Technical Questions for RFPs to be Posted

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1	Question	Answer	Last Updated: 4/4/2025 (12:36 PM)
2	Question about the audio: Does it have to be Audio Enhancement?	I am now realizing in this case I have used the word audio enhancement as the literal words not the brand. All brands are eligible to bid.
3	I wanted to reach out to confirm the if the location of the pre bid meeting on 3/24 was going to be at 405 Ann Arbor St address.	Yes, the meeting will be on-site at 405 Ann Arbor Street, Manchester Michigan.
4	Is the installation at this location: Luther C. Klager Elementary School 405 Ann Arbor Street, Manchester, MI 48158	Yes
5	Who is the primary contact information at the Klager Elementary School for the installation of the display panel and audio cables?	Benjamin Bruursema
6	When can the installer do the installation work, 8 AM to 5 PM, weekends, holidays?	During the summer months the work hours are planned M-F, 7am to 5pm. Weekends and holidays will be utilized only if needed. Early starts and/or extended days to be arranged with onsite management as needed.
7	How high should the display panel bottom be mounted from the floor?	Based on the balancebox Calculator, the example balancebox 650 would be mounted 39.3 inches from the floor
8	What is the distance from the bottom of the screen to the floor?	The bottom of the display should be able to go down to 21 inches. And slide up to 46.05 inches
9	What is the minimum travel distance of the Adjustable Height wall mount?	25 inches
10	What is the distance to the power outlet?	New Outlets will be placed 16" off the ground by the symbol to the right of this question
11	What is the wall construction for the wall mounts, Sheetrock, block, brick, concrete block, or other?	Concrete Block
12	What do “Audio cable moved” and “Audio Enhancement” mean in the Excel files?	Existing Audio wiring locations would need to be moved if using existing wiring. If there is no existing wiring or no need for audio enhancement in the room then it it says no. If new wiring is being pulled then there is no need to move the old wiring.
13	Does each classroom, media room, and conference room have an attic or drop ceiling to support and allow a person to run wiring?	Drop Ceiling, the drop ceiling and framing will be down at the time of install for new drop celing to be installed later
14	Are there audio cables existing in the walls and ceiling?	Yes, there is a raceway for an audio connection that runs up the wall to speakers mounted on the walls
15	What do you want to do with existing audio cables?	If they are not salvagable, dispose/recycle. If they are in good condition and will reach the new location, reuse.
16	What do you want to do with any of the existing audio equipment?	We will be removing it prior to the end of the school year, if there are deals associated with returns we can explore that. Otherwise we will keep some for spares for our other buildings and recycle the remaining.
17	Will any of the display panels be mounted to an existing whiteboard? If yes, what’s behind the existing whiteboard?	No the existing whiteboard in any location designated on the drawing for a touch panel will be removed as part of demolition.
18	What are the light green color lines in the floor plan of the Attachment B Klager Sound locations?	Fair question, I should have put that in the diagram. That was a crude representation of speaker locations and sound system location. The expectation is that the amplifier will be mounted behind / near the display and the green lines represented cabling to speaker locations.
19	Are the yellow and pink highlights of the display panel locations in the floor plan of the Attachment C Klager Panel Locations	Yes
20	It does not appear that you are requesting demolition of the existing video equipment, only audio wiring, and only in those rooms where the audio cabling must be moved. Is that right? What about the audio equipment beyond the wiring, such as amps and speakers?	The Amps, and Speakers, will be removed prior to construction as part of the last day of school.
21	In the Classroom Audio section of the Bid Proposal Form, is “Audio Wire” meant to be the installation of the wire (as opposed to the wire itself)? (See image below.) The speaker wire is included with the speakers from our manufacturing partner, so there is no separate cost for the wire. If the Audio Wire line is not for installation, where should I include the audio installation cost?	If there is a separate cost for the wiring then it can be listed, otherwise it can be included in the total cost of the audio. When looking at audio options we could buy ourselves it included with and without wire for the classrooms which had different costs.
22	24 hours of training for ~30 teachers seems like overkill. Our normal initial training is 3 hours (1 hour for techs + 2 hours for teachers). A couple follow-up courses would be normal. But with that, it’s only 7 hours. What did you have in mind for the 24 hours?	Please include a pricing model that could include up to 24 hours. You are likely correct that this was too much, the original intention was effectively ensuring our staff and teachers had support throughout the year for potential re-training but even that might be too much.
23	Does the school have sufficient POE switchports to support a full IP system or will additional switches need to be quoted for that solution as well?	We should have sufficient POE Switch coverage but will need new punchdown. We have a large amount of cable that will no longer be in use and can repurpose existing switches.
24	Additionally, would it be acceptable to utilize this time to look at spaces for the Clock and Intercom system, or do you want to keep the bids separate?	The goal for the two meetings is to dedicate the time to each project and give each vendor time. The primary focus will be on classroom technology on Monday and Clocks/Intercoms on Wednesday. As long as we do not disrupt the goals of the individual meetings, feel free to join both and ask questions.
25	I wanted to reach out to confirm the if the location of the pre bid meeting on 3/24 was going to be at 405 Ann Arbor St address. Also with the Smart boards did you want to have any demos on site prior to deciding? I would be happy to assist with that if needed.	Yes, 405 Ann Arbor Street. Yes that is correct, we currently have a New Line and a BenQ demo but are open to any options for the bid process. With all of the equipment movements and getting ready for the construction this summer I think we are good on more demos.
26	What is the estimated construction budget?	The budget for Phase 1 instructional technology is $350,000 but this is split across multiple projects
27	Do you have Union Requirements?	No
28	Can installations happen before the July 28th, 2025	Yes – we can work the selected contractor in prior to the technology turnover and work within the project timeline as space opens. Once selected, we can also add them to our weekly progress meetings to manage and coordinate this.
29	Will there be an electrical inspection?	Yes, and they will be required to have their own permit and inspections.
30	Raceway Type	Similar look and feel to currently installed raceway (I believe it is legrand 4000 raceway). Sized appropriately based on what type of cable is getting installed.
31	Raceway / Power Locations for 114 and 115	114 and 115 will have their raceway come down from the ceiling.
32	Fire alarm on room 115	The fire alarm on 115 will be moved
33	Is the clock wire still hot?	I was able to go up into the ceiling and see that the conduit is closed. It sounds like the solution is to utilize surface mounted cable runs.
34	Are we expecting 30 or 32 adjustable height mounts?	We released an ammendment to update the count of adjustable height mounts as well as the minimum number of hours required for training.
35	For the microphones for the classrooms, we typically see 1 pendant microphone for the teacher and 1 handheld microphone for student use, would this be acceptable, or is the preference to have 2 pendant microphones?	We would prefer at minimum 2 pendant Microphones
36	For the Classroom Audio portion. If we have a two speaker solution that will cover 1500 sq ft, will that suffice. It also has anti feedback built in which is a concern of yours.	We call out for 4, if sufficient detail can be given, similar to the ceiling mounted speakers, that there will be sufficient coverage and that there will not be any issues with feedback, I am open to viewing those as alternatives. I am concerned about balance of audio across the room as these are K-2 age students and if we have audio too loud at the front of the room that students might have difficulty with that. As long as these things have been considered and are detailed it will be taken into consideration. We are not necessarily looking at a reduction in speakers as a cost cutting iniaitive if that makes sense. I would be sure to include pricing for your speaker solution so that we can compare 2 vs 4 speaker costs to ensure fairness between the bids.
37	1. MCS RFP pg.1 lists - Qty. 26 Classroom Audio Systems. MCS RFP PDF pg. 10 of the Bid Proposal Form lists - Qty. 27 Classroom Audio, Qty. 27 Audio Wire, Qty. 27 (x4) Speakers, and Qty. 27 Wiring Demo. Please confirm the quantity count for the Classroom Audio Systems, audio wire, speakers and wiring demo per Classroom.	The 27 in the bid proposal form slightly misrepresented the goal with the media center, the supporting attachment A specifies reusing the Media Center system which should then align with 26 new, 1 reuse. If we are unable to reuse any of the cabling or systems, then we would need 27.
38	What type of raceway are you requiring? (Plastic or metal)	For raceway that is higher up (like audio cable) and less likely to be impacted by indiviuals hitting / breaking it, plastic can be acceptable. If anything is within reach of a table or bookshelf hitting it and damaging the raceway we would prefer metal.
39	Are you requiring ceiling entrance fittings for the raceway?	We did not call for them, but they do enhance the overall look. If it is not cost prohibitive, it would be nice to have. If it is not included in the bid groups will not be penalized, but if you would like to identify it as an alternative option we would consider it.
40	RFP states to install raceway for power cord also. Where is the electrical outlet located?	There are new electrical outlets and raceeway being added next to each touch panel location that will go up to the ceiling.
41	RFP states to conceal all cables including a network cable. Is this cable installed by others?	This was a poorly worded sentence to generalize that all cabling should be as concealed as possible. Approprate cable lengths, raceway covering exposed wiring if not hidden behind the display for example. (No 15 foot spool of speaker wire hanging off the display)
42	Also, you ask for installation on the panels but not for the Balance Box?	I will update the bid form. This was meant to serve as a template and was not succussful. I will post a revised bid form which will include space to add additional details that I did not consider.
43	We are installing only two IFP on the wall, so in theory there would only be two displays to be “installed”	The plan is for all of the interactive panels to be wall mounted with adjustable height mounts. There should not be any mobile panels.
44	Could you add balancebox installation as a line item?	Yes, I will add this to the bid form.
45	What key outcomes or KPIs does the school district expect from this project in terms of enhancing educational effectiveness?	All Devices are installed, configured, and IT staff, teachers, and support staff have been exposed to at least one training session prior to school starting. Essentially the teachers should be able to teach as effectively as if they were projecting through the projectors they previously had.
46	Does the project involve any electrical work? If so, are there specific certifications required for compliance?	I believe everything is low-voltage for our portion of the project. There will be an electrical inspection performed. This is the answer I received from our construction managers: Yes, and they will be required to have their own permit and inspections.
47	Would the integrated 2 x 20W speakers with a 25W subwoofer in the IFPs meet the school's audio requirements, or would additional 2 x pendant speakers be necessary?	The goal is to have saturation throughout the classroom. Any divation from the specs should be supported with price differences to ensure we are treating everyone fairly. The goal with 4 speakers was to ensure that we did not have to push higher volume out of 2 speakers for the studnets "in the back" creating a potential issue for students at the front of the room and the back of the room.
48	Can you provide an estimate of the total length of raceways to be installed per classroom?	For the audio system, the current speakers are hung ~10 inches from the ceiling. So I approximate roughly 40 inches per room.
49	Would 24/5 live support and unlimited training by certified engineers fulfill the school's training and support needs?	As long as we are able to have the all staff or group training session on the specified day(s). I believe that would sufficiently fullfill the training and support needs.
50	How will partial bids be evaluated in this solicitation?	The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all proposals with or without cause. Partital bids may be awarded depending on what part they are bidding on and if there is another vendor that is willing to perform the remaining work less that portion.
51	Will awards be issued separately for installation and equipment, or must they be bundled?	See question above.
52	Do the features of live transcription, translation, and unlimited summaries align with the school’s accessibility and learning objectives?	These would be features to call out in any product specifications. We will review all product specifications and weight them as close to equal as possible.
53	Would instant priority notifications via text, email, and call—ensuring faster response times at no additional cost—meet the district’s specific requirements?	These would be features to call out in any product specifications. We will review all product specifications and weight them as close to equal as possible.
54	How will bids be evaluated for IFPs only in this solicitation?	The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFP process or any proposal, and the right to award the contract to other than the lowest bidder. The School District reserves the right to request additional information from any or all bidders. If the IFP portion includes the installation of the panel and training, then it would be considered a complete submission for that portion and will be evaluated as a complete submission for the Classroom Video portion.
55	Where would you like us to list the installation of the Audio there is no line item on the bid form?	I will update the bid form. This was meant to serve as a template and was not succussful. I will post a revised bid form which will include space to add additional details that I did not consider.
56	Do you have a loading dock at Klager	No
57	Where should bidders add Direct Costs, General & Administrative, Warranty (Non-Equipment) etc. on the bid form?	I will update the bid form. This was meant to serve as a template and was not succussful. I will post a revised bid form which will include space to add additional details that I did not consider.
58	Is it acceptable for Training, Project Management, etc. to be inserted with the "Installation" line item on the bid form?	I will update the bid form. This was meant to serve as a template and was not succussful. I will post a revised bid form which will include space to add additional details that I did not consider.
59	Would it be acceptable to offer an interactive display solution with three (3) HDMI inputs and zero (0) HDMI outputs?	Similar to the audio, deviations from the listed specifications should include cost/benefit on why we the product is better suited with any lacking feature.
60	Would it be acceptable to offer an interactive display solution with two (2) HDMI inputs and one (1) HDMI output?	Similar to the audio, deviations from the listed specifications should include cost/benefit on why we the product is better suited with any lacking feature.
61	If I remember correctly from the walk through, you would be able provide a staging or storage location for the products.	We will be limited on space due to one of our buildings be closed. I don't believe we will have space at Klager but we can likely utilize space at the High School for staging. Storage is less likely due to the size of the screens and the number. If this is necessary please call it out and we will review the process. I will follow up internally to see if there is a space I am not thinking of.
62	Can they be shipped to you directly from manufacturer?	Depending on delivery schedule, this could be an option. I will follow up internally if there is space I am not thinking of.
63	And can we use your dumpsters?	The district will have a dumpster available. (Yes)
64	You asked for the BalanceBox® 650-II or equivalent, is there a specific version you’re looking for? We are seeing multiple SKUs for this mount, such as: BalanceBox 650 – 80 Light Duty BLACK BalanceBox 650 – 180 Heavy Duty BLACK BalanceBox 650 – 130 Medium Duty Black	This will be driven by the size of the board. If you are looking to specifically bid BalanceBox, they have a tool that has a dropdown selection for different interactive panels and recommends the right size.
65	It also looks like it may need a floor support, it says: for use with non-supporting wall structures.	I am not certain if this is necessary or not, I will rely on your expertise to determine if this is a requirement. The walls are Concrete Block Units which I am not certain counts as a "Supporting Wall" structure.
66	There is another SKU for: BalanceBox universal VESA interface, I don’t believe we will need this because our panel comes with a wall mount and VESA bracket.	Similar to previous question, if it is necessary for the adherence of the board to the mount, please include it in the bid cost breakdown.
67	Will a GC or district provided dumpster be available for trash/recycling, or should the awarded vendor plan to provide dumpsters for garbage associated with installation?	The district will have a dumpster available.
68	Building layouts show wall mounted speakers where designs with new droptile ceilings would typically utilize ceiling mounted speakers. Is the district set on wall mounted speakers, or would ceiling mounted speakers be entertained?	I would be open to seeing a cost difference but the goal of the speakers being wall mounted was due to feedback in areas where we had previously installed ceiling mounted speakers.
69	Referencing the separate bid for intercom and clocks, would you consider an all-in-one audio solution that can be used for classroom audio as well as full intercom, bells, paging, and alerting?	As long as it can be aligned to the requests, and is clear that it is designed that way yes it sounds like it just crosses both projects. We want to make sure all of the work is completed, and that we are being fair to all bidders.
70	Could you please also confirm if 400 mm height adjustability in carts instead of 650 mm would be acceptable for the schools?	We are looking for a wall mounted solution, so carts would not be sufficient, that being said, 400 mm of height adjustment seems like it would be tough for 5 year olds to walk up, without assistance, and use the display as well as full grown adults. The 650 allows us to go lower ot the round by an almost additional 10 inches.
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