Classroom Ambulance Simulator RFP.pdf

Classroom Ambulance Simulator

Request for Proposal

1. Introduction

The Ottawa Area Intermediate School District (OAISD) is located in western Michigan in Ottawa and northern Allegan counties. In addition to its internal operations, the OAISD is a service agency to eleven public school districts, seven Public School Academies (aka, charter schools), and several non-public school educational entities.

This Request For Proposal (RFP) is for the procurement and delivery of equipment specified in Section 5.

2. Bid Process

2.1. Bid Submission

Bids will be accepted either electronically through email to jdowning@oaisd.org or online at bidnetdirect.com.

Emailed submissions must be completed by March 21, 2025 at 5:00 p.m. and reference “Classroom Ambulance Simulator RFP” in their subject line in order to be considered. No Bids will be considered after the appointed bid end time. The OAISD reserves the right to reject Bids without a signed RFP signature page as “not being submitted.”

2.2. Any Bidder may withdraw its Bid by email notification to jdowning@oaisd.org at any time prior to the official Bid opening. Negligence or error on the part of the Bidder in preparation of the Bid confers no right for the withdrawal or modification of a bid after it has been opened.

2.2.1. Bids must remain firm and in effect for 90 days from the due date of the Bid.

2.2.2. All Bidders must provide a notarized Familial Relationship Affidavit for the purpose of disclosing any familial relationship between the owner(s) or any employees of the Bidder and any member of the OAISD Board of Education or Superintendent (see “Appendix B” and “Appendix C”).

2.2.3. All Bidders must provide a sworn statement disclosing any Iran Linked Business relationship that exists within the owners, including officers, directors and employees (See “Appendix D”).

2.2.4. All Bids should provide an estimate of normal delivery timelines once an order is placed. If supply shortages of any component are known, the bidder must disclose this information. Time to delivery is a consideration when evaluating bids.

2.2.5. Bids should fully comply in all respects with the specifications provided. Any deviation which the Bidder suggests as an alternative to the specified product must be explained in writing. It is the Bidders responsibility to identify how the substitution is of equivalent or superior quality to the stated file:///C:/Users/jdowning/Downloads/jdowning@oaisd.org file:///G:/My%20Drive/RFPs/bidnetdirect.com file:///C:/Users/jdowning/Downloads/jdowning@oaisd.org specification. The OAISD shall be the final judge of whether a substitution is equivalent to the originally stated specification for the purpose of Bid evaluation.

2.2.6. Bids should include arrangements for delivery. All costs for delivery should be included in the Bid price.

Products are subject to inspection at the time of delivery to ensure specifications are met.

2.2.7. Prices quoted in the Bid, including “per hour” charges, must be on a unit price basis and included in the total price. The price of an item or unit of a given product as promised in a Bid cannot be changed by the service provider regardless of whether the OAISD changes the quantity of the item unit needed.

2.2.8. Bids must detail any educational or other discounts included in the calculating the bid cost.

2.2.9. All equipment quoted should be new equipment and of the latest design. Variances from this requirement should be clearly noted in the Bid.

2.2.10. Bidders are required to provide the manufacturer and model numbers for each piece of equipment and should provide “cut” or “specification” sheets when available.

2.1.10. Bidders may request that information in the RFP be clarified. All such requests must be submitted by email to jdowning@oaisd.org. Requests for clarification will be provided to all prospective vendors who are on record as having received an RFP. Note: All questions must be submitted prior to 5:00 p.m. on March 14, 2025 (i.e. one week before bid closing).

3. Bid Schedule

The following is the schedule of events for the Bid process:

March 14, 2025 Last day to submit clarifications and request for process modifications (5:00 p.m.)

March 21, 2025 Bid Due Date (5:00 p.m.)

April 16, 2025 Consideration of Recommend Bid by OAISD Board of Education

(Board approval is REQUIRED BEFORE A PURCHASE ORDER CAN BE GENERATED) Note: This date reflects the currently scheduled date of the Board’s regular April meeting, but is subject to change.

April 18, 2025 Bid Award Notification (if any)

4. General Considerations

4.1. This RFP is not an offer to enter into a contract, but rather is a solicitation for Bids. The contract(s) will be deemed as having been awarded when the formal notice of acceptance of the Bid has been duly served upon the Awardees by an officer, or agent, of the OAISD duly authorized to give such notice.

4.2. The OAISD reserves the right to reject any or all Bids in whole, or in part, and accept any Bid or portion of the

Bid that, in the opinion of the OAISD, best serves its interests. Bid evaluation may include the Bidder’s ability to meet requirements outlined in the RFP, implementation schedules, quality of workmanship, prior experience, and price. The OAISD is not legally or procedurally obligated to accept low Bids.

mailto:jdowning@oaisd.org

4.3. Contents of the Request for Proposal and Bidder's Response shall be incorporated into the contract, if a contract ensues.

4.4. The OAISD is not liable for any cost incurred by any bidder prior to signing of a contract by all parties.

4.5. The OAISD reserves the right to receive any and all price reductions, discounts or rebates that are received by the selected Bidder for specified services to the OAISD by way of a setoff of monies owed or refund of monies paid by the OAISD.

4.6. All equipment warranties shall begin on the date that the OAISD offers their final acceptance of delivery and/or installation. The Bid response should clearly articulate the terms of all warranties, and shall not result in an additional expense to the OAISD beyond the stated Bid cost. Equipment warranty services shall include any and all equipment repairs, adjustments, and calibrations needed to keep the equipment in full operating condition.

4.7. Bidders should indicate a payment schedule for the project. The OAISD generally operates on a Net 30 day basis after receipt of authorization for payment. Bidders should indicate any discount which may be available for staged payments, prompt payment or partial pre-payment options which the OAISD may elect to accept.

The OAISD will not be liable for any late payment charges.

4.8. The selected Bidder must pay for all royalties, copyright, trademark and patents required to deliver its services and must defend all suits for claims or infringements on copyrights, trademarks and/or patent rights and shall indemnify and hold the OAISD harmless from any and all claims and/or loss related to claims and/or infringements on copyrights, trademarks, and/or patent rights, including reasonable attorney fees and costs incurred by the OAISD.

4.9. All products and/or services furnished by the selected Bidder must comply with all applicable federal, state and local codes, and regulations. All Bids must include, and the selected Bidder must pay, all taxes levied by the Federal, State, and Local Governments, on both labor and materials. The OAISD reserves the right to require evidence of such tax payments prior to final payment of the contract. The OAISD is exempt from Federal Excise and Michigan Sales & Use Tax.

The OAISD Federal ID Number for tax exemption purposes is F38-1709520.

4.10. All disputes that may result from this RFP shall be resolved according the laws of the State of Michigan.

4.11. For the purpose of assuring the quality of workmanship, products and/or services, the OAISD will retain the right and has complete discretion to qualify or disqualify any Bidders on the basis of available information concerning the Bidder’s ability to perform as needed and the suitability of the products and/or services included in the Bid.

4.12. The OAISD may request any and all Bidders to submit the following information before awarding the contract:

• The Bidder’s performance record(s).

• The address of the Bidder’s permanent place of business and a description of the products and/or services requested.

• An itemized list of the Bidder’s equipment, plant and personnel.

• The Bidder’s financial statement(s).

• A description of any project, which the Bidder has completed in a satisfactory manner.

• Any additional information that will satisfy the OAISD that the Bidder is adequately situated and able to fulfill the terms of the proposed contract.

• A description of any other project(s) that will be performed simultaneously with the OAISD’s project(s).

5. Project Scope/Requirements

5.1. OAISD Background

The Careerline Tech Center is a service of the Ottawa Area Intermediate School District, opened in the fall of 1977 with 441 students enrolled in eleven programs. Today, more than 1,400 students are enrolled in 28 career and technical education programs.

One of these programs—Emergency Medical Services—is an introduction to the world of emergency medicine. Students learn how to provide care and transportation to the sick and injured, typically in a pre-hospital setting.

Students who meet state-required knowledge, skills and clinical objectives may be eligible at the completion of this program to take the National Registry of Emergency Medical Technicians (NREMT) exam. If successfully completed, this allows the student to obtain either an Emergency Medical Responder (EMR) or Emergency Medical Technician (EMT) license through the State of Michigan.

5.2. REQUIRED Ambulance Simulator Specifications

• Powder Coated Steel Cage

• Sound Proofing insulation (2” or greater preferred)

• Fully enclosed unit with realistic doors (i.e. Two Back Doors, One Side Door

• Realistic Emergency Warning Flashing Lights

• Well-Lit interior (LED strongly preferred)

• Functional Oxygen and Suction capabilities (Compressor for Oxygen, Pump for Suction)

• Minimum of (2) additional 110V Electrical Outlets for supplemental use

• Commercial-grade Finishes (Cabinets, Flooring, Upholstery, etc.)

• CPR Seat

• Easy Access to all points of entry (Flip Up Step preferred, if available)

• Standard Loading Height (31”)

• Appropriate Mounts for Industry-Standard Cot (i.e. Stryker, Ferno, etc.)

• Two-Way Communication capability between interior of Unit & Exterior “command station”

• Minimum of (4) 1080p High-Definition Cameras w/ DVR capability

• Bluetooth Speaker

• Head Chair

• Large Monitor (50” minimum) for Classroom Viewing

• Command Station Monitor (32” minimum preferred)

• Bumper to Bumper Warranty (one year minimum)

• Freight, Delivery, Installation & Training

5.3. REQUIRED Timing Considerations

• Unit MUST be able to be fully installed no later than August 15, 2025. NO EXCEPTIONS.

6. Installation

6.1. Awarded vendor will supply a listing of all pre-installation requirements and support to district personnel.

6.2. Only when the system has been inspected, fully tested and accepted by the OAISD will final payment authorization be approved. The OAISD operates on a Net 30 basis after receipt of authorization of payment.

Vendors should indicate any and all discounts which may be available for staged payments, prompt payment or partial pre-payment on systems. OAISD will not be liable for any late payment charges.

Appendix A

Classroom Ambulance Simulator

I have read and understand the foregoing bid instructions. Any variations from the RFP specifications must be explicitly identified in writing.

Please sign, date, and return with your bid documents. Bids are not considered complete until all required documentation (including this page) are completed and submitted.

Bidder: _________________________________________

Address: _________________________________________

Phone Number: _________________________________________

Fax Number: _________________________________________

Prepared By: _________________________________________

E-mail Address: _________________________________________

Signature: _________________________________________

Date: _________________________________________

Total Bid Cost: _________________________________________

Appendix B. Familial Relationships Affidavit

AFFIDAVIT OF BIDDER

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the familial disclosure requirement provided in the Ottawa Area Intermediate School District (the “School

District”) advertisement for bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employees of the Bidder and any member of the Board of Education of the School

District or the Superintendent of the School District.

List any Familial Relationships:

BIDDER:

By:

Its:

STATE OF )

)ss.

COUNTY OF )

This instrument was acknowledged before me on the ______ day of _______________, 20____, by

, Notary Public County, State My commission expires:

Acting in the County of:

Appendix C

Ottawa Area Intermediate School District Board of Education & Superintendent

2020-2021

President Mr. Randy Schipper

Vice President Mr. Rick Dernberger

Treasurer Ms. Carol Slagh

Secretary Ms. Robyn Afrik

Trustee Mr. Marc Eickholt

Superintendent Dr. Kyle Mayer

Appendix D

IRAN LINKED BUSINESS AFFIDAVIT

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

The undersigned, owner or authorized officer of _________________________________ (the bidder), pursuant to

Michigan Public Act No. 517 of 2012, the “Iran Linked Business” requirement provided in the Ottawa Area ISD Universal

Service Fund Request for Proposals hereby represents and warrants that the bidder, including its officers, directors and employees, is not an “Iran Linked Business” within the meaning of the applicable Public Act, and that in the event bidder is awarded a contract as a result of this RFP, the bidder will not become an “Iran Linked Business” at any time during the course of performing under the contract. The bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the District investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on future Requests for Proposals (RFPs) for three (3) years from the date that it is determined that the person has submitted the false certification.

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

Bidder: ___________________________________________________ (Company Name)

By: ___________________________________________________ (Signature)

(Title)

This instrument was acknowledged before me, a Notary Public, in and for

______________________ County, on this _____day of ___________________, 20__, ______________________________________________ SS:

(Notary Public Signature)

My Commission expires: _________________________

Acting in the County of: __________________________