Whitfield County Schools Sealed Solicitation
Title: Safety - Panic Alert System
Deadline: 6/9/2025 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Deadline Expired
Solicitation Number: WCS-SFTY-2025-018
Description: The Whitfield County Schools is seeking proposals from qualified vendors to provide and implement a panic alert system in compliance with Alyssa’s Law, which mandates the installation of silent panic alarms directly linked to law enforcement. The system must ensure fast, discreet, and reliable emergency communication in all school facilities.
Documents:
| Documents as of 5/21/2025 |
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Addition 1
Posted: 5/27/2025
Type of Addition: Addendum 1
Overview: Updating Cedar Ridge Elementary Floor Plans, also adding Cedar Ridge Elementary 2nd Floor, and Eastbrook Middle Gym to the scope of work.
Solicitation #: WCS-SFTY-2025-018
Documents:
Addition 2
Posted: 6/4/2025
Type of Addition: Addendum 2
Overview: To clarify and confirm questions #9 and #11 that were submitted to the Vendor Registry website.
Solicitation #: WCS-STFY-2025-018
Documents:
Question 1
Posted: 5/21/2025
Question: Brian, I will be submitting SWC's system called neXus. I will send over an email link giving you more information. I need to know the number of staff for badging at all schools if possible. Thank you for your time and have a great day. Seth Pierce
Response: Please refer to the RFP section 6.1, Provide 2,000+ employee devices at 21 Locations.
Question 2
Posted: 5/21/2025
Question: Brian, Per the RFP for this project, If possible, could we get the brand and amount of cameras and card readers per school. We will need the amount and brand for the system integration.
Response: We have already responded to this question. Please see the public solicitation - Question # 5.
Question 3
Posted: 5/23/2025
Question: Do the exterior doors already have door contacts, and are the wired to the Access control or an intrusion system?
Response: Yes
Question 4
Posted: 5/27/2025
Question: Brian, Can you send me a PDF of Cedar Ridge please, sir? The PDF on the bid page is blurry and my engineers can't get a full look into the school.
Response: Please see addendum 1 for the updated Cedar Ridge Elementary Floor plan.
Question 5
Posted: 5/27/2025
Question: Brian, What brand of cameras and card readers does WCS use? SWC will need to know for future integration purposes. Does your system have an open API?
Response: Vendor selection will be based primarily on the pricing of the panic alert system, its components, and capabilities. Acknowledgment of the panic alert system's confirmed and tested ability to integrate with Avigilon Alta Aware and S2 will be sufficient for proposals. WCS will work with the selected panic alert system vendor and provide necessary details for consideration of optional integrations such as cameras and access control. WCS reserves the right to pursue or table optional integrations. Being chosen as the selected vendor for the panic alert system does not guarantee that optional integrations will be added to the scope of the project
Question 6
Posted: 5/30/2025
Question: How does Whitfield County Schools plan to fund this initiative? Is the district utilizing grant funding, general budget allocations, or open to a subscription-based model for ongoing services?
Response: The funding for this initiative has not been secured or finalized at this time.
Question 7
Posted: 5/30/2025
Question: We are a reseller for Motorola, and they have expressed interest in participating in the current RFP. Given the compressed timeline for submission, would it be possible to consider a 30-day extension to allow for a more comprehensive response? Thank you for your consideration. Best regards, Mark Sanchez
Response: Please be advised that an extension for this solicitation will not be allowed. All responses must be submitted by the deadline as stated in the solicitation document.
Question 8
Posted: 5/30/2025
Question: 2.9 Qualifications states “1. Proposer must be licensed to do business in Whitfield County, Georgia.” Can you confirm if we can provide this post-award?
Response: Whitfield County government does not require a business license, however, the company would be expected to be registered with the Secretary of State as well as the Department of Revenue, as all businesses must.
Question 9
Posted: 5/30/2025
Question: 2.9 Qualifications states “The Vendor must have an RCDD® (Registered Communications Distribution Designer) on staff that shall ultimately be responsible for this project.” Is this required for this bid and if so, can you please elaborate on the requirement for a RCDD? Is a designated project manager sufficient?
Response: see addendum # 2
Question 10
Posted: 5/30/2025
Question: 6.1 General Requirements, 2. Proposal Submission Requirements states “Installer must submit a Georgia Low Voltage License.” Is this required for this bid and if so, can you elaborate on this requirement? Can we provide this post-award?
Response: According to O.C.G.A. § 43-14-2, "low-voltage contracting" includes the installation, alteration, service, or repair of telecommunication, alarm, or general low-voltage wiring systems. Georgia law requires that individuals or firms performing this work possess a valid Georgia Low Voltage Contractor License. The license must be included with your proposal to be considered.
Question 11
Posted: 5/30/2025
Question: Regarding 6.5 Matrix Questions, since we’ve already met with the District, can you please confirm we have satisfied all of these questions? Or do we need to provide a summary for this matrix?
Response: see addendum # 2
Question 12
Posted: 6/2/2025
Question: What existing systems does the district want the solution to integrate with?
Response: (Priority) Ability to synchronize our staff information via an automated schedule; integration with ClassLink OneSync is preferred (Microsoft Azure or Google Directory Sync may be leveraged if necessary.) (Priority) Ability to integrate with Valcom 2006A paging system to broadcast a pre-recorded audible alert message. Ability to interrupt or mute PA channels prioritizing alert messaging over the paging system is preferred. (We understand that ability of PA systems to accept an interrupt will depend on capability of existing equipment. We will work with the selected vendor to evaluate this need and options to address it.) (Optional) ability to integrate with S2 access control system (Optional) ability to integrate with Avigilon Alta Aware camera system
Question 13
Posted: 6/2/2025
Question: For the Visitor Management piece, it's mentioned that you want to digitally compare the license to the person. Can you please elaborate on that? Are you looking for facial recognition, or for someone to be able to manually compare the person's picture to the picture on the license from their computer?
Response: We are interested in learning more about what your specific solution can offer for this application, whether it involves integrated AI-based facial recognition or a manual comparison process. For the Visitor Management component, our goal is to verify that the individual presenting a license matches the photo on that license. This could be accomplished either through automated facial recognition or by enabling staff to manually view and compare the license photo to the person’s live image on their screen. We’re open to either approach, depending on the capabilities and accuracy of your system.
Question 14
Posted: 6/2/2025
Question: Are you looking to use your existing hardware components for your visitor management system? If so, what are the make and models of your existing hardware?
Response: No, we do not have a common visitor management system across the district. We are seeking a unified solution that can be implemented at all schools. We are not looking to use existing hardware and are open to recommendations for a complete system.
Question 15
Posted: 6/2/2025
Question: What is the total number of students in the district?
Response: 11,615
Question 16
Posted: 6/2/2025
Question: For the purposes of pricing, how many panic buttons will the district need? Would you like to include addition buttons for visitors/substitutes?
Response: As stated in the RFP, provide 2,000 employee devices at 21 Locations.
Question 17
Posted: 6/2/2025
Question: "Request: Allow bi-directional API integration with a school’s existing digital safety systems (e.g., mass notification systems, access control systems, weapon detection systems, public address systems, strobe lights, sirens, smartboards, physical panic buttons, etc.). Can you provide a list of vendors that we would need to confirm with to determine integration methodology?"
Response: This specific line item is intended to assess your solution’s ability to integrate flexibly with a wide range of digital safety systems, rather than with specific vendors. Please indicate whether your product supports an open API, and outline your integration capabilities, supported protocols, and general approach to working with third-party systems.
Question 18
Posted: 6/2/2025
Question: Digitally verify that the visitor and the person on the ID document are the same. Are you looking for an AI solution that will compare the two images?
Response: We are interested in exploring what your solution offers for verifying that the visitor matches the ID document, whether through AI-powered image comparison or manual verification. We are open to either method, depending on the accuracy, reliability, and ease of use of your system.
Question 19
Posted: 6/2/2025
Question: Are you looking to run your visitor management systems on your own computers?
Response: Yes, we are primarily looking to run the visitor management systems on our existing desktop computers.
Posted: 5/27/2025
Type of Addition: Addendum 1
Overview: Updating Cedar Ridge Elementary Floor Plans, also adding Cedar Ridge Elementary 2nd Floor, and Eastbrook Middle Gym to the scope of work.
Solicitation #: WCS-SFTY-2025-018
Documents:
Posted: 6/4/2025
Type of Addition: Addendum 2
Overview: To clarify and confirm questions #9 and #11 that were submitted to the Vendor Registry website.
Solicitation #: WCS-STFY-2025-018
Documents:
Posted: 5/21/2025
Question: Brian, I will be submitting SWC's system called neXus. I will send over an email link giving you more information. I need to know the number of staff for badging at all schools if possible. Thank you for your time and have a great day. Seth Pierce
Response: Please refer to the RFP section 6.1, Provide 2,000+ employee devices at 21 Locations.
Posted: 5/21/2025
Question: Brian, Per the RFP for this project, If possible, could we get the brand and amount of cameras and card readers per school. We will need the amount and brand for the system integration.
Response: We have already responded to this question. Please see the public solicitation - Question # 5.
Posted: 5/23/2025
Question: Do the exterior doors already have door contacts, and are the wired to the Access control or an intrusion system?
Response: Yes
Posted: 5/27/2025
Question: Brian, Can you send me a PDF of Cedar Ridge please, sir? The PDF on the bid page is blurry and my engineers can't get a full look into the school.
Response: Please see addendum 1 for the updated Cedar Ridge Elementary Floor plan.
Posted: 5/27/2025
Question: Brian, What brand of cameras and card readers does WCS use? SWC will need to know for future integration purposes. Does your system have an open API?
Response: Vendor selection will be based primarily on the pricing of the panic alert system, its components, and capabilities. Acknowledgment of the panic alert system's confirmed and tested ability to integrate with Avigilon Alta Aware and S2 will be sufficient for proposals. WCS will work with the selected panic alert system vendor and provide necessary details for consideration of optional integrations such as cameras and access control. WCS reserves the right to pursue or table optional integrations. Being chosen as the selected vendor for the panic alert system does not guarantee that optional integrations will be added to the scope of the project
Posted: 5/30/2025
Question: How does Whitfield County Schools plan to fund this initiative? Is the district utilizing grant funding, general budget allocations, or open to a subscription-based model for ongoing services?
Response: The funding for this initiative has not been secured or finalized at this time.
Posted: 5/30/2025
Question: We are a reseller for Motorola, and they have expressed interest in participating in the current RFP. Given the compressed timeline for submission, would it be possible to consider a 30-day extension to allow for a more comprehensive response? Thank you for your consideration. Best regards, Mark Sanchez
Response: Please be advised that an extension for this solicitation will not be allowed. All responses must be submitted by the deadline as stated in the solicitation document.
Posted: 5/30/2025
Question: 2.9 Qualifications states “1. Proposer must be licensed to do business in Whitfield County, Georgia.” Can you confirm if we can provide this post-award?
Response: Whitfield County government does not require a business license, however, the company would be expected to be registered with the Secretary of State as well as the Department of Revenue, as all businesses must.
Posted: 5/30/2025
Question: 2.9 Qualifications states “The Vendor must have an RCDD® (Registered Communications Distribution Designer) on staff that shall ultimately be responsible for this project.” Is this required for this bid and if so, can you please elaborate on the requirement for a RCDD? Is a designated project manager sufficient?
Response: see addendum # 2
Posted: 5/30/2025
Question: 6.1 General Requirements, 2. Proposal Submission Requirements states “Installer must submit a Georgia Low Voltage License.” Is this required for this bid and if so, can you elaborate on this requirement? Can we provide this post-award?
Response: According to O.C.G.A. § 43-14-2, "low-voltage contracting" includes the installation, alteration, service, or repair of telecommunication, alarm, or general low-voltage wiring systems. Georgia law requires that individuals or firms performing this work possess a valid Georgia Low Voltage Contractor License. The license must be included with your proposal to be considered.
Posted: 5/30/2025
Question: Regarding 6.5 Matrix Questions, since we’ve already met with the District, can you please confirm we have satisfied all of these questions? Or do we need to provide a summary for this matrix?
Response: see addendum # 2
Posted: 6/2/2025
Question: What existing systems does the district want the solution to integrate with?
Response: (Priority) Ability to synchronize our staff information via an automated schedule; integration with ClassLink OneSync is preferred (Microsoft Azure or Google Directory Sync may be leveraged if necessary.) (Priority) Ability to integrate with Valcom 2006A paging system to broadcast a pre-recorded audible alert message. Ability to interrupt or mute PA channels prioritizing alert messaging over the paging system is preferred. (We understand that ability of PA systems to accept an interrupt will depend on capability of existing equipment. We will work with the selected vendor to evaluate this need and options to address it.) (Optional) ability to integrate with S2 access control system (Optional) ability to integrate with Avigilon Alta Aware camera system
Posted: 6/2/2025
Question: For the Visitor Management piece, it's mentioned that you want to digitally compare the license to the person. Can you please elaborate on that? Are you looking for facial recognition, or for someone to be able to manually compare the person's picture to the picture on the license from their computer?
Response: We are interested in learning more about what your specific solution can offer for this application, whether it involves integrated AI-based facial recognition or a manual comparison process. For the Visitor Management component, our goal is to verify that the individual presenting a license matches the photo on that license. This could be accomplished either through automated facial recognition or by enabling staff to manually view and compare the license photo to the person’s live image on their screen. We’re open to either approach, depending on the capabilities and accuracy of your system.
Posted: 6/2/2025
Question: Are you looking to use your existing hardware components for your visitor management system? If so, what are the make and models of your existing hardware?
Response: No, we do not have a common visitor management system across the district. We are seeking a unified solution that can be implemented at all schools. We are not looking to use existing hardware and are open to recommendations for a complete system.
Posted: 6/2/2025
Question: What is the total number of students in the district?
Response: 11,615
Posted: 6/2/2025
Question: For the purposes of pricing, how many panic buttons will the district need? Would you like to include addition buttons for visitors/substitutes?
Response: As stated in the RFP, provide 2,000 employee devices at 21 Locations.
Posted: 6/2/2025
Question: "Request: Allow bi-directional API integration with a school’s existing digital safety systems (e.g., mass notification systems, access control systems, weapon detection systems, public address systems, strobe lights, sirens, smartboards, physical panic buttons, etc.). Can you provide a list of vendors that we would need to confirm with to determine integration methodology?"
Response: This specific line item is intended to assess your solution’s ability to integrate flexibly with a wide range of digital safety systems, rather than with specific vendors. Please indicate whether your product supports an open API, and outline your integration capabilities, supported protocols, and general approach to working with third-party systems.
Posted: 6/2/2025
Question: Digitally verify that the visitor and the person on the ID document are the same. Are you looking for an AI solution that will compare the two images?
Response: We are interested in exploring what your solution offers for verifying that the visitor matches the ID document, whether through AI-powered image comparison or manual verification. We are open to either method, depending on the accuracy, reliability, and ease of use of your system.
Posted: 6/2/2025
Question: Are you looking to run your visitor management systems on your own computers?
Response: Yes, we are primarily looking to run the visitor management systems on our existing desktop computers.