BCPS Phone System RFP.pdf

BATTLE CREEK PUBLIC SCHOOLS

3 West Van Buren Street Battle Creek, Michigan 49017

Request for Proposal

Battle Creek Public School will accept sealed bids for BCPS Phone System as described in the attached specifications at the:

Battle Creek Public Schools Third Floor Conference Room

BCPS Phone System Bid

Battle Creek, MI 49017

Bids will be publicly opened and read at 12:00 PM., Thursday, November 7, 2019. No oral, telephonic, telegraphic or facsimile proposals will be considered. No proposals will be considered after the time of closing of bids.

The Board of Education reserves the right to accept or reject any or all items in the bid; to accept or reject any or all bids; to waive any informality therein; or for reasons of establishing uniformity, to award the contract to other than the low bidders. If either a unit price or extended price is obviously in error or the other is obviously correct, the incorrect price will be disregarded.

Prices bid are to be F.O.B. (“Free on Board” ) to 100 W. Van Buren Street, Battle Creek, Michigan 49017 All purchases are to be exempt from all taxes, including state and federal taxes. Exemption certificates will be furnished upon request.

All bid pricing will be firm for 90 days. All installation costs are to be included in the price per item.

All bids must be submitted on the attached bid form and signed by the bidder. Two (2) signed copies of the bid form are to be addressed to the attention of:

Mitch Fowler Director of Technology, Student Data, and Innovation Battle Creek Public Schools

Battle Creek, Michigan 49017

Phone System Request

“Phone System”

One (1) copy of the bid form should be retained for your files. Any questions should be referred to Mitch Fowler, Director of Technology, Student Data, and Innovation at 269 719 9685. No contact can be made with any other employee of the district without permission from the Director of Technology, Student Data, and Innovation.

SCOPE OF PROPOSAL:

Battle Creek Public Schools is replacing their existing phone system with a complete VOIP phone system December 2019 - January 2019. This proposal is for hardware only. All configuration of servers and phones is excluded from this proposal.

Hardware 12 servers with a minimum of the following hardware specifications:

540 Grandstream GXP 1628 VOIP phones

25 Grandstream GXP 2160 Enterprise IP phones

GENERAL CONDITIONS:

1. Bid prices MUST include ALL delivery charges and installation prices.

2. Specifications: The district will NOT accept any product deviations from the specifications set forth on the product bid list.

3. It is the responsibility of each bidder to be familiar with all the specifications, terms and conditions and, if applicable the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against Battle Creek Public Schools based on ignorance of conditions or misunderstanding of the specifications.

4. Patent indemnity: Vendors who do business with Battle Creek Public Schools shall hold Battle

Creek Public Schools, its officers, agents and employees, harmless from liability of a nature or kind, including costs and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented intervention article or appliance furnished or used in connection with the contract or purchase order.

5. Insurance certificates are required at the time of submission and should include the following limits: commercial general liability limit per occurrence of $1,000,000, General Aggregate $2,000,000, Workers Compensation and Employers Liability $1,000,000.

6. The District requests that the following Disclosures are completed a.) Familial Relationship and

Iran Economic Sanctions Act.

7. The District reserves the right to award this bid separately or in total, or for reasons of establishing uniformity, to award items to other than the low bidder.

8. All price proposals and delivery terms shall remain firm for 90 days after the date of bid opening.

9. This bid is made without any previous understanding or agreement with any other person, firm or corporation making a bid for the same purpose, and is in all respects fair and without collusion or fraud.

10. Any manufacturer’s name, trade names, brand names, or catalog numbers used in the specification are there for the purpose of establishing and describing general performance and quality levels.

11. Vendors will be given the opportunity to visit buildings to examine shipping/receiving areas and determine delivery requirements. Vendors may contact Laura Ash, Executive Director of Business and Finance, 269-965-9506 to schedule building visits.

11. All questions regarding products, delivery requirements or building sites should be directed to

Mitch Fowler, Director of Technology, Student Data, and Innovation at 269-719-9685.

12. All invoices must be mailed directly to Battle Creek Public Schools, Accounts Payable, 3 West

Van Buren Street, Battle Creek, Michigan 49017. No payments shall be rendered on orders where shortages or damages are noted.

PHONE SYSTEM REQUEST

VENDOR PROFILE:

Battle Creek Public Schools requests that vendors participating in the BCPS Phone System BID provide specific information about their company. This information will be taken into consideration when the bids are evaluated.

CONTACT INFORMATION:

NAME OF COMPANY: _________________________________________________________

ADDRESS: _____________________________________________________________________

CITY/STATE/ZIP: ______________________________________________________________

PHONE: ___________________________ FAX: __________________________________

SALES MGR: _________________________________________________________________

NO. YEARS IN BUSINESS: ____________ TOTAL NUMBER OF EMPLOYEES: ______

CLIENT CONTACTS:

Please provide a list of the three (3) clients your company has provided phone systems to:

NAME OF COMPANY: ________________________________________________________

Contact/position: ________________________________________________________

Address: ________________________________________________________

City: _________________________________ PH: ______________________________

Estimated volume of business per year? $_________________________________

BID PROPOSAL FORM

The undersigned certifies that the bid contained herein meets specifications. Prices on the Bid Proposal Form will be valid for 90 days after the bid opening.

Can you meet all the conditions of this bid proposal? _______. If not, why? __________________

Company __________________________________________________________________________

Address ____________________________________________________________________________

City/State/Zip _______________________________________________________________________

Phone (__________) __________________________________________________________________

Fax (__________) ____________________________________________________________________

Authorized Signature _________________________________________________________________

Title _____________________________________ Date ______________________________________

DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the vendor/contractor and any member of the Battle Creek Public Schools Board of Education or the Battle Creek Public Schools Superintendent must be accompanied with the bid/proposal.

Bids and Proposals without this disclosure statement will not be accepted.

The members of the Battle Creek Public Schools Board of Education are: Karen Evans, Catherine LaValley, Krya Wallace, Patty Poole-Gray, Jacqueline Slaby, Art McClenney, and Charlie Fulbright. The Battle Creek Public Schools Superintendent is Kimberly Carter.

□ The following are the familial relationship(s):

Owner/Employee Name Related to: Relationship

1. ________________________________________________________________

2. ________________________________________________________________

3. ________________________________________________________________

4. ________________________________________________________________

Attach additional pages if necessary to disclose all familial relationships.

□ There are no familial relationships that exist between the owner and any employee of the vendor/contractor and any member of the Battle Creek Public Schools Board of Education or the Battle Creek Public Schools Superintendent.

The undersigned, the owner or authorized representative of bidder (insert name) ______________________does hereby represent and warrant that the disclosure statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

NOTARY:

This instrument was acknowledged before me, a Notary Public in and for

_____________________________ County, on this

_____ day of____________, _______, by ______________________________________________ , Notary Public

_________________County, Michigan

My commission expires: ____/____/____

Acting in the County of: _____________

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner and or authorized officer of the below named contractor (the “Contractor”), pursuant to the compliance certification requirements provided in Battle Creek Public Schools’ (the “School District”) Request For Proposals For Phone Systems (the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economics Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

Name of Representative

Title

Date

NOTARY:

This instrument was acknowledged before me, a Notary Public in and for

_____________________________ County, on this

_____ day of____________, _______, by ______________________________________________ , Notary Public

_________________County, Michigan

My commission expires: ____/____/____

Acting in the County of: _____________