Response;
2. One (1) hard copy of your original signed bid response, and;
3. One (1) labeled USB thumb drives.
All forms included as part of this solicitation must be completed and returned with Offeror’s response.
This solicitation is for a one-time purchase or one-year requirement.
The District is seeking to contract with the most highly qualified Respondent(s) for products and/or services related to providing:
Visitor and Emergency Management System. Any contract resulting from this solicitation will be awarded on the basis of
demonstrated competence and qualifications to perform such services for a fair and reasonable price. See “Contract Documents and
Order of Precedence” in General Terms and Conditions.
Signature below represents that Offer is submitted.
OFFER MUST BE SIGNED
Company Name:
Address:
Email Address:
Submitter’s Signature:
Submitter’s Name/Title:
City, State and Zip Code:
Telephone No.
Date:
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STATEMENT OF WORK
JB-206014
Visitor and Emergency Management System
TABLE OF CONTENTS
I. Background Information/Basic Requirements
II. Instructions and Requirements for Offer Submittal
III. Evaluation Process
IV. Forms to be Returned with Offer
V. General Terms and Conditions
VI. Special Terms and Conditions (if applicable)
VII. Exhibits and/or Appendices (if applicable)
Proposal Timeline (Estimated)
Issue RFP
RFP Due
Advertising Dates
Pre-Proposal Meeting (if applicable)
Questions Deadline
Questions Response
Evaluation and Selection
Approval/Award
October 7, 2020
October 29, 2020 @ 2:00 PM Central
October 7, 2020 and October 14, 2020
N/A
October 16, 2020
October 20, 2020
Week of November 2-6, 2020
December 17, 2020
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SECTION I: BACKGROUND INFORMATION/BASIC REQUIREMENTS
1. Dallas ISD is seeking Offers for a Visitor and Emergency Management System.
2. Dallas ISD is seeking to award to one vendor for the purchase of the goods/services identified in this solicitation.
3. The resulting Contract award, if any, is for a one-time requirement or one-year requirement.
This is a one-year Contract, but may be extended/renewed in additional one-year periods up to a maximum of three
years (i.e., two one-year extensions) at the discretion of the District, and mutual agreement, based on factors such
as, but not limited to, unit prices, delivery satisfaction, compliance with terms/conditions, and needs of the District. To
exercise each option to renew, the District must give written notice to the Offeror of its election to renew for one (1)
additional year within forty-five (45) days of the expiration of the then current term of the Agreement/Contract. If the
District fails to timely exercise any of the options to renew, all remaining options to renew shall expire and terminate.
4. The Effective Date of the Contract/Agreement, if any, is the date that award is approved by Dallas ISD’s Board of
Trustees or designated representative. In some cases, the Effective Date and the date for start of services are
separated by several weeks and/or months.
5. Dallas ISD sits in the heart of a large, diverse and dynamic region with a metropolitan population of 6.5 million people
in the 12 counties in North Central Texas. Dallas ISD comprises 384 square miles and encompasses the cities of
Dallas, Cockrell Hill, Seagoville, Addison, Wilmer and parts of Carrollton, Cedar Hill, DeSoto, Duncanville, Farmers
Branch, Garland, Grand Prairie, Highland Park, Hutchins, Lancaster and Mesquite.
a. The District is the second-largest public-school district in the state, and the 14th-largest district in the nation.
b. Dallas ISD is proud of its award-winning schools, outstanding teachers and staff, hard-working students and
committed parents and volunteers. The District serves approximately 155,000 students in pre-kindergarten
through the 12th grade, in 230 schools, employing nearly 20,000 dedicated professionals.
6. The Dallas Independent School District is seeking offers to better prepare, protect, and respond to future school
emergencies. Therefore, we are looking to enhance our current visitor management/emergency management
system across district facilities and 235 schools across our district.
Requirements
7. The visitor management system must be able to:
Complete a sex offender background check across the United States.
Screen every visitor, contractor, and volunteer instantly against the most up-to-date United States sex offender
databases.
Check visitors against custom school or district databases, which can contain custody alerts and banned visitors.
Immediately alert administrators, office staff, police and security personnel should a visitor be identified as a risk.
8. The system will need to include:
Active incident management.
School entrance monitoring.
Drill manager abilities.
Visitor management.
An electronic panic button that will instantly alert emergency responders and school personnel in the event of an
emergency.
After a crisis is over, the system should also reunify parents/guardians with their student through an electronic
system that is paperless and helps to create a better transition from school personnel to the parent or guardian.
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9. A drill management system should be able to;
Enable the district to publish drill requirements in minutes and make it easy for school administrators to schedule
them.
Have the ability to send automated notifications of upcoming drills to school and district officials and the District
administrators should be sent the drill status notifying them if schools are up to date or if schools are out of
compliance.
Gain full visibility within minutes.
Give real-time line of sight to the location and status of all students and staff within minutes of an incident
initiation.
Provide to first responders and staff to instant access to building maps, emergency operations plan, and other
emergency documents directly on their mobile devices through an app.
10. Full implementation of an access control program at all school campuses. This would include 118 scanners that
would update the current District’s visitor management scanners that will no longer be compatible with the current
visitor management system that the district is currently utilizing. Throughout Dallas ISD, we need a scanner at 118
schools that will lose their compatibility with the current visitor management system’s software after December 31,
2020.
Pricing Requirements
11. Please provide pricing for 118 Data Scanners (these must be compatible with the current visitor management system
that the district utilizes from Raptor Technologies).
12. The final cost that you are providing should include pricing for all the following components:
Visitor Management System
Drill Manager System
Active Incident Response Management System
School and Parent Reunification System
Software Updates
Technical Support
Onsite Training and support for district
All fees, training, equipment, and service for the remainder of the 2020-21 school year.
13. Please be sure to provide detailed pricing and also provide your pricing on the pricing sheets on pages 20 and 21 of
this RFP.
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Section II: INSTRUCTIONS AND REQUIREMENTS for OFFER SUBMITTAL
Offeror shall furnish to the District, all such information and data requested by the District to determine the Offeror’s
qualifications and responsibility. The requested information must be placed on the forms provided or other separate pages
where indicated--do not make reference to other documents. All answers must be complete and stand-alone. Failure to
follow directions using the outline below or not using the forms attached may result in the Offeror’s Offer being disqualified or
not considered for further evaluation.
Offerors shall familiarize themselves with existing conditions in the material and labor markets prior to submission of an offer.
The fact that an Offer (bid/proposal) is submitted will be construed by the District to indicate that the Offeror has familiarized
itself with existing or future market conditions and agrees to perform in full accordance with the specifications and other
contract documents notwithstanding existing material and labor markets’ conditions.
Offeror must comply with any insurance, bid bond or liability requirements of District as noted elsewhere in this solicitation
document.
Offeror must include pertinent literature/documentation for the proposed products/goods or services.
If Offeror requires a credit application or similar documentation in order to conduct business with Dallas ISD after award of
Contract/Agreement (if any), these documents must be submitted at the time of Offer submission.
In addition to a detailed response to the solicitation, the following forms must be completed, executed, and returned with the
Offer:
Company Information
Representation and Certification (including CIQ)
Form CIQ *
Certificate of Interested Parties Form 1295 *
Felony Conviction Notice
Subcontractor
References
Notification of no Response
Price Offer Summary
Detailed Price Affidavit
Exceptions to Terms, Conditions, and/or Statement of Work
W-9
Criminal Background Checks and Badging
M/WBE Documentation **
Interlocal Agreement (“Rider”) Consent Form
Antitrust Certification Statement
EDGAR Certification
Service/Term Agreement
Addendum (if applicable)
* Form CIQ and Form 1295 must be obtained by potential Offerors from the Texas Ethics Commission’s website
(www.ethics.state.tx.us), completed, and returned with Offer.
** Failure to complete and sign the M/WBE documentation will result in Offeror receiving zero (0) points for the
M/WBE criteria.
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