2018-Mendon-Classroom-Multimedia-RFP.pdf

Mendon Community Schools

Multimedia

Request for Proposal

March 2018

TABLE OF CONTENTS

Page

SECTION A: TERMS AND CONDITIONS 3

1. GENERAL REQUIREMENTS

2. TIMELINE

SECTION B: REQUIREMENTS AND SPECIFICATIONS 16

SECTION C: APPENDICES 25

1. FORMS

2. DRAWINGS

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SECTION A:

TERMS AND CONDITIONS

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REQUEST FOR PROPOSAL

DOCUMENT TITLE: Mendon Community Schools Multimedia RFP - 2018

DOCUMENT NUMBER: 2018-MEN-MM-RFP01

SCOPE OF WORK: Mendon Community Schools hereby solicits bids for updating and installing multimedia projectors, speakers and supported wiring in classrooms for the Mendon Community Schools in

Mendon, Michigan. References to MEN (Mendon Community

Schools) shall be intended to represent the entity requesting services. The design and implementation shall meet or exceed all industry best practices, MEN standards, and all State of

Michigan policies.

FISCAL AGENCY: Mendon Community Schools, Mendon, Michigan

RFP SCHEDULE:

EVENT DATE / TIME (local time)

RFP Advertised March 2nd, 2018

Bidders Walk-through March 14th, 2018 @ 3:00 pm

RFP Due April 4th, 2018 @ 9:50 am

RFP Opening April 4th, 2018 @ 10:00 am

Finalist Interviews April 10th, 2018

Award / Board Approval April 16th, 2018 @ 5:30 pm

OPENING LOCATION: Mendon High School

148 Kirby Road

Mendon, Michigan 49072

BOND REQUIREMENT: Each bid shall be accompanied by good and sufficient bid security or bid bond in an amount not less than 5% of the Bid amount and shall secure the Owner from loss or damage by reason of the withdrawal of the Bid by a Bidder or by failure of the successful Bidder to enter into a Contract with the Owner if his Bid is accepted by the Owner.

CONTACT PERSON: Tera Yesh

John Londono, SJCS Information Services

Email Address:rfp-response@mendonschools.org

Phone: 269.467.5315

ADVERTISEMENT DATE: March 2nd, 2018

NUMBER OF PAGES: 27 Pages

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1. SUBMISSION OF RFP

1.1. In response to this RFP, Bidders shall submit one (1) original proposal marked

“Original”, three (3) identical bound copies and one (1) identical electronic response in Adobe PDF stored on flash drive or CD. Clearly label and index binders with appropriate section and sub-section numbers as referred to herein. Number each page individually and provide a table of contents.

1.2. Neither the MEN nor any official, employee or representative thereof shall be responsible for the pre/post-opening of, or failure to open an RFP not properly addressed, identified or mislabeled.

1.3. Proposals submitted by telephone, telegraphic notice, e-mail or facsimile will not be accepted.

1.4. RFP and any addenda shall be submitted in a sealed envelope or box and labeled using the following format:

Company:

RFP TITLE: Mendon Community Schools Multimedia RFP

RFP #: 2018-MEN-MM-RFP01

Opening Date: April 4th, 2018 at 10:00 am at address below.

Receipt Time: 9:50 am (10 minutes prior to Opening)

Mail / deliver To: Tera Yesh

John Londono, SJCS Information Services

℅ Mendon High School

148 Kirby Road

Mendon, Michigan 49072

1.5. In order for an RFP to be considered, it is mandatory that the RFP documents be received and time-stamped at 148 Kirby Road Mendon, Michigan 49072

1.6. prior to the receipt time specified in this RFP document (see page 1).

1.7. Information should be prepared to provide a straightforward, concise delineation of capacities to satisfy requirements of the RFP. Emphasis should be placed on conformance to RFP instructions, responsiveness to RFP requirements, completeness and clarity of content.

1.8. Any irregularities or lack of clarity in the RFP should be brought to the attention of

MEN for correction or clarification.

1.9. Addenda issued may become an integral part of this RFP. All addenda are posted on the websites referenced in Section 1.8.2.

1.9.1. Bidder must acknowledge receipt of addenda by signing and returning with the original RFP documents. It is the Bidder’s responsibility to insure receipt of any addenda. Failure to submit a signed addendum may result in rejection of a proposal.

1.9.2. To insure that Bidder receives any addenda issued on a bid downloaded from one of the following websites. www.mendonschools.org or http://www.sjcschools.org/informationservices/rfp/

1.9.3. Bidder may contact Information Services at (269) 467-5315 or email rfp-response@mendonschools.org with name, address, phone, and E-Mail address. Upon receipt of that contact, MEN will send any addenda documents relating to this proposal to the requested contact.

1.10. An authorized representative of Bidder’s firm must sign this RFP document. An unsigned proposal shall be disqualified.

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1.11. Prices quoted shall be F.O.B. destination and exclusive of federal, state and local taxes. No shipping charges will be allowed.

1.12. All costs incurred in the preparation and submission of responses to the RFP shall be the responsibility of the Bidder.

1.13. Bidder assumes any and all risks involved with method of dispatch chosen. MEN assumes no responsibility for Bidder’s failure to deliver RFP in accordance with the specified receiving point and time stated herein.

1.14. All proposals and accompanying documentation become the property of MEN and will not be returned.

1.15. Exceptions to the Terms, Conditions and Specifications of this proposal must be noted in the space provided at the end of this proposal. Failure to note said exceptions shall be interpreted to convey that Bidder shall propose to perform in the manner described and/or specified. The Mendon Community Schools reserves the right to accept or reject any exceptions based on the best interest of the MEN.

2. PROPOSALS ARRIVING AFTER RECEIPT DEADLINE

2.1. Note that the RFP Receipt Deadline is 10 minutes earlier than the Opening Time

(page 4).

2.2. Late proposals will not be accepted. A proposal arriving after the deadline will be returned to its sender unopened.

3. WITHDRAWAL OF PROPOSAL

3.1. A proposal may be withdrawn by written notification delivered by mail, delivery service or e-mail provided such notice is received prior to the date and time set for the delivery deadline.

3.2. A request for withdrawal of a proposal received after the scheduled delivery shall not be considered.

4. PROPRIETARY INFORMATION

4.1. Mendon Community Schools (MEN) is a public entity. Thus MEN is subject to all

State of Michigan laws regarding Public Records. Unless identified by law as confidential, ALL records are public and subject to inspection and copying by any person.

4.2. Upon selection of a successful bidder, the contents of all proposals will become public record. Bidders shall not include any proprietary content that they would not want to be released to the public.

5. MANDATORY WALKTHROUGH / BIDDER’S CONFERENCE

5.1. A MANDATORY Walkthrough / Bidder’s Conference will be held on Wednesday, March 14, 2018 at 3:00 pm. Check-in with the main office at Mendon

Elementary School, 306 Lane St, Mendon, MI 49072. At this time representatives of MEN will be available to answer questions regarding this RFP and you will have an opportunity to inspect the installation locations.

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5.2. Prospective Bidders (or a representative) MUST be present at the Walkthrough.

5.3. Building Drawings with specific drop locations will be provided at this time.

(electronic copies shall be available upon request from Bidders present.)

6. INTERVIEWS

6.1. MEN reserves the right to require any or all Bidder(s) to make a presentation either in person, by conference call or by web conferencing that illustrates the Bidder’s abilities relative to this effort and/or attend an interview session to gauge its suitability to provide services for this project. If so requested, the Bidder shall make its personnel available on April 10th, 2018 at a time to be scheduled if needed. No cost allowance shall be permitted for this requirement.

7. GOVERNING LAW

7.1. Should there be a contract, Bidder agrees that it shall be governed by and created in accordance with the laws of the State of Michigan. Subject to Paragraph 29, no action involving this contract agreement may be brought except in a state court located in St. Joseph County, Michigan, USA.

8. SUSPENSION AND RESPONSIBILITIES

8.1. Bidder must certify that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from transactions with any state or federal department or agency.

8.2. Submission of a signed proposal in response to this solicitation is certification that

Bidder’s firm (or any Sub-Bidder) is not currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any state or federal department or agency. Submission is also agreement that MEN will be notified of any change in this status.

8.3. Loss of Agreement and/or Inability to Fulfill Requirements

8.3.1. If Bidder has had an agreement terminated, or has a pending termination, or a settlement to avoid litigation or termination for default during the past five

(5) years, all such incidents must be described.

8.3.2. Termination for default is defined as notice to stop performance due to

Bidder’s non-performance or poor performance, and the issue was either: (a) not litigated; or (b) litigated and such litigation determined Bidder to be in default.

8.3.3. Bidder shall submit full details of all terminations for default, settlements, or pending terminations experienced in the past five (5) years including the other party’s name, address, and telephone number. Bidder shall also present its position on the matter.

8.3.4. MEN shall evaluate the facts and at its sole discretion may reject the Bidder’s response if the facts discovered indicate that completion of an agreement resulting from this RFP may be jeopardized by selection of Bidder.

8.3.5. If Bidder has experienced no such settlement or terminations for default in the past five (5) years, and has no pending terminations, it must affirmatively declare this to be so.

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9. TERMINATION OF CONTRACT

9.1. This contract may be terminated in whole or in part by MEN for its convenience, but only after the Bidder is given not less than thirty (30) calendar days written notice of intent to terminate and an opportunity for consultation with MEN prior to termination.

10. AMERICANS WITH DISABILITIES

10.1. MEN acknowledges its responsibilities under the Americans with Disabilities Act

(ADA) of 1990. MEN expects all Bidders to be knowledgeable about and comply with the requirements of the ADA.

11. INSTALLATION

11.1. The successful Bidder shall make good and at their expense any damage to the work of other trades caused by the installation to the satisfaction of the MEN.

12. REQUIRED INSURANCE COVERAGE

12.1. The successful Bidder shall, at the Bidder’s sole expense, procure, maintain and keep in force for the duration of the contract insurance conforming to the minimum limits as specified in this document. The required insurance shall be in effect prior to the commencement of work by the successful Bidder and shall continue in force as appropriate until final acceptance by MEN of the completion of this contract.

12.2. Certificate of Insurance: The ACORD 25 Certificate of Insurance form or a form substantially similar must be submitted to Mendon Community Schools to evidence the insurance policies and coverage required of the successful Bidder. The certificate must name Mendon Community Schools as the certificate holder. The certificate should be signed by a person authorized to bind coverage on its behalf.

Upon renewal of the policies listed, successful Bidder shall furnish the Mendon

Community Schools with replacement certificates.

13. WORKER’S COMPENSATION COVERAGE

13.1. Successful Bidder shall have Worker’s Compensation coverage as required by law for the duration of the contract to include Employer’s Liability Coverage with minimum limits of one million dollars ($1,000,000).

14. GENERAL LIABILITY INSURANCE

14.1. During the project, the successful Bidder shall maintain Comprehensive General

Liability Insurance (occurrence form) with the following coverage through an insurance carrier(s) licensed to do business in the State of Michigan and having a current A.M. Best rating of A-:VII or better and approved by the Mendon

Community Schools:

14.1.1. Premises-Operations

14.1.2. Independent Contractor’s Protection

14.1.3. Products and Completed Operations

14.1.4. Broad Form Property Damage

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14.1.5. Personal Injury (with Employee Exclusion deleted)

14.1.6. Blanket Contractual Liability

14.1.7. Property Damage Liability

14.2. Limits shall be equal to the amount carried by the successful Bidder, but shall not be less than two million dollars ($2,000,000) per occurrence combined single limits.

14.3. By endorsement to the required general liability policy and automobile liability policy, Mendon Community Schools must be named as additional insured for all liability arising from this contract. The Additional Insured Document (CG 20 10 11

85 or CG 20 26 11 85) should reference the RFP number.

15. COMPREHENSIVE AUTOMOBILE LIABILITY INSURANCE

15.1. During the project, Bidder shall maintain Comprehensive Automobile Liability

Insurance to include all owned autos, non-owned autos, and hired autos coverage through an insurance carrier(s) licensed to do business in the State of Michigan and having current A.M. Best rating of A-:VII or better and approved by the Mendon

Community Schools.

15.2. Limits shall be equal to the amount carried by the successful Bidder, but shall not be less than one million dollars ($1,000,000) per occurrence combined single limits.

16. PROFESSIONAL LIABILITY INSURANCE

16.1. During the project, Bidder shall maintain Professional Liability (Errors & Omissions)

Insurance with minimum limits of at least one million dollars ($1,000,000) per occurrence. The insurance required above may be provided under primary policies or by a combination of primary and excess policies.

17. LICENSE AND CERTIFICATION

17.1. Bidder must be licensed or incorporated to do business in the State of Michigan.

17.2. Bidder shall possess all applicable licenses and/or certifications to perform this type of service.

18. VESTED INTEREST

18.1. Bidder chosen cannot receive any benefits (directly or indirectly) or be party to other agreements that may emanate from recommendations, contracting actions, and or activities related to this effort.

18.2. The only benefit Bidder may derive from this project is payment for the identified work and optional tasks contained herein, including identified deliverables in

Bidder’s initial RFP response.

19. WARRANTY

19.1. Bidder warrants that the work shall be performed with the degree of skill, care, and judgment customarily accepted as sound quality practice and procedure.

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19.2. Bidder further warrants that the work fulfills the requirements and intent of the entire contractual agreement inclusive of Bidder’s RFP response.

19.2.1. If work fails to meet the aforementioned criteria and/or is deemed to be inadequate in the judgment of MEN, Bidder shall re-perform the work or portion of the work that is unsatisfactory at no additional expense to MEN.

19.2.2. All electronics and equipment requested in this project may not be refurbished or used. The district reserves the right to reject refurbished or used equipment.

20. ASSIGNMENT

20.1. Any attempt by Bidder to assign or otherwise transfer any interest in this agreement without the prior written consent of MEN shall be void.

21. ATTORNEY’S FEES

21.1. The parties agree that in the event of a dispute, each party will bear its own costs of arbitration, litigation and attorney’s fees.

22. COMPLIANCE WITH LAW

22.1. Bidder shall comply with all applicable federal, state and local statutes, regulations, ordinances and other legal requirements which may apply.

23. CONFIDENTIAL TREATMENT OF INFORMATION

23.1. Bidder shall preserve any information obtained, assembled or prepared in connection with the performance of this agreement in strict confidence.

24. COVENANT

24.1. Bidder covenants that it presently has no interest and that it will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this agreement. Further, Bidder covenants to its knowledge and ability that in performance of said services no person having any such interest shall be employed.

25. DISPUTE RESOLUTION

25.1. Any controversy or claim arising out of or related to the agreement or the breach thereof shall be settled by arbitration unless Mendon Community Schools, at its sole option, rejects arbitration by so notifying Bidder.

25.2. If Mendon Community Schools rejects arbitration, Bidder shall have thirty (30) days from the date of receipt of rejection to send notice to commence litigation by the service of a summons and complaint upon the Mendon Community Schools.

25.3. Failure to effect service upon the Mendon Community Schools within said time period shall act as a bar to litigation of the claim, which was the subject of the request for arbitration.

25.4. If the matter is arbitrated, Mendon Community Schools shall designate whether the rules of the American Arbitration Association or the rules of the Michigan Arbitration

Association shall apply. Michigan courts may enter judgment on such awards.

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25.5. The parties agree that any arbitrator may not award attorney’s fees in any case.

25.6. Unless specifically stated herein, if there exists any conflict or inconsistency between terms set forth in this proposal, the successful Bidder’s response, and any agreement submitted by the successful Bidder, the language in this RFP shall take precedence.

26. FORCE MAJEURE

26.1. Neither party shall be liable for failure or delay in performance under any agreement anticipated by this order in whole or in part to an act of God, strike, lockout or other labor dispute, civil commotion, sabotage, fire, flood, explosion, acts of any government, unforeseen shortages or unavailability of fuel, power, transportation, raw materials or supplies, inability to obtain or delay in obtaining governmental approvals, permits, licenses or allocations, and any other causes which are not within such party’s reasonable control, whether or not the kind is specifically enumerated above. During any period of Bidder’s inability to perform, MEN may acquire from others said goods or services without incurring liability to

Bidder.

27. PATENT INDEMNITY

27.1. Bidder agrees to indemnify and hold the MEN harmless from any claim, including court costs and actual attorney fees, involving patent infringement or copyrights on goods or services supplied.

28. PENALTIES / DEFAULT

28.1. In the event that the Bidder defaults on the contract entered into pursuant to this

RFP, the MEN shall have the unilateral right, at its discretion, to terminate or cancel the contract entered into between the parties.

28.2. Additionally, if the bidder defaults on the contract entered into pursuant to this RFP, the MEN is entitled to recover any upfront or non-recurring charges paid to Bidder pursuant to any contract.

29. INDEMNITY

29.1. Bidder agrees to indemnify and hold harmless MEN, its officers, employees, agents, and volunteers from and against all liability, claims, demands, and expenses including court costs and actual attorney’s fees on account of any injury, loss, or damage which arises out of the work performed under this agreement if such injury, loss, or damage is due to the negligence of Bidder, any Sub-Bidder of

Bidder, or any officer, employee, or agent of Bidder.

29.2. The obligation of this section shall not apply to damages for which MEN is/shall become liable by final judgment to pay to a third party as the result of the negligence of MEN. Nothing herein shall constitute a waiver by MEN of any and all rights and privileges under any governmental immunity act or related statute.

30. INTELLECTUAL PROPERTY

30.1. MEN may request copies of the Bidder’s drawings, written reports, or other works related to this project for the sole purpose of verifying that the Bidder is in

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31. NO THIRD-PARTY RIGHTS

31.1. Any contract entered into between the MEN and the Bidder shall be for the sole benefit of MEN and the Bidder.

32. NON-ENDORSEMENT

32.1. As a result of the selection of a Bidder to supply services, MEN is neither endorsing nor suggesting that the Bidder’s service is the best or only solution. Bidder agrees to make no reference to MEN in any literature, promotional material, brochures, sales presentations, or the like, without the express written consent of Mendon

Community Schools.

33. RECORDS

33.1. Records shall be maintained as required by a successful Bidder in compliance with applicable municipal, federal or state laws, ordinances, codes, and as prescribed by

MEN.

33.2. At any time during normal business hours when MEN deems it necessary, all records shall be made available to St. Joseph County educational agencies at a location in St. Joseph County, Michigan for examination with respect to all matters covered by any subsequent agreement.

33.3. Referenced educational agencies may audit, examine and/or take excerpts or transcripts from such records including, but not limited to, invoices, materials, payrolls, records of personnel, conditions of employment or any other data as may be pertinent to this RFP.

34. SEVERABILITY

34.1. If a competent court or arbitrator holds any of the terms, covenants, provisions and agreements contained herein invalid, illegal or unenforceable, this agreement shall be interpreted as if such invalid terms, covenants, provisions, or agreements were not contained herein and the remaining provisions shall be valid and enforceable.

35. EXPENSES

35.1. In the event that MEN agrees to pay for any of Bidder’s expenses directly related to this work, the following parameters shall apply:

35.1.1. No overhead and/or profit shall be permitted.

35.1.2. Bidder shall only receive reimbursement in amounts that are consistent with applicable travel guidelines established by MEN policy, regulations, and procedures for its own employees.

36. REJECTION OF PROPOSALS

36.1. MEN reserves the right to reject any and all proposals received, or any part thereof.

Proposals may be rejected for any of, but not limited to, the following causes:

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36.1.1. Proposal lacks signature by an authorized representative of Bidder.

36.1.2. Evidence of collusion among Bidders exists.

36.1.3. Bidder fails to meet terms and conditions as specified in the RFP.

36.1.4. Evidence submitted by Bidder leads MEN to believe that Bidder will be unable to carry out the obligations of the agreement and complete the work described.

36.1.5. MEN investigation determines that Bidder is not qualified to meet the obligations of the agreement and complete work described.

36.1.6. Cost of services exceeds budgetary constraints.

37. REFERENCES

37.1. MEN reserves the right to investigate information supplied by Bidder to determine its accuracy.

37.2. Bidder supplied reference or customer list authorizes the MEN to contact firms listed and understand that any information gathered may be used in evaluation of the proposal.

38. PROPOSAL NEGOTIATIONS

38.1. MEN may open negotiations with responsive Bidders after submission of proposals and prior to award.

38.2. At its sole discretion the Mendon Community Schools reserves the right to award an agreement without negotiation based upon written proposals.

38.3. The Mendon Community Schools reserves the right to accept any proposal which it deems most favorable to the District and to reject any or all proposals or any portion of any proposal submitted which is not in the MEN district’s best interest.

39. CONTRACT AWARD GUIDELINES

39.1. MEN reserves the right to waive any minor irregularities in proposals and/or agreements deemed to be in its best interest.

39.2. Mendon Community Schools reserves the right to award an agreement on the basis of cost, individual scope of work elements, groups of elements or all elements to a winning Bidder. At MEN discretion, elements of the project could be assigned to multiple Bidders. Taking into consideration the specified evaluation criteria, MEN will select the Bidder/s whose proposal is most advantageous to the MEN.

39.3. All agreements are subject to approval by Mendon Community School Board and may require approval of their legal counsel.

39.4. Once awarded, this contract will be the final expression of agreement between the parties and may not be altered, changed, or amended except by mutual written approval agreement.

39.5. Unless specifically stated herein, if there exists any conflict or inconsistency between terms set forth in this RFP document, the successful Bidder’s proposal, and any agreement submitted by the successful Bidder, the language in this RFP

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39.6. MEN reserves the right to hold proposals for a period of ninety (90) days from date of opening before awarding or rejecting said proposals.

40. RECOMMENDATION FOR AWARD POSTING

40.1. It is the responsibility of the interested Bidder to obtain the Recommendation for

Award.

40.2. The Recommendation for Award is posted on the following websites:

https://mendonschools.org/

40.3. Bidder may also obtain the Recommendation for Award by contacting MEN by calling(269) 467-5315 or E-Mail request to rfp-response@mendonschools.org.

41. APPEAL BY UNSUCCESSFUL BIDDER

41.1. Any unsuccessful Bidder may appeal a pending Recommendation for Award.

41.2. Appellant must submit a written protest to the Mendon Community Schools

Superintendent no later than six (6) calendar days after Recommendation for Award is posted. The notice of protest must include a written statement setting forth with specificity the reasons the person filing the notice believes the applicable provisions of the law were violated.

41.3. Appellant may be required to post a bond with a good and solvent surety company authorized to do business in the State of Michigan or submit other security in a form approved by Mendon Community Schools, which will hold the bond or other security until a determination is made on the appeal. Such bond must be submitted with the written protest to the Superintendent.

41.4. The bond or other security shall be in the amount of twenty five percent (25%) of the total dollar value of Appellant’s proposal, up to a maximum bond or other security amount of two hundred fifty thousand ($250,000).

41.5. If Appellant is not satisfied with the response, Appellant may then appeal to an appeals committee designated by the Mendon Community Schools. If Appellant is not satisfied with the appeals committee’s response, Appellant may then appeal to the Board of Education, who will render the final decision.

41.6. Appellant will not seek any type of judicial intervention until Mendon Community

Schools has rendered its final decision on the protest.

41.7. The Mendon Community Schools is not liable for any costs, expenses, attorney’s fees, loss of income or other damages sustained by Appellant in proposal appeal process.

41.8. Mendon Community Schools will stay any award action until after the Board of

Education renders a final decision.

41.9. If an appeal is granted and a bond was required, the full amount of the posted bond will be returned to Appellant. If the appeal is denied or not upheld, a claim may be made against the bond for expenses suffered by Mendon Community Schools

Because of the unsuccessful appeal.

42. BID BOND

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42.1. Every RFP shall be accompanied by a surety company certified bid bond or cashier’s check made payable to Mendon Community Schools,148 Kirby Road Mendon, Michigan 49072.

42.2. The amount of surety shall not be less than five percent (5 %) of the total RFP submitted. Said amount to be forfeited to Mendon Community Schools should the

Bidder, to whom the contract is awarded, fail to enter into the contract in accordance with the RFP.

42.3. Surety of the successful Bidder shall be retained by Mendon Community Schools until replaced by a Performance Bond.

42.4. The successful Bidder will be required to secure Performance, Labor and Material bonds for all contracts at or exceeding $50,000, from a surety company having a rating of A- or better, for the full amount of the Contract.

43. TERM OF AGREEMENT

43.1. Once the Board of Education approval is received, the Mendon Community Schools

District’s intent is to award a contract for the project identified in the scope defined in Sections 45 - 52.

43.2. All required design, implementation and construction must be completed before

August 15th, 2018 or scheduled with the district.

44. TIMELINE OF EVENTS

The following is the tentative schedule of events for the RFP submittal and selection process. MEN reserves the right to change the schedule at any time.

EVENT DATE / TIME (local time)

RFP Advertised March 2nd, 2018

MANDATORY Bidders Walk-through March 14th, 2018 @ 3:00 pm

RFP Due April 4th, 2018 @ 9:50 am

RFP Opening April 4th, 2018 @ 10:00 am

Finalist Interviews April 10th, 2018

Award / Board Approval April 16th, 2018 @ 5:30 pm

Planning / Timeline Meeting Bid Winner TBD by both parties

Project Start July 23rd, 2018

Project Completion August 15, 2018

Project Certification and Owner Sign-Off TBD by both parties

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SECTION B:

PROJECT REQUIREMENTS

AND

SPECIFICATIONS

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SCOPE OF WORK

This project shall be divided into Multiple sections:

● Multimedia Equipment and Installation

● White Boards and Installation (Optional)

Bidder shall bid on both equipment and installation, listing each section separately.

Bidder shall list OPTIONAL sections separately in Pricing if bidding.

The following sections reference Mendon Community Schools- Mendon, Michigan 49072.

Installer shall provide all labor, materials, equipment, permits, licenses, supervision, tools, storage, transportation and other items noted in contract conditions necessary to yield completely and fully functional, operable and tested systems as shown on the plans and specifications herein. Installer shall be responsible for pulling, terminating and testing of each new connection.

Bidder shall specify proposed Manufacturer Part Number, Quantities and Totals. (Allowance for a

5% margin of plus or minus shall be calculated to installation quantities.)

45. CLOSEOUT DOCUMENTS

45.1. Provide copy of manufacturer’s warranties

46. Equipment

46.1. Multimedia Equipment

46.2. Bidder shall provide the listed equipment or its equivalent for this project.

Equipment installation, testing, connection and configuration to Owner specifications shall be required.

46.3. Mendon High School

46.3.1. (28) Twenty-Eight PowerLite W39 WXGA 3LCD Projector

46.3.2. (28) Twenty-Eight Projector Mounts (for PowerLite W39 WXGA 3LCD

Projector correlating with 46.5.1.1)

46.3.3. (28) Speakers with Mounts (correlating with 46.5.2.1)

46.3.4. (1) One Epson PowerLite 5535U WUXGA 3LCD Projector - Media Center

46.3.5. (1) One Projector Mount for Media Center (for Epson PowerLite 5535U

WUXGA 3LCD Projector)

46.4. Mendon Elementary School

46.4.1. (21) Twenty-One Epson BrightLink 695Wi Interactive Projector

46.4.2. (21) Twenty-One Epson ELPMB46 Projector Wall Mount

46.4.3. (1) One PowerLite W39 WXGA 3LCD Projector

46.4.4. (1) One Projector Mount (for PowerLite W39 WXGA 3LCD Projector)

46.4.5. (21) Twenty-One Epson ELPSP02 Speaker

46.5. Optional Add-On

46.5.1. Mendon High School Projector Mounts

46.5.1.1. The bidder shall evaluate each classroom’s project mount and provide a cost for replacement and installation, if needed.

46.5.2. Mendon High School Projector Speakers

46.5.2.1. The bidder shall evaluate each classroom projector setup and recommend speakers with mounts .

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46.5.3. Mendon High School Media Control Panel(s)

46.5.3.1. The bidder shall evaluate each classroom’s media control panel and provide a cost for replacement and installation, if needed.

46.5.3.2. The bidder shall evaluate the media center space for proper placement of (2) Two HDMI cables, including raceway and mounting box up to projector mounted in ceiling (46.4.4).

46.5.4. Mendon Elementary School Classroom Whiteboards

46.5.4.1. The bidder shall evaluate each classroom’s existing whiteboard and provide a cost for replacement and installation, leaving the surrounding cork board in place. Making sure the proper size of the replacement whiteboard will work properly with the Multimedia system requested.

46.5.5. WALL PENETRATIONS

46.5.5.1. Fire-Rated penetrations shall meet all local and state codes. Sleeves shall maintain integrity of the structure and shall be sealed and firestopped with appropriately rated removable materials.

46.5.5.2. Non-Fire Rated penetrations shall be sealed with appropriate removable sealant.

46.5.5.3. All internal penetrations shall be EMT sleeves with protective edge

46.5.5.4. EMT Sleeves shall maintain fill ratios of no greater than sixty (60) percent.

46.5.5.5. Foam Sealant shall not be used in conduit fill locations.

46.5.6. ADDITIONAL INSTALLATION

46.5.6.1. Supply and install innerduct, sleeves, conduits, j-hooks, supports and cable trays as indicated and as needed for a best-practice installation.

46.5.6.2. Customer-provided network equipment shall be mounted by installer per supplied drawings. (if applicable)

46.5.6.3. Should it be necessary to move existing equipment, copper terminations or fiber terminations, Bidder shall dress and reinstall all elements preserved during demolition. Rack Position to be determined with Owner PRIOR to installation. (See DEMOLITION /

PRESERVATION)

46.6. CONSUMABLES

46.6.1. Installer shall provide all consumables (J-hooks, Trapezes, Innerduct, Velcro

Cable Ties, Grid Wire, Cable Ties, Ceiling Screws, Cables Saddles, Electrical

Tape, Label maker Tape,) and any other not specifically mentioned but, necessary for the acceptable completion and delivery of the project.

46.6.2. Note that cable ties (ty-wraps, zip ties, etc.) are permitted during installation, but MUST be replaced with velcro-style cable ties prior to project certification.

46.7. DEMOLITION / PRESERVATION

46.7.1. Owner shall remove and store existing network electronics and associated equipment as needed.

46.7.2. Copper Cable Preservation

46.7.2.1. With guidance from the Owner, Installer shall identify, protect and

(v.2018.3.2) Mendon Community Schools (MEN) Multimedia RFP - 2018 Page 18 of 27 preserve all existing Copper Wiring. (this shall be reinstalled at end of project - IF APPLICABLE)

46.7.3. Infrastructure Demolition

46.7.3.1. Installer shall identify and tag with Owner all cabling to be demolished.

46.7.3.2. Installer shall remove all old or abandoned cabling, optical cables, existing faceplates, surface raceway (not being reused) and any other materials required for a successful completion of this project. (This

ONLY if required by the Scope of Work).

46.7.3.3. Demolished materials shall be removed from the premises and recycled or discarded in a proper manner.

46.7.4. Ceiling Preservation

46.7.4.1. Bidder shall preserve all existing ceiling tiles.

46.7.4.2. Pads cracked, chipped, smudged, or otherwise damaged shall be replaced and re-installed at installer’s expense in coordination with the

Owner.

46.7.4.3. All ceiling tiles moved or removed as needed for installation shall be reset by the installer.

46.7.5. Wall Preservation

46.7.5.1. Installer shall coordinate with Owner regarding raceway that shall be removed.

46.7.5.2. Filling and Painting of wall spaces due to raceway removal not coordinated with Owner shall be at the expense of the Installer.

47. CLOSEOUT DOCUMENTS

47.1. Provide copy of manufacturer’s warranties

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SECTION C:

APPENDIX

A, B, C

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APPENDIX A

48. SUBMITTAL FORMAT REQUIREMENTS

48.1. RFP shall be organized in the following format for ease of evaluation.

48.1.1. Include a transmittal letter written on Bidder’s letterhead with full name, Bidder’s legal status (sole proprietor, partnership, corporation or other), address, telephone number and fax number.

48.1.2. REFERENCE FORM - PLACE COMPLETED FORM IN FRONT OF BIDDER’S

RESPONSE.

48.1.3. PUBLIC DISCLOSURE FORM - PLACE COMPLETED FORM IN FRONT OF

BIDDER’S RESPONSE. (REQUIRED FOR BID ACCEPTANCE)

48.1.4. CONTACT PERSON FORM / PROPOSAL SIGNATURE - PLACE COMPLETED

FORM IN FRONT OF BIDDER’S RESPONSE.

48.1.5. Include a complete Table of Contents.

48.1.6. Bidder Experience and Personnel

48.1.7. Bidder must include in the proposal a description of its company, including the organization’s experience and history with providing services to similar organizations. The Bidder shall provide the following information:

48.1.7.1. Historical background on individual or firm making proposal;

48.1.7.2. Description of the division of Bidder’s firm that provides these services;

48.1.7.3. List of individuals who will manage this project and his/her professional qualifications;

48.1.7.4. Whether Bidder’s organization is national, regional, or local.

48.1.8. Explain in detail the duration and extent of experience with similar school districts including name, address and phone number of contact person for each operation.

48.1.9. Bidder should include any supplemental information such as samples of work, etc., which may be of assistance to the evaluation committee in determining the qualifications of the firm and/or individuals responding to RFP.

48.1.10. Contractor and Subcontractor Listing - Submit the names, addresses, phone numbers, and applicable licenses of all firms that will provide services in conjunction with the performance of this agreement.

48.1.11. Project Approach - Describe the approach to be taken including, but not limited to, how the project will be organized, number and types of staff involved.

48.1.12. Compliance with Minimum Qualifications - Please provide a narrative to demonstrate how your company meets and/or exceeds the minimum qualifications listed in the RFP.

48.1.13. Scheduling - Provide a schedule of events that clearly indicates the time sequence for tasks that are required to perform major components of the scope of work.

48.1.14. Costs - Provide the following cost information on a signed and dated fee schedule.

48.1.14.1. Schedule of fees applicable to this effort to achieve the desired results.

Itemize costs as related to significant events that are identified in the

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Bidder’s schedule and indicate a grand total.

48.1.14.2. Provide totals per building and include the grand total.

48.1.14.3. Any proposed material or equipment is to be included F.O.B.

destination and freight shall be included in the price of the item(s).

48.1.14.4. Rate chart applicable for potential expansion of scope of work.

48.1.14.5. If travel is required, non-local firms are to indicate estimated travel expenses applicable to this effort. Bidders should indicate if any travel will be required.

48.1.14.6. Respondent must provide an hourly rate for future unidentified criteria, support services and consulting services when requested.

48.1.14.7. Define unit of measure, if applicable.

48.1.15. Proposed Agreement - Please provide a copy of any proposed agreement form. Please keep in mind that the MEN cannot accept any agreement that includes a specific cancellation clause that is in conflict with Section 9.0

TERMINATION OF CONTRACT. Unless otherwise identified as such, MEN’s contract / RFP language takes precedence in all cases.

49. PROPOSAL PRESENTATION AND RESPONSE

49.1. Each proposal should provide all of the information requested in Section 50 on company letterhead and in the format as requested in Section 1.1 of this RFP.

Proposals with answers deemed by the evaluation committee to be incomplete will not be considered for an award.

50. ALTERNATES TO SCOPE OF WORK

50.1. Surface tray inside the classroom or office area shall remain the responsibility of the bidder.

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REFERENCE FORM (you may duplicate this form or follow the structure)

Company Name

Contact Person

Address

Phone

Fax Number

Email / website

Description of service provided

Address

Phone

Fax Number

Email / website

Address

Phone

Fax Number

Email / website

(v.2018.3.2) Mendon Community Schools (MEN) Multimedia RFP - 2018 Page 23 of 27

PUBLIC DISCLOSURE FORM

Firm Name:__________________________________________________________

I hereby certify that I understand:

● MEN employees shall not receive unlawful compensation, commission or personal profit in the course of performing MEN duties.

● MEN positions may not be used for unlawful purposes or personal gain.

● I further certify that I have listed all personal relationships and financial interests between the company, company officers, and key employees with current and former Mendon Community Schools board or staff members and current and former

Mendon Community Schools authorizing officials. Please complete form below.

Additional sheets may be attached if necessary. Write in N/A if non-applicable.

Company/Employee Position Date of Hire District Official /

Board Member

Relationship /

Interest

● I hereby acknowledge that failure to disclose all facts relative to a conflict or potential conflict of interest with regard to my contract/agreement with MEN may result in termination of said contract/agreement.

Signature: _____________________________________________________________

Authorized Firm Representative

Title: ___________________________________________ Date: _________________

(v.2018.3.2) Mendon Community Schools (MEN) Multimedia RFP - 2018 Page 24 of 27

CONTACT INFORMATION

Firm Name: _____________________________________________________________

Contract Point-of-Contact Name: _____________________________________________

Address: ________________________________________________________________

City: ____________________________ State: __________ Zip Code: _____________

Phone: _____________________________ Fax: _____________________________

E-Mail: _________________________________________________________________

EXCEPTIONS TO THE TERMS, CONDITIONS AND SPECIFICATIONS

Exceptions to the Terms, Conditions and Specifications of this RFP must be noted in the space provided. Failure to note said exceptions shall be interpreted to convey that Bidder shall propose to perform in the manner described and/or specified. If more space is required, please attach additional sheet(s) referencing RFP title and number. This form must be signed whether or not there are exceptions noted.

PROPOSAL SIGNATURE

By signing this Proposal, I acknowledge the following:

● I am an authorized agent for Bidder.

● Bidder has read, understands and agrees to the terms and conditions in this RFP and accompanying documents.

● Bidder intends to supply the materials and/or services specified herein.

● Bidder shall provide, execute, and maintain insurance policies as specified herein.

● Bidder shall comply with all federal, state, city, local, county, St. Joseph School

Intermediate School District statutes, other regulations and requirements.

Authorized Signature Print Name

Title Date

(v.2018.3.2) Mendon Community Schools (MEN) Multimedia RFP - 2018 Page 25 of 27

IRAN ECONOMIC SANCTIONS ACT

I am the _______(title)________ of _____________(bidder)_______________, or I am bidding in my individual capacity ("Bidder"), with authority to submit a binding bid for the provision of services to Mendon Community Schools. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL

129.311, et seq. ("Act"). I am fully aware that the school district will rely on my representations in evaluating bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

(signature)

(printed)

(date)

(v.2018.3.2) Mendon Community Schools (MEN) Multimedia RFP - 2018 Page 26 of 27

APPENDIX B

LOCATION DRAWINGS

This section has been removed due to Homeland Security Risk Prevention

Recommendations.

Building drawings with the specific location information available at the Bidder’s Conference /

Walkthrough or by sending an e-mail request to rfp-response@mendonschools.org. (see Section

5).

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