Publications iconKansas Register

Volume 40 - Issue 11 - March 18, 2021

(Published in the Kansas Register March 18, 2021.)

Hyman Brand Hebrew School

Request for Proposals

Introduction

Hyman Brand Hebrew Academy (HBHA) is a private Jewish day school located in Overland Park, Kansas. In 2020, HBHA applied for a grant from the Nonprofit Security Grant Program (NSGP) for security-related systems required to reduce significant risks and vulnerabilities. In July 2020 HBHA was informed that a grant was awarded. HBHA invites all vendors interested in delivering such services to submit a written proposal in accordance with the following information and instructions.

Background

HBHA is a K-12 Jewish day school founded in 1966 by a group of parents who felt strongly about having a Jewish day school education for their children.  As a school, HBHA is dedicated to providing a nurturing, collaborative, and joy-filled Jewish environment where students can grow into their best selves. The mission of the school is to prepare students for fulfilling lives as Jews and as honorable, contributing citizens.  In the wake of anti-semitic attacks in local, national, and international communities, the grant will be used to significantly enhance HBHA’s entry way.

Scope of Services and Responsibilities of Vendor

The selected vendor will be responsible for providing systems that possess the functional features and capabilities described in subsequent sections below. The vendor will be expected to provide training and on-going support to HBHA designated staff and members so they can effectively activate and operate the system. 

Vendors will be expected to tour the building to understand the layout, understand the current capabilities, how the building is used, and areas of concern. Vendors may propose optional or alternative features if such proposals produce an equivalent or better system than those described. HBHA reserves the right to accept or reject any or all such proposed alternatives in preference to the desired system features. Vendors need to keep in mind that the appropriate systems will need to maximize security effectiveness within the amount of available funding.

Vendor Background

The vendor must be an established company with experience in providing security solutions to commercial customers.

Required Capabilities

The desired security systems should address or provide each of the following features: 

  • The modification of the HBHA main entrance would be relatively simple due to the existing vestibule area and its conversion into a fortified glass curtain wall or “mantrap.” All visitors entering the main entrance would be routed through the school office after presenting identification and reason for their visit, and “buzzed-in” using magnetic locking doors.
  • The security upgrade of the Hyman Brand Hebrew Academy (HBHA) main entrance will start with adding a secure glass partition or curtain wall in the interior hallway, just inside of the existing glass walled vestibule. This security glass wall will limit access into the school and will channel visitors to a secure glass door that is directly in front of the school office administrative staff. This full security glass door will allow office staff to not only directly view and speak (via built-in video/audio interface) with visitors prior to allowing them access to the interior of the school building but will also allow them to review identification documents remotely (driver’s license, employee identification). This project is needed to prevent the entry of unauthorized or dangerous persons into the school building. By placing the secure glass partition wall in the inside hallway just inside the existing glass vestibule (which is used as a temperature buffer), we will limit weather exposure to our security glass and will be able to direct the flow of incoming visitors directly to the school office security glass door so they can be vetted by school administration personnel. Once approved they will be allowed access into the school via access control button “buzzer” or number keypad located near the school office front desk and issued appropriate visitor credentials.
  • The aluminum door frames that will contain security glass will be bolted into the existing floor and ceiling infrastructure. A two-way audio/video camera capable of reading identification documents, which will be installed near the security glass door that will be installed at the school office entrance, and a buzzer button or combination code access will be installed for office staff to allow remote access to visitors from behind the counter in the school office. Magnetic locks are planned to be installed on the single door that leads from the school office out to the school hallway, and on the single security glass door that leads into the office from the “mantrap” area.

Vendor Availability

The selected vendor must be responsive to the following minimum criteria to be considered for this proposal: 

  • The vendor ultimately chosen will be expected to complete the installation of the systems by no later than August 1, 2021.

Selection Criteria and Interview Process

An HBHA security project committee will review all submitted proposals and will select no less than two (2) vendors to interview based on the following:

  • Vendor’s knowledge of the subject
  • Vendor’s ability to understand HBHA’s needs
  • Vendor’s ability to design and install security systems that maximizes building security and available budget
  • Positive and constructive reference reports
  • Evidence of having performed similar services in the past

Short interviews will be conducted. The project committee will expect the vendors to engage in a question-and-answer session concerning the overall scope of services, processes, and training. This Request for Proposals (RFP) is the Security Team’s approach; however, we realize vendors have expertise in this field and are open to ideas that may better meet the project goals for securing the entrance to HBHA.

Following the interviews, the Security Committee will rank the proposals based on the demonstration and documents submitted plus what was learned during the interview process.  HBHA will then engage the top ranked vendor in contract negotiations.

Budget and Contract 

HBHA will enter into a contract with the selected vendor. NOTE: The contract and services described will be reviewed with the Kansas Highway Patrol to ensure compliance with the NSGP award. Additionally, HBHA Board of Directors will be required to approve the contract as a part of the award process.

Directions for Submission of RFP

Interested vendors can submit proposals either electronically via email or by hard copy. By email, the proposal should be sent to HBHA Business Office at businessoffice@hbha.edu, or mail/courier to:

Hyman Brand Hebrew Academy: Security Bid
Attn: Business Office
5801 W. 115th St.
Overland Park, KS 66211

Such proposals must show the respondent proposes security systems which reflect the requirements described above, illustrate they have provided services similar to those specified, and include the minimum following information:

  • Vendor name and address 
  • Brief history of company and range of service capabilities
  • Name of project director
  • No less than three (3) references, including contact information and a brief description of the services provided 
  • Project cost

The deadline to submit proposals will be 3:00 p.m. April 7, 2021. Questions concerning this RPF should be addressed to Carol Pfau, Executive Assistant, at 913-327-8152 or carolp@hbha.edu.

Additional Requirements

All vendors responding to this RFP shall be subject to and required to comply with all applicable state and federal provisions pertaining to non-discrimination, Equal Employment Opportunity and Affirmative Action and other provisions required by the NPSG program.

Airiona Maxwell
Chief Financial Officer

Doc. No. 048945