RFP 102626TW Cordova HS Fire Alarm and Life Safety Systems Upgrade

October 2, 2026
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
160 Glenn Rogers Sr. Street, Room 126 |Memphis, Tennessee 38112-4892 |Phone (901) 416-5376
(This proposal will not be accepted electronically or by facsimile. All proposals must be mailed or delivered to the above address.)
REQUEST FOR PROPOSAL
(NOT AN ORDER)
Please submit proposals on the item(s) listed below. The right is reserved to reject any or all Proposals. If substitutions are offered, give full
particulars. The Proposal must be submitted no later than October 26, 2026 @ 11:00 AM, CST.
The Shelby County Board of Education reserves the right to accept or reject any or all proposals, or any part thereof, and to waive any minor
informalities and/or technicalities that are deemed to be in the best interest of the Shelby County Board of Education. Successful Vendors
shall be paid only when delivery is complete. *For the appropriate purchases, all material data safety data sheets (MSDA) must accompany
all shipments covered under Tennessee Hazardous Chemical Right to Know Law- Tennessee Public Chapter #417- House Bill #731.
REQUEST FOR PROPOSAL
Cordova HS Fire Alarm & Life Safety Systems Upgrade
For the purposes of this document, SCBE shall mean The Shelby County Board of Education and MSCS shall mean The
Memphis and Shelby County Schools. The term District shall mean the Memphis Shelby County School District.
Proposals MUST be received by Memphis-Shelby County Schools ("MSCS" or "District") by the due date and time set
forth above.
During the solicitation process Vendors are not permitted to contact the Board and project Owner regarding the posted
solicitation. Failure to adhere to this requirement may subject the respondent to immediate disqualification.
Questions or requests for clarification of technical issues and terms pertaining to this RFP must be submitted in writing
via e-mail to Toland Washington at washingtont8@scsk12.org and received no later than October 13, 2026 by 10:00
AM/CST.
ISSUED BY: Toland Washington, Sr. Buyer RFP # 102626TW
We propose to furnish the item(s) and/or services outlined in the proposal at prices quoted and guarantee safe delivery F.O.B. delivered and as specified. Proposals are
submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.
_______________________________________________________________________________________________________________________________________
NAME OF FIRM PHONE FAX#
__________________________________________________ __________________________________________________________
ADDRESS CITY STATE ZIP CODE
___________________________________________________ _________________________________________________________
E-MAIL ADDRESS AUTHORIZED REPRESENTATIVE NAME
_______ CHECK HERE IF YOUR COMPANY QUALIFIES AS A SMALL BUSINESS ENTERPRISE
___ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL VENDOR
PLEASE NOTE: Per the Memphis-Shelby County Schools Local Preference Purchasing Board Policy 2011, local preference purchasing means giving preference to
businesses located within Shelby County, Tennessee where local vendors must have a physical address located within the limits of Shelby County for at least
six (6) months prior to the bid or proposal opening date. A Post Office Box is not acceptable.
CHECK HERE IF YOU ATTACHED A COPY OF A VALID SHELBY COUNTY BUSINESS LICENSE
"Shelby County Board of Education does not discriminate in its Programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age."
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TABLE OF CONTENTS
PART I: SCOPE OF WORK.........................................................................................................................2
1.0 BACKGROUND .............................................................................................................................................................. 2
2.0 SCOPE OF SERVICES .................................................................................................................................................... 2
3.0 NON-EXCLUSIVE .......................................................................................................................................................... 2
4.0 NOTICE OF INTENT TO AWARD....................................................................................................2
PART II: GENERAL TERMS AND CONDITION..............................................................................................3
1.0 STATEMENT OF CONFIDENTIALITY ........................................................................................................................ 3
2.0 TERMS OF AGREEMENT ............................................................................................................................................. 3
3.0 PRE-PROPOSAL MEETING .......................................................................................................................................... 3
4.0 QUESTIONS AND INQUIRIES ...................................................................................................................................... 3
5.0 POINT OF CONTACT TECHNICAL CONTACT ....................................................................................................... 4
6.0 CONTRACT OFFICER/SCBE SUPERVISION .............................................................................................................. 4
7.0 CONTRACT TYPE .......................................................................................................................................................... 4
8.0 PAYMENT TERMS ......................................................................................................................................................... 4
9.0 RFP REVISIONS ............................................................................................................................................................. 5
10.0 SUBMISSION DEADLINE ............................................................................................................................................. 5
11.0 PROPOSAL OPENING ................................................................................................................................................... 5
12.0 DURATION OF OFFER .................................................................................................................................................. 5
13.0 INSURANCE ................................................................................................................................................................... 5
14.0 LIQUIDATED DAMAGES ............................................................................................................................................. 5
15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE .............................................................. 5
16.0 COMPLIANCE WITH LAWS.........................................................................................................6
17.0 LEGAL COMPLIANCE.................................................................................................................6
18.0 EPA COMPLIANCE.....................................................................................................................6
19.0 BONDING..................................................................................................................................7
20.0 TERMS AND CONDITIONS.. ......................................................................................................................................7
21.0 BASIS OF AWARD........................................................................................................7
22.0 STATE OF TN CERTIFICATE OF EXISTENCE.....................................................................8
PART III: PROPOSAL FORMAT ................................................................................................................9
1.0 GENERAL FORMAT ...................................................................................................................................................... 9
2.0 PROPOSAL FORMAT .................................................................................................................................................... 9
PART IV: EVALUATION AND SELECTION PROCEDURE............................................................................. 12
1.0 EVALUATION COMMITTEE ...................................................................................................................................... 12
2.0 EVALUATION PROCESS ............................................................................................................................................ 12
3.0 EVALUATION CRITERIA ........................................................................................................................................... 13
PART V: SCOPE OF SERVICES (DETAILS)..................................................................................................14
PART VI: APPENDICES
1. Special Terms & Conditions for RFP (Appendix A)
2. Addenda Acknowledgement Form (Appendix B)
3. References (Appendix C)
4. Completed Non-Collusion Certificate (Notarized) (Appendix D)
5. Completed Debarment Affidavit (Notarized) (Appendix E)
6. Completed Anti-Bribery Affidavit (Notarized) (Appendix F)
7. Certificate of Insurance Coverage (Appendix G)
8. 2011 Local Preference Purchasing (Appendix H)
9. Cost Proposal Form (Appendix I)
10. Non-Boycott of Israel Certification (Appendix J)
11. Iran Divestment Act Certification (Appendix K)
12. Certificate Regarding Lobbying (Appendix L)
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PART I: SCOPE OF WORK
1.0 BACKGROUND
Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools
(MSCS) district. MSCS is Tennessee's largest public school district and is among the 25 largest public-
school districts in the United States. MSCS serves more than 106,000 students in more than 200 schools. We
employ more than 6,200 teachers and 6,000 support personnel to serve our unique student population
while offering programming and services to meet the needs of all our students.
Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for strategic
decision-making and informed solution-based decisions. The information gleaned from data, research-based
strategies, and performance outcomes provides our district with amazing opportunities to offer high-quality
educational options to every student.
The MSCS mission is to prepare all students for success in learning, leadership, and life through three strategic
initiatives. The initiatives are:
1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)
2. Recruit, Retain, Immerse, and Entrench
3. Relevant, Rigorous, and Equitable Academics
2.0 SCOPE OF SERVICES
SCBE requests proposals for: Cordova HS File Alarm & Life Safety Systems Upgrade. A description of the
requested services is contained in the Request for Proposal on pages 14 - 17. Responses submitted must
meet or exceed all requirements. Proposals that do not meet or exceed all requirements will be considered
non-responsive. No exceptions.
3.0 NON-EXCLUSIVE
The intent of this contract is to provide SCBE with an expedited means of procuring supplies and/or services. The
contract resulting from this proposal is for the convenience of SCBE and is considered to be a "Non-Exclusive"
use contract. SCBE does not guarantee any predetermined usage or quantities.. SCBE will not be held to purchase
any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item(s) listed
in the price schedule.
4.0 NOTICE OF INTENT TO AWARD
A Notice of Intent to Award is written notification that a vendor has been selected for a contract award. This letter
is not a guarantee of award. The Board of Education reserves the right to reject or accept the recommendation
submitted as a result of this RFP. If the Board accepts and approves the recommendation, an executed agreement
will be submitted to the successful supplier. If the Board rejects the recommendation, MSCS shall rescind the
Notice of Intent to Award.
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PART II: GENERAL TERMS AND CONDITIONS
1.0 STATEMENT OF CONFIDENTIALITY
It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are
confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential or
proprietary information of SCBE and/or third-party participant.
Proposal submissions are subject to the Tennessee Open Records Act (Tenn. Code Ann. 10-7-503 et seq). In
accordance with the Act, certain information is subject to public disclosure.
2.0 TERMS OF AGREEMENT
The work shall begin after issuance of the Purchase Order. The duration of the contract will be for one (1) year,
with an estimated start time is January 4, 2027.
3.0 PRE-PROPOSAL CONFERENCE
There will be a mandatory pre-proposal conference held on October 9 , 2026 at 1:30 PM/CST. The Mandatory
Pre-Proposal Conference will be at: Cordova High School, 1800 Berryhill Rd, Cordova, TN 38016
It will be required that your company representative signs in at the Mandatory Pre-Proposal Conference. It shall
be the responsibility of each respondent to verify all information so that appropriate and adequate responses can
be submitted. No proposals from any vendor failing to participate in the Mandatory Pre-Proposal Conference will
be accepted. It will be the respondent's responsibility to schedule visits to other additional sites through the
MSCS project liaison. No allowances will be made for errors in quotations due to any respondent not visiting the
sites prior to submitting their proposal. All questions must be submitted in writing to the Department of
Procurement Services based on the date and time indicated in the RFP.
4.0 QUESTIONS AND INQUIRIES
No interpretation of the meaning of the specifications or other documents will be made to any Supplier orally.
Questions must be submitted in writing to the Point of Contact (see Part II, 5.0). To be given consideration, the
questions must be received NO LATER THAN October 13, 2026 @ 10:00 a.m. CST. Questions that are
deemed to be substantive in nature will be responded to in the form of a Questions and Answers and posted on
October 19, 2026 by EOD on the SCBE website https://www.scsk12.org/procurement25/. Please do not submit
questions in PDF format.
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RFP Schedule
RFP Post October 2, 2026
Mandatory Pre-proposal Conference October 9, 2026 1:30 PM (CST)
Questions Due October 13, 2026 10:00 AM (CST)
Q&A Post on Website October 19, 2026 EOD
RFP Due Date/Time October 26, 2026 11:00 AM (CST)
5.0 POINT OF CONTACT
Toland Washington, Sr. Buyer
Procurement Office
washingtont8@scsk12.org
6.0 CONTRACT FACILITATOR /SCBE SUPERVISION
The Vendor's performance will be under the technical direction of the Stakeholder, who will be responsible for
ensuring vendor's compliance with the requirements of this contract to include managing the daily activities of the
contract, providing technical guidance to the contract, and overall project scheduling and coordination. The vendor
shall be accountable to the end users on all matters relating to the scope of work.
7.0 CONTRACT TYPE
The contract resulting from this solicitation will be a price contract based on the scope of work.
8.0 PAYMENT TERMS
The Vendor shall submit an invoice detailing the services provided and the actual costs incurred. Payment shall be
in accordance with line-item price on the Purchase Order and made within 30 days after the date on the invoice.
SCBE reserves the right to reduce or withhold contract payment in the event the Vendor does not provide the
Department with all required deliverables within the timeframe specified in the contract or if the Vendor otherwise
materially breaches the terms and conditions of the contract.
In the event that Memphis-Shelby County Schools (MSCS) closes schools or suspends operations due to inclement
weather or other weather-related emergencies, the Contractor shall compensate all assigned employees who were
regularly scheduled to work during the closure period at their full regular rate of pay for all scheduled hours missed
as a direct result of the closure. Under no circumstances shall vendor personnel experience a reduction in
compensation due to an MSCS-authorized inclement weather closure. The Contractor shall be solely responsible
for all wages, payroll taxes, benefits, and related employment obligations associated with this requirement.
Compliance with this provision is a material condition of the contract and failure to adhere to this requirement may
constitute grounds for corrective action, contract default, or termination.
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9.0 RFP REVISIONS
Should it become necessary to revise any part of this RFP, addenda will be posted on SCBE's Procurement Office
website @ https://www.scsk12.org/procurement25/. All addenda, amendments or changes issued shall be deemed
received by Vendor provided they are posted to SCBE Procurement Office website. Failure of any Vendor to receive
or acknowledge receipt of such addenda or interpretation shall not relieve any Vendor from any obligations under
this RFP as amended by all addenda. All addenda so issued shall become part of the award.
10.0 SUBMISSION DEADLINE
To be eligible for consideration, proposals must be received at the Procurement Office no later than October 26,
2026 @ 11:00 AM CST. Vendors mailing proposals shall allow sufficient carrier delivery time to ensure timely
receipt of their proposal to the Procurement Office. After the submission deadline, no matter what the reason,
proposals will be returned unopened. Delivery to SCBE mailroom, lobby, etc. shall not constitute delivery. The
Procurement Office is located at 160 Glenn Rogers Sr. Street Room 126 (formerly 160 South Hollywood
Street, Room 126). Proposal responses delivered to any other location shall not constitute delivery to the
Procurement Services Office.
11.0 PROPOSAL OPENING
The SCBE shall receive sealed proposals until the solicitation due date indicated on the bid front cover sheet. RFP
Proposals are not opened publicly.
12.0 DURATION OF OFFER
A proposal submitted in response to this solicitation is binding upon the Vendor and is considered irrevocable for a
minimum of 120 days following the closing date for receipt of initial proposals or the closing date for receipt of a
best and final offer, if applicable.
13.0 INSURANCE
All Vendors shall complete and sign the attached Certificate of Insurance with their proposal per the attached
insurance requirement form (See Appendix G).
14.0 LIQUIDATED DAMAGES
The successful Respondent accepts this contract with the understanding that should they fail to complete the
work/delivery in an acceptable manner and in the time stated, shall be subject to the payment of liquidated
damages as stated in the bid document. Liquidated damages for this project are as follows:
$500.00/per day substantial completion deadline missed, and $500.00/per day completion deadline missed.
15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE
In accordance with TN Code Ann. 49-5-413, unless explicitly excluded by statute; and pursuant to Memphis-
Shelby County Schools' requirements, Vendors (persons, corporations or other entities) whose employee(s), sub
vendor(s), or representative(s) will come in contact or close proximity to MSCS students during the course of
business, must require their employee(s), sub vendor(s), or representative(s) to supply a fingerprint sample and
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submit to a criminal history check through the Tennessee Bureau of Investigation (TBI), and they will issue them
a greenlight letter. Once they receive the greenlight letter, an appointment should be made with Memphis-Shelby
County Schools ID Department. A copy of the greenlight letter, along with $30.00 (exact change or company
check), will be required to obtain a MSCS Vendor ID Badge. A MSCS Vendor ID Badge is required before
permitting the person to have contact with the children or entering school grounds.
The cost of fingerprinting, conducting the criminal records check, and obtaining a Memphis-Shelby County
School's identification badge will be the sole responsibility of the Vendor for each of the Vendor's employee(s),
sub vendor(s), or representative(s). Vendors doing business with MSCS are required to renew their badges
annually. The Memphis-Shelby County School's identification badge shall be worn at all times by each of the
Vendor's employee(s), sub vendor(s), or representative(s) at shirt pocket height while on Memphis-Shelby
County Schools' property. For more information regarding of fingerprinting, conducting the criminal records
check, and obtaining a Memphis-Shelby County School's identification badge, please contact 901-416-5318.
MSCS further reserves the right to audit the criminal history background records of any Vendor employee(s), sub
vendor(s) or representative(s) having contact with MSCS students. Audits may be conducted on a quarterly basis
with 48 hours' prior notice. It is the Vendors responsibility to ensure records are current and made available upon
request to MSCS. Failure to provide MSCS access to current criminal history checks upon request could lead to
Vendor debarment.
16.0 COMPLIANCE WITH LAWS
Vendors shall comply with all federal, state, and local laws, statutes, ordinances, rules, and regulations applicable
to the services to be rendered under this Contract. Vendors violation of any of these laws, statutes, ordinances, rules,
or regulations constitutes a breach of this Contract and entitles SCBE to terminate this Contract immediately upon
delivery of written notice of termination to the Vendor.
17.0 LEGAL COMPLIANCE
A. Vendor shall comply in all respect with Federal, State and Local Regulations, including laws regarding
eligibility to work in the United States. The provisions of this Contract shall be governed by the laws of
Tennessee. Any disputes, legal cases or other controversies shall be pursued in Tennessee Courts consistent
with and subject to Tennessee State Law. Additionally, if applicable, all materials, supplies, equipment, or
services supplied as a result of this Contract shall comply with the applicable U.S. and Tennessee
Occupational Safety and Health Act Standards.
B. Specifically, vendor shall comply with all applicable laws and regulations relating to the employment of
aliens. Failure to comply with these laws shall constitute a material breach of contract. It is a mandatory
requirement of this contract that employees of the Vendor and Vendor's subcontractors are screened through
the Federal Government's E-Verify system, found at www.dhs.gov/E-Verify . This is a "no fee" service.
18.0 EPA COMPLIANCE
Materials, supplies, equipment, or services shall comply in all respects with the Federal Noise Control Act of
1972, where applicable.
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19.0 BONDING
A. BID BOND: Contractors are required to submit a bid bond in the amount of five percent (5%) of the total
estimated contract amount for each individual school location, as determined by SCBE, to ensure the
satisfactory completion of the work for which a contract or purchase order is awarded that may exceed
$100K. Should the Bidder withdraw their bid response without entering into a contract the Bid Bond may be
forfeited in whole or in part.
B. PERFORMANCE AND LABOR BOND: The successful Contractor(s) will be required to submit a
performance and/or labor bond, Cashier's or Certified Check in the amount of one hundred percent (100%) of
the total estimated contract amount for each individual school location, as determined by SCBE, to ensure the
satisfactory completion of the work for which a contract or purchase order is awarded that exceeds $100K.
C. The bond, cashier or certified check must be made in favor of the SHELBY COUNTY BOARD OF
EDUCATION, MEMPHIS, TENNESSEE 38112.
20.0 TERMS AND CONDITIONS
Any contract resulting from this proposal this shall be subject to the General Terms and Conditions noted below
except as otherwise modified herein.
It shall be the Vendor's sole responsibility to ensure compliance with all applicable federal, state, and city laws,
rules, ordinances, statutes, etc., that may impact this contract. SCBE shall bear no responsibility for monitoring the
Vendor's compliance with said legal requirements. If the Vendor fails to maintain legal compliance, SCBE may
find said Vendor in default.
In the event of conflict between the General Terms and Conditions and any part or portion of the Special Conditions
(Appendix A), these General Conditions shall take precedence.
In the event of conflict between this solicitation and any of the General Terms and Conditions proposed by any
Vendor or incorporated in any acknowledgement of contract awarded to the successful Vendor, the terms and
conditions stated herein shall take precedence unless modified in writing by the Procurement Director.
21.0 BASIS OF AWARD
The contract(s) will be made in the best interest of MSCS, as determined by MSCS' RFP scoring committee, to the
best, most qualified, and most responsive vendor. While cost is a scoring component of an RFP, the award is not
based solely on cost.
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22.0 STATE OF TENESSEE CERTIFICATE OF EXISTENCE
Title 48 of Tennessee Code requires all contractors and subcontractors that are domestic or foreign Corporations,
Limited Liability Companies, Limited Partnerships, or Limited Liability Partnerships to be in good standing with
the Secretary of State (i.e., have a valid Certificate of Existence/Authorization). This includes being duly
incorporated, authorized to transact business, and/or in compliance with other requirements as detailed by the
Secretary of State.
Respondents shall submit a State of Tennessee Certificate of Existence or other State of Tennessee issued
documentation verifying the respondent is in Good Standing with the Department of Assessment and Taxation of
Tennessee and/or registered to do business in the State of Tennessee.
Certificates of Status may be obtained online at https://tnbear.tn.gov/ecommerce/default.aspx .
Respondent(s) that are domestic or foreign corporations, limited liability companies, limited partnerships, or limited
liability partnerships, must be in good standing with the Secretary of State (i.e., have a valid Certificate of
Existence/Authorization).
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PART III: PROPOSAL FORMAT
1.0 GENERAL FORMAT
A. Vendors shall submit the following: Each submission should include as indicated below.
The proposal must include One (1) original (labeled), one (1) copy (labeled), and 1 (one) USB in a
sealed envelope clearly labeled as indicated in section B below. An electronic version (USB) of the
proposal shall also be submitted with the original. The electronic media must be a USB and shall bear
a label on the outside containing the RFP number and name, as well as the name of the Vendor.
C. The outside of each package shall be labeled with the following:
Identification Submittal Form
2.0 PROPOSAL FORMAT
The proposal must include a table of contents and all pages in the proposal must be numbered, consecutively from
beginning to end and separated by tabs as described below:
TAB A. TRANSMITTAL LETTER
The proposal is to be accompanied by a brief transmittal letter prepared on the Vendor's letterhead and signed by
an individual who is authorized to commit the Vendor to the services and requirements in the RFP and proposal.
This transmittal letter shall include:
1. The name, title, address, telephone number, and electronic mail address of the person authorized
to bind the Vendor to the contract, who will receive all official notices concerning this RFP.
2. The Vendor's Federal Tax Identification Number or Social Security Number.
3. A brief statement illustrating that the Vendor understands the work to be done, the commitment to
perform the work within the indicated timeframe, and a statement of why the firm believes it is
best qualified to perform the services described in the proposal.
4. A statement indicating that the proposal submitted represents a firm and irrevocable offer for a
period of one-hundred twenty (120) days.
5. Acknowledgement of all Addenda to this RFP
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