March 10, 2020
To All Interested Parties:
Please find attached hereto our Request for Proposal (RFP) #45-1920– PUBLIC ADDRESS
SYSTEM REPLACEMENTS. Please read carefully the information contained herein.
You are requested to submit 1 original (clearly identified as “ORIGINAL”), and 5 copies of your
response and one digital copy (CD ROM or Flash drive) no later than 4:00 PM Eastern Standard Time
(EST), March 31, 2020 to Amy P. George, CPPB, Buyer, Chesapeake Public Schools, School
Administration Building, 312 Cedar Road, Chesapeake, Virginia 23322. If invoking protection under
Virginia Code § 2.2-4342 relating to proprietary information and trade secrets please include one (1)
digital redacted copy.
NON-MANDATORY PRE-PROPOSAL SITE-VISITS: Non-Mandatory pre-proposal site-visits will be
held on March 18, 2020 beginning at 8:00 AM. We will meet at the first site, Western Branch Middle
School located at 4201 Hawksley Drive, Chesapeake, VA 23321 and then proceed to Western
Branch Primary School, Grassfield High School and Cedar Road Elementary School. PLEASE BE
PROMPT. Although the pre-proposal site-visits are not mandatory, it is strongly suggested that all
vendors attend. It is incumbent upon the vendor to familiarize himself with the installation sites
so as to verify conditions, measurements, restrictions, etc. present that might affect a proposal.
The purpose of these site-visits is to allow potential offerors an opportunity to present questions and
obtain clarification relative to any facet of this solicitation. The site-visits will allow the potential
offerors an opportunity to assess the current facilities and general conditions of each site. Please
bring a copy of the solicitation with you. Technical drawings will be available at the site-visits. Any
changes resulting from these site-visits will be issued in a written addendum to the solicitation.
All requests for clarification or questions regarding this RFP must be received no later than March 19,
2020 at 4:00 PM. If necessary, an addendum will be posted on DemandStar (www.demandstar.com)
as well as the Chesapeake Public Schools’ website (www.cpschools.com).
An envelope template (ATTACHMENT C) has been provided for your use to be affixed to the outside
of the envelope of your company’s RFP response. Failure to utilize the envelope template may result
in your proposal not being received and recorded in a timely manner, which may result in your
proposal not being considered..
If you have any questions concerning this RFP, please call me at (757) 547-0265 or email me at
Amy P. George, CPPB, Buyer
Chesapeake Public Schools
LETTER OF TRANSMITTAL
EQUIPMENT AND SUPPLIES / CONTRACTED SERVICES
***THIS FORM MUST BE SIGNED BELOW AND RETURNED IN THE PROPOSAL TO BE CONSIDERED A
Issue Date: March 10, 2020
Public Address System Replacements - Commodity Codes: 803-00, 803-30
Amy P. George, Buyer
Using Department: Department of Technology (DOT)
Chesapeake Public Schools
March 31, 2020
312 Cedar Road
Chesapeake, VA 23322
4:00 PM, EST
Proposals shall be mailed or delivered to the Purchasing Department address listed above.
Sealed proposals will be received until 4:00 PM, March 31, 2020 for furnishing equipment/services described herein. If
necessary, an addendum will be posted on DemandStar (www.demandstar.com) as well as the Chesapeake Public
Schools’ website (www.cpschools.com).
In compliance with this request for proposals and to all the conditions imposed therein and hereby incorporated by
reference, the undersigned offers, and agrees to furnish services requested in the solicitation. I hereby certify that the
information supplied herein is correct and that neither the firm nor any person(s) connected with the firm as a principal
or officer, to my knowledge, is not debarred or otherwise declared ineligible by any agency of the federal, state and/or
local government, the Commonwealth of Virginia, or any locality in the State of Virginia, from contracting to provide the
goods and/or services requested herein, nor is it an agent of any person or entity that is currently so debarred.
THIS SECTION MUST BE COMPLETED AND SIGNED BY AN AUTHORIZED REPRESENTATIVE OF YOUR FIRM.
Name and Address of Contractor:
(Please sign in ink)
(Please print signer’s name)
FEI #: _____________________________________
Contractor Website: ___________________________
Acknowledge receipt of Addendum #1 _____ #2 _____ #3 _____ #4 _____ #5 _____
(Initial above for each addendum received)
VENDOR’S AUTHORIZATION TO TRANSACT BUSINESS IN THE COMMONWEALTH
PLEASE COMPLETE AND RETURN WITH RESPONSE
To the extent the Contractor is organized as a stock or non-stock corporation, limited liability company,
business trust, or limited partnership or registered as a registered limited liability partnership; such entity
shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity by
the State Corporation Commission. Any such business entity shall not allow its existence to lapse or its
certificate of authority or registration to transact business in the Commonwealth to be revoked or cancelled
at any time during the term of this contract. The Owner may void any contract with a business entity if the
business entity fails to remain in compliance with the provisions of Virginia Code Section 2.2-4311.2.
Any bidder or vendor organized or authorized to transact business in the Commonwealth pursuant to Title
13.1 or Title 50 shall include in its bid or proposal the identification number issued to it by the State
Corporation Commission. Any bidder or vendor that is not required to be authorized to transact business
in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by
law shall include in its bid or proposal a statement describing why the bidder or vendor is not required to
be so authorized.
State Corporation Commission Identification No.: ___________________________________________
Describe why the bidder or offeror is not required to be authorized by the State Corporation Commission:
INTRODUCTION, STATEMENT OF NEEDS
The purpose of this RFP is to solicit sealed proposals from qualified vendors to provide PUBLIC
ADDRESS SYSTEM REPLACEMENTS for the each of the following schools: Cedar Road
Elementary School, Grassfield High School, Western Branch Middle School and Western Branch
Primary School as well other locations on an ongoing and as needed basis as per the terms and
conditions of this request for proposal. Additional projects may be in the form of new construction,
upgrades or retrofits and will be ordered on an as-needed basis.
Chesapeake Public Schools system serves over 39,000 students with almost 5,700 teachers,
administrators, and various support personnel. We have 45 schools and 2 centers, along with
other special facilities such as the Chesapeake Planetarium, our own radio station (WFOS FM),
and our own TV station (CPS-TV). Our 7 high schools, 10 middle schools, 28 elementary schools,
Chesapeake Career Center, and Chesapeake Center for Student Success are dedicated to high
levels of performance. In addition, we have one of the highest on-time graduation rates and one
of the lowest drop-out rates in the Commonwealth.
1.3 STATEMENT OF NEEDS
The successful vendor shall be responsible for the assessment of the current public address
systems, the existing infrastructure and general conditions in each school identified for
replacement in order to provide a proposal for the complete replacement solution for each
The successful vendor will be responsible for providing all equipment, installation, manpower,
accessories, and materials in accordance with these specifications to provide a complete and
satisfactorily operating Public Address System. The vendor shall use materials and equipment of
types, sizes, ratings and performances that comply with referenced standards and manufacturers’
standard design and construction, in accordance with published product information. The vendor
shall coordinate the features of all materials and equipment so they form an integrated system,
with components and interconnections matched for optimum performance at each site. The
vendor shall include all engineering, material, freight, labor, project management, testing and
training in their proposal.
The final Scope of Work will be a coordination of effort between the District and the
successful vendor, based on the successful vendor’s proposal and final contract negotiations.
The District intends to select a vendor based on the best value, most functionality, greatest
reliability and the vendor’s ability to execute a contract of this size and scope successfully to
include support, warranty work, and ongoing maintenance.
GENERAL TERMS AND CONDITIONS
By submitting their proposals, Vendors certify to the District that they will conform to the
provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair
Employment Contracting Act of 1975, as amended, where applicable, the Virginians With
Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public
Procurement Act (VPPA). If the award is made to a faith-based organization, the organization
shall not discriminate against any recipient of goods, services, or disbursements made pursuant
to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a
religious practice, or on the basis of race, age, color, gender or national origin and shall be
subject to the same rules as other organizations that contract with public bodies to account for the
use of the funds provided; however, if the faith-based organization segregates public funds into
separate accounts, only the accounts and programs funded with public funds shall be subject to
audit by the public body. (Code of Virginia, § 2.2-4343.1E).
In every contract over $10,000 the provisions in A and B below apply:
A. During the performance of this contract, the Contractor agrees as follows:
1. The Contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment, except where there is a
bona fide occupational qualification reasonably necessary to the normal operation of the
Contractor. The Contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the provisions of this
2. The Contractor, in all solicitations or advertisements for employees placed by or on
behalf of the Contractor, will state that such Contractor is an equal opportunity
3. Notices, advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting these requirements.
a. The Contractor will include the provisions of “A” above in every subcontract or
purchase order over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
2.2 ETHICS IN PUBLIC CONTRACTING (SEC 2.2-4367 ET SEQ. CODE OF VIRGINIA):
By submitting their proposals, Vendors certify that their proposals are made without collusion or
fraud and that they have not offered or received any kickbacks or inducements from any other
Vendor, supplier, manufacturer or subcontractor in connection with their proposal, and that they
have not conferred on any public employee having official responsibility for this procurement
transaction any payment, loan, subscription, advance, deposit of money, services or anything of
more than nominal value, present or promised, unless consideration of substantially equal or
greater value was exchanged.