BID 9897 Board Room Audio Video Upgrades - Troy Schools AV RFP.pdf

TROY SCHOOLS

BOARD ROOM AUDIO VIDEO UPGRADE RFP PAGE 1 of 42 CONFIDENTIALITY NOTICE: This document is the intellectual property of Convergent Technology Partners. Any unauthorized review, use, disclosure, or distribution in whole or in part is prohibited.

December 11, 2019

Request for Proposal Board Room Audio Video Upgrade

For

TSD Bid # 9897 Troy School District 4400 Livernois Troy, MI 48098

Prepared by

Convergent Technology Partners, LLC 6197 Miller Rd, Suite 4 Swartz Creek, MI 48373 810.720.3820 www.ctpartners.net http://www.ctpartners.net/

BOARD ROOM AUDIO VIDEO UPGRADE RFP PAGE 2 of 42 CONFIDENTIALITY NOTICE: This document is the intellectual property of Convergent Technology Partners. Any

TABLE OF CONTENTS

SCHEDULE OF EVENTS

BID PROPOSAL FORM

COST ANALYSIS WORKSHEET

UNIT PRICING

ALTERNATES

FAMILIAL DISCLOSURE AFFIDAVIT

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

BIDDING REQUIREMENTS & INSTRUCTION TO BIDDERS

TECHNICAL SPECIFICATIONS

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SCHEDULE OF EVENTS

The following is a projected schedule of events for this project. The schedule may change depending upon the results of the responses and a final schedule will be established prior to contracting with the Contractor.

EVENT DATE

Bid Release Dec 11, 2019

Mandatory Pre-bid meeting Date and time – 2:00 P.M. Dec 17, 2019

Final Date and time for Questions - 12:00 P.M. EDT Jan 7, 2020

Bid Due Date/time – 11:00 A.M. Jan 14, 2020

Public Opening – Immediately after due date/time

Contract Award Feb 25, 2020

Project Kickoff – week of Mar 9, 2020

Project Start Date Mar 18, 2020

Substantial Completion Apr 10, 2020

System Training Apr 14, 2020

Project Completion and Closeout Apr 17, 2020

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BID PROPOSAL FORM

OWNER: Troy School District Administration Building 4400 Livernois Troy, Michigan 48098 Attn: Todd Hensley, Purchasing Supervisor

PROJECT: Board room Audio Video Upgrade – Bid # 9897

NAME OF BIDDER:

BASE BID:

Lump sum bid for all work specified and shown on the drawings as indicated for base bid in the amount of:

____________________________________________________ Dollars ($ )

The Bid Proposal amount shall be shown in both words and figures. In the case of discrepancy, the amount shown is words shall govern.

BASE BID: The undersigned, having examined the Bid Documents and examined the conditions affecting the Work/Project, hereby proposes and agrees to furnish all of the labor, materials, and equipment and perform all work necessary to complete the Work/Project as required by the Bid Documents for the stipulated sum identified above and detailed in Supplemental A (Cost Analysis Worksheet). The Bid Documents set forth the terms and conditions upon which the Bidder will provide a "turnkey" solution for the installation and operation of the project for use by the Owner and represents and warrants that the design, operation and functionality of the project are in accordance with the Bid Documents. All prices provided by the Bidder on this Bid Proposal Form must include all cables, connectors, equipment etc. that are necessary to the make the project fully operational for the intent and purpose stated in the Bid Documents

BID SECURITY

Enclosed herewith find (Certified Check)/ (Bid Bond) in the amount of $ ______ being five percent (5%) of the maximum Bid Proposal herein, made payable to Troy School District or nam-ing Troy School District as obligee. The proceeds of which are to remain the property of Troy School District, if the Bidder does not, within ten (10) days after notice of the acceptance of Bid Proposal, enter into the Contract.

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TAXES

Please identify the amount, if any, of this Bid Proposal that has been attributed to sales or use tax. If an amount has been attributed to such tax, please identify which components of the Bid to which the tax has been attributed.

SUBCONTRACTORS

Bidders must provide attach complete list of proposed subcontractors (one per discipline), if any are proposed to be utilized on the project. Listing two or more subcontractors per discipline will be grounds for disqualification.

EXCEPTIONS

Any Exceptions to the terms and conditions contained in the RFP or contract are identified be-low:

ADDENDA

This RFP incorporates the following Addenda:

Addendum No. Dated ____________ Addendum No. Dated ______________

Addendum No. Dated ____________ Addendum No. Dated ______________

Addendum No. Dated ____________ Addendum No. Dated ______________

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BID PROPOSAL FORM SUPPLEMENTS:

The following Bid Form Proposal Supplements are attached hereto and are considered an inte-gral part of this Bid Proposal Form:

• SUPPLEMENTAL A – Cost Analysis Worksheet

• SUPPLEMENTAL B – Unit Pricing

• SUPPLEMENTAL C – Mandatory Alternates

• SUPPLEMENTAL D – Voluntary Alternates

• SUPPLEMENTAL E – Familial Disclosure Affidavit

• SUPPLEMENTAL F – Iran Economic Sanctions Act Compliance Affidavit

BIDDER NAME:

ADDRESS:

DATE:

TELEPHONE:

EMAIL ADDRESS: ______________________

If award is made to our firm based upon our Bid Proposal, we agree to enter into the form of Contract with the School District in accordance with this Request for Proposal, the contract and our Bid Proposal.

My signature certifies that the Bid Proposal as submitted complies with all terms and conditions as set forth in this Request for Proposal, unless specifically enumerated as an exception as part of this Bid Proposal Form.

I hereby certify that I am authorized to sign as a Representative for the Firm:

(Printed Name) (Title)

(Authorized Signature)

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COST ANALYSIS WORKSHEET

Note this form must be returned with bid submission, filled out completely and accurately or the bidder may be disqualified from consideration.

OWNER: Troy School District

Administration Building 4400 Livernois

BIDDER:

ADDRESS:

BASE BID BREAKDOWN

COMPONENT Cost Board room AV upgrade Material Labor Sub Total

Performance and Payment Bond Proposal Total

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UNIT PRICING

All bid proposals shall include a detailed Bill of Materials that notes each item, part number, and installed unit price. Provide this Bill of Materials, attached to and submitted with the Bid Pro-posal. Bill of Materials pricing will be used for price revisions prior to award.

Provide installed unit pricing, which shall be considered firm pricing during the contract period and not subject to change, will be used to determine costs for additions and deletions during the contract period (after award). All unit pricing shall include all labor, materials, licenses, soft-ware, fees etc. The Owner reserves the right to adjust any or all quantities at any time.

UP1

UP2

UP3

UP4

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ALTERNATES

Mandatory Alternate 1:

Add/Deduct Dollars ($ )

Mandatory Alternate 2:

Mandatory Alternate 3:

Mandatory Alternate 4:

Mandatory Alternate 5:

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FAMILIAL DISCLOSURE AFFIDAVIT

The undersigned, the owner or authorized officer of ________________________ (the “Bid-der”), pursuant to the familial disclosure requirement provided in the Troy School District (the “School District”) Request For Proposals, hereby represents and warrants that, except as pro-vided below, no familial relationships exist between the owner or any employee of the Bidder, and any member of the Board of Education of the School District or the Superintendent of the School District.

List any Familial Relationships:

BIDDER:

By:

Title:

STATE OF MICHIGAN

COUNTY OF ____________

This instrument was acknowledged before me on the _____ day of ____________, 2019, by

, Notary Public

______________ County, Michigan

My Commission Expires: ___________

Acting in the County of: ___________

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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 below named applicant (the “Appli-cant”), pursuant to the compliance certification requirement provided in the Troy School District (the “School District”) Request For Proposals for Data Network and Wireless Upgrades (the “RFP”), hereby certifies, represents and warrants that the Applicant (including its officers, direc-tors 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 Applicant is awarded a contract as a result of the aforementioned RFP, the Applicant will not become an “Iran linked business” at any time during the course of performing the Work or any services un-der the contract.

The Applicant further acknowledges that any person who is found to have submitted a false cer-tification 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 it is determined that the person has sub-mitted the false certification.

APPLICANT:

Name of Applicant

By:

Title:

Date:

STATE OF Michigan

COUNTY OF ____________)

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

____________________________________, Notary Public ______________ County, My Commission Expires: ___________

Acting in the County of: ___________

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BIDDING REQUIREMENTS & INSTRUCTION TO BIDDERS

PART 1 - GENERAL

1.1 The Troy School District is seeking bids and proposals for a Board Room Audio Video Upgrades (hereafter “AV system”).

1.2 Bid documents may be obtained from the purchasing page (under Departments, Business Services) of the District’s web site at www.troy.k12.mi.us.

1.3 Due on or before date and time indicated on the schedule of events (“Due Date”), the Owner will receive bid proposals for the project. The Owner will not consider or accept a bid proposal received after the due date for bid proposal submission. All bid proposals received after the due date will be returned by making them available to the respective Bidder, unopened, for said Bidder to pick-up at their sole cost and expense.

Bid proposals shall be submitted to:

Troy School District Services Building

4420 Livernois

1.4 PROPOSALS/QUOTES

A. Bidders must submit a complete set of all bid documents as indicated herein.

Proposals or bids that are incomplete or missing required documents will not be accepted. Proposals must consist of the original forms in the original format to be accepted.

B. Three (3) “hard” copies and two (2) “soft” (electronic) copies on a USB “flash” drive of the proposals is to be submitted in sealed packaging, clearly marked: “BOARD ROOM AUDIO VIDEO UPGRADE” and shall be identified with the Bidder’s name and address and the date and time of the bid proposal opening. The Owner is not responsible for any postal or delivery delays. No email, facsimile or other electronic bid proposals will be accepted.

C. Proposals will be opened publicly on the time and date specified in Schedule of Events at the Owner’s facility.

1.5 PROPOSAL FORMAT

A. The Bid response shall be structured as follows in both the hard and electronic copies:

1. Section 1 – Proposal Form, Submittal Letter, Executive Summary

2. Section 2 – System/Solution Proposal, Bid Bond and Pricing

3. Section 3 - Narratives, System Description, Information, and Brochures http://www.troy.k12.mi.us/

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a. Comprehensive Narrative/System Description of the proposed System/Solution

b. Information, Diagrams or Schematics supporting the System/Solution Narrative

c. Bill of Material and installed pricing, Catalog Cut sheets, Brochures, Equipment Configuration

4. Section 3 - Resume of Qualification, References

a. Bidder’s qualifications (Company and proposed Staff)

1) Company’s Level of Manufacturer’s Certification (Included in cover letter)

b. Resume of Qualification including:

1) Three (3) verifiable references demonstrating direct experience on recent systems of similar type and size, including contact names and phone numbers of projects that qualify

2) Technical resumes of experience for the vendor's Project Manager and on-site installation supervisor who will be assigned to this project.

3) A list of subcontractors and their training and certification

5. Section 4 – Proposed Contracts

a. Maintenance Contract and pricing for consideration

6. Section 5 – Alternate System/Solution Proposal (If Applicable)

a. Alternate solutions will be accepted provided the base bid requirements are met first. Alternate proposals must meet all base bid performance requirements to be accepted. The Owner may review alternate solutions but is under no obligation to consider or award them regardless of cost.

b. Comprehensive Narrative/System Description of the proposed Alternate System/Solution

c. Information, Diagrams or Schematics supporting the proposed Alternate System/Solution Narrative

d. Bill of Material and installed pricing, Catalog Cut sheets, Brochures, Equipment Configuration

B. The “hard copy” Bids shall be submitted on 8 1/2" by 11" paper, single sided, single spaced using 10 to 12-point print, in 3 ring binders, clearly labeled to show the Bidder's name.

C. The “soft copy” Bid shall be in the same structure as the “hard copy” Bids, bound in a .pdf file, submitted on an USB drive with the hard copies.

1. The electronic copy must be formatted in the same manner as the hard copy format, with separate PDFs per section, and contain an exact copy of the Hard Copy.

1.6 SECURITY

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A. The Bid Proposal shall be accompanied by a Bid Security of a certified check or cashier's check payable to the Owner or by a satisfactory Bid Bond Entity naming the Owner as the obligee and executed by the Bidder and a surety company authorized to do business in the State of Michigan, in an amount identified in the Instructions to Bidders. The check or amount of Bid Bond shall be forfeited to the Owner upon failure of the Contractor to enter into the Contract. The Contractor's Bid security will be retained until the Contractor has signed the contract and has furnished the required Certificates of Insurance and other required Bonds and documents required by the RFP. Bonds signed by an Attorney-In-Fact must be accompanied by a certified and effectively dated copy of their Power of Attorney.

B. The Owner reserves the right to retain the Bid security of all Bidders until the Contractor enters into the contract or until ninety (90) days after bid opening, whichever is later. If the Contractor refuses to enter into the Contract, the Owner may retain their Bid Security as liquidated damages but not as a penalty.

1.7 PERFORMANCE AND LABOR AND MATERIAL PAYMENT BONDS

A. At or prior to delivery of the signed Contract, the Owner will require the Contractor to secure and post a Labor and Material Payment Bond and a Performance Bond including bonding for all subcontractors, each in the amount of 100% of the Contract Sum including bonding for all subcontractors. Surety shall be a company incorporated in the United States and must appear on the U.S.

Treasury Departments approved surety list and be adaptable to the Owner. The Contractor shall obtain such bonds in a manner consistent with Michigan law.

1.8 FAMILIAL DISCLOSURE AFFIDAVIT

A. Each bid proposal must 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 board of education or the superintendent of troy school district. The board of education will not accept a bid proposal that does not include this sworn and notarized disclosure statement.

1.9 AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS

A. Each bid proposal must be accompanied by the Iran economic sanctions affidavit of compliance in compliance with Michigan public act no. 517 of 2012. The board of education will not accept a bid proposal that does not include this sworn and notarized disclosure statement.

1.10 RESERVATION OF RIGHTS

A. The Owner reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all bid proposal with or without cause, to waive any irregularities or informalities in this RFP process or any bid proposal, and to award the contract to

BOARD ROOM AUDIO VIDEO UPGRADE RFP PAGE 15 of 42 CONFIDENTIALITY NOTICE: This document is the intellectual property of Convergent Technology Partners. Any other than the low bidder, when in the opinion of the Owner, such action will best serve the Owner's interests.

1.11 WITHDRAWAL OF BID PROPOSALS/QUOTES

A. Bid proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the due date for receipt of bid proposals set forth above.

1.12 REQUESTS FOR CLARIFICATION

A. Bidders may request that the Owner clarify information contained in this RFP. All such requests must be made in writing via email to Mr. Eric Helsel, Convergent Technology Partners, at ehelsel@ctpartners.net. Requests for clarifications and inquiries may only be made via email.

1.13 CONTRACT

A. The form of contract that the successful bidder (“contractor”) will be expected to sign with troy school district will be available to all bidders on the bidpro web site at www.ctpartners.net/rfp.

1.14 BOARD OF EDUCATION APPROVAL

A. Implementation of the proposed project is fully contingent on the approval of the Troy School District Board of Education.

1.15 RESTRICTION ON COMMUNICATION

A. From the issue date of this RFP until a Contractor is selected and the contract is awarded a prospective Contractor shall not communicate about the subject of this RFP or a Contractor’s bid proposal with the Owner, its Board of Education, or any individual member, administrators, faculty, staff, students, or employees, except for additional requests for clarification in accordance with the paragraph above.

1.16 RELEASE OF CLAIMS

A. Each Bidder by submitting its Proposal releases the Owner from any and all claims arising out of, and related to, this RFP process and selection of a Contractor.

1.17 PROPOSAL COST

A. Respondents of this RFP are responsible for any and all costs incurred by them or others acting on their behalf in preparing or submitting a bid proposal, or otherwise responding to this RFP, or any negotiations incidental to its bid proposal or this RFP.

1.18 COLLUSIVE BIDDING

A. All Bidders certify that its bid proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a bid proposal for the same project and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

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1.19 INSURANCE REQUIREMENTS

A. The contractor, 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 doing business in the state of Michigan and acceptable to the Owner. The requirements below should not be interpreted to limit the liability of the contractor:

1. Workers’ 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 $2,000,000 per occurrence and aggregate. Coverage shall include, but not limited to, the following: (a) contractual liability; (b) products and completed operations; (c) independent contractors’ coverage;

(d) broad form general liability extensions or equivalent; (e) explosion, collapse, and underground, 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. Additional insured: policy(ies) and coverages as described above, excluding workers’ compensation insurance, shall include an endorsement stating the following shall be additional insureds: The Owner, 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 Owner as additional insured, coverage afforded is primary and any other insurance the Owner may have in effect shall be considered secondary and/or excess.

B. Proof of insurance coverage: the contractor shall provide the Owner at the time the contracts are returned by him/her for execution a certificate of insurance as well as the required endorsements. In lieu of required endorsements, a copy of the policy sections, where coverage is provided for additional insured and cancellation notice, may be acceptable. Copies of all policies mentioned above shall be furnished, if so requested.

1.20 DEFINITIONS

A. Bid Documents are defined as the Instructions to Bidders, Schedule of Events, this RFP, including any Supplemental forms, Attachments, Appendices, Specifications, Drawings and, Other Information as noted herein (Narratives, diagrams, etc.), Addenda and the Contract.

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B. Addenda are written or graphic instruments issued prior to the due date of bid proposals which modify or interpret the Bid Documents by additions, deletions, clarifications or corrections. All Addenda issued to Bidders prior to the due date of bid proposals shall become part of the Bid Documents and all bid proposals are to include the Project/Work therein described. Each Bid Proposal submitted shall list all Addenda that have been received prior to the due date of bid proposals.

C. As used in these Instructions to Bidders, the term "Bid Proposal" means a bid proposal prepared and submitted in response to this RFP.

D. As used in these Instructions to Bidders, the term "PSC" refers to the Professional Service Contractor and means Convergent Technology Partners and its assigned representative.

E. Throughout this RFP and Contract, the “Owner” will be used to refer to Troy School District and bidders submitting bid proposals will be referred to as "Bidders" or "Vendors” and a successful Bidder or Vendor will be referred to as a “Contractor”.

F. Throughout this RFP and Contract the Board Room Audio Video Upgrade Project may also be referred to as “AV”, “Project”, “AV Project” or “AV System”.

G. The Owner’s internal business LAN shall be referred to as the “Production Network”, whereas the LAN equipment specifically for the board room and board of trustees’ use shall be referred to as the “AV Network”.

1.21 BIDDER’S REPRESENTATION

A. Each Bidder, by submitting a Bid Proposal, represents that the Bidder has read and understands the Bid Documents and is familiar with the local conditions under which the project is to be performed. Bidders will be held to have compared the Sites with Bid Documents and have satisfied themselves to all conditions affecting the execution of the Work/Project.

1.22 EXAMINATION OF BID DOCUMENTS

A. A mandatory bidder’s conference will be held December 17th at 2:00 P.M. for answering questions from the Bidders and reviewing the site and existing conditions/system. The location of the Bidder’s conference is:

Troy School District Services Building

4420 Livernois Troy, Michigan 48098

B. Before submitting a Bid Proposal, each Bidder shall examine the RFP documents carefully and shall read the Specifications and the Bid Documents. Each Bidder shall gather complete information prior to bidding as to existing conditions and limitations under which the Work/Project is to be performed and shall include in its Bid Proposal a sum to cover the cost of items necessary to perform the Work/Project as set forth in the Bid Documents.

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C. No allowance or additional fees will be made to a Bidder because of lack of such examination or knowledge. The submission of a Bid Proposal will be considered as conclusive evidence that the Bidder has made such examination. An on-site-inspection of the Sites during the Bidder’s Conference will be for all Bidders and their subcontractors, if any. Vendors may use subcontractors in connection with the Work/Project performed under this RFP provided the Owner has approved the subcontractors. 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.

1.23 REQUESTS FOR CLARIFICATION

A. Bidders may request that the Owner clarify information contained in this RFP. All such requests must be made in writing via email to Eric Helsel, Convergent Tech-nology Partners, at ehelsel@ctpartners.net. Only a written interpretation or cor-rection by Addendum shall be binding on Bidders. No explanations or interpreta-tions requested or made orally will be considered binding. All questions will be re-sponded to in writing. Requests for Clarifications and inquiries may only be made via email – please note in the subject line the RFP name. The deadline for all Re-quests for Clarification is per the Schedule of Events. The aggregated answers to all Requests for Clarification will be provided in an addendum to the RFP which will be issued and posted on the District’s web site at www.troy.k12.mi.us no less than three (3) business days prior to the bid opening date for all potential proposers to view.

1.24 BIDDING PROCEDURES

A. All Bids Proposal must be submitted on the Bid Proposal Forms provided as part of the Bid Documents and in accordance with the Advertisement to Bid and Instructions to Bidders. Bidders must provide a complete list of proposed subcontractors (one per discipline) as indicated on the Bid Forms. Listing two or more subcontractors per discipline will be grounds for disqualification.

B. All Bidders must provide a proposal for the Base Bid that meets or exceeds the specifications set forth in this RFP. However, all Bidders may suggest Alternates if it is felt that the alternate proposal better suits the intent of this RFP. Any Alternate must be listed as such with separate pricing sheets. Any variance of the feature/functionality of the Base Bid must be identified in any Alternates proposed.

C. Prior to the due date for bid proposals, all Addenda will be available for inspection wherever the Bid Documents are kept available for that purpose. No Addendum will be issued later than three (3) days prior to the due date for bid proposals. It is each Bidders responsibility to ascertain prior to submitting a Bid Proposal that he/she has received all Addenda issued and shall acknowledge their receipt in their Bid Proposal Form.

D. All Bids must be signed as follows:

1. Corporations: Signature of an officer of the firm who is authorized to bind the corporation.

http://www.troy.k12.mi.us/

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2. Partnerships: Signature of one partner who is authorized to bind the firm and all of its Partners.

3. Bids submitted by Joint Ventures shall be signed by one of the Joint Ventures and shall be accompanied by a certified copy of the Power of Attorney authorizing the individual signing to bind all the Joint Ventures. If a certified copy of the Joint Venture's certificate submitted with the Bid Proposal indicates that all Joint Ventures have signed, no authorization is required.

4. Individuals signing on own behalf: No authorization is required.

5. Individual signing on behalf of another: Power of Attorney or comparable evidence of authority shall accompany Bid.

E. Bid proposals shall be prepared on unaltered Bid Forms which are a part of this RFP. Beyond listing of exceptions, bidders shall make no additional stipulations on the Bid Form nor qualify the Bid Proposal in any other manner. Unauthorized conditions, limitations, or provisions attached to the Bid Proposal will be cause for rejection of the Bid Proposal. If alterations by erasure or interlineations are made for any reason, explain over such erasure or interlineations with a signed statement from the Bidder. No additional charges, other than those listed on the Bid Proposal Form and other Bid submissions, shall be made. Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all Sites, insurance, payment and performance bonds, unpacking, setup, installation, operation, testing, cleanup, training and all other requirements contained in the bid documents.

F. Bids shall be submitted in a sealed envelope. Identified on the face of the envelope:

1. Project name

2. Name and address of Bidder

3. Notation “Board room Audio Video Upgrade Bid #9897”

G. No responsibility shall attach to the PSC, the Owner, or the authorized representatives of either one, for the premature opening of any Bid Proposal which is not properly addressed, delivered and/or identified. In such event, that Bid Proposal will not be considered, and the Bidder will be automatically disqualified from consideration.

H. Negligence in preparation, improper preparation, errors in and/or omissions in the Bid Proposal shall not relieve the Bidder from fulfillment of all applicable obligations and requirements of contained in the Bid Documents.

I. The Owner or PSC in making copies available of the Bid Documents to Bidders do so only for the purpose of obtaining bid proposals on the project and do not confer a license or grant of use to a Bidder for any other purpose.

J. All Bidders must complete, sign and return the attached “FAMILIAL DISCLOSURE AFFIDAVIT” and “Iran Sanctions Affidavit” with their Bid Proposal.

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K. Bidders must include a Bill of Material (BOM), along with installed line item pricing for all components proposed, including maintenance and support, with the total listed where indicated in the Bid Proposal Forms. Failure to provide the BOM with line item pricing may result in disqualification of the Bid proposal.

L. The Owner considers this RFP legally binding and will require that this Request for Proposal and the Bid Proposal be incorporated by reference into any subsequent Contract between the Contractor and the Owner. It should be understood by the Bidder that this means that the Owner expects the Bidder to satisfy all requirements and specifications contained in the RFP. Any exceptions to the RFP must be explicitly noted in the Bid Proposal. Lack of listing all exceptions will be considered acceptance of all specifications as presented in this RFP.

1.25 SUBSTITUTIONS

A. Each Bid Proposal shall be based upon equipment described in the Bid Documents.

B. In addition to the Base Bid, the submission of voluntary alternates is acceptable. If a voluntary alternate is submitted for consideration, it shall be expressed on the Bid Form as an “add” or “deduct” amount from the Base Bid. If a voluntary alternate is submitted, the Bidder shall also submit enough information in the form of drawings, specifications, and a complete description of the proposed substitute, the cost savings or advantages. Additionally, provide the name of the material or equipment for which it is substituted, drawings, cuts, performance and test data and any other data or information necessary for a complete evaluation, enough for analysis of the alternate. The Owner reserves the right to unilaterally accept or reject, in whole or in part, any voluntary alternates.

1.26 CONSIDERATION OF BIDS

A. The Bidder acknowledges the right of the Owner to accept or reject any or all Bid proposals, in whole or in part, with or without cause, to waive any irregularities or informalities in this RFP process or any Bid Proposal, and to award the contract to other than the low bidder. In addition, the Bidder recognizes the right of the Owner to reject a Bid Proposal:

1. If the Bidder fails to furnish any required Bid Security, or to submit the data required by the Bid Documents; or

2. If the Bid Proposal is in any way incomplete (see checklist on bid form) or irregular; or

3. If the Bidder's performance was unsatisfactory under a prior contract for the construction, repair, modification, or demolition of a facility with the Owner, or a contractor in privacy of contract with the Owner, which was funded, directly or indirectly, by the Owner;

B. The Owner shall have the right to accept alternates in any order or combination and to determine the lowest qualified Bid based on the sum of the base bid and the alternates accepted.

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C. Once the contract is awarded to the Contractor, the contract is contingent upon Owner’s Board approval and the Contractor providing the Owner with all documents required by the RFP prior to commencement of the Work/Project (i.e.

Insurance Certificates, etc.). Further, the Owner reserves the unrestricted right to modifying the contract amount by changing the scope of Work/project and/or components. Any such action will be taken before specific work on a building or on a project component has commenced. Contract amount shall be reduced or increased based on the unit pricing values.

D. Bidders to whom an award of a contract is under consideration shall submit to the Owner upon his/her request a properly executed Contractor's Qualification Statement, AIA Document A305 or other information format specified by the Owner.

1.27 TAXES

A. Installation services for the tangible personal property purchased by the Owner is not subject to sales taxation. Moreover, the Owner is exempt from taxation on all tangible personal property purchased by the Owner for its use and consumption;

however, this exemption would not apply to any materials required under the Bid Documents that are deemed to be a component of a construction/improvement project to the Owner's Sites/Facilities. All prices submitted on the Bid Proposal Form shall be inclusive of all applicable taxes.

1.28 PERMITS AND FEES

A. All prices submitted on the Bid Proposal Form shall be inclusive of any and all Applicable and/or required permits and fees.

1.29 MICHIGAN RIGHT-TO-KNOW LAW

A. All Contractors must conform to the provisions of the Michigan Right-To-Know Law, 1986 PA 80, which requires employers to:

1. Develop a communication program designed to safeguard the handling of hazardous chemicals through labeling of chemical containers, and development and availability of Material Safety Data Sheets.

2. Provide training for employees who work with these chemicals; and

3. Develop a written hazard communications program.

B. The law also provides for specific employee rights. These include:

1. The right to be notified (by employer or Contractor posting) of the location of Safety Data Sheet (SDS);

2. The right to be notified (by employer or Contractor posting) of new or revised SDS no later than five working days after receipt; and

3. The right to request copies of SDS from their employers or Contractors.

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C. Provisions of Michigan's Right-to-Know Law may be found in those sections of the Michigan Occupational Safety and Health Act (MIOSHA), which contain Right-to- Know provisions, and the Federal Hazard Community Standard, which is part of the MIOSHA Right-to-Know Law through adoption.

1.30 QUALIFICATIONS

A. The system Contractor must be a factory-authorized representative or distributor of equipment used in the system(s) bid. Further, this contractor must have a minimum of five years of experience in the specific application of the equipment proposed for these systems.

B. The contractor shall maintain permanent service facilities within 100 miles of the owner’s facility capable of furnishing adequate inspection and service to the system. The facilities shall include a permanent source of factory trained service technicians experienced in servicing the associated system bid and shall provide warranty and manufacturer suggested maintenance service to afford the Owner maximum coverage. The contractor shall also provide a central source of support to guarantee immediate answers to Owner’s problems and questions.

1. The Vendor shall maintain at their facility the necessary spare parts in the proper proportion as recommended by the manufacturer to maintain and service the equipment being supplied.

C. The contractor shall be experienced in all aspects of this work and shall be required to demonstrate direct experience on recent systems of similar type and size. The contractor shall own and maintain tools and equipment necessary for successful installation and testing of the systems bid and have personnel who are trained and certified in the use of such tools and equipment.

D. The contractors(s) selected for this project must be certified by the Audiovisual and Integrated Experience Association™ (AVIXA – CTS, CTS-D, CTS-I) and other manufacturers as noted herein, adhere to the engineering, installation and testing procedures as established by the manufacturers, AVIXA and applicable standards groups.

1. Indicate level of AVIXA certification in Cover Letter and other manufacturers as applicable.

1.31 WITHDRAWAL OF BIDS

A. A Bidder may withdraw its Bid Proposal by written request from an authorized Bidder representative, at any time prior to the due date of bid proposals.

B. No Bidder may withdraw a Bid Proposal for a period of ninety (90) calendar days, following the due date for receipt of bid proposals, and all bid proposals shall be subject to acceptance by the Owner during this ninety (90) day period.

1.32 EXECUTION OF CONTRACT

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A. The Contractor to whom the contract is awarded shall, within ten (10) calendar days after Notice of Award and receipt of the contract from the Owner, execute and deliver required copies to the Owner.

B. At or prior to delivery of the executed Contract, the Contractor to whom the contract is awarded shall deliver to the Owner those Certificates of Insurance required by the Bid Documents and such Labor and Materials Payment Bonds and Performance Bond as are required by Owner and any other documents required by this RFP.

C. The Owner shall approve the provided Bonds and Certificates of Insurance before the Contractor may proceed with the Work/Project. Failure or refusal to provide Bonds, Certificates of Insurance or any other documents required by this RFP in a form(s) satisfactory to the Owner shall subject the Contractor to loss of time from the allowable construction period equal to the time of delay in furnishing the required material.

1.33 POST BID INFORMATION

A. Bid Form(s) shall be submitted as indicated in the Bid Documents. The Bid Form(s) requires all proposed subcontractors for the project to be named; no more than one per discipline.

1.34 TIME OF COMPLETION

A. The Bidder agrees to complete the Work within the timeframes listed in the Schedule of Events.

1.35 EQUAL OPPORTUNITY

A. The Contractor and all its subcontractors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin.

PART 2 - PRODUCT – NOT USED

PART 3 - EXECUTION

3.1 SITE REQUIREMENTS

A. No systems will not be taken off-line or removed from service during normal working hours or scheduled board room usage without coordination of the Owner’s representative, and the staff of the affected building. Arrangements must be made by the Contractor to coordinate any such activities.

B. Applicable Codes, Standards, Best Practices, Industry Norms

1. All Work performed on this Project will be installed in accordance with Audiovisual and Integrated Experience Association™ (AVIXA) best practices and standards, the current edition of the National Electrical Code®, the current edition of the BICSI Telecommunications Distribution Methods Manual, the current edition of the BICSI Cabling Installation Manual, the

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2. All ceiling or wall hung equipment (i.e. - Displays) must meet all ADA requirements, in particular: height clearance.

3.2 QUALITY ASSURANCE

A. Project Manager

1. The Contractor will provide a full-time Project Manager who will act as a single point of contact for all activities regarding this Project. The Project Manager must be a management employee and will not be involved in personally performing craft installation Work

2. The Project Manager is required to attend necessary meetings for coordination.

3. The Project Manager will be required to make on-site decisions regarding the scope of the Work and any changes required by the Work.

4. The Project Manager will be totally responsible for all aspects of the Work and shall have the authority to make immediate decisions regarding implementation or Owner approved changes to the Work.

B. Compliance with Laws and Regulations

1. The Contractor performance of the Work shall comply with all applicable federal, state, and local laws, rules, and regulations and Owner policies, procedure, rules and regulations. The Contractor shall give required notices, shall procure necessary governmental licenses and inspections, and shall pay without burden to the Owner, all fees and charges in connection therewith unless specifically provided otherwise. In the event of violation, the Contractor shall pay all fines and penalties; including attorney's fees and other defense costs and expenses in connection therewith.

C. Federal Communications Commission

1. Equipment requiring FCC registration or approval shall have received such approval and shall be appropriately identified.

D. Codes, Standards, and Ordinances

1. All Work shall conform to the latest edition of the National Electrical Code®, Michigan Electrical Code, the Building Code, and all local codes and ordinances, as applicable. ANSI/TIA/EIA-568 and ANSI/TIA/EIA-569 shall be adhered to during all installation activities. Methodologies outlined in the latest edition of the BICSI Telecommunications Distribution Methods Manual shall also be used during all installation activities. Should conflicts exist with the foregoing, the authority having jurisdiction for enforcement will have responsibility for making interpretation. The Contractor is wholly responsible

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3.3 SAFETY

A. The Contractor shall take the necessary precautions and bear the sole responsibility for the safety of the methods employed in performing the Work.

The Contractor shall at all times comply with the regulations set forth by federal, state, and local laws, rules, and regulations concerning "OSHA" and all applicable state labor laws, regulations, and standards. The Contractor shall indemnify and hold harmless the Owner from and against all liabilities, suits, damages, costs, and expenses (including attorney's fees and court costs) that may be imposed on the Owner because of the Contractor, or its subcontractor, or supplier’s failure to comply with the regulations stated herein.

3.4 INSPECTION, ACCEPTANCE, AND TITLE

A. Inspection and Acceptance will be upon successful installation unless otherwise provided. Title to/or risk of loss or damage to all items shall be the responsibility of the Contractor until acceptance by the Owner, unless loss or damage results from negligence by the Owner. If the materials or services supplied to the Owner are found to be defective or do not conform to the specifications, the Owner reserves the right to cancel the Contract upon written notice to and return products at the Contractor's expense, based upon the terms of the Contract.

1. When the Owner is referred to in this section of the RFP relative to inspec-tions, the Owner has designated the PSC as the party to perform such inspec-tions on behalf of the Owner. Notwithstanding the above, the Owner may also perform such inspections along with the PSC.

B. The Owner shall at all times have access to the Work wherever it is in preparation or in progress and shall provide proper facilities for such access and for inspection.

C. The Contractor shall not close up any Work until the Owner or AHJ (if applicable) has inspected the Work. Should the Contractor close up the work prior to inspection by The Owner or AHJ (if applicable), the Contractor shall uncover the Work for inspection at no cost to the Owner, and then recover the Work according to the specifications contained herein. The Contractor shall notify the Owner or AHJ (if applicable) in writing when the Work is ready for inspection. The Owner or AHJ (if applicable) will inspect the Work as expeditiously as possible after receipt of notification from the Contractor.

3.5 STATUS REPORTS, MEETINGS AND COORDINATION

A. It shall be the Contractor’s responsibility to provide the Owner / PSC with written weekly project status reports while actively engaged in craft work and a summary report at the beginning of periods of inactivity between phases or construction delays noting status at that time and expected date of return to work in addition to the requirements listed below. These reports are required and shall include, but not be limited to:

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1. Project completion percentage.

2. All problems that were encountered.

3. Any foreseeable problems that may arise.

4. Work completed during the previous period and work scheduled for the next period.

5. General status of the project

B. The Owner / PSC reserves the right to hold additional status meetings on a regular basis with the Contractor’s Project Manager.

END OF SECTION

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TECHNICAL SPECIFICATIONS

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

A. Drawings and general provisions of the RFP and Contract, including General and Supplementary Conditions Sections, apply to this Section.

B. Board Room Floor Plan

1.2 BIDDER QUALIFICATIONS

A. Bidders shall be manufacturer certified resellers of proposed equipment.

B. The Bidder shall be a firm which is regularly and professionally engaged in the business of the applications, installation, and testing of the specified technology systems and equipment. The contractor shall demonstrate experience in providing successful systems and equipment within the past 3 years of similar scope and size.

C. Bidders shall comply with requirements set forth in Section 2, Instructions to Bidders, subsection Qualifications.

1.3 DESCRIPTION - GENERAL

A. The following is a Request for Proposal (RFP) for a 100% turnkey audio/video multi-media upgrade in the Owner’s board room.

B. The intent is to replace outdated existing audio video system equipment with the latest audio and video technologies to meet both todays needs and be adaptable for the future.

C.…