2024, 0126 District-Wide Door Hardware Rebid.pdf

REQUEST FOR BIDS

DISTRICT-WIDE DOOR HARDWARE UPGRADES (REBID)

JANUARY 26, 2024

RFB# 2024.1

WEST BLOOMFIELD SCHOOL DISTRICT

Attention: Jamie Stottlemyer, Assistant Superintendent of

Facilities and Operations 5810 Commerce Road

West Bloomfield, Michigan 48324 Telephone: (248) 701.4630

Email: james.stottlemyer@wbsd.org

INFORMATION TO BIDDERS

1. PURPOSE OF RFB

West Bloomfield School District (the “School District”) is issuing this Request For Bids for District-Wide Door Hardware Upgrades (the “RFB”) to solicit Bids from qualified vendors for (the “Product”) for the School District.

2. RFB TIMELINE

The School District’s anticipated timeline for its selection process is:

Issuance of this RFB January 26, 2024 Pre-Bid Conference at West Bloomfield High School 11 AM, Monday, February 19, 2024

DUE DATE FOR BIDS 10 AM, Friday, February 23, 2024 School District’s Award of the Purchase Order, if any April 15, 2024 PLEASE NOTE: The School District reserves the right, in its sole and absolute discretion, to make modifications to the RFB timeline set forth in Paragraph 2 above as it determines to be in its best interest.

3. BID SUBMISSION REQUIREMENTS AND DEADLINE

A. All Bids are due on or before 10:00 a.m., local time, on Friday, February 23, 2024 (the “Due Date”)

B. Hand deliver proposals by the deadline to:

Attention: Jamie Stottlemyer West Bloomfield School District 5810 Commerce Rd West Bloomfield, MI 48324

C. Bids shall be sealed and delivered in an opaque envelope (or equivalent) and be marked in the lower left hand corner as follows:

SEALED BID ENCLOSED - District-Wide Door Hardware Upgrades

WEST BLOOMFIELD SCHOOL DISTRICT

[Vendor’s Name] [Vendor’s Address]

[Vendor’s Telephone Number] D. All Bids shall be delivered to the School District as follows:

WEST BLOOMFIELD SCHOOL DISTRICT

Attention: Jamie Stottlemyer

5810 Commerce Road West Bloomfield, Michigan 48324

E. All Bids must be received by the School District, as directed above, by the Due Date. Each Bidder is responsible for submission of its Bid. Bids or Bid revisions received after the Due Date and time specified above will not be accepted or considered. The School District is not liable for any delivery or postal delays. All Bids received after the Due Date will be unopened and made available to the respective Bidder for pick-up, at their sole cost and expense for a period of two

(2) weeks.

F. If it becomes necessary to revise any part of this RFB, all addenda will be issued and shall become a part of this RFB. Each Bidder must in its Bid, to avoid any miscommunication, acknowledge all addenda which it has received, but the failure of a Bidder to receive, or acknowledge receipt of, any addendum shall not relieve the Bidder of the responsibility for complying with the terms thereof.

G. Each Bidder by submitting its Bid releases the School District from any and all claims arising out of, and related to, this RFB process and selection of a Vendor.

H. A recipient of this RFB is responsible for any and all costs and liabilities incurred by it or others acting on its behalf in preparing or submitting a Bid, or otherwise responding to this RFB, or any negotiations incidental to its Bid or this RFB.

I. All Bids submitted shall not be withdrawn and shall be irrevocable for a minimum period of ninety (60) calendar days following the Due Date for receipt of Bids set forth above. Disregard the thirty (30) day request in the Specifications.

J. The Bidder, by making his/her Bid, represents that he/she has read and understood the Contract and Bid Documents, and that his/her Bid is made in accordance therewith.

K. RFB/Bid Information Controlling: The School District intends that all Bidders shall have equal access to information relative to this RFB, and that this RFB contains adequate information. No information communicated, either verbally or in writing, to or from a Bidder shall be e�ective unless confirmed by written communication contained in an addendum to this RFB, a Request For Clarification or other written response thereto, or in the Bid.

L. Finality of Decision: Any decision made by the School District, including the Vendor selection, shall be final.

M. A bid bond executed by a U.S. Treasury Listed Surety Company acceptable to West Bloomfield School District or a cashier’s check in the amount of at least 5% of the sum of the proposal payable to West Bloomfield School District shall be submitted with each proposal in excess of $29,572.00. All proposals shall be

4. QUALIFICATION OF BIDDER

A. The School District reserves the right to request qualifications and/or additional information from any Bidder before issuing documents, receiving Bids or awarding the Contract.

B. Each Bidder shall complete the sworn and notarized Familial Disclosure A�davit included as ATTACHMENT D to this RFB.

C. Each Bidder shall complete the notarized Iran Linked Business A�davit included as ATTACHMENT E to this RFB.

D. The selected Bidder (also referred to herein as the “Vendor”) shall require all of its subcontractors, insurance agents, and materials suppliers (payees) to comply with the provisions of this RFB and the Contract Documents by insertion of the requirements hereof in a written contract agreement between Vendor and payee. Failure to obtain such written contracts which include such provisions shall be reason to exclude some or all of the related payees' costs from amount payable to Vendor pursuant to the contract.

5. SPECIFICATIONS AND SAMPLES

A. The specifications for the Product and other requirements for the Bids are contained in the Specifications set forth in Attachment A of this RFB (the “Specifications”). Bidders must carefully review the Specifications as detailed information is included in the Specifications regarding the manner Bidders are to submit Bids in response to this RFB.

B. The name of a model, manufacturer or brand in this RFB shall not be considered as exclusive of other brands. Brands and models specified in this RFB are preferred. The School District expects all supplies, materials, equipment or Products bid by a Contractor to meet or exceed the Specifications set forth in this RFB. Further, it is the School District’s intent that this RFB encourage and permit competition. Accordingly, the use of any patent, proprietary name or manufacturer’s name is for demonstrative purposes only and is not intended to curtail competition. Whenever any of the Specifications, supplies, materials, equipment or Products requested in this RFB are specified by patent, proprietary name or by the name of the manufacturer, unless stated di�erently, such specification shall be considered as if followed by the words “or comparable equivalent,” whether or not such words appear. All equals or substitutes o�ered by the Bidder shall be so designated. Failure to do so will disqualify the Bid. Any Bidder desiring to use any materials or products as a substitute must also submit satisfactory proof in a separate letter attached to its Bid that the proposed substitute is of equal or better quality than the Products and/or material(s), etc., specified. The School District, in its sole and absolute discretion, shall have the right to determine if the proposed equivalent Products/brands submitted by Bidder meet the specifications contained in this RFB and possess equivalent and/or better qualities.

C. It shall be the Bidder’s responsibility to advise the School District in writing if any language, requirements, scope, specifications, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFB to a single source. Such notification shall be received by the School District no later than five (5) days prior to the Due Date set for acceptance of Bids.

D. If only one Bid is received in response to this RFB, a detailed cost proposal may be requested of the single Bidder. A cost/price analysis and evaluation and/or audit shall be performed of the cost proposal in order to determine if the price is fair and reasonable.

6. METHOD OF BIDDING & BID REQUIREMENTS

Bids will only be accepted for the entire scope of Product requested and Bidders are required to Bid on the entire scope in accordance with this RFB. This outlines the information that must be provided by each Bidder and the required format for its Bid.

Any Bid not providing the required information, or not conforming to the format specified, may be disqualified on that basis. Bids must: (i) demonstrate an understanding of the scope of the Product requested in accordance with the Specifications; (ii) demonstrate the ability to supply the Product as set forth in this RFB and the Contract (as described below and in Paragraph 11 of this RFB); and (iii) include all necessary information to enable the School District to thoroughly evaluate each Bidder’s overall experience, expertise, qualifications and ability to deliver the Products in accordance with the requirements and obligations of this RFB and the Contract.

Each Bid shall also include any other information or explanations that the Bidder feels is/are significant with respect to the School District making an informed decision relative to its Bid.

Additionally, each Bid must include, at a minimum, the following:

A. A cover letter with background information regarding the Bidder, which will serve as an introduction of the Bidder, on business letterhead.

B. A detailed list setting forth any exceptions to this RFB and/or the Contract, or other special considerations or conditions of the Bidder, including explanations of such exceptions or the reason such terms and conditions of the RFB or form of Contract cannot be met by, or on the Bidder’s opinion are not applicable to, the Bidder.

C. A completed Bid Pricing Form provided as ATTACHMENT B.

D. A completed Familial Disclosure A�davit provided as ATTACHMENT D.

E. A completed Iran Linked Business A�davit of provided as ATTACHMENT E.

7. DISCREPANCIES, OMISSIONS OR INTERPRETATIONS

A. Bidder shall promptly notify the School District of any ambiguity, inconsistency, or errors that they may discover upon examination of the RFB and accompanying documents. Prospective Bidders may request that the School District clarify information contained in this RFB. All such requests must be made in writing via email. The School District will attempt to provide a written response to all written Requests For Clarification within three (3) business days after the receipt of such request. The School District will not respond to any Request For Clarification received after 5:00 p.m. on February 19, 2024. All Requests For Clarifications must emailed to james.stottlemyer@wbsd.org (Subject Line: Request for Clarification – RFB for ). No response will be made to any oral questions. It is each Bidder’s responsibility to check the Sigma VSS website prior to the RFB Due Date to ensure that it has received all of the information, including, but not limited to, all Addenda to this RFB.

B. If any provisions of this RFB shall be held to be invalid, illegal, or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be a�ected or impaired thereby.

C. Any contract entered into with the Vendor shall not be construed as granting “any exclusive rights thereunder.” The School District retains the right to contract with other parties for such Products as it deems necessary.

8. ADDENDA

A. If it becomes necessary to revise any part of this RFB, an addenda will be issued and all addenda shall become a part of this RFB.

B. Addenda issued by the School District regarding this RFB shall become part of this RFB, the Bid Documents and Contract Documents and receipt thereof shall be acknowledged on the Bid Form.

C. Each Bidder shall ascertain prior to submitting their Bid that they have received all addenda issued.

9. UNIT PRICES

A. Each Bidder must Bid on all Unit Prices listed in the Bid Form. They will be fully considered in awarding the Contract.

B. Bids are considered irregular and may be rejected if Unit Prices contained in the Bid Form are obviously unbalanced either in excess of, or below, reasonable cost analysis values.

C. Any Unit Price that, in the sole opinion of the School District, is unbalanced or excessive, may be rejected without a�ecting the validity of the Bid or other unit prices. An entire Bid may be rejected if, in the sole opinion of the School District, rejection of individual unit prices materially a�ects the Bid.

D. All Unit Prices in the Bid shall be firm for a period of 90 days from the Due Date.

Pricing shall be F.O.B. delivered and unloaded.

10. SALES TAX

The School District is exempt from taxation on all tangible personal property purchase by the School District for its use and consumption. The School District will provide its Federal and State tax-exempt number upon request. All prices submitted on the Bid Form shall be inclusive of all other applicable taxes, if any.

11. EXCEPTIONS TO RFB

Any exceptions to the terms and conditions contained in this RFB or any other special considerations or conditions requested or required by the Bidder MUST be specifically enumerated by the Bidder and be submitted as part of its Bid, together with an explanation as to the reason such terms and conditions of the RFB cannot be met by, or, in the Bidder’s opinion, are not applicable to, the Bidder. The selected Bidder shall be required and expected to meet the Specifications and requirements as set forth in this RFB in their entirety, except to the extent exceptions or special considerations or conditions are expressly set forth in the Bidder’s Bid and those exceptions or special considerations or conditions are expressly accepted by the School District. All Pricing factors must be clearly indicated in the manner required on the Bid Forms provided as part of this RFB.

12. WITHDRAWAL OR REVISION OF BIDS

A. Any Bid may be withdrawn prior to the scheduled Due Date.

B. A Bid may not be modified, withdrawn or canceled by the Bidder for ninety (60) calendar days following the Due Date, and Bidder so agrees in submitting his/her Bid. Disregard the thirty (30) day request in the Specifications.

13. ACCEPTANCE AND REJECTION OF BIDS

A. Low Bid price is not always the determining factor in the awarding of the Bid.

Other factors considered may include, but not be limited to, the following:

delivery and/or completion time, quality, past performance, inventory availability, financial stability, and references.

B. Bids are considered irregular and may be rejected for any of the following reasons unless otherwise provided by law:

1. If the Bid Form furnished is not used or is altered.

2. If there are unauthorized additions, qualifications, conditions, or irregularities of any kind which may make the Bid incomplete, indefinite, or ambiguous as to its meaning.

3. If Bidder adds any provisions reserving the right to accept or reject any awards of a contract.

4. If unit or lump sum prices or alternates contained in the Bid schedule are obviously unbalanced either in excess of, or below, reasonable costs analysis values.

5. If Bidder fails to complete any portion of the Bid Form where information is requested such that the Bid Form cannot be properly evaluated.

6. If any pertinent instructions to Bidders is not fully complied with.

C. The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFB), to accept or reject, in whole or in part, any or all Bids with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFB process or any Bid, and the right to award the Contract to other than the Vendor submitting the best financial bid (low bidder). The School District reserves the right to request additional information from any or all Bidders. The School District reserves the right to negotiate with the Bidders concerning their Bids. In the event a Vendor’s Bid is accepted by the School District and that Bidder asserts exceptions, special considerations or conditions after acceptance, the School District, in its sole and absolute discretion, reserves the right to reject the Bid and award the Contract to another Bidder. Notwithstanding the foregoing, any award to, or selection of, the successful Vendor shall be contingent upon the Vendor executing the form of contract acceptable to the School District.

D. The School District shall have the right to accept alternates in any order or combination and to determine the low Bidder on the basis of the sum of the base Bid and the alternates accepted.

E. The School District shall have the right to accept combination bids received from a Bidder for more than one Bid category.

14. COMPLIANCE WITH LAWS

A. All Bidders and the Vendor shall perform and work on the Project and other operate in conformance with all applicable local, state, and federal laws, rules, regulations and ordinances. Nothing contained in the Contract shall be construed in any manner so as to require or permit any act that is prohibited by law.

15. INDEMNIFY AND HOLD HARMLESS AGREEMENT

Vendor agrees to accept responsibility for loss or damage to any person or entity, and to indemnify, defend, hold harmless and release the School District, the members of its Board of Education (in their individual and o�cial capacities), administrators and employees, from any and all claims, counter-claims, suits, debts, demands, actions, judgments, liens, liabilities, injuries, damages, costs, expenses, including actual attorneys’ fees and actual expert witness’ fees, and the cost of litigation that are asserted by any person or entity to the extent arising out of the acts or omissions or willful misconduct in the performance by the Vendor, its o�cers, employees and agents hereunder, whether or not there is concurrent negligence on the part of the School District, or any breach of any terms or warranty(s) required under this RFB or the Contract, or the Vendor’s failure to comply with any and all applicable laws. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Vendor or its agents, under workmen’s compensation acts, disability benefits acts or other employees’ benefits acts.

This Section shall survive the expiration or earlier termination of the Contract and shall not be limited by the Vendor’s Insurance obligations contained in the Contract.

16. TERMINATION OF CONTRACT

If at any time, in the opinion of the School District,

1) Vendor fails to conform to the requirements of the Contract; or

2) Vendor seeks relief under any law for the benefit of insolvents or is adjudicated bankrupt;

3) Any legal proceedings are commenced against Vendor which may interfere with the performance of the Contract; or

4) Vendor has failed to supply an adequate material or proper quality, or has failed in any other respect to prosecute the Contract with the diligence and force specified and intended in any by the terms of the Contract, notice thereof in writing may be served upon him/her, and should he/she neglect or refuse to provide means for a satisfactory compliance with the Contract as directed by the School District within the time specified the School District in any such case shall have the right and power, at its option and without prejudice to any other right it may have, to terminate the Contract. Any excess of the cost arising therefrom will be charged against the Vendor. In the event of such termination, all monies due the Vendor or retained under terms of the Contract shall be forfeited to the School District; but such forfeiture will not release the Vendor from liability for failure to fulfill the Contract.

17. SHIPPING

Prices quoted are to be F.O.B. to West Bloomfield School District. All Prices shall be net;

including transportation, insurance and delivery charges fully prepaid by the successful Vendor to destinations indicated in the Bid.

Index of Attachments

Attachment A - Written Clarifications of Project Attachment B - Bid Pricing Fom. Disregard Bid Pricing Form in TMP Specifications. Use the Fom in This Document.

Attachment C - Blank Attachment D - Familial Disclosure A�davit Attachment E - Iran Economic Sanctions Act Form

Attachment A

WRITTEN CLARIFICATIONS OF PROJECT

1. See Attached TMP Project Manual. Include all specification sections and drawings (TMP Project 23043, Drawings TS.1 through Scotch A1.1C - 63 Pages)

2. All work for this project must be completed after school hours or on holiday and breaks, but nevertheless, must be completed no later than August 9, 2024. See this schedule for calendar and bell times:

a. https://www.wbsd.org/calendar

3. Bid Security shall be in the form of a bid bond or certified check made payable to West Bloomfield School District.

4. All door prep work and associated mess and debris must be cleaned up nightly to not interfere with school operations.

https://www.wbsd.org/calendar

Attachment B

WEST BLOOMFIELD SCHOOL DISTRICT

District-Wide Door Hardware Upgrades

Bid Pricing Form

Bidder Name: __________________________________________________________

Address: ______________________________________________________________

Contact Person: ______________________________

E-Mail: _________________________ Phone: _____________________________

In accordance with the School District’s RFB, the Bidder certifies that it has familiarized itself with the Specifications and Drawings, has carefully read them and understands their contents. The Prices for each item shall be expressed as not-to-exceed amounts and all amounts are to include costs and expenses to manufacture the Product(s), packaging, shipping, insurance, delivery charges, installation, warranties, and any other costs, expenses and overhead to provide the Product(s) in accordance with RFB and the Contract.

A. Vendor Pricing

West Bloomfield High School Base Bid

West Bloomfield Middle School Base Bid

Doherty Elementary School Base Bid

Gretchko Elementary School Base Bid

Roosevelt Elementary School (Abbott) Base Bid

Scotch Elementary School Base Bid

Subtotal Base Bid

West Bloomfield High School Alternate No. 1 Bid

$_ADD____________________________________________________

West Bloomfield Middle School Alternate No. 1 Bid

$_ADD____________________________________________________

Doherty Elementary School Alternate No. 1 Bid

$_ADD____________________________________________________

Gretchko Elementary School Alternate No. 1 Bid

$_ADD____________________________________________________

Roosevelt Elementary School (Abbott) Alternate No. 1 Bid

$_ADD____________________________________________________

Scotch Elementary School Alternate No. 1 Bid

$_ADD____________________________________________________

Subtotal Alternate No. 1 Bid

$_ADD________________________________________________

Project Grand Total - Base Bid and Alternate No. 1

Expected Delivery Date of Shop Drawings_______________________

Expected Delivery Date of Hardware____________________________

Expected Completion Date of Project____________________________

B. ACKNOWLEDGEMENT OF ADDENDA TO RFP

The Contractor acknowledges receipt of the following addenda:

Addendum Number dated Addendum Number dated Addendum Number dated

ACKNOWLEDGMENT OF TERMS & AUTHORIZATION

The undersigned Bidder acknowledges and agrees that the School District reserves, in its sole and absolute discretion, the right: (i) to accept or reject, in whole or in part, any and all Bids received in response to this RFB; (ii) to waive informalities and irregularities in the RFB process; (iii) to award the Contract to other than the Bidder with the lowest financial Bid; and (iv) to award the Contract to one (1) or more Bidders. If awarded the contract, the Bidder agrees to enter into the form of Contract with the School District, and to furnish the Product(s) in strict accordance with this RFB and the Contract. By submitting a Bid, the Bidder certifies that its Bid, as submitted, complies with all terms and conditions as set forth in this RFB, unless specifically enumerated as an exception as part of its Bid.

If an award is made to our company based upon our Bid, we agree to enter into the attached form of Contract with the School District to furnish the Product(s)in strict accordance with this Request For Bid.

My signature certifies that the Bid as submitted complies with all terms and conditions as set forth in this Request For Bid, unless specifically enumerated as an exception as part of our Bid.

I hereby certify that I am authorized to sign as a Representative for the company.

BIDDER HEREBY SUBMITS THIS BID PRICING FORM IN ACCORDANCE

WITH THE TERMS AND CONDITIONS OF THE RFB.

Bidder Name: ____________________________________________________________ Authorized Individual Name:________________________________________________ Position/Title:____________________________________________________________ Signature: _______________________________________________________________ Date: _________________________

Attachment C

Intentionally Left Blank

Attachment D

Familial Disclosure A�davit The undersigned, the owner or authorized o�cer of the undersigned Vendor (the

“Vendor”), pursuant to the familial disclosure requirement provided in the West Bloomfield School District’s (the “School District”) Request for Bids for __________, hereby represents and warrants that, except as provided below, no familial relationships exist between the owner or any employee of the Vendor, and any member of the Board of Education of the School District or the Superintendent of the School District. A list of the School District’s Board of Education Members and its Superintendent may be found at www.wbsd.org.

List any Familial Relationships:

VENDOR:

Name of Vendor

Authorized Signature:

Printed:

Its:

STATE OF )

)ss.

COUNTY OF __________________)

This instrument was acknowledged before me on the _____ day of ____________, 20__, by

, Notary Public

______________ County, __________________ My Commission Expires:___________________

Acting in the County of :________________

Attachment E

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized o�cer of the below-named Vendor (the “Vendor”), pursuant to the compliance certification requirement provided in the West Bloomfield School District (the “School District”) Request For Bids For __________ (the “RFB”), hereby certifies, represents and warrants that the Vendor (including its o�cers, 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 Vendor is awarded a Contract as a result of the aforementioned RFB, the Vendor will not become an “Iran linked business” at any time during the course of performing any services under the Contract.

The Vendor 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 was 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 bid/proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

VENDOR:

Name of Vendor

By:

Its:

Date:

STATE OF )

)ss.

COUNTY OF )

This instrument was acknowledged before me on the _____ day of ____________, 20__, by

, Notary Public

______________ County, __________ My Commission Expires:___________ Acting in the County of :___________