Buchanan Softball Well Irrigation RFP.pdf

REQUEST FOR BIDS

Buchanan High School

Softball Irrigation/Well Installation

Bid Due Date: Monday, November 30, 2026 at 2:00 P.M.

local time

Contact:

David Short

Facilities Supervisor dshort@buchananschools.com

Buchanan Community Schools 401 W. Chicago St.

Buchanan, MI 49107

TABLE OF CONTENTS

Section 1: General RFB Information

Introduction Pre-bid Meeting 3

Section 2: Bid Preparation Information Bid Bond3-4BidDevelopmentCosts4BidSubmittal Requirements 4 Other Bid Submittal Requirements 5 Minimum Contractor Qualifications 5 Non-collusion Certification 5 Questions and Clarifications of RFB 5 Sales Tax Exemption 6 Warranty 6

Section 3: Bid Submission Information Bid Submission 6-7 Bid Withdrawal 8

Section 4: Bid Award Information Reservation of Rights 8 Bid Rejection Causes 9

Section 5: Other Information Contract 10 Contractor Responsibilities 10 Contract Termination 11 Indemnification 11 Insurance 11 Liquidated Damages 12 Prevailing Wages 12

Section 6: Project Specifications General Information12 Project Schedule 13

Section 7: Scope of Work Summary 13

Section 8: Appendices AppendixA Bid Cover Sheet 15 AppendixB Acknowledgement of RFP Addenda 16 AppendixC Cost Sheet 17-18 AppendixD Payment Terms 19 AppendixE Exceptions to Bid Specifications 20 AppendixF Familial Relationship Affidavit 21 AppendixG Non-collusion Affidavit 22 AppendixH Project Schedule 23 Appendix I Iran Economic Sanctions Act Certification 24 Appendix J Maps 25 Appendix K References 26 Appendix L Form of Contract 27

1: General RFB Information

INTRODUCTION

The Board of Education ofBuchanan Community Schools(“BCS” and “the District”) is requesting bids for the installation of a well and irrigation system for the softball field from capable contracting firms that have demonstrated successful experience completing similar projects.

The project includes the installation of an irrigation system and well for the complete softball field.

Responses to this Request for Bids (RFB) will be used by BCS to select a qualified contracting firm to perform the following:

•furnish parts and provide labor for installationof irrigation well large enough to handle the requirements of watering the softball field and additional area between the softball and baseball fields at a later date

•provide and connect irrigation system to HunterICC2Flowcontroller in softball concession stand building •Coordinate with district selected electrical contractorto get power to well and controller

The desired outcome is to provide Buchanan Community Schools with a complete irrigation system for the softball field, and allow for potential expansion of the system to cover additional field between baseball and softball field at a later date.

PRE-BID MEETING

An optionalbut recommendedpre-bid meeting will beheld on October 29, 2026 at 3:00 pm at the Buchanan High School softball field located at 401 West Chicago St., Buchanan, MI 49107 (West side of the high school down the hill off of Smith Street). Attendance at this meeting is recommended, but not required. No individual appointments subsequent to this meeting will be held. The purpose of this meeting is to discuss the requested bid with prospective bidders and to answer any questions concerning this RFB. Questions regarding the RFB process, after the date of this pre- meeting will be handled as stated later in this RFB.

Section 2: Bid Preparation Information

BID BOND

If the total amount bid exceeds $32,306 (which it will for this project), the bidder must include either of the following with its bid:

•A bid bond for at least 5% of the total bid amount(preferred method)

Or…

•A cashier’s check payable to Buchanan CommunitySchools for at least 5% of the total amount bid (acceptable alternative method); this check will be returned to the bidder within 14 days of the bid award.

The bid security of the successful bidder shall be forfeited to the District, as liquidated damages and not as a penalty, if the bidder withdraws its bid after the bid due date or, after award, fails to execute the form of contract (Appendix L) and furnish the required bonds and certificates of insurance.

BID DEVELOPMENT COSTS

Any costs incurred by the bidder for preparation or submission of a bid shall be the bidder’s sole responsibility. BCS assumes no responsibility or liability for costs incurred by a bidder prior to the execution of a contract. The liability of BCS is limited to the terms and conditions outlined in the awarded and executed contract.

BID SUBMITTAL REQUIREMENTS

All submissions shall address the following items in the order listed below and shall be designated A.

through G in the submission document:

A.Bid Cover Sheet- See Appendix

B.Description of Firm and Experience- Provide anoverview regarding the size of your business, location, proof of licensure and insurance to perform work of this type in the State of Michigan, years in business, staffing capabilities, and specialized in-house expertise in projects of this size and scope.

C.Project Schedule- Describe your firm’s abilityto meet the restrictive schedule associated with this project.

D.Project Specification Recommendations- Identifythe specific irrigation sprinkler heads that your company would recommend for this project.

E.References- Please provide a minimum of three(3) professional references, with greater preference given to those references that are associated with public school projects successfully completed in Michigan.

F.Affidavits, Certifications, and Other -Provideany additional information on firm's resources or experience that may be pertinent to this RFB. This section shall also include all required affidavits, and certifications.

G.Cost Sheet– The Cost Sheet must be submitted atthe time of bid submission. The cost sheet form (please see appendix) included in this document should be the format in which bids are submitted.

OTHER BID SUBMITTAL REQUIREMENTS

The contractor must provide the following information as part of the RFB submission process:

● Complete installation specifications and technical guidelines of the recommended irrigation system.

● In an effort to provide quality assurance the bidder shall state if the recommended irrigation well will be installed by the bidder, and if a subcontractor is used, the bidder assumes all responsibility for the project.

● Provide warranty information that would be expected upon the successful completion of the recommended well/irrigation system installation.

MINIMUM CONTRACTOR QUALIFICATIONS

Bidders must have at least five years of experience satisfactorily completing similar projects.

Bidders must have successfully completed at least five similar projects in the past five years.

Bidders must not currently be debarred, suspended, proposed for debarment, or be declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal departments or agency. Submission of a bid in response to this RFB serves as confirmation that the bidder holds all of licenses and certifications necessary to perform the work specified in this RFB, and bidders must notify BCS if bidder has any change in this status.

Without limiting the foregoing, the bidder (or its identified well drilling subcontractor) must be currently licensed and registered with the State of Michigan as a well drilling contractor and, as applicable, a pump installer, and must hold any other license required for the work, including any plumbing license required for connections to a potable water system.

NON-COLLUSION CERTIFICATION

By submitting a bid, the bidder certifies, and in the case of joint bid, each party thereto certifies as to its own organization, that in connection with this bid:

● They have arrived at the fees in the bid independently, without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such fees with any other bidder or with any competitor.

● Unless· otherwise required by law, the fees which have been quoted in the bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to award directly or indirectly to any other prospective bidder or to any competitor.

● No attempt has been made or shall be made by the bidder to induce any other person or firm to submit or not submit a bid for the purpose of restricting competition.

● Each person signing the bid certifies that she or he is the person in the bidder's organization responsible within that organization for the decision as to the fees being offered in the bid and has not participated (and will not participate) in any action contrary to the above.

QUESTIONS AND CLARIFICATIONS OF RFB REQUIREMENTS

Emailed questions and inquiries will be accepted from any and all prospective Bidders in accordance with the terms and conditions of this RFB.

If any prospective bidder is in doubt as to the true meaning of any portion of this RFB, or if any prospective bidder finds any ambiguity, inconsistency or omission therein, the prospective bidder shall make a written request for an official interpretation or correction. All such requests must be emailed to David Short, Facilities Supervisor, Buchanan Community Schools atdshort@buchananschools.comby 5:00 pm on November 17, 2026. All questions submitted via email must have the following in the subject line:High School Softball Irrigation RFB.

Interested firms or teams are to communicate solely with the individual listed above. No contact is to be made with any other official or consultant of the school system unless specifically directed by the Facilities Supervisor, who shall serve as the sole point of contact between any interested parties and the District on all communications during the RFB process.

Any changes or corrections, as well as any additional RFB provisions that BCS may decide to include, will be made only as an official addendum that will be posted to the State of Michigan SIGMA website and the BCS web site,www.buchananschools.com,for all parties to download.

It shall be the bidder's responsibility to ensure they have received all addendums before submitting a bid. Any addendum issued by the BCS shall become part of the RFB and will be incorporated in the bid.

Each bidder must, in its response, to avoid any miscommunications, acknowledge all addenda which it has received, but the failure of a bidder to receive, or acknowledge receipt of any addenda shall not relieve a bidder of the responsibility for complying with the terms thereof.

SALES TAX EXEMPTION

BCS is tax exempt from sales tax. The bidder, if awarded a contract for this work, shall be responsible for all "sales taxes" and "use taxes" as applicable to this work. The selected contractor will be liable for any sales taxes incurred for purchases related to this project.

WARRANTY

The bid shall include the proposed manufacturer’s warranty along with any information/pricing on available extended warranties. Please include a detailed description of the Owner’s responsibilities or obligations throughout the warranty period. The bid shall include the history of warranty issues and or recalls and how these have been addressed.

At a minimum, the successful bidder shall warrant all work, materials, and equipment against defects for a period of one (1) year following final completion (including settlement of trenches and backfill), shall correct defective work as provided in the form of contract (Appendix L), and shall assign all manufacturer warranties to the District. Bidders may offer a longer warranty period.

Section 3: Bid Submission Information

BID SUBMISSION

All bids are due and are to be delivered to the Business Office of Buchanan Community Schools before 2:00 pm, November 30, 2026. Any late bids will be returned to the bidder unopened.

Bids maynotbe delivered orally, by facsimile transmission,or by other electronic means.

Each bidder must submit one (1) original bid, and two (2) additional bid copies. All submitted bids must be clearly marked:High School Softball IrrigationBid, and include the bidder’s name and address.

All bids must be securely sealed and labeled as directed below.

Bids must be addressed and delivered to:

Buchanan Community Schools High School Softball Irrigation Bid

Attn: David Short Business Office

401 West Chicago St.

Buchanan, MI 49107

All bids received on or before the due date and time will be considered and will be opened publicly immediately following the 2:00 PM deadline on November 30,2026. Normal business hours are 8:00 a.m. to 4:00 p.m. Monday through Friday, excluding holidays. BCS will not be liable to any bidder for any unforeseen circumstances, delivery or postal delays. Postmarking on the due date will not substitute for receipt of the bid.

Additional time will not be granted to a single bidder; however, additional time may be granted to all bidders when BCS determines that circumstances warrant.

Each bidder is responsible for timely submission of their bid.

Bidders must submit one (1) original and one (2) copies of its bid.

The original bid must be signed in ink by an official authorized to bind the bidder to its provisions for at least a period of one hundred and twenty (120) days from the due date of this RFB. All bids shall be valid and constitute an irrevocable offer to contract on the terms and conditions throughout this time period.

Failure of the successful bidder to accept the obligation of any subsequent contract may result in the cancellation of any award.

In the event it becomes necessary to revise any part of the RFB, addenda will be provided.

Deadlines for submission may be adjusted to allow for revisions.

Bids should be prepared simply and economically providing a straightforward, concise description of the requested information included in this document. The bid shall be no more than 75 pages long (excluding manufacturer product information). Bids should not include any plastic covers, bindings, or other non-recyclable materials. All sealed envelopes for the formal bid must be clearly marked"High School Softball Irrigation Bid".

All bids, submissions and/or follow-up documentation shall become the property of the District upon receipt, whether awarded or rejected.

Costs other than those included in the bid submission will not be allowed unless authorized by the contract.

All information in a bid is subject to disclosure under the provisions of the "Freedom of Information Act."

This act also provides for the complete disclosure of contracts and attachments thereto except where specifically exempt.

No immediate decisions will be made upon submission of the bids, as all bids must be reviewed and evaluated before an award recommendation is made to the Board of Education.

The anticipated start of the project is between June 14, 2027 and June 30, 2027, inclusive, with completion by July 30, 2027.

The Board of Education reserves the right to accept or reject bids on each item or service separately or as a whole, to reject any or all bids, to waive informalities or irregularities, and to contract in the District’s best interests.

Each bidder, by submitting a bid, releases the District, its Board of Education, and its officers, employees, and agents from any and all claims arising out of or related to this RFB, the bid process, and the selection of a contractor.

BID WITHDRAWAL

Bids may be withdrawn by written request before the scheduled closing time for receipt of bids.

Requests for modification must be in writing, executed by a person with authority, and submitted in the same manner as set forth above.

Section 4: Bid Award Information

RESERVATION OF RIGHTS

The BCS Board of Education reserves the right to reject any and all bids, to waive informalities or irregularities, and to accept the terms or conditions of any bid determined by BCS to be in the best interests of BCS.

The Board of Education or its designee reserves the right to disqualify any bidder at any time prior to final action by the Board of Education.

The District at its sole discretion reserves the right to the following:

● To reject any bid and waive any formalities, informalities and/or technicalities therein.

● To change and/or cancel in part or in its entirety any elements of this RFB.

● To request additional information, interviews and/or clarifications from any or all bidders to this RFB, and to visit the bidder’s place of business or other projects, to contact any references and to collect any other information required during the evaluation process.

● To contact any bidder and allow a bidder to correct any and all formalities and technicalities that may be in the best interest of the District.

BID REJECTION CAUSES

In the District’s sole discretion, causes for rejection of bid may include, but are not limited to, the following reasons which shall be conclusive of a bidder’s lack of responsiveness, lack of responsibility or both:

● Submission of the bid after the bid deadline;

● Submittal of an irregular bid;

● Failure to submit a bid bond or acceptable alternative specified herein

● Failure by bidders to submit the bid prior to the stated time and date for receipt of bids;

● Failure by bidder to provide all information required of the bid specifications;

● The quote shows any noncompliance with applicable law;

● The quote is conditional, incomplete, or irregular in such a way as to make the bid indefinite or ambiguous;

● Failure by bidder to comply with the requirements of the bid instructions;

● Determination by the district that the bidder has placed conditions on or qualified its bid;

● Failure to meet the minimum qualifications;

● Discovery of any alteration, interlineations, or erasures of any project requirement by the bidder;

● Evidence of collusion among bidders. For purposes hereof, collusion means the unlawful communication between companies not under common ownership;

● Delivery of the RFB to any location other than the address listed on this RFB; or

● The bidder is debarred or suspended.

Section 5: Other Information

CONTRACT

The form of contract the District will use for this Project is attached as Appendix L. Bidders must identify any exceptions to the form of contract in their bids; otherwise, the bidder will be deemed to have accepted the form of contract in its entirety.

Notwithstanding the foregoing, the District reserves the right to further modify the form of contract in its sole discretion. Selection of a bidder, or Board of Education action to award a bid, does not create a contractual relationship between the District and the bidder. No contract shall exist until the final written contract is approved by the Board of Education and signed by both

Parties.

The initial contract price will be based upon prices submitted by the bidder, subject to contract negotiations with the District and shall be firm for the life of the contract.

The District reserves the right to add, delete, or modify terms and conditions during contract negotiations. The terms and conditions of this RFB and the successful bidder’s bid will be incorporated into the contract.

The terms and provisions of this RFB, and any ensuing contract, shall be governed by and construed in accordance with the laws of the State of Michigan.

CONTRACTOR RESPONSIBILITIES (partial list)

It is the responsibility of each bidder before submitting a bid to:

1. Examine thoroughly the RFB.

2. Promptly notify the District of all conflicts, errors, ambiguities, or discrepancies that the bidder has discovered in the RFB documents.

3. Visit the site to become familiar with and satisfy the bidder as to the general, local, and site conditions that may affect cost, progress, performance, or furnishing of the work.

4. Consider federal, state, and local laws, codes, and regulations that may affect cost, progress, performance, or furnishing of the work.

5. Obtain all permits and approvals required to proceed with the work.

The selected bidder will be required to provide BCS with an IRS form W-9 before a purchase order can be issued for this project.

Before beginning work, and before issuance of the Notice to Proceed, Contractor shall furnish to the District the following:

● Duly executed payment bond from surety licensed in Michigan in an amount equal to 100% of the contract price.

● Duly executed performance bond in an amount equal to 100% of the contract price, both in accordance with MCL 129.201et seq.

The Contractor will be responsible for preventing damage to existing surroundings. The Contractor will be responsible for resolving any damage caused by the Contactor and his/her employees to the satisfaction of the District.

CONTRACT TERMINATION

The District may terminate any resulting contract as provided in the form of contract (Appendix L), including for convenience upon seven (7) days written notice, and may correct deficiencies in the work at the Contractor’s cost.

INDEMNIFICATION

The Contractor will act in an independent capacity and not as an officer or employee of the District.

The Contractor shall indemnify, defend and hold harmless the District, its boards, employees, and representatives from liability and from any and all claims, actions, suits, judgments, losses, and expenses including claims, costs, attorney fees and damages arising as a result of negligent acts and/or omissions by the Contractor or its agents, members, partners, associates, or employees in the performance of this contract or the contractor’s breach of any agreement arising out of this RFB.

INSURANCE

Bidders must hold all licenses and registrations required to perform the work (see Minimum Contractor Qualifications) and carry Michigan workers’ compensation insurance as required by law. The required bond envelope shall contain a copy of the Contractor’s License or Certificate of Renewal as required by law. Bids shall include copies of such licenses and registrations.

The bidder and any subcontractors must also adhere to the above licenserequirementsandmust furnish a copy of their Michigan workers’ compensation and liability insurance policytotheDistrict before beginning work at the site.

Before beginning work, and before the issuance of the Notice to Proceed, Contractor shall provide the following to the District:

• Certificates of Insurancedemonstratingthatallrequiredcoveragesareinplace,includingthe namingofBCSasanAdditionalInsuredunderanyandallinsurancerequiredforthisproject.

Confirmationofthisshallappearonallcertificatesofinsuranceandonanyandallapplicable policies. Note: All insurance required by the contract shall be maintained during the entire length of the contract, including any extensions thereto, and until all work has been completed to the satisfaction of BCS.

At a minimum, the Contractor shall maintain the following insurance from insurers licensed in

Michigan: commercial general liability of $1,000,000 per occurrence and $2,000,000 aggregate

(including products/completed operations); automobile liability of $1,000,000 combined single limit;

worker’s compensation at statutory limits and employer’s liability of $500,000; and umbrella/excess liability of $2,000,000. The District shall be named as an additional insured on the general liability, automobile, and umbrella policies, and the Contractor’s coverage shall be primary and non-contributory.

LIQUIDATED DAMAGES

Liquidateddamagesattherateof0.10%ofthebasebidamountpercalendardaymaybeassessedby theDistrictforworkthatisnotcompletedandacceptedwithinthedeadlineidentifiedinthisRFB,atthe District’s discretion.

Example:

Base bid $150,000 Liquidated damages daily rate: X 0.10% Liquidated damages per day = $150 per day with a maximum of $3,000

Section 6: Project Specifications

General Information

1. The softball field will be available for inspection from November 3, 2026 through November 23, 2026. Bidders may visit the softball field from 8:00 AM to 2:00 PM with an appointment. Please call the Facilities Office at 269-695-8464 to make an appointment.

2. Bid will include all fees, material, labor and equipment to install well and irrigation system.

3. Bidders shall assume all responsibility for obtaining and verifying measurements of field area.

4. Selected bidder shall work with District staff to keep disruption of school grounds to a minimum.

5. Contractor will ensure that work is performed safely and in accordance with OSHA regulations and district policy.

6. The proper disposal of litter and debris collected from the work site is the responsibility of the

Contractor. Clean up and removal of construction debris shall be done on a daily basis.

7. The District is not responsible for tools, equipment, and/or material left on the job site.

8. Business hours are typically 7:30 AM to 4:00 PM local time unless otherwise indicated by an authorized District representative.

9. Contractor shall maintain a single point of contact on a 24-hour basis.

10.All personnel will be dressed in an appropriate manner. Attire not within the parameters of District standards will not be authorized.

11.The Contractor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by a District representative will be grounds for removal from District property.

12.Contractor’s employees are to be respectful to faculty, students and visitors; these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses and other such inquiries will be cause for the employee to be removed from the premises.

13.The Contractor and its subcontractors shall comply with the criminal history and background check requirements of the Revised School Code, MCL 380.1230 et seq., to the extent applicable to individuals working on District property, and the District may require the removal of any individual from the site.

PROJECT SCHEDULE (TENTATIVE)

The tentative schedule for this procurement is as follows:

● RFB release October 19, 2026

● RFB posting on SIGMA website October 19, 2026

● Advertise in Herald-Palladium October 22 and October 29, 2026

● Pre-bid meeting (at softball field West of high school down the hill off of Smith Street) October 29, 2026, 3:00 PM

● RFB questions due November 17, 2026 3:00 PM

● Answers to RFB questions provided November 20, 2026 5:00 PM

● Bids due and publicly opened Monday, November 30, 2026, 2:00 PM- - - - - - - - - - - - - - - - - -- - - - -

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -Bid review and analysis (internal) December 1 to 4, 2026

● Contractor selection/negotiation process December 7 to 9, 2026

● Board Finance Committee consideration December 15, 2026

● Board award December 15, 2026

● Softball area will be available to begin work June 14-30, 2027

● Substantial completion of project July 20, 2027

● Project’s final completion July 30, 2027

Section 7: Scope of Work

SUMMARY

The Board of Education ofBuchanan Community Schools(“BCS” and “the District”) is requesting bids for the installation of a well and irrigation system for the softball field from capable contracting firms that have demonstrated successful experience completing similar projects.

The project includes the installation of an irrigation system, well, and controller for the complete softball field.

The District doesnothave square footage data availablefor this field.

The contractor shall be responsible for all labor, materials, and equipment to provide the following:• Before Project Begins:

● Provide performance bond

● Provide payment bond

● Provide construction surveying, layout, and staking

● Provide all required submittals

● Obtain required permits/fees

● Provide MISS DIG notice before excavation, and locate District-owned private utilities(including existing irrigation, electrical, and field systems)

● If the design pump capacity of the well system alone or combined with other pumps on the

District’s property will be 70 gallons per minute (100,000 gallons per day) or more, run the proposed withdrawal through EGLE’s Water Assessment Tool and prepare the large quantity withdrawal registration for District approval and submission before installing the well (Part 327 of NREPA, MCL 324.32701 et seq.)

● Obtain any required permits or registrations and submit required records upon completion

● Provide project insurance, Supervision, and Mobilization.

● Provide drawings/aerial overlays of proposed layout of well, irrigation lines, and sprinkler head locations

During Project:

● Well:

o Install irrigation well in agreed upon pre-determined location o Work with district appointed electrical contractor to get power to the well and controller

● Irrigation System:

o Install irrigation system to allow for complete coverage of the softball field at pre-determined locations o Connect irrigation system to the irrigation well and controller

● Controller:

o Install new Hunter ICC2Flowcontroller in softballconcessions building o Work with district appointed electrical contractor to get power to the controller o Connect and test controller to ensure the system is working as intended

After Project:

● Test system in its entirety and check for leaks, sprinkler head issues, or controller problems

● Restore grounds to their pre-construction condition, putting down grass seed as needed

● Provide warranty information and/or maintenance manuals to District

● Provide full clean-up of premises before vacating project

● Provide training for maintenance staff and grounds contractor for controller operation

● Provide project ending punch-list before sign off

● Provide as-built drawings showing the well location, mainline, valves, wire paths, and zones

● Deliver all controller programming, software licenses, and administrator credentials, with any cloud or online accounts established in the District’s name

Section 8: Appendices

Appendix A Bid Cover Sheet Appendix B Acknowledgement of RFB Addenda Appendix C Cost Sheet Appendix D Payment Terms Appendix E Exceptions to Bid Specifications Appendix F Familial Relationship Affidavit Appendix G Non-collusion Affidavit Appendix H Project Schedule Appendix I Iran Economic Sanctions Act Certification Appendix J Maps Appendix K References Appendix L Form of Contract

Appendix A Bid Cover Sheet

BUCHANAN HIGH SCHOOL SOFTBALL IRRIGATION

DUE: By the bid closed meeting at 2:00 PM on November 30, 2026

The Bidder certifies he/she has familiarized him/herself with our specifications, has carefully read them and understands their contents. Any equipment furnished by the vendor will be in the style and quality requested.

VENDOR NAME:

VENDOR ADDRESS:

VENDOR PHONE:

VENDOR REPRESENTATIVE NAME: VENDOR REPRESENTATIVE EMAIL:

SIGNATURE OF AUTHORIZED VENDOR REPRESENTATIVE DATE The following documents have been included in this RFB Response.

□Description of Firm and Experience □Project Specification Recommendations □Project Schedule □Affidavits / Certifications

□Bid Cover Sheet □Acknowledgement of RFB Addenda □Cost Sheet □Payment Terms □Exceptions to Bid Specifications □Familial Relationship Affidavit □Non-collusion Affidavit □Project Schedule □Iran Economic Sanctions Act Certification □References

Appendix B

Acknowledgement of RFB Addenda

The undersigned acknowledges the bidder’s receipt of the following addenda to this RFB and has incorporated information or changes in said addenda within itssubmittal(ifnoaddendawerereceived, write “None” in the first blank):

Addendum No. __________ Dated: ___________ Addendum No. __________ Dated:

___________ AddendumNo.__________Dated:___________AddendumNo.__________

Dated: ___________ Addendum No. __________ Dated: ___________ Addendum No.

__________ Dated: ___________ Addendum No. __________ Dated: ___________

Addendum No. __________ Dated: ___________

Note:

It is the bidder’s responsibility to ensure it receives all addenda which are posted on the State of Michigan “SIGMA” website

Authorized__Signature

___________________________________________________ Date of

Signature ______________________________________________________

Authorized Official’s Name

_______________________________________________ Authorized Official’s

Job Title _____________________________________________

Business Name of Bidder ________________________________________________ (Signer must match authorized official shown on Bidder Informa

Appendix C Cost Sheet

Buchanan Community Schools High School Softball Irrigation

This form must be completed, signed, and submitted in a sealed envelope as part of your bid submission.

This cost sheet must include all requirements specified in the RFB. The costs proposed herein must include all profit, fees, permits, travel expenses, and all other expenditures. No additional payment will be made for related expenses or miscellaneous costs

Bidder agrees to perform all work as set forth in this request for proposals, and in accordance with the terms and consideration at the prices quoted on this form.

Base Bid (without any required or voluntary alternates):Cost to install irrigation well

$______________.00 Cost to install irrigation system for softball field $______________.00 Cost to install controller and connect to irrigation system and well $______________.00 Cost to lay grass seed from excavation $______________.00Subtotalof base bid subtotal (before including bonds) $______________.00Cost for performancebond (must be for at least 25% of base bid $______________.00 Cost for payment bond (must be for 100% of the contract price)

$______________.00Total base bid (sum of above)$______________.00

Also break down cost as follows (the total costs below should equal the total project cost above) withoutthe required bid alternates):

Also break down project cost as follows:

Labor: $__________________ Materials: $__________________ Other: $__________________ (e.g., payment bond, performance bond, and other)Total:

$__________________ (should equal the total base bid on previous page)

Brand/manufacturer name of sprinkler head : _______________________ Warranty period for this project: ________________ years

Bidder’sOptionalNotes and Clarifications:

Signature Section

Name of Bidding Company

_______________________________________________________ Name of Authorized

Bidder ______________________________________________________ Authorized Bidder’s

Signature ____________________________________________________ Date

Appendix D Payment Terms

This form must be completed, signed and included with the bid.

Please specify payment terms for this project. Payment terms must be consistent with the form of contract (Appendix L), under which the District will retain ten percent (10%) of each payment until final completion of the project, including the punch list.

Appendix E Exceptions to Bid Specifications

Instructions

Bidders must identify below any exceptions to this RFB, including the specifications and the form of contract (Appendix L). Any exception not identified below is waived, and the bidder will be deemed to have accepted this RFB and the form of contract in their entirety. Exceptions are not binding on the District unless expressly accepted by the District in the final contract.

RFB

PageException (if any)

APPENDIX F

Familial Relationship Affidavit

STATE OF MICHIGAN )) ss

COUNTY OF ______________ )

_________________________________ (Insert Name) being first duly sworn, deposes and says he/she is the _______________________.[Insert Title] of ______________________________ [Insert Company Name], (the "Bidder"), which has submitted to Buchanan Community Schools a

Bid to provide High School Softball Irrigation hereby represents and warrants, except as provided below, that no familial relationship exist between the owner(s) or any employee of the Bidder, and any member of the Board of Education of Buchanan Community Schools or the school district’s Superintendent.

(If no exceptions, please state)

List any Familial Relationships:

(If no exceptions, please state)

On this _____ [Day] day of ___________________ [Month], 2026, before me, a notary public, in and for ____________________________ [Insert County Name] County, __________________ ___________________________ [Insert Name] personally appeared, who made oath that he/she has read the foregoingFamilial Disclosure Affidavit,by him/her signed and that the contents thereof are true, except as to those matters stated therein to be based on information and belief, and as to those matters, he/she believes same to be true.

Notary Public State of Michigan My Commission Expires: _____________________ Acting in the County of _______________________

APPENDIX G

Non-collusion Affidavit

STATE OF MICHIGAN )) ss

COUNTY OF ______________ )

_________________________________ (Insert Name) being first duly sworn, deposes and says he/she is the _______________________.[Insert Title] of ______________________________ [Insert Company Name], (the "Bidder"), which has submitted to Buchanan Community Schools a Bid to provide High School Softball Irrigation.

Except as specified below, the Bidder constitutes the only firm having any interest in the Bid or in any Contract, benefit or profit which may, might or could accrue as a result of said Bid, said exceptions being as follows:

(If no exceptions, please state)

Affiant further states that said Bid is, in all respects, fair and is submitted without collusion or fraud; and that no employee, administrator or Board member of Buchanan Community Schools directly or indirectly interested in the Bid.

Affiant's Signature

On this _____ [Day] day of ___________________ [Month], 2026, before me, a notary public, in and for ____________________________ [Insert County Name] County, personally appeared.

____________________________ [Insert Name], who made oath that he/she has read the foregoing

Affidavit of Bidder - Non-Collusion, by him/her signedand that the contents thereof are true, except as to those matters stated therein to be based on information and belief, and as to those matters, he believes same to be true.

Notary Public State of Michigan My Commission Expires: _____________________ Acting in the County of _______________________

APPENDIX H

Project Schedule

This form must be completed, signed and included with the bid.

Phase DescriptionBidder’s Estimated DateBegin work

_____________________________________ Well Installation

_____________________________________ Irrigation lines installed

_____________________________________ Controller Installed

_____________________________________ System tested for leaks or failures

_____________________________________ Complete training for staff

_____________________________________ Complete project clean-up

_____________________________________ Complete punch list

APPENDIX I

Iran Economic Sanctions Act Certification

This form must be completed, signed and included with the bid.

I am the_[Job Title] of [Bidding Company], or Iam bidding in my individual capacity

("Bidder"), with authority to submit a bid for high school softball irrigation to the Buchanan

Community Schools. I have personal knowledge of the matters described in this

Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. ("Act"). I am fully aware that the school district will rely on my representations in evaluating the bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

Authorized Signature

Printed Name and Title

Date

APPENDIX J

Maps: High School Softball Field Location

Buchanan High School Site Buchanan High School 401 West Chicago St.

Buchanan, MI 49107

APPENDIX K

References

Buchanan High School Softball Irrigation

Reference 1

School District Name

_________________________________________________________ City, State, Zip

______________________________________________________________ Department

Name ___________________________________________________________ Contact

Person _____________________________________________________________

Telephone _________________________________________________________________

Installation Date

Reference 2

School District Name

_________________________________________________________ City, State, Zip

______________________________________________________________ Department

Name ___________________________________________________________ Contact

Person _____________________________________________________________

Telephone _________________________________________________________________

Installation Date

Reference 3

School District Name

_________________________________________________________ City, State, Zip

______________________________________________________________ Department

Name ___________________________________________________________ Contact

Person _____________________________________________________________

Telephone _________________________________________________________________

Installation Date

APPENDIX L

Form of Contract

CONTRACTOR AGREEMENT

This Contractor Agreement (“Agreement”) is made this _____ day of _________________, 20__ by and between Buchanan Community Schools, a Michigan general powers school district, whose address is 401 W. Chicago St., Buchanan, MI 49107 (hereinafter referred to as "Owner"), and _______________________________________________ (hereinafter referred to as “Contractor”), for the installation of a well and irrigation system for the Buchanan High School softball field (the “Project”) in accordance with the terms and conditions herein.

RECITALS

WHEREAS, Contractor is an entity which has represented to have the personnel, expertise, training, capacity and qualifications to timely and satisfactorily perform the Project in accordance with any plans, specifications, and manufacturer’s instructions applicable to the Project (the “Plans and Specifications”); and

WHEREAS, the Owner and Contractor desire to enter into this Agreement to memorialize the parties obligations with respect to the Project.

NOW THEREFORE, in consideration of the mutual promises and benefits contained herein, the parties agree as follows:

SECTION 1 – INCORPORATION OF DOCUMENTS

1.1 The following documents are incorporated by reference as if fully restated herein: (i) Plans and Specifications, (ii) any documents referenced in the Plans and Specifications, (iii) the Owner’s Request for Bids for the Project dated _________, 2026, including all addenda (the “RFB”), and (iv) the Contractor’s bid in response thereto (the “Bid”). This Agreement and the incorporated documents are collectively referred to as the “Contract Documents”. In the event of any inconsistency or ambiguity within, between, or among the Contract Documents, the provision that is more beneficial to the Owner (as determined in the Owner's sole discretion) shall be deemed to control.

SECTION 2 – DESCRIPTION OF SERVICES / RELATIONSHIP OF PARTIES

2.1 Contractor shall provide all design, installation, post-installation, and other services described in the documents identified in Section 1, as required by law, as may otherwise be subsequently agreed to by the parties in writing via amendment, and any related and incidental services necessary to properly and timely complete the Project (“Services”).

2.2 Contractor agrees that the individuals assigned to provide Services under this Agreement, whether by Contractor directly or authorized subcontractors, consultants, or agents, will adhere to applicable professional standards and will perform all Services in a manner consistent with generally accepted proficiency and competency for the type and nature of work rendered.

2.3 Services shall be performed as expeditiously as is consistent with professional skill and care and the orderly progress of the Project. Contractor shall submit for the Owner’s approval a schedule for the performance of Services within time frames required by the Contract Documents.

2.4 In the performance of Services under this Agreement, Contractor (its agents, subcontractors and employees) shall be regarded at all times as performing services as an independent contractor of the Owner. Contractor shall be regarded, designated, and considered to be the employer with respect to all individuals whom Contractor may select and assign to provide Services under this Agreement.

2.5 Contractor shall follow the highest standards of its profession in performing all Services under this Agreement. Contractor’s employees assigned to provide Services shall be fully certified, licensed and approved as necessary to lawfully perform the Services. Contractor and its employees shall at all times comply with applicable federal, state and local laws, rules, regulations and policies, including but not limited to the Owner’s board policies.

2.6 Contractor is expected to coordinate the timing, location, and performance of Services with the Owner and any other person or entity identified to the Contractor in writing. The intent of this paragraph is not to direct the Contractor's work, but only to ensure the efficient and smooth performance of same in light of the Owner’s ongoing operations. The Contractor shall cooperate and coordinate with any other contractors working on the Owner's overall project to ensure a seamless and efficient installation of improvements.

2.7 In the performance of Services under this Agreement, Contractor (its agents, subcontractors and employees) shall be regarded at all times as performing services as an independent contractor of the Owner. Within the meaning of all applicable federal, state and local laws, including but not limited to, employment taxes, income taxes, labor relations acts, employment discrimination laws, minimum wage and overtime laws, and workers' compensation laws (collectively, the "Employment Laws"), Contractor is and shall be deemed to be the sole employer of all personnel used to provide services on behalf of Contractor pursuant to this Agreement (the "Contractor Personnel"), and its relationship with the Owner shall be deemed to be that of an independent contractor and not that principal and agent, servant, or employer and employee. As the employer of the Contractor Personnel, Contractor shall: (a) have the power to hire, discipline, recruit, train and terminate Contractor Personnel; (b) instruct the Contractor Personnel on when, where and how to perform their duties: (c) determine the amount of frequency of wage, benefit, salary, bonus and other payments to Contractor Personnel; (d) determine and pay the amount, if any, of reimbursement for business and/or traveling expenses of Contractor Personnel; (e) pay and file with all appropriate governmental entities all necessary payroll information, taxes and deductions, including but not limited to, federal, state and local income taxes, social security taxes, and unemployment taxes; (f) comply with the Employment laws; and (g) pay any and all workers' compensation and other insurance costs and premiums applicable to employers.

2.8 The Owner’s representative for the Project is _________________ (“Designated Representative”).

The Designated Representative shall have the right to review and inspect the Contractor’s services, work, records, documents, reports, insurance policies, estimates, memoranda, analyses, activities, and any other matter related to the Contractor’s performance of Services. Any documents officially submitted by the Contractor related to this Project shall be reviewed and approved by the Designated Representative and the Owner.

2.9 From the moment of creation and regardless of the stage of completion, the Owner shall be deemed the owner of any documents or instruments of service created by Contractor and used in the performance of Services.

SECTION 3 – FEES, INVOICE AND PAYMENT

3.1 In consideration of Contractor’s full, timely, and proper performance of all Services under this

Agreement, the Owner will pay to Contractor _____________________________________ Dollars

3.2 Any significant increase in the scope of work required by this Agreement may be subject to an additional fee if (i) required for the Project, (b) the Owner authorizes the performance of the same in writing prior to Contractor’s provision of any such service, including the applicable cost for such work, and (c) Contractor provides a good faith estimate of the cost of the same prior to the Owner’s authorization, including, as applicable pricing in accordance with unit costs set forth in the Contract Documents. The Owner shall not be obligated to pay for any additional services in the absence of the foregoing.

3.3 Invoices shall be submitted no more frequently than monthly and shall coincide with the value of work performed. The Owner will remit payment on undisputed invoices or undisputed portions of invoices within thirty (30) days of receiving the invoice, but in no event shall a payment be made if such payment will result in the Contractor receiving an amount that exceeds the value of services performed to date. Notwithstanding the foregoing, Owner shall have no obligation to make any payments until Contractor provides all insurances required by this Agreement.

3.4 Without regard to Section 3.3, the Owner shall be entitled to retain ten percent (10%) of any amounts paid until the Contractor has successfully and finally completed its Services.

SECTION 4 – INDEMNIFICATION AND INSURANCE

4.1 Contractor shall indemnify and hold the Owner (and its officers, board members, employees, and agents) harmless from and against all liabilities, damages, fines, penalties, demands, forfeitures, claims, suits, causes of action or any other liabilities or losses, including all costs of defense, settlement and prosecution along with attorney, expert and other professional fees, arising out of or related to any negligence, wrongful act or breach of this Agreement or the obligation of Contractor or any of its employees or others for whom it is responsible in connection with the performance or non-performance of the Agreement. Contractor's indemnification responsibility shall equal the full amount of its degree of fault.

4.2 Contractor agrees to procure and maintain insurance coverage in types and amounts required…