Home of the Wolves

6389 Clarkston Road

Clarkston, MI 48346

Clarkston Community Schools School Board President: Kelli Horst

School Board Members: Vice President - Gregory Need, Secretary - Steve Hyer, Treasurer - Cheryl McGinnis, Trustee - Andrea Catalina, Trustee - Stefanie Crane, Trustee - Elizabeth Egan

CLARKSTON COMMUNITY SCHOOLS

Contact: Wes Goodman

Title: Executive Director - Operations

Phone: 248-521-3178 email address

REQUEST FOR PROPOSAL

LED Lighting Conversion Project

RFP #LED 2020

RFP Release Date

October 25, 2019

Mandatory Pre-Bid Meeting: Friday November 1, 2019 9:00am

Clarkston High School

6093 Flemings Lake Road

Clarkston, MI 48346

Bid Submission Due Date:

Thursday November 14, 2019 2:00pm

Clarkston Community Schools – Administration Building

6389 Clarkston Road

Clarkston, MI 48346

Attention: Wes Goodman

Method: Hard copy with all required signatures

Bid Public Opening Meeting:

Thursday November 14, 2019 2:15pm

Clarkston Community Schools – Administration Building

No award will be made at this time mailto:dsouza@ncmich.edu

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 2 of 27

TABLE OF CONTENTS

I. Terms of Performance

A. Introduction – Project Overview

• Extent of proposal

• Buildings included in proposal

• Pre-bid meeting information

B. Scope of Work - Performance Requirements

C. Fixture, Lamp, and Controls Installation Guide Overview

• Description

• Exceptions

D. Project Timing

E. Product Specifications

• General Specifications

• LED Linear Tube Specifications

• LED Panel Light Specifications

• LED High Bay Specifications

F. Proposal Requirements

• Guidelines

• Process

G. Evaluation of Proposals and Awards

H. Bid Protest Process

I. Indemnity, Release, Insurance and Security

J. Default and Termination

K. Taxes

L. Integration

II. Attachments

Attachment #1: Signature Page

Attachment #2: Vendor Bid Proposal

Attachment #3: Detailed Bid Proposal

Attachment #4: Unique Product List

Attachment #5: Unique Product Checklist

Attachment #6: Vendor Statement of Qualifications

Attachment #7: Ethical Standards Affidavit – Must be notarized

Attachment #8: Conflict of Interest Affidavit – Must be notarized

Attachment #9: Certificate of Liability Insurance

Attachment #10: Assurances and Certifications

Attachment #11: Pre-bid Meeting Agenda

Attachment #12: Clarkston High School – Fixture Conversion Schedule

Attachment #13: Clarkston Junior High – Fixture Conversion Schedule

Attachment #14: Sashabaw Middle School – Fixture Conversion Schedule

Attachment #15: Andersonville Elementary – Fixture Conversion Schedule

Attachment #16: Bailey Lake Elementary – Fixture Conversion Schedule

Attachment #17: Clarkston Elementary – Fixture Conversion Schedule

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 3 of 27

Attachment #18: Independence Elementary – Fixture Conversion Schedule

Attachment #19: North Sashabaw Elementary – Fixture Conversion Schedule

Attachment #20: Pine Knob Elementary – Fixture Conversion Schedule

Attachment #21: Springfield Plains Elementary – Fixture Conversion Schedule

Attachment #22: Renaissance High School – Fixture Conversion Schedule

Attachment #23: Early Childhood Center – Fixture Conversion Schedule

Attachment #24: Clarkston Schools Admin Building – Fixture Conversion Schedule

TERMS OF PERFORMANCE

A. Introduction – Project Overview

1. The scope of the Clarkston Community Schools LED Lighting Conversion

Project will include all interior fixtures, and will include a combination of the following:

i. Replacement of existing non-LED lamps.

ii. Retrofitting of fixtures where possible to accommodate LED lamps and lamp replacement.

iii. Installation of new fixtures where lamp replacement or retrofitting of the existing fixture is not feasible or is not preferred.

iv. All linear fluorescent and PL type fixtures scheduled to be retrofitted must be direct wired with a Type B LED Linear Tube, or Type B LED PL lamp.

Ballast compatible LED products are not acceptable. Multi-functional

Type A & Type B LED linear tubes are acceptable.

v. Existing socket holders in linear fluorescent fixtures that are scheduled to be retrofitted with LED linear tubes shall be replaced.

vi. Removal and proper disposal of All existing lighting fixture electronic ballasts and lamps.

vii. Because of the nature of retrofitting existing lighting infrastructure, a modest departure from the written scope of work in this RFP is expected.

Bidders will be allowed to include as part of their bid, an allowance by building according to the schedule below. In the event a departure from the scope of work as defined in this RFP is identified by a vendor, the vendor must provide Clarkston Community Schools with a written quote for the change order, and the change order must be approved in writing prior to beginning any additional work.

a. Clarkston High School - $2,000

b. Renaissance High School - $2,000

c. Clarkston Junior High - $2,000

d. Sashabaw Middle School - $2,000

e. Andersonville Elementary - $4,000

f. Bailey Lake Elementary - $4,000

g. Clarkston Elementary - $4,000

h. Independence Elementary - $4,000

i. North Sashabaw Elementary - $4,000

j. Pine Knob Elementary - $4,000

k. Springfield Plains Elementary - $4,000

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l. Administrative Offices - $4,000

m. Early Childhood Center - $4,000

2. Buildings scheduled for the LED lighting conversion include:

i. Clarkston High School – Interior Only

ii. Clarkston Junior High – Interior Only

iii. Sashabaw Middle School – Interior Only

iv. Andersonville Elementary – Interior Only

v. Bailey Lake Elementary – Interior Only

vi. Clarkston Elementary – Interior Only

vii. Independence Elementary – Interior Only

viii. North Sashabaw Elementary – Interior Only

ix. Pine Knob Elementary – Interior Only

x. Springfield Plains Elementary – Interior Only

xi. Early Childhood Center – Interior Only

xii. Clarkston Schools Administration Building – Interior Only

xiii. Renaissance High School – Interior Only

3. Clarkston Community Schools will be holding a Mandatory Site Pre-Bid Meeting and Walkthrough on:

i. Friday November 1, 2019 at 9:00am

ii. The meeting will be held at the Clarkston High School, located at 6096

Flemings Lake Road, Clarkston, MI 48346.

iii. The meeting will include a walkthrough of each of the schools listed in

Item 2 above. During the walkthrough, we will verify the Fixture

Conversion Plan, so all parties will be bidding on identical project scopes.

All project questions will be addressed at this meeting.

B. Scope of Work - Performance Requirements

1. Perform work within prescribed hours of operation.

2. Provide all tools and equipment needed to perform the LED lighting conversion.

3. Remove electronic ballast and lamp components from lighting fixtures.

4. Convert existing lighting infrastructure using LED lighting products only.

5. Minimize the construction workspace installation footprint.

6. Maintain organized work areas free of materials, packing and dunnage, scrap, or other items that could create potential trip or safety hazards.

7. Keep noise to minimum levels.

8. Ensure workers are wearing the appropriate Personal Protective Equipment (PPE).

9. Be responsible to ensure the safety of school students, faculty, staff and visitors who are near the LED lighting conversion project workspaces.

10. Manage the procurement, receiving, staging, and movement of materials.

11. Manage the removal and proper disposal of all excess materials, dunnage, lamps, etc.

12. Keep work areas free from debris, obstacles, etc. so as not to impact school operations and student safety.

13. Perform all work on and around existing structure systems, technology runs, conduits etc.

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14. Provide replacement inventory (minimum of 1%) for each type of lamp or fixture installed.

15. Perform a final walk through with Clarkston Community Schools to insure satisfactory completion of the LED lighting conversion project.

16. Prepare and submit all Reservation and Final Rebate Applications with DTE

Energy necessary to capture all eligible energy related incentives for each building.

17. Perform all pre and post installation walk through inspections with a DTE Energy representative to clarify any questions related to the incentive applications.

18. Vendor must be an approved DTE Energy Trade Ally.

19. Vendor must be an approved MI Saves Contractor.

20. Perform work between the hours of 7:00 am and 5:00 pm, Monday through Friday during summer times, or when schools are not in session.

21. Perform work between the hours of 3:00pm and 12:00am, Monday through Friday when schools are in session.

22. The buildings may be made available after 5:00pm on weekdays and on weekends if requested. There will be no additional cost for second, third or weekend shift work.

23. Vendors must attend the Mandatory Site Pre-Bid walkthrough. The date a time for the Mandatory Pre-Bid Walkthrough will be listed on the RFP posting. During the walkthroughs, we will verify areas and project scope. Any and all questions will be addressed at this time.

24. Any modified classroom lighting switching will require removal of the unneeded switch and installation of a black switch cover insert.

25. All suggestions including alternate scope and material options are welcomed and should be shared at the mandatory Pre-Bid walkthrough.

26. This is a NON-Prevailing wage project.

27. All fixtures that have been retrofitted to LED must be labeled as such and clearly visible to anyone performing subsequent work on the light fixture.

28. Gymnasium Light Level Requirements (All vendors must submit a photometric lighting layout that supports that the fixtures recommended will meet the light level requirements below):

i. Clarkston High School Main Gymnasium:

a. Minimum Average Foot Candles – 70.0

b. Minimum Uniformity (Ave/Min) – 2.0

c. Light Loss Factor - .920

d. Mounting Height – 35’

e. Length – 175’

f. Width – 112’

g. Reflectance Values:

1. Floor - .2

2. Wall - .5

3. Ceiling - .5

ii. Clarkston High School Auxiliary Gymnasium:

a. Minimum Average Foot Candles – 60.0

b. Minimum Uniformity (Ave/Min) – 2.0

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c. Light Loss Factor - .920

d. Mounting Height – 26’

e. Length – 115’

f. Width – 70’

g. Reflectance Values:

1. Floor - .2

2. Wall - .5

3. Ceiling - .5

iii. Clarkston Junior High School Main Gymnasium:

a. Minimum Average Foot Candles – 60

b. Minimum Uniformity (Ave/Min) – 2.0

c. Light Loss Factor - .920

d. Mounting Height – 24’

e. Length – 125’

f. Width – 110’

g. Reflectance Values:

1. Floor - .2

2. Wall - .5

3. Ceiling - .5

iv. Sashabaw Middle School Main Gymnasium:

a. Minimum Average Foot Candles – 60.0

b. Minimum Uniformity (Ave/Min) – 2.0

c. Light Loss Factor - .920

d. Mounting Height – 22’

e. Length – 90’

f. Width – 80’

g. Reflectance Values:

1. Floor - .2

2. Width - .5

3. Ceiling - .5

C. Fixture Conversion Schedule Overview

1. Attachments #12 through #24 provide the Fixture Conversion Schedules which includes the detail of the conversion work required for each building listed in Item

A.2. above. The Fixture Conversion Schedules identify the Room Name, Type of

Existing Fixture, Replacement Product, Number of Fixtures, Fixture Conversion

Plan, and Number of Replacement Lamps per Fixture. These Schedules are designed to be used as the basis for the material, labor, and allowance component of the proposal. Any actual change in scope must be approved in writing prior to the work performed.

2. Exceptions include those areas that are excluded from the Fixture Conversion and

Controls Schedules. This includes certain rooms or fixtures that have already been converted to LED. Areas and fixtures that are excluded from the plan are described below:

i. All exterior parking lot light fixtures at all schools.

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D. Project Timing

This LED conversion project shall commence beginning January 6, 2020 and must be completed by 10/30/2020.

E. Product Specifications

1. General LED Product Specifications:

i. The proposed LED fixture or lamp must be listed on the Design Lights

Consortium Qualified Products List or must be Energy Star Certified.

ii. The proposed LED fixture or lamp must be UL/ETL listed.

iii. The proposed LED fixture or lamp must carry a minimum 5-year warranty from the date of installation.

iv. The fixture or lamp manufacturer shall have produced LED products for a minimum of 5 years at the time of this bid.

v. The proposed LED fixture or LED linear tube shall have been photometrically tested per IES LM-79-08 by an independent laboratory, or an in-house laboratory with NIST NVLAP accreditation. The Vendor shall submit the LM-79-08 test data from the proposed LED fixture or lamp manufacturer.

vi. The LED package used in the proposed LED fixture or LED linear tube shall have been tested for a minimum of 6000 hours per IES LM-80-08.

vii. The Vendor shall submit test data obtained from the manufacturer of the proposed LED fixture or LED linear tube to verify in-situ LED temperature (ISTMT). The test data must be obtained from an Energy

Star qualified independent test lab. The testing is to be performed per the

Energy Star SSL program methodology.

2. LED 4-foot Linear Tube Additional Specifications:

i. Minimum luminous efficacy for the LED linear tube shall be 135.0 lumens/watt.

ii. Minimum luminous output for 15W LED linear tubes shall be 2000 lumens.

iii. Minimum Color Rendering Index (CRI) shall be 80.

iv. Highest in-situ measured temperature of an LED for a 4-foot linear tube must be less than 55 degrees Celsius.

i. Only aluminum backed LED linear tubes are acceptable for this RFP. All plastic or glass LED linear tubes are not acceptable.

2. LED 3-foot Linear Tube Additional Specifications:

i. Minimum luminous efficacy for the LED linear tube shall be 130.0 lumens/watt.

ii. Minimum luminous output for 15W LED linear tubes shall be 1800 lumens.

iii. Minimum Color Rendering Index (CRI) shall be 80.

iv. Highest in-situ measured temperature of an LED for a 3-foot linear tube must be less than 55 degrees Celsius.

i. Only aluminum backed LED linear tubes are acceptable for this RFP. All plastic or glass LED linear tubes are not acceptable.

2. LED 2-foot Linear Tube Additional Specifications:

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i. Minimum luminous efficacy for the LED linear tube shall be 130.0 lumens/watt.

ii. Minimum luminous output for 8W LED linear tubes shall be 1000 lumens.

iii. Minimum Color Rendering Index (CRI) shall be 80.

iv. Highest in-situ measured temperature of an LED for a 2-foot linear tube must be less than 65 degrees Celsius.

v. Only aluminum backed LED linear tubes are acceptable for this RFP. All plastic or glass LED linear tubes are not acceptable.

3. LED Panel Light Additional Specifications:

i. Minimum luminous efficacy shall be 125.0 lumens/watt.

ii. Minimum luminous output shall be 3600 lumens.

iii. Maximum wattage for LED panel lights shall be 30 watts.

iv. Minimum Color Rendering Index (CRI) shall be 80.

v. The highest in-situ measured temperature of an LED must be less than 50 degrees Celsius.

vi. Only edge lit LED panel lights will be accepted. Back-lit LED panel lights are not acceptable.

vii. The plastic used in the LED panel light must be manufactured with

PMMA (Polymeric Methyl Methacrylate). LED panel lights manufactured with PS (Polystyrene) and MS (Methyl Methacrylate

Styrene) will not be accepted. Please submit an MSDS sheet, or a letter from the manufacturer verifying the plastic used in the LED panel light.

4. LED Linear High Bay Additional Specifications:

i. Minimum luminous efficacy shall be 130.0 lumens/watt.

ii. Minimum luminous output for 120W LED Linear High Bay shall be

15000 lumens.

iii. Minimum luminous output for 160W LED Linear High Bay shall be

20000 lumens.

iv. Minimum Color Rendering Index (CRI) shall be 80.

v. Highest in-situ measured temperature of an LED must be less than 55 degrees Celsius.

vi. Vendor must submit a photometric lighting layout for the Clarkston High

School Main Gymnasium, Clarkston High School Auxiliary Gym, Clarkston Junior High School Main Gymnasium, and Sashabaw Middle

School Main Gymnasium which supports that the fixture recommended in their bid will meet the light level requirements in Item B.28. above.

F. Proposal Requirements

1. Submittal Documents as required per this Request for Proposal.

2. Proposal Content:

i. Companies interested must offer pricing, warranty information and any other information that shall help staff make the final award decision.

3. Proposal Process:

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i. Proposals shall be prepared in compliance with provisions of this RFP.

Failure to comply will result in the disqualification of the proposal.

ii. Proposals must be received by Thursday November 14, 2019, no later than

2:00pm at the Clarkston Community Schools Administration Office.

iii. The Proposal Package must include the following:

iv. Signature Page shall be used as a cover page - Attachment #1

v. The Proposal Package must include the following:

a. The Vendor Bid Proposal - Attachment #2 - one (1) original and two (2) copies.

b. Detailed Bid Proposal by School – Attachment #3.

c. Unique Product List - Attachment #4 - Shall be used to list unique products identified as replacement product for this proposal.

d. Unique Product Checklist - Attachment #5 - Shall be completed for each unique product listed on Attachment #4.

e. Bidders shall also submit the following for each proposed product model for which a Unique Product Checklist is required:

1. Product specification sheet.

2. IES LM-79 test report (include photometry and colorimetry).

3. In-Situ Temperature Measurement Test (ISTMT).

4. A completed Unique Product Checklist - Attachment #5.

5. Bids submitted with out items 1 to 4 above will not be accepted.

f. Vendor Statement of Qualifications - Attachment #6.

g. Ethical Standards Affidavit - Attachment #7 – Must be notarized.

h. Conflict of Interest Affidavit - Attachment #8 – Must be notarized.

i. Certificate of Liability Insurance - Attachment #9.

j. Assurances and Certifications - Attachment #10.

4. Proposals must be addressed to:

Clarkston Community Schools

Attn: Wes Goodman

Proposal # LED 2020

6389 Clarkston Road

Clarkston, MI

5. Any proposal received after the time stipulated will not be considered. Proposals received by facsimile transmissions or electronic mail will not be considered.

6. Only the forms provided in the RFP packet are to be used. Electronic versions may be found on the Clarkston Community Schools web page at:

www.clarkston.k12.mi.us. Altered or substitute forms will not be accepted.

7. ALL submitted documents must be typed or computer generated. No hand-written documents will be allowed.

8. It is understood that each Vendor, before submitting a proposal, shall, if they are uncertain of the conditions, requirements and/or obstacles that might impact the provision of services, request further information or visit the schools to be served.

Failure to make such inquiry or receive an answer shall not relieve the successful

Vendor from the obligation to comply, in every detail, with all provisions and http://www./

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 10 of 27 requirements of the RFP nor shall it be a basis for any claim whatsoever for alteration in any term or payment required by the Agreement.

9. Inquiries regarding this RFP may be directed to:

Clarkston Community Schools

Attn: Wes Goodman

248-521-3178 wrgoodman@clarkston.k12.mi.us

10. If a Vendor discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, they shall immediately notify Clarkston Community Schools of such error in writing and request modification or clarification of the document.

Modifications will be made by issuing a revision and will be given by written notice to all parties who have received this RFP. The Vendor is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the RFP prior to submitting the proposal or it shall be deemed waived.

11. No allowance will be made after proposals are received for oversight, omission, error or mistake by Vendor.

12. All proposals and any accompanying documents become the property of

Clarkston Community Schools and will not be returned.

13. Clarkston Community Schools will not be liable in any way for any costs incurred by Vendors in the preparation of their proposals in response to this RFP nor for the presentation of their proposals and/or participation in any discussions or negotiations.

14. Clarkston Community Schools reserves the right to withdraw this RFP at any time and for any reason and to issue such clarifications, modifications, and/or amendments as it may deem appropriate.

15. Receipt of proposal materials by Clarkston Community Schools or submission of a proposal to Clarkston Community Schools offers no rights against Clarkston

Community Schools nor obligates Clarkston Community Schools in any manner.

16. Clarkston Community Schools reserves the right to waive minor irregularities in proposals. Any such waiver shall not modify any remaining RFP requirements or excuse the Vendor from full compliance with the RFP specifications and other contract requirements if the Vendor is awarded the contract.

17. Proposal must be signed by an officer of the Vendor who is legally authorized to obligate the Vendor to a contract.

18. All proposals shall be a matter of public record subject to the provisions of

Michigan law.

19. Bond Requirements - Provide pricing for a Payment and Performance Bond; do not include in base bid. In accordance with Michigan Compiled Laws Section

129.201, successful vendor(s) must obtain Performance and Payment Bonds for any bid category exceeding $50,000. The Performance and Payment Bonds shall be in an amount equal to the contract amount. The Performance and Payment

Bonds shall be solely for the protection of CLARKSTON COMMUNITY

SCHOOLS and shall be executed by a surety company authorized to do business in the state of Michigan and be listed in Federal Register or have an AM Best

Rating of B+ or better.

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G. Evaluation of Proposals and Award

1. All Vendors, by submitting proposals, agree that they have read and are familiar with all the terms and conditions of the RFP and applicable federal and state laws, rules and regulations and will abide by the terms and conditions thereof.

2. Clarkston Community Schools and the evaluation committee, at their sole discretion, shall determine whether Vendors have the basic qualifications to conduct the desired service for Clarkston Community Schools. In determining whether a Vendor possess the basic qualifications to operate, Clarkston

Community Schools may consider, but not be limited to, the following: (a)

Vendor’s general reputation for performance and service; (b) Vendor’s longevity of service (number of years) and previous experience; (c) Years of continuous business; (d) Vendor’s financial condition.

3. Proposals will first be examined to eliminate those that are clearly non-responsive to stated requirements.

4. Award shall be made to the most responsible Vendor whose proposal is determined to be the most advantageous to Clarkston Community Schools taking into consideration the terms and conditions set forth in this RFP. A valid and enforceable contract exists when an agreement is fully executed between

Clarkston Community Schools and the Vendor.

5. Any response that takes exception to any mandatory items in this RFP may be rejected and not considered.

6. Clarkston Community Schools reserves the right to accept or reject in part or in whole any or all proposals submitted.

7. Clarkston Community Schools reserves the right to request in writing clarifications or corrections to proposals. Clarifications or corrections shall not alter the Vendor’s price contained in the cost proposal.

8. Clarkston Community Schools reserves the right to negotiate further with the successful vendor. The content of the RFP and the successful Vendor’s proposal(s) will become an integral part of the contract but may be modified by the provisions of the contract.

9. By submission of proposals pursuant to this RFP, Vendors acknowledge that they are amenable to the inclusion in a contract of any information provided either in response to this RFP or subsequently during the selection process.

10. A proposal in response to an RFP is an offer to contract with Clarkston

Community Schools based upon the terms, conditions, and scope of work and specifications contained in the RFP.

11. Clarkston Community Schools has the right to use, as Clarkston Community

Schools determined to be appropriate and necessary, any information, documents, and anything else developed pursuant to the RFP, the proposal and the contract.

12. Vendors must submit proposals that are complete, thorough and accurate.

Brochures and other similar material may be attached to the proposal.

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H. Bid Protest Process

1. Bid protests are filed by Vendors because they seek to remedy a wrong, actual or perceived, which could inflict or has inflicted injury or hardship to their company as a result of some action taken by Clarkston Community Schools during the solicitation process.

2. General Authority

i. Clarkston Community Schools maintains the exclusive authority and responsibility to purchase and rent all materials, supplies and equipment, furnishings, fixtures and all other personal property for use by Clarkston

Community Schools departments, districts or agencies which are governed by Clarkston Community Schools Board.

3. Protest Procedure

i. Upon a determination of Vendor selection from a bid process, the

Purchasing Agent will post a “Notice of Intent to Award” on or after

November 14, 2019 and notify all solicitation participants of the intended award via email.

a. Non-selected Vendors will have three (3) business days from the date the notice is posted to file a formal bid protest with Clarkston

Community Schools or the designee.

b. The bid protest, which must be received by Clarkston Community

Schools or designee within the three (3) day period, shall be in writing, and include the specific facts, circumstances, reasons and/or basis for the protest. This written notice may be in the form of a letter, fax or email.

c. Upon execution of the Master Agreement with the selected

Vendor, Clarkston Community Schools, or designee, will not take action on a bid protest, but a written response will be provided to the protesting Vendor.

d. If a Vendor's bid protest is appropriately filed, Clarkston

Community Schools, or designee, may delay the award of the

Master Agreement until the matter is resolved.

e. Notwithstanding the foregoing, throughout the bid protest review process, Clarkston Community Schools has no obligation to delay or otherwise postpone an award of a Master Agreement based on a bid protest. In all cases, Clarkston Community Schools reserves the right to make an award when it is determined to be in the best interest of Clarkston Community Schools to do so.

f. Clarkston Community Schools, or designee, will respond to all bid protests in a timely manner.

I. Indemnity, Release, Insurance and Security

1. Evidence of Vendor Insurance Coverage

i. The Vendor shall provide Clarkston Community Schools at the time the

Bid Proposal is submitted, Certificates of Insurance and/or policies, acceptable to Clarkston Community Schools, as listed below:

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a. Certificate of Liability Insurances (Attachment #9) properly executed.

b. Certificates of insurance and/or policies may be required prior to work commencing.

2. Insurance Requirements

i. During the performance and up to the date of final acceptance of the work, the Vendor must affect and maintain insurance hereafter listed below:

a. The Vendor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employers

Liability Coverage at limits of $100,000 per person, $500,000 aggregate, in accordance with all applicable statutes of the State of

Michigan.

b. The Vendor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an

“Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal

Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions:

1. Contractual Liability

2. Products and Completed Operations

3. Per contract aggregate

c. Provide evidence of a Professional Liability Insurance for all staff providing services.

d. The Vendor shall procure and maintain during the life of this contract, Motor Vehicle Liability Insurance, including applicable no-fault coverage, with limits of liability of not less than

$1,000,000 per occurrence combined single limit Bodily Injury and

Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Workers’ Compensation Insurance, Professional Liability, Commercial General

Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance

Written Notice of Cancellation or Non-Renewal shall be sent to Clarkston

Community Schools.”

4. If any of the above coverages expire during the term of this contract, the Vendor shall deliver renewal certificates and/or policies to Clarkston Community Schools at least ten (10) days prior to the expiration date.

5. Indemnification and Hold Harmless – The Vendor shall indemnify and hold harmless Clarkston Community Schools, its officers, agents, and employees from:

i. Any claims, damages, costs and attorney fees for injuries or damages arising, in part or in whole, from the negligent or intentional acts or omissions of the Vendor, its officers, employees and/or agents, including its sub or independent vendors, in connection with the performance of the contract.

ii. Any claims, damages, penalties, costs and attorney fees arising from any failure of the Vendor, its officers, employees and/or agents, including its

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 14 of 27 sub or independent vendors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

iii. Clarkston Community Schools will not indemnify, defend or hold harmless in any fashion the Vendor from any claims arising from any failure on the part of the vendor, its employees or suppliers, regardless of any language in any attachment or other document that the Vendor may provide.

iv. The Vendor shall reimburse Clarkston Community Schools any expenses incurred as a result of the Vendor’s failure to fulfill any obligation in a professional and timely manner under the Agreement.

J. Default and Termination

1. In the event the Vendor shall default in any of the obligations or conditions set forth in the negotiated Contract or their performance does not meet the mutually established successful performance criteria, Clarkston Community Schools will notify the Vendor of such in writing.

2. Written notice referred to in this article shall be deemed delivered upon presentation to any person designated by the Vendor as the manager or, in the case of notice by the Vendor, the Director of Transportation and Facilities or by mailing the same certified or registered mail to the address for the Vendor in the proposal, or the address for Clarkston Community Schools in the case of notice by the Vendor.

3. Failure on the part of Clarkston Community Schools to notify the Vendor of default shall not be deemed a waiver by Clarkston Community Schools of their rights on default of the Vendor and notice at a subsequent time will have the same effect as if promptly made.

4. Upon receipt of notice of default from Clarkston Community Schools, the Vendor shall immediately correct such default. In the event the Vendor fails to correct the default to the satisfaction of, Clarkston Community Schools shall have all rights accorded by law, including the right to immediately terminate the Agreement.

Such termination shall not relieve the Vendor of any liability to Clarkston

Community Schools for damages sustained by virtue of any default by the

Vendor.

5. The Vendor agrees that, in the event either party deems it necessary to take legal action to enforce any provision of the Agreement, and in the event Clarkston

Community Schools prevails, the Vendor shall pay all expenses of such action including Clarkston Community Schools attorney fees and costs at all stages of the litigation.

6. The parties may mutually terminate the contract/agreement that results from this proposal at any time. Either party may terminate the contract/agreement with cause given a sixty (60) day notice to the other party.

7. Termination of the Agreement by Clarkston Community Schools upon default by the vendor shall be sufficient grounds for the forfeiture of any bonds, if required to be posted by the Vendor, and the bonds shall so specify.

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K. Taxes

1. Clarkston Community Schools is exempt from all federal, state and local taxes.

Clarkston Community Schools shall not be responsible for any taxes that are imposed on the Vendor. Furthermore, the Vendor understands that it cannot claim exemption from taxes by virtue of any exemption that is provided to Clarkston

Community Schools.

L. Integration

1. All RFP documents and addenda, vendor’s response to this RFP, subsequent

Requests for Payments, and contract with the successful vendor contains the entire understanding between the parties.

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 16 of 27

II. ATTACHMENTS

Attachment #1 Signature Page

Attachment #2 Vendor Bid Proposal

Attachment #3 Detailed Bid Proposal by School

Attachment #4 Unique Product List

Attachment #5 Unique Product Checklist

Attachment #6 Vendor Statement of Qualifications

Attachment #7 Ethical Standards Affidavit – Must be notarized

Attachment #8 Conflict of Interest Affidavit - Must be notarized

Attachment #9 Certificate of Liability Insurance

Attachment #10 Assurances and Certifications

Attachment #11 Pre-bid Meeting Agenda

Attachment #12 Clarkston High School – Fixture Conversion Schedule

Attachment #13 Clarkston Junior High School – Fixture Conversion Schedule

Attachment #14 Sashabaw Middle School - Fixture Conversion Schedule

Attachment #15 Andersonville Elementary School – Fixture Conversion Schedule

Attachment #16 Bailey Lake Elementary School – Fixture Conversion Schedule

Attachment #17 Clarkston Elementary School – Fixture Conversion Schedule

Attachment #18 Independence Elementary School – Fixture Conversion Schedule

Attachment #19 North Sashabaw Elementary School – Fixture Conversion Schedule

Attachment #20 Pine Knob Elementary School – Fixture Conversion Schedule

Attachment #21 Springfield Plains Elementary School – Fixture Conversion Schedule

Attachment #22 Renaissance High School – Fixture Conversion Schedule

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 17 of 27

II. ATTACHMENTS - Continued

Attachment #23 Early Childhood Center – Fixture Conversion Schedule

Attachment #24 Administration Building – Fixture Conversion Schedule

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 18 of 27

Attachment #1

SIGNATURE PAGE

This form must be returned, properly executed.

Please use this page as a cover sheet for your bid proposal.

In compliance with the Request for a Proposal made by Clarkston Community Schools, the undersigned proposes to furnish and deliver all services in accordance with the accompanying descriptions and instructions in the RFP. The undersigned also asserts that:

• This proposal is made without any previous understanding, agreement or connection with any other person, firm or corporation making a bid for the same purchase and is in all respects fair and without collusion or fraud.

• No member of the Board of Education of Clarkston Community Schools nor any officer, employee or person whose salary is payable in whole or in part from the treasury of said Board of Education is directly or indirectly interested in this proposal or in the services to which it relates, or in any portion of the profits thereof.

• All prices herein are net and exclusive of all federal, state and municipal sales and excise taxes.

• Said bidder clearly understands that Clarkston Community Schools will be the sole judge in determining the quality of services as being equal to or in compliance with the descriptions set forth in the RFP.

Company: _____________________________________________

Name: ________________________________________________

Signature of above:

Title: __________________________

Address: ______________________________________________

Telephone: _____________________

Fax Number: ____________________

Date: _________________

Are you a small business? Yes _____ No _____

Are you a minority business? Yes _____ No _____

If yes, list minority:

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 19 of 27

Attachment #2

Vendor Bid Proposal

RFP # LED 2020 – Comprehensive LED Lighting Conversion

Vendor:

Address: Phone Number:

Fax Number: _____________________

Vendor Web Site: Email:

Total Project Summary

Total Labor Cost: ___________________

Total Material Cost: ___________________

Total Bid Amount: ___________________

Total Allowance Amount: ___________________

Signature: Date:

Print Name: Title:

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 20 of 27

Attachment #4

UNIQUE PRODUCT LIST

1. 4’ 15W 4000K LED Linear Tube – Please Submit Unique Product Checklist

2. 3’ 15W 4000K LED Linear Tube – Please Submit Unique Product Checklist

3. 2’ 8W 4000K LED Linear Tube – Please Submit Unique Product Checklist

4. 2’ x 2’ 30W 4000K LED Panel Light – Please Submit Unique Product Checklist

5. 160W 5000K LED Linear High Bay – Please Submit Unique Product Checklist

6. 120W 5000K LED Linear High Bay – Please Submit Unique Product Checklist

7. 48W 5000K LED Full Cut-off Wall Pack – Please Submit Unique Product Checklist

8. 10W (8”) 4000K LED Down Light – Do Not Submit a Unique Product Checklist

9. 10W (6”) 4000K LED Down Light – Do Not Submit a Unique Product Checklist

10. 18W (10”) 4000K LED Down Light – Do Not Submit a Unique Product Checklist

11. 7W 4000K LED PL Lamp – Do Not Submit a Unique Product Checklist

12. 27W 4000K LED Corn Lamp – Do Not Submit a Unique Product Checklist

13. 36W 4000K LED Corn Lamp – Do Not Submit a Unique Product Checklist

14. 54W 4000K LED Corn Lamp – Do Not Submit a Unique Product Checklist

15. 8.5W 4000K LED A19 Lamp – Do Not Submit a Unique Product Checklist

16. 6W 4000K LED G25 Lamp – Do Not Submit a Unique Product Checklist

17. 14W 4000K LED PAR Lamp – Do Not Submit a Unique Product Checklist

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 21 of 27

Attachment #5

UNIQUE PRODUCT CHECKLIST

Note: A separate sheet must be filled out for EACH item listed on Attachment #4

1. Product manufacturer:

2. Product model number:

3. How long has manufacturer of this product been manufacturing LED Products:

4. How long has this model/generation been in production?

5. How long is the warranty in years?

6. What is the luminaire/lamp ambient temperature range?

7. What is the CRI?

8. What is the projected L75 life in hours?

9. What is Lumen per Watt rating?

10. IES Photometric Testing to LM-79? YES or NO:

11. What is the Total Luminous Output?

12. What is the temperature of the inner most LED (from the ISTMT test report)? ______________

13. What are the available input voltage ratings?

14. Is dimming available for this product?

15. DLC or Energy Star Product ID#?

16. Are all required documents included (see below)?

REQUIRED DOCUMENTATION TO SUPPORT EACH PRODUCT ITEM

A. LED fixture, LED linear tube, LED lamp product specification sheet

B. IES LM-79 test report (include photometry and colorimetry)

C. In-Situ Temperature Test (ISTMT)

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 22 of 27

Attachment #6

VENDOR STATEMENT OF QUALIFICATIONS

Company Name:

Company Address: Fax Number:

Contact Name:

Contact Title:

Company website: Email:

Number of years in business:

Company’s financial rating: Duns or Bank reference (i.e., name and address of bank where company’s commercial account is located):

List 3 current or recent EDUCATIONAL clients for reference purposes.

CLIENT DATA DESCRIPTION and DATE of SERVICE

Client #1:

Address:

Contact Name: Contact Phone:

Contact Email:

Client #2:

Client #3:

Signature: Title: Date:

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 23 of 27

Attachment #7

ETHICAL STANDARDS AFFIDAVIT

Vendor, after being first duly sworn, affirms that by its employment policy, standards and practices it does not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, age or sex and that it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

Vendor understands that it shall be a breach of ethical standards for any person to offer, give or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy or other particular matter pertaining to any program requirement of a contract or subcontract or to any solicitation or proposal therefore.

Vendor also understands that it shall be a breach of ethical standards for any payment, gratuity or offer of employment to be made by or on behalf of a subvendor under a contract to the prime vendor or higher tier subvendor or any person associated therewith, as an inducement for the award or a subcontract or order.

Vendor also understands that it shall be a breach of ethical standards for a person to be retained, or to retain a person, to solicit or secure a metropolitan government contract upon the agreement or understanding for a contingent commission, percentage or brokerage fee, except for the retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business.

Vendor represents that it has not retained anyone in violation of the foregoing.

Vendor also understands that a breach of ethical standards could result in civil or criminal sanctions and/or debarment or suspension from being a seller, vendor or subvendor under metropolitan government contracts.

Print name of bidder: ______________________ Signature:

Name of Company:

Sworn to and subscribed before me, a notary public in and for the above state and county, on this

________ Day of _______________, 20_____.

Notary Public ________________________________________

My commission expires: _

Seal

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 24 of 27

Attachment #8

CONFLICT OF INTEREST AFFIDAVIT

This affidavit is required by state law and complies with the State of Michigan, Act No. 232 of Public

Acts of 2004, Enrolled House Bill No. 5376, Sec. 1267, paragraph 3, and sub-paragraph (d), as listed below:

(3) The advertisement for bids (and proposals) shall do all of the following:

State that the bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive of the public-school academy. A board, intermediate school board, or board of directors shall not accept a bid that does not include this sworn and notarized disclosure statement.

CHECK ONE OF THE TWO BOXES BELOW.

List and describe all existing Conflicts of Interest. (Attach an additional page if necessary.)

To the best of my knowledge, no conflict of interest exists.

Print name of bidder: _____________________ Signature:

Name of Company: City: State:

NOTARY: State of County of

Sworn to and subscribed before me, a notary public in and for the above state and county, on this

Day of ________________ , 20 .

Notary Public

My commission expires:

Seal

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 25 of 27

Attachment #9

ACORD CERTIFICATE OF LIABILITY INSURANCE

DATE (MM/DD/YY)

PRODUCER

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND

CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE

DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE

POLICIES BELOW.

INSUREERS AFFORDING COVERAGE

INSURED

INSURER A:

INSURER B:

INSURER C:

INSURER D:

INSURER E:

COVERAGES

THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OF CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE

MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND

CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

IN

SR

LT

R

TYPE OF INSURANCE POLICY NUMBER

POLICY EFFECTIVE

DATE(MM/DD/YY)

POLICY EXPIRATION

DATE(MM/DD/YY)

LIMITS

A

GENERAL LIABILITY EACH OCCURENCE $

COMMERCIAL GENERAL

LIABILITY

FIRE DAMAGE (Any one fire)

CLAIMS MADE OCCUR MED EXP (Any one person)

PERSONAL & ADV

INJURY

GENERAL

AGGRREGATE

GENERAL AGGREGATE LIMIT

APPLIES PER:

PRODUCTS-COMP/OP

AGG

POLICY PROJECT LOC

B

AUTOMOBILE LIABILITY COMBINED SINGLE

LIMIT

ANY AUTO

(Ea accident)

ALL OWNED AUTOS BODILY INJURY $

SCHEDULED AUTOS (Per person)

HIRED AUTOS BODILY INJURY $

NON-OWNED AUTOS (Per accident)

PROPERTY DAMAGE

(Per accident)

GARAGE LIABILITY AUTO ONLY-EA

ACCIDENT

ANY AUTO OTHER THAN EA

ACC

AUTO ONLY: AGG $

EXCESS LIABILITY EACH OCCURRENCE

OCCUR CLAIMS

MADE

AGGREGATE $

DEDUCTIBLE $

RETENTION $ $

C WORKERS COMPENSATION AND

EMPLOYERS’ LIABILITY

ANY

PROPRIETOR/PARTNER/EXECUTIVE

OFFICER/MEMBER EXCLUDED?

WC

STATUT-

ORY LIMITS

OTHER

E.L. EACH ACCIDENT $

If yes, describe under SPECIAL

PROVISIONS below

E.L. DISEASE-EA

EMPLOYEE

E.L. DISEASE – POLICY

LIMIT

OTHER $

DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS

CERTIFICATE

HOLDER

ADDITIONAL INSURED; INSURER LETTER: __ CANCELLATION

Clarkston Community Schools

1400 South Dearing Road

Parma, MI 49269

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE

EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL

30-DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,

BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY

KIND UPON THE INSURER, ITS AGENTS OF REPRESENTATIONS

AUTHORIZED REPRESETNATIVE

Clarkston Community Schools Comprehensive LED Lighting Conversion Page 26 of 27

Attachment #10

ASSURANCES and CERTIFICATIONS

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

The prospective vendor certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for from participating in this transaction by any Federal department of agency. Where the prospective vendor is unable to certify to any of the statements in this certification, such prospective vendor shall attach an explanation to this proposal.

Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

The applicant herby agrees that it will comply with all federal and Michigan laws and regulations prohibiting discrimination and, in accordance therewith, no person, on the basis of race, color, religion, national origin or ancestry, age, sex, marital status or handicap, shall be discriminated against, excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in any program or activity for which it is responsible or for which it receives financial assistance from the U.S. Department of

Education or the MDE.

Assurance Regarding Access to Records and Financial Statements

The applicant hereby assures that it will provide the pass-through entity, i.e., the Clarkston Community

Schools, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with Section 400 (d) (4) of the U.S. Department of Education Compliance Supplement for

A-133.

Iran Economic Sanctions Act

The prospective vendor certifies that its organization, by submission of this proposal, is not an Iran Linked

Business. Please refer to the “Iran Economic Sanction Act” Public Act 517 for clarifications or questions.

Clarkston Community Schools as a Michigan public entity is required to follow Public Act 517 of 2012.

Date ____________ _____________________________ _______________

Signature

Clarkston Community Schools Comprehensive LED Lighting Conversion RFP Page 27 of 27

Attachment #11

Pre-bid Meeting

LED 2020

Friday, October 18, 2019

9:00 AM

Comprehensive LED Lighting Conversion RFP

RFP # LED 2020

Agenda

I. Opening Comments and Overview Wes Goodman 9:00 - 9:30 am

a. Opening Comments

b. Project Overview

c. Proposal Timeline

II. Clarkston High School Walkthrough Wes Goodman 9:30 – 10:30 am

III. Question & Answer Session Wes Goodman 10:30 – 11:00 am