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BID PACKAGE
Elmwood Park CUSD 401
8201 W. Fullerton Avenue
Elmwood Park, Illinois 60707
TWO-WAY RADIO
COMMUNICATIONS SYSTEM
OWNER:
Elmwood Park CUSD 401
8201 W. Fullerton Avenue
Elmwood Park, Illinois 60707
OWNER CONTACT:
Tom Kinane
Mgr of Technology Services
TEL: 708-583-5707
E-MAIL: kinanet@epcusd401.org
March 2015
ELMWOOD PARK CUSD
TWO-WAY RADIO COMMUNICATIONS SYSTEM
TABLE OF CONTENTS
Invitation to Bid ............................................................................... Page 1
Bid Specifications ................................................................Pages 2 and 3
Bid Form ..............................................................................Pages 4 and 5
ELMWOOD PARK CUSD
TWO-WAY RADIO COMMUNICATIONS SYSTEM
INVITATION TO BID
ISSUING OFFICE:
ELMWOOD PARK COMMUNITY UNIT SCHOOL DIST. 401
DISTRICT OFFICE
8201 W. FULLERTON AVENUE
ELMWOOD PARK, ILLINOIS 60707-12499
PROJECT:
TWO-WAY RADIO COMMUNICATIONS SYSTEM
Bidders are invited to submit a sealed proposal on the Bid Form provided in accordance with the
requirements of this bid package and the following instructions. The work comprises upgrading
the radio communication system for the school district.
The Awarding Authority will receive Bids until 10:00 AM on Thursday, March 26, 2015, at the
Elmwood Park CUSD 401 District Office. Interested parties are invited to attend. Bids will be
opened publicly and read aloud immediately after the specified bid closing time.
Bid proposals are to be submitted on the enclosed Bid Form in a sealed envelope and addressed as
follows:
Elmwood Park CUSD 401
BID – TWO-WAY RADIO COMMUNICATIONS SYSTEM
8201 W. Fullerton Ave
Elmwood Park, IL 60707
Refer to the “Bid Specifications” of this bid package for other bidding requirements. No bidder may
withdraw their bid within three (3) calendar days after the actual date of opening thereof without
the consent of the Owner.
This bid package may be requested or picked up from the Elmwood Park CUSD District Office on
or after Monday, March 2, 2015 (Saturdays, Sundays and Legal Holidays excluded) between the
hours of 9:00 AM and 4:00 PM. Contact Tom Kinane by calling 708-583-5707 or via e-mail at:
kinanet@epcusd401.org.
Prospective Bidders’ attention is referred to the State requirements pertaining to conditions of
employment to be observed, including Workmen’s Compensation and Equal Employment
Opportunities. The Awarding Authority reserves the right to waive irregularities and to reject any
or all bids, wholly or in part, to waive any informalities or defects in any or all bids and to make
awards deemed in the best interest of the Elmwood Park CUSD.
1
ELMWOOD PARK CUSD
TWO-WAY RADIO COMMUNICATIONS SYSTEM
BID SPECIFICATIONS
1.
PURPOSE
The purpose of this bid proposal is to solicit prices to upgrade the radio communication system
for the Elmwood Park Community Unit School District.
The proposal is for a communications solution to provide a 2-way radio system to connect 5
school campuses for a wide-area emergency channel and a wide-area maintenance channel.
In addition, each school campus will have their own individual local radio to radio channels
onsite. The solution should also allow for connectivity to the district network for an alternate
communication path. Connectivity to Android and iOS devices is also required.
Ability to allow local emergency service providers access to district-wide shared frequency is
also required. Municipalities Police and Fire Departments involved are the Village of Elmwood
Pak and the Village of River Grove.
Initial system design, as determined by the District, has four sites with a Repeater, due to size.
Radio quantities are listed by school in Appendix B.
2. MAKE/MODEL
The following equipment is being specified. Equivalent models will be considered.
A.
B.
C.
D.
E.
Motorola XPR8400 40 Watt Repeater, including duplexer, IP Repeater Programming and
Upgrade License, Repeaters, Cable, Antenna, grounding, installation parts and Standard
2 year warranty and service coverage.
Ten-year FCC license to cover 4 40 watt repeater pairs with 20 talkaround frequencies to
be shared among the 5 school campuses and programming of radios.
Battery Backup
PORTABLE
Motorola XPR6550 Display 4 Watt Portable (Full Keypad); includes 2150mAh Li-ion
battery, individual rapid rate charger, standard antenna, belt clip, 3-year standard warranty
and programming.
Motorola XPR6350 Non-Display 4 Watt Portable; includes 2150mAh Li-ion battery,
individual rapid rate charger, standard antenna, belt clip, 3-year standard warranty and
programming.
3.
DOCUMENTATION
Bidder must provide details or specification sheets on the items provided for in their respective
bid proposal. If an equivalent item is being proposed, the bidder must provide a written
statement indicating the differences between the items listed above and the equivalent items
being proposed. The bidder must submit a statement guaranteeing that the equivalent item can
be installed and will operate in the same fashion as the item listed above.
4.
LABOR
Bid proposal is to include installation of equipment.
5.
INSTALLATION
Bid proposal is to include costs of installation of system, including electrical, EMT Conduit,
coring, roof penetration, if needed. District will provide network connectivity at all school sites.
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ELMWOOD PARK CUSD
TWO-WAY RADIO COMMUNICATIONS SYSTEM
6.
WARRANTY
Warranty options must be included as a part of the plan, including all options available for
extended coverage and full pricing details for each level of coverage on an annual basis.
Please price each option as a separate line item if applicable.
7.
INSURANCE
Bidder’s shall obtain and maintain, at the Bidder’s expense, such insurance as will protect the
Bidder from claims under Workers’ Compensation and Comprehensive General Liability
Insurance that will protect the Elmwood Park School District from all claims of bodily injury,
death or property damage which may arise from the performance by the Bidder or the Bidder’s
employees in their functions and services to the Elmwood Park School District.
Limits of insurance shall be $1,000,000 per occurrence, $2,000,000 aggregate. Workers’
Compensation shall be in accordance with Illinois Statutes. The apparent low bidder shall, within
five (5) business days of the bid award, provide proof of this insurance.
8.








9.



VENDOR RESPONSIBILITIES
Provide all supervision, labor, construction, tools, equipment, materials, transportation, erection, storage,
unloading, inspection, inventory control, and return of unused material. Whenever the RFP uses the
following terms: furnish, install, provide, etc. it shall be interpreted as requiring the vendor to both
furnish and install materials, unless specific provisions and/or installation of materials by the District is
defined.
Be responsible for and promptly repair any damage to the building or other property due to the
carelessness of workmen. Any damage to building or property must be reported immediately to the
District.
Must recycle existing equipment, provide appropriate credits for recycled equipment and provide a
certificate of erasure at vendors’ expense.
Install all hardware (including electrical changes) in accordance with the manufacturer's specifications
or local codes and ordinances whichever is more stringent.
Conduct operational tests and record the results for acceptance purposes.
All responsibility for subcontractors of the vendor lies with the vendor. The vendor must furnish a list
of all such subcontractors and all subcontractors must carry insurance. The vendor must provide a
certificate of insurance for itself and all subcontractors.
The District relies upon the vendor as an expert, competent in all phases involved in producing, testing,
developing, installing, modifying, altering, servicing, and integrating the equipment and or systems
furnished. The vendor agrees that it will not deny any responsibility or obligation to the District on any
grounds. Without limiting anything above, the District, in originating, furnishing, or approving any
specifications, drawings, plan, change, schedule, or other document or part thereof, or any test report or
in accepting the networks, neither accepts responsibility for nor relieves the Vendor from the
performance of all terms and conditions of this RFP and any contract that may be awarded. Any such
acts by the District shall not modify, impair, or abrogate any rights of the District under this RFP and
any subsequent contract.
Student Safety - Any personnel that needs to be onsite at any district location must pass an annual
background check for student safety. See http://www.isbe.net/pdf/guidance_chr.pdf for compliance
guidelines. And said background checks will be at the vendor’s expense. Vendor must present criminal
background checks prior to signing and as requested for the term of this RFP.
DISTRICT RESPONSIBILITIES
Allow the vendor's employees access to the premises and facilities at all reasonable hours during the
installation with agreed upon work schedule.
The District waves any responsibility for any materials, tools, or equipment left on the premises after
the end of a normal workday.
Make inspections when notified by the vendor of any equipment or part of the project that is ready
3
for acceptance.
ELMWOOD PARK CUSD
TWO-WAY RADIO COMMUNICATIONS SYSTEM
BID FORM
DATE:
_________________________
SUBMITTED BY:
______________________________________
Firm Name
______________________________________
Mailing Address
______________________________________
City, State, ZIP
TELEPHONE:
______________________________________
E-MAIL:
______________________________________
CONTACT:
______________________________________
1.
BID PROPOSAL
The undersigned hereby attests-by-signature, having examined the details in the Invitation to
Bid and Bid Specifications, and proposes to furnish and install a radio upgrade for the Elmwood
Park School District and hereby offers to perform the work for the sum as indicated below:
Qty
Description
4
Motorola XPR8400 40 Watt Repeater, including
duplexer, IP Repeater Programming and Upgrade
License, Repeaters, Cable, Antenna, grounding,
installation parts and Standard 2 year warranty
and service coverage
1
Ten-year FCC license to cover 4 40 watt repeater
pairs with 20 talkaround frequencies to be shared
among the 5 school campuses
Item No.
XPR8400 or equivalent
Price
$
$
Motorola XPR6550 Display 4 Watt Portable (Full
Keypad); includes 2150mAh Li-ion battery,
individual rapid rate charger, standard antenna,
belt clip, 3-year standard warranty and
programming
XPR6550 or equivalent
$
Motorola XPR6350 Non-Display 4 Watt Portable;
includes 2150mAh Li-ion battery, individual rapid
rate charger, standard antenna, belt clip, 3-year
standard warranty and programming
XPR6350 or equivalent
$
Plan and cost of linking local Public Safety
Departments’
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ELMWOOD PARK CUSD
TWO-WAY RADIO COMMUNICATIONS SYSTEM
Labor
$
Installation Incidentals
$
Shipping and Handling
$
TOTAL
$
Please include the individual cost of proposed portable radio if purchased at a later time.
Model ____________________
Cost ____________________
The undersigned certifies under penalty of perjury that this bid is in all respects bona fide,
fair and made without collusion or fraud with any other person. As used in this Section, the
word "person" shall mean any natural person, joint venture, partnership, corporation, or
other business or legal entity.
Please indicate below the current warranty on the above equipment:
____________________________________________________________________________
____________________________________________________________________________
Please indicate below extended warranty options and prices on the above equipment:
____________________________________________________________________________
____________________________________________________________________________
2.
ACCEPTANCE
This offer shall be open to acceptance and is irrevocable for three (3) calendar days from
the bid closing date. The school district would like to complete this project by Friday, July
31, 2015 but understands that it may need to work with the successful bidder if this
schedule cannot be met.
The successful bidder will be required to furnish a Certificate of Insurance meeting or
exceeding the minimum coverage as indicated in the Bid Specifications within five (5)
business days of the bid award.
3.
HOURS FOR WORK
The undersigned certifies that he/she will schedule the work to conform to the school system’s
operations and that the work will be performed during mutually agreed upon hours.
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ELMWOOD PARK CUSD
TWO-WAY RADIO COMMUNICATIONS SYSTEM
4.
COMPLETION TIME
The undersigned also agrees that if this bid is accepted, he/she will complete the project
no later than Friday, July 31, 2015.
5.
BID FORM SIGNATURE
_____________________________
Signature
_____________________________
Typed Name/Title
6
CERTIFICATIONS OF COMPLIANCE WITH
ILLINOIS DRUG_FREE WORKPLACE ACT
The undersigned, having 25 or more employees, does hereby certify pursuant to section 3 of the Illinois
Drug-Free Workplace Act (30 ILCS 580/3) that it shall provide a drug-free workplace for all employees engaged
in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free
Workplace Act and, further certifies, that it is not ineligible for award of this contract by reason of debarment
for a violation of the Illinois Drug-Free Workplace Act.
Name of Bidder (Please Print)
Submitted by (Signature)
Title
CERTIFICATE REGARDING SEXUAL HARASSMENT POLICY
The undersigned, does hereby certify pursuant to Section 2-105 of the Illinois Human Rights Act (775ILCS
5/2-105) that it has a written sexual harassment policy that includes, at a minimum, the following information:
(i) the illegality of sexual harassment; (ii) the definition of sexual harassment under State law; (iii) a description
of sexual harassment, utilizing examples; (iv) an internal complaint process including penalties; (v) the legal
recourse, investigative and complaint process available through the Department of Human Rights and Human
Rights Commission; (vi) directions on how to contact the Department of Human Rights and Human Rights
Commission; and (vii) protection against retaliation.
Name of Bidder (Please Print)
Title
Submitted by (Signature)
CERTIFICATIONS BY BIDDER
The undersigned hereby certifies that the Bidder is not barred from bidding on this contract as a result of a
violation of either the bid-rigging or bid-rotating provisions of Article 33E of the Criminal Code of 1961, as
amended.
Name of Bidder (Please Print)
Submitted by (Signature)
Title
The undersigned hereby certifies that the Bidder is in compliance with the Equal Employment Opportunity
Clause and the Illinois Fair Employment Practices Act as stated under Compliance with Legislation in
Instructions to Bidder.
Name of Bidder (Please Print)
Submitted by (Signature)
Title
The undersigned hereby certifies he has read, understands, and agrees that acceptance by the Elmwood Park
CUSD #401 of the Bidder's offer by issuance of a Purchase Order (specifications and bidding conditions
contained therein) will create a binding contract.
Name of Bidder
Bid submitted by:
Address
Title
Phone Number
Date
APPENDIX A
SCHOOL LOCATIONS
Early Childhood Center
4 Conti Parkway
Elmwood Park, IL 60707
Elmwood Elementary School
2319 N. 76th Avenue
Elmwood Park, IL 60707
John Mills Elementary School
2824 N. 76th Avenue
Elmwood Park, IL 60707
Elm Middle School
7607 W. Cortland
Elmwood Park, IL 60707
Elmwood Park High School
8201 W. Fullerton Avenue
Elmwood Park, IL 60707
APPENDIX B
Estimated Radio Count by School/Position
SITE
HS
HS
HS
HS
HS
HS
HS
District
District
Mills
Mills
Mills
Mills
Mills
Mills
Mills
Mills
ECC
ECC
Elmwood
Elmwood
Elmwood
Elmwood
Elmwood
Elm
Elm
Elm
USE
Main Office
Deans
Athletic Office
Phys Ed
Nurse
Whelan
Trainer
Custodians
Super
Main Office
Nurse
Custodians
Supervision
Classroom
Cafeteria
Social Worker
Phys Ed
Main Office
Nurse
Main Office
Nurse
Supervision
Custodians
Phys Ed
Main Office
Custodians
Phys Ed
QTY
5
9
7
5
1
1
3
11
2
4
1
1
3
2
1
1
2
2
1
3
1
3
1
2
3
1
2
TOTAL
31
13
15
3
10
6
78