Anchor Bay School District - Computers + Monitors + Accessories RFP.docx

Anchor Bay School District

Computers, Monitors, and Accessories

Request for Proposal (RFP)

August 15, 2018

Section A General Terms and Conditions

1.1 INTENT

Anchor Bay School District (ABSD) is accepting proposals to purchase computers, monitors and accessories to be delivered and installed at Anchor Bay High School.

1.2 SCHEDULE OF EVENTS

· Proposals are to be received by 2:00 PM on Wednesday, August 15, 2018.

· Bids will be publicly opened at 2:00 PM on Wednesday, August 15, 2018 at the Anchor Bay School District, Administration Office, 5201 County Line Road, Suite 100, Casco, MI 48064.

· No pre-bid meeting is scheduled.

1.3 DEADLINE FOR PROPOSALS

· Late Proposals will not be accepted. Proposals shall be submitted by 2:00 PM on Wednesday, August 15, 2018 at the following address by hand delivery, mail, or courier. Please note that some delivery services consider the Anchor Bay School District Administration Office a rural route. Some delivery services will not deliver the overnight package until late in the afternoon. It is the responsibility of the bidder to verify delivery date and time of their bid proposal.

Anchor Bay School District

Suite 100 Casco, MI 48064

Clearly label on the outside of the package “SEALED BID - COPIERS”

1.4 CLARIFICATIONS

To allow sufficient time for all vendors to submit their proposals on time, requests for clarifications must be submitted by 12:00 p.m. on Friday, August 10, 2018 via e-mail or fax. All questions and responses must be tracked, therefore, phones calls are not allowed. All questions should be directed to:

Tim Sizemore Anchor Bay School District Fax: (586) 725-4427 Office: (586) 648-2530 E-Mail: tsizemore@abs.misd.net RFP documents are available at: http://anchorbay.misd.net/departments/tech/

1.5 CONFIDENTIAL INFORMATION

As a public entity, the ABSD is subject to the Michigan Freedom of Information act (FOIA). Information contained in the Vendor’s Proposal may be subject to FOIA requests.

1.6 RIGHT TO REQUEST ADDITIONAL INFORMATION

The ABSD reserves the right to request any additional information that might be deemed necessary after opening the proposals.

1.7 RIGHT OF REFUSAL

The ABSD reserves the right to accept or reject any or all proposals, award the proposal to other than the low vendor and to waive irregularities and/or formalities. The ABSD reserves the right to accept any proposal which, in its judgment, best serves the interests of the school district. The ABSD reserves the right to unbundle any or all proposals and award multiple contracts based on price, availability, and services when, in its judgment, best serves the school district. The ABSD reserves the right to purchase additional or fewer quantities at the unit prices provided in the vendor’s proposal. It is the strong preference to award the proposal to a single vendor; however, if it is deemed to be in the best interest of the school district, each portion may be awarded separately.

1.8 PROPOSAL PREPARATIONS COSTS

The vendor is responsible for any and all costs incurred by the vendor or their subcontractors in responding to this request for proposal.

1.9 SYSTEM DESIGN COSTS

The successful vendor shall be responsible for all design, information gathering, and required to achieve a successful implementation.

1.10 PRICING ELIGIBILITY PERIOD

All vendor proposals are required to be offered for a term not less than 90 calendar days in duration. A proposal may not be modified, withdrawn or cancelled by vendor during the 90 day time period following the time and date designated for the receipt of proposals.

1.11 ADDITIONAL CHARGES

No additional charges, other than those listed on the Schedule of Values or Cost Summary forms, shall be charged to the Anchor Bay School District.

1.12 CONTRACT REQUIREMENTS

The ABSD considers this RFP legally binding and will require that this Request for Proposal and the resulting Vendor Proposal be incorporated by reference into any subsequent contracts between the vendors(s) and the ABSD. It should be understood by the vendor(s) that this means that the client expects the vendor(s) to satisfy substantially all requirements and reports listed herein. Exceptions should be explicitly noted in the Vendor Proposal. Lack of exceptions listed on the attached Comply / Exception Form will be considered acceptance of all of the specifications as presented in the RFP. .

1.13 NONDISCRIMINATION BY VENDOR OR AGENTS OF VENDOR

Neither the Vendor nor anyone with whom the Vendor shall contract shall discriminate against any person employed or applying for employment concerning the performance of the Vendor responsibilities under this Agreement. This discrimination prohibition shall apply to all matters of initial employment, tenure and terms of employment, or otherwise with respect to any matter directly or indirectly relating to employment concerning race, color, sex, religion, age, national origin, or ancestry. A breach of this covenant may be regarded as a default by the Vendor of this Agreement.

1.14 SUBCONTRACTORS

Vendors may use subcontractors in connection with the work performed under this Agreement. When using subcontractors, however, the Vendor must identify them and their activities in their Proposal. If during implementation, the selected vendor desires to use a subcontractor not identified in their Proposal, the vendor must obtain written prior approval from the school district for activities or duties to take place on their site. In using subcontractors, the Vendor agrees to be responsible for all their acts and omissions to the same extent as if the subcontractors were employees of the Vendor.

1.15 EFFECT OF REGULATION

Should any local, state, or national regulatory authority having jurisdiction over the project enter a valid and enforceable order upon the ABSD which has the effect of changing or superseding any term or condition of this Agreement, such order shall be complied with, but only so long as such order remains in effect and only to the extent actually necessary under the law. In such event, this Agreement shall remain in effect, unless the effect of the order is to deprive the school district of a material part of its Agreement with the Vendor. In the event this order results in depriving the school district of materials or raising their costs beyond that defined in this Agreement, The ABSD shall have the right to rescind all or part of this Agreement (if such a rescission is practical) or to end the Agreement term upon thirty (30) days written prior notice to the Vendor. Should the Agreement be terminated under such circumstances, the school district shall be absolved of all penalties and financial assessments related to cancellation.

1.16 PROJECT MANAGEMENT STAFF DESIGNATION

The Vendor understands that the successful installation, testing, and operation of the service that is the subject of this Agreement shall be accomplished by a cooperative effort. To most effectively manage this complicated process, the Vendor shall designate a single representative to act as project manager who shall have the authority to act on behalf of the Vendor on all matters pertaining to this Agreement. In the event that an employee of the Vendor is, in the opinion of the ABSD, uncooperative, incompetent, or otherwise unacceptable, the Vendor agrees to remove such person from responsibility in the project. In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy in conjunction with the ABSD. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in this Agreement. In their proposal, the vendor shall identify the anticipated project manager and describe the individual’s level of experience.

1.17 ASSIGNMENTS

Anchor Bay School District and the Vendor each bind them, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in this Agreement.

1.18 VENDOR AS INDEPENDENT CONTRACTOR

It is expressly agreed that the Vendor is not an agent of the ABSD, but an independent Contractor. The Vendor shall not pledge or attempt to pledge the credit of the ABSD or in any other way attempt to bind the school district.

1.19 NOTICES CLAUSE

All notices or communications required or permitted as a part of the Agreement shall be in writing.

1.20 TERMINATION

Each Party shall have, in addition to all other remedies available to it, the right to terminate this Agreement upon written notice to the other Party that the other Party has committed a material breach of any of its obligations herein and such material breach shall not have been cured or corrected within fifteen (15) days following written notice for the same. Upon termination of this Agreement by either Party for breach of default of the other Party, each Party shall be entitled to exercise any other right remedy, or privilege which may be available to it under applicable law or proceed by appropriate court action to enforce the terms of the Agreement or to recover damages for the breach of this Agreement.

1.21 STANDARD FORMS AND CONTRACTS

Any forms and contracts the Vendor(s) propose to include as part of any agreement resulting from this proposal between Vendor(s) and the Anchor Bay School District must be submitted as part of its proposal submission. Any forms and contracts not submitted as part of the vendor proposal and subsequently presented for inclusion may be rejected. While Vendor(s) may submit a suggested from of contract with its proposal, the proposal is subject to the negotiation of a contract to the reasonable satisfaction of the representative for the school district, incorporating the terms and conditions of the RFP, and subject to the review and approval by the Anchor Bay School District’s legal counsel.

1.22 SELECTION CRITERIA

The selected vendor must be a well-established, financially stable firm committed to technology, will have a commitment to attracting and retaining an excellent staff of technical and product support personnel, and will have a proven track record of support from installation planning through implementation and ongoing use. There should also be evidence of responsiveness to clients' suggestions for improvements. Finally, there must be a good fit between vendor staff and the Client’s staff to assure a good working relationship.

In no order of importance, proposals will be evaluated based on the following selection criteria:

1. Costs – initial and long term

2. Compliance to Specifications

3. Technical Requirements

4. Project summary

5. Warranty Period

6. Complete forms

7. References

1.23 FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

The Anchor Bay School District is a tax-exempt entity for all purposes except if the project makes enhancements, and/or additions to real property. The Contractor shall obtain and pay for all permits, assessments, fees, bonds, and other charges as necessary to perform and complete the work of this contract, including disconnection charges, capping, and unplugging utilities.

The Contractor shall be responsible for obtaining all permits and licenses necessary for the proper completion of the project. Permits and licenses are available from the appropriate agencies that have jurisdiction. The Contractor shall give all notices, pay all fees, and comply with all laws, ordinances, rules, and regulations bearing on the work.

If any of the work of the Contractor is done contrary to such laws, ordinance rules, and regulations, without such notice, the contractor shall bear all costs arising there from. The Contractor shall include all cost and taxes in its proposal, and make proper provisions for payment of all other State and Federal applicable taxes, fees, or other costs.

The Client is NOT automatically exempt from State of Michigan Sales and Use Taxes. The Client must pay these taxes when materials are to be incorporated into realty. Hence, for materials that is permanently attached, built-in, incorporated or otherwise made part of the structure all applicable taxes shall be paid by the Contractor. The Client is exempt from sales and use taxes if the materials are movable and are not permanently made part of the structure.

1.24 SAFETY REGULATIONS

1. Vendor will be responsible to repair or replace all materials they damage due to accidents or negligence on the job site.

2. Vendor will be responsible to replace ceiling tiles and ceiling grids they damage due to accidents or negligence on the job site.

3. The vendor shall provide all liability insurance for any and all requirements of issues for permits or other liability requirements by local, state, or national bodies of governing this project. The ABSD shall be held harmless due to vendor neglect and/or actions.

4. Smoking or the use of tobacco products in any school building or on school grounds is strictly prohibited.

5. Employee Identification – All on-site employees of the successful vendor and, if appropriate, sub-contractors of the successful vendor, shall wear visible photo identification badges and/or uniforms which clearly show the name of the vendor’s firm.

6. It is to be understood that no on-site work is to take place while classes are in session without the consent of the ABSD.

7. Vendor is responsible for delivery/receipt of all project related components.

8. Vendor shall clean up and secure their work area(s) before they leave each day. Vendor is responsible for disposal of all project related trash, including boxes and shipping/packaging materials.

1.25 PROPOSAL SUBMISSION FORMAT

The information provided in the Proposals will be the property of the ABSD and would be treated in the same way as any other information held. Vendors are to supply two complete copies of their Proposals. Proposals must:

· Be submitted in duplicate in binders.

· Include the completed Proposal Forms via electronic form and submitted in hard copy Do not e-mail the Proposal Forms!

1.26 PROPOSAL RESPONSE FORMS

Supplied with the RFP are Proposal Response Forms. These forms provide the format for the response and must be completed and submitted for your base bid proposal to be considered. Exceptions to specifications shall be noted here. Add/Alternate designs may be quoted separately as an attachment.

1.27 SYSTEM LITERATURE AND BROCHURES

The bid response is to include appropriate brochures and other manufacturer documentation to help illustrate and describe the system and its capabilities.

1.28 BILL OF MATERIALS

A complete bill of material must be included with the bid response. It should be organized by system component to include: System Component Name / Description; Quantity Quoted; Unit Price; Extended Price.

1.29 PROJECT CLOSE-OUT

· Upon notification the project is completed, a copy of the punch list will be prepared and presented to the vendor.

· All punch list items will be documented with the date the item(s) was completed. Upon completion, return the punch list to the Project Manager.

· The vendor’s documentation package must be submitted to, and accepted by the Project Manager before building signoff and final payment is made. The documentation package shall consist of the minimal following items: Manufacturer warranty certificate and manuals.

· The Project Manager will present Sign Off/Closeout documents to the vendor and the ABSD for signatures. A copy of the document will be given to the Vendor.

1.30 WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The Anchor Bay School District has presented detailed technical specifications of the particular purpose for which the technology is intended. The ABSD has provided detailed descriptions and criteria of how the system can be defined to accomplish particular purpose. Given this advanced preparation concerning, and documentation about the school district’s particular purpose, the Vendor at the time this Agreement is in force has (1) reason and opportunity to know the particular purpose for which products are required, and (2) that the school district is relying on the Vendor’s experience and knowledge of these products to provide those which are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purposes for which it is intended as described in this document.

1.31 TRAINING

Vendor to provide training to owner.

1.32 SPECIAL NOTES

Failure to include in the proposal all information required in this RFP may be cause for rejection.

Section B Project Specifications

2.1 PROJECT SCOPE / OVERVIEW

It is the intent of the Anchor Bay School District to purchase computers, monitors, and accessories to be delivered and installed at Anchor Bay High School.

The ABSD may not purchase each item specified in the RFP. This vendor is to provide pricing for the school district. Once pricing is received, the ABSD will determine which products and quantities of these items they wish to purchase. The owner is requesting unit pricing for all items, if applicable.

All responses forms required for submission are provided with this document. It is mandatory that the vendor use these pre-formatted spreadsheets when submitting their proposal. Failure to use the required spreadsheets and completion of all required information could be grounds for rejection of the RFP response.

2.2 EQUIPMENT SPECIFICATIONS

Base Bid Specifications - Specifications are Minimum Requirements

Computers:

Quantity: Twenty (20) PC SBUY-Z240 or Equivalent Processor 17-6700 Memory 1X8GB Hard Drive 1TB

Monitors:

Quantity: Twenty (20)

31.5 inch (Minimum)

Headsets:

Quantity: Twenty (20) Astro Gaming – A40 or Equivalent Wired Surround Sound Gaming Headset + MIXAMP Pro for PlayStation 4, PlayStation 3 and Windows – Black

Chairs:

Quantity: Twenty (20) DX Racers OH/RB1/NR or Equivalent

Keyboards:

Quantity: Twenty (20) Corsair K95 RGB Platinum or Equivalent

Computers, Monitors, and Accessories RFP

Cost Summary Form

Vendor Name: _____________________________________________________________________________

Category Anticipated Quantity

Unit Cost

Total Amount

TOTAL BASE BID $

GRAND TOTAL

MICHIGAN FAMILIAL RELATIONSHIP DISCLOSURE FORM

All proposals shall be accompanied by a sworn statement disclosing any familial relationship that exists between the Owner, any employee of the Owner responsible for making financial or other related type of business decisions, or any employee of the vendor and any member of the Board of Education of the School District or the Superintendent of the School District. The Board of Education shall not accept a proposal that does not include a sworn and notarized familial relationship disclosure statement.

For additional information, please refer to the Revised School Code Section 1267 effective July 21, 2004.

If a conflict of interest is discovered subsequent to the submission of a proposal, written disclosure must be submitted to the Owner within seven (7) business days of discovery. The Owner reserves the right to immediately terminate any contract with a vendor upon the notification of a conflict of interest. Upon such termination, the Owner shall compensate vendor only for the value of any goods or services provided to the Owner prior to such notification.

Indicated by the signature that follows, it is hereby acknowledged that no familial relationship exists between the Owner or any employee of the company and any member of the School Board, or Superintendent of the School District. If a familial relationship does exist, the explanation is below:

Signature: __________________________________________________________________

Title: ______________________________________________________________________

Date: ______________________________________________________________________

Witness: On this ____________________ day of ____________________, 2018, the aforesaid personally appeared to me as the person(s) described in and who executed the foregoing instrument, and acknowledged it was executed as a free act and deed.

Notary Public County: ____________________________________________________________________

Commission Expires: _________________________________________________________

Signature: __________________________________________________________________ image1.png