Valcom Equipment

GUILFORD COUNTY SCHOOLS
Invitation For Bid
Purchasing Department
714 Green Valley Road
Greensboro, NC 27408
Direct all inquiries to: Invitation for Bid: #6835
William Levette Bid due date: June 11th, 2026 @ 2pm
Levettw@gcsnc.com 336.370.3241 Commodity: Intercom Upgrade Project
NOTICE TO BIDDERS
Sealed bids will be received by the Guilford County School System until 2:00 PM on June 11th, 2026,
at 714 Green Valley Road, Greensboro, NC 27408, Room 2A, and immediately thereafter publicly
opened and read aloud. Please allow sufficient time for this, as late bids will not be accepted.
EXECUTION
In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the
undersigned Vendor offers and 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, the
undersigned Vendor certifies that this bid is submitted competitively and without collusion (G.S. 143-
54), that none of its officers, directors, or owners of an unincorporated business entity has been
convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the
Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth
in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this bid, the
undersigned certifies to the best of Vendor's knowledge and belief that it and its principals are not
presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded
from covered transactions by any Federal or State department or agency. As required by G.S. 143-
48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract
awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC
General Statutes, including the requirement for each employer with more than 25 employees in North
Carolina to verify the work authorization of its employees through the federal E-Verify system.
Failure to execute/sign bid prior to submittal shall render bid invalid and it WILL BE REJECTED. Late
bids will not be accepted.
Rev.03/16/21 Page 1 of 12

BIDDER: FEDERAL ID OR SOCIAL SECURITY
NO.
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE FAX NUMBER:
NUMBER:
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: TITLE
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for 120 days from date of bid opening, unless otherwise stated. After this time, any
withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this IFB.
1.0 PURPOSE AND BACKGROUND
Guilford County Schools is seeking bids from qualified vendors for new, factory-sealed, Valcom
intercom equipment that will be installed in multiple school locations. Equipment shall be free from
any defects and has full Valcom warranty status upon delivery.
2.0 GENERAL INFORMATION
This IFB is comprised of the base bid document, any attachments, and any addenda released before
contract award. All attachments and addenda released for this IFB in advance of any Contract award
are incorporated herein by reference. Bids shall be submitted in accordance with the terms and
conditions of this IFB and any addenda issued hereto.
TAXES
Guilford County Schools is NOT tax-exempt. Unless otherwise indicated, tax must be computed and
added to your bid. Any itemized shipping charges are also subject to tax. When invoiced, tax should
be invoiced as a separate line item.
MINORITY AND WOMEN OWNED BUSINESS ENTERPRISE (MWBE)
The Board of Education awards public contracts without regard to race, religion, color, creed,
national origin, sex, age or handicapped condition as defined by North Carolina General Statutes,
168A-3. GCS Board of Education promotes full and equal access to business opportunities with
Guilford County Schools. Minority businesses are encouraged to submit bids for this project. All
vendors shall have a fair and reasonable opportunity to participate in GCS business opportunities.
Ver: 03/16/21 Page 2 of 13

INSURANCE
Certificate of Insurance
Each vendor shall furnish GCS a certificate of insurance showing that the required workmen's
compensation and public liability insurance are carried by the Contractor. The certificate of
insurance should show that it is issued to or at the request of the Guilford County Board of
Education, Greensboro, North Carolina. All insurance carriers shall be licensed to do business in
North Carolina or approved to issue insurance coverage by the Commission of Insurance of North
Carolina.
The certificate of insurance shall include substantially the following provision: The insurance policies
to which this certificate refers shall not be altered or canceled until after ten (10) days' written notice of
such cancellation or alteration has been sent by certified mail to the Guilford County Board of
Education, Greensboro, North Carolina.
Public Liability Insurance
The vendor shall maintain public liability insurance covering his liability for bodily injury and
property damage which may arise from his operations, contractual obligations, products and
completed operations, as well as operations performed by independent contractors, in not less
than the following amounts:
1.A combined single limit (CSL) of $1,000,000 each occurrence, or
2.A $1,000,000 limit for Bodily Injury Liability, and $1,000,000 limit for Property Damage
Liability.
An occurrence form of policy will be required, and the certificate of insurance submitted by the
Contractor must be personally signed by a resident licensed agent of each of the companies listed on
that form.
Worker's Compensation Insurance
The Contractor shall maintain during the life of his contract all such workmen's compensation
insurance as is or may be required by the laws of North Carolina.
Terms and Conditions
It shall be the vendor's responsibility to read the instructions, terms and conditions, all relevant
exhibits and attachments, and any other components made a part of this IFB and comply with all
requirements and specifications herein. Vendors also are responsible for obtaining and complying
with all Addenda and other changes that may be issued relating to this IFB.
All bidders are hereby notified that they must have the proper license as required under the North
Carolina laws. The award of a contract under this solicitation may be paid with federal funding.
Funding is contingent upon compliance with all terms and conditions of funding award. All
prospective contractors shall comply with all applicable federal laws, regulations, executive orders,
FEMA requirements and the terms and conditions of the funding award. In addition, contractors
providing submittals shall be responsible for complying with state law and local ordinances.
3.0 SPECIFIC INFORMATION
BID DOCUMENTS
Bid documents and related information will be available on the Guilford County Schools website:
http://purchasing.gcsnc.com/BidCurrent/PurchasingQuoteList.aspx. Please locate #6835 and click on the
PDF files listed under Scope of Work.
Ver: 03/16/21 Page 3 of 13

BID QUESTIONS
Upon review of the IFB documents, vendors may have questions to clarify or interpret the IFB to
submit the best bid possible. To accommodate the bid questions process, vendors shall submit any
such questions, Written questions shall be emailed to greeneL3@gcsnc.com and
Levettw@gcsnc.com.
Reference Vendor Question
IFB Section, Page Number Vendor question...?
Questions received prior to the submission deadline date, GCS's response, and any additional terms
deemed necessary by GCS will be posted in the form of an addendum. No information, instruction
or advice provided orally or informally by any GCS personnel, whether made in response to a
question or otherwise regarding this IFB, shall be considered authoritative or binding. Vendors shall
be entitled to rely only on written material contained in an addendum to this IFB.
BID SUBMITTAL
Sealed bids, subject to the conditions made a part hereof and the receipt requirements described
below, shall be received at the address indicated below, as described herein.
Bids shall be marked on the outside of the sealed envelope with the Vendor's name, bid number and
date and time of opening. If the Vendor is submitting more than one bid, each bid shall be submitted
in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed bids
from a single Vendor may be included in the same outer package.
MAILING INSTRUCTIONS
DELIVERED BY US POSTAL SERVICE OR ANY OTHER MEANS:
IFB No. 6835
William Levette
Guilford County Schools
Purchasing Department
714 Green Valley Road
Greensboro, NC 27408
Ver: 03/16/21 Page 4 of 13

BRAND NAME
Unless otherwise indicated, manufacturer names and model numbers specified are used for
purposes of identifying and establishing general quality level desired. Such references are not
intended to be restrictive and comparable products of other manufacturers will be considered.
The specifications following are the minimum acceptable by Guilford County Schools. Any
deviations from the specifications shall be so stated in writing in the bidder's response. Please
include in your response manufacturers' model numbers along with prices of items offered. Submit
complete descriptive literature and specifications on all items offered. Bids which fail to comply
may be subject to reject
REFERENCES
Guilford County Schools reserves the right to require upon request a list of references from other
school districts or similar service agencies for which the company has provided the services or
goods solicited in this IFB. GCS may contact these users to determine quality level. Such
information may be considered in the evaluation of the bid.
WARRANTY
The vendor warrants to the owner that all equipment furnished under these specifications will be
new, of good material and workmanship, and agrees to replace promptly any part or parts which by
reason of defective material or workmanship shall fail under normal use, free of negligence or
accident, for a minimum period of 12 months from date put in operation. Such replacement shall
include all parts, labor, and transportation cost to the location where equipment is down, free of
any charge to the owner or his representative.
If applicable, please be sure to describe your best warranty offering, any special training or special
benefits at no charge that may be available, and any unique benefits you may offer. Award may
be determined by best value analysis-not necessarily the lowest price received.
TRANSPORTATION CHARGES
Free on board (FOB) to designated sites in Guilford County, NC, with all transportation charges
prepaid and included in the bid price.
Delivery
Equipment is expected to be delivered to the Guilford County School's Technology Warehouse
located at 241 Burgess Road, Greensboro, NC 27409. PLEASE PROVIDE LEAD TIME ON
DELIVERY.
Ver: 03/16/21 Page 5 of 13

4.0 AWARD AND BID EVALUATION
REVIEW AND AWARD
It is the intent of Guilford County Schools (GCS) to award this Invitation for Bid to the responsible
bidder(s) who best matches the needs of Guilford County Schools. Guilford County Schools reserves
the right to reject any or all bids presented and to waive any informalities and irregularities. Award of
this bid may be in whole or in part as deemed to be in the best interest of GCS. All projects are
awarded contingent upon funding. No bid may be withdrawn after the scheduled closing time for the
receipt of bids for a period of 120 days.
5.0 PRODUCT REQUIREMENTS
NEW
All products shall be new and unused.
6.0 Pricing Sheet
BID MUST BE SUBMITTED ON THIS FORM
This IFB is for Equipment Only:
Valcom Part Numbers and Quantities:
Line Part Number Description Qty Additional Unit Price Total
Info (EA) Price
(Lead Time)
Valcom IP6000 Communication
1 VEIP6K-1 9
Software/Hardware Package
12 Port 25 Volt/45ohm Talkback
2 VE1225S 0
Gateway
3 Network Page Zone Extender, Quad
VE8004 Audio Port 1
Network Page Zone Extender, Single
4
VE8001A Audio Port 26
5 IP 2' x 2' Lay-In Ceiling Speaker, With
VIP-422A-V4 Backbox, Talkback 352
V-9022A-2 2' x 2' Lay-In Ceiling Speaker with
6 616
Backbox, One-Way
Power Supply, Digital, 4Amp/24V 35
VP-4124D
7
IP FlexHorn(TM), With Long Line Extender,
8 VIP-480AL-W 144
One-Way, White
Vandal-Resistant Wall Speaker
9 V-9852 30
Ver: 03/16/21 Page 6 of 13

VIP-581A IP Vandal Resistant Flex Horn
10 86
VIP-430A IP Metal Wall Speaker, One- 128
11 Way/Talkback Programmable, Gray with
Black Grille
IP Text Sign with Speaker and Flashers,
12 VL520BK-F-FC 28
7-Color, 20-Inch Wide, Black
13 VIP-9831A-W One-Way IP Stealth Horn - White 3
14 V-2972 Call Button with Rocker Switch, Stainless 389
Steel
TOTAL EQUIPMENT BID PRICE $
SHIPPING CHARGES $
SUBTOTAL $
6.75% SALES TAX $
TOTAL COST $
Ver: 03/16/21 Page 7 of 13

INSTRUCTIONS TO BIDDERS
1. READ, REVIEW AND COMPLY: It shall be the bidder's responsibility to read this entire document, review all enclosures and
attachments, and comply with all requirements specified herein.
2. NOTICE TO BIDDERS: All bids are subject to the provisions of the Instructions to Bidders, special terms and conditions
specific to this Invitation for Bids, the specifications, and the North Carolina General Contract Terms and Conditions.
The Guilford County Schools (GCS) objects to and will not evaluate or consider any additional terms and conditions submitted
with a bidder response. This applies to any language appearing in or attached to the document as part of the bidder's
response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.
By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect.
3. DEFINITIONS:
* BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.
* TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period
of time based on estimated quantities only.
* STATEWIDE TERM CONTRACT: A term Contract for all agencies, unless exempted by statute, rule, or special term and
condition specific to this bid.
* AGENCY SPECIFIC TERM CONTRACT: A Term Contract for a specific agency.
* OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.
4. EXECUTION: Failure to sign under EXECUTION section will render bid invalid.
5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1)
special terms and conditions specific to this bid, (2) specifications, (3) North Carolina General Contract Terms and Conditions,
and (4) Instructions to Bidders.
6. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder's offer shall be valid for
45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and
acceptance.
7. PROMPT PAYMENT DISCOUNTS: Bidders are urged to compute all discounts into the price offered. If a prompt payment
discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical
prices.
8. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be
considered that items offered are in strict compliance with these specifications, and bidder will be held responsible therefore.
Deviations shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying
that any deviation will be acceptable.
9. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and in the spaces provided
in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive
literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid
will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.
10. RECYCLING AND SOURCE REDUCTION: It is the policy of this State to encourage and promote the purchase of products
with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable,
more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.
We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of
commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible
for providing packaging that will protect the commodity and contain it for its intended use.
Companies are strongly urged to bring to the attention of the purchasers in the Division of Purchase and Contract those
products or packaging they offer which have recycled content and that are recyclable.
11. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser
named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be
made only by written addendum from the Division of Purchase and Contract. The bidder is cautioned that the requirements of
this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.
12. ACCEPTANCE AND REJECTION: GCS reserves the right to reject any and all bids, to waive any informality in bids and,
unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in
error and the other is obviously correct, the incorrect price will be disregarded.
13. REFERENCES: GCS reserves the right to require a list of users of the exact item offered. GCS may contact these users to
determine acceptability of the bid. Such information may be considered in the evaluation of the bid.
14. TAXES:
* FEDERAL: All agencies participating in this contract are exempt from Federal Taxes, such as excise and transportation.
Exemption forms submitted by the contractor will be executed and returned by the using agency.
* OTHER: Prices offered are not to include any personal property taxes, nor any sales or use tax (or fees) unless required
by the North Carolina Department of Revenue.
* Any applicable taxes shall be invoiced as a separate item.
15. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest
and best bid most advantageous to GCS as determined upon consideration of such factors as: prices offered; the quality of the
articles offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the
specifications and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services
needed; the date or dates of delivery and performance; and such other factors deemed by GCS to be pertinent or peculiar to
Ver: 03/16/21 Page 8 of 13

the purchase in question. Unless otherwise specified by GCS or the bidder, GCS reserves the right to accept any item or group
of items on a multi-item bid.
In addition, on TERM CONTRACTS, GCS reserves the right to make partial, progressive or multiple awards: where it is
advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated
requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by GCS to be pertinent or
peculiar to the purchase in question.
All contracts are awarded contingent upon the availability of funds.
16. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, GCS
invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled,
disabled business enterprises and non-profit work centers for the blind and severely disabled.
17. CONFIDENTIAL INFORMATION: As provided by statute and rule, the GCS will consider keeping trade secrets which the
bidder does not wish disclosed confidential. Each page shall be identified in boldface at the top and bottom as
"CONFIDENTIAL" by the bidder. Cost information shall not be deemed confidential. In spite of what is labeled as a trade
secret, the determination whether it is or not will be determined by North Carolina law.
18. SAMPLES: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will,
upon request be returned at the bidder's expense. Request for the return of samples must be made within 10 days following
date of bid opening. Otherwise the samples will become GCS property. Each individual sample must be labeled with the
bidder's name, bid number, and item number. A sample on which an award is made, will be retained until the contract is
completed, and then returned, if requested, as specified above.
19. PROTEST PROCEDURES: When an offeror wants to protest a contract awarded pursuant to this solicitation, that is over
$10,000, they must submit a written request to the GCS Purchasing Officer at the address given in the solicitation document
entitled "Mailing Instructions". This request must be received in the Purchasing Department within (5) consecutive business
days of the e-mail notification to the offeror of GCS' intent to maintain the original award. The offeror must submit a written
protest letter to the GCS Purchasing Officer. This letter must contain specific reasons and any supporting documentation for the
protest.
20. MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase
shall be read to include the plural and vice versa.
21. DEFAULT AND PERFORMANCE BOND: In case of default by the contractor, Guilford County Schools (GCS)
may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned
thereby. GCS reserves the right to require performance bond or other acceptable alternative guarantees from successful
bidder without expense to GCS.
22. SPECIAL REQUIREMENTS REGARDING CRIMINAL BACKGROUND
A. Criminal Background Investigations of individuals working on school property (sites occupied with students and sites not
occupied with students).
At a minimum, the contractor shall obtain a complete North Carolina statewide criminal background investigation for all employees
and subcontractors who will work on this project, covering a period for the last seven (7) years. If the contractor or
subcontractor is from out of state, the criminal background investigation shall be broadened to include their home state, as
well as the state of North Carolina as outlined above. The company providing such information must be recognized by
local law enforcement agency as qualified to do so. All costs associated with these criminal background checks is the
responsibility of the contractor.
Each prime contractor will be responsible for all their employees and all of their subcontractors working under them.
On sites that are occupied with students and staff, a daily sign-in sheet will be presented by each prime contractor to the
principal and SRO - Student Resource Officer by 9:00 a.m. each morning. If there is no SRO - provide to the Principal.
This list will contain the name of each person on site and the company they work for.
Any individual with the following criminal convictions or pending charges will NOT be permitted on any school project or property.
1. Child Molestation or Abuse or indecent liberties with a child;
2. Rape;
3. Any Sexually Oriented Crime;
4. Drugs: Felony use, possession or distribution;
5. Murder, manslaughter or other death related charge; or
6. Assault with a deadly weapon or assault with intent to kill.
Any individual with a prior conviction or pending charges contained in the aforementioned list, shall be banned (not allowed) from
any school project or property.
Each person on site must wear a plastic laminated identification badge that identifies the name of the company and the person's
name. These badges are to be computer produced at a font large enough to be clearly visible. All costs associated with
Ver: 03/16/21 Page 9 of 13

these criminal background checks is the responsibility of the contractor. The ID badge template will be made available to
the successful prime contractors at the Pre-Construction Meeting.
Guilford County Schools, may, at any time, request verification of criminal background investigation for any employee or
subcontractor on school property.
Ver: 03/16/21 Page 10 of 13