2025 KISD OAK Boiler Replacement RFP & Attachment #1.pdf

Kent Intermediate School District REQUEST FOR PROPOSAL – Kent ISD OAK Boiler Replacement

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Kent Intermediate School District (Kent ISD) is seeking bids for the replacement of a boiler and circulating pumps at KEC-Oakleigh, 2223 Gordon St NW, Grand Rapids, MI 49504.

Specifications are to be considered as minimums, and the general conditions, as listed, must be adhered

to. If you would like to schedule a walkthrough, please contact Kellen Barnett:

Kellenbarnett@kentisd.org/ 616-272-6275

Questions regarding the specifics of the bid should be directed via email through SigmaVSS, and answers will be provided through the same means. Any other information deemed critical to the RFP shall be sent out to all bidders.

Bids are due by 1:00 pm on Wednesday, May 28, 2025, delivered in a sealed envelope/package with the wording “Kent ISD OAK Boiler Replacement” clearly marked on the outside of the envelope/package addressed to:

Kent ISD Attn: Kellen Barnett 1655 E Beltline NE Grand Rapids, MI 49525

Bids can be hand delivered to the Kent ISD Maintenance Building, 1655 East Beltline NE, Grand Rapids, MI 49525, located in parking lot #4 across from the greenhouse and wind turbine. The Maintenance Building front door is labeled E-1. Kent ISD will not consider or accept a bid received after the date and time specified for bid submission. Bids will be opened publicly immediately following the close of receiving bids.

It is the intention to formally award the bid once the Kent ISD Board approves the recommendation of award at the June 16, 2025, Board Meeting, with installation occurring after July 1, 2025.

In compliance with MCL 380.1267, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the bidder and any member of the board, or the superintendent of the school district. All bids shall also be accompanied by a sworn and notarized statement disclosing whether the bidder is an Iran-linked business in compliance with PA 517 of 2012. The Board has stated that Kent ISD shall not accept a bid that does not include these sworn and notarized disclosure statements.

Kent ISD reserves the right to allow only Michigan-based businesses to bid on this advertisement. Under 1984 PA 431, MCL 18.1268, our board has elected to enforce the PA as defined.

Kent ISD will be a place where all persons feel welcomed, have a right to be treated equitably and without prejudice, and have a responsibility to treat others the same way. Kent ISD is an equal opportunity institution. Kent ISD does not discriminate on the basis of race, creed, color, national origin, age, sex or physical/mental disability or veteran status in its educational programming, enrollment, employment or contracting.

mailto:Kellenbernett@kentisd.org/

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GENERAL CONDITIONS

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

B. Bid proposals received after the scheduled opening time will not be accepted and will be returned to the bidder unopened.

C. All bid proposals must be mailed or hand-delivered a sealed envelope/package. Telephonic, E-mail, online, or fax bids will not be accepted.

D. All questions regarding the specifics of the bid proposal should be emailed through SigmaVSS and answers will be responded to through the same means. All questions and answers will be distributed to all bidders who have, or later ask questions about the bid.

E. Unless otherwise specified, no bid may be withdrawn, changed or modified in any way for a period of forty-five (45) calendar days from the date of the bid opening.

F. Kent ISD is a federally constituted government body and as such is exempt from state and federal taxes.

G. Kent ISD reserves the right to accept or reject any or all bids, to waive irregularities or defects, and accept other than the low bid when deemed to be in its best interest. Kent ISD is not necessarily looking for the lowest bidder.

H. For the purpose of assuring the School District of the quality of workmanship, materials, equipment, and service, the School Board will retain the right to qualify or disqualify bidders on the basis of available information covering their service and the suitability of the equipment/material bid for the project.

I. The laws of the State of Michigan shall govern the rights, obligations and remedies of the Parties under this bid and any agreement reached through this process.

J. All information included in a bid proposal response is subject to the “Freedom of Information Act” and may be disclosed in its entirety after the formal date bids are due.

K. The successful Bidders shall, within a reasonable time after receipt of written notice, make good any defects in material or workmanship that may develop.

L. Kent ISD shall not be responsible for any cost or expenses incurred by the bidder during the preparation of the bid proposal.

M. A completed Affidavit of Compliance – Iran Economic Sanctions Act and Familial Disclosure form (both attached) must be included with each bid proposal. Bids that do not include these statements will NOT be accepted.

N. Bidder shall follow all applicable state codes and regulations. All codes and regulations set forth by the state pertaining to the specified equipment included in the scope of work take precedence over the specifications supplied by Kent ISD.

O. Contractor must meet District’s background check requirements for all employees – see General Requirements section for details.

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SCOPE

Mechanical:

All components of the new boiler installation (materials, layout, orientation, positioning) are to match the boiler that is installed

• Disconnect and remove the existing boiler, haul away, and dispose

• Install a new boiler onto the existing pad

• Install new boiler pump. To be Grundfos MAGNA3 50-150 F 280, no alternates accepted.

• Install required boiler piping to the new boiler and reinsulate as required

• Install gas piping to the new boiler

• Install condensate lines and neutralizers

• Remove existing boiler stacks and install new venting material

• Any rigging to be included

• Perform start-up and check-out

• Include a one-year warranty, minimum

• Boiler to be Lochinvar Knight XL Model No. KBX1000N. No alternates accepted.

Hot Water System Circulating Pumps

• Disconnect and remove existing pumps, haul away, and dispose of

• Furnish and install (2) new B & G base mounted pumps series 1510-e, 110 GPM@50 ft.

• Furnish and install new suction diffusers

• Furnish and install new triple-duty valves

• Furnish and install new SS flexible pump connectors

• Furnish and install new Bobco differential pressure gauge kits

• Furnish and install required piping to fit new pumps

• Insulation of new piping to be included

• Testing and balancing to be included – Owner to Provide Specs

• Perform start-up and check-out

• Include a one-year warranty, minimum

Electrical:

- Line voltage electrical to be included, including tying in the existing e-stop. If you cannot do the electrical work in-house, we prefer Windemuller Inc. to do the work.

Controls:

Please see attachment #1, Kent ISD BAS Specifications.

Bids shall include all needed parts, labor, and installation costs.

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GENERAL REQUIREMENTS

EXPECTATIONS FOR CONTRACTOR’S STAFF

COMPETENCY

The Contractor shall employ staff competent and experienced with condenser replacement. A fully qualified workforce shall be maintained throughout the period of this contract.

SUPERVISION

The Contractor’s supervisors shall be fully and adequately trained in condenser replacement and sufficient in scope to meet the approval of the Owner. All personnel shall receive close and continuing supervision to ensure completion of the contractual obligations.

PRESENTATION

All employees will present themselves in a neat and professional manner. A company uniform shirt is preferred, although not mandatory.

EXPECTED BEHAVIOR WHILE WORKING AT THE PROPERTY

i) Contractor’s employees must remain outside buildings and will not be permitted to enter buildings to use restrooms.

ii) Contractor’s employees must not consume alcoholic beverages or use narcotics while on duty nor be under their influence when reporting for duty.

iii) Contractor’s employees must not use tobacco products of any kind anywhere on the property as outlined by law.

iv) Contractor’s employees must not play radios or other sound equipment that can be heard more than 50 feet away so as not to create a nuisance to building occupants and must turn such devices off if requested by building occupants.

v) Contractor’s employees must not fraternize with, nor unnecessarily disrupt students, school staff, clients, tenants, or visitors to the building.

vi) All lost and found articles of significant value recovered by Contractor’s employees must be immediately reported to the Facilities Supervisor, and direction will be given on how to proceed.

LICENSES

The bidder may be required to present any licenses or permits required before being awarded a contract.

RESPONSIBILITY FOR DAMAGES

The Contractor shall be responsible for any damage to a building or other property caused by his/her workers, equipment or vehicles while performing the work indicated in these specifications.

COMMUNICATION WITH CONTRACTOR

The Contractor shall make him/herself available during normal business hours via email and phone for contact with the Owner.

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GENERAL REQUIREMENTS - continued

CHANGES

There are to be no verbal modifications made to these specifications. Any changes must be made in writing in advance of receipt of the bids by the Owner.

INSURANCE REQUIREMENTS

Please see the attached sheet.

CANCELLATION OF CONTRACT/CREDITS FOR MISSED SERVICES

Failure by the Contractor to maintain quality, service, and/or standards as determined by the District in this RFP (or as amended in writing and agreed upon by Contractor and District) will be documented and may result in cancellation of the contract if issues are not corrected within 30 days. Credits to the invoice(s) may be requested by the District for missed services if not remedied within 30 days.

METHOD OF PAYMENT

Payment upon completion of services.

REQUIRED SUBMITTALS

Bids will be due by 1:00 pm on May 28, 2025.

Bid proposals shall include the following documentation:

• Pricing Sheet

• Iran Economic Sanctions Affidavit

• Familial Affidavit

Additional documentation found necessary will be posted to SIGMA VSS as addenda.

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PRICING SHEET

Company Name ____________________________________________________________________

Contact Person ____________________________________________________________________

Phone # ________________________________ Email ______________________________________

Please price out the project according to specs.

• Mechanical:

o Labor $________________ o Materials $________________

• Electrical:

• Controls:

Total Cost: $____________________

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Insurance Requirement

The following types of insurance, limits of liability, and policy extensions are required of the successful bidder:

Workers’ Compensation and Employer’s Liability Insurance Coverage A – Statutory Coverage B - $300,000 Per Accident

Broad Form Comprehensive General Liability Insurance (including – Premises Medical, Elevators, Contractor’s Protective Liability, Blanket Contractual, Products & Completed Operations –including Broad Form Extensions)

Each Occurrence Combined single limit for bodily injury and property damage liability. $1,000,000 General Aggregate $2,000,000 Products & Completed Operation Aggregate $2,000,000 Personal Injury & Advertising Injury $1,000,000 Fire Legal Liability $ 50,000

Sub-contractors Operations, Products – Completed Operations and Contractual Liabilities, plus such excess coverage as may be appropriate for the limits listed:

Comprehensive Business Automobile Liability Insurance (owned, hired, and non-owned automobiles)

Bodily/Injury $500,000 each Person/ $500,000 each Occurrence

Property Damage $500,000 each Occurrence

Furnish owner with Contingent Liability Insurance Policy with coverage and liability limits the same as for Broad Form Comprehensive General Liability Insurance specified above. *

Furnish owner with contingent Property Damage Insurance Policy with coverage and liability limits the same as for Property Damage specified above. Kent ISD should be names as being an additional insured on the policy. *

The contractor shall not commence work under the Contract until he has obtained all insurance stated in these specifications and the owner has reviewed all insurance and Certificates of Insurance evidencing compliance with the insurance requirements with dates enforced during time of the contract.

Insurance affords is primary as respects to Kent Intermediate School District’s interest; and, any other insurance maintained by the ISD is to be excess of that required of the vendor, contractor, service provider and will not contribute with that insurance required.

*Only required with construction contracts.

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AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of _______________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Kent Intermediate School District request for proposal for Kent ISD OAK Boiler Replacement 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, Michigan Public Act No.

517 of 2012 (the “Act”), and that in the event Bidder is awarded a Contract as a result of the aforementioned Invitation To Bid, the Bidder will not become an “Iran Linked Business” at any time during the course of performing 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 was made, whichever is greater, the cost of the Intermediate 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 an Invitation To Bid for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

By: _________________________________

Title: _________________________________

Date:________________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2025, by

, Notary Public

_____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________

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FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid - required by state law (P.A. 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 School

Board or the Superintendent of Kent ISD.

The undersigned, the owner or authorized officer of ___________________________________________________

(the Bidder), pursuant to the familial disclosure requirement provided in the attached invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the School Board or the Superintendent of Kent ISD. If such a relationship exists, please explain:

BIDDER:_____________________________

By:_________________________________

Title:_______________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2025, by

, Notary Public

_____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________

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Kent ISD BAS Specifications Below are the specifications for the Kent ISD Building Automation System.

• Trusted contractors for BAS are Control Solutions, Knight Watch, Grand Valley Automation and BASCAD

• Preferred controller manufacturer is Distech communicating via BACnet over IP (Ethernet)

• Schneider controllers communicating via BACnet over IP (Ethernet) are acceptable but not preferred.

• If neither of those are feasible, use Distech or Schneider on BACnet over Mstp (legacy, not the future)

Rationale for above specifications:

Distech controllers are preferred because they allow one to actually reach into controller programming remotely and tweak it, commission it and troubleshoot it. This is a huge advantage over legacy systems that require one to be physically present at the controller and connect to it with specialized hardware/software. Overall, we have found the Distech line to be easier to work with than Schneider’s controllers.

BACnet over IP (Ethernet) is preferable to BACnet over MSTP because it is much faster and more reliable and has the ability to power smaller controllers over the ethernet. Furthermore, Ethernet connections rarely fail at the connection point as they use standard ethernet RJ45 jacks and connectors that snap and lock into place.

Mstp wired systems are not the future, whether they are BACnet, N2, Lon or Modbus protocols. All of these are legacy wiring methods and are fading fast. The cost of maintaining such systems is increasing as they become less and less supported. Their trunk lines have a habit of coming loose at the connection points at the controller level which causes endless intermittent and highly annoying communication failure that is very difficult to track down.

Additional requirements are delineated below:

1. Starting May 1, 2024, all technicians, logging into the Kent ISD BAS shall first communicate their intentions on the Kent ISD BAS Slack Channel. At the minimum they shall communicate the following:

a. What they are working on.

b. How long they plan to be working on it.

c. If they think a reboot of the Supervisor or any JACE will be required to complete the task.

2. Any contractor hired shall have engineers on board that are certified in Niagara N4 and newer systems because that is what Kent ISD utilizes.

3. It is required that any new controllers be integrated with the exact same graphics package that Kent ISD is currently using with the same look, feel and functionality.

4. The N4 system folder architecture on both the supervisor and the local JACE controllers shall be set up in the exact same manner that Kent ISD is currently using. (If in doubt, ask… some contractors have ignored this point and we can show you clear examples of how to do it and how not to do it.)

5. All installations shall ensure that the proper engineering tools are installed and up to date on the Kent ISD Supervisor server so that technicians can penetrate the local controllers for programing from the supervisor server. For Distech this software is called EC-gfx. Schneider accomplishes the same through their SmartX IP Controller Engineering Module.

6. Distech Controllers that are BacNet/IP require an additional username/password to open up in EC-gfx. For the sake of uniformity and sanity, they shall be as follows:

a. Username: DistechNetwork

b. Password: Kentisd2022

7. All alarming and trending shall be set up in the same manner that Kent ISD is using in their current system architecture.

8. Connections to the FMX scheduling and work order system shall be coordinated through BASCAD until someone else gets trained on that functionality and can do it instead.

Kent Intermediate School District

ATTACHMENT #1

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9. An as-built sequence of operations for every piece of equipment installed or updated shall be provided in a MS Word or pdf format.

10. An as-built schematic of the controller inputs and outputs shall be provided for each piece of equipment installed or updated in MS Word or pdf format.

11. All cabling coming into a control cabinet shall be routed in a professional and workmanlike manner, utilizing cable ties and cable tray where appropriate at right angles. Wires coming in from every imaginable angle into a controller will not be accepted. Make it look good.

12. All cabling from the controller to the individual items it is controlling shall be labeled in a professional and workmanlike manner including but not limited to the following:

a. A professional label making machine shall be used.

b. Cabling attached at the controller shall be marked no more than 1” from the termination point for easy visibility.

c. Common convention abbreviations are acceptable. For example: OAT Sens for Outdoor air sensor, etc.

d. Labels shall be placed in the same direction consistently for ease of reading.

e. Identical labels shall be placed within 1” of where the cable attaches to the input or output device.

13. All Ethernet cables for BAS shall be colored pink along its entire length to distinguish it from other systems. Pink patch cables shall be used as well.

14. Ethernet cabling installation shall be completed by or at least approved by Kent ISD’s data technician.

15. Moving forward from this date (8/23/24), the typologies depicted below shall be used for all Ethernet connections. Please note the following:

a. Kent ISD’s IT department manages all IP switch port configuration between each building head end controller (JACE) and the Web Supervisor Server. These connections are done through Kent ISD’s switches. These are depicted in the equipment above the orange ‘Network Separation’ line in graphic.

b. Our trusted contractors manage all IP connections below the orange ‘Network Separation’ Line.

Our contractors use simple Ethernet switches and the onboard DHCP server on every JACE to manage these connections. NONE of the devices below the orange line have access to the Internet and only communicate to the building head end controller (JACE).

16.

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17. As this typology expands into our buildings, we will be moving all of the existing BacNet/IP controllers from the Kent ISD IP network to the BAS IP Network. When running Pink Ethernet trunklines and adding switches, it is preferred that switches be installed in existing BAS cabinets that are large enough to accommodate them. It is also preferred that a 1” or larger conduit is running from that cabinet to the hallway or accessible ceiling area to accommodate future expansion of ethernet cabling.

18. PDF maps of each building’s current BAS IP infrastructure (cable routes, switches, etc… everything served by the Jace’s secondary IP port) are available in our google maps folder and viewable by all contractors.

Look for the file entitled “___ HVAC IP” in each building folder (where underline is filled in with a building acronym like ‘CTC HVAC IP’ for example. Here is the link to that folder:

https://drive.google.com/drive/folders/0B7A2tpFdWdJWQTNQNFhWWGdvTEk?resourcekey=0-w82YfdvFl3_hHvPNZCDgDg&usp=sharing

19. PDF maps of the N2, Modbus, BacNet/Mstp are available in the same folder mentioned in item 18. These networks are shrinking month by month as we move to IP, however it is still important to have an idea of how wires are run for them. Contractors shall help Kent ISD tweak these drawings as well.

20. It is required after running new ethernet cable and/or switches as part of your work that you turn in a drawing that can be added to our HVAC IP layer on that building. It is critical that everyone knows where the all BAS IP infrastructure is located in order to promote a streamlined installation, especially over the next few years as we build this initial infrastructure.

21. IP addresses for new JACEs shall be obtained from Kent ISD’s IT department as follows:

a. Email EricVanDam@kentisd.org with either of the following after ethernet cabling is complete and unit is energized:

i. The location of the ethernet switch and the port you landed the cable in.

ii. The MAC address(s) of the device(s).

b. Sometimes the device may need to be rebooted to release the original IP address that it grabbed and obtain the new one that was reserved.

22. All BACnet over IP devices must have a unique BacNet Device Address (range: 0 – 4,194,302). In order to ensure this the following schema shall be followed. You can also find this schema on our BAS_IT_Info spreadsheet at: https://docs.google.com/spreadsheets/d/1_z- 9jN3bszFsg57Y8yk2st7QcTm6818z/edit?usp=sharing&ouid=110878028236389230507&rtpof=true&sd=true

For BACnet MSTP:

2 digit building code 1 digit jace# 1 digit CommPort# 3 digit Mac Address (add zeros before anything less than 3 digits) Example: 19116019 is LNS, Jace 1, Port 1, Mac 19

For BACnet IP:

2 digit building code 1 digit jace# 1 digit 0 3 digit mac address (sequential by user 001 though 999) Example: 1130112 is CTC, Jace 3, Mac 112

Building code and Jace number can be found on the BAS_IT_Info spreadsheet under the BAS Info tab columns U and V https://drive.google.com/drive/folders/0B7A2tpFdWdJWQTNQNFhWWGdvTEk?resourcekey=0-w82YfdvFl3_hHvPNZCDgDg&usp=sharing https://drive.google.com/drive/folders/0B7A2tpFdWdJWQTNQNFhWWGdvTEk?resourcekey=0-w82YfdvFl3_hHvPNZCDgDg&usp=sharing mailto:EricVanDam@kentisd.org https://docs.google.com/spreadsheets/d/1_z-9jN3bszFsg57Y8yk2st7QcTm6818z/edit?usp=sharing&ouid=110878028236389230507&rtpof=true&sd=true https://docs.google.com/spreadsheets/d/1_z-9jN3bszFsg57Y8yk2st7QcTm6818z/edit?usp=sharing&ouid=110878028236389230507&rtpof=true&sd=true

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23. Naming of controllers in the BcpBacnetNetwork MUST follow this format: Room_EQtype_EQnumber. For example: A170B-UVT-14. The building acronym is unnecessary at the beginning, we already know what building we are in via the network tree. The Room number pertains to the room that the controller is physically located, not the area served by the unit it is controlling.. Please use standard architectural abbreviations for EQtype for example: FCU, AHU, UVT, TMU, FPV, EXH, etc. EQnumber shall follow what makes sense historically.

24. All contractors have access to view the BAS_IT_Info.xlsx document with view only rights on our Google Drive. This spreadsheet along with the document you are reading are absolutely critical to consult and we ask that all contractors be thoroughly acquainted with both. The spreadsheet records critical data for all of our JACEs and can be found here: https://docs.google.com/spreadsheets/d/1_z- 9jN3bszFsg57Y8yk2st7QcTm6818z/edit?usp=share_link&ouid=110878028236389230507&rtpof=true&sd=tr ue

25. All pertinent data for new controller installations or upgrades are to be shared with Kent ISD so they can keep the BAS_IT_Info spreadsheet up to date.

This specification communicates minimum requirements for BAS contractors to follow. It is a work in progress and the Kent ISD Facilities Department should be contacted directly at 616-365-2290 or facilities@kentisd.org with any questions.

https://docs.google.com/spreadsheets/d/1_z-9jN3bszFsg57Y8yk2st7QcTm6818z/edit?usp=share_link&ouid=110878028236389230507&rtpof=true&sd=true https://docs.google.com/spreadsheets/d/1_z-9jN3bszFsg57Y8yk2st7QcTm6818z/edit?usp=share_link&ouid=110878028236389230507&rtpof=true&sd=true https://docs.google.com/spreadsheets/d/1_z-9jN3bszFsg57Y8yk2st7QcTm6818z/edit?usp=share_link&ouid=110878028236389230507&rtpof=true&sd=true mailto:facilities@kentisd.org

BAS Conventions 2024