About this opportunity
AI summaryFort Smith Public Schools requests proposals from qualified USA-based vendors to deliver an end-to-end turnkey audio monitoring solution in compliance with Arkansas Eli's Law. The required scope includes designing, furnishing, delivering, installing, networking, configuring, testing, training, warranting, and maintaining compliant audio recording systems with secure encrypted cloud storage, signage, and ongoing maintenance.
Buyer and opportunity details
- Client
- Fort Smith School District
- Solicitation No.
- 2025-26 RFP-032
Scope of work
- Supply and install continuous audio recording sensors in locker rooms, changing rooms, and designated dressing areas
- Install Cat6/Cat6A plenum-rated structured cabling, patch panel terminations, cable labeling, and testing adhering to TIA/EIA standards
- Furnish tamper-resistant, impact-resistant device mounting hardware and integrate with District network or provide dedicated PoE switches
- Provide secure, encrypted cloud storage environment with automated retention logic conforming to Eli's Law requirements
- Supply and install prominent high-visibility notice signage in each monitored room
- Perform end-to-end hardware testing, network connectivity validation, audio clarity checks, and system commissioning
- Provide comprehensive hands-on administrative training, user manuals, administrator documentation, and reference materials
- Provide ongoing technical support, minimum one-year equipment warranty, preventive maintenance, software updates, and service level agreement
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Compliance with listed Specifications | 25 (25% of Total) |
| Total cost of Ownership & Pricing Transparency | 25 (25% of Total) |
| Technical Solution Quality & Cloud Security | 20 (20% of Total) |
| Vendor Experience & Qualifications | 15 (15% of Total) |
| Implementation, Testing & Training Plan | 15 (15% of Total) |
Minimum qualifications
- Qualified, licensed, and experienced vendor with experience working with school districts
- Demonstrated success in K-12 projects and low-voltage structured cabling installations
- Mandatory attendance and signed official attendance sheet at the site walkthrough
- State licensing for security/audio deployments
Documents to include with your response
- Proposal Upload (organized into required sections)
- List of three references from recent public school district deployments
- Completed Assurance & Disclosure Statement
- Minority Business Policy selection and Arkansas certification number if applicable
- Acknowledgements and certifications of Arkansas State Boycott Terms and Conditions
- Proposed Service Level Agreement (SLA) and service agreement
- Itemized Pricing Proposal (Part 1 Capital Costs and Part 2 Operational Costs Years 1-5)
- 5% Bid Bond
Key dates
- Release Date
- November 5, 2026
- Pre-Proposal Meeting (Mandatory)
- November 18, 2026, 9:00am
- Question Submission Deadline
- November 20, 2026, 4:00pm
- Question Response Deadline
- December 1, 2026, 4:00pm
- Response Submission Deadline
- December 18, 2026, 4:00 pm
How to submit
- Method
- Electronic via the e-Procurement Portal
- Instructions
- Submit electronic responses through the Fort Smith Public Schools e-Procurement Portal at https://procurement.opengov.com/portal/fortsmithschools.
Contract details
- Term
- Initial Implementation Term begins on date of award and ends June 30, 2027, with District options to renew for up to five successive one-year terms ending no later than June 30, 2032.
- Place of performance
- Six secondary school campuses in Fort Smith, AR: Northside High School, Southside High School, Chaffin Middle School, Darby Middle School, Kimmons Middle School, and Ramsey Middle School.
- Insurance and bonding
- Commercial General Liability: $1,000,000 per occurrence and $2,000,000 general aggregate; Automobile Liability: $1,000,000 combined single limit; Workers' Compensation as required by Arkansas law; Employers' Liability: $500,000 each accident, $500,000 disease policy limit, $500,000 disease each employee. Certificate of Insurance naming FSPS as additional insured required before commencing work.