Coleman Community Schools Secure Access System RFP (1).pdf

Request for Proposal

SECURED ACCESS/KEYCARD SYSTEM

Posted:

March 18, 2019

Issued by:

Coleman Community Schools

Bid Due Date:

April 22, 2019 – 3:00 p.m. EST

Return to:

Jennifer McCormack, Superintendent

Coleman Community Schools 4823 N Coleman Schools Dr.

Coleman, Michigan 48618

Late Bids Will Be Rejected

SUMMARY:

The “Request for Proposal” is for a Secure Access Key/SwipeCard System with basic HVAC/Motion monitoring. This system will provide access to six physical buildings connected via a Local Area Network. Coleman Community Schools reserves the right to increase or decrease the quantity of entrances as proposed in this “Request for Proposal” after the winning bid has been awarded. The vendor’s proposed pricing must be applicable for Ninety (90) days after bid due date.

Coleman Community Schools reserves the right to accept or reject any or all bids and to award the contract to other than the lowest bid offered, if such actions are in the best interest of Coleman Community Schools. This does not commit Coleman Community Schools to any specific course of action.

INSTRUCTIONS TO BIDDERS:

1. Bid price shall include delivery to the point of use. Where it shall be deemed necessary by school officials, the successful bidder shall be prepared to provide instruction in use and care of equipment delivered in both written form and on a demonstration basis.

2. All bids shall be exclusive of applicable taxes. Exemption forms will be executed when necessary.

3. All bids shall be submitted as per the RFP. Additional time will not be granted to any single vendor; however, additional time may be granted to all vendors when the District determines that circumstances warrant it (e.g., an “act of God”).

4. In the event of discrepancies between the unit price and extension, the unit price shall prevail.

MINIMUM SPECFICATIONS (must be clearly stated in submitted bid):

Walkthrough required Wednesday, April 3, 2019 – 8:30am o Any vendors who have already performed a walk-thru are exempt from this requirement, but welcome to attend o Meet at Admin office 4823 N Coleman Schools Dr – Coleman, MI 48618

New Equipment Only Networked System with Internal and/or External Web Access (HTML/HTML 5 preferred) Multiple Groups for Access o Read Only o Full Access

200 Access Cards w/Key Fob pricing listed as an option Training of staff (2-4 people): 2 hour

5. Manufacturer’s written guarantee shall accompany each bid. Bidders may state in writing additional guarantees which will become a part of the bid and considered in making awards.

6. Where applicable, service facilities and convenience of service will be considered as part of the bid. When necessary, bidders shall submit evidence of ability to install adequately, service or supply the required items, and that the sale or provision of such items or services is a substantial, regular and continuous part of the bidder’s business.

7. Where applicable, bidders shall certify that all relevant Federal, State, and local laws have been complied with.

8. All necessary insurance certificates shall be supplied only when specifically requested.

9. No order awarded under these specifications, or any part thereof, shall be sublet or assigned without the written approval of the Superintendent.

10. The bidder acknowledges that by submitting a bid, the specifications and other instructions are in the bidder’s opinion, appropriate and adequate for the intended purpose.

11. The bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.

12. Any exceptions to the terms and conditions contained in this RFP or any other special consideration or condition requested or required by the Bidder shall be enunciated by the Bidder and be submitted as part of its bid, together with an explanation of the reason such terms and conditions cannot be met. Each Bidder shall be required and expected to meet the RFP requirements, in its entirety, except to the extent exceptions are expressly noted in the bid and accepted by the District as part of the award agreement and documented accordingly.

13. It is the responsibility of the Bidder to inquire about any requirement of this RFP that is not understood. All questions should be in the form of E-mail whenever possible. During the bidding period, Bidders may be furnished written addenda to clarify or supplement the RFP. The information included in these addenda is to be included in the bid and will become part of the contract. Before submitting a bid, each Bidder should determine that they have received all addenda issued and should indicate on the bid form each of the addenda they received. The District will not be bound by oral responses to inquiries or written responses other than the addenda.

Questions about the bid specifications should be addressed to:

Jim Burkhart, IT Director Coleman Community Schools 4951 N Lewis Rd Coleman, Michigan 48618 Phone: 989-442-1998 E-mail: burkhart@colemanschools.net

All questions must be received by 3:00 p.m. EST on April 18, 2019. This deadline is to enable the District to share the questions and answers with all vendors by April 19, 2019 so the Bidders can include this information in their April 22, 2019 bid submission. Chosen vendor for the project will be notified May 3, 2019.

14. The Coleman Community School Board of Education reserves the right to:

a. reject any and all bids without assigning any reason therefore,

b. be the sole judge of equivalency, and

c. waive any bid requirement in accepting or rejecting bids.

15. Required affidavits are attached.

16. All work to be completed by August 23, 2019

17. Breakdown of doors and motion sensors per building:

-CA=Door with card/fob access, electronic striker, etc.

-DM=Door open/close monitor for doors not needing card access (like overhead door at Transportation Bldg and back door that is not used at Administration Bldg) -BMS=Building Motion Sensor for common areas -DC=Dry contact monitor for monitoring building power, boiler alarms, lift station

Location CA DM BMS DC Jr./Sr. High School 5 8 6 4 Family Center 5 3 Elementary School 9 3 3 Administration Office 1 2 4 Transportation Building 2 3 Agri-Science Center 2 2

Affidavit of Bidder – Familial Relationships Form

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the familial disclosure requirement provided in the Coleman Community School District’s (the “District”) RFP, hereby represent and warrant, except as provided below, that no familial relationships exist between the Bidder or any employee of the above mentioned District, and any member of the Boards of Education of the District or the Superintendents of the District.

List any Familial Relationships:

BIDDER: ___________________________________

By: ___________________________________

Its: ___________________________________

STATE OF ___________________

COUNTY OF__________________

This instrument was acknowledged before me on the______ day of ________________2019, by

_________________________________, Notary Public

_______________________________County, ________

My Commission Expires: _________________________

Acting in the County of: _________________________

Affidavit of Bidder - Compliance with School Safety Initiative Legislation The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Coleman

Community School District (the “District”), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any “listed offenses”.1 The Bidder further warrants and represents that all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three

(3) business days to the District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Code2 or a substantially similar law, and to immediately report to the District if that person is subsequently convicted, pled guilty or pled no contest to that crime.

BIDDER: _____________________________________

By: _____________________________________

Its: ____________________________________

STATE OF ___________________

COUNTY OF__________________

This instrument was acknowledged before me on the______ day of ________________2018, by

_________________________________, Notary Public

_______________________________County, ________

My Commission Expires: _________________________

Acting in the County of: _________________________

1The term listed offenses means those defined in section 2 of the Sex Offenders Registration Act (SORA), MCL 28.722 2MCL.380.1535a(1). 50

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below-named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the ______________________ (the “School District”) Request For Proposals For _____________________________ (the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Contractor 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 School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date the it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

By:

Its:

Date:

STATE OF )

)ss.

COUNTY OF ____________ )

This instrument was acknowledged before me on the _____ day of ____________, 2018, by

, Notary Public

______________ County, __________

My Commission Expires:___________

Acting in the County of :___________

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