Derry Area School District, located in Derry, PA, is seeking proposals from qualified vendors to furnish, program, install, and support UHF two-way portable radios and repeater infrastructure. The equipment will provide reliable, district-wide voice communication for daily operations, safety and security, and emergency response across all school buildings, athletic facilities, transportation areas, and grounds. The selected vendor will deliver a complete, turnkey radio communication solution that excludes base stations, as described below.
PROJECT BACKGROUND AND PURPOSE
Derry Area School District relies on two-way radio communication to coordinate staff across multiple buildings and large outdoor areas. Key users include:
1. Administrators
2. School security personnel
3. Custodial and maintenance staff
4. Transportation coordinators
5. Nurses
6. Athletic staff
7. Front office personnel
Reliable communication is essential during arrival and dismissal, extracurricular events, facility emergencies, lockdowns, evacuations, and severe weather. The terrain surrounding Derry, PA is varied and hilly. In addition, school buildings include dense construction materials such as concrete block, brick, and steel framing. Both factors can degrade signal coverage, so repeater infrastructure is needed to extend range and penetrate buildings.
The purpose of this procurement is to:
1. Replace or supplement existing radio equipment with modern, durable, UHF-band portable radios.
2. Provide repeater infrastructure that ensures consistent coverage throughout district facilities and grounds.
3. Improve emergency communication capabilities for staff during critical incidents.
4. Establish a standardized radio platform that simplifies programming, maintenance, training, and future expansion.
5. Secure vendor support for installation, configuration, training, warranty, and ongoing maintenance.
EQUIPMENT AND QUANTITIES
High School/Middle School
Quantity Description 25 Non-Display Radios with Chargers: Programming and alignment required 1 Repeater with antenna install
Grandview Elementary School
Quantity Description 30 Non-Display Radios with Chargers: Programming and alignment required 1 Repeater with antenna install
District Administration
Quantity Description 15 Display Radios with Chargers: Programming and alignment required 1 FCC License
FREQUENCY AND BAND REQUIREMENTS
All radios and repeaters must operate in the UHF band. Vendors must meet the following requirements:
1. Confirm in their proposal the exact tuning range of each proposed radio and repeater model.
2. Demonstrate that this tuning range is compatible with Derry Area School District's licensed operating frequencies.
3. Verify that the proposed equipment can be legally licensed and operated on the frequencies used by Derry Area School District.
4. Disclose any regulatory or spectrum-allocation constraints. Vendors must identify the compliant UHF frequency range they recommend if the specified designation cannot be supported for land mobile radio use.
5. Ensure all equipment supports 12.5 kHz narrowband channel spacing and complies with current federal radio type-acceptance and narrowbanding requirements.
6. Ensure frequency selection does not interfere with nearby licensed users.
7. Ensure all equipment operates within the parameters of Derry Area School District's radio license.
PORTABLE RADIO REQUIREMENTS
Portable radios must be commercial-grade units suitable for daily use in a school environment by staff with varying levels of technical experience. Vendors may propose both display and non-display models so that Derry Area School District can match device capability to user role.
General Specifications:
1. UHF band operation, with a tuning range confirmed compatible with Derry Area School District's licensed frequencies
2. Dual-mode capability supporting both analog and open-standard digital operation, so existing analog equipment can migrate during transition
3. Minimum RF output power of 4 watts in UHF, with selectable high and low power settings
4. Minimum channel capacity of 16 channels for non-display models and 32 or more channels for display models
5. Digital voice with background noise suppression for intelligibility in loud environments such as gymnasiums, cafeterias, and bus loading zones
6. Audio output of at least 1 watt rated, with clear audio at maximum volume
7. Minimum ingress protection rating of IP54. IP67 is preferred for outdoor and athletic staff.
8. Compliance with recognized military durability standards for drop, shock, vibration, dust, and moisture
9. Lightweight, ergonomic design appropriate for all-day carry
Safety and Operational Features:
1. Unit identification (caller ID) so users can identify who is transmitting
2. Group call, private call, and all-call capability for district-wide announcements during emergencies
3. Basic privacy or encryption capability to limit casual monitoring of sensitive communications
4. Programmable side buttons for priority functions
5. Channel scan and priority scan capability
6. Time-out timer and busy channel lockout to manage channel congestion
Battery Requirements:
1. High-capacity lithium-ion batteries providing a minimum of 12 hours of operation at a standard 5/5/90 duty cycle in digital mode, covering a full school day plus after-school activities
2. Battery management capability that reports battery health and charge status
3. One spare battery per radio included in pricing as an option
ACCESSORIES
Vendors must include pricing for accessories compatible with the proposed portable radios, including:
1. Single-unit rapid chargers, one per radio
2. Belt clips and carry holsters
3. Surveillance-style earpieces and acoustic tube kits for discreet communication by administrators and security personnel during events and incidents
4. Noise-canceling headsets for maintenance and grounds staff operating equipment
5. Replacement antennas
REPEATER REQUIREMENTS
Repeaters will serve as the core infrastructure for district-wide coverage. Base stations, desktop control stations, and dispatch consoles are excluded from this solicitation.
Repeater Specifications:
1. UHF band operation, with a frequency range compatible with Derry Area School District's licensed repeater pairs
2. Dual-mode analog and digital capability matching the proposed portable radios
3. Rated for 50 percent continuous duty cycle
4. Adjustable RF output power of up to 40 to 50 watts
5. Two-slot digital operation so each repeater frequency pair can carry two simultaneous voice paths
6. IP networking capability to link repeaters at multiple sites into a single wide-area system over Derry Area School District's existing network infrastructure
Repeater Site Infrastructure:
The vendor must furnish and install all components required for a complete, operational repeater site, including:
1. Duplexer properly tuned to the licensed transmit and receive frequencies
2. Exterior antennas rated for the operating frequency range and suitable for local weather conditions
3. Low-loss coaxial feedline, connectors, and weatherproofing
4. Antenna mounting hardware, masts, or brackets appropriate to the building structure
5. Lightning arrestors and surge suppression on RF and power connections
6. Grounding and bonding to industry-standard practices for communication sites
COVERAGE ASSESSMENT AND SYSTEM DESIGN
Before final equipment configuration, the vendor will perform a coverage assessment of Derry Area School District facilities. The assessment will include:
1. On-site walkthroughs of all school buildings, athletic fields, stadiums, parking lots, bus loading areas, and maintenance facilities
2. Identification of known dead zones, such as stairwells, basements, mechanical rooms, interior classrooms, and locker rooms
3. Recommendations for the number and placement of repeaters and antennas
4. Predictive coverage mapping showing expected portable radio coverage, both in-building and outdoors
5. Written system design documentation for review and approval by Derry Area School District before installation
The design must ensure reliable portable-to-portable communication through repeaters across all district campuses. It must also allow direct talk-around channels for local communication if a repeater becomes unavailable.
PROGRAMMING AND CONFIGURATION
The vendor will perform all programming and configuration in coordination with Derry Area School District staff, including:
1. Developing a channel plan and talk group structure based on departments and buildings. Examples include administration, security, maintenance, transportation, nursing, athletics, and an all-district emergency channel.
2. Programming all portable radios and repeaters with approved frequencies, talk groups, unit IDs, and features
3. Configuring emergency alert routing to designated administrative and security radios
4. Configuring privacy or encryption settings
5. Programming direct talk-around channels
6. Integrating existing compatible radios where feasible to support a phased transition
7. Delivering programming files, codeplugs, and configuration records to Derry Area School District
8. Labeling each radio with an asset number and assigned user group
INSTALLATION REQUIREMENTS
1. Coordinate all installation work with Derry Area School District facilities and administrative staff.
2. Schedule installation to minimize disruption to instruction. Work may be required after school hours, on weekends, or during scheduled breaks.
3. Comply with all district policies for contractor conduct, building access, and student safety, including any required background clearances for personnel working in school buildings.
4. Ensure roof penetrations, cable routing, and wall penetrations meet building code, are properly sealed, and do not void existing roof warranties.
5. Restore all work areas to their original condition and remove all packaging and debris from district property.
6. Perform system testing at completion, including signal strength measurements, audio quality checks, emergency button verification, and battery backup testing.
7. Provide a written acceptance test report documenting results at each site.
LICENSING SUPPORT
The vendor will assist Derry Area School District with radio licensing, including:
1. Reviewing the existing license
2. Identifying modifications needed to support the new repeaters and the UHF frequency plan
3. Preparing and coordinating license applications or modifications on behalf of Derry Area School District
4. Performing frequency coordination
5. Confirming that all equipment is programmed and operated within licensed parameters before system activation
TRAINING
The vendor will provide on-site training tailored to Derry Area School District users, including:
1. End-user training covering radio operation, channel selection, emergency button use, radio etiquette, battery care, and accessory use
2. Supervisor and administrator training covering talk group structure, emergency alert response, and basic troubleshooting
3. Technical training for designated district technology or maintenance staff covering battery management, charger use, basic diagnostics, and repeater status monitoring
4. Printed quick-reference guides for each radio model
5. Digital training materials suitable for onboarding future staff
WARRANTY AND SUPPORT
1. Minimum 3-year manufacturer warranty on portable radios and repeaters, covering parts and labor
2. Minimum 1-year warranty on batteries and accessories
3. Optional pricing for extended warranty coverage beyond the standard term
4. Local or regional service capability, with on-site response to repeater failures within 24 hours of notification
5. Loaner radios available during warranty repairs to keep operations running
6. Optional pricing for an annual preventive maintenance agreement covering repeater inspection, antenna and feedline testing, battery backup testing, and firmware updates
7. Firmware and software updates for the life of the warranty period
DELIVERABLES AND DOCUMENTATION
The vendor will provide the following to Derry Area School District:
1. Itemized equipment list with model numbers, serial numbers, and asset assignments
2. Final system design documentation and as-built drawings showing repeater and antenna locations
3. Coverage assessment report and predictive coverage maps
4. Channel plan and talk group documentation
5. Programming files and configuration backups
6. Acceptance test report
7. Operating manuals and quick-reference guides
8. Warranty documentation and service contact information
EXCLUSIONS
The following items are outside the scope of this solicitation and must not be included in proposals:
1. Base stations
2. Desktop control stations
3. Dispatch consoles
4. Vehicle-mounted mobile radios, unless specifically requested by Derry Area School District as a separately priced option
5. Cellular push-to-talk subscriptions or recurring airtime service
BID SUBMISSION FORM
TO: Derry Area School District 982 N. Chestnut Street Ext. Derry PA 15627
ATTENTION: Mr. Scott Chappell, Board Secretary
A. Bid Proposal
This proposal is submitted in accordance with the advertisement inviting bids to be received until 3:00 PM, prevailing time, on January 13, 2027.
The undersigned, as bidder, declares the name of the only person or parties interested in this proposal is attached hereto; that this proposal is made without collusion with any other person, firm, or corporation; that he proposes and agrees, if this proposal be accepted, that he will contract with the Derry Area School District to provide and deliver the vans in accordance with the specifications of the school district.
B. Communications Equipment:
Total Cost of Bid (attach itemized list): $_____________________________
C. Warranty Period:
Bidder must indicate the warranty period: _______________ year(s) or none.
D. Delivery Date:
Please specify the expected delivery timeframe in weeks from the receipt of a purchase order.
____________________ weeks
E. Specifications Variance
If applicable, list any variance to the specifications requested: ___________________________
F. Award of Bid
The Board of School Directors reserves the right to accept or reject any or all bids or any portion thereof, to waive any informalities or defects in form and/or to award a contract which, in their judgment, will be in the best interests of the School District. If awarded, this proposal, specifications, and general conditions will become a part thereof.
NON-COLLUSION AFFIDAVIT
Contract/Bid Name: Communications Equipment - 2027
(Additional non-collusion affidavit and signature requirements are included in the solicitation materials.)
ADDITIONAL NOTES FROM THE POSTING:
Bid specifications are available on the district website under Departments > Business > Bid Information. Questions regarding specifications should be directed to Ken Main, Director of Facilities, Grounds and Operations by phone at 724-694-1401 x1412 or via email to ken.main@dasd.us. Bids may be submitted electronically to the centralized bid email address bids@dasd.us or via mail to the office of the Board Secretary. Bids must be clearly marked "Bid - Communications Equipment 2027." Sealed bids will be received until 3:00 P.M. prevailing time on January 13, 2027, at which time the bids will be publicly opened and tabulated. Bids will be awarded at a February 2027 board meeting. The Board reserves the right to accept or reject any or all bids or any portion thereof, to waive any defect in form, and/or to award a contract which, in their judgment, will be in the best interest of the school district.
