CHAMPAIGN COMMUNITY SCHOOL DISTRICT #4
Champaign, Illinois
Touchless (Express) Dual Lane Security Detection System
RFP SPECIFICATIONS
I. INTRODUCTION
Background
The Champaign Community Unit School District No. 4, Champaign County, Illinois (hereinafter
referred to as “DISTRICT”), a public-school district, is interested in purchasing up to eight (8)
dual lane touchless security systems for our high schools. The systems should provide rapid or
“express” use by staff and students for security screening purposes. The District also requests
bids for a four (4) year subscription model for the equipment and software (The District does not
want to own the equipment.), all testing kits that may be required, installation and training costs
should be included in the proposal response.
Purpose
The District is soliciting proposals to identify qualified vendors to be responsible for providing
all of the resources required. The proposal shall include all specified hardware, supplies, and
delivery.
Deadline for Proposals
To be considered, all proposals must be received by Thursday, October 21, 2021 at 10:00am
CST. Proposals must be submitted to Valarian Couch, Champaign Community Unit School
District No. 4, 502 W. Windsor Road, Champaign, IL 61820 or emailed to
[email protected]. For mailed proposals, an original and one copy of the proposal must be
submitted. Faxed proposals will not be accepted in response to this RFP.
Proposals will not be accepted after 10:00 a.m. CST on Thursday, October 21, 2021.
Sealed proposals will be opened and read at a public proposal opening at 11:00 a.m. CST on
Thursday, October 21, 2021, at the District’s Administrative Office located at 502 W. Windsor
Road, Champaign, IL.
Timetable
District anticipates proceeding with the selection process according to the following schedule:
Deadline for questions/clarifications: Wednesday, October 13, 2021
Deadline for District responses to bidder Friday, October 15, 2021
questions/clarifications:
Deadline for submission of proposals: Thursday, October 21, 2021
Submission of chosen proposal to Monday, October 25, 2021
Board of Education:
Estimated Completion of Project: As soon as reasonably possible
II. SCOPE OF WORK
Specifications
The following are the minimum requirements of this RFP:
● Up to Eight (8) touchless “express use” dual lane security screening units
o Fully automated system with high rate of visitor screening capacity
o Ability to automatically detect weapons vs harmless personal items without
having visitors unpack purses, backpacks, laptop bags, brief cases etc.
o Indoor and/or outdoor use
o Flexible location settings
o Provide video frame and review capabilities
o At least four (4) handheld computer devices for each unit to allow staff to monitor
the equipment and visitors
o Four (4) year program or subscription (The District is not interested in owning
equipment permanently.)
● Any operational test kits that may be required for the systems/units
● Installation and Training for at least until June 2022
Requirements for weapons detection are as follows:
● Must not be reliant on connection to local wireless network
● Units must have wireless tablets associated with system to show where threat was detected
● Units must have capability of expanding from single to dual-lane
● Units must have integrated cameras
● Units must have capability use custom graphic inserts
● Units must locally store scans
III. INSTRUCTIONS
RFP Instructions
Careful attention must be paid to all required items contained in this RFP. Proposals shall be
submitted in accordance with the requirements of this RFP. Please read the entire package
before proposing. Failure to follow instructions in this RFP could result in the disqualification of
a respondent’s proposal.
This document shall not be construed as a contract between the parties until and unless a final
bid is awarded, and no communication—whether verbal or written by DISTRICT personnel or
agents during the course of the evaluation process—shall create such a contract with respect to
the products or services specified in this RFP.
To facilitate the selection of the appropriate vendor for this project, interested firms are invited to
submit a proposal for consideration. The proposal should contain, at a minimum, the information
requested in the RFP. Please name one person to be the coordinator for your RFP response and
for any clarification activities, which might be necessary.
Proposal Content
The entire set of documents constitutes the RFP. The respondent must include all of the
information described in this RFP. Proposals without all of this information will be disqualified;
however, DISTRICT reserves the right, in its sole discretion, to waive technicalities and errors,
in its best interest. All proposals shall be submitted in a sealed envelope with “Evolv Weapons
Detection System” description and opening date indicated on the outside of the envelope or by
email to [email protected]. All proposals become the property of DISTRICT and will not
be returned.
Compliance
The proposals will be evaluated for compliance with RFP instructions. Noncompliance with
significant instructions will be grounds for disqualification of proposals, at DISTRICT’S
discretion.
Right to Withdraw Proposal
A vendor may withdraw a proposal at any time prior to the proposed opening.
Liability and Proposal Delivery
DISTRICT is not responsible for any costs incurred by a vendor in the preparation or delivery of
proposals. The vendor shall be responsible for the actual delivery of proposals during business
hours to the address indicated on Page One. Any proposal received after the delivery deadline
will be disqualified.
Rejection or Acceptance of Proposals
DISTRICT reserves the right to waive any irregularities in any proposal, to reject any or all
proposals, and to accept the proposal which, in the judgment of DISTRICT, is deemed the most
advantageous for DISTRICT. Any proposal which is incomplete, conditional, obscure, or which
contains irregularities of any kind may be cause for rejection of the proposal.
Clarification of Submittal
DISTRICT reserves the right to obtain clarification of any point in a vendor submittal or to
obtain additional information.
Criteria for Vendor Selection to the RFP
Proposals must be in the form set forth in Section IV. The Vendor will be required to show, to
DISTRICT'S satisfaction, that it has the necessary management, staff, experience, equipment,
and financial resources to provide the products and services specified. The vendor will be
required to provide information, references, and supporting documentation to satisfy DISTRICT
in regard to vendor qualifications and capabilities.
DISTRICT intends to award the services to a qualified vendor which best demonstrate the
commitment and application of experience, resources, and methods to the technological
requirements, as well as the cost and schedule objectives established by DISTRICT.
Please note that DISTRICT will select the vendor based upon the lowest price bidder meeting
specifications. Proposals will be reviewed and if needed, responders to RFP will be contacted
for follow-up questions. Final determination of the successful vendor will be based upon the
criteria stated above in Specifications.
DISTRICT reserves the right to issue addendums related to this Request for Proposal, if
necessary, and will be posted on DISTRICT’s website. Additionally, DISTRICT also reserves
the right to contact any or all responders after the opening of the bids for follow up and
clarification of any items as necessary. Finally, DISTRICT reserves the right to accept or reject
any or all proposals provided, as may be deemed in the best interest of DISTRICT.
Upon opening, reviewing the proposals, and if necessary, interviewing qualified proposers, it is
the hope of DISTRICT to recommend a vendor to provide the above-mentioned services to the
Board of Education at their October 25th scheduled Board Meeting.
Summary
If there are any proposal questions or a clarification is needed, please contact Valarian Couch via
e-mail at [email protected]. Again, questions/clarifications must be received by
Wednesday, October 13th, 2021.
IV. APPENDICES
Transmittal Letter
The respondent must submit with its proposal a one-page transmittal letter that identifies the
entity submitting the proposal and includes a commitment by that entity to provide the services
and/or products required by DISTRICT. The transmittal letter must state the vendor's pricing
effective period. The transmittal letter must also state acceptance of contract terms and
exceptions, if any, must be specifically stated. A person legally authorized to bind the
respondent to the representations in the response must sign the transmittal letter.
Executive Summary
The respondent must provide an executive summary of its proposal and represent that its
proposal addresses all of the requirements in the RFP. The executive summary must not exceed
three pages, and must represent a full and concise summary of the proposal contents. The
executive summary must not include any information concerning the cost of the proposal. The
respondent must identify any services that are provided beyond those specifically requested.
The proposal must identify all key personnel who are to be part of the proposed team and detail
their experience as well as contact information for each person.
Vendor Background
The respondent must provide the following information:
● Name and address of business entity submitting the proposal
● Type of business entity (i.e., corporation, partnership, broker/dealer)
● State of incorporation or organization place of business
● Name, address, business telephone number, and fax number of respondent's principal
contact person regarding this RFP
● Statement regarding the financial stability of the respondent, including the ability of
the respondent to perform the requisite services. Detail any ownership changes that
have occurred in the last five years or are pending.
V. GENERAL CONDITIONS AND SPECIFICATIONS
Prevailing Wages
Pursuant to the Illinois Prevailing Wage Act (820 ILCS 130/1 et seq.), not less than the prevailing
rate of wages as determined by the Illinois Department of Labor, DISTRICT or court on review
shall be paid by the vendor/contractor to all laborers, workers and mechanics performing work
pursuant to the bid specifications. All vendor’s/contractor’s bonds shall include a provision that
will guarantee the faithful performance of all obligations under the Illinois Prevailing Wage Act.
FOIA
As an independent Contractor of DISTRICT, records in the possession of the Vendor related to
this Agreement may be subject to the Illinois Freedom of Information Act (“FOIA”), 5 ILCS
140/5-1 et seq.; 5 ILCS 140/7(2). The Vendor shall immediately provide DISTRICT with any
such records requested by DISTRICT in order to timely respond to any FOIA request received by
DISTRICT. If the Vendor refuses to provide a record that is the subject of a FOIA request to
DISTRICT and the Attorney General or a court of competent jurisdiction subsequently requires
the release of the record or penalizes DISTRICT in any way, the Vendor shall reimburse
DISTRICT for all costs, including attorneys’ fees, incurred by DISTRICT related to the FOIA
request and records at issue.
Indemnity
To the fullest extent permitted by law, vendor shall indemnify, save harmless, and defend
DISTRICT, its Board, Board members, employees, agents, volunteers and successors against all
claims, losses, liability, costs, and expenses (including attorneys' fees) related to damages to
property or person (including death) or vendor’s breach of this agreement that may arise out of or
in connection with vendor’s performance of the agreement.
To the fullest extent permitted by law, vendor will also defend, hold harmless and indemnify
DISTRICT against any damages finally awarded or amounts paid in settlement as a result of any
claim or threat of claim brought by a third party against DISTRICT to the extent based on an
allegation that vendor’s products infringe any U.S. patent, copyright, trademark, trade secret or
other proprietary right of a third party.
Insurance
The Vendor shall take all necessary precautions and exercise due caution so as not to damage the
premises or properties of others. The Vendor’s signature on the proposal sheet certifies to
DISTRICT that the Vendor has adequate insurance coverage for any vehicle that may be utilized
in the delivery of products or materials on DISTRICT’S property. The Vendor shall submit
evidence, satisfactory to DISTRICT, that the Vendor has coverage of General Liability
Insurance, Worker’s Compensation Insurance, and Automobile Liability Insurance to the limits
described below with companies licensed to do business in Illinois with an A.M. Best rating of A
that is satisfactory to DISTRICT. The certificates of such insurance shall carry an endorsement
to the effect that the Insurance Company will defend DISTRICT as a party in the event the
successful vendor becomes a party to any litigation as a result of the activities of the Vendor,
subcontractor, or any direct or indirect employee of same under the terms of this contract for
injuries to property or person. Such policies shall name DISTRICT, its Board, Board members,
employees, agents, and successors as an additional insured and provide that it is primary to, and
not contributing with, any policy carried by Vendor covering the same loss with a waiver of
subrogation in favor of DISTRICT.
1) WORKER’S COMPENSATION: Statutory Limits.
2) VEHICULAR: It is required that the successful Vendor present to DISTRICT, before
commencing delivery under this Contract, a Certificate of Insurance covering all vehicles
that may be utilized. Said insurance is to provide a $1,000,000 combined single limit for
bodily injury and property damage. All certificates shall indicate that the carrying company
shall not cancel insurance coverage without giving the Owner thirty (30) days written
advance notification.
3) LIABILITY: It is required that the successful Vendor present to DISTRICT, before
commencing delivery under this Contract, a Certificate of Insurance for which coverage is
included for Vendor liability, contingent liability, contractual liability, and product liability.
Bodily injury and property damage limits of $1,000,000 occurrence and $2,000,000
aggregate. Said Certificate shall indicate that the carrying company shall not cancel
insurance coverage without giving DISTRICT thirty (30) days written advance notice.
Award of Contract
Contract(s) will be awarded where they are in the best interest of DISTRICT. Furthermore,
DISTRICT reserves the right to accept or reject proposals based on the best interest of
DISTRICT. Proposals will be awarded to the lowest responsible bidder meeting specifications
as determined by the Board of Education.
Completion Dates
The project is to be completed no later than the end of November 2021
Standard Contract Conditions
● This contract shall be governed in all aspects as to validity, construction, capacity,
performance, or otherwise by the laws of the State of Illinois.
● Vendors shall comply with the Civil Rights Act of 1964, as amended, all applicable State
and Federal nondiscrimination laws including but not limited to the Family and Medical
Leave Act, the Americans with Disabilities Act, the Age Discrimination in Employment
Act and shall comply with the provisions of the Illinois Human Rights Act.
● Vendors shall not assign, transfer, convey, sublet, or otherwise dispose of this contract,
including any or all of it right, title or interest therein, or its power to execute such contract
to any person, company or corporation, without prior written consent of DISTRICT.
● By submitting a proposal the Vendor certifies that the Vendor 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.
● By submitting a proposal, the Vendor, 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.
● By submitting a proposal, the Vendor does hereby certify pursuant to Section 2-105 of the
Illinois Human Rights Act (775 ILCS 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) direction on how to
contact the Department of Human Rights and Human Rights Commission; and (vii)
protection against retaliation.
Statement of Nondiscrimination
The Illinois Human Rights Act prohibits discrimination on the basis of: “race, color, religion,
sex, national origin, ancestry, age, order of protection status, marital status, physical or mental
disability, military status, sexual orientation, or unfavorable discharge from military service in
connection with employment, real estate transactions, access to financial credit, and the
availability of public accommodations.” It also prohibits sexual harassment and discrimination
in employment on the basis of citizenship status. Contractor shall comply with all state, federal
and local laws, rules and ordinances regarding nondiscrimination.
Failure to Fulfill Contract
When any Vendor fails to provide a service or product or provides a service or product which does
not conform to the specifications, DISTRICT may, at its sole discretion, annul and set aside the
contract entered into with said Vendor, either in whole or in part, and make and enter into a new
contract for the same services or products in such manner as seems to DISTRICT to be to its best
advantage. Any failure to furnish services or products by reason of the failure of the Vendor, as
stated above, shall be a liability against such Vendor and its sureties. DISTRICT reserves the right
to cancel, without penalty, any services or products which the successful Vendor may be unable
to furnish because of economic conditions, governmental regulations or other similar causes
beyond the control of the Vendor provided satisfactory proof is furnished to DISTRICT if
requested.
Without Cause Termination
DISTRICT may terminate its contract with the Vendor without cause after providing the Vendor
with 30 days written notice.
