Fire Alarm Replacement RFP.pdf

REQUEST FOR ROPOSAL

Fire Alarm Replacement Due: April 7, 2026

Primary Contact:

Rachelle Cook, Superintendent

Alanson Public School

(231) 548-2261

Advertisement for Request for Proposals Fire Alarm Replacement

Proposals for the Alanson Public School Fire Alarm Replacement Project will be received by Alanson Public Schools at the Office of the Superintendent, 7400 North Street, Alanson, MI 49706 until Tuesday, April 7, 2026 at 1:00 PM. Any proposal received after the designated closing time will be returned unopened.

The purpose of this Request for Proposal is to seek the service of qualified professional fire alarm system designers/installers to replace an existing fire alarm system at the district. The proposal is to include the design, supply and installation of a new system to meet current Fire Alarm codes A pre-bid meeting has been planned for Thursday, March 19, 2026 at 8:30 am. Interested suppliers/contractors are encouraged to attend. Although it is not mandatory, it is highly recommended that the site be visited to verify site limitations, layout and exact location of the project.

An original and one (1) copy of the proposal shall be submitted in a sealed envelope addressed to Rachelle Cook, Superintendent and marked Alanson Public School Fire Alarm Replacement Project.

The School District reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. The district further reserves the right to award the contract to that proposer whose proposal best complies with the project requirements. Proposers may not withdraw their proposal for a period of ninety (90) days for the date set for the opening thereof.

Rachelle Cook Superintendent

03/13/26

ALANSON PUBLIC SCHOOL

PART 1 – GENERAL INSTRUCTIONS

A. Instructions

Firms are invited to submit proposals to Alanson Public School (the “District”) for the Fire Alarm Replacement Project at the District.

The District reserves the right to reject any and all proposals and to make any award that it considers to be in the best interest of the District.

B. Questions Concerning this RFP

Inquiries may be made to Rachelle Cook, Superintendent of Schools, at rcook@alansonvikings.net. Please make sure you label your email subject: Fire Alarm Replacement Project.

C. Site Visits

Bidders may personally inspect the site locations prior to bid submission to become thoroughly acquainted with the requirements of this bid. A non-mandatory pre-bid meeting will be held Thursday, March 19, 2026 at 8:30 am. The District will not accept responsibility for a bidder’s failure to inspect the facilities/sites.

D. Scope of Services

The scope of work must include but is not limited to the removal of existing fire alarm system, design of a new fire alarm system and the installation of that system.

Work to include but not limited to:

• Design and CAD plan documentation of a new Fire Alarm system following the Michigan Fire Prevention Code, PA207, along with the State Fire Safety Board fire safety rules.

• All permits and fees associated with the project (this cost will be a direct reimbursement from the district. No mark up allowed).

• Submittal to the State of Michigan Bureau of Fire Services for plan review and all responses to state reviews to complete the project.

• Removal of existing equipment and devices as required. The existing system must remain operational until the new system is functional.

• Supply and installation of a new fire alarm system to include devices and wiring. All conduit to be run in ceilings and walls whenever possible for the new installation. All visual conduits shall be placed in wire mold with a color agreed upon by the district.

• Any other items required for a complete Fire Alarm replacement (not limited to but to include new mechanical smoke detectors if required).

• All final reviews and documentation required by the State of Michigan for building occupancy.

• Training for district employees on the operation of the fire alarm system.

• Contractors will be responsible for any and all damage to existing finishes due to construction. Any damage caused by the contractor must be repaired within ten (10) working days at the expense of the contractor. If damage occurs, the contractor will be liable for such damages.

Acceptable Fire Alarm Manufacturers The district will entertain any major fire alarm manufacturer meeting Michigan Fire Code for Public Schools mailto:rcook@alansonvikings.net.

specifications to include but not limited to: National Time and Signal, Siemens, Johnson Controls, Honeywell and Simplex.

Guarantee All materials and equipment, furnished by the Contractor, and all construction involved in this agreement are hereby guaranteed by the Contractor to be free from defects owing to faulty materials or workmanship for a period of one year after the date of completion of the work. All work that proves defective, by reason of faulty material or workmanship, within said period of one year, shall be replaced. by the Contractor free of cost to the district. These guarantees shall not operate as a waiver of any of the district’s rights and remedies for default under or breach of the Agreement which rights and remedies may be exercised at any time within the period of any applicable statute of limitations. All manufacture warranties will also be adhered to.

E. Proposed Work Schedule

Services are to commence June 8, 2026. Final completion shall be achieved on or before August 7, 2026. Work shall be coordinated with construction manager.

F. Permitting

The Bidder, if awarded the contract, shall obtain and pay for all permits, assessments, fees, bonds, and other charges as necessary to perform and complete the work of this contract, including connection charges and inspections fees.

Expenses for permits shall be reimbursed by the district at cost, with no markup.

The Bidder shall be responsible for obtaining all permits and licenses necessary for the proper completion of said Project. Permits and licenses are available from the appropriate agencies having jurisdiction. The Bidder shall give all notices, pay all fees, and comply with all laws, ordinances, rules, and regulations relating to the work. If any of the work of the Bidder is done contrary to such laws, ordinances, rules, and regulations without such notice, it shall bear all costs arising therefrom. The Bidder shall include all costs and taxes in its bid and make proper provisions for payment of all other State and Federal applicable taxes, fees, or other costs.

G. Prevailing Wage

Prevailing wage is NOT required for this Project.

H. Proposal Submission

To be considered by the District, two (2) copies of the complete proposal must be received no later than 1:00 pm, April 7, 2026, at which time the proposals will be opened and read aloud by the Board its designee.

Proposals must be addressed to:

Rachelle Cook, Superintendent

7400 North Street Alanson, MI 49706

The lower left corner of the submittal envelope should be marked: PROPOSAL FOR FIRE ALARM REPLACEMENT

PROJECT.

Pursuant to Michigan law, MCL 380.1267, proposals must include security (cashier’s check or bond) in an amount not less than five percent (5%) of the amount of the bid conditioned to secure the District from loss or damage by reason of the withdrawal of the bid or by the failure of the bidder to enter a contract for performance, if the bid is accepted by the District’s Board of Education. Any firm(s) not awarded will be refunded this security if submitted in the form of a cashier’s check.

Submitted proposals will become the property of the District and will not be returned.

I. Late Proposals

Any proposal received by the District after the time specified above will not be considered. The party submitting a proposal shall bear full and total responsibility for ensuring timely receipt of that proposal.

J. Withdrawal of Proposals

Proposals may be withdrawn by written notice received at any time prior to the submission deadline. Proposals may be withdrawn in person, provided that the firm's representative signs a receipt for the proposal prior to the submission deadline.

K. Economy of Preparation

Proposals should be prepared simply, providing a concise description of the firm’s ability to meet the requirements of this RFP. Please limit your proposal to the information requested in Part 4 - Proposal Details and Part 5 - Proposal Summary.

L. Proposal Signature

Part 5 - Proposal Summary, should be signed by the person responsible for the decision as to services and costs being offered. In the case of a joint proposal, each party should certify as to services and costs being offered by its own firm in connection with this proposal.

M. Proposal Preparation Costs

All costs incurred for proposal preparation presentation, or contract negotiation are the responsibility of the Bidder.

The District shall not be responsible for, and will not pay, the cost for any information solicited or received.

N. Acceptance of Proposal Contents

The contents of the proposal of the selected firm will become contractual obligations when a contract is issued, except with regard to particular contents that are rejected by the District. Failure of the successful firm to abide by such obligations will result in cancellation of the award.

O. Collusive Bidding and Relationship Disclosure

The Proposer certifies that their Proposal is made without any previous understanding, agreement or connection with any person, firm, or company making a Proposal for the same project and is in all respects fair and without outside control, collusion, fraud, or other illegal action.

The Proposer shall submit a Familial Relationship Disclosure in substantially the form attached hereto as Attachment “A”. The Proposer shall submit an Iran Economic Sanctions Act Certification in substantially the form attached hereto as Attachment “B”.

P. Payment of Fees

The District will make payments to the selected firm in increments for Services actually rendered and as determined during contract negotiations with the selected firm.

Q. Drugs, Alcohol, Tobacco in the Workplace

The District, its facilities, and grounds are an alcohol- and drug-free workplace.

Use of tobacco products or possession/consumption of marijuana on school property is a violation of Michigan law. MCL 750.473, 333.27954.

R. Insurance Coverage

The selected service provider shall agree to indemnify and hold harmless the District and its officers, agents, and employees for any and all claims, causes, or actions, and damages of every kind, for injury to or death of any person and damages to property arising out of or in connection with the work done by the Contractor under this contract, and including acts of omissions of the District or its officers, agents, or employees in connection with said contract.

The District will require proof of professional liability insurance with errors and omissions coverage, workers compensation insurance, general liability and automobile insurance with companies authorized to do business in Michigan.

Each proposal that exceeds $50,000 must be submitted with an attached certified check, money order, or a bid bond from a surety company approved to do business in the State of Michigan, payable to the Owner in an amount not less than 5% of the base proposal sum of the work.

Prior to the execution of the contract, furnish Performance and Payment Bonds covering the faithful performance of the contract and the payment of all obligations arising there under. Include cost of bonds in the base proposal. The bidder shall require the attorney-in-fact who executes the required bonds on behalf of the surety to affix thereto a certified and current copy of their power of attorney.

The successful Contractor, within ten (10) days after the contract award, shall furnish the District with proof of insurance.

The District shall be named as additional insured on all policies. Should any insurance required by this contract lapse, the Contractor shall immediately cease any operations until authorized in writing by the District. If the lapse period extends fifteen (15) days, the contract shall automatically terminate and the Contractor shall be in breach of this contract.

Prior to beginning work and for the duration of the contract, the selected firm will be required to provide a copy of insurance certificates for the following insurance types and amounts:

1. Contractual liability, advertising and personal injury, products and completed operations, and an installation floater, showing limits of $1,000,000 per occurrence, and a general aggregate limit of $2,000,000.

2. Comprehensive Automobile Liability, which includes coverage for any auto, hired autos, and non-owned autos with a combined single limit of $1,000,000.

3. Bodily and personal injury of $1,000,000 per accident and $500,000 per person.

4. Property damage of $1,000,000.

5. Combined single limit of $1,000,000.

The policy shall include a minimum of thirty (30) days’ notification to certificate holders of cancellation, nonrenewal, reduction or change in the policy.

It shall be the contractor’s responsibility to provide similar insurance for each subcontractor or to provide evidence that each subcontractor carries such insurance in like amount prior to the time such subcontractor proceeds to perform under the contract.

S. Indemnification

If the acts or omissions of the contractor or its employees, agents or officers, cause injury to person or property, the contractor shall defend, indemnify and save harmless the District, its agents, officials, and employees against all claims, judgments, losses, damages, demands, and payments of any kind to persons or property to the extent occasioned from any claim or demand arising there from, to the extent allowed by law.

T. Default/Termination

The District may terminate the awarded contract, and shall provide written notice to contractor of same, in any of the following instances:

1. Failure to provide bid security; Attachments “A” or “B”; or up-to-date certificate of insurance.

2. Failure to make delivery of the supplies, or to perform the Services within the time specified herein, or any extension thereof.

3. Failure to perform in compliance with any provision of the specification.

4. For convenience upon providing sixty (60) days’ written notice to the contractor.

PART 2 – PROPOSAL REVIEW AND SELECTION PROCESS

A. Proposal Schedule

It is the intent of the District to select a contractor for the Fire Alarm Replacement Project according to the following schedule:

March 13, 2026 RFP is released March 19, 2026, 8:30 am Pre-Bid Meeting April 7, 2026, 1:00 pm Proposals are due April 15, 2026 Board of Education approval June 8, 2026 Selected firm begins work

The District may modify or eliminate any of the above schedule in its sole discretion.

B. Review and Selection Process

The District reserves the right to reject any or all proposals that are determined not to be in the best interests of the District. The District will not necessarily select the lowest cost proposal.

C. Interviews

The District may invite firms to participate in interviews with the Selection Committee and to answer any questions that may exist about their proposal.

D. Evaluation Criteria

The District will evaluate proposals considering all of the information provided in response to this RFP, including but not necessarily limited to the following:

Adherence to RFP: To merit evaluation, submittals must conform, in both content and presentation, to the parameters established in this request.

Relevant Experience: Relevant experience of the firm with construction in K-12 public schools, particularly those of comparable size and facility.

Qualifications: Qualifications and experience of staffing to be assigned.

Timeliness: Ability of the firm to complete work tasks specified in this RFP in a timely fashion.

Responsiveness: The ability to meet quickly with District officials, contractors, etc. when necessary.

Team Compatibility: The ability of the firm to work with District employees based on references and interviews.

Fee Proposal: The total fees for the Services.

E. Awarding of the Contract

All proposals received shall be subject to evaluation by Administration for the purpose of recommending a firm or firms with whom a contract will be signed. Authorization for execution of a contract will be approved by the District's Board of Education after it has had an opportunity to review the recommendations of the Administration.

The Board of Education reserves the right to accept or reject any or all item(s) in the bid; to accept or reject any or all bid(s); to waive any informalities therein; or for any reason, to award the contract to other than the low bidder.

Notwithstanding anything herein to the contrary, the District shall have the ability, in its sole discretion, to negotiate any term of the Contract. The award of a Contract shall be contingent upon the successful negotiation of same.

PART 4 – PROPOSAL DETAILS

NAME OF FIRM: __________________________________________________________________________________ ADDRESS: ______________________________________________________________________________________ TELEPHONE NUMBER: _______________________ EMAIL ADDRESS: ____________________________________

A. BUSINESS ORGANIZATION

1. Individual: ☐ Partnership: ☐ LLC: ☐ Corporation: ☐

2. Years firm has provided services:

3. List Principals and officers of the firm:

4. Provide a brief history of your firm’s experience with public schools, if any.

5. Have you had mediation, litigation, arbitration or a claim filed against or settled with your firm by a public school client or have you filed or settled the same against a public school? If yes, explain each in detail.

PART 5 – PROPOSAL SUMMARY

Bidders Name: ______________________________________________________________________________

All costs (including shipping, handling, labor, materials and all other costs) must be included in the total quote price.

FIRE ALARM REPLACEMENT: $____________________________

Please describe the scope of work included in your proposal:

Please list comments, conditions or exceptions to the bid (if none, please indicate NONE):

ADDENDA:

And having Received and Examined the Following Addenda: (include date for acknowledgement)

Addendum Number , dated , 2026 Addendum Number , dated , 2026

Name: _____________________________________________________

Signature: _____________________________________________________

Date: _____________________________________________________

Attachment A Familial Relationship Disclosure

AFFIDAVIT OF

(insert name of affiant)

STATE OF MICHIGAN )

)ss COUNTY OF )

I, (insert name of affiant), makes this Affidavit under oath and states as follows:

1. I am a/the:

□ President

□ Vice-President

□ Chief Executive Officer

□ Member

□ Partner

□ Owner

□ Other (please specify):

of [insert name of firm], a bidder for the fire alarm replacement project for Alanson Public School.

2. I have personal knowledge and/or I have personally verified that the following are all of the familial relationships existing between the owner(s) and the employee(s) of the aforementioned firm and the school district's superintendent and/or board members:

3. I have authority to bind the aforementioned contractor with the representations contained herein, and I am fully aware that the school district will rely on my representations in evaluating bids for tech design services.

4. I declare the above information to be true to the best of my knowledge, information and belief. I could completely and accurately testify regarding the information contained in this affidavit if requested to do so.

______________________________________ (signature of affiant) Date:

Subscribed and sworn before me in County, Michigan, on the day of , 2026 (signature) (printed) Notary public State of Michigan, County of My Commission expires on Acting in the County of

Attachment B Iran Economic Sanctions Certification

I am the (insert title) of (insert name of company) (“Bidder”), with authority to submit a binding bid for fire alarm replacement to Alanson Public School. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. ("Act"). I am fully aware that the school district will rely on my representations in evaluating bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

(signature)

(printed)

(date)