CNPS LED RFP.doc

Request For Proposal

Carney Nadeau Public Schools

LED Lighting

(March 2018)

Introduction

Carney Nadeau Public Schools is soliciting quotations for an LED Lighting retrofit project. Carney Nadeau Public Schools has selected a preferred design that includes retrofitting all lighting in the building with high efficiency LED lights, motion sensors and fixtures. Standard lighting components must be eligible for applicable rebate program incentives. It is the bidder’s responsibility to verify that the LED lighting and fixtures proposed are eligible for all applicable rebate programs. While we understand all bidders may not be able to bid the exact design, the district’s preferred design or close facsimile will be given full consideration.

LED retrofit lighting upgrades shall occur at the building located at 151 N US 41 Carney MI 49812. This single building is approximately 40,000 square feet. Bid shall include interior and exterior lighting replacement including but not limited to fixtures and LED bulbs, products, material and labor, architectural design fees, lift rentals, testing, disposal and clean up. Bids shall also include all charges associated with rebate and incentive filings and details of all rebate and incentive amounts discovered.

To receive a copy of the proposal requirements, schedule a site visit, discuss the district's preferred design, or if there are any questions regarding the specifications or this invitation to bid, please contact:

Adam Cocco

Superintendent

Carney Nadeau Public Schools

151 US 41 North

Carney, MI. 49812 acocco@cnps.k12.mi.us Proposal Requirements Bid Response

All bidders submitting a response to this RFP must do so by completing and submitting the “Vendor Profile” form found in Appendix A, the “Pricing Summary” sheet found in Appendix B, and the "Familial Relationship Disclosure" form found in Appendix C of this document. Additional vendor information and project scope of work details are welcome and may be included. Bids must be submitted in a sealed envelope labeled "LED Lighting Bid".

Bid submission address and contact: Adam Cocco, Superintendent Carney Nadeau Public School, 151 US 41 North Carney MI 49812, 906-639-2171, acocco@cnps.k12.mi.us

a) All bids must be received by Carney Nadeau Public School no later than 3:00pm on 03/22/2018

b) Carney Nadeau Public School will not consider or accept a bid received after the date and time specified for bid submission above.

c) Bids will be opened at a public meeting in the Carney Nadeau Public Schools administrative offices located at 151 US 41 North Carney MI, on 03/22/2018 at 3:30pm. We welcome bidder’s presence at the bid opening. The Superintendent will open and read aloud each bid received by Carney Nadeau Public School by the date and time specified in subdivision (a).

d) 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 officer of the public school academy. Board shall not accept a bid that does not include this sworn and notarized disclosure statement.

e) The board requires that each bidder for a contract under this section shall file with Carney Nadeau Public School, security in an amount not less than 1/20 of the amount of the bid conditioned to secure the school district from loss or damage by reason of withdrawal of the bid or by the failure of the bidder to enter a contract for performance, if the bid is accepted by Carney Nadeau Public School. Bid security guarantee shall be acceptable in one of the following formats: (i) unconditional bank guarantee, (ii) irrevocable letter of credit, (iii) certified check, or (iv) money order.

Schedule of Events

Request for Proposal Posted

Thursday, March 8th, 2018 3:00 p.m.

Site Visit

Available upon bidder request

Bid Response Due

Thursday, March 22nd, 2018 3:00 p.m.

Bid Opening

Thursday, March 22nd, 2018 3:30 p.m.

Bid Evaluation

Carney Nadeau Public Schools may make such investigations as deemed necessary to determine the ability of the bidder to supply the items and the bidder shall furnish to Carney Nadeau Public Schools all such information and data for this purpose as Carney Nadeau Public Schools may request. Carney Nadeau Public Schools reserves the right to reject any bid if the evidence submitted by or investigations of such bidder fail to satisfy Carney Nadeau Public Schools that such bidder is properly qualified to carry out the obligations of the contract and to complete the orders contemplated therein. In determining which bid is the lowest responsible bid, the Board, in its discretion, may take into consideration not only the amount of the bid, but the following criteria as it deems appropriate and may give such weight thereto as it deems appropriate.

· The bidder’s financial ability to complete the contract successfully and on time without resort to its surety;

· The bidder's prior experience with comparable or more complex contracts;

· The bidder’s prior history for the successful and timely completion of contracts;

· The bidder’s prior experience on other contracts with Carney Nadeau Public Schools, including the bidder’s demonstrated ability to perform its contract in accordance with the applicable contract documents;

· The bidder’s compliance with federal, state and local laws, rules and regulations; and

· Depending upon the specific items to be furnished by the vendor, other essential factors

General Terms and Conditions

1.

Any document submitted after the due date and time will be rejected as not meeting the mandatory requirements for the RFP.

2.

Any cost for developing proposal documents is the responsibility of the bidder and shall not be chargeable in any manner to Carney Nadeau Public Schools

3.

Carney Nadeau Public Schools reserves the right to reject any and all proposals, to waive omissions, irregularities, or clerical errors not affecting substantial compliance with the bid specifications, and to accept any bid it deems to be in the best interest of the School District.

4.

Carney Nadeau Public Schools reserves the right to reject any part of a specific proposal for any reason.

5.

Carney Nadeau Public Schools reserves the right to rebid all or part of this project at a later date.

6.

Carney Nadeau Public Schools reserves the right to accept any bid, even if it is not the lowest bid.

7.

Carney Nadeau Public Schools reserves the right to modify conditions and specifications, by mutual agreement with the selected supplier, both at the time of acceptance of the bid and subsequent thereto.

8.

Carney Nadeau Public Schools reserves the right to increase or decrease quantities purchased, both at the time of acceptance of the bid, and subsequent thereto.

9.

The bidder is responsible for any applicable Federal and State taxes. All bids are to be made taking this into consideration. The bidder shall be solely responsible for such payments and shall indemnify the owner and hold him harmless for any assessment and payment of same.

10.

The successful bidder shall comply with all applicable Federal and State laws, regulations, ordinances, and codes, which are in effect on the bid acceptance date and which place obligations on the bidder with respect to its performance under this agreement.

11.

Bid prices quoted shall remain in effect for a period of not less than 90 days from the bid due date.

12.

Delivery and installation schedule must be determined and approved by Carney Nadeau Public Schools prior to bid acceptance. The successful bidder must notify Carney Nadeau Public Schools a minimum of five business days prior to delivery and installation to arrange an appointment. Any attempted delivery/installation without a previously scheduled appointment may be refused and any additional delivery/installation charge will be the responsibility of the vendor.

13.

It is understood and agreed that the delivery date and/or date of installation AFTER receipt of a purchase order is the seller’s best offer. In its acceptance of any quotation offer, Carney Nadeau Public Schools is relying on the promised delivery date and/or installation as material and basic to its acceptance, unless otherwise indicated. In the event of seller’s failure to deliver as and when promised, Carney Nadeau Public Schools reserves the right to cancel its accepting order, or any part thereof, and seller agrees that Carney Nadeau Public Schools may return all or part of any shipment so made, and may charge seller with any loss or expense sustained as a result of such failure to deliver as promised.

14.

Carney Nadeau Public Schools is exempt from applicable Federal and State Taxes, Michigan and Federal Tax-Exempt (FE #386002683). All quotation offers and/or bids are made taking this fact into consideration.

15.

Prompt payment discounts will be considered in making the award provided the period of the discount offered is sufficient to permit payments within such period in the regular course of business.

Equipment Specifications

The equipment description is listed on the Pricing Summary sheet in Appendix B. It is the bidder’s responsibility to assure the proposal includes all of the components necessary to meet the Carney Nadeau Public School’s performance expectations for LED lighting. Interested bidders are encouraged to contact the customer contact listed to verify compliance with the necessary performance requirements.

Guarantee

All equipment is to be guaranteed for manufacturers said period and in all cases not less than one year.

Payment Schedule Payment Terms: Carney Nadeau Public Schools will negotiate specific payment terms with the successful bidder. Unless otherwise previously agreed to by Carney Nadeau Public Schools, all approved invoices will be paid within 60 days of receipt by Carney Nadeau Public Schools.

Vendor Profile

Appendix A

LED Lighting

(Compete Form or provide requested information in a complete, simple and fully compliant attachment)

Company Name:

Address:

Project Manager:

Phone Number:

Email:

Additional notes or comments associated with this project/bid:

Years in Business:

Number of Employees:

Number of Service Staff:

Signature & Title

Pricing Summary

Appendix B

LED Lighting

(Compete Form or provide requested information in a complete, simple & fully compliant attachment)

Total Bid Price

Quoted price includes all terms in RFP of Carney Nadeau Public Schools.

Delivery/Completed Installation – approximately _____ weeks after receipt of purchase order.

Exceptions to Specifications:

Comments:

THE UNDERSIGNED HEREBY agrees to deliver and install the items specified herein in accordance with the terms, conditions, specifications, and prices set forth.

Company Name:

Submitted By (type or print):

Title: _______________________

Signature:

Date: _______________________

FAMILIAL RELATIONSHIP DISCLOSURE Appendix C

(MUST return completed and notarized with bid)

Pursuant to MCL 380.1267, 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 School District of Carney Nadeau Public Schools' Board or The School District of Carney Nadeau Public Schools' Superintendent must be accompanied with the bid. Failure to return this notarized statement/signature with the bid will result in bid disqualification. The members of The School District of Carney Nadeau Public School's Board are: Gerald Hoduski, Linda Corrigan, Jason DuPont, Daniel Koffman, Joanne Polfus, Mark Jasper, and Michael Charlier, and The School District of Carney Nadeau Publis Schools’ Superintendent Adam Cocco.

The following are the familial relationship(s):

Owner/Employee Name Related to: Relationship_________

1. _______________________ ________________________ ___________________________

2. _______________________ ________________________

3. _______________________ ________________________

4. _______________________ ________________________

5. _______________________ ________________________

Attach additional pages if necessary to disclose all familial relationships.

□ There is no familial relationship that exists between the owner or any employee of the bidder and any member of The School District of Carney Nadeau Public Schools' Board, or The School District of Carney Nadeau Public Schools' Superintendent.

The undersigned, the owner or authorized representative of bidder (insert name) _________________________ does hereby Represent and warrant that the disclosure statements herein contained are true.

Print Name

Signature of Bidder Representative

Title

STATE OF MICHIGAN )

) ss

COUNTY OF ______________)

This instrument was acknowledged before me on the _____ day of _________________, _______, By ______________________________________________.

Notary Public

_________________County, Michigan

My commission expires: ____/____/____

Acting in the County of: _____________