PUBLIC NOTICE / REQUEST FOR PROPOSALS

The Otter Valley Unified Union School District invites qualified vendors to submit sealed proposals for the design, supply, installation, and commissioning of an Analog Public Address (PA) System.

The project includes system installations at the following district schools:

● Lothrop Elementary School, 3447 US Route 7, Pittsford, VT

● Neshobe Elementary School, 17 Neshobe Circle, Brandon, VT

● Otter Creek Academy @ Leicester, 69 Schoolhouse Road, Leicester, VT

● Otter Valley Union Middle/High School, 2997 Franklin St, Brandon, VT

The base proposal shall include a complete analog PA system to support daily announcements and emergency communications. Optional add alternates may include integration with a bell scheduling system, synchronized clock system, and classroom audio amplification.

Proposal documents, specifications, and submission instructions will be available beginning Wednesday, April 15, 2026 at: https://www.rnesu.org/page/public-bids

A non-mandatory pre-bid site visit will be held on: Tuesday, April 21, 2026 at 9:00am, and Meeting at Lothrop Elementary School then traveling to Otter Valley UMHS, Neshobe Elementary School and concluding at Otter Creek Academy @ Leicester.

Sealed proposals must be received no later than:
Tuesday, May 12, 2026 at 9:00am
at:
Rutland Northeast Supervisory Union, 49 Court Drive, Brandon, VT 05733 or email to: bfleming@rnesu.org

Proposals shall be clearly marked:
“RFP – Analog PA System”

The District reserves the right to reject any or all proposals, to waive informalities, and to accept any proposal deemed to be in the best interest of the District.

For questions or additional information, contact:
Brenda Fleming
Director of Business & Finance
bfleming@rnesu.org
802-247-5757 x2716

REQUEST FOR PROPOSAL (RFP)

Analog Public Address (PA) System
Otter Valley Unified Union School District
State of Vermont

1. Introduction

The Otter Valley Unified Union School District (hereafter “the District”) is soliciting sealed proposals from qualified vendors to design, furnish, install, and commission a reliable analog Public Address (PA) system across the following facilities:

● Lothrop Elementary School

● Neshobe Elementary School

● Otter Creek Academy @ Leicester

● Otter Valley Union Middle/High School

The system must support daily announcements, emergency communications, and future expansion. Optional proposals are requested for integration with:

● Bell scheduling system

● Synchronized clock system

● Classroom audio amplification systems

2. Project Objectives

The District seeks to:

● Replace or install a robust analog PA system across all schools

● Ensure clear, intelligible audio in all instructional and common spaces

● Provide reliable emergency communication capability

● Enable centralized and/or building-level control

● Allow for scalable expansion and optional subsystem integration

3. Scope of Work

3.1 Base System Requirements (Analog PA)

The vendor shall provide:

● Head-end PA equipment (amplifiers, mixers, controllers)

● Administrative and office microphones

● Classroom speakers (ceiling or wall-mounted as appropriate)

● Hallway, gymnasium, cafeteria, and outdoor coverage

● Zoning capability (by classroom, wing, or building)

● Emergency override functionality

● Integration with existing fire alarm interface

● Wiring infrastructure (plenum-rated where required)

● Rack-mounted equipment with proper labeling and cable management

3.2 School-Specific Considerations

Vendors must account for differences in building size, layout, and usage:

● . Full-building coverage including classrooms, cafeteria, gym, and outdoor play areas

● Emphasis on classroom clarity and administrative control

● Flexible zoning to support varied instructional spaces

● Expanded coverage including larger common areas, auditorium (if applicable), athletic facilities, and potential multi-zone paging requirements

● Lothrop Elementary School – 2 buildings: Main School Building and the Town Hall Building (gym & cafeteria)

● Neshobe Elementary School – 4 Buildings, Forestdale/Brick Building (primary grades & PreK) Main Building, Art Building & Modular Unit-

● Otter Creek Academy @ Leicester –2 Buildings, Main School & Modular

● Otter Valley Union Middle/High School – 2 Buildings, Main School including middle school wing & annex and Modular unit

Site visits are strongly recommended, scheduled for Tuesday, April 21, 2026 9:00am beginning at Lothrop Elementary School, 3447 US Route 7, Pittsford, VT to verify conditions and infrastructure.

3.3 Functional Requirements

● Live voice paging (all-call and zoned)

● Pre-recorded message capability (optional but preferred)

● Priority override for emergency announcements

● Fail-safe operation in case of partial system failure

● Simple, user-friendly controls for school staff

4. Optional Systems (Add Alternates)

Vendors must provide separate pricing, by building, and descriptions for the following:

4.1 Bell System Integration

● Scheduled tone/bell signaling

● Customizable schedules per school

● Manual override capability

● Integration with PA speakers

4.2 Clock System

● Synchronized analog and/or digital clocks

● Central master clock controller

● Automatic time correction (DST support)

● Battery backup for power interruptions

4.3 Classroom Audio Amplification

● Teacher microphone (wireless preferred)

● Classroom speaker enhancement

● Integration with PA system where applicable

● Support for multimedia audio inputs

5. Compliance Requirements

All proposals must comply with:

● NFPA 72 (Fire Alarm and Signaling Code, where applicable)

● NEC (National Electrical Code)

● ADA (Americans with Disabilities Act) requirements for audibility

● FCC regulations (for any wireless components)

● OSHA safety standards

All equipment must be UL-listed or equivalent.

6. Installation Requirements

● Work must be performed during approved hours to minimize disruption

● Coordination with each school’s administration is required

● All penetrations must meet fire-stopping requirements

● Vendor responsible for cleanup and restoration

● Vendor will provide as-built drawings and system documentation for each building

7. Training and Support

The vendor shall provide:

● On-site training for administrative and technical staff at each school

● User manuals and quick-reference guides

● Minimum one (1) year warranty on parts and labor

● Optional extended service agreements

8. Proposal Submission Requirements

Proposals must include:

1. Company background and qualifications

2. Detailed system design and equipment list for each building

3. Project timeline and milestones

4. Itemized pricing:

o Base system (per building and total)

o Each optional component (separately listed, by building)

5. References from at least three (3) K–12 installations

6. Warranty and support details

7. Proof of insurance and licensure

9. Evaluation Criteria

Proposals will be evaluated based on:

● Compliance with specifications

● System reliability and scalability

● Vendor experience with K–12 environments

● Cost (including lifecycle cost)

● References and past performance

● Ease of use and maintainability

10. Timeline

Milestone

Date

RFP Issued

April 15, 2026

Questions Due

April 22, 2026

Proposal Submission Deadline

May 12, 2026, 9:00am

Vendor Selection

May 19, 2026

Project Start

July 1, 2026

Project Completion

August 20, 2026

11. Terms and Conditions

● The District reserves the right to reject any or all proposals

● The District may accept portions of a proposal

● All costs associated with proposal preparation are the vendor’s responsibility

● Contract award is contingent upon funding approval

12. Contact Information

All communications regarding this RFP shall be directed to:

Brenda L. Fleming
Director of Business & Finance
Otter Valley Unified Union School District
c/o Rutland Northeast Supervisory Union, 49 Court Drive, Brandon, VT 05733
[bfleming@rnesu.org
[802-247-5757 x 2716

13. Appendices (Optional)

● Floor plans for – EMAILED UPON REQUEST TO BFLEMING@RNESU.ORG

o Lothrop Elementary School

o Neshobe Elementary School

o Otter Creek Academy @ Leicester

o Otter Valley Union Middle/High School

● Existing system weaknesses, by site:

o OVUMHS

Library

No speaker for emergency notifications and only 1 phone

Gym

Too much echo to hear emergency announcements

Theater

No speakers inside the theater work

Small Cafeteria

Not sure if announcement can be heard when the cafe is full

Large Cafeteria

Not sure if announcement can be heard when the cafe is full

Kitchen

No speaker here. Students cannot hear when in line b/c phone is in back office

Hall near 157

staff said signals cannot be heard here

Restrooms

Emergency announcements cannot be heard in restrooms without phones

Full building and outdoors

Addition of Blue Lights for hearing impaired and outdoors

Welding Studio and Woodshop

Add Blue Light here because they cannot hear above the noise of the welding shop. No phone in welding space either

Q&A Addendum to OVUUSD PA System RFP

CONTRACT - ANALOG PUBLIC ADDRESS SYSTEM
Otter Valley Unified Union School District
GENERAL CONTRACT AGREEMENT

This General Contract Agreement (“Subcontract”) is made this _______ day of____________________, 20 ___ between Otter Valley Unified Union School District (“District”) and _____________ (“Contractor”). The parties agree as follows:

1. Independent Contractor Status: It is the intention of both parties that Contractor is an independent contractor and not a District agent or employee. Contractor agrees to furnish materials, equipment, tools and service necessary for the work described in this Agreement.

2. Scope of Work: The materials provided and work performed are specified in the attached Scope of Work. (Exhibit 1 - RFP) The scope of work shall not be revised, amended or otherwise changed without a written change order from the District. Where additional work is undertaken by Contractor, without prior written approval by the District, Contractor hereby waives any right to payment for such materials or work.

3. Warranty of the Work: Contractor guarantees and warrants that materials and equipment furnished under this Agreement will be of good quality and new unless otherwise agreed in writing. Contractor warrants that the work performed under the terms of this Agreement will be free from defects. If there are defects in the work, equipment or materials, Contractor shall promptly remedy and repair any such defects. If Contractor does not promptly remedy any defects, the District may undertake repairs and charge Contractor the reasonable costs of replacement or repair.

4. Design Plans and Specifications: The Contractor shall strictly comply with any and all design plans and specifications provided to it by the District in connection with the materials and work. Failure to comply shall constitute a material breach of this Agreement. Contractor shall be responsible seeking clarification of any questions concerning design plans and specifications.

5. Indemnification: To the fullest extent permissible by law, Contractor shall indemnify and hold harmless the District, it’s officers, employees and agents from and against any and all demands, claims, suits, costs of defense, attorneys’ fees, witness fees, including expert witness fees, liabilities and other expenses including damage to property, loss of use of property or for injury to or death of any person, including, but not limited to, any employee, agent, servant, independent subcontractor or subcontractor of the Contractor, or a member or members of the general public, in any way arising directly or indirectly from or in connection with the construction, installation or other performance of terms of this Agreement by any Contractor.

6. Payment and Waiver of Liens: Contractor shall be paid for the work specified by this Contract pursuant to the RFP Schedule of Work and Payments. Payment Schedule: The District shall make progress payments to Subcontractor within 30 days of approval of the Contractor’s work by the District. The District may require that all of Contractor’s material suppliers and subcontractors provide waivers of their right to place a lien on the Project in a form satisfactory to the District before payment is made.

7. Retainage: Unless otherwise agreed in writing, ECE shall be entitled to a retainage of 10% percent of amounts payable under this Subcontract, which retainage shall not be required to be paid until after the work specified by this Agreement is complete. At that time, the retainage shall be paid only if the work has been satisfactorily performed. The District may offset any financial harm incurred by it because of defective work, if any, from the retainage funds.

8. Assignment of Work/Subcontracting: Subcontractor may not assign or otherwise delegate to independent contractors the work subject to this Agreement without the written consent of The District. The District shall review any subcontract proposed by Contractor before providing consent to subcontract the work. Further, the work specified herein is not assignable and is specific to Contractor. Any assignment of work shall incorporate the provisions of this Agreement such that assignees or subcontractors shall be bound to the District in the same manner and extent as specified for Contractor under this Agreement.

9. Insurance: Contractor shall purchase and provide proof of insurance to the District as specified below. Any subcontractor to Contractor must have and provide proof of insurance to the District for all the insurances identified below.

● Contractor shall maintain at all times during the project a Commercial General Liability Policy for damages from “bodily injury,” property damage,” and “personal and advertising injury” arising out of or caused by any operations and completed operations. Limits of Liability will be $1,000,000.00 each “occurrence,” $2,000,000.00 general aggregate, on a per project basis. Such policy shall also contain a $2,000,000.00 Products Completed Operations Coverage aggregate. The District shall be identified as an additional insured under the policy and the policy shall be primary to any other policies of insurance covering. Any insurance policy and/or coverage purchase by the District shall be excess to Contractor’s coverage, including excess insurance coverage, if any.

b. Completed operations coverage must be maintained for a minimum of two years after the completion of the work specified herein.

● Worker’s Compensation Insurance for all Contractors’ employees, with a minimum Liability Limit of $1,000,000.00.

● Business Auto liability insurance coverage with coverage limits of at least $1,000,000. Such insurance shall provide primary coverage for all of Contractor’s employees and for all motor vehicles utilized in connection with the work performed under this Subcontract. General Contractor and the District shall be named additional insureds under the policy.

● Commercial Umbrella insurance policy with limits equal to or greater than $5,000,000.

The District may at its discretion request proof of insurance at any time during the period in which the policy is required by this Agreement to be effective. If Contractor fails to obtain or maintain the required insurance or to provide proof of insurance, it shall constitute a substantial breach of the Agreement. Without limitation, Contractor shall be liable for any and all costs, liabilities, damages and penalties (including attorney’s fees and costs) resulting to the District from such breach.

10. The District’s and Contractor’s Obligations upon Default: In the event Contractor terminates this Agreement because of a breach of the terms of this Agreement or in the event that the District terminates this Agreement, the District shall have no liability to Contractor except to pay the contract price for work satisfactorily completed. Contractor hereby waives and releases any rights or claims for consequential damages arising from or related to its performance under the terms of this Agreement or termination of the Agreement. Contractor shall be liable for, without limitation, any extra costs incurred to obtain substitute performance to complete the work, including design, managerial, administrative and materials costs. The District shall be entitled to its attorney’s fees and costs in connection with any claims, damages or demands for compensation made by it against Contractor where the Contractor has breached the terms or conditions of this Agreement.

11. Waiver of Subrogation: Contractor and its insurers hereby waive any and all rights of subrogation against the District, its officers, directors, employees, agents, representatives and insurers for any claims arising from or related to the work performed hereunder or harm suffered by Contractor in connection with this project. All insurances purchased pursuant to this Agreement shall contain a waiver of subrogation provision or endorsement in the policy.

12. Governing Law: This Subcontract shall be governed by and construed under the laws of the State of Vermont. Any litigation relating to or arising from this Subcontract shall be initiated and maintained in the State of Vermont and Vermont shall have exclusive jurisdiction over any such disputes.

13. Mediation and Arbitration: The parties agree that any disputes, claims or disagreements arising from or related to this Subcontract or the work performed pursuant to the Subcontract shall be first submitted to mediation at a mutually agreeable Vermont location with an impartial mediator. In the event that the matter is not resolved at mediation, the parties hereby agree that the matter will be submitted to binding arbitration. The arbitration shall be subject to and governed by the procedures and requirements of the Vermont Arbitration Act.

ACKNOWLEDGEMENT OF ARBITRATION:

I understand that this agreement contains an agreement to arbitrate. After signing this document, I understand that I will not be able to bring a lawsuit concerning any dispute that may arise which is covered by this arbitration agreement, unless it involves a question of constitutional or civil rights. Instead, I agree to submit any such dispute to an impartial arbitrator.

14. Severability: In the event any provision of this Contract shall be declared invalid, such provision shall be deemed severable from the remaining provisions of this Agreement, which shall remain in full force and effect.

15. Waiver of Consequential Damages: Contractor hereby for itself and any assignees or subcontractors waives the right to seek consequential damages against the District. Any claims raised by Contractor shall be limited to amounts owed as payment for work performed under this Agreement.

16. Notices: All written notices shall be sent to the parties by U.S. mail at the following locations:

Signed, this ___ day of ________, 20____.

Contractor:

By:__________________________________

Authorized Representative

Signed, this ___ day of _______, 20__

The District

By:________________________________________

Authorized Representative

Rutland Northeast SU

Public Bids

Otter Valley Unified Union School District - Analog Public Address (PA) System