CHS AUDIO-RFP.pdf

COLDWATER COMMUNITY SCHOOLS | FACILITIES / OPERATIONS / CONSTRUCTION

CHS Gymnasium Audio System Upgrade RFP | 2026–2027 | 1

COLDWATER COMMUNITY SCHOOLS

FACILITIES / OPERATIONS / CONSTRUCTION

REQUEST FOR PROPOSAL

CHS GYMNASIUM AUDIO SYSTEM UPGRADE

2026–2027

Item Information

RFP Issue Date October 5, 2026

Mandatory Pre-Proposal Meeting October 15, 2026 – 10:00 a.m. Local Time

Proposal Deadline October 21, 2026 – 10:00 a.m. Local Time

Project Location Coldwater High School, 275 North Fremont St., Coldwater, MI 49036

Proposal Delivery Coldwater Community Schools, 401 Sauk River Drive, Coldwater, MI 49036

RFP Contact Rachelle Roby, Chief Financial Officer

Telephone (517) 279-5910

Email robyr@ccscards.org

SEALED PROPOSALS MUST BE CLEARLY MARKED

"CHS GYM AUDIO SYSTEM UPGRADE RFP"

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REQUEST FOR PROPOSAL

Customer: Coldwater Community Schools

Department: Facilities / Operations / Construction

Project Title: Coldwater High School Gymnasium Audio System Upgrade

1. INVITATION TO PROPOSE

Coldwater Community Schools ("CCS" or the "District") invites qualified contractors and vendors ("Proposer" or "Contractor") to submit sealed proposals for the Coldwater High School Gymnasium Audio System Upgrade.

The District intends to obtain a complete, turnkey solution including equipment, system design, programming, installation, testing, training, warranty, and support as described in this RFP.

The District intends to select a responsive and responsible Proposer whose proposal provides the best overall value to the District, subject to applicable Michigan law, District Board policies, available funding, and approval by the Board of Education or other authorized District official, as applicable.

2. AUTHORITY AND APPLICABLE LAW

• Michigan Revised School Code, including MCL 380.1274, as applicable to procurement of supplies, materials, and equipment;

• Michigan Public Act 517 of 2012, the Iran Economic Sanctions Act, MCL 129.311 et seq.;

• Applicable Michigan laws and regulations governing public-school procurement;

• Applicable federal laws and regulations if federal funds are used for any portion of the project;

• Applicable District Board policies and procurement procedures; and

• All other applicable federal, state, county, and local laws, ordinances, codes, permits, and regulations.

The District reserves the right to modify the procurement procedure or requirements when necessary to comply with applicable law. Nothing in this RFP shall be interpreted to waive a requirement imposed by applicable Michigan or federal law.

3. COMPETITIVE PROCUREMENT REQUIREMENTS

The District shall comply with the applicable competitive procurement requirements in effect on the date of solicitation. The applicable Michigan competitive-bid threshold is subject to annual statutory adjustment. The District shall use the threshold applicable to the fiscal year and procurement date rather than a historical threshold.

4. PROJECT DESCRIPTION

The project consists of the complete upgrade of the gymnasium audio system at Coldwater High School, 275 North Fremont Street, Coldwater, Michigan 49036.

• Complete replacement of existing system loudspeakers;

• Disconnection and removal of existing loudspeakers;

• Removal and replacement of existing main control and amplification equipment;

• Preservation and reuse of the existing equipment cabinet, where technically appropriate;

• Preservation and reuse of existing loudspeaker cabling, subject to verification by the successful Proposer;

• Complete system design;

• Equipment furnishing;

• System programming;

• Installation;

• Testing and commissioning;

• Initial system setup;

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• On-site training for District personnel;

• Remote telephone support for one year;

• One-year parts and labor warranty; and

• All labor, equipment, materials, freight, accessories, hardware, programming, and incidental work necessary to provide a complete and operational system.

5. SITE VISIT / MANDATORY PRE-PROPOSAL MEETING

Date Time Location

October 15, 2026 10:00 a.m. Local Time Coldwater High School, 275 North Fremont St., Coldwater, MI 49036

A mandatory pre-proposal meeting and site walk-through will be conducted at the date, time, and location above. Proposers are responsible for becoming familiar with the site, existing equipment, conditions, access limitations, and requirements affecting the work. Attendance is required unless the District issues a written exception.

6. QUESTIONS AND CLARIFICATIONS

All questions regarding this RFP shall be submitted in writing to Rachelle Roby, Chief Financial Officer, robyr@ccscards.org, (517) 279-5910. Questions should be received no later than October 19, 2026 at 4:00 p.m.

Local Time. Questions received after the deadline may, in the District's discretion, be unanswered.

No oral statement, interpretation, clarification, or representation by a District employee or representative shall modify this RFP unless the District issues a written addendum.

7. ADDENDA

The District may issue written addenda modifying, clarifying, or supplementing this RFP. Each Proposer is responsible for determining whether addenda have been issued before submitting its proposal. Each Proposer shall acknowledge all addenda on the Proposal Form. Failure to acknowledge an addendum may result in rejection when the omission materially affects the proposal.

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8. PROPOSAL DUE DATE AND TIME

Sealed proposals must be received no later than October 21, 2026 at 10:00 a.m. Local Time.

Deliver proposals to:

Delivery Address

Coldwater Community Schools Attention: Rachelle Roby 401 Sauk River Drive Coldwater, Michigan 49036

The proposal envelope/package shall be clearly marked: "CHS GYM AUDIO SYSTEM UPGRADE RFP".

Proposals received after the stated deadline shall not be accepted or considered. Electronic submissions by email, fax, or other electronic transmission will not be accepted unless authorized by written addendum.

9. PUBLIC OPENING

Proposals will be opened and read aloud at 10:00 a.m. Local Time on October 21, 2026 at Coldwater Community Schools, 401 Sauk River Drive, Coldwater, Michigan 49036. The public opening does not constitute an award or determination of responsiveness or responsibility.

10. REQUIRED PROPOSAL SUBMISSION

• One (1) complete original proposal and two (2) complete copies;

• Original signature on the original proposal;

• Completed Proposal/Bid Form;

• Complete list of proposed equipment and specifications;

• Proposed system design and installation methodology;

• Project schedule;

• Warranty, training, and support information;

• Current W-9;

• Certificate of Insurance, if required at proposal submission;

• Iran Economic Sanctions Certification;

• Familial Disclosure Affidavit;

• Company Contact Information Form;

• References;

• Addenda acknowledgments;

• Exceptions to the RFP, if any;

• Bid security, if required under applicable law or this RFP; and

• Any additional documents required by an addendum.

11. ORIGINAL SIGNATURE

The original proposal must contain an original handwritten signature of an authorized representative of the Proposer. A copied, scanned, or electronic signature shall not be accepted unless expressly authorized by written addendum.

12. FAMILIAL RELATIONSHIP DISCLOSURE

Each Proposer shall submit a sworn and notarized Familial Disclosure Affidavit with its proposal, disclosing any familial relationship between the owner or any employee of the Proposer and any member of the Coldwater

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Community Schools Board of Education or the Superintendent. The District shall not accept a proposal that is required by applicable law to contain the disclosure and does not contain it.

13. IRAN ECONOMIC SANCTIONS CERTIFICATION

Pursuant to Michigan's Iran Economic Sanctions Act, Public Act 517 of 2012, MCL 129.311 et seq., each Proposer shall certify that it is not an 'Iran linked business' as defined by Michigan law. The required certification is included as an attachment.

14. RESPONSIVENESS

• Received on time;

• Contains all required information and forms;

• Is properly signed;

• Includes required certifications and affidavits;

• Complies with mandatory specifications;

• Acknowledges applicable addenda;

• Does not take unacceptable exceptions to mandatory requirements.

15. RESPONSIBILITY

• Experience, qualifications, skill, and capacity;

• Financial resources;

• Qualified personnel and technical expertise;

• Successful completion of similar projects;

• Equipment and resources;

• Satisfactory record of performance;

• Character, integrity, reputation, judgment, and efficiency; and

• Ability to complete the project within the required schedule.

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16. EVALUATION OF PROPOSALS

The District intends to use a best-value evaluation process.

Evaluation Factor Weight

Total Cost / Price 40%

Technical Compliance and System Design 25%

Experience and Qualifications 15%

Warranty, Service, Training, and Support 10%

References and Past Performance 10%

TOTAL 100%

17. PRICE

The proposal price shall include all costs necessary to complete the project, including equipment, materials, accessories, labor, installation, programming, engineering/design, freight and delivery, removal and disposal of existing equipment, testing, training, warranty service, travel, permits and inspections if required, applicable fees, and incidental costs.

18. EXISTING EQUIPMENT AND CABLING

The existing equipment cabinet and loudspeaker cabling are intended to be preserved and reused where technically appropriate. The successful Proposer shall inspect the existing infrastructure and verify compatibility before finalizing the system design. Any known deficiency that would prevent the proposed system from meeting the requirements shall be identified in the proposal. No additional cost shall be incurred for replacement of existing infrastructure unless approved in writing by the District through an authorized change order.

19. EQUIPMENT REQUIREMENTS

The proposal shall include a complete list of all proposed equipment, including manufacturer, model number, quantity, product description, technical specifications, warranty period, and any proposed substitution.

Equipment shall be new and current production unless specifically approved.

20. SYSTEM DESIGN

The successful Proposer shall provide the initial system design and coordinate the final design with designated District personnel. The final design shall provide a complete, functional, reliable system appropriate for the Coldwater High School gymnasium.

21. INSTALLATION

• Provide all labor and materials necessary for complete installation;

• Protect District property;

• Coordinate access with District personnel;

• Maintain a safe work area;

• Comply with applicable building, electrical, fire, safety, and other codes;

• Obtain required permits and schedule inspections;

• Dispose of installation debris;

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• Maintain clean work areas;

• Minimize disruption to school operations; and

• Repair damage caused by the Contractor or its subcontractors.

22. PERMITS AND INSPECTIONS

The Contractor shall obtain all permits and schedule all inspections required by applicable law and provide documentation to the District upon request.

23. TRAINING

The successful Contractor shall provide on-site training for designated District personnel covering system operation, basic troubleshooting, control-system operation, appropriate startup/shutdown procedures, maintenance considerations, warranty procedures, and technical support contacts.

24. REMOTE SUPPORT

The successful Contractor shall provide remote technical support by telephone for a minimum period of one year following final acceptance.

25. WARRANTY

The successful Contractor shall provide a minimum one-year warranty covering parts and labor. The warranty shall begin upon District acceptance unless otherwise stated in the final contract. Damage caused by intentional misuse, theft, spilled liquids, vandalism, or other excluded causes shall not be covered.

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26. INSURANCE

Coverage Minimum Requirement

Commercial General Liability – General Aggregate $2,000,000

Commercial General Liability – Each Occurrence $1,000,000

Workers' Compensation Statutory Michigan requirements

Employer's Liability $500,000

Automobile Liability As required for vehicles used on the project

Professional Liability As required by District based on design scope

Before commencing work, the successful Contractor shall furnish certificates of insurance demonstrating required coverage. The District may require Coldwater Community Schools to be named as an additional insured on applicable liability policies. Subcontractors shall maintain appropriate insurance.

27. WORKERS' COMPENSATION

Any Contractor, subcontractor, employee, owner, principal, or agent performing work on District property shall comply with applicable Michigan workers' compensation requirements.

28. TAXES

The Contractor shall determine and comply with all applicable federal, state, and local tax requirements. The District shall provide appropriate tax-exemption documentation when applicable.

29. PREVAILING WAGE

The successful Contractor and all subcontractors shall comply with all prevailing-wage requirements and maintain required payroll documentation.

30. MICHIGAN-BASED BUSINESS PREFERENCE

The District shall apply a Michigan-based-business preference only if such preference has been adopted by the District pursuant to applicable law and District policy. No preference shall be applied where prohibited by federal law.

31. CONFLICT OF INTEREST

The Proposer shall disclose any actual or potential conflict of interest involving the Proposer, its owners, employees, agents, subcontractors, or representatives and the District. The District may reject a proposal or terminate a contract if an actual conflict or material undisclosed potential conflict is identified.

32. NONDISCRIMINATION

The Contractor shall comply with all applicable federal and Michigan laws prohibiting discrimination.

33. SUBCONTRACTORS

The Proposer shall identify known subcontractors proposed to perform material portions of the work. The Contractor shall remain fully responsible for all subcontracted work.

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34. CHANGES TO SCOPE

No change to the scope shall entitle the Contractor to additional compensation unless authorized through a written change order signed by an authorized District representative. The Contractor shall not proceed with extra work based solely upon an oral request.

35. PROJECT SCHEDULE

Milestone Proposer Response

Contract Execution October 27,2026

Equipment Ordering As soon as possible one the contract is board approved

Equipment Delivery As soon as possible one the contract is board approved

Installation Start As soon as possible one the contract is board approved

Installation Completion As soon as possible one the contract is board approved

Testing / Commissioning As soon as possible one the contract is board approved

Training As soon as possible one the contract is board approved

Final Acceptance January 4th, 2027

36. ACCEPTANCE

Final acceptance shall occur after the District determines that all required equipment has been installed, the system operates as required, programming and testing are complete, deficiencies are corrected, training is provided, and required documentation and warranty information have been delivered.

37. PAYMENT

Payment shall be made in accordance with the District's applicable payment procedures and final contract. The District shall not be required to pay for work that has not been satisfactorily completed or accepted.

38. CONTRACT TERM

The contract shall commence upon execution by authorized parties and remain in effect until completion and final acceptance, subject to warranty and support periods.

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39. BOARD APPROVAL AND CONTRACT EXECUTION

No award shall create a binding contract until the required recommendation for award has been approved by the Board of Education and is executed by the authorized representatives. A notice of intent to award shall not constitute a contract.

40. PROPOSAL VALIDITY

All proposals shall remain valid and binding for ninety (90) calendar days following the proposal submission deadline. The District may request a written extension.

41. EXCEPTIONS

Proposers shall identify every exception to the RFP in a separate section titled "Exceptions to RFP Requirements." Failure to identify an exception may result in the District determining that the Proposer has agreed to comply fully with the requirement.

42. DISCUSSIONS AND CLARIFICATIONS

The District may request written clarification. If permitted under the applicable procurement method and law, the District may conduct discussions with one or more Proposers. The District is not required to negotiate with any Proposer.

43. REJECTION OF PROPOSALS

• Reject any proposal;

• Reject all proposals;

• Reject a non-responsive proposal;

• Reject a proposal from a non-responsible Proposer;

• Request clarification;

• Cancel or reissue the solicitation;

• Correct an error in the solicitation;

• Waive a minor informality when legally permissible; and

• Take any other action authorized by applicable law and District policy.

44. NO GUARANTEE OF AWARD

Issuance of this RFP does not obligate CCS to award a contract. The District shall not be responsible for costs incurred by a Proposer in preparing or submitting a proposal, attending meetings, inspecting the site, or participating in the procurement.

45. PROTESTS / PROCUREMENT CONCERNS

A Proposer or interested party who believes that a requirement is ambiguous, incomplete, discriminatory, inconsistent with applicable law, or otherwise improper shall notify the District in writing before the proposal deadline.

Protest / Concern Contact

Rachelle Roby, Chief Financial Officer Coldwater Community Schools 401 Sauk River Drive Coldwater, Michigan 49036 robyr@ccscards.org

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46. PUBLIC RECORDS

Proposers are advised that proposals submitted to Coldwater Community Schools may constitute public records subject to the Michigan Freedom of Information Act and other applicable law. The District cannot guarantee confidentiality unless authorized by law.

47. RECORD RETENTION AND AUDIT

The successful Contractor shall maintain records relating to contract performance as required by applicable law and the final agreement. Where federal funds are used, applicable federal record-retention and audit requirements shall also apply.

48. INDEMNIFICATION

To the fullest extent permitted by Michigan law, the Contractor shall be responsible for claims, damages, losses, and expenses arising from the Contractor's negligent acts, omissions, or willful misconduct and those of its employees, agents, and subcontractors.

49. TERMINATION

The final contract may provide for termination for cause/default, convenience if authorized, failure to maintain insurance, failure to maintain required licenses or certifications, material breach, failure to perform, or as otherwise permitted by law.

50. GOVERNING LAW

The resulting contract shall be governed by the laws of the State of Michigan.

51. ENTIRE AGREEMENT

The final executed contract, including the RFP, addenda, successful proposal, attachments, exhibits, and documents expressly incorporated into the agreement, shall constitute the agreement between the District and Contractor.

Order of Precedence

No. Order of Precedence

1 Applicable federal law and funding requirements

2 Applicable Michigan law

3 Executed contract

4 Addenda

5 RFP

6 Contractor's proposal

7 Other incorporated documents

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54. PROPOSAL SUBMISSION CHECKLIST

☐ Original signed proposal

☐ Two copies

☐ Completed Proposal/Bid Form

☐ Complete equipment list

☐ Equipment specifications

☐ Proposed system design

☐ Project schedule

☐ Warranty information

☐ Training/support information

☐ W-9

☐ Certificate of Insurance, if required

☐ Iran Economic Sanctions Certification

☐ Familial Disclosure Affidavit

☐ Contact Information Form

☐ Three references

☐ Addenda acknowledgments

☐ Exceptions, if any

☐ Other required attachments

55. SCHEDULE OF EVENTS

Event Date / Time

RFP Issued October 5, 2026

Mandatory Pre-Proposal Meeting / Walk-Through October 15, 2026 – 10:00 a.m.

Deadline for Questions October 19, 2026 – 4:00 p.m.

Proposal Submission Deadline October 21, 2026 – 10:00 a.m.

Public Opening October 21, 2026 – 10:00 a.m.

Anticipated Award October 26,2026

Anticipated Contract Execution October 27,2026

Anticipated Installation November

Final Completion January 4,2027

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ATTACHMENT A – COMPANY CONTACT INFORMATION

Company Name: ________________________________________________________

Legal Name, if different: ________________________________________________________

Address: ________________________________________________________

City / State / ZIP: ________________________________________________________

Phone: ________________________________________________________

Website: ________________________________________________________

Primary Contact: ________________________________________________________

Contact Title: ________________________________________________________

Contact Phone: ________________________________________________________

Contact Email: ________________________________________________________

Business Structure:

☐ Corporation

☐ Partnership

☐ Sole Proprietorship

☐ Limited Liability Company

☐ Other: ______________________________

Number of Years in Business: ____________________________

Largest Single Contract: $________________________

Customer / Owner: ____________________________

Geographic Area of Operations: ______________________________________________

Annual Gross Sales:

Year Gross Sales

2025 $____________________________

2024 $____________________________

2023 $____________________________

2022 $____________________________

Three Recent Customers / References:

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Business Contact Telephone

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ATTACHMENT B – PROPOSED EQUIPMENT LIST / BID FORM

The Proposer must include a complete list of proposed equipment. Attach additional pages as necessary.

Manufacturer Model Description Qty. Unit Price Extended Price

Cost Category Amount

Total Equipment $____________________________

Installation $____________________________

Programming / Design $____________________________

Training $____________________________

Freight / Delivery $____________________________

Other $____________________________

GRAND TOTAL $____________________________

By signing below, the Proposer certifies that the price includes all labor, equipment, materials, freight, installation, programming, training, warranty, and other costs necessary to complete the project.

Authorized Signature: ________________________________________________________

Printed Name: ________________________________________________________

Title: ________________________________________________________

Company Legal Name: ________________________________________________________

Date: ________________________________________________________

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ATTACHMENT C – FAMILIAL DISCLOSURE AFFIDAVIT

The undersigned, being the owner or authorized officer of the Bidder/Proposer identified below, represents and warrants, to the extent required by applicable Michigan law, that no familial relationships exist between the owner or any employee of the Bidder/Proposer and any member of the Coldwater Community Schools Board of Education or the Superintendent, except as listed below.

List any Familial Relationships:

Bidder / Proposer: ________________________________________________________

By: ________________________________________________________

Title: ________________________________________________________

STATE OF MICHIGAN

COUNTY OF ______________________________

This instrument was acknowledged before me on the ______ day of __________________, 2026, by

Notary Public: ________________________________________________________

County: ________________________________________________________

My Commission Expires: ________________________________________________________

Acting in the County of: ________________________________________________________

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ATTACHMENT D – IRAN ECONOMIC SANCTIONS CERTIFICATION

CERTIFICATION OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act 517 of 2012

The undersigned, being the owner or authorized officer of the Contractor identified below, certifies, represents, and warrants that the Contractor is not an "Iran linked business" within the meaning of Michigan's Iran Economic Sanctions Act, MCL 129.311 et seq.

The Contractor further certifies that, if awarded a contract by Coldwater Community Schools, it will comply with applicable requirements of the Act during the performance of the contract.

The Contractor understands that submission of a false certification may result in the penalties, remedies, and ineligibility provisions provided by Michigan law.

Name of Company: ________________________________________________________

Signature of Authorized Representative: ________________________________________________________

Printed Name: ________________________________________________________

Title: ________________________________________________________

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ATTACHMENT E – INSURANCE ACKNOWLEDGMENT

The Proposer acknowledges that it has reviewed the insurance requirements contained in this RFP and agrees that, if selected, it shall provide evidence of required insurance before commencing work and shall maintain required coverage throughout the contract term.

Coverage Minimum Requirement Proposer Acknowledgment

Commercial General Liability – General Aggregate $2,000,000 ☐ Acknowledged

Commercial General Liability – Each Occurrence $1,000,000 ☐ Acknowledged

Workers' Compensation Statutory Michigan requirements ☐ Acknowledged

Employer's Liability $500,000 ☐ Acknowledged

Automobile Liability As required for vehicles used ☐ Acknowledged

Professional Liability As required by District based on design scope ☐ Acknowledged

Authorized Signature: ________________________________________________________

Printed Name: ________________________________________________________

Title: ________________________________________________________

Company: ________________________________________________________

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ATTACHMENT F – EXCEPTIONS TO RFP REQUIREMENTS

The Proposer shall list every exception to the RFP. If no exceptions are taken, write "NO EXCEPTIONS."

RFP Section Requirement Proposed Exception Cost / Schedule Impact

Authorized Signature: ________________________________________________________

Printed Name / Title: ________________________________________________________

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ATTACHMENT G – SUPPLIER AUTHORIZATION / CERTIFICATION

The undersigned certifies that the proposal submitted meets or exceeds the specifications stated in the RFP, except for any exceptions expressly identified in the proposal. The undersigned further certifies that all prices, terms, representations, and information contained in the proposal are true and accurate.

Signature of Authorized Representative: ________________________________________________________

Printed Name: ________________________________________________________

Title: ________________________________________________________

Legal Name of Company: ________________________________________________________

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ATTACHMENT H – PROPOSER CERTIFICATION

By signing below, the Proposer certifies that:

1. It has reviewed the entire RFP;

2. It understands the scope of work;

3. It has inspected or had the opportunity to inspect the project site;

4. It has identified all exceptions;

5. It has included all required costs;

6. It will comply with applicable federal, Michigan, county, and local laws;

7. It is not an Iran-linked business;

8. It has submitted the required familial disclosure;

9. It has disclosed all known conflicts of interest;

10. The information submitted is true and complete;

11. The individual signing has authority to bind the Proposer; and

12. The proposal shall remain valid for ninety (90) calendar days following the proposal deadline.

Authorized Signature: ________________________________________________________

Printed Name: ________________________________________________________

Title: ________________________________________________________

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ATTACHMENT I – PROPOSED PROJECT SCHEDULE

Milestone Proposer's Proposed Date Notes / Conditions

Contract Execution

Equipment Ordering

Equipment Delivery

Installation Start

Installation Completion

Testing / Commissioning

On-Site Training

Final Acceptance

Additional scheduling information:

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ATTACHMENT J – VENDOR QUESTIONS / CLARIFICATIONS

Proposers may use this form to identify questions or requested clarifications before the question deadline.

RFP Section Question / Clarification Requested District Response / Addendum

FINAL PROPOSER CHECK

☐ Original signed proposal included

☐ Two copies included

☐ Equipment list included

☐ W-9 included

☐ Iran Economic Sanctions Certification included

☐ Familial Disclosure Affidavit included

☐ References included

☐ Insurance documentation included, if required

☐ All addenda acknowledged

☐ Exceptions identified or 'NO EXCEPTIONS' stated

☐ Bid security included, if applicable

END OF REQUEST FOR PROPOSAL