Bid - Multi-Function Printers.pdf

Bid ID: 3099 Communications by Design, Inc.

Issue Date: September 25, 2026 Proprietary Information – All Rights Reserved

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MULTIFUNCTION PRINTERS

Technology Request for Bid

Wayne-Westland

Community Schools

TABLE OF CONTENTS

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SECTION 00 01 10

TABLE OF CONTENTS

DIVISION 00 – BIDDING & CONTRACT REQUIREMENTS

Section Description 00 01 01 Cover Page 00 01 10 Table of Contents 00 01 15 List of Drawings 00 11 16 Invitation to Bid 00 40 00 Bid Forms 00 21 13 Instructions to Bidders 00 65 00 Contract Close-out

DIVISION 27 – TECHNOLOGY SYSTEMS

27 43 13 Multifunction Printers

APPENDICES

A Existing Equipment Inventory

END OF SECTION

LIST OF DRAWINGS

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SECTION 00 01 15

LIST OF DRAWINGS

File/Name Description Not Used

INVITATION TO BID

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SECTION 00 11 16

PART 1 - GENERAL

1.01 WORK INCLUDED: MULTIFUNCTION PRINTERS

A. Wayne-Westland Community Schools (Owner) is seeking bids for purchase and installation of associated equipment and installation related to multifunction printers. Proposed systems shall be configured and installed to service Owner’s classrooms, public spaces and common areas across multiple facilities, and as described herein.

B. Project: MULTIFUNCTION PRINTERS

C. Owner: Wayne-Westland Community Schools 36745 Marquette Westland, Michigan 48185

D. Designer: Communications by Design, Inc.

E. Sites of Work:

1. Adams Elementary School 33475 Palmer Westland, Michigan 48186

2. Adlai Stevenson Middle School 38501 Palmer

3. Albert Schweitzer Elementary School 2601 Treadwell

4. Alexander Hamilton Elementary School 1031 Schuman

5. Benjamin Franklin Middle School 33555 Annapolis Street Wayne, Michigan 48184

6. David Hicks Elementary 100 Helen Inkster, Michigan 48141

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7. Eugene B. Elliot Elementary School 30800 Bennington Westland, Michigan 48186

8. Hoover Elementary School 5400 Fourth Wayne, Michigan 48184

9. John Glenn High School 36105 Marquette Westland, Michigan 48185

10. John Marshall Upper Elementary School 35100 Bayview Westland, Michigan 48186

11. P.D. Graham Elementary School

1255 S. John Hix

12. Roosevelt-McGrath Elementary School 36075 Currier Wayne, Michigan 48184

13. Taft-Galloway Elementary School 4035 Gloria Wayne, Michigan 48184

14. Tinkham Alternative Education 3001 Fourth Street Wayne, Michigan 48184

15. Thomas A. Edison Elementary School 34505 Hunter Westland, Michigan 48185

16. Walker-Winter Elementary School 39932 Michigan Canton, Michigan 48188

17. Wayne Memorial High School 3001 Fourth Street Wayne, Michigan 48184

18. William D. Ford Career-Technical Center 36455 Marquette

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19. Wildwood Elementary School 500 N. Wildwood Westland, Michigan 48185

20. Dyer Administration Center 6745 Marquette Westland, Michigan 48185

21. Rose Kennedy Center 36825 Marquette Westland, Michigan 48185

22. Buildings and Grounds Facility 33415 Myrtle Wayne, Michigan 48184

23. Transportation Center 33633 Myrtle Wayne, Michigan 48184

1.02 GENERAL DESCRIPTION OF PROJECT SEQUENCE

A. Sequences and dates specified herein are for information only and indicate the plan and intent of the Owner. Actual dates shall be established based on final award of project.

B. Sequence of operations shall be established by the Contractor within the guidelines established by the Owner as required to meet schedules.

C. Schedule:

1. Request for Bid Distributed: September 25, 2026

2. Pre-Bid Meeting: October 7, 2026 at 3:00pm

3. Intent to Bids Due: October 16, 2026 by 5:00pm

4. Question and Clarification Deadline: October 16, 2026 by 5:00pm

5. Public Bids Due: October 27, 2026 at 1:00pm

1.03 TYPES OF BIDS

A. Bids shall be submitted in total and with required detail for each item bid and as is required herein, and include all portions of the work identified for the individual bid package as specified herein. Bids shall be made on unaltered bid forms as included herein. Bidder shall fill in all blank spaces and the bid

00 11 16 - 6 shall be signed by a legal officer or agent authorized to bind the bidder to a contract.

1.04 PRE-BID CONFERENCE

A. An in-person pre-bid conference will be held. A discussion of the project and review of bid documents will be followed by a site review and an opportunity to ask questions. Attendance is highly encouraged for all contractors interested in bidding on any components or portions of this project.

Attendance at the pre-bid conference will be a factor considered during evaluation of bids.

B. Time: October 7, 2026 at 3:00pm (Eastern Time)

C. Location: Wayne-Westland Community Schools Board of Education Office – Board Room

Westland, MI 48185

D. Any drawings identified in the table of contents herein will be distributed and reviewed at this conference.

E. Physical building inspections of sites of work will be provided for at this time.

1.05 TIME AND PLACE OF BID RECEPTION

A. Physically sealed bids for the base bid work will be received at the district office and read aloud at a public opening. Bids arriving after the appointed time as determined by the Owner’s representative conducting the public opening, shall be returned unopened. Bids will be accepted beginning forty-eight (48) hours prior to the appointed opening time provided they are in sealed packages and addressed as specified herein.

B. Bid Receipt Deadline: October 27, 2026 at 1:00pm (Eastern Time)

C. Bid Opening Location: Wayne-Westland Community Schools Board of Education Office – Board Room

Westland, MI 48185

D. Faxed or electronically delivered bids will not be accepted.

1.06 EXAMINATION AND PROCUREMENT OF DOCUMENTS

A. Specifications and any relevant Drawings may be obtained from the Technology Designer. Contractors may obtain copies by documented request to Communications by Design, Attn: Rebecca Szilagy. Requests may be made by:

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1. Writing – 4101 Sparks Drive, Grand Rapids, Michigan 49456

2. Email – rszilagy@cbdconsulting.com

1.07 BID SECURITY

A. Bid security equal to five percent (5%) of the total bid amount, must accompany each base bid in accordance with the Instruction to Bidders.

B. Bid security shall be either a Bid Bond issued by a company licensed in the State of Michigan to furnish bid security or Certified Check made payable to the Owner.

1.08 PERFORMANCE BOND COVERAGE

A. Selected Contractor(s) will be required to provide a performance bond and payment bond in an amount equal to one hundred percent (100%) of the bid amount including any accepted alternates at the Owner’s discretion. Such bonds shall be issued by surety licensed by the State of Michigan and acceptable to the Owner.

1.09 OWNER’S RIGHT TO REJECT BIDS

A. The Owner reserves the right to reject any and/or all bids. The Owner reserves the right to accept a bid, or portion thereof by issuance of a valid purchase order within ninety (90) calendar days following the bid opening. No bids may be withdrawn during this time without the specific approval of the Owner.

B. Withdrawal of any Bids after the opening time without specific approval by Owner may result in forfeiture of required bid security by Bidder.

1.10 DEFINITIONS

A. “Owner” is intended to mean Wayne-Westland Community Schools, a general powers school district.

B. For purposes of this project, the terms “Architect”, “Engineer” and “Designer” are used synonymously to refer to Communications by Design, Inc., a Michigan Corporation.

C. The term “Bidder” refers to any organization properly and accurately submitting a complete “Intent to Bid Form” prior to the required time specified herein and subsequently properly submitting completed set of bid documents as specified herein.

mailto:rszilagy@cbdconsulting.com

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D. The term “Contractor” herein is a reference to the firm(s) eventually selected by the Owner to provide the intended system(s), or any portion thereof, and fulfill the terms of the contract.

E. The term Contract is a reference to the collective set of documents, drawings, diagrams, Owner’s Purchase Order, Addenda and all other materials as provided for herein defining arrangement between Owner and Contractor.

F. The term Addenda (or Addendum) are that portion of the Contract consisting of modifications, amendments, deletions or substitutions to the contract documents issued prior to the execution of the Contract.

BID FORMS

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SECTION 00 40 00

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Intent to Bid Form

Complete and submit the following form if you have interest or intend to submit a Bid for this project. Unaltered and completed forms must be received on or before 5:00 PM on October 16, 2026. Only bidders returning a completed “Intent to Bid Form” will be notified of required addenda.

Company Information Name: _________________________________________

Address Line1: _________________________________________

Address Line2: _________________________________________

City, State and Zip Code _________________________________________

Primary Contact Information Name: _________________________________________

Phone No.: _________________________________________

Fax. No.: _________________________________________

E-Mail Address: _________________________________________

Portions of the bid for which you will be responding:

Section 27 43 13 – Multifunction Printers

Submit unaltered and completed form to:

Rebecca Szilagy Communications by Design, Inc.

rszilagy@cbdconsulting.com mailto:rszilagy@cbdconsulting.com

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SEALED BID LABEL

Separate, or fold over, the label on the line below, and affix to the exterior of sealed container so information is clearly visible for Bid Submission. ensure label is attached in a manner to prevent accidental removal or defacement. Label shall serve as sole identification for sealed bid at submission.

BID TO: Wayne-Westland Community Schools

Attention: Jewell Clair

BID FROM: ___________________________________________

PROJECT: MULTIFUNCTION PRINTERS

TECHNOLOGY BID #3099

INCLUDING Addendum No._____Dated_____________ ADDENDA: Addendum No._____Dated_____________

DUE: October 27, 2026 at 1:00 PM (Local Time)

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BID FORM

BID TO: Wayne-Westland Community Schools

Attention: Jewell Clair

BID FROM: ___________________________________________

PROJECT: MULTIFUNCTION PRINTERS

TECHNOLOGY BID #3099

The undersigned, having familiarized themselves with all local conditions affecting the cost of work, and having examined the site and all applicable Bidding Documents herein, and herein referenced, including, but not limited to, all addenda issued thereto, hereby propose to furnish all labor, material, equipment, applicable taxes and services required for proper completion of each of the following categories of this project for the sum of:

Bid Category ____________ Title____________________________________________

__________________________________________________Dollars ($____________).

Said amount written above constituting the Base Bid

TAXES:

Bid sum includes all applicable taxes.

ALLOWANCES:

Base bid includes all applicable allowance cost(s) as set forth herein.

COST OF BONDS:

Bid sum includes cost of furnishing a Performance Bond and Labor and Material Payment Bond, each in the amount of one hundred percent (100%) of the bid.

ACKNOWLEDGEMENT OF ADDENDA:

The following addenda have been received, are hereby acknowledged, and their execution is included in both base bid and alternate bids herein.

Addendum No._____Dated_____________ Addendum No._____Dated_____________

ALTERNATES:

Based bid amount may be increased or decreased in accordance with each of the following alternate bids as may be selected, following procedures stated herein. Voluntary Alternates shown below are identified and described in detail on appropriate attachment(s) as referenced herein.

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Voluntary Alternate A ____________________________________________________

Voluntary Alternate B ____________________________________________________

Voluntary Alternate C ____________________________________________________

Voluntary Alternate D _____________________________________________________

Voluntary Alternate E _____________________________________________________

PRINCIPAL SUBCONTRACTORS

As required herein, the following Subcontractors are proposed to be used for this project:

Legal Name:__________________________Work Proposed_______________________ Legal Name:__________________________Work Proposed_______________________

BID SECURITY:

Accompanying this Bid, as required herein, is a bid security in the form of Certified Check/Cashier’s Check/Bidder’s Bond in the amount of:

________________________________________________ Dollars ($______________), payable to the Owner, which it is agreed, shall be retained as liquidated damages, not as a penalty, by the Owner, if the undersigned fails to execute the Contract in conformity with the form of Contract incorporated and referenced herein and fails to furnish specified bonds within ten (10) days after date of issuance of a Letter of Intent to the undersigned.

If awarded the Contract, the undersigned agrees to commence work within ten (10) calendar days after date of issuance of a Purchase Order, which shall be considered as the notice to proceed, and agrees to complete the work in accordance with the schedule herein.

FAMILIAL DISCLOSURE:

Accompanying this Bid, as required herein, is a legally executed and notarized Michigan Familial Disclosure Statement.

EXCEPTIONS:

Bidder takes no exception to terms, conditions, specifications and/or any other requirements herein unless expressly noted, and specifically identified as provided for herein on unaltered Contract Exception form accompanying this Bid.

SIGNATORY AUTHORITY:

The undersigned certifies they are an authorized agent of the bidding entity, and legally able to bind the bidding entity to the terms, conditions and responsibilities of this, and all referenced bid documents. Furthermore, the undersigned acknowledges an understanding that non-compliance of this authority or any other bidding requirements may result in forfeiture of bid security, dismissal of consideration of bid submitted, and/or personal liability against the signatory.

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AGREEMENT:

The undersigned agree(s) to provide the post-bid information required within ten (10) days after notification of a Letter of Intent and to execute an agreement for work covered by this Bid on the Owner’s standard Purchase Order for which terms and conditions are expanded to include all Bidding Documents and subsequent addenda issued thereto.

In submitting this bid, it is understood that the Owner reserves the right to reject any or all bids. It is further agreed that this bid is binding for a period of Ninety (90) days from the opening thereof.

Respectfully submitted, Date: ________________________

Firm Name: ________________________

By: ________________________

Signed: ________________________

Title: ________________________

Official Address: ________________________

Telephone Number: ________________________

Primary Contact Email Address: ________________________

(If Corporation, affix Seal)

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Michigan Familial Relationship Disclosure Statement In accordance with Section 1267 of Michigan Revised School Code this sworn and notarized statement of an authorized representative, discloses any familial relationship between the owner and/or any employee of the Bidder, and any member of the project Owner’s governing Board(s) or Superintendent(s).

If any conflict of interest is discovered subsequent to submission of bid, written disclosure shall be submitted to the project Owner within seven (7) days of discovery.

The project Owner reserves the right to immediately terminate any contract with Bidder upon notification of a conflict of interest. Upon such termination, the project Owner shall compensate Bidder only for the value of any goods or services provided to the Owner prior to such termination as determined by Designer.

(Check only one Box Below)

It is hereby acknowledged and certified by Bidder that no familial relationship exists between the owner or any employee of the Bidder and any member of the project Owner’s governing Board(s) or Superintendent(s).

A familial relationship exists between the owner or an employee of the Bidder and a member of the project Owner’s governing Board(s) or Superintendent(s).

The person(s) and the relationship(s) are as follows:

Bidder Board or Superintendent

Bidder Authorized Representative:

Bidder: ____________________________________

Representative’s Signature: ____________________________________

Print or Type Name: ____________________________________

Representative’s Title: ____________________________________

Subscribed and sworn this ________ day of ___________________________, 2026.

In the County of _____________________ State of __________________________

By ______________________________________ Seal or Stamp:

Notary Public Signature

My commission expires on: ________________________

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REFERENCES

Customer name: __________________________________________________ Address: __________________________________________________ City/State/Zip: __________________________________________________ Contact name: __________________________________________________ Contact title: __________________________________________________ Phone: __________________________________________________ E-mail: __________________________________________________ Scope of project: __________________________________________________ Date of completion: __________________________________________________

City/State/Zip: __________________________________________________ Contact name: __________________________________________________ Contact title: __________________________________________________ Phone: __________________________________________________ E-mail: __________________________________________________ Scope of project: __________________________________________________

City/State/Zip: __________________________________________________ Contact name: __________________________________________________ Contact title: __________________________________________________ Phone: __________________________________________________ E-mail: __________________________________________________ Scope of project: __________________________________________________

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IRAN LINKED BUSINESS AFFIDAVIT

All Bids shall be accompanied by a sworn statement disclosing any Iran Linked Business relationship that exists within the owners, including its officers, directors and employees.

The undersigned, owner or authorized officer of _____________________________________________(the bidder), pursuant to Michigan Public Act No. 517 of 2012, the “Iran Linked Business” requirement provided in the Wayne-Westland Community Schools Proposals hereby represents and warrants that the bidder, including its officers, directors and employees, is not an “Iran Linked Business” within the meaning of the applicable Public Act, and that in the event bidder is awarded a contract as a result of this RFB, the bidder will not become an “Iran Linked Business” at any time during the course of performing under the contract. The bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the District investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on future Requests for Bids for three (3) years from the date that it is determined that the person has submitted the false certification.

There is not an “Iran Linked Business” that exists within the bidder and/or owner, officers, directors and employees.

Bidder [Company Name]

[Signature]

[Title]

This instrument was acknowledged before me, a Notary Public, in and for ___________________________ County, ____________________ on this _____day of ___________________, 20__, [Notary Public Signature]

My Commission expires: __________________________

Acting in the County of: __________________________

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CONTRACT EXCEPTIONS

Check one Box

Bidder takes no exception to, and agrees to comply with all sections, terms, conditions and/or requirements of the Contract Documents.

Bidder proposes the following exceptions to the Contract Documents:

Paragraph Number Explanation

NOTE:

Exception(s) to any bid sections, terms, conditions and/or requirements deemed excessive for any reason by the Owner and/or Designer may result in disqualification of Bid.

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SCHEDULE OF VALUES/BID FORM

(Bidder may submit version of only this form with slight variation. All information in this form is required for each division/category of work being bid. Submit a completed separate form for each division/category of work clearly delineating on the form the division/category of work for that form. Form submitted must materially match below both in content and format.

Electronic version of this form for each project section/division/category being bid is required with bid package as Microsoft Excel compatible spreadsheet on a USB drive. Failure to provide appropriate and complete SCHEDULE OF VALUES for each division/category of work, as determined by the Owner and/or Designer, may result in disqualification of Bid.)

Bidder: ___________________________________________ Bid Division: 27 43 13

ID Qty Part Number Mfg and Description Unit Cost

Unit Labor Cost

Total Proposed Cost

5 WARRANTY REVIEW (/YR)

1,500,000 60 Mo Color CPC FLEET RATE 23,000,000 60 Mo BW CPC FLEET RATE MAX CPC Increase - Mo 61 %

EXIST EQUIP TRADE VALUE -

5 PAPERCUT RENEWAL (5YRS)

PROJECT MANAGEMENT

TRAINING

BONDS AND INSURANCE

GRAND TOTAL

(Must match base bid)

INSTRUCTIONS TO BIDDERS

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SECTION 00 21 13

1.01 OWNERSHIP

A. Bidders prepare and provide bids without any cost to the Owner and/or Designer. Once opened, bids become the sole property of the Owner. Bidders have no claim to, or ownership of bids opened. Bids become subject to all legal statutes including, if applicable, United States and Michigan Freedom of Information Acts and related laws.

1.02 COMPLIANCE

A. This document establishes the primary system(s) design configuration. The Bidder’s bid response shall include all services, supplies, components and equipment required to provide a complete turnkey system(s) which meets or exceeds all specifications for each given bid item being proposed.

B. Owner prefers to enter into a contract with a single bidder for all materials for completion of this project, but shall consider combinations of portions of bids from various bidders. The Owner reserves the right to award portions of the project to multiple bidders who will be required to cooperate with one another in order to complete the work.

C. By their response, Bidders agree to comply with all sections, terms, conditions and/or requirements of the contract documents except as expressly noted, and specifically identified by paragraph number on the unaltered Contract Exceptions Bid Form. Exceptions to any bid sections, terms, conditions and/or requirements deemed excessive by the Owner and/or Bid Coordinator may disqualify Bid.

D. In compliance with the Freedom of Information Act (FOIA), the Owner shall make bid documents available for public review after issuance of purchase order to the successful bidder/s.

E. In connection with the execution of this Contract, Contractor and any Subcontractors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, or national origin.

F. Negligence in preparation, improper preparation, errors in, or omissions from Bids shall not relieve Bidder from fulfillment of any and all obligations and requirements of the Contract Documents.

G. All Bid documents and worksheets must be completed in detail and submitted together on time.

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H. All documents constituting the entire present agreement shall be construed in accordance with and governed by the laws of the State of Michigan.

I. Designer shall have authority for interpretation of Contract Documents. In the event terms, provisions or any other portion of the Contract Documents is/are in dispute, Designer shall have full and final authority to interpret the Contract Documents, and such interpretation shall be final and binding.

J. In the event of a conflict between any terms or conditions in any of the documents comprising the entire present Agreement, the terms and conditions set forth in this document shall take precedence.

1.03 NOTICE AND RESPONSE

A. Upon notification of Bidder being considered as a finalist, the Bidder shall provide to the Owner and Designer, within 48 hours, a current “Dunn and Bradstreet Supplier Evaluation Report” and other documentation as may be required of finalists herein and as requested by Owner and/or Bid Coordinator.

B. Bidder shall provide timely response to all requests from Designer and/or Owner regarding clarification and/or elaboration concerning, but not limited to its Bid as may be deemed relevant by the Owner and/or Designer.

1.04 PROTECTION AND SAFETY

A. Contractor shall continuously maintain adequate protection of all Work from damage and shall protect the Owner’s property from injury or loss arising in connection with the execution of the Contract. Contractor shall make good any such damage, injury or loss, except such as may be directly caused by agents or employees of the Owner. The Contractor shall adequately protect adjacent property as required by law, by the Contract Documents, or as otherwise required, to cause no damage to them during the execution of the Contract. This requirement shall also apply to structures above and below ground as conditions of the site require.

B. Contractor shall be solely responsible for, and have control over means, methods, techniques, sequences and procedures for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the contract. Contractor shall take all necessary precautions for the safety of employees and visitors on the site of the Project and shall comply with applicable provisions of federal, state, and municipal safety laws and building codes to prevent accidents or injury to persons on, about, or adjacent to the premises where the Work is being performed. Contractor shall erect and properly maintain at all times, as required by the conditions and progress of the Work, all necessary safeguards for the protection of workers and the community.

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C. Contractor shall vigorously defend any and all suits that may be brought against the Owner by any person and/or entity, whether in the employ of the Contractor or not, for damage to property, and/or injury or death to persons alleged or claimed to have been caused by or through the performance of work.

1.05 DRAWINGS DIAGRAMS AND ILLUSTRATIONS

A. Drawings, Diagrams and Illustrations are diagrammatic in nature and indicate general arrangement and nature of systems and work included.

B. Floor plan drawings are provided to assist the contractor in preparing documentation and reports as required herein.

PART 2 - MATERIALS

2.01 VOLUNTARY ALTERNATES AND SUBSTITUTION OF SPECIFIED

PRODUCTS

A. This Request for Bid describes a particular implementation. All Bids must provide pricing on the “base bid” as described herein. Voluntary alternatives providing comparable functionality with significant cost reduction and/or performance enhancement may be proposed. Voluntary alternatives are encouraged, but must be identified as “Voluntary Alternates” and detailed on unaltered Bid Forms contained herein. Voluntary Alternates may be further detailed and/or explained in attachments to the unaltered Bid Forms contained herein. Exceptions to the Request for Bid specifications must be clearly noted and explained for each Voluntary Alternate proposed.

B. No substitutions of specified products may be made without specific prior authorization by Designer and Owner. Individual bid divisions herein contain particular information related to acceptable manufacturer and product requirements.

C. Trade-in, equipment/license exchanges or other return allowances shall be provided in base bid for a net cost total to Owner on bid forms.

PART 3 - EXECUTION

3.01 EXAMINATION OF DOCUMENTS AND SITE

A. Bidders shall carefully examine the Contract Documents and the construction site to obtain first-hand knowledge of existing conditions and requirements.

No plea of ignorance of conditions that exist, or any other relevant matter concerning work to be performed in the execution of work will be accepted as justification for failure to fulfill every detail of all requirements as described herein.

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3.02 QUESTIONS, INTERPRETATIONS AND ADDENDA

A. Any bidder finding discrepancies between Drawings, Specifications and/or Bid Documents, or be in doubt as to the exact meaning of any provision or detail shall notify the Designer at once, and before the deadline for Questions and Clarifications. The Designer may then, at their option, issue Addenda clarifying same. The Designer is not responsible for oral instructions, or Bidder’s/Contractor’s misinterpretations of Drawings, Specifications and/or Bid Documents.

B. The Designer reserves the right to issue Addenda at any time up to thirty-six

(36) hours prior to the scheduled bid opening. All such addenda shall become, upon issuance, an inseparable part of the Specification/Contract Documents.

Each bidder shall incorporate within their bid all costs for items listed in any/all Addenda, and shall acknowledge receipt and identifying number of each Addendum on the Bid Form and on the outside of the sealed bid container.

C. Addenda will be forwarded to each bidder who has received a copy of the Bidding Documents and has submitted “Intent to Bid Form” in addition to being posted publicly.

3.03 BID SECURITY, BONDS AND INSURANCE

A. Bid Security, Performance and Payment Bonds are required on this project.

1. Bid security equal to five percent (5%) of the bid amount must accompany each bid in accordance with the Instruction to Bidders.

a. Bid security shall be either a Bid Bond issued by a company licensed in the State of Michigan to furnish bid security or Certified Check made payable to the Owner.

B. The selected Contractor will be required to provide a performance bond and a payment bond each in an amount equal to one hundred percent (100%) of the bid amount including any accepted alternates at the Owner’s discretion.

1. The surety of the performance bond shall remain in effect until all acceptances and final contract close-out requirements herein have been executed by the Owner.

C. Contractor shall provide, prior to beginning any work at the sites, certificate of insurance for delivery to Owner indicating all required insurance coverage is in force.

1. Workers’ Compensation and Employer’s Liability Insurance

a. Coverage A – Statutory

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b. Coverage B - $1,000,000 Per Accident

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

a. Each Occurrence - $1,000,000

b. General Aggregate - $2,000,000

c. Products & Completed Operation Aggregate - $2,000,000

d. Personal Injury & Advertising Injury - $1,000,000

e. Fire Legal - $100,000

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

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

a. Bodily - $1,000,000 each Person and $1,000,000 each Occurrence

b. Property Damage - $1,000,000

5. Furnish Owner with Contingent Liability Insurance Policy with coverage and liability limits the same as for Public Liability Insurance specified herein. Designate on policy as assured, only the Owner.

6. Furnish Owner with Contingent Property Damage Insurance Policy with coverage and liability limits the same as for Property Damage specified herein. Designate on policy as assured, only the Owner.

7. Policies shall include notification clause requiring ninety (90) days written notice to Owner in the event of policy cancellation, expiration, non-renewal, coverage reduction or other material change.

8. Contractor shall not commence work under the Contract until after all insurance required herein as been obtained and certificates for such are approved by Owner.

D. All such bonds and/or insurance shall be issued by surety licensed by the State of Michigan and acceptable to the Owner.

1. Insurance certificate(s) shall be signed by insurance agent licensed in the state of Michigan or a representative of the insurance company.

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E. Contractor agrees to indemnify and hold harmless the Owner and Designer, including their agents and employees, from and against all claims, damages, losses and expenses, including, but not limited to, attorney fees arising out of, or resulting from the performance of the work to the fullest extent allowed by law on a comparison basis of fault.

3.04 MODIFICATION AND WITHDRAWL

A. Bids may be withdrawn and/or changed any time prior to the deadline for submission of bids. Bids may not be withdrawn or changed thereafter and shall be deemed a form offer continuing for ninety (90) calendar days. Bids receive after the deadline for submission will be returned unopened at the Owner’s discretion.

B. Withdrawal of any Bid after the opening time without specific approval by Owner may result in forfeiture of required bid security by Bidder.

3.05 CODES, ORDINANCES, REGULATIONS AND RELATED

A. All labor and materials shall be furnished and installed in strict accordance with the latest applicable codes, ordinances and regulations of any governing body having jurisdiction over this project.

B. In the event the quality of labor and materials required by the Drawings and Specifications herein exceeds requirements of current applicable codes, ordinances and regulations, the Drawings and Specifications shall take precedence.

C. In the event the quality of labor and materials required by current applicable codes, ordinances and regulations having jurisdiction over this project exceeds that of the Drawings and Specifications herein, the applicable codes, ordinances and regulations shall take precedence.

D. The Contractor shall give all notices and comply with all codes, laws, ordinances, rules and regulations of any authority having jurisdiction, which bears on the performance of its work. This compliance includes, but is not limited to, the Michigan School Safety Initiative (PA129, PA130, PA131 and PA138) if applicable to work being performed.

E. The Contractor shall pay for all licenses, permits, taxes, and fees required for this project; and shall comply with all federal, state, local and Owner’s codes, laws, ordinances, regulations and other requirements applicable to the work specified at no additional cost to the Owner. Contractor shall submit copies of all approved certificates and approvals to the Owner upon receipt.

3.06 SUB-CONTRACTOR AND MATERIAL SUPPLIER

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A. The successful Bidder shall submit to the Owner and Designer a complete list of all sub-contractors and all material suppliers proposed to engage on the work. Sub-contracts shall not be awarded until after they have been approved by the Designer and Owner.

B. Finalist bidders may be required to submit additional details related to sub-contractors and suppliers within forty-eight (48) hours after the bid opening.

C. Names of any principal sub-contractors must be listed on the Bid Form.

D. All contracts made by the successful Bidder with Subcontractors shall be covered by the terms and conditions herein. The successful Bidder shall see to it that Subcontractors are fully informed in regard to these terms and conditions, and shall bind all subcontractors to the same terms and conditions.

Failure to do so will absolve the Owner from any liability for additional cost due to subcontractor claims for additional cost, time or any claim(s) for additional cost by subcontractor(s).

3.07 BID RESPONSE FORMAT

A. Bidder shall provide complete Bid copies in two formats as described herein.

1. One (1) Hard copy format responses shall be in a bound tabulated format.

Each response shall have tab indicators for each section.

2. One (1) Electronic copy format responses shall be submitted on a USB Drive, readable by a standard Microsoft Windows 11 workstation.

Electronic media shall contain separate folders to organize response documentation as described herein. Files submitted electronically shall be Adobe Acrobat “PDF” format (SCHEDULE OF VALUES is additionally required to be on the USB drive in the appropriate folder as a spreadsheet and as described herein).

B. All Bid Response formats shall be clearly externally marked to include, but not be limited to:

1. Bidder identification.

2. Project Owner identification.

3. Project name.

4. Bid submission date.

C. Bid Responses shall include an index containing copies/PDF of a complete index of documents comprising Bid Response. Responses shall include, but not be limited to the following tabbed/folder sections:

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1. Section 1 – Forms, which shall contain copies/PDF files of all required and completed bid forms.

a. BID FORM

b. Michigan Familial Relationship Disclosure Statement

c. Iranian Linked Business Affidavit

d. REFERENCES

e. CONTRACT EXCEPTIONS

f. SCHEDULE(s) OF VALUES

g. BID BOND

2. Section 2 – Overview, which shall contain copies/PDF files of cover letter and/or executive overview.

3. Section 3 – Submittals, which shall contain copies/PDF files of all required and voluntary submittals.

4. Section 4 – Appendices, which shall contain copies/PDF files of other reference materials Bidder wishes to, or is required to submit.

3.08 AWARD OF CONTRACT

A. The material proposed to be used for the completion of work, and the competency, solvency and responsibility of bidders will receive due consideration before award of contract. In the reception of bids for this work, the Owner incurs no obligation to accept the lowest, or any bid submitted. The right to accept or reject any and all bids or portion thereof is reserved by the Owner. The Owner reserves the right to require testimonial, accounting or legal documents pertaining to the solvency of a Contractor, or any other decision factor the Owner deems appropriate, prior to award of contract.

B. Owner reserves the right to select individual components from schedule of values independent of installation as may be determined in Owners best interest. Selected bidder may be required to install selected components provided by others.

C. Issuance of a Purchase Order by Owner in response to a valid bid shall be a Notice to Proceed, and shall become part of, but not limited to, all terms, conditions and requirements herein. Notice to Proceed shall have the full effect of contract award, and shall make all terms, conditions, requirements and responsibilities of Bidder binding upon issuance. Notice to Proceed, once

00 21 13 - 28 issued, shall become an inseparable part of the contract documents herein, and constitute both Bidder and Owner’s acceptance of contract.

3.09 TIME, SCHEDULES, PROJECT MANAGEMENT, MEETINGS AND PLANS

A. Time is of the essence on this project. Award of contracts for this project will be contingent on the bidder’s agreement to complete the work on or before the contract completion date stated herein.

B. All Contractors will commence work in such a manner and at such a time as to expeditiously interface with the work of other Contractors, and will pursue the project diligently to completion. All Contractors will work in a cooperative manner with Owner and other Contractors.

C. Contractor shall appoint an overall Project Manager acceptable to Owner, with skills and experience deemed appropriate by the Owner for the scope and size of the project. Project Manager shall be responsible for the scheduling of all Contractor resources and attending all project meetings. Upon notification of Bidder being considered a finalist, the Bidder shall submit professional resume of proposed Project Manager within forty-eight (48) hours.

1. Project meetings shall be conducted at Owner’s selected and identified location weekly and at Owner’s and/or Designer’s discretion.

2. Within five (5) days of Notice to Proceed (issuance of a Purchase Order by the Owner), Contractor’s Project Manager shall provide to the Owner a critical flow path in the form of a “Gantt Chart” (or equivalent) indicating the proposed sequence of events and approximate beginning and completion dates in accordance with, compliance to, and coordinated with requirements herein.

3. Changes of the Project Manager during the project shall not be acceptable without prior written approval from the Owner.

4. It is the responsibility of the Contractor’s Project Manager to schedule work, work out issues, ensure that all required products and services are delivered according to schedule and attend to any other matters required by the Owner in the interest of professional and timely completion of the project.

5. The appointed Project Manager, or a designee acceptable to the Owner, shall be in attendance of all project meetings throughout the term of the project. Failure to do so may be considered a material breach of contract.

6. After a ten (10) business day notice, the Owner reserves the right to request a new Project Manager, when it appears that, in the Owner’s sole discretion, the Project Manager is not fulfilling the full responsibilities of

00 21 13 - 29 the position. Failure by Contractor to provide adequate Project Manager meeting requirements of the Owner, may result in Contract termination.

3.10 CHANGES IN THE WORK

A. No changes in work with the effect of either increasing or decreasing in the project value shall be made without specific and prior authorization by the Owner and Designer.

B. Owner, without invalidating the contract and without notice to any surety, may at any time order extra work or make changes by altering, adding to or deducting from the work, the Contract Sum being adjusted accordingly. All such work shall be authorized by a written Change Order approved by Owner and Contract Designer. Upon receipt of such an order Contractor shall promptly proceed with the work involved. All such work shall be executed under the conditions of the original Contract. Owner authorized change order(s) may be issued at any time prior to Contract close out.

C. When so directed, Contractor shall promptly submit an itemized estimate and a unit price for performing or deleting such extra or changed work as may be contemplated. Any extensions or reductions of the contract time associated with extra or changed work shall be identified at the time Contractor submits such documentation.

D. At the Owner’s discretion, adjustments in the Contract Sum shall be determined by one or more of the following methods:

1. By mutual acceptance of a lump sum cost, including overhead and profit, itemized and supported by sufficient substantiating data to permit evaluation.

2. By unit prices stated in the Contract Documents including, but not limited to, Schedule of Values.

3. By unit prices mutually agreed upon.

3.11 PAYMENT REQUESTS AND PAYMENTS

A. Contractor’s invoices shall be submitted monthly in correlation with the Project Schedule indicating percentage of work completed.

B. All contract and change order invoices shall be sent directly to Contract

Designer.

C. A 10% retainage shall be held back on all payment requests, including, but not limited to hardware, software, change orders and services, until final completion and close out of the project or project phase as determined by Owner and Designer.

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D. Contractors are required to submit all invoices on approved AIA Payment

Request Forms or other billing format pre-approved by Contract Designer.

Each AIA Payment Request Form shall be accompanied by a properly completed, executed and notarized Waiver of Lien which shall be in a format and contain verbiage approved by Owner.

E. The Contract Designer and Owner shall process payment requests on a monthly schedule and in accordance with their respective established processes and procedures. Payments will be made by the Owner based only on AIA Request Forms having been previously certified, audited and approved by Contract Designer and accompanied by acceptable Waiver of Lien.

CONTRACT CLOSE-OUT

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SECTION 00 65 00

CONTRACT CLOSE OUT

1.01 WORK INCLUDED

A. Provide an orderly and efficient transfer of the completed work to Owner.

B. Details affecting work of this Section includes, but is not limited to all other Sections herein and all related Contract Documents.

C. Activities relative to Contract close-out are described in, but not limited to, this and other Sections of this document.

1.02 SUBSTANTIAL COMPLETION

A. “Substantial Completion” shall be defined as:

1. All responsibilities of Contractor for all provisions and requirements of all divisions and sections of complete Contract herein, and as amended, are properly and fully completed or properly, accurately and acceptably provisioned for.

2. All systems, equipment, facilities, services, programming and/or components required by all divisions and sections of complete Contract are fully operational, acceptable and useful to the Owner for their intended purposes.

B. Prior to requesting inspection by Designer to certify Substantial Completion, Contractor shall use adequate means to assure the Work is completed in accordance with the specified requirements and is ready for such inspection.

PART 2 - MATERIALS

2.01 NOT USED FOR THIS SECTION

PART 3 - EXECUTION

3.01 PROCEDURES

A. Contractor shall submit a written request to Designer indicating they have achieved Substantial Completion of Work.

B. Within a reasonable time after receipt of the request, Designer will inspect Work to determine status of completion.

C. Should Designer determine the Work is not substantially complete:

CONTRACT CLOSE-OUT

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1. Designer promptly will so notify Contractor, in writing giving reasons therefore and providing sufficient details to allow Contractor to make corrective actions.

2. Contractor shall then expeditiously remedy the deficiencies and notify Designer in writing when ready for re-inspection.

3. Designer will re-inspect the Work.

4. Excessive re-inspections of Work may result in fees being assessed Contractor.

D. Should Designer concur the Work is substantially complete:

1. Designer will prepare a letter of Substantial Completion.

2. Designer will submit the letter to Owner and Contractor.

3. Contract shall be deemed “Closed Out” for retainage purposes.

4. Final Acceptance of the system shall be deemed complete.

MULTI-FUNCTION PRINTERS

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SECTION 27 43 13

PART 1 - GENERAL

1.01 DESCRIPTION OF PROJECT

A. Work described in this specification section pertains to replacements of existing multifunction printers, scanners, facsimile and copier equipment (MFP) and operational management controls intended to be used for instructional and administrative applications by Owner.

1. Owner intends to purchase new units to replace existing building copiers / multi-function printers across the district.

2. Owner intends to re-deploy the existing output control and management application with new credential readers to provide for output security and tracking across the MFP fleet.

B. Contractors shall propose methods, services and systems and/or components to be deployed using standard procedures and technology components and as specified herein. The system components are intended to be installed and connected to the owner’s existing physical Ethernet infrastructure and as specified herein.

1. Owner will provide adequate standard connections and cable routing for the number and locations of devices specified herein except as expressly noted otherwise.

2. System operation, support and control components shall be physically installed on Contractor provided cabinets, if appropriate, that orient the equipment at a proper operating height for its intended application.

Contractor shall provide and attach power conditioners, connectors and network cables to outlets. Connection cable lengths shall not exceed eight

(8) feet for power and Twenty (20) feet for Ethernet network (UTP category 6 patch cable).

C. Contractor shall advise, coordinate and work cooperatively with Owner representatives or owner’s designee related to any configuration changes required and/or proposed for Owner’s existing physical infrastructure.

D. The Contractor shall configure, connect, test, document and warrant a fully compliant system and/or component connection to the system complete and with full functionality as specified herein. Work described in this section requires the full installation, implementation and warranty service for new equipment.

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E. Contractor shall coordinate their work and testing with other contractors, Designer and the Owner as is appropriate.

F. The Contractor shall configure, supply, test, document, train Owner representatives and warrant a fully operational and compliant system and/or component connection to the system complete and with full functionality as specified herein.

G. Contractor shall coordinate their testing and delivery with other contractors, Designer and the Owner as is appropriate.

1. Contractor shall deliver components as specified to individual building staging location/room inside as identified and coordinated by Owner.

Delivery to the individual building locations for Owner unloading will not be accepted.

a. Loading dock facilities, pallet lift equipment, or related material handling equipment/facilities are not available at any site of work.

2. Delivery shall be coordinated with Owner, Designer and others based on specific release schedule of materials on a building basis and as directed, required and published by Designer and Owner.

a. Complete shipment of all materials at one time will not be accepted.

H. Contractors shall provide a consistent discount from current published US List prices for all products…