2024 Dove Mini Split Installation RFP 031424.pdf

Dove Academy of Detroit RFP- 2024 Dove Mini Split Installation

Description of the Project: Installation of a mini split heating and cooling system to thirteen classrooms.

Dove Academy of Detroit Board of Directors Purchasing Policy 6320, in compliance with Michigan law, requires competitive bids for this project.

Bidders shall submit bid packages that provide the following information:

1. Company Profile: Provide an overview of the company including experience in playground installation.

2. Project Team: Identify the project team manager including contact information (electronic mail and telephone).

3. Pricing: Identify pricing based on the work described in the project as the general scope of the equipment plus installation. Pricing can be in an all inclusive (turnkey) bid or on an item-by-item bid price.

4. Specifications Compliance: Attachment B must be included in the bid package.

5. Bid Bond: Attachment C, bid bond by an admitted surety insurer on the form provided, a cashier’s check, certified check or money order, drawn to the order of Dove Academy of Detroit, in the amount of five percent (5%) of the total bid price, shall accompany the bid form and proposal, as a guarantee that the Bidder will, within seven (7) calendar days after the date of the Notice of Award, enter into a contract with Dove Academy of Detroit for the performance of the services stipulated in the bid. A scan of the bond and check is acceptable for electronic submissions.

6. Iran Economic Sanctions Act: Attachment D, sworn and notarized affidavit of compliance with Iran Economic Sanctions Act, Michigan Public Act. No. 517 of 2012, must be included in the bid package.

7. Familial Disclosure Affidavit: Attachment E, Familial Disclosure Affidavit must be included with your bid as required by state law (Public Act 232 of 2004). Bids submitted without this sworn affidavit will not be accepted.

8. Taxes: each proposal submitted must include and the successful bidder will be required to pay all taxes which are levied by State or Municipal Governments upon labor and materials entering into the work. Dove Academy of Detroit is exempt from applicable Federal and State taxes, Michigan and Federal tax-exempt.

9. Insurance: the successful bidder will be required to maintain Employers Liability, Commercial General Liability, Workers Compensation, Automobile and Extended Insurance. Insurance certificates must list the Dove Academy of Detroit as additional insured.

10. Equal Employment Opportunity: Each bidder shall verify that they will comply with the provisions of all federal laws covering equal employment opportunity, discrimination and harassment.

11. Signature Page: Please use the Signature Page as the Cover Sheet for your bid proposal.

The bid package is to consist of one copy of each of the required documents. Bids submitted that lack any of the required information or documentation may be deemed incomplete and may not be considered for selection, at the discretion of the Dove Academy of Detroit Board of Directors, or its designee

The Board reserves the right to reject any and all bids and/or waive any irregularity in any bid received.

If the Board awards the contract, the security of unsuccessful bidder(s) shall be returned within sixty

(60) days from the time the award is made. Unless otherwise required by law, no bidder may withdraw its bid for ninety (90) days after the date of the bid opening.

Bids are due by Thursday, March 28, 2024, at 3:00 PM Eastern Time. The subject line should read, “Proposal for 2024 Dove Mini Split Installation.” Bids may be submitted electronically via email to tiffanywilhelm@choiceschools.com. Late bids will not be accepted or considered. Bids will be open and read aloud at 3:00 PM Eastern on March 28, 2024 at Choice Schools Central Office at 5251 Clyde Park Avenue SW, Wyoming, MI 49509. Bids will be evaluated after opening and submitted to the Dove Academy of Detroit Board of Directors for consideration.

mailto:tiffanywilhelm@choiceschools.com

Attachment A General Scope of Project

RFP - 2024 Dove Mini Split Installation

Scope: Includes equipment and installation of mini split cooling and heating system to thirteen classrooms including:

Set up and layout site Mount 13 fan evaporator heads to wall Mount condensers near heads, roof at second floor Run all line sets to units Connect 4 zones to 1 condenser End unit to have individual unit Run all drains Wire all units Mount remote controllers Start and check operation Properly charge systems Clean up and close site

Attachment B Specifications Compliance

The bidder must agree to the following statements:

Equipment: Equipment shall be new, unused, and of current model under standard production by the manufacturer.

Equipment Deviation: Any deviation from the equipment listed must be noted in writing on Attachment A.

Subcontracting: Services provided for this project may not be subcontracted without approval of the Academy’s project manager.

Suspensions and Debarment: The Contractor hereby certifies that neither it nor its principles are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in any contracts with Dove Academy of Detroit or the State of Michigan.

Taxes: Dove Academy of Detroit is exempt from sales tax and certain other use taxes.

Charges for taxes will be deducted from any invoices before payment is made.

Warranties: The Contractor warrants that all articles, materials, and goods shall be consistent with manufacturer’s specifications and will be free from defects. The Academy reserves the right to return any goods that are not as warranted to the Contractor at the Contractor’s expense, for either replacement with an acceptable product or credit, without additional charge to the Academy.

Certification of Specifications Compliance: I certify compliance with the items listed above and further certify that the company is licensed to perform the services and provide the articles, materials, and goods stated in this RFP.

Payment Schedule/Terms: Dove Academy of Detroit will negotiate specific payment terms with the successful bidder.

Name of Company:

Authorized Signature: Date:

Attachment C

BID BOND

BID SUBMITTED ON the _______ day of ________________, 20____.

Bid Security is in the form of: a Bid Bond _______ Bid Bond form has been duly executed _______; or

A Bank Certified or Cashier's check ___ or Money Order ___ is attached to this page ____

If the Bidder is an Individual:

Name of Individual: _________________________________________________________

Name & Title of Person Authorized to sign: ___________________________________________

Signature: _________________________________________________________ (If not the Individual, Attach Power of Attorney) Date

Doing Business as: _________________________________________________________

Business Address: _________________________________________________________

County of registration _________________________

Telephone: _________________________ FAX: ______________________

If the Bidder is a Partnership:

By: _________________________________________________________ (True Name of the Partnership)

Partner Authorized to Sign Date

Signature: _________________________________________________________ (Attach evidence of Authority to sign) Date

Business Address: _________________________________________________________

County of registration _________________________

Telephone: _________________________ FAX _______________________

If the Bidder is a Corporation:

By: _________________________________________________________ (Legal Corporation Name)

Name & Title of Authorized Officer: __________________________________________________

Signature: _________________________________________________________ (Attach evidence of Authority to sign) Date

Name & Title of Officer Attesting: __________________________________________________

Signature: _________________________________________________________ Date

Business Address: _________________________________________________________

Telephone: _________________________ FAX _______________________

(State of Incorporation): _________________________________________________________

If The Bidder is A Joint Venture: JOINT VENTURE SIGNATURES MUST BE AS PROVIDED IN INSTRUCTIONS TO BIDDERS.

EACH JOINT VENTURER SIGNING THE BID MUST SIGN IN THE MANNER INDICATED FOR AN INDIVIDUAL, A PARTNERSHIP OR A CORPORATION. IF MORE THAN TWO JOINT VENTURERS OF THE SAME TYPE ARE INCLUDED, USE ADDITIONAL PAGES. JOINT VENTURE STATE OF INCORPORATION ___________________ OR COUNTY OF

REGISTRATION _____________________

Attachment D

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. By submitting this form you are confirming that you are in compliance with the Act in relation to the submitted bid(s). Dove Academy of Detroit Board of Directors shall not accept a bid unless, and until, this sworn and notarized certification statement is submitted as an attachment to a given bid.

The undersigned, the owner or authorized officer of

(the “Bidder”), pursuant to the compliance certification requirement provided in the Dove Academy of Detroit Request for Proposal, hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, and that in the event the Bidder is awarded a contract as a result of the aforementioned Request for Proposal, the Bidder will not become an “Iran linked business” at any time during the course of performing the work or any services under the contract. The Bidder 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 any 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.

BIDDER:

Name of Bidder: __________________________

By:__________________________________

Its: __________________________________

Date: _________________________________

STATE OF ____________________________)

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 Bidder – Familial Relationship Form

Important: This disclosure statement must be included with your bid as required by state law (Public Act 232 of 2004)

As required by Public Act 232 of 2004, all bids shall 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 Dove Academy of Detroit Board of Education. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of ________________________ (the Bidder”), pursuant to the familial disclosure requirement provided in the Dove Academy of Detroit Request for Proposal, hereby represent and warrant, except as provided below, that no familial relationships exist between the bidder(s) and any member of the Dove Academy of Detroit Board of Education.

List any Familial Relationships:

BIDDER:

Name of Bidder: __________________________

By:___________________________________

Its: __________________________________

Date: _________________________________

STATE OF ____________________________)

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 F

FEDERAL DEBARMENT CERTIFICATION

1. Bidder certifies to the best of its knowledge and belief, that it and its principals:

a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or Board;

b. Have not within a three-year period preceding this bid been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

d. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

2. Where Bidder is unable to certify to any of the statements in this certification, Bidder shall attach an explanation to this certification.

3. Bidder agrees to include the following certification in all subcontracts, for all lower tiers:

“Debarment and Suspension Certification – By submission of its proposal, the contractor (or vendor, or consultant, depending on the transaction) certifies to the best of its knowledge and belief that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency in accordance with 2 CFR 200.213 and 2 CFR 180.”

Date:

Proper Name of Contractor:

Signature:

Print Name:

Title:

Attachment G

Equal Employment Opportunity l verify that I will comply with the provisions of all federal laws covering equal employment opportunity, discrimination and harassment including but not limited to the Equal Pay Act of 1963, Titles VI and VII of the Civil Rights Act of 1964, Executive Order 11246, Age Discrimination in Employment Act of 1967, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, Titles I and II of the Americans with Disabilities Act of 1990 and the Civil Rights Act of 1991.

I understand that I will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, height, weight, handicap, or marital status. This policy relates to all of our company’s employment practices including hiring, transfers, promotos, compensation, benefits, and training.

Date:

Proper Name of Contractor:

Signature:

Print Name:

Title:

Signature Page

Dove Academy of Detroit RFP- 2024 Dove Mini Split Installation

Please use the Signature Page as the Cover Sheet for your bid proposal.

In compliance with the Dove Academy of Detroit request for bid proposals, the undersigned proposes to furnish and deliver all labor, services, merchandise, and materials in accordance with the accompanying descriptions and documents. Signature confirms receipt and knowledge of Board Policy 6320.

The undersigned is authorized to represent and contract for your company and certifies that your company is not on the Federal Suspension and Debarments List or Excluded Parties List.

Company:

Authorized Representative & Title:

Mailing Address (Not Post Office Box):

Authorized Signature:

Date: Electronic Mail:

Telephone: Facsimile:

Payment Terms:

Please note if you provide a discount for quick payment, including terms.

Are you licensed to do business in the State of Michigan?

PURCHASING: Board Policy 6320 © National Charter Schools Institute

Reference: MCL 380.1267, 380.1274 et seq.

Procurement of all supplies, materials, equipment, and services paid for from Academy funds shall be made in accordance with all applicable federal and State statutes, Board policies, and administrative procedures. Standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award, and administration of contracts are established in Policy 1130 (as applicable) – Conflict of Interest.

All procurement transactions shall be conducted in a manner that encourages full and open competition and in accordance with good administrative practice and sound business judgment.

Each year the State of Michigan informs the School of the legal amount for purchases which require a formal bidding process of a single item.

It is the policy of the Board that the Educational Service Provider adhere to the following:

A. Seek informal price quotations on purchases that are under 100 percent of the amount allowed by State statute for a single item, except in cases of emergency or when the materials purchased are of such a nature that price negotiations would not result in a savings to the Academy.

B. When the purchase of, and contract for, single items of supplies, materials, or equipment is in excess of 50 percent but less than the amount allowed by State statute, the Educational Service Provider shall whenever possible, have at least three (3) competitive bids.

Purchases in a single transaction that are in excess of the dollar amount permitted by State statute shall require competitive bids and, whenever possible, have at least three (3) such bids for substantiation of purchase and shall require approval of the Board prior to purchase.

Competitive Bids

Competitive bids are not required for items purchased through the cooperative bulk purchasing program operated by the Michigan Department of Management and Budget pursuant to MCL 18.1263.

Competitive bids are not required for food purchases, unless food purchased in a single transaction costs $100,000 or more.

Bids shall be sealed and shall be opened by the Educational Service Provider in the presence of at least one (1) witness. All orders or contracts should be awarded to the lowest responsible bidder; however, consideration can be given to:

A. the quality of the item(s) to be supplied;

B. its conformity with specifications;

C. suitability to the requirements of the Academy;

D. delivery terms;

E. past performance of vendor.

In addition to the factors above, the Board may consider and provide a preference to bidders which use a Michigan-based business as the primary contractor or which use one (1) or more Michigan-based business as subcontractors.

For purposes of this preference a Michigan-based business means a business that would qualify for a Michigan preference for procurement contracts under MCL 18.1268, which requires that the businesses certify that since inception or during the last twelve (12) months it has done one of the following:

A. have filed a Michigan business tax return showing an allocation of income tax base to Michigan;

B. have filed a Michigan income tax return showing income generated in or attributed to Michigan; or

C. withheld Michigan income tax from compensation paid to the bidder's owners and remitted the tax to the Michigan Department of Treasury.

This preference shall not apply to any procurement or project using Federal funds, nor shall it be used if it would violate any Federal law or requirements.

The Board reserves the right to reject any and all bids.

Bid Protest

A bidder who wishes to file a bid protest must file such notice and follow procedures prescribed by the Request For Proposals (RFP) or the individual bid specifications package, for resolution. Bid protests must be filed in writing with the Educational Service Provider within seventy-two (72) hours of the opening of the bids in protest.

Within five (5) days of receipt of a protest, the Educational Service Provider shall review the protest as submitted and render a decision regarding the merits of the protest and any impact on the acceptance and rejection of bids submitted.

Notice of the filing of a bid protest shall be communicated to the Board and shall be so noted in any subsequent recommendation for the acceptance of bids and awarding of contracts.

Failure to file a notice of intent to protest, or failure to file a formal written protest within the time prescribed, shall constitute a waiver of proceedings.

General Provisions

The Educational Service Provider is authorized to purchase all items within budget allocations.

The Board should be advised, for prior approval, of all purchases of equipment, materials, and services when the purchase was not contemplated during the budgeting process.

The Educational Service Provider is authorized to make emergency purchases, without prior approval, of those goods and/or services needed to keep the school in operation. Such purchases shall be brought to the Board's attention at the next regular meeting.

In order to promote efficiency and economy in the operation of the school, the Board requires that the Educational Service Provider periodically estimate requirements for standard items or classes of items and make quantity purchases on a bid basis to procure the lowest cost consistent with good quality.

Whenever storage facilities or other conditions make it impractical to receive total delivery at any one time, the total quantity to be shipped but with staggered delivery dates, shall be made a part of the bid specifications.

Before placing a purchase order, the Educational Service Provider shall check as to whether the proposed purchase is subject to bid, whether sufficient funds exist in the budget, and whether the material might be available elsewhere in the school. All purchase orders shall be numbered consecutively.

In the interests of economy, fairness, and efficiency in its business dealings, the Board requires that:

A. opportunity be provided to as many responsible suppliers as possible to do business with the Academy;

B. upon the placement of a purchase order, the Educational Service Provider shall commit the expenditure against a specific line item to guard against the creation of liabilities in excess of appropriations.

The Educational Service Provider shall determine the amount of purchase which shall be allowed without a properly signed purchase order. Employees may be held personally responsible for anything purchased without a properly signed purchase order or authorization.

The Board may acquire office equipment as defined in law by lease, by installment payments, by entering into lease-purchase agreements, or by lease with an option to purchase, provided the contract sets forth the terms of such a purchase.

Procurement – Federal Grants

The Educational Service Provider shall maintain a procurement and contract administration system in accordance with the USDOE requirements (34 CFR 80.36) for the administration and management of Federal grants and federally-funded programs. The Academy shall maintain a compliance system that requires contractors to perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Except as otherwise noted, procurement transactions shall conform to the provisions of this policy and administrative guidelines (AG 6320)