24-2515 Air Filters.pdf

Tuesday, May 28, 2024

Air Filters

REQUEST FOR BIDS

24-2515

The Muskegon County Board of Commissioners invites your bid for Air Filters for the Muskegon County Facilities Department. A set of conditions and specifications/requirements are enclosed.

The time of receipt shall be determined by the time clock stamp in the electronic Bidnet system or the time clock stamp in the Procurement Office. Respondents are responsible for ensuring that their bid response is submitted by the deadline indicated.

No late bid responses will be accepted.

Sincerely, Angela Gasiewski

Angela Gasiewski, CPA Finance Director

Requesting Agency Facilities

Description Muskegon County is looking for a supplier of high-quality Air Filters which meet the standards outlined in this proposal.

There is a wide range of sizes and these are specified in the accompanying Bid Sheet.

Deadline for Questions Tuesday, June 11, 2024 at 2:00 PM

Response to Questions Thursday, June 13, 2024

Bid Deadline Tuesday, June 18, 2024 at 10:00 AM

Zoom Link for Bid Opening Click here for Link Passcode: 2515

BOARD OF

COMMISSIONERS

Charles Nash

Chair, District 5

Jessica Cook Vice Chair, District 6

Kim Cyr

District 1

Zach Lahring District 2

Michelle Hazekamp

District 3

Marcia Hovey-Wright District 4

Darrell Paige

District 7

DEPARTMENT OF FINANCE & MANAGEMENT- PROCUREMENT • 141 E. APPLE AVENUE • MUSKEGON, MI 49442

(231) 724-6281 • FAX (231) 724-3337 • bids@muskegoncounty.net • www.co.muskegon.mi.us

EEO/ ADA Employer https://us06web.zoom.us/j/89125243996?pwd=cdKtcWBFkCvvYtFvC6qkxbg3Cm05bR.1

TABLE OF CONTENTS

Contents

TABLE OF CONTENTS

BID PACKET CHECKLIST

BID CERTIFICATION/NON-COLLUSION AFFIDAVIT

MINORITY VENDOR CERTIFICATIONS

ADDENDA SUMMARY

REFERENCES/WORK EXPERIENCE

CERT. REGARDING DEBARMENT, SUSPENSION, & OTHER RESPONSIBILITY MATTERS

NON-DISCRIMINATION STATEMENT

BID SUMMARY

BID SPECIFICATIONS

NO BID RESPONSE FORM

BID CONDITIONS/INSTRUCTIONS TO RESPONDER

INSURANCE REQUIREMENTS

BID PACKET CHECKLIST

This Bid Packet Checklist is being provided as an aid to you in preparing your bid response.

However, the requirements of the Bid Specifications supersede the Bid Packet Checklist. It is the Respondent’s responsibility to review the Bid Specifications in their entirety and submit all required items with their bid response.

Please complete the required/requested forms below and check them off of this list as you complete them.

Return the completed forms to the Muskegon County Procurement Office with your bid response.

Complete Not

Applicable

Bid Invitation Cover Letter

Bid Certification/Non-Collusion Affidavit & Minority Supplier Certification

Addenda Summary (Failure to acknowledge all issued Addenda may be cause for rejection of bid. Go to https://www.bidnetdirect.com/mitn/muskegon-county for Addenda.)

References / Work Experience

Debarment, Suspension and other Responsibility Matters

Non-Discrimination Statement

Bid Sheet

No Bid Response Form – Only if not bidding at this time.

W9 https://www.bidnetdirect.com/mitn/muskegon-county

BID CERTIFICATION/NON-COLLUSION AFFIDAVIT

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment, or service, that it meets or exceeds all specifications contained herein, and is in all respects fair and without collusion or fraud. The Respondent’s signature declares under penalty of perjury of the laws of the United States that the Responder submitting this bid, its agents, officers or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this proposal for the above project. I agree to abide by all conditions of this bid and certify that I am authorized to sign for the Responder.

Bid Number: 24-2515 Air Filters

Responder: _________________________________________

Responder Address: _________________________________________

Phone Number: _________________________________________

Fax Number: _________________________________________

Signature: _________________________________________

Name Printed _________________________________________

Title: _________________________________________

Date Signed _________________________________________

E-Mail: _________________________________________

Website: _________________________________________

MINORITY VENDOR CERTIFICATIONS

Please check all that apply:

The Responder represents that it IS IS NOT a woman or women-owned business.

The Responder represents that it IS IS NOT a minority-owned business.

The Responder represents that it IS IS NOT a disadvantaged business enterprise.

The Responder represents and warrants that the company meets the above and can provide supportive documentation upon request. Any lines left unchecked will be considered as if the “IS NOT” box has been checked.

Authorized Agent Signature Date

Authorized Agent Printed Name

ADDENDA SUMMARY

If the County of Muskegon finds it necessary to post revisions, clarifications or additional information in regards to 24-2515 they will be posted to https://www.bidnetdirect.com/mitn/muskegon-county.

The County is not bound by any oral representations, clarifications, or changes made in the RFB by the County or its agents, unless such clarifications or change is provided in written addendum from the County of Muskegon Procurement Office.

Please initial below acknowledging receipt of any addenda (give number and date of each). If none were received, please indicate this as well.

Addendum Number Addendum Date Initials

Company Name: ___________________________________

Printed Name: ___________________________________

Signature: ___________________________________

NOTE: Failure to acknowledge all issued Addenda may be cause for rejection of bid. Go to https://www.bidnetdirect.com/mitn/muskegon-county for Addenda.

REFERENCES/WORK EXPERIENCE

Do not include County of Muskegon personnel. The Responder must furnish at least three (3) references from persons who can attest to the quality of similar prior work performed:

1. Company Name: __________________________________________________

Street Address: __________________________________________________

City/State/Zip Code: __________________________________________________

Contact Person: __________________________________________________

Telephone No.: __________________________________________________

Email Address: __________________________________________________

2. Company Name: __________________________________________________

Contact Person: __________________________________________________

3. Company Name: __________________________________________________

Contact Person: __________________________________________________

COUNTY OF MUSKEGON

CERT. REGARDING DEBARMENT, SUSPENSION, & OTHER RESPONSIBILITY MATTERS

The prospective participant certifies, to the best of its knowledge and belief, that it and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in transactions under federal non-procurement programs by any federal department or agency.

2. Have not, within the three year period preceding the proposal, had one or more public transactions (federal, state, or local) terminated for cause or default, have ever been on the Prevailing Wage Violator’s Registry or are currently being investigated under current name or any DBA’s, corporate names, subsidiaries or other business entities under which you have operated in the last three years; and

3. Are not presently indicted or otherwise criminally or civilly charged by a government entity (federal, state, or local) and have not, within the three year period preceding the bid, been convicted or had a civil judgment rendered against it.

A. For the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction (federal, state, or local) or a procurement contract under such a public transaction.

B. For the violation of federal or state antitrust statutes, including those proscribing price fixing between competitors, the allocation of customers between competitors, or bid rigging, or

C. For the commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

I understand that a false statement on this certification may be grounds for the rejection of this proposal or the termination of the award. In addition, under 18 U.S.C. § 1001, a false statement may result in a fine of up to $10,000 or imprisonment for up to five years, or both.

Name/Title of Authorized Representative Name of Participant Agency or Firm

Signature of Authorized Representative Date

□ I am unable to certify to the above statement. Attached is my explanation.

NON-DISCRIMINATION STATEMENT

Responder Name:

Project Name: Air Filters

Project #: 24-2515

The Respondent’s signature indicates that respondent agrees that no individual shall, on the grounds of race, creed, age, color, national origin or ancestry, religion, sex, marital status or handicap be excluded from participation, be denied the benefit of, or be otherwise subjected to discrimination under any program or activity provided by this respondent.

Respondent further agrees that every subcontract entered into for the performance of this contract will contain a provision prohibiting discrimination against minority, women and handicapper owned businesses in subcontracting, and making discrimination a material breach of contract.

Authorized Signature Date

Note: Failure to submit the signed statement as part of the bid will be cause for rejection of the bid.

NO BID RESPONSE FORM

Muskegon County Procurement Office Central Services Building, 2nd Floor 141 E. Apple Avenue, East Entrance Muskegon, MI 49442 bids@muskegoncounty.net Fax: (231) 724-3337

We would appreciate you completing this form if you do not intend to respond to this request.

Bid: 24-2515 Name of Bid: Air Filters

Response

1. Specifications are too tight, i.e., geared toward one (1) brand or manufacturer only

(explain below). __________

2. Specifications are unclear (explain below). __________

3. We are unable to meet specifications. __________

4. Insufficient time to respond. __________

5. Our schedule would not permit us to perform within the required time. __________

6. We are unable to meet bond requirements. __________

7. We are unable to meet insurance requirements. __________

8. We do not offer this product or service. __________

9. Other (explain below). __________

REMARKS:

Company Name: ______________________________________________________________________

Signature: _________________________________ Printed Name: _____________________________

Title: _____________________________________ Date: ____________________________________ mailto:bids@muskegoncounty.net

BID SUMMARY

All costs (including labor, tools, equipment, materials, shipping, handling and all other costs) must be included in the total price. If there are any rebates or special qualifying programs please indicate their value and what must be done to qualify. The pricing information provided must be complete this includes any additional taxes, surcharges or other fees that may be passed on to the County on the invoices. The minimum time this bid will be in force is 90 days.

Respondents are to submit prices on the “24-2515 Air Filter Bid Sheet”.

The requests are very specific regarding the size, quantity, and type of Air Filter being requested. If the bidder is offering an Alternate product, there is a Tab labeled Alternates to describe what is being suggested. Please keep in mind that great care and consideration should be taken to ensure that if an alternate is being offered that the alternate is of the same quality specifications as the original request.

BID SPECIFICATIONS

If there are any questions regarding the following specifications, please contact the Procurement Office at the Bidnet Hub website at: https://www.bidnetdirect.com/mitn/muskegon-county

Muskegon County Facilities Department 24-2515 Air Filters

BACKGROUND

The process of changing Air Filters throughout the many locations for the County of Muskegon has become a challenge and very time consuming. The County would like to procure a vendor that can provide a six (6) to twelve (12) month supply of filters at one time to provide an inventory from which Facilities would be able to monitor and be able to order in a timelier process.

MINIMUM REQUIREMENTS

Vendor shall be prepared to deliver within ninety (90) days of initial order.

The following descriptions will outline the minimum requirements for these air filters.

MERV 9 (MERV-A 9A) Pleated Filter Specification 1901

1.0 General

1.1 - Air filters shall be medium efficiency ASHRAE pleated panels consisting of two layers of lofted polyester media, welded wire media support grid, and beverage board enclosing frame.

1.2 - Sizes shall be noted on drawings or other supporting materials.

2.0 Construction

2.1 - Filter media shall be two layers of polyester, lofted to a uniform depth of 0.11”, and formed into a uniform radial pleat. Filter media shall have a MERV 9 efficiency after conditioning methods as stated in ASHRAE 52.2, Method of Testing General Ventilation Air-Cleaning Devices for Removal Efficiency by Particle Size, Appendix J or in the discharging method designated in ISO 16890.

2.2 - A welded wire grid, 0.020” in diameter, spot-welded on one-inch centers and treated for corrosion resistance, shall be bonded to the downstream side of the media to maintain radial pleats and prevent media oscillation.

2.3 - An enclosing frame of no less than 28-point high wet-strength beverage board shall provide a rigid and durable enclosure. The frame shall be bonded to the media on all frame sides to prevent air bypass.

Integral diagonal support members on the air entering and air exiting side shall be bonded to the apex of each pleat to maintain uniform pleat configuration in varying airflows.

3.0 Performance

3.1 - The filter shall have a Minimum Efficiency Reporting Value of MERV 9 when evaluated under ASHRAE Standard 52.2. It shall have a MERV-A of 9 when tested per Appendix J of the same standard.

The media shall maintain or increase in efficiency over the life of the filter.

3.2 – The filter shall have a minimum efficiency rating of ISO ePM10 55% when tested to ISO standard 16890.

3.3 - Initial resistance to airflow shall not exceed 0.32” w.g. for 2” configurations at 500 fpm, and 0.29” w.g. for 4” configurations at 500 fpm.

3.4 – The filter shall have an Energy Cost Index (ECI) value of five stars.

3.5 - The filter shall be listed by Underwriters Laboratories as UL Class 900.

3.6 - Manufacturer shall provide evidence of facility certification to ISO 9001:2015.

3.7 - Manufacturer shall guarantee the integrity of the filter pack to 2.0” w.g.

3.8 – Manufacturer shall guarantee the efficiency level will always be at or exceed MERV 9 when tested according to ASHRAE 52.2, or ISO ePM10 55% when tested to ISO 16890, throughout the entire service life of the filter.

3.9 – Manufacturer shall guarantee the filter will last 12 calendar months in applications operating at or less than 100 hours per week, before reaching 1.0” w.g. of static pressure across the filter OR the manufacturer shall guarantee the filter will last 9 calendar months in applications operating above 100 hours per week, before reaching 1.0” w.g. of static pressure across the filter. Both guarantees are to be valid at or below the rated air velocity of 500 fpm.

Supporting Data - Provide product test reports including all details as prescribed in ASHRAE Standard 52.2, including Appendix J, and ISO Standard 16890.

6-Inch Deep V-Bank Mini-Pleat Specifications 2310

1.0 General

1.1 ‐ Air filters shall be six‐inch deep V‐bank mini‐pleat fiberglass disposable type with pleat separators, polyurethane pack‐to‐frame sealant, ABS enclosing frame and have an ECI value of 4‐Stars. 1.2 ‐ Sizes shall be as noted on drawings or other supporting materials.

2.0 Construction

2.1 ‐ Filter media shall be of micro fine glass fibers, separated at 25mm intervals to ensure pleat separation and uniform airflow through the filter pack.

2.2 ‐ Pleated media packs shall be assembled into a V‐bank configuration with sufficient total media area to meet airflow requirements.

2.3 ‐ The media packs shall be bonded to the inside periphery of an ABS enclosing frame with a polyurethane sealant. The enclosing frame shall include top and bottom molded tracks as in integral part of the frame to ensure a proper seal.

2.4 ‐ Media packs shall be recessed at least 3/8” from the air entering side of the enclosing frame to allow uniform airflow when a prefilter is mounted directly to the enclosing frame. The frame shall include integral locations for the attachment of prefilter fasteners.

2.5 ‐ Rigid plastic end caps shall be mechanically fastened to the top and bottom of the media pack enclosing structure to ensure a rigid and durable filter.

3.0 Performance

3.1 ‐ The filter shall have a Minimum Efficiency Reporting Value of MERV 14 when evaluated under the guidelines of

ASHRAE Standard 52.2. It shall also have a MERV‐A rating of 14A when evaluated under ASHRAE Standard 52.2, Appendix J. When evaluated under ISO Standard 16890 the filter shall have efficiency of ePM1‐ 80%.

3.2 ‐ Initial resistance to airflow shall be rated at 0.69” inches w.g. at an airflow of 500 fpm.

3.3 ‐ The filter efficiency shall be listed on the filter. The filter shall be listed UL 900 by Underwriters Laboratories.

3.4 ‐ The filter shall be capable of withstanding 10.0” w.g. without failure of the media pack.

3.5 ‐ Manufacturer shall provide evidence of facility certification to ISO 9001:2015.

3.6 ‐ Filter shall have a 4‐Star rating when evaluated per Energy Cost Index (ECI).

Supporting Data ‐ Provide product test reports for each listed efficiency listed in the schedule including all details as prescribed in

ASHRAE Standards 52.2 including Appendix J and ISO Standard 16890.

Long Life MV13 (MV13A) Pocket Filter Specification 2310

1.1 - Air filters shall be high efficiency, extended surface pocket style filters consisting of high loft air laid micro fine glass media, a reinforced ABS plastic header, ABS plastic pocket retainers, and bonding agents to prevent air bypass and ensure leak free performance.

1.2 - Sizes shall be as noted on drawings or other supporting materials.

2.0 Construction

2.1 - Filter media shall consist of high-density air laid lofted micro fine glass media that is chemically bonded to a synthetic micro mesh media support backing forming a lofted filter blanket.

2.2 - Individual pockets shall contain a minimum of 40 stitching support points per square foot of media area. The sides and ends of each pocket shall be sewn with a chain-link over lock stitch.

2.3 - Pockets shall be formed into tapered pleats, supported by controlled media space stitching, to promote uniform airflow across the surface of the media. At any point, the sizes of the upstream and downstream passages shall be proportional to the volume of filtered air. The pockets shall also have a conical configuration to minimize contact with HVAC system components.

2.4 - Support members shall include an ABS plastic header and ABS plastic pocket retainers. The header shall be joined to the media to prevent air bypass. Individual pocket retainers shall be attached to the header frame with anchor ports allowing for visual confirmation. Bypass between pockets shall be eliminated through a snap-to-seal pocket retainer that shall be an integral part of the two-piece header design. The frame shall form a rigid and durable support assembly.

2.5 - The air exiting side of the air tunnels include a pocket flange to ensure pocket integrity throughout the life of the filter. A downstream pocket-to-pocket partition shall provide additional pocket separation to ensure full flow through the entire media area.

2.6 - A filter-to-filter sealing gasket shall be installed on one of the vertical members of the filter header.

3.0 Performance

3.1 - The filter shall have a Minimum Efficiency Reporting Value of MERV 13 when evaluated under the guidelines of ASHRAE Standard 52.2-2012. It shall also have a MERV-A rating of 13 when evaluated under ASHRAE Standard 52.2, Appendix J. It shall have an efficiency of ePM1-70 when evaluated per ISO filter testing standard 16890.

3.2 - Initial resistance to airflow as listed by the manufacturer on a 22” depth 10-pocket bag shall be shall be 0.45” w.g at an airflow of 500 fpm. Additional information shall be as noted on drawings or other supporting materials.

3.2 - The manufacturer shall warranty that the filter shall be capable of withstanding 10.0” w.g. without failure of the filter.

3.3 - The filter shall be classified by Underwriters Laboratories as UL 900.

3.4 - Manufacturer shall provide evidence of facility certification to ISO 9001:2015.

Supporting Data - Provide product test reports for each listed efficiency including all details as prescribed in ASHRAE Standards 52.2 and ISO Standard 16890.

12 Inch MV14A V-Bank Mini-Pleat Filter Specifications 231017

1.1 - Air filters shall be V-Bank mini-pleat fiberglass disposable type with pleat separators, polyurethane pack-to frame sealant, polystyrene enclosing frame and have an ECI value of five stars.

1.2 - Sizes shall be as noted on drawings or other supporting materials.

2.0 Construction

2.1 - Filter media shall be of microfine glass fibers formed into uniform pleats with a spacing of 8.5 pleats per inch and a uniform pleat height of 22mm. Pleats shall be separated at 25mm intervals to ensure pleat separation and uniform airflow through the filter pack.

2.2 - Pleats media packs shall be assembled into a V-bank configuration with sufficient total media area to meet airflow requirements. The filter outlet shall be radial in shape with a maximum of 60% open area to maintain low-pressure drop and uniform airflow.

2.3 - The media packs shall be bonded to the inside periphery of an ABS enclosing frame with a polyurethane sealant. The enclosing frame shall include top and bottom molded tracks as in integral part of the frame to ensure a proper seal.

2.4 - Media packs shall be recessed at least 1” from the air entering side of the enclosing frame to allow uniform airflow when a prefilter is mounted directly to the enclosing frame.

2.5 - Rigid plastic end caps shall be mechanically fastened to the top and bottom of the media pack enclosing structure to ensure a rigid and durable filter.

2.6 - Carrying handles shall be an integral part of the filter frame and shall bridge from media pack to media pack providing additional filter support and filter rigidity. Handles shall include fastener connection locations for the application of spring mounting fasteners when the filter is applied in reverse flow applications. .

3.0 Performance

3.1 - The filter shall have a Minimum Efficiency Reporting Value of MERV 14 when evaluated under the guidelines of ASHRAE Standard 52.2. It shall also have a MERV-A rating of 14 when evaluated under

ASHRAE Standard 52.2, Appendix J. It shall have an efficiency of (ePM1-60, ePM1-70, ePM1-90) when evaluated per ISO filter testing standard 16890.

3.2 - Filter shall be listed UL 900 by Underwriters Laboratories.

3.3 - The filter shall be capable of withstanding 10.00” w.g. without failure of the media pack.

3.4 - Manufacturer shall provide evidence of facility certification to ISO 9001:2015.

3.5 - Filter shall have a 5-Star rating when evaluated per Energy Cost Index (ECI).

Supporting Data - Provide product test reports for each listed efficiency including all details as prescribed in ASHRAE Standards 52.2 including Appendix J.

BID CONDITIONS/INSTRUCTIONS TO RESPONDER

These conditions are an integral part of the request for bid and the Responder must comply with them.

1. Bid Submittals

Responder must submit bid on these forms as requested. Bids may be submitted electronically.

Bids may be submitted in printed physical copy format, please call 231-724-6281 for appointment and directions.

For electronic submittal, bids may be submitted at the Bidnet site only. Bid offers sent by other electronic devices are NOT acceptable and will be rejected upon receipt.

Responses submitted electronically will be submitted through the online Bidnet Portal at:

2. Delivery Date

The delivery time or completion date, as stated in the bid form, shall be the time required to deliver and complete item(s) after the receipt of the order or award of the contract. Where multiple items appear on the bid request, the responder/offeror shall, unless otherwise stated by the County, show the delivery time for each item separately. All prices must be FOB Destination, unloaded inside and assembled unless otherwise indicated.

3. Invoices and Payment Terms

Invoices are to be mailed to the County department on the resulting purchase order. All invoices must include the purchase order number. Failure to comply may result in delayed payments. The County payment terms are Net 30 days unless a cash discount is allowed for payments within not less than fifteen (15) days. The payment term shall begin on the date the service/product is accepted by the County and the correct invoice is received in the office specified on the purchase order.

4. Specification Inquiries / Bid Procedure Inquiries

The sole point of contact concerning the Request for Bids (RFB) is the Muskegon County Procurement Office at the Bidnet portal at: https://www.bidnetdirect.com/mitn/muskegon-county Contacting any other personnel, agent, consultant or representative is Non-Binding and may result in disqualification.

To contact the County of Muskegon or ask questions in relation to this RFB, respondents must register with the Muskegon County’s public purchasing portal at https://www.bidnetdirect.com/mitn/muskegon-county (the “Portal”) and initiate the communication electronically through the Opportunity Q&A. The Organization will not accept any respondent’s communications by any other means, except as specifically stated in this RFB.

Questions must be submitted no later than the time and date specified on the cover of this document. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted on https://www.bidnetdirect.com/mitn/muskegon-county

5. Response Preparation Responders must follow the instructions and provide a complete response to all specifications.

Responder should include its company name in the header of all response documents. All cost associated with the submittal and preparation shall be borne by the respondent. This solicitation does not require the County to offer a contract.

6. Clarification Request If the County determines, after the deadline to submit Bids, that a responder’s Bid is not clear, the County reserves the right to issue a request (‘Clarification Request”) to a responder to clarify its Bid.

Failure to respond to a Clarification Request may be cause for disqualification.

7. Reservations The County reserves the right to discontinue the RFB process at any time for any reason. The issuance https://www.bidnetdirect.com/mitn/muskegon-county https://www.bidnetdirect.com/mitn/muskegon-county of an RFB, your preparation and submission of a bid and the County’s subsequent receipt and evaluation of your bid does not commit the County to award a Contract to you or anyone, even if all the requirements in the RFB are met.

8. Award The award of a County contract will be made to the responsive and responsible responder who offers the best value to the County. The following criteria may be considered by the County in selecting the best value: a) Ability to perform the service required within the specified time; b) Conformance to specifications; c) The quality of the performance in previous contracts; d) Financial ability to perform the contract; e) Item pricing; f) responder references.

9. Vendor/Respondent Complaints or Protests The County of Muskegon has established administrative procedures for handling vendors complaints in a fair and timely manner. Vendors should observe the following steps in order to file complaints:

Step 1 The vendor must contact the Director of Finance/Assistant County Administrator within seven (7) days of the incident about which he or she has a complaint. The Director of Finance/Assistant County Administrator will reply verbally or in writing to the vendor after discussion with the County Administrator.

Step 2 If the vendor is dissatisfied with the Director of Finance, an appeal must be made in writing within seven (7) days to the Muskegon County Board of Commissioners.

10. Freedom of Information Act Bid will be available for public inspection after the award announcement, except to the extent that a respondent designates trade secrets or other proprietary data to be confidential. Material designated as confidential must be readily separable from the remainder of the bid to facilitate public inspection of the non-confidential portion of the bid. A respondent’s designation of material as confidential will not necessarily be conclusive and the respondent may be required to provide justification why such material should not be disclosed, on request, under the Michigan Freedom of Information Act.

11. Rights to Information Contained in Bids All Bids will be considered the property of Muskegon County.

12. Responder Samples, Brochures and Literature

Include brochures, literatures and samples if available. Samples of items when required, must be furnished free of expense to the County and upon request, be returned to the Responder at the Responder’s expense. Samples of selected items may be retained for comparison purposes.

13. Insurance Requirements

The respondent may enclose with his or her bid an insurance certificate indicating the insurance coverage stated under “County of Muskegon Insurance Requirements” section of the bid. Adequate insurance as specified in this RFB must be furnished by the successful responder before the awarding of the bid and before the signing of any County/successful Responder agreements and/or work performed by the successful Responder.

14. Commission Privilege

The Board of Commissioners reserves the right to accept or reject any or all bids, reserves all rights granted to it by law, reserves the right to waive formalities and to take such action, as it deems necessary in the best interest of the County of Muskegon.

15. Legal Requirements

Federal, State, County and local ordinances, rules and regulations, and policies shall govern development, submittal and evaluation of bid and disputer about bid. Lack of knowledge by a Responder about applicable law is not a defense.

16. Forum Selection

Any litigation regarding the agreement or its contents shall be filed in the County of Muskegon, if in a State Court, or in the United States District Court of the Western District of Michigan, if in Federal Court.

17. Execution of Counterparts

The agreement may be executed in any number of counterparts and each such counterparts shall for all purposes be deemed to be an original; and all such counterparts, or as many of them as the parties shall preserve undestroyed; shall together constitute one and the same instrument.

18. Entire Agreement

The final agreement may be altered, amended or modified only by an instrument in writing, executed by the parties to the agreement and by no other means. Each party waives their future right to claim, contest or assert that the agreement was modified, canceled, superseded or changed by any oral agreements, course of conduct, waivers or estoppels.

19. Respondent/Offeror Representation

Each respondent/offeror must sign the bid with his/her usual signature and shall give his/her full business address on the form provided in this Request for Bids.

Bid by partnership shall be signed with the partnership name by one of the members or by an authorized representative. Bid by corporations shall be signed with the name of the corporation followed by the signature and designation of the president, secretary or other person authorized to bind it in the matter.

20. Subcontracting No portion of this bid may be subcontracted without the prior written approval by the County. It may be in the best interest of the awardee to subcontract some parts of any given job; however, the successful Respondent will be held responsible by the County for the quality, delivery and all terms and conditions of this bid.

21. Assignment

Any purchase order awarded shall not be assignable by the successful Respondent without the express written approval of the County and shall not become an asset in any bankruptcy, receivership or guardianship proceedings.

22. Civil Rights

a. The responder assures that in accordance with Title VII of the Civil Rights Act of 1964 (42U.S.C.

2000 et seq.); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794); Title IX of the Education Amendment of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686);

the Age Discrimination Act of 1975, as amended (42 U.S.C. 6101 et seq.); the Regulations issued thereunder (45 CFR Parts 80, 84, 86, and 91); the Michigan Persons with Disabilities Civil Rights Act 220 of 1976, as amended; the Handicapper Business Opportunity Act, Public Act 112 of 1988 (MCL 450.791-45.795); the Qualified Service-Disabled Veteran-Owned Preference, Public Act 91 of 2005 and 133 of 2008 (MCL 18.261); the Americans with Disabilities Act, Public Law 101- 336 of 1990 and the ADA Amendments Act public Law 110-325, and the Michigan Elliot-Larsen Civil Rights Act 453 of 1976 that no individual shall, on the grounds of membership in a protected class be excluded from participation, be denied the benefit of, or be otherwise subjected to discrimination under any program or activity provided by this responder.

Assurance is given to the County that good faith efforts will be made to identify and encourage the participation of minority, women, handicapper and disadvantaged business enterprises in contract solicitations. The responder shall incorporate language in all contract awards: 1) prohibiting discrimination against minority, women, handicapper and disadvantaged businesses in subcontracting; and 2) making discrimination a material breach of contract.

b. The responder assures that it meets the requirements of the Drug Free Workplace Act of 1988, 34 CFR Part 85, Sub-Part F.

c. The County of Muskegon operates on an equal opportunity basis in its bidding policy (Title VII of

Civil Rights Act of 1964, Equal Opportunity Clause, Executive Order 11246, Chapter 60, Sub- Part A, 60-I.4, Revised Order No. 4). Bidding is open to all interested parties, in compliance with national, state and local laws.

23. Alternates & Deviations

Specifications referred to herein are used to indicate the desired type, and/or construction, and/or operation. An alternate may be offered if deviations from specifications are minor and if all deviations are properly outlined on a separate sheet. Failure to outline all deviations may be grounds for rejection of your bid.

Alternates must be placed on a separate sheet.

The decision of the County of Muskegon, acting through the Director of Finance or their authorized representative, shall be final as to what constitutes acceptable deviations from specifications.

24. Michigan Iran Economic Sanctions Act, 2012 P.A. 517 Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business,” as that term is defined in the Act.

25. Respondent Arrears

No bid shall be accepted from and no contract will be awarded to any person, firm or corporation that is in arrears to the County upon debt or contract that is a defaulter, as surety or otherwise, upon any obligation to the County, or that is deemed irresponsible or unreliable by the County. If requested, respondents/offerors shall be required to submit satisfactory evidence that they have a practical knowledge of the particular supply/service bid and that they have the necessary financial resources to provide the proposed supply/service as described in the Specifications.

26. Material Safety Data Sheet

Each Responder shall provide the County of Muskegon with a complete copy of the U.S. Department of Occupational Safety and Health Administration, Material Safety Data Sheet, (Form OSHA-20) for each product they are using on the project, if hazardous materials are being used.

27. Errors/Omissions/Discrepancies

Any errors, omissions or discrepancies in the specifications discovered by a prospective successful Responder and/or service provider shall be brought to the attention of the Director of Finance/Assistant County Administrator as soon after discovery as possible. Further, the successful Responder and/or services provider shall not be allowed to take advantage of errors, omissions or discrepancies in the specifications.

28. Solicitation Opening

Solicitations will be opened and read publicly online via Zoom meeting. A meeting invite will be embedded in the cover page of the solicitation or you can request an invite by sending an email bids@co.muskegon.mi.us.

29. Telegraphic/Electronic Bid Submittal

Responders that desire to submit a bid electronically must submit through the Bidnet site at https://www.bidnetdirect.com/mitn/muskegon-county All other methods of telegraphic and or bid offers sent by electronic devices (e.g. facsimile machines or electronic mail) are NOT acceptable and will be rejected upon receipt. Bidders will be expected to allow adequate time for delivery of their responses either by airfreight, postal service, or other means.

mailto:bids@co.muskegon.mi.us

30. Bid Changes No late bids will be accepted. Bids, amendments thereto, or withdrawal requests received after the time advertised for bid opening will be void regardless of when they were mailed.

31. Purchase Order

A purchase order will be issued to the successful Responder after the bid has been awarded and a contract has been fully executed with a copy present to the Finance Department. The County of Muskegon shall not be responsible for any goods delivered or services performed without a purchase order issued and signed by the Director of Finance or an authorized representative.

32. Accelerated Pay Discounts

Accelerated discounts should be so stated on the bid form. If quick pay discounts are offered, the County reserves the right to include that discount as part of the award criteria. Prices bid must, however, be based upon payment within thirty (30) days after receipt, inspection and acceptance. In all cases, quick pay discounts will be calculated from the date of the invoice or the date of acceptance, whichever is later.

33. Bid Results

Responders who submitted a bid and who wish to know the results before the award may visit the Bidnet web site at https://www.bidnetdirect.com/mitn/muskegon-county.

34. Taxes

Sales Tax: For purchases made directly by the County of Muskegon, the County is exempt from State and Local Sales Tax. Prices shall not include such taxes. However, property purchased by a Contractor to be used in the construction, alteration, repair, or improvement of property owned by the County is taxable to the Contractor. Therefore, the price bid for contracts other than construction contracts must be exclusive of taxes and will be so construed. Construction contracts will be construed to include all applicable taxes unless the contract specifies otherwise.

35. Gender

For the benefit of brevity, when the pronouns “he” or “his”/“she” or “her” are used, it is not intended to denote the gender of any person.

36. Exceptions

The respondent shall furnish a statement on company letterhead giving a complete description of all exceptions to the terms, conditions and specifications. Failure to furnish the statement will mean that the respondent agrees to meet all requirements of the terms, conditions and specifications.

37. Brand Names

Unless otherwise specified, manufacturer’s names, trade names, information and/or catalog numbers listed in the specifications are intended only to identify the quality and characteristics desired. They are not intended to limit competition. A Responder may offer any equivalent product, which meets or exceeds the specifications. If bids are based on equivalent products, the bid must: a) Indicate the alternate manufacturer’s name and catalog number; b) Include complete descriptive literature and/or specifications; and c) include proof that the proposed equivalent will meet the specifications. The County reserves the right to be the sole judge of what is equal and acceptable to meet its needs in all respects. If respondent fails to name a substitute, goods identical to the specified standard must be furnished.

38. Ownership and Use of Documents

a. All documents prepared in connection with the Submittal will become the property of the County whether any project related to this agreement is executed or not.

b. The successful Responder will retain all of its records and supporting documentation relating to this RFB, and not delivered to the County, for a period of three years, except that in the event the successful Responder goes out of business during that period, it will turn over to the County all of its records relating to the project for retention by the County.

39. Termination for Convenience

Muskegon County may terminate a solicitation or contract, in whole or in part, whenever the County determines that such termination is in the best interest of the County, without showing cause, upon giving notice to the successful Responder. Muskegon County does not pay for cost associated with the solicitation process. Muskegon County shall pay all reasonable costs incurred by the successful Responder up to the date of termination. However, in no event shall the successful Responder be paid any amount, which exceeds the price bid for the work performed. The successful Responder will not be reimbursed for any profits, which may have been earned up to the date of termination.

40. Termination for Default

When the successful Responder has not performed or has unsatisfactorily performed the contract or in the event, any of the provisions of the purchase order are violated, the County may serve written notice of its intention to terminate the contract and/or purchase order for default. Upon termination for default, payment will be withheld at the discretion of Muskegon County. Failure on the part of the successful Responder to fulfill the contractual obligations shall be considered just cause for termination of the contract. The successful Responder will be paid for work satisfactorily performed prior to termination less any excess costs incurred by the County in procuring and completing the work.

41. Termination Due to Unavailability of Funds in Succeeding Fiscal Years

When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be canceled and the successful Responder shall be reimbursed for a reasonable value of any non-recurring costs incurred, but not amortized in the price of the supplies or services delivered under the contract.

42. Rights and Remedies of County for Default

If any item furnished by the successful Responder fails to conform to specifications, or to the sample submitted by the successful Responder, the County may reject it. Upon rejection, the successful Responder must promptly reclaim and remove such item without expense to the County, and shall immediately replace all such rejected items with others conforming to such specification and samples.

If the successful Responder fails to do so, the County has the right to purchase in the open market a corresponding quantity of any such items and to deduct from any monies due the successful Responder the difference between the prices named in the purchase order and the actual cost to the County. If the successful Responder fails to make prompt delivery of any item, the County has the right to purchase such item in the open market and to deduct from any monies due the successful Responder the difference between the prices named in the purchase order and the actual replacement cost to the County. The rights and remedies of the County identified above are in addition to any other rights and remedies provided by law or under the contract.

43. Avoidance of Conflict of Interest and Confidentiality

The successful Responder may provide consultation services to other government organizations in Michigan and elsewhere. In order to preserve the trust and confidence of their client, the successful Responder must adhere to a set of principles that enables them to perform their work in a manner that is free of real or perceived conflicts of interests. These principles are as follows:

a. The successful Responder will not discuss, distribute or use in any way the data or information acquired in the course of providing services to Muskegon County without prior approval by the County.

b. The successful Responder will not undertake a specific activity, which may be viewed as adverse to the interests of another client without obtaining the agreement of both parties.

c. The successful Responder states that no County officer or employee, nor any business entity in which they have an interest: a) has an interest in the contract awarded; b) has been employed or retained to solicit or aid in the procuring of the resulting contract; c) will be employed in the performance of such contract without immediate disclosure of such fact to the County.

44. Incorporation of Instructions

Bid conditions/instructions to respondent, specifications/requirements may become part of a contract for this product/service.

45. Debarment

If a respondent is presently debarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency, which prohibits your firm from participating in any procurement, the respondent must provide the County with that information as part of its response to this solicitation. Failure to fully and truthfully provide the information required, may result in the disqualification of your bid from consideration or termination of the purchase order, once awarded.

46. Respondent Registration

Successful Responder registration, as well as the invitation for bid materials, is available on the Bidnet web site at https://www.bidnetdirect.com/mitn/muskegon-county

47. Bid Award/Contract Renewal Option The bid award/contract is for a three (3) year contract.

INSURANCE REQUIREMENTS

The successful Responder, and any and all of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to County of Muskegon. The requirements below should not be interpreted to limit the liability of the successful Responder. All deductibles and SIRs are the responsibility of the successful Responder.

The successful Responder shall procure and maintain the following insurance coverage:

1. Worker’s Compensation Insurance, including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

2. Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and aggregate. Coverage shall include, but not limited to, the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable.

3. Automobile Liability, including Michigan No-Fault Coverages, with limits of liability not less than

$1,000,000 per occurrence combined single limit for Bodily Injury, and Property Damage.

Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

4. Commercial General Liability and Automobile Liability required liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies), including but not limited to additional insured and primary/non-contributory coverage.

5. Additional Insured: Commercial General Liability Insurance shall include an endorsement stating the following shall be Additional Insureds: The County of Muskegon, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the County of Muskegon as additional insured, coverage afforded is considered to be primary and any other insurance the County of Muskegon may have in effect shall be considered secondary and/or excess.

6. Cancellation Notice: Policies, as described above, shall be endorsed to state the following: It is understood and agreed Thirty (30) days, ten (10) days for non-payment of premium, Advance Written Notice of Cancellation or Non-Renewal shall be sent to the Certificate Holder: (County of Muskegon, Attention: Procurement, 1903 Marquette Avenue, Suite A106, Muskegon, Michigan 49442).

7. Proof of Insurance Coverage: The successful Responder shall provide the County of Muskegon at the time the contracts are returned by him/her for execution a Certificate of Insurance as well as the required endorsements.