14-PW-F-26-611802-2029 Bid Document.pdf

INVITATION TO BID

Fire Alarm System Upgrade at Renaissance High School and District

Service Center

PW-F-26-611802-2029

Procurement Services

ITB ADMINISTRATIVE INFORMATION

ITB Project Description: JOINT SCHOOL DISTRICT #2, DBA WEST ADA SCHOOL DISTRICT

(the “District”) IS SOLICITING PROPOSALS FROM QUALIFIED

CONTRACTORS TO PERFORM A FIRE ALARM SYSTEM UPGRADE

AT RENAISSANCE HIGH SCHOOL AND DISTRICT SERVICE

CENTER.

ITB Lead: CATHERINE THOMSON, PROCUREMENT OFFICER

WEST ADA SCHOOL DISTRICT

1303 E CENTRAL DR

MERIDIAN, ID 83642

Register at Bonfire, in order to bid:

Westada.bonfirehub.com

Need help? Please contact Bonfire directly at Support@GoBonfire.com or 1.800.354.8010 x2 for technical questions or issues related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

Pre-Bid Conference: APRIL 9, 2026 @ 3:00 PM MDT *Meet at entrance of District Service Center*

Deadline to Receive Questions: APRIL 16, 2026 @ 4:00 PM MDT Submit Questions to: SUBMIT THROUGH BONFIRE

Deadline to Submit “Equivalent” APRIL 16, 2026 @ 4:00 PM MDT for pre-bid approval: SUBMIT THROUGH BONFIRE – VENDOR DISCUSSIONS

ITB Due Date: April 28, 2026 @ 1:00 PM MDT All proposals must be submitted through Bonfire at:

https://westada.bonfirehub.com

ITB Bid Opening: April 28, 2026 @ 1:00 PM MDT Bids will be publicly opened via a Microsoft Teams meeting. Meeting link can be found in Bonfire under files section.

Recommendation to the Board: May 12, 2026 @ 6PM MDT

Notice of Intent to Award: May 13, 2026 mailto:Support@GoBonfire.com mailto:PURCHASING@WESTADA.ORG https://westada.bonfirehub.com/

SPECIAL TERMS & CONDITIONS

1. INSTRUCTIONS:

The following instructions have been developed specifically for this bid and may or may not be the same as previous or future solicitations for this type of service or commodity. Therefore, all bidders are urged to review these instructions in detail before submitting their bids.

2. SCOPE OF CONTRACT:

Fire Alarm System Upgrade at Renaissance High School and District Service Center.

3. BID PREPARATION AND SUBMISSION:

a. Bids will only be received and electronically opened via Bonfire at the date and time specified in this document.

b. Bids received other than through Bonfire, or Bids received later than the time and date specified in the Invitation to Bid will not be considered.

c. All prices and other notations must be uploaded into Bonfire.

d. Bidder shall quote lowest net price, best delivery date, maximum discount terms for prompt payment, and make and model of the item offered.

e. All terms, specifications, and instructions set forth in this invitation are incorporated by this reference into your response.

Before submitting a bid, the Bidder shall thoroughly familiarize themselves with all Terms and Conditions of the bid, and any addenda issued before the Bid Closing. Such addenda shall form a part of the Bid and shall be made a part of the Contract Documents. It shall be the Bidder's responsibility to ascertain that their bid includes all addenda issued prior to the Bid Closing. Bidder should carefully review the information provided to ensure that they are thoroughly familiar with all the requirements, conditions, and cost implications that will exist if a contract is awarded to them. No proposal preparation costs will be assumed by WASD and are the vendor’s responsibility.

The Bidder must satisfy themselves by personal examination and by such other means as they may prefer as to the actual conditions and requirements under which the service must be performed. If under inspection and examination by the Bidder there are any existing conditions or requirements of the service which are not completely understood by the Bidder, they shall submit their question via the Vendor Discussions tab in Bonfire under the “Messages” section during the Q&A period.

The Bidder is responsible for correctly applying cost allocation to otherwise eligible products and services and correctly identifying ineligible products/services on the bid form.

Bidders are expected to examine the specifications and all instructions of the bid. Failure to do so will be at the Bidder's risk. Each Bidder shall furnish the information required by this bid.

All bids must be submitted electronically to the following:

https://westada.bonfirehub.com/portal/?tab=openOpportunities

Refer to the project details in Bonfire for the deadline date and time, signed by a legal officer of the company having the authority to bind otherwise the bid is considered non-responsive.

Per Idaho Code 54-1902, proposing vendors are required to have a valid Idaho Public Works license at the time of their proposal submission. Subcontractors must possess a valid Idaho Public Works License at the time of proposal submission.

https://westada.bonfirehub.com/portal/?tab=openOpportunities

Per Idaho Code 67-2310, if Bidder is using subcontractors for PLUMBING, HVAC, or ELECTRICAL, the names and addresses of those subcontractors are REQUIRED to be listed with the proposal. Subcontractors must also possess a valid Idaho Public Works License at the time of proposal submission.

4. AWARDS & RESERVATIONS: The Board of Trustees (The Board) of West Ada School District reserves the right to:

1. Reject all non-conforming, non-responsive, or conditional bids, to accept or reject any and/or all bids, or portions thereof.

2. Accept any part of the bids at prices quoted, to the best advantage of the District, unless bidder positively limits his bid to “all or none”.

3. Waive any minor informality or irregularity (error/omissions) in any bid.

4. Reject the bid of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature.

5. Reject the bid of a Proposer who has previously defaulted on any contract with the Owner.

6. Reject the bid of a Proposer who is not, in the opinion of the Owner, in a position to perform the contract; and or all bids when such reject is in the interest of the Owner.

7. To accept the bid(s) it deems to be in the best public interest.

8. The decision of the Board shall be final and conclusive.

Bids are subject to acceptance within sixty (60) days of closing date, and bids shall remain irrevocably in effect for one hundred and eighty (180) days after bid closing.

5. ERRORS IN BIDS/RELIEF FROM BID:

Bidders or their authorized representatives are expected to carefully examine all documents in the solicitation to obtain knowledge of existing conditions, limitations, and requirements before submitting bids. Failure to do so will be at the Bidder's own risk and he/she cannot secure relief on the plea of error. Idaho Code 54-1904C outlines the requirements placed upon the Bidder when declaring a request for relief. In case of error in extension of the prices in the bid, the unit price shall govern at the discretion of the Purchasing Agent.

6. INCONSISTENCIES:

In the case of inconsistencies or disputes among the Agreement, the District’s ITB, and the Bidder’s Response to the ITB, the following order of precedence shall prevail in descending order of priority:

• The Agreement and any written and fully signed amendments hereto.

• The District’s ITB and any written amendments hereto.

• The Bidder’s Response to the ITB and any authorized written amendment or clarifications thereto.

The laws of the State of Idaho shall apply to all disputes arising out of this ITB, without application of any principals of choice of law.

7. PRE-BID CONFERENCE:

All interested bidders are STRONGLY ADVISED to attend the pre-bid conference, at their expense.

8. COMMUNICATIONS:

Questions regarding this proposal must be submitted through the Vendor Discussions tab within Bonfire. Refer to the project details in Bonfire for the dates and times of the question period. Questions cannot be received after the Q&A portal closes.

The District reserves the right to not respond to questions if doing so might violate any of the rules or laws governing this procurement process, gives one Respondent an advantage over another, or any other reason that impacts the integrity of the procurement process.

Attempts to communicate with any District employee or agent other than the District’s Procurement Services Department regarding any of the products, services, or ideas represented in this ITB will be viewed as an attempt to circumvent the competitive bidding process and may lead to the disqualification of the bid(s).

The District reserves the right to obtain clarification of any point in the bid by obtaining information necessary to properly evaluate the bid, including contacting subcontractors if listed in the proposal. Failure of a Bidder or subcontractors to respond to such a request for additional information or clarification may result in the rejection of the bid. The District’s retention of this right shall in no way reduce the responsibility of the Bidder to submit a complete, accurate, and clear bid.

9. BASIS OF AWARD:

Award(s) will be made based upon the lowest price vendor that meets all the requirements as set forth in the

ITB.

10. METHOD OF AWARD:

Bids are to be submitted via Bonfire. All required information is identified with a form, document, answer to a question, or electronic certification. Failure to upload a required document or fill in all blank spaces required in the documents may be cause for rejection of bid as non-responsive. The Owner reserves the sole right to determine whether a bid is non-responsive. All bidders submitting proposals shall acknowledge and abide by the Owners’ decision without recourse.

Award is contingent upon timely compliance with all Bid Conditions and Specifications which must be satisfied prior to beginning of service under the Contract.

As a result of the bid, the Contract will be awarded according to the authority granted the Board of Trustees of West Ada School District.

In case of a tied bid, established procedure for processing bids will be followed if none of the tied vendors have a drug-free workplace program. Proposers that acknowledge the presence of a program further acknowledge they will provide a drug-free workplace program, maintain such program through the life of any contract that comes from this ITB, and ensure that all subcontractors meet this requirement. The absence of a statement in the bid document will be construed to mean there is no such program in place.

Prior to bid award, as evidence of qualification, a bidder whose proposal is under consideration shall, upon request, promptly submit satisfactory evidence of his financial resources, his experience, and the organization and equipment he has available for the performance of the contract.

The award of a bid shall not constitute an order. Before any shipments can be made, the vendor must receive a purchase order issued by the District. Shipments shall be made as specified on the order, conforming to the bid form, specifications, and general instructions. Any contract or purchase order issued pursuant to this bid invitation, and any monies which may become due hereunder, are not assignable except with the written consent of the Board of Trustees or its agent. Any requests for assignment must be directed to the purchasing agent in writing, stating the reason for the request and any other particulars germane to the proposition.

11. REJECTION/CANCELLATION

The District reserves the right to reject any and all bids. The District also reserves the right to cancel individual items, remove items, and award to the Bidder when it's to the best advantage of the District.

The District reserves the right to cancel this ITB and all supporting documents at any time. Cancellation notices shall be posted as an addendum in Bonfire.

Qualifications of a bid with a requirement by Bidder for any minimum order other than as specified in this bid may be cause for rejection of Bidder's entire bid.

The Board specifically reserves the right to reject any conditional proposal and will normally reject those which make it impossible to determine the true amount and quality of the proposal.

12. VENDOR SELECTION:

The West Ada School District specifically reserves the right to evaluate, in its absolute discretion, the total proposal of each Bidder so as to select the company which will best serve the needs of the District, thus ensuring that the best interest of the District and its tax paying public will be served.

The West Ada School District reserves the right to inspect the facilities or conduct an investigation of the Bidder prior to award of contract to determine the performance record and ability to supply the service specified in this invitation to bid, and, if the District determines, after such inspection or investigation, that the Bidder is not capable of performance satisfactory to the District, the proposal will not be considered. Upon request, the bidder shall submit such information as deemed necessary for such evaluation.

13. BIDDER’S PAST PERFORMANCE:

A Bidder may be ruled non-responsive based upon the Bidder's unacceptable past performance, which may include but not limited to: late deliveries, partial deliveries, delivery of wrong materials, products not meeting specifications, providing incorrect prices, invoicing problems, default, etc.

14. ALTERNATE PRODUCTS:

The District encourages bids of alternative equivalent products. However, Bidders will be asked to demonstrate equivalency of alternates to the products specified. To that end, the District requires that Bidders submit a detailed literature and specification sheets with the sample submission. Failure to include such information may be cause for rejection of the alternate item. An addendum will be issued with all approved and denied alternative products. The District specifically reserves the right to evaluate, in its absolute discretion, the specified, and alternative submissions, and select the product that best meets the needs of the District and its tax paying public.

The specifications set forth in this bid are intended to be used as a basis for determining acceptable quality and performance. The specifications are not meant to be restrictive to a particular brand. The District does reserve the right to be the sole determiner of equivalent products and reserves the right to waive any minor variations from specifications and to evaluate the bid based on the determination of what is in the District's best interest.

The District also reserves the right to reject any part of the bid or the whole bid. Bidding an unapproved product will be considered a non-responsive bid.

15. BIDDER SECURITY:

Any bid which exceeds $250,000.00 must be accompanied by a bid bond with a surety company licensed to conduct business in Idaho, or a certified/bank cashier’s check drawn on an Idaho bank in an amount of five percent (5%) of the total bid, made payable to Joint School District No. 2 dba West Ada School District. The bond or check of all Proposers will be retained until the award is made to the successful Proposer, and a contract is entered into. Respondents submitting multiple products for consideration must include a bid bond ONLY for the highest cost alternative. A copy of the bid bond OR front and back of a cashier’s check must be uploaded to Bonfire under the Bid Bond requirement. If choosing the certified/bank cashier’s check option, mail or deliver the check to:

West Ada School District ATTN: Procurement Services

1303 E. Central Dr.

Meridian, ID 83642

The certified/bank cashier’s check MUST be received PRIOR to the bid’s closing date and time for a bid to be considered responsive and signed and witnessed by both the surety and bidder.

If your bid is under $250,000, the Bidder MUST upload a document into Bonfire stating that their bid is under $250,000 and does not require a bid bond.

Should a Respondent fail to enter a contract after their proposal has been accepted, their bond guarantee will be forfeited to the District as liquidated damages, not as penalty. In the event of the successful bidder’s failure to execute the contract, this bid surety may be forfeited to West Ada School District at the sole discretion of the Board of Trustees.

16. PAYMENT AND PERFORMANCE BOND:

Per Idaho Code 54-1926: for any bid equal to or greater than $50,000.00, the awarded Contractor must provide a Payment Bond and Performance Bond as guarantee of performance. The acquisition cost, if any, of any bonding must be accounted for in the Contractor’s bid. The bonds must be issued with a surety company licensed to conduct business in Idaho or a certified/bank cashier’s check drawn on an Idaho bank in an amount of one hundred percent (100%) of the total bid, made payable to Joint School District No. 2 dba West Ada School District. The bonds or check of the awarded Contractor will be retained until the final pay application is approved and a tax release is obtained from the Idaho Tax Commission. The bonds may be emailed to Procurement Services. If choosing the certified/bank cashier’s check option, mail or deliver the check to:

West Ada School District

ATTN: Procurement Services 1303 E. Central Dr.

Meridian, ID 83642

By 5:00 PM of the fifth calendar day following acceptance of bids by the Board of Trustees, the payment and performance bond, along with all other required documents, must be submitted to the District or the District’s representative. Failure to do so may result in the award being revoked.

A 5% retainage will be withheld from each progress payment. The District will release the retainage upon receipt of a Notice of Release from the Idaho Tax Commission at project completion.

17. FINAL AGREEMENT:

This ITB and the selected Bidder’s/Bidders’ response, including all promises, warranties, commitments and representations made, shall be binding and incorporated by reference into the District’s contract with the Bidder.

18. WARRANTY:

The Contractor warrants that all work performed under this Contract shall be free from defects in materials and workmanship for a period of two (2) years from the date of Substantial Completion. During this warranty period, the Contractor shall, at their own expense, repair or replace any defective work discovered, unless the defect is due to misuse, negligence, or improper maintenance by the Owner.

For any equipment or materials installed as part of the work, the manufacturer’s warranty shall apply in addition to the Contractor’s warranty. The Contractor shall provide all applicable manufacturer warranties to the Owner upon completion of the project and shall assist the Owner in processing any claims covered under such warranties. In no event shall the Contractor’s warranty reduce or limit any rights afforded to the Owner under the manufacturer’s warranty.

19. TARIFF ADJUSTMENT PROVISION:

In recognition of potential impacts of import tariffs on foreign-sourced items, the District will allow for limited contract price adjustments—upward or downward—under the following conditions:

1. Eligibility for Adjustment A price adjustment request may only be submitted if the tariff imposed on a specific imported item exceeds five percent (5%) of the total contract price for that item.

2. Index Reference and Proof of Tariff The Contractor must:

o Tie the request to the [identify the market index you want used in this area] o Identify the country of origin of the impacted item.

o Specify the date the tariff was imposed.

o Provide documentation showing the cost of the item before and after the tariff was implemented, excluding delivery costs.

o Provide official importer receipts or customs documentation clearly indicating tariff payment, amount, and transaction date.

o Demonstrate actual payment of the tariff by submitting corresponding vendor invoices and/or importer receipts.

3. Inventory Consideration Contractor must exhaust all existing non-tariff inventory of the specific item before supplying product subject to the tariff to the District. Proof of inventory turnover may be requested.

4. Limitation on Adjustments Any such price adjustment shall be limited to the lesser of:

o Twenty percent (20%) of the original contract price for the impacted item, or o Fifty percent (50%) of the net increase caused by the tariff.

5. Basis Date and Timeliness

The basis date for evaluating eligibility for any tariff-related adjustment shall be the latest of five (5) calendar days prior to the bid submission deadline.

o No retroactive adjustments shall be considered for tariffs imposed before this date.

6. Justification Requirement

The Contractor must explain and document what efforts were made to eliminate, avoid, or justify the procurement of tariff-impacted products, and why alternatives were not feasible.

7. Submission of Request All requests for tariff-related adjustments must:

o Be submitted in writing to the District.

o Include a comprehensive cost breakdown detailing the direct impact of the tariff on the produce cost.

o Contain all required supporting documentation listed above.

8. District Discretion and Final Authority

All adjustment requests are subject to the District’s sole discretion, and written approval is required prior to any price adjustment being implemented.

o In the event the Contractor requests a tariff-related price adjustment, the Contractor shall provide the necessary supporting documentation within thirty (30) calendar days of the request.

SCOPE OF WORK/SPECIFICATIONS

The specifications and scope are attached to the bid in Bonfire as downloadable files.

A sample contract is attached as a downloadable document in Bonfire that outlines contract details that will be in place for this project. It is the bidder’s responsibility to review the contract that outlines the legal obligations as well as payment request requirements under this contract.