IFB Intercom Installation Phase 2B

GUILFORD COUNTY SCHOOLS
Invitation For Bid
Purchasing Department
714 Green Valley Road
Greensboro, NC 27408
Direct all inquiries to: Invitation for Bid: #6846
Letitia Hines Bid due date: September 10, 2026
hinesL@gcsnc.com 336.370.3238 Commodity: Intercom Installation
NOTICE TO BIDDERS
Bids, subject to the conditions made a part hereof, will be received at this office 714 Green Valley
Road, Greensboro NC 27408, until 2:00 PM EST on the day of opening for furnishing and
delivering the commodity as described herein. Bids submitted via facsimile (FAX) machine in
response to this Invitation for Bid 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.
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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 60 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 (the "Owner") is seeking competitive proposals from qualified low-voltage
integration firms for the installation and commissioning of new IP Intercom Systems
across nine (9) school facilities.
The primary objective is to modernize campus communication using a Valcom IP-based solution.
This project is a "Labor and Supplementary Materials" contract. The Owner has already procured
the core hardware components and will handle the mounting of the core head-end infrastructure.
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.
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
Ver: 03/16/21 Page 2 of 18

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
PRE-BID
A mandatory pre-bid meeting will be held on Tuesday, August 18, 2026 @ 9:00 am in the Media
Center at Western Guilford Middle School, 401 College Road, Greensboro, NC. Site visits will be
held immediately after and continue daily through Thursday, August 20, 2026.
o Tuesday, August 18, 2026 @ 9:00am
1. Western Guilford Middle (Pre-bid Meeting in the Media Center, walk-throughs to follow)
2. Hunter Elementary
3. Pilot Elementary
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o Wednesday, August 19, 2026 @ 9:00am
1. Alamance Elementary
2. McNair Elementary
3. Washington Elementary
o Thursday, August 20, 2026 @ 9:00am
1. Greene Education Center
2. Union Hill Elementary
3. Oak View Elementary
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 by Monday, August 27, 2026 by 3:00pm.
Instructions:
Written questions shall be emailed to greeneL3@gcsnc.com and HinesL@gcsnc.com
by the date and time specified above. Vendors will enter "IFB #6846 - Questions" as
the subject for the email. Question submittals will include a reference to the applicable
IFB section and be submitted in a format shown below:
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. One (1) Original, hard
copy of the bid by the close date and time. The original hard copy should be addressed in an
envelope with the IFB number as shown below in the mailing instructions. It is the
responsibility of the supplier to have the bid in the Guilford County Schools Purchasing office
by the specified time and date of opening.
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 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.
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MAILING INSTRUCTIONS
DELIVERED BY US POSTAL SERVICE OR ANY OTHER MEANS:
IFB No. 6846
Letitia Hines
Guilford County Schools
Purchasing Department
714 Green Valley Road
Greensboro, NC 27408
BRAND NAME
Unless otherwise indicated, manufacturer names and model numbers specified are used for
purposes of identifying and establishing general quality level desired. The specifications listed are
the minimum acceptable by Guilford County Schools to maintain product integrity and ensure
continuity. Any deviations from the specifications will not be permitted. Bids which fail to comply
may be subject to rejection.
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.
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 60 days.
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5.0 REQUIREMENTS
1. Project Locations & Phasing
The project encompasses nine (9) sites. Due to the critical nature of the academic calendar,
all nine (9) sites must be fully commissioned and operational by November 30, 2026.
Immediate Deployment
Upon contract award, work at these sites may commence immediately. Contractors shall
coordinate with Guilford County Schools Technology Services to schedule installation during
normal business hours (Monday-Friday, 8:00 AM - 5:00 PM), provided that instructional disruption
is kept to a minimum.
Please note that student testing windows are specific to each site. Work will be strictly
restricted or prohibited during these site-specific windows; contractors are responsible for
verifying these dates with Technology Services and school administration prior to
mobilization. It may be possible to shift to a 2nd shift during these testing windows.
1. Western Guilford Middle: 401 College Rd, Greensboro, NC 27410
2. Alamance Elementary: 3600 Williams Dairy Rd, Greensboro, NC 27406
3. Greene Education Center: 604 E Main St, Jamestown, NC 27282
4. Hunter Elementary: 1305 Merritt Dr, Greensboro, NC 27407
5. McNair Elementary: 4603 Yanceyville Rd, Browns Summit, NC 27214
6. Oak View Elementary: 614 Oakview Rd, High Point, NC 27265
7. Pilot Elementary: 4701 Chimney Springs Dr, Greensboro, NC 27407
8. Union Hill Elementary: 3523 Triangle Lake Rd, High Point, NC 27260
9. Washington Elementary: 1110 E Washington St, Greensboro, NC 27401
2. Award Strategy & Multiple Vendors
2.1 Right to Multiple Award
To ensure all nine (9) sites are completed by the mandatory deadline of November 30, 2026,
Guilford County Schools reserves the right to award this contract to multiple vendors. The Owner
may, at its sole discretion, divide the project by school, by phase, or by geographical cluster to
mitigate schedule risk.
2.2 Capacity Declaration
Contractors must explicitly state in their proposal the maximum number of sites they can
realistically complete concurrently during the project timeline window without compromising quality
or safety.
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3. Materials & Responsibilities
3.1 Owner-Provided Equipment & Installation (OPE/OPI)
* The Owner will provide and physically install/mount the following at each site:
* Valcom Head-End Hardware: IP Servers, Gateways, and Audio Ports.
* Networking Gear: Managed PoE Switches.
* Jumpers/Patch Cables: All copper patch cables for MDF/IDF connections, and endpoint-
to-drop connections will be provided by GCS.
* Patching: The owner is responsible for all patching between the patch panels and the
network switches. The contractor shall be responsible for the endpoint-side connections
using owner-provided patch cables.
* Valcom Equipment provided by Owner, installed by Contractor: IP Speakers, Analog
Speakers, Sign Speakers, Call buttons, and Power Supplies.
3.2 Contractor-Provided Materials
The Contractor shall provide:
* Data Drop Cabling: Category 6 plenum-rated (CommScope - 6P4P24-YL-PCMS-
TPCE) horizontal cabling for any new intercom drops terminated to designated MDF/IDF
location. Verify with GCS project lead prior to installation.
* Call Button Cabling: Category 6 plenum-rated (CommScope - 6P4P24-YL-PCMS-TPCE)
horizontal cabling from speaker to call-button location.
* Patch Panel / Data Jacks: Panduit Mini-Com(R) High Density Modular Patch
Panel (CPP48HDWBLY) and any associated Mini-Com(R) TX6(TM) PLUS UTP RJ45 TG Jack
Module (CJ688TGYL) as needed to make and test the data drops.
* Analog Speaker Cabling: Category 6 plenum-rated (CommScope - 6P4P24-YL-PCMS-
TPCE) horizontal cabling from speaker zone terminated onto a 66 punch down block
located in the MDF/IDF. Contractor to provide 66 punch down block and 2'x4' 34" fire
retardant plywood mounted in MDF/IDF as needed.
* Pathways & Containment: Surface-mount raceway (Panduit, Wiremold or equivalent),
raceway boxes, and all necessary fittings for classrooms where in-wall cabling is not
feasible.
* 34" Conduit: For hard-ceiling environments or exterior runs, the contractor is responsible for
providing and installing all necessary EMT conduits, junction boxes, compression
fittings and bushings.
* Labeling: Permanent thermal-transfer labels for all cables, faceplates, and racks.
4. Scope of Work
The Contractor must be prepared to execute work under the following installation scenarios
depending on the specific architecture of the facility or room.
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Option A: Drop Ceiling Installation
1. Cable Routing: Pull Cat 6 cabling through existing J-hooks or cable trays above the
suspended ceiling grid.
2. Data Drop Relocation: The contractor shall identify one unused data drop from the
classroom to serve the speaker. Relocate, re-
terminate on a new Panduit jack w/Panduit CBX1WH-A single housing Install a blank in
faceplate where drop was removed from, and test.
3. Classroom Speaker Installation: Replace existing drop ceiling tile with a new Valcom 2x2
lay-in speaker. The contractor must save the removed ceiling tile to use as a replacement
for the existing speaker tile during demolition.
4. Endpoint Connection: Using Owner-provided patch cables, the Contractor shall connect
the speaker to the data drop located above the ceiling.
5. Call Button: Pull Cat 6 cable from the speaker to the hallway wall beside the classroom
door. Install surface-mount raceway and boxes ADA compliant for the call button and make
connections.
Option B: Hard Ceiling Installation (Conduit Required)
1. Conduit Installation: Provide and install exposed EMT conduit from the nearest accessible
entry point to the speaker and call button locations.
2. Mounting: Securely mount surface-mount back-boxes to the hard ceiling/wall for speakers
and call buttons providing cable pathway from speaker to call button.
3. Endpoint Connection: Using Owner-provided patch cables, the Contractor shall connect
the speaker to the data drop located within the conduit junction box.
4. Safety & Aesthetics: All conduit runs must be level, plumb, and installed in a manner that
minimizes visual impact while meeting all NEC codes for physical protection of cabling.
Option C: Hallway and Bathroom Analog Speakers
1. Installation: Install Owner-provided analog ceiling or wall-mount speakers in designated
hallway and bathroom locations.
2. Cabling: Pull Cat 6 cabling from the analog speaker loop back to the designated Valcom
Audio Port/Gateway in the MDF/IDF.
3. Zoning: Speakers must be wired and configured into logical zones (e.g., "Main Hallway
East"). The contractor shall consult with GCS Technology Services to finalize zone
boundaries.
4. Integration: Connect analog runs to the Owner-provided Valcom Gateways and verify
proper audio levels.
5. Vandal Resistant Speakers: Use standard phillips head screws on the faceplates, not the
tamper resistant ones that come with the speakers.
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Option D: External IP Speakers (Outdoor)
1. Installation: Install Owner-provided external IP speakers/horns on the building exterior at
designated locations.
2. Data Drop Relocation: The contractor shall install a new data cable for all external
speakers.
3. Penetration & Sealing: Provide all necessary wall penetrations and conduits. All exterior
penetrations must be properly sealed and weatherproofed.
4. Connection: Using Owner-provided patch cables, connect the external IP speaker to the
relocated data drop within a weatherproof junction box. Mount the IP-Link boxes to the
plywood in MDF/IDF that the cables terminate in.
General Requirements (Applicable to All Installations)
1. Site Survey: Validate endpoint locations against provided floor plans.
2. Documentation of Endpoints: The Contractor is responsible for recording the MAC
address of every installed speaker and endpoint (including external IP speakers). These
MAC addresses must be documented and cross-referenced to an electronically documented
shared spreadsheet and the as-builts. Additionally, a second unit sticker attached to the unit
must be removed from the device, placed on an Owner-provided form, and returned to the
Owner at the completion of the project.
3. Demolition & Legacy Removal: Disconnect and remove legacy head-end equipment and
designated speakers. Abandoned wiring must be cut and removed back to the closest
perimeter wall. The contractor is responsible for all trash removal without utilizing the
school's onsite dumpster.
4. Data Drop Relocation & New Drops:
a) Identify and relocate interior classroom data drops as required for
new intercom endpoints.
b) Note: If no unused data drop is available for relocation, or cannot be
relocated within 14' of desired location, or terminates into a Rebox that is not a
dedicated IDF the contractor shall install a new data drop to the designated
MDF/IDF after consultation with GCS Technology Services.
c) Relocated or new drops must be terminated, tested, and labeled according to District
standards.
5. Areal Lifts: The contractor shall be responsible for the rental, delivery, and coordination of
any areal lifts that may be required to complete the project.
6. Wall Penetrations: The contractor shall install sleeves as needed when penetrating walls
and adhere to all fire caulking standards.
7. Integration with Owner-Installed Gear: Owner mounts head-end servers/switches and
performs patching. The contractor terminates field cables into patch panels and ensures
certification.
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8. Programming & Configuration: The contractor is responsible for the initialization and
registration of all Valcom devices, as well as the configuration of zones, schedules,
broadcast music, and alerts.
9. Onsite Tool Storage: GCS project lead will work with school administrators to provide a
space to store tools, areal lifts, and materials. It is the responsibility of the contractor to
secure all tools, equipment, and materials to prevent any harm to GCS students or staff.
5. Testing, Commissioning & Acceptance
Final acceptance for each site is contingent upon:
* Audio Intelligibility Test: A room-by-room walkthrough to confirm audio clarity and decibel
levels.
* Visual Verification: Confirmation that all IP displays and visual alerts are synchronized.
* Software Validation: Verification of all schedules and security protocols.
* Data Certification: Submission of Fluke (or equivalent) test results for all new intercom
drops and relocated/new data drops.
* Documentation Verification: Confirmation that all MAC addresses have been correctly
mapped to the as-built floor plans, and the shared spreadsheet and sticker forms are
completed.
* Sign-off: A formal "Punch List" completion signed by the Contractor's Project Manager and
the Guilford County Schools Technology Services Project Lead.
6. Technical Requirements & Deliverables
* Certification: Lead technician must hold a current low voltage cabling certification.
* Warranty: Contractor shall provide a 1-year workmanship warranty from the date of
final acceptance.
* Deliverables:
o As-built floor plans (PDF) with annotated MAC addresses for every endpoint.
o Device Schedule (Shared Google Sheet) containing Room #, Device Type,
MAC Address, Cable Number, and Switch Port mapping.
o Completed Owner-provided sticker forms.
o Certified cable test results.
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