The vendor is required to provide for the design, implementation, and support of a digital signage and emergency notification system.
- The system will be used to enhance communication throughout the school, enabling emergency notifications, custom messaging, and system integration with existing displays and network infrastructure.
1. Provide the following features and functionality:
a. Centralized emergency content distribution
• The system must enable emergency content to be immediately pushed to all digital displays across the school.
• Each device must be fully addressable, with the ability to arrange devices into groups for targeted messaging or to send "all page" announcements.
• This includes individual or grouped control over specific displays.
b. Device control capabilities
• The system must allow full control over connected TVS and displays, including on and off functionality, input source selection, and volume control.
• The system shall be capable of interfacing with a variety of display manufacturers.
• The selected vendor will be responsible for determining the specific control capabilities for each display type by obtaining make/model details.
c. Existing infrastructure integration
• The existing cloud-based digital signage system will remain in place.
• The new system must be compatible with this infrastructure, utilizing a second HDMI input for media controllers where necessary.
2. Software and application deployment
a. Pc alert software:
• The system must include desktop software for both windows and mac OS devices.
• This software will allow users to receive emergency notifications and alerts.
• The solution must support centralized deployment through an it management platform or individual installation on each computer and smartboard.
b. Mobile application:
• The system must include a mobile app for emergency communication.
• The app shall support a simple setup process, using a QR code for registration.
• The vendor will assist in configuring best practices for app deployment and communication settings.
• Mobile users: up to 100
3. Strobe and led signage functionality
a. Strobe alerts:
• Preschool playground
• Elementary school playground
• High school and middle school area
• Track
b. Led signage:
• Preschool: amount to be determined, not to exceed 20
• Elementary school: amount to be determined, not to exceed 20
• Middle school: amount to be determined, not to exceed 20
• High school: amount to be determined, not to exceed 20
4. Web-based interface
• The system must include a web interface that allows for initiating messages, scheduling events (e.g., bells or notifications), and managing custom messages.
• The system shall also support a campus-wide visual notification tool.
5. Server requirements
• The vendor shall provide remote programming, testing, and training.
• The assumption is that an on-site virtual machine will be provided by the client, but the proposal shall also include options for an on-premises server if needed.
6. Responsibilities
a) Vendor responsibilities:
• Provide all necessary on-site labor.
• Provide hardware, software, licensing and installation specifications.
• Provide a virtual machine or server as required for the system.
• Test and program the system remotely.
• Provide training and technical support to the client.
• Work with the client to ensure network access and data for system implementation.
• Annual software support and ability to increase licenses, if applicable
b) Client responsibilities:
• Ensure availability for testing.
7. Pricing and recurring costs
• Provide clear, itemized pricing for all components and services, including hardware, software, installation, training, and ongoing support.