2019 THS Auditorium Video Projection Equipment RFP.pdf

2019 THS AUDITORIUM VIDEO

PROJECTION EQUIPMENT RFP

South Redford School District 26141 Schoolcraft Rd

Redford, MI 48239

Request for Proposal

Released September 17, 2019

Responses Required by October 7, 2019 10:00 AM EST

1. Statement of Purpose

A. South Redford School District is seeking proposals for replacing and upgrading the Video

Projection system for the William F. Weber Performing Arts Center. The new Digital equipment will replace the existing Analog system.

B. This Request for Proposal is also available online at:

www.southredford.org under District, then Request for Proposal. The School District will issue purchase orders for the equipment. Bidder, if awarded a contract, agrees to begin the process immediately following receipt of a "South Redford School District Purchase Order

Form."

2. Receipt and Opening of Bid Proposals

A. It shall be the Bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified within.

B. Sealed bids must be submitted prior to the time and date specified below:

DUE DATE: October 7, 2019

TIME: 10:00 AM, EST

LOCATION: Jan C Jacobs Administration Building

26141 Schoolcraft Rd

Redford, MI 48239

C. Bids shall be submitted with three printed copies and one electronic copy in a sealed envelope and clearly labeled as follows:

2019 AUDITORIUM VIDEO PROJECTION EQUIPMENT RFP

Attn: Cathy Lloyd-Langley – Finance Director

D. Late bids will not be accepted. Bids received from Bidders after the deadline date and time will not be considered.

E. Faxed proposals will not be accepted.

F. The School District reserves the right to waive any irregularity or informality in bids, to reject any and/or all bids, in whole or in part, or to award any Contract to other than the low bidder, should it be deemed in the School District’s best interest to do so.

G. Although cost must be considered, other factors will influence the awarded vendor(s).

Other factors may include previous working relationship in good standing, quality of work, vendor reputation, and work lead times.

3. Timeline

A. Release of RFP document: September 17, 2019

B. Deadline for proposals: October 7, 2019 – 10:00AM EST

C. Board of Education approval: October 28, 2019

4. Bid Instructions

A. Bidders are required to include at least one completed copy of the Bid Form and Pricing

Summary sheet with their submittal. Bids are to be submitted and signed with bidder's http://www.southredford.org/ name and by a responsible officer or employee. Obligations assumed by such signature are binding upon the bidder. (Appendix C)

B. As required by State Law (P.A. 2323 of 2004) all proposals/bids must be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the

Owner or any employee of the bidder and any member of the South Redford School District

Board of Education or the Superintendent of the School District. (Appendix B)

C. Additionally, as required by State Law (P.A. 517 of 2012), the bidder must certify that it is not an Iran linked business as defined by P.A. 517. The School District will not accept a bid that does not include this sworn and notarized statement. (Appendix A)

D. The prices stated in this proposal should be guaranteed for a period of not less than 90 days.

E. The equipment included in this request for proposal is not subject to state sales tax and/or use tax. Exemption certificates, if required, will be furnished upon request.

F. Bid prices shall be quoted F.O.B. destination and include delivery and freight charges. No charges for packing, drayage, or for any other purpose will be allowed over the price quoted hereon. Delivery will be made to the following school, with instructions provided to the awarded bidder: Thurston High School 26255 Schoolcraft Rd, Redford, MI 48239

G. Any references to brand names, trade names, model numbers or other descriptions peculiar to specific brand products in the specifications are used to establish standards and styles of products that have been judged to meet the needs of the School District. Such use of brand names is in no way designed or intended to restrict the bidding, but to invite bids of comparable products that would equally satisfy the requirements stated herein. It is permissible to bid another brand, make and model for evaluation as an approved equal to the specified brand. It shall be the responsibility of the bidder to furnish with their bids specifications, catalog pages, brochures, etc. to demonstrate comparability of alternate products. The School District reserves the right to request samples of any bidders prior to bid award.

H. District reserves the right to award this bid separately or in total.

5. Clarifications, Discrepancies, Omissions or Interpretations

A. Bidder shall promptly notify South Redford School District of any ambiguity, inconsistency or errors, which they may discover upon examination of the bid documents. Bidders requesting clarification or interpretation of the contract documents shall direct all questions to: Cathy Lloyd-Langley 313-242-0545 or cathy.lloyd-langley@southredford.org. Any resulting clarifications to the bid documents will be displayed on the district website www.southredford.org under Resources, Request For Proposal in a document called 2019

Auditorium Video Projection Equipment RFP Clarifications. Questions regarding viewing the auditorium where the equipment will be used or questions on capabilities of the system desired should be directed to Edward Lucius, edward.lucius@southredford.org , cell 313-

477-8664.

http://www.southredford.org/

6. Equal Opportunity Employer

A. All Bidders shall ensure that employees and applicants for employment are not discriminated against because of their race, color, religion, sex, origin, age, marital status, sexual orientation or disability and in conformance with local, state and federal regulations.

B. The District will ensure that in regard to any agreement entered into pursuant to this

Request for Proposal, minority business enterprises will be afforded full opportunity to submit bids in response to the Request for Proposal and will not be discriminated against on the grounds of race, creed, color, sex, age, non-disqualifying handicap, religion, ancestry, marital status, national origin, place of birth or sexual preference.

Appendix A

SWORN AND NOTARIZED AFFIDAVIT OF COMPLIANCE - IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

All bidders must submit the following certification statement in compliance with Public Act No. 517 of

2012 (the “Iran economic sanctions act”) and attach this form to the bid. The South Redford School

District shall not accept a bid that does not include this sworn and notarized certification statement.

This form must be completed in its entirety.

The undersigned, the owner or authorized officer of (the “Contractor”), pursuant to the compliance certification requirements provided in the South Redford School District (the

“School District”) Request for Proposal, hereby certifies, represents and warrants that the Contractor

(including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event the Contractor is awarded a contract as a result of the aforementioned Request for Proposal, the

Contractor will not become an “Iran linked business” at any time during the course of performing the work or any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification is made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three

(3) years from the date it is determined that the person has submitted the false certification.

Signature __________________________________ Title: ______________

Name of firm: __________________________________________________________________

STATE OF MICHIGAN

COUNTY OF __________________________________________________________________

On this day of _______________, 201__, before me a Notary Public in and for said county, personally appeared __________, agent of the firm _________________________________, and who acknowledged the same to his free act and deed as such agent.

Notary Public

Appendix B

SWORN AND NOTARIZED FAMILIAL DISCLOSURE STATEMENT

All bidders must submit the following familial disclosure statement in compliance with Section 1267 of the Revised

School Code (MCL 380.1267) and attach this form to the bid. The South Redford School District shall not accept a bid that does not include this sworn and notarized disclosure statement. The Familial Disclosure Statement form must be completed in its entirety.

By this sworn and notarized statement, I am disclosing the familial relationship(s) that exists between the owner(s) or any employee of the firm and any member of the South Redford School District Board or the

Superintendent of South Redford School District as follows: (Please provide owner/employee name, position, name of relative and the nature of the familial relationship or state NONE).

The following are the familial relationship(s):

Name of

Owner/Employee Relative Nature of

Name Position (Board Member/Superintendent) Relationship

Attach additional pages if necessary to disclose familial relationships

● There is no familial relationship that exists between the owner or key employee of the Vendor submitting a proposal and any member of the South Redford School District Board or the South Redford

School District Superintendent.

Signature ____________________________ Title: _______________________________

Name of firm: ____________________________

STATE OF MICHIGAN COUNTY OF ____________________________

On this ____________day of ______________, 201__ , before me a Notary Public in and for said county, personally appeared , agent of the firm , and who acknowledged the same to his free act and deed as such agent.

Notary Public

Appendix C Bid Form and Pricing Summary (Page 1 of 2)

Crestron Control System OR EQUIVALENT

● 1x Crestron DMPS3-4K-350-C Video Switcher Processor to control the AV system while functioning as an 8x4 video matrix switcher

● HDMI over CatX transmitters installed both stage left and stage right for convenient connection for devices down at the stage level. One of these plates will also have a VGA input.

● Control of this system will be through a tabletop mounted 10” touchscreen located inside the control booth near the projector.

● Price must include installation and programming and all cost itemized

A projection system

● Please quote a dual projection system and a single projection system, indicating Lumens on each option. Feel free to quote viable alternatives. Price must include installation and programming and all cost itemized

Projection Screen

● Switch from a 4:3 ratio to a 16:9 ratio (alternatives will be considered)

● Installation of a 20” wide projection screen (alternatives will be considered)

● Controlled through control system included in vendor’s bid response

● Price must include installation and programming and all cost itemized

Installation includes:

Mounting, installing (per manufacturer recommendations), and adjusting all equipment

Dress and terminate all wiring per industry-standards

Install all wall and trip plates as required

Label all wiring and equipment clearly (all controls, jacks, and receptacles with their function in the system)

Provide all owner’s manuals for operation and maintenance of the systems

Provide user training session to teach operation and capabilities of the new system

All pricing must be submitted on the following Bid Form and Pricing Summary. No forms other than photocopies of the originals will be accepted. Voluntary alternatives to this proposal must be submitted on separate forms.

THURSTON HIGH SCHOOL AUDITORIUM VIDEO PROJECTION EQUIPMENT

BID FORM AND PRICING SUMMARY

Note: Preferred Candidates will have a physical office in Southern Michigan and be able to provide support.

Item Brand Model Quantity Unit Price Total Cost

CONTROL SYSTEM FOR

VIDEO SWITCHING

(CRESTON OR

EQUIVALENT),

INCLUDES

INSTALLATION, LABOR,

SHIPPING AND

PROGRAMMING 1

DUAL PROJECTION

SYSTEM - INDICATE

LUMENS

INCLUDES

INSTALLATION, LABOR,

SHIPPING AND

PROGRAMMING

SINGLE PROJECTION

SYSTEM - INDICATE

LUMENS

INCLUDES

INSTALLATION, LABOR,

SHIPPING AND

PROGRAMMING

PROJECTION SCREEN

INCLUDES

INSTALLATION, LABOR,

SHIPPING AND

PROGRAMMING

PROVIDE TRAINING ON

NEW SYSTEM AND

CAPABILITIES

GRAND TOTAL: $

Appendix C Bid Form and Pricing Summary (Page 2 of 2)

The following must be submitted along with the Bid Form and Pricing Summary (appendix C):

IRAN ECONOMIC SANCTIONS AFFIDAVIT (Appendix A)

FAMILIAL DISCLOSURE STATEMENT (appendix B)

The prices stated in this proposal are guaranteed for a period of not less than 90 days, and if notified of acceptance of this proposal, the undersigned agrees to execute a Contract for the above stated compensation. The undersigned certifies that this bid meets or exceeds the minimum bid specifications and the price listed under “Unit Price” is the complete, delivered price.

Company Authorized Signature Date

Company Name Address

Phone Email