CF 25008 BHS PA.pdf

Barrington Public Schools

Request for Proposals

New Public Address System Project for Barrington High School

RFP Reference Number: 25-008 RFP Release Date: January 6th, 2024

RFP Issued By:

Barrington Public School District

283 County Road, Barrington, RI 02806

Douglas Fiore Director of Admin & Finance

Barrington Public Schools RFP – 25008

Table of Contents Public Address System Project for Barrington High

School Request for Proposals # 25-008

Section A – Introduction Section B – Instructions and Notifications to Bidders Section C – Submission Information Section D – Appendices

Appendix A: MBE/WBE Participation Plan Appendix B: Familial Relationship Affidavit Appendix C: Certificate of Non-Collusion

Appendix D: Project Drawings and Specifications Drawings:

PA0.00

PA1.00

PA1.11

Specification Sections:

260500 270500 271000 272000 275116

1 Barrington Public Schools RFP – 25008

Section A - Introduction:

The Barrington School Committee has requested the Superintendent of Schools (The District) to seek proposals for the installation of a new Public Address System at Barrington High School. These specifications should not be considered restrictive to the extent of excluding from consideration any additional service a firm may submit.

Qualified firms are requested to submit proposal either electronically through the Rhode Island Purchasing Group/Barrington on BidNet Direct (Preferred), or send in a hard copy of the proposal along with a digital copy on a thumb drive, placed in a sealed envelope clearly marked with the proposal subject, “RFP- 25008 Installation of New PA System at Barrington High School”, and received by U.S. Mail or hand delivery at Barrington Public Schools, 283 County Road, Barrington RI on or before 11:00am February 3, 2025. Proposals timely submitted will be opened at the aforementioned time and place.

Mandatory Pre-Bid Conference Interested bidders are required to attend a pre-bid meeting to learn more about the scope of work, the included projects, and the school district’s needs and expectations.

Date: January 13th, 2025 Time: 10:00am to 11:00am Location: Virtual Meeting

Proposals will be opened at the above-mentioned time and place and read aloud in the presence of any or all interested parties.

The School Committee reserves the right to accept or reject without prejudice, any or all proposals or to waive any irregularities therein, or to accept the bid deemed to be in the best interest of the Barrington Public Schools.

The proposal, if awarded, will be to the firm that furnishes the School Committee satisfactory evidence of their ability to perform the work as outlined. The Barrington School Committee reserves the right to waive any informality in or to reject any or all proposals.

No proposal shall be withdrawn for a period of thirty (30) days subsequent to the opening of bids without the consent of the Town of Barrington School Committee.

No bid will be accepted after the date and time specified.

Douglas Fiore fiored@barringtonschools.org

Director of Administration & Finance mailto:fiored@barringtonschools.org

2 Barrington Public Schools RFP – 25008

Section B - Instructions and Notifications to Bidders:

General Information

1. Firms should review all sections of this RFP carefully, follow instructions as indicated, and provide all information as requested. Failure to include the requested qualification information as described within this RFP, and in subsequent official communications, may result in disqualification of the submission.

2. Although alternative approaches to accomplish the intended results of this RFP may be included with submission, proposals should not depart from or alter the terms, program requirements, or scope of work as defined by this RFP. Proposals which do not conform to this requirement may be disqualified.

3. The District assumes no responsibility for the costs of developing, completing, and submitting proposals in response to this RFP. All costs, even if the RFP is cancelled or continued, are the responsibility of the offeror.

4. Submissions are considered to be irrevocable for a period of not less than 30 days following the opening date, and may not be withdrawn, except with the express written permission of The District.

5. It is intended that an award pursuant to this RFP will be made to a prime contractor who will assume responsibility for all aspects of the work.

6. The purchase of goods and/or services under an award made pursuant to this RFP will be contingent on the availability of appropriated funds.

7. Vendors are advised that all materials submitted to The District for consideration in response to this RFP may be considered to be public records as defined in R. I. Gen.

Laws § 38-2-1, et seq. and may be released for inspection upon request once an award has been made.

8. In accordance with R. I. Gen. Laws § 7-1.2-1401 no foreign corporation has the right to transact business in Rhode Island until it has procured a certificate of authority so to do from the Secretary of State. This is a requirement only of the successful vendor(s).

For further information, contact the Secretary of State at (401-222-3040).

The District reserves the right to reject any and all proposals, to waive any informality in the proposals received, and to accept the proposal deemed most favorable to the interest of The District.

PROJECT TEAM

Awarding Authority: The Barrington Public School District (The District)

Project Oversight: Barrington School Committee (BSC)

Project Manager: Leftfield, LLC.

Designer: Tecton Architects CES (Engineers)

3 Barrington Public Schools RFP – 25008

Project Overview The Barrington School Committee is soliciting proposals from qualified firms for the installation of a new Public Address System at Barrington High School. The selected vendor shall furnish and install all equipment necessary to provide a complete operating system as indicated in the contract documents.

Scope of Services The selected vendor shall furnish and install all equipment necessary to provide a complete operating system as indicated in the following contract documents and included as Appendix D:

Drawings:

PA0.00

PA1.00

PA1.11

Specification Sections:

260500 270500 271000 272000 275116

Activities that should not be considered outside of this contractor’s scope, to be covered in this bid:

• Electrical and fire alarm requirements as needed for new equipment

• Coring as needed

• Fire stopping of all new penetrations

• Remove and replace ceiling tiles as needed

• Labor for cleaning at the end of each shift

• End user training for newly installed system

Miscellaneous

• Please provide your best estimate as to length of installation process

• Please notify owner of any suspected long lead items as shown in the specified equipment for the project.

• Contractor employees working onsite must be open to a background check due to sensitive nature of work area.

Milestone Schedule Dates

Issue Request for Proposal January 6th, 2025 Pre-Bid Conference January 13th, 2025 Proposal Submission Deadline February 3rd, 2025 Bid Selection February 6th, 2025 Commence Services February 10th, 2025

Work Hours

• This scope of work will be performed during off hours outside of the normal school day which is 8:30-3:05, the suggested shift time would be 4pm-12am.

• Please also provide a separate cost for work to be done during normal business hours as an option to the owner.

4 Barrington Public Schools RFP – 25008

Section C – Submission Information:

1. Receipts and Opening of Proposals:

Please submit proposals either electronically through the Rhode Island Purchasing Group/Barrington on BidNet Direct (Preferred), or send in a hard copy of the proposal along with a digital copy on a thumb drive, placed in a sealed envelope clearly marked with the proposal subject, “RFP-25008 Installation of New PA System at Barrington High School”, and received by U.S.

Mail or hand delivery at Barrington Public Schools, 283 County Road, Barrington RI on or before 11:00am February 3, 2025. Proposals timely submitted will be opened at the aforementioned time and place.

2. Form of Proposals:

The submission should address specifically each of the following elements in the order presented below.

A. Company Background Information

• Legal name of the company

• Number of years in business

• Headquarters location address, phone number, website

• Company type

• Number of employees

• Tax ID number

B. Company Experience and References

Please describe the product/market differentiators that distinguish you in the industry and make you capable of competing for this project.

Please provide project details for at least two (2) projects of similar size and scope to that requested by The District. Project details should include:

• Deployment date and period of performance

• Overview of project performance, including successes, challenges, etc.

Vendors are free to submit references they wish The District to consider.

However, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years.

C. Insurance Requirements

The Contractor shall purchase and maintain insurance which will protect him from claims arising out of or resulting from his activities under this contract, whether those activities are performed by himself, by any Subcontractor or by anyone directly or indirectly employed by any one of them or by anyone whose acts may be liable. Property damage insurance to protect and cover the Town of Barrington and Barrington School Committee in acts relating to services provided on behalf of the School Committee.

Bidders shall submit proof of coverage under the Workers’ Compensation insurance system of the State of Rhode Island or other similar benefit acts which every is greater.

Bidders shall submit a valid certificate of insurance naming The Town of Barrington, Public Schools as additional insured. All coverage shall be on an “Occurrence” from with minimum acceptable coverage as follows:

Commercial General Liability

5 Barrington Public Schools RFP – 25008

$1,000,000 Each Occurrence $2,000,000 General Aggregate $1,000,000 Products and Completed Operations Aggregate $1,000,000 Personal & Advertising Injury

The company providing insurance and bonds shall be a duly authorized insurance company with a rating of or greater that “A- “as rated by the A. M. Best Co., must be listed on Department of Treasury Circular #570, and which is satisfactory to the Owner and authorized and licensed to do business in the State of Rhode Island.

The CONTRACTOR shall at all times indemnify and save harmless the OWNER, their servants and agents, from any and all claims and from any suits, litigations, damages, losses or the like arising out of injuries sustained or alleged to have been sustained by any persons or property in connection with the Contract Work, caused in whole or in part by acts or omissions of the CONTRACTOR, their subcontractors, or anyone directly or indirectly connected with the Contract Work.”.

D. Required Forms

MBE/WBE Participation Plan:

See Appendix A for the MBE/WBE Participation Plan. All respondents must complete this form.

Familial Relationship Affidavit:

See Appendix B for the Familial Relationship Affidavit. All respondents must complete this form.

Certificate of Non-Collusion:

See Appendix C for the Certificate of Non-Collusion. All respondents must complete this form.

3. Submission of Proposals:

A. Any bidder may withdraw their bid by written request at any time prior to the advertised time for opening. Facsimile bids, amendments, or withdrawals will not be accepted.

B. No bid may be withdrawn for a period of thirty (30) DAYS from the date and time of opening.

C. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after it has been opened.

D. Proposals received prior to the time of opening will be securely kept unopened. No responsibility will be attached to an officer or person for the premature opening of a proposal not properly addressed and identified.

4. Acceptance or Rejection of Bid Proposal:

The District reserves the right to award the bid by item and further reserves the right to reject any and all proposals or parts thereof, to waive any informality in the proposals received and to accept the proposal, or parts thereof, which it deems to be most favorable or in the best interest of The District.

5. Commencement of Contract:

Upon the acceptance of the proposal, or portions thereof by The District, collectively the RFP, Response to RFP shall constitute a contract and the successful bidder shall commence work

6 Barrington Public Schools RFP – 25008 immediately as specified.

6. Indemnification:

The Vendor shall hold harmless, defend, and indemnify The District and its officers, agents, and employees against all claims, demands, actions, and suits (including all attorney fees and costs) brought against any of them arising from the Vendor's work or any sub-vendor's work under the contract.

7. Wages and Labor:

The Vendor shall comply with the applicable provisions of Title 37, Chapter 13, as amended, General Laws of Rhode Island (1977 Reenactment) Prevailing Wages and Davis Bacon Act. Vendor shall publish the applicable prevailing wage rate in any agreement with any contractor selected by vendor and shall provide weekly sign in documents for workers, weekly certified payroll prevailing wage for all workers and sub-vendors.

8. Safety and Health Regulations:

All work contemplated is to be governed, at all times, by applicable provisions of Federal, State of Rhode Island and City laws, regulations, and ordinances.

9. Foreign Corporations:

Attention of bidders is hereby directed to excerpts from Chapters 1 to 6 of Title 7 of the General Laws of Rhode Island, 1956, as amended, relative to the conditions precedent, etc. to carrying on business within this State for foreign corporations.

10. Permits & License:

Vendor shall be licensed by and allowed to conduct business in the local jurisdiction as needed. All fees associated with the submittal of plans, designs, or any other fee for approval of proposed work shall be at the cost of the Vendor.

11. Bid Evaluation:

The District contemplates award to the lowest priced, technically acceptable vendor proposal. To determine whether proposals are technically acceptable, The District will determine whether each proposal is complete; whether it is responsive to all requirements established herein; whether the proposing vendor maintains and has submitted documentation of applicable certifications from

Manufacturer(s) selected; and whether references related to past performance are favorable. With regard to references, vendors are free to submit references they wish The District to consider.

However, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years. Proposals not deemed technically acceptable may be eliminated from consideration

The District may choose to seek clarifications from vendors with regard to their proposals. All responses will be provided in writing, and incomplete or unclear responses may result in a proposal being deemed technically unacceptable. However, The District reserves the right to make a selection without requesting clarification. Additionally, The District may not necessarily seek clarifications from all vendors submitting proposals.

Any contract awarded under this RFP is subject to funding, and approval by the School Committee. The District reserves the right to make no awards under this RFP.

7 Barrington Public Schools RFP – 25008

Each vendor proposal will be reviewed and scored using the following criteria and maximum point values per topic:

Criteria Available Points Points Awarded

Meets Technical Requirements 30

Pricing 35

Past Project Experiences 25

References 10

12. MBE/WBE:

In accordance with R. I. Gen. Laws §§ 37-14.1-1 and 37-2.2-1 it is the policy of the State to support the fullest possible participation of firms owned and controlled by minorities (MBEs) and women (WBEs) and to support the fullest possible participation of small disadvantaged businesses owned and controlled by persons with disabilities (Disability Business Enterprises a/k/a “DisBE”)(collectively, MBEs, WBEs, and DisBEs are referred to herein as ISBEs) in the performance of RI State procurements and projects. Pursuant to §§ 37-14.1-2 and 37-14.1-6, MBEs and WBEs shall be included in all state purchasing, including, but not limited to, the procurement of goods, services, construction projects, or contracts funded in whole or in part with state funds, or funds which, in accordance with a federal grant or otherwise, the state expends or administers. MBEs and WBEs shall be awarded a minimum of fifteen percent (15%) of the dollar value of the entire procurement or project.

As part of the evaluation process, vendors will be scored and receive points based upon their proposed ISBE utilization rate in accordance with 150-RICR-90-10-1, “Regulations Governing Participation by Small Business Enterprises in State Purchases of Goods and Services and Public Works Projects”. As a condition of contract award, vendors shall agree to meet or exceed their proposed ISBE utilization rate and that the rate shall apply to the total contract price, inclusive of all modifications and amendments. Vendors shall submit ISBE participation rate on the enclosed form entitled “MBE, WBE, and/or DisBE Plan Form”, which shall be submitted in a separate, sealed envelope as part of the proposal.

ISBE participation credit will only be granted for ISBEs that are duly certified as MBEs or WBEs by the State of Rhode Island, Department of Administration, Office of Diversity, Equity and Opportunity or firms certified as DisBEs by the Governor’s Commission on Disabilities. The current directory of firms certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php. Bid documents can be obtained at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php#section4. Information regarding DisBEs may be accessed at www.gcd.ri.gov.

13. Safety and Health Regulations:

All work contemplated is to be governed, at all times, by applicable provisions of Federal, State of Rhode Island, and City laws, regulations, and ordinances.

14. Foreign Corporations:

Attention of bidders is hereby directed to excerpts from Chapters 1 to 6 of Title 7 of the General Laws of Rhode Island, 1956, as amended, relative to the conditions precedent, etc.

to carrying on business within this State for foreign corporations.

http://odeo.ri.gov/offices/mbeco/mbe-wbe.php http://odeo.ri.gov/offices/mbeco/mbe-wbe.php#section4 http://www.gcd.ri.gov/

8 Barrington Public Schools RFP – 25008

15. Questions:

A. Questions concerning this solicitation should be submitted via the BidNet Direct online bidding platform no later than 3:00pm on January 17th, 2025. No other contact with any awarding party is permitted and may be grounds for disqualification. Answers to questions received, if any, shall be provided to all bidding parties.

B. All responses to inquiries will be communicated in writing to all proposers within 72 hours, if feasible.

ANY UNSOLICITED COMMUNICATIONS BETWEEN THE FIRM OR ITS AGENTS AND THE

BARRINGTON SCHOOL COMMITTEE, OR OTHER REPRESENTATIVES OF THE

BARRINGTON SCHOOL DEPARTMENT MAY RESULT IN FIRM’S DISQUALIFICATION FROM

THE SELECTION PROCESS, AS DETERMINED IN THE SOLE DISCRETION OF THE SCHOOL

COMMITTEE.

Section D - Appendices:

Appendix A: MBE/WBE Participation Plan Appendix B: Familial Relationship Affidavit Appendix C: Certificate of Non-Collusion Appendix D: Project Drawings and Specifications

Drawings:

PA0.00

PA1.00

PA1.11

Specification Sections:

260500 270500 271000 272000 275116

Appendix A:

MBE/WBE Participation Plan

State of Rhode Island and Providence Plantations

Office of Diversity, Equity and Opportunity (ODEO)

Minority Business Enterprise Compliance Office

Minority Business Enterprise Utilization Plan

Company Name:

Representative’s Name who administers MBE Program:

Street Address:

City, State, Zip: Telephone:

Email: Project Location:

Bid or Project #: Date Bid Opened:

Description of Work:

Contract Value: MBE % Assigned:

Total # of All Subcontractors/Suppliers used: # of MBE Subcontractors/Suppliers used:

List All Subcontractors/Suppliers/Consultants/Independent Contractors – Total Dollar Amounts – Scope of Work:

Subcontractor / Supplier Dollar Award Scope/Description of Work RI Certified M/WBE

Yes/No

Please note that all MBE/WBE firms must be certified by the RI MBE Compliance Office, and that MBE/WBE firms must self-perform 100% of the work with their own forces or subcontract to another RI certified MBE/WBE in order to receive participation credit. Vendors may count 60% of expenditures for materials and supplies obtained from an MBE certified as a regular dealer/supplier, and 100% of such expenditures obtained from an

MBE/WBE certified as a manufacturer. For firms certified as a broker, you may receive MBE participation credit only for the fees and commissions charged for the procurement of the good and materials, but not the cost of the materials themselves.

The above referenced contract will not be released until this plan has been approved by the Director of the Department of Administration or its designee.

For assistance and advice in identifying MBE/WBE firms, please call the Minority Business Enterprise Compliance

Office at (401) 574-8670. The directory of all certified MBE firms is also located at http://odeo.ri.gov/.

Signature of Authorized Agent of Business: Date:

Send Completed Form to: Dorinda Keene, Assistant Administrator - MBE

Office of Diversity, Equity and Opportunity (ODEO)

Minority Business Enterprise Compliance Office

One Capitol Hill, 3rd Floor

Providence, RI 02908

Phone: (401) 574-8670

Dorinda.Keene@doa.ri.gov

MBE Utilization Plan Form – Rev. 4/19/16 http://odeo.ri.gov/ mailto:Dorinda.Keene@doa.ri.gov

Appendix B:

Familial Relationship Affidavit

AFFIDAVIT AS TO DISCLOSURE OF FAMILIAL

RELATIONSHIPS FOR COMPETITIVE BIDS

Rhode Island State Law requires any Competitive Bid to be accompanied by a sworn and notarized statement that discloses any familial relationship that exists between the owner or any employee of the bidder and any member of the School Committee, of the District, the current or past Superintendents of

Schools, the Town and/or members of the Town Council. The District and Town may require same sworn and notarized statement to accompany any bid for goods or services as deemed necessary.

INSTRUCTIONS: This report must be completed either in ink or typewritten. Attach pages of this size if additional space is needed on any response and identify each response by the part to which it relates.

NAME OF BIDDER:

Address:

Period of Proposed Work:

Question #1: Does the owner or any employee of the bidder have any familial relationship with any employee of the Barrington Public School Department or City; or members of the Barrington School

Committee or City Council?

Yes No If the answer to #1 is yes, complete the following:

a) Name of Employee:

b) Home Address of Employee:

c) Position Held:

d) Name of School Committee Member:

Question #2: Does the owner or any employee of the bidder have any familial relationship with the current or former Superintendents of the Barrington Public School District? Yes No

If the answer to #2 is yes, complete the following:

a) Name of Employee:

b) Home Address of Employee:

c) Position Held:

d) Name of Superintendent:

I, having been duly sworn on oath, say that I am the above-named, that I have personally prepared the foregoing affidavit, and that the same is true to the best of my knowledge and belief.

[signature of affiant]

Subscribed and sworn to before me, this day of , 20 .

[signature of Notary] [typed name of Notary] NOTARY PUBLIC My commission expires: , 20 .

Appendix C:

Certificate of Non-Collusion

Certificate of Non-Collusion

The undersigned certifies under penalties of perjury that this bid, proposal or qualifications has been made and submitted in good faith and submitted in good faith and without collusion or fraud with any other person1.

ANTI-COLLUSION DECLARATION

The Bidder, by virtue of issuing a Bid certifies that Bidder has not divulged, discussed, or compared the Bid with other Bidders and has not colluded with any other Bidder of parties to a Bid whomsoever. Bidder further certifies and agrees that premiums, rebates, or gratuities are prohibited whether with, prior to, or after any delivery of material or services. Any such violation will result in the cancellation of this contract.

CONFLICT OF INTEREST

The Bidder shall disclose in writing as part of their Bid any possible or potential conflicts of interest which are known to, or reasonably should be known to the Bidder or sub-contractors, which may exist between their firm and the Town of Barrington and Barrington Public School

Department.

All Bidders and their subcontractors and business partners must disclose with their Bid, the name of any officer, director, agent, or employee who is also an employee or family member of an employee of the Town of Barrington and Barrington Public School Department.

Further, the Bidder must disclose the name of Town of Barrington and Barrington Public

School Department employee or family member or any elected official who owns, directly or indirectly, an investment or other proprietary interest, in the firm or any of its parent company, subsidiaries or affiliates.

The Bidder shall disclose in writing as part of their Bid, any familial, personal or business relationships between members of Bidders, sub-contractor's or business partner's firms and members of the Town of Barrington and Barrington Public School Department, whether or not there is any belief that the relationship might constitute a possible conflict of interests.

Name of person signing bid or proposal Name of Business Entity (if any)

1As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation union, Committee/Superintendent club, or other organization, entity, or group or individuals.

Appendix D:

Drawings and Specifications

Use the following link to access the Project Drawings and Specifications:

https://leftfieldpm.egnyte.com/fl/9dWKbYsPug https://leftfieldpm.egnyte.com/fl/9dWKbYsPug