Football Equipment and Reconditioning Services RFQu HV-805-090826.docx

RFQu # HV-805-090826

REQUEST FOR QUALIFICATIONS

FOR

Football Equipment, Reconditioning Services, and Other Athletic Equipment

BID SUMMARY

Commodity/Service Being Requested: Football Equipment, Reconditioning Services, and Other Athletic Equipment

Type of Solicitation: Request for Qualifications (RFQu) - Huron Valley Schools, in partnership with the CoPro+ cooperative purchasing program managed by the Public Procurement Institute of Michigan (PPIM), a nonprofit organization, is seeking qualified Contractors to provide football equipment and reconditioning services, and other athletic equipment on an as-needed basis.

Type of Resulting Contract: Statewide Cooperative Contract - As a result of this RFQu, Huron Valley Schools will work with the CoPro+ cooperative purchasing program to market and extend the resulting Contract(s) to other government municipalities and school districts statewide. The vendor or vendors will be competitively selected based on the Evaluation Criteria in Section 3.8 of this RFQu.

The procuring entity reserves the right to add additional vendors to the pre-qualified vendor pool at any time during the contract period. Vendors not initially selected during the original evaluation process may submit proposals or qualifications for review and consideration throughout the contract term. The entity shall evaluate such submissions based on the same criteria outlined in this RFQu. Upon successful evaluation and approval, the newly added vendors will be eligible to provide products and/or services under the same terms and conditions as existing vendors in the prequalified pool. This process will remain open for the duration of the contract period, allowing flexibility to ensure a broad range of qualified providers.

Resulting Contract Term: Three (3) years with two (2) one-year renewal options.

TIMETABLE

*Responses received later than the specified deadline will be disqualified.

Contacts with Huron Valley Schools Personnel: All contact with Huron Valley Schools regarding this RFQu or any matter relating thereto must be sent to the following email: clayton.thompson@ppim.org

Contents

Solicitation Terms and Conditions – HVS/CoPro+ Master Agreement Template: Business Office | (hvs.org)

SECTION 1.0 – PROPOSER RESPONSES TO SCOPE OF WORK AND PRICING

Proposer Responses Proposers must respond to all elements outlined in this RFQu, using the provided “Proposer Response” text boxes where provided (see example below). There is no minimum or limitation on the number of words used for responses.

-EXAMPLE- Proposer Response:

-OR-

Proposer Response:

List all exceptions:

1.1 Minimum Mandatory Requirements

All Proposals will be reviewed for compliance with the minimum mandatory requirements. Proposals deemed non-responsive will be eliminated from further consideration.

1. The Proposer must demonstrate experience in providing football equipment, reconditioning services, and other athletic equipment by submitting a minimum of three (3) distinct client references. Each referenced engagement must be for services equivalent to or similar in size, scope, and complexity to those requested by Huron Valley Schools and must have been within the past five (5) years. Please enter your references in Section 2.2 References.

2. The Proposer, or each disclosed facility that will perform helmet or faceguard recertification, must maintain a current license agreement with the National Operating Committee for the Safety in Athletic Equipment (NOCSAE) authorizing the applicable recertification activities. The Proposer shall identify each facility that will perform the work and submit evidence of current licensing with its proposal. No undisclosed facility may perform work without prior written approval.

3. Provide pricing to Huron Valley Schools/CoPro+ cooperative members on football equipment, reconditioning services, and other athletic equipment. Proposers must provide pricing on Attachment A – Pricing Schedule.

Proposer Response:

List all exceptions:

1.2 Scope of Work

Huron Valley Schools (HVS), in partnership with the CoPro+ Cooperative Bid Program, seeks a provider with the depth, breadth, facility capacity, and quality-control procedures necessary to provide football equipment, reconditioning services, and other athletic equipment. Huron Valley Schools is also interested in introducing products that will offer Huron Valley Schools/CoPro+ cooperative members a wide range of solutions for football equipment, reconditioning services, and other athletic equipment.

Services may be awarded in one or more of the following categories:

1. Football helmet reconditioning and recertification.

2. Football faceguard inspection, reconditioning, and replacement.

3. Shoulder-pad reconditioning and repair.

4. New and replacement football equipment, parts, and accessories.

5. Other athletic equipment expressly identified in the pricing schedule.

HVS may award one or multiple Contractors by category. An awarded contract does not guarantee any minimum purchase or service volume.

If any specified equipment is discontinued or replaced during the contract, HVS/CoPro+ cooperative members may choose to purchase the replacement model at the same price or negotiate a percentage of any price increase.

The awarded vendor shall quote on the repairs needed for reconditioning and recertification to the best of their expertise. Should any item be subsequently found to be irreparable or in such poor condition that repairs cannot be guaranteed for the intended use of the equipment, the item shall be disposed of by the awarded vendor with a documented explanation for that effect once written approval has been received from the ordering entity in accordance with Section 1.2.D. No charge shall be made for repairs not performed.

Proposer Response:

List all exceptions:

A. Equipment Inspection The awarded vendor shall visit each designated site and inspect all football equipment no later than December 1 of each school year. During the inspection, the vendor shall inventory and document the condition of all equipment and identify any work required. Following inspection and recertification, the vendor shall provide an itemized inventory for each school that includes the quantity and age of: (1) equipment successfully recertified and returned to the school; and (2) equipment that could not be recertified and was disposed of. Any item that cannot be reconditioned or recertified shall be identified and handled in accordance with Section 1.2.D.

1.2.A. Proposer Response: Please state whether you agree or explain exceptions.

B. Applicable Standards All reconditioning and recertification shall comply with the current applicable NOCSAE standards, manufacturer instructions, service bulletins, approved component requirements, and other applicable requirements in effect when the work is performed. Equipment shall be returned in the configuration in which it was originally certified or in a later configuration expressly approved by the manufacturer, with all components functioning as intended.

Throughout the Contract term, the awarded vendor shall maintain trained personnel, current technical information, appropriate equipment, and access to approved replacement parts for each manufacturer and model it accepts for service. The awarded vendor shall remain current as helmet models, product lines, manufacturer requirements, component specifications, and reconditioning standards change. The awarded vendor shall not accept equipment it is not qualified or equipped to provide service in accordance with current requirements.

1.2.B. Proposer Response: Please state whether you agree or explain exceptions. Briefly describe how your organization remains current with manufacturer updates, newer helmet models, approved replacement parts, and changing reconditioning and recertification requirements.

C. Inventory and Chain-of-Custody The awarded vendor shall maintain an item-level inventory record for each helmet and other individually tracked item. The record shall include, as applicable:

· School or delivery location.

· District-owned or personally owned status.

· District asset number, identifying tag, or Contractor-assigned tracking number.

· Manufacturer, model, size, and color.

· Facemask style, chin strap type, loop straps, attachment hardware, and other accessories received.

· Visible pre-existing damage.

· Requested and completed services.

· Replacement parts or accessories installed, including the component type and manufacturer or part number when available.

· Certification, rejection, return, or authorized-disposal status.

· Additional charges approved by the ordering entity.

Personally owned helmets, if accepted for service by the ordering entity, must be clearly identified and tracked separately from equipment owned by the ordering entity.

The awarded vendor shall notify the ordering entity of any pickup-count or inventory discrepancy within one business day after discovery. Equipment shall remain traceable to its school or delivery location throughout the reconditioning process.

1.2.C. Proposer Response: Please state whether you agree or explain exceptions.

D. Rejected and Non-Certifiable Equipment The awarded vendor shall provide a written explanation for each item that cannot be reconditioned or recertified. The explanation must identify the item, the reason for rejection, and any available manufacturer warranty or replacement option.

No equipment may be discarded, destroyed, used for parts, or otherwise disposed of without prior written authorization from the ordering entity. Unless disposal is authorized in writing, rejected equipment must be returned with the completed inventory.

No charge shall be made for reconditioning or repair work that was not performed. Any charge associated with inspection, rejection, return, or disposal must be disclosed and approved before the work is performed.

1.2.D. Proposer Response: Please state whether you agree or explain exceptions.

E. Helmet Reconditioning and Finish Helmet reconditioning shall include disassembly, inspection, cleaning, sanitizing, preparation, repair or replacement of required components, recertification, labeling, reassembly, and final quality-control inspection.

Before painting, the awarded vendor shall confirm the approved color, finish, and design with the ordering entity’s designated representative.

A painted or refinished helmet must have uniform color, coverage, and sheen. The finished shell must be free of exposed underlying paint layers, missed or thinly covered edges, runs, sags, overspray, peeling, bubbling, visible touch-up areas, and chips or scratches caused during transportation or service. Documented preexisting defects are excluded only when identified on the inventory record before work begins.

The awarded vendor shall not direct the personnel of the ordering entity to perform painting, touch-up work, hardware replacement, or other corrective work on a deficient item. Deficient workmanship must be corrected by the awarded vendor at no additional cost.

1.2.E. Proposer Response: Please state whether you agree or explain exceptions.

F. Football Helmet Warranty Any helmet determined to be ineligible for recertification shall be handled in accordance with the current manufacturer’s requirements and applicable reconditioning standards. The awarded vendor shall identify any available manufacturer warranty or replacement program and assist the ordering entity in processing an eligible claim.

1.2.F. Proposer Response: Please state whether you agree or explain exceptions.

G. Shoulder Pads Shoulder pads need to be thoroughly inspected. All collars on the shoulder pads must be closely examined and replaced if any signs of tearing are found. Snubber straps must also be carefully checked and replaced if they show any tears or damage. All padding, particularly in areas where the straps connect to the pad, must be inspected for rips or damage and replaced if necessary.

Repairs and cleaning of air-management-style shoulder pads shall be performed in accordance with current manufacturer instructions; padding must have iron-on patches, not sewn-on patches, and the pads shall not be immersed in water during the washing process.

Reconditioning of Air Management shoulder pads must include:

· Cleaning

· Sanitizing

· Inspection and repair of any broken or worn parts

Reconditioning of standard shoulder pads must include:

· Cleaning

· Sanitizing

· Inspection and replacement of any broken or worn parts

1.2.G. Proposer Response: Please state whether you agree or explain exceptions.

H. Facemasks, Chin Straps, Loop Straps, and Hardware Each facemask and all related clips, loop straps, fasteners, and attachment hardware must be compatible with the exact helmet manufacturer, model, and facemask being returned.

Replacement components, including chin straps, loop straps, clips, fasteners, and facemask hardware, must be approved for the exact helmet manufacturer and model being serviced. A component from an earlier product generation, another helmet model, or another manufacturer shall not be used solely because it physically fits. Any substitute component must be expressly permitted under current manufacturer and applicable NOCSAE requirements, and the awarded vendor shall retain documentation supporting its use.

If the correct approved component is unavailable, discontinued, or backordered, the awarded vendor shall notify the ordering entity before making any substitution or returning the helmet with incomplete components. No substitute component may be installed without the ordering entity’s prior written approval and documentation that the substitute is permitted for the applicable helmet.

1.2.H. Proposer Response: Please state whether you agree or explain exceptions.

I. Final Quality-Control Inspection Before shipment, a qualified representative of the awarded vendor shall complete a final inspection verifying:

· Required reconditioning and recertification have been completed.

· Painting and finishing meet the requirements of this solicitation.

· The correct facemask, chin strap, loop straps, fasteners, and manufacturer-approved compatible hardware have been installed or returned, and all replacement components have been documented.

· Labels and certification markings are complete and legible.

· Parts and accessories recorded at pickup are accounted for.

· The return inventory agrees with the pickup inventory, subject only to documented and authorized dispositions.

Before return, the awarded vendor shall verify that each facemask can be properly installed, secured, and removed using the hardware supplied and that all components function as intended. Missing, incompatible, incorrectly installed, or improperly sized hardware must be corrected at the awarded vendor’s expense. All returned facemasks, attachment components, and equipment shall comply with current applicable NOCSAE standards and manufacturer requirements.

The awarded vendor shall provide the completed inventory and disposition report at or before delivery.

1.2.I. Proposer Response: Please state whether you agree or explain exceptions.

J. Turnaround For HVS orders, and unless otherwise stated, football equipment must be picked up before December 15 of each school year and must be returned to its ordering entity before May 1 of each school year. The awarded vendor shall promptly notify the ordering entity of any circumstance that could delay delivery and shall provide the reason, affected items, revised completion date, and proposed corrective action. Participating agencies may establish different pickup and return dates in their quote request or purchase order.

Manufacturer backorders, discontinued components, and parts shortages must be reported under this Section as soon as they become known. The notice shall identify the affected equipment, the required part, anticipated availability, the effect on the return schedule, and any manufacturer-approved alternative. A parts shortage or delay does not authorize the installation of mismatched, obsolete, or otherwise unapproved components.

Failure to notify the ordering entity does not excuse late performance. Failure to meet the quoted times may result in contract cancellation.

1.2.J. Proposer Response: Please state whether you agree or explain exceptions.

K. Other Athletic Equipment Refer to athletic equipment listed in “Other” section of Attachment A – Pricing Schedule. The items specifically identified in the Pricing Schedule represent products and services anticipated by HVS and are not intended to constitute an exhaustive list of all products and services that may be purchased under the resulting Contract.

To maximize the value and usefulness of the resulting cooperative contract to HVS and participating public agencies, proposers are encouraged to offer additional athletic equipment, supplies, accessories, replacement parts, reconditioning services, repair services, and other related products and services that are within the general scope of this solicitation.

Proposers may add additional rows to Attachment A - Pricing Schedule for such offerings. For each additional item or service, the proposer should provide, as applicable, the manufacturer/brand, manufacturer or supplier item number, item or service description, unit of measure, list price/MSRP or other established reference price, discount percentage, and resulting contract price.

Additional offerings should be reasonably related to athletics, physical education, sports programs, athletic facilities, athletic equipment maintenance/reconditioning, or other categories reasonably encompassed by the scope of this solicitation. Examples may include, but are not limited to, equipment and supplies for football, baseball, softball, basketball, volleyball, soccer, wrestling, track and field, cross country, tennis, golf, swimming, lacrosse, cheerleading, physical education, athletic training, sports medicine, strength and conditioning, and related athletic programs.

Proposers are encouraged to provide their broadest available offering of products and services within the scope of this solicitation. Proposers may also submit manufacturer, category, or catalog-wide discount structures for additional products where individual line-item pricing is impractical, provided the applicable catalog or price list and the method for calculating the contract price are clearly identified.

HVS reserves the right to determine whether any additional product or service offered by a proposer falls within the scope of this solicitation and the resulting contract. Inclusion of an item, category, catalog, or service in a proposer's submission does not obligate HVS or any participating agency to purchase such item or service.

All additional products and services accepted as part of the awarded Pricing Schedule shall be subject to the same terms, conditions, pricing requirements, and other applicable provisions of the resulting contract.

1.2.K. Proposer Response: Please state whether you agree or explain exceptions.

1.3 Reservation of Rights

Huron Valley Schools will evaluate the merits of all proposals submitted and reserves the right, in its sole and absolute discretion, to accept or reject, in whole or in part, any or all proposals or portions of proposals with or without cause. Huron Valley Schools further reserves the right to waive any irregularity or informality in the RFQu process or any proposal, and the right to award one or multiple vendors. Huron Valley Schools reserves the right to add or delete services from the proposal, extend agreements, or change vendors, in order to best serve the eligible agencies. These changes will follow approved bidding laws. Huron Valley Schools may use the product or service cost, or the sum of groups of products and/or services, may group similar products, and/or total cost of ownership, to evaluate prices and award proposals. Huron Valley Schools reserves the right to request additional information from any or all Proposers. Huron Valley Schools also reserves the right to select one or more vendors to award a Contract to under this RFQu. In the event a bid is accepted by Huron Valley Schools, and the vendor asserts exceptions, special considerations, or conditions after acceptance, Huron Valley Schools, in its sole and absolute discretion, reserves the right to reject the bid and award to other Proposer(s).

1.3 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.4 Product Acceptance

All products must conform to the participating agency’s requirements and specifications and will be subject to acceptance by the ordering entity upon delivery. The right is reserved to reject any damaged or nonconforming product at the risk and expense of the vendor.

1.4 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.4.1 Contractor Code of Conduct

The purpose of Huron Valley Schools and its employees is to provide a safe, positive learning environment for the students of the District. In providing that environment, it is mandatory that all employees, visitors, and Contractors follow certain levels of conduct, dress, and demeanor. This Code of Conduct outlines the expectations of the Huron Valley Schools for persons both contemplating performing work and performing work for Huron Valley Schools in the capacity of a Contractor or subcontractor. These rules will become part of the mandatory working conditions of the Contract, and failure to comply by any Contractor, subcontractor, management, employee, or contracted consultant may result in the cancellation of the Contract. In general, it is expected that everyone entering a Huron Valley Schools facility, whether a school, support facility, or the surrounding grounds, must dress, act, and talk in a manner that is conducive to the education process of children while assuring their overall safety and security. The following rules have been established to ensure that this is done:

Every Contractor employee who enters or leaves the building must sign in and out at either the school office or the building engineer’s office as designated by the school administrator. This sign-in sheet must record the name, time in and out, the firm, and the signature of the individual.

All Contractors shall be furnished by their company with a badge or identification that is to be worn while in the building. Such identification shall clearly indicate the individual’s name and the name of the firm they are working for.

Prior to the beginning of a job, the Contractor shall furnish the building engineer with a list of individuals expected to be on the job, contact persons with phone numbers, and a schedule of the activities to take place.

The Contractor shall provide the building engineer with a scope of work and check with him prior to drilling or penetrating any walls, floors, or ceilings.

Each person working in a school building or on school property shall comply with the following:

No drinking or possession of liquor or alcoholic beverages and/or possession of any kind of illicit drugs or narcotics.

No use of District facilities or equipment, including telephone, computers, internet access, fax, kitchen, maintenance, or office equipment.

No smoking or use of any tobacco products anywhere within the building at any time nor outside the school on District property during normal school hours (This is a law and punishable as a civil infraction by local authorities).

A reasonable standard of dress must be followed. Within the educational facilities where students and parents are or can be present, this means clothing or attire must be suitable for the work and must not bear images or writing depicting anything to be construed as obscene in nature or promoting or portraying alcoholic beverages or use, drugs, narcotics, tobacco, or establishments that serve or promote the use of these substances.

There shall be no use of profanity or obscene language or gestures. Language, gestures, or other actions that depict sexual or ethnic harassment or intimidation will not be permitted.

The Contractor is responsible for a clean and safe workplace. To that end, the following will be adhered to:

All work areas, walkways, and stairs must be kept clear of debris and loosely scattered materials.

Material storage is to be in an area designated by the Building Engineer.

All work areas are to be cleaned by the Contractor prior to leaving. Building staff will not be responsible for cleaning work areas.

All trash, debris, and material must be removed from the worksite each day and disposed of off-site. District dumpsters and trash containers are not to be used by Contractors for disposal.

All Contractor tools and equipment must be kept in good working order, with guards and safety devices in place and working. Defective tools must be taken out of service. District tools and equipment will not be loaned to Contractors.

Contractors are to provide and use required protective safety equipment and comply with all local, state, and federal safety laws and regulations.

Contractors are responsible for the reporting of accidents both to the District and their management and to obtain any emergency treatment that may be required.

Upon leaving the job site, all doors and windows must be locked, secured, or left as they were found prior to beginning the work.

Contractors are to provide their own site safety plan for areas that they are working in.

Contractors are reminded that there may be asbestos insulation in our buildings. They are not to disturb any insulation or enter any areas that contain asbestos-containing building materials. If they have any questions, contact the building engineer for directions.

Contractor is not to disable or interfere with any fire or burglary system equipment or telephone lines servicing such equipment. If equipment needs to be removed, relocated, or temporarily disabled, the Contractor needs to coordinate this with the building engineer.

The District will not tolerate acts of theft, vandalism, fighting, or abuse of the facilities or activities that threaten the security and safety of the school environment and its students, staff, and employees.

In summary, good judgment must be used to protect the learning environment. Failure to comply with the above or to exhibit conduct which is deemed not to be in the best interest of the Huron Valley Schools will be grounds for immediate removal from the building and the project.

1.4.1 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

Proposers must identify their company standards of communication as they relate to Contract performance, issue management, and change management. An issue is an identified event that, if not addressed, may affect schedule, scope, service, delivery, quality, or budget. A change is identified as a change in corporate leadership, structure, merger, or acquisition.

1.5.1 Proposer Response: Please explain your communication plan/Contract management.

1.5.2 Primary Account Representative

Proposers must identify by name and location the primary account representatives and key contacts who will be responsible for the performance of a resulting Contract, as well as contact persons for reports and bid documents. Include names, titles, addresses, phone numbers, and email addresses.

1.5.2 Proposer Response:

Primary Account Rep

Contract Signee

Contract Performance

1.6 Customer Service

The awarded vendor shall designate a primary account representative and a backup contact responsible for scheduling, inventory discrepancies, service status, delivery, and corrective action. The awarded vendor shall acknowledge routine District inquiries within one business day and provide a substantive response or written resolution plan within two business days. Urgent inquiries involving missing equipment, safety concerns, or an approaching season deadline must be acknowledged the same business day when received during normal business hours. The awarded vendor shall provide status updates following pickup, completion of inspection, identification of rejected or non-certifiable equipment, and shipment for return. Any anticipated delay must be communicated promptly and before the required delivery date.

1.6 Proposer Response:

1.7 Purchase Orders

Requests for quotes will be initiated by participating entities as specific needs arise. Participating entities will issue individual detailed specifications to the pre-qualified vendor pool along with specific response information required, deliverables, and any special terms and conditions. The vendors will respond directly to the requesting agency within the timeframe specified in the quote request. The participating entity will evaluate the responses and determine the vendor that will be awarded a purchase order (PO). Resulting orders are to be delivered and billed directly to these institutions.

1.7 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.8 Delivery and Acceptance

Equipment must be returned to the school or location from which it was collected unless otherwise directed in writing. At delivery, the awarded vendor and the ordering entity’s representative shall reconcile the shipment against the pickup manifest and disposition report.

Any item not returned and not identified as an authorized disposal, approved replacement, or other documented disposition shall be considered missing. The awarded vendor shall provide a written status within two business days after notice of a missing item. If the item cannot be returned, the awarded vendor shall, at the ordering entity’s option, provide an approved replacement or reimburse the documented replacement cost, including approved customization.

1.8 Proposer Response: Please describe your return-delivery reconciliation and missing-item resolution process or explain any exceptions to this section.

1.8.1 Reporting Capabilities

Vendors are required to submit quarterly reports and other reporting documents, as it pertains to this Contract.

1.8.1 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.8.2 Inspection, Acceptance, and Correction of Deficiencies

The ordering entity may inspect, count, and test returned equipment before acceptance. Equipment may be rejected for missing items or components, inventory discrepancies, incomplete work, improper certification or labeling, incompatible hardware, defective finish, transportation damage, or failure to comply with the purchase order or Contract.

The ordering entity shall notify the awarded vendor of reasonably discoverable deficiencies within ten business days after delivery. Acceptance or payment does not waive latent defects or warranty claims.

Within two business days after receiving notice, the awarded vendor shall provide a corrective-action plan. The awarded vendor shall retrieve and correct rejected work within ten business days, or within another period approved by the ordering entity. All transportation, labor, parts, repainting, hardware, and other costs necessary to correct the deficiency shall be borne by the awarded vendor.

1.8.2 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.8.3 Invoicing

The Contractor shall invoice each ordering entity directly for products ordered and accepted by that entity. HVS shall receive invoices only for orders issued by HVS. Invoices shall include the following information:

• Purchase Order Number

• Unique invoice number and date

• Description of goods or services being billed for

• Breakdown of charges

• Total amount due

1.8.3 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

If “NO” was answered on any items in Section 1 above, please explain:

1.9 Price Stability

1. Price Guarantee Price Stability Guarantee After the first twelve months, the awarded vendor may request a price adjustment by providing at least sixty days’ written notice and supporting documentation. No adjustment shall take effect unless approved in writing by HVS/PPIM. Approved adjustments apply prospectively only.

Promotional Pricing Proposer may offer promotional pricing for awarded products and/or services during the Contract term. Upon promotion expiration, the pricing must return to the previous item price and remain in compliance with the pricing requirements of Section 1.9.

Free on Board (F.O.B.) Delivered/Destination (Required) Prices shall be quoted F.O.B. destination, freight prepaid, to the ordering entity. The proposer shall disclose any minimum order necessary to receive delivered pricing and shall separately identify any delivery, fuel, pallet, liftgate, or other charge. Charges not disclosed in the proposal will not be permitted.

1. Bid Pricing Bid pricing must reflect Net 30 payment terms.

2. Quantity Term The Proposer shall use commercially reasonable efforts to fulfill accepted purchase orders, subject to disclosed lead times and product availability. The RFQu does not guarantee any minimum purchase quantity, and the Contractor is not required to accept an order exceeding its disclosed capacity.

3. Rebates and Special Promotional Capabilities All vendors are encouraged to make manufacturer promotions, rebates, and special pricing opportunities available. Huron Valley Schools must approve promotional materials referring to the Huron Valley/CoPro+ Agreement prior to release. Huron Valley/CoPro+ will post rebate and special pricing information on its website.

Guidelines for Vendor promotions for Huron Valley/CoPro+ awarded items:

A. Submit all promotions for approval.

B. Identify the amount of savings.

C. Identify the final price.

D. Specify the time period in which a purchase must be made.

E. Identify the link to a rebate form (preferred) or provide the form.

4. Tax Excluded from Price

(a) Sales Tax: Huron Valley and local units of government are exempt from sales tax for direct purchases. The Proposer's prices must not include sales tax.

(b) Federal Excise Tax: Huron Valley and local units of government may be exempt from Federal Excise Tax, or the taxes may be reimbursable, if articles purchased under any resulting Contract are used for Huron Valley Schools' exclusive use. Certificates showing exclusive use for the purposes of substantiating a tax-free or tax-reimbursable sale will be sent upon request. If a sale is tax exempt or tax reimbursable under the Internal Revenue Code, the Proposer's prices must not include the Federal Excise Tax.

1.9 Proposer Response: Please provide any additional comments regarding pricing, promotions and discounts being offered, and information on other cooperative Contracts held by respondent in the response box below.

1.10 Price Assurance

The awarded vendor agrees to provide pricing to Huron Valley Schools and its participating entities, ensuring the lowest pricing available. If the awarded vendor has existing cooperative Contracts in place, Huron Valley Schools requests equal or better pricing to be submitted.

All pricing submitted to Huron Valley Schools shall include a 2.0% administrative/remittance fee to be payable to the Public Procurement Institute of Michigan (PPIM) by the awarded vendor. It is the awarded vendor’s responsibility to keep all product listings and sales reports up to date and on file with Huron Valley Schools/PPIM.

1.10 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

SECTION 2.0 – PROPOSER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the bid documents, including, without limitation, any RFQu Addenda, Appendices, Attachments, and Exhibits, have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the bid documents of RFQu # HV-805-090826 Football Equipment and Reconditioning Services.

3. The undersigned has reviewed the bid documents and fully understands the requirements in this bid and that each Proposer who is awarded a Contract shall be, in fact, a prime Contractor, not a subcontractor, and agrees that its bid, if accepted by Huron Valley Schools, will be the basis for the Proposer to enter into a Contract with Huron Valley Schools in accordance with the intent of the bid documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements listed in all Sections of this RFQu:

· Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

· Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

· Assurance Regarding Access to Records and Financial Statements

· Iran Economic Sanctions Act

· Familial Relationship Disclosure

· Non-Collusion Affidavit

· Price Assurance Certification

6. The selected Contractor(s) will be required to sign a Confidentiality Agreement to protect the data supplied by the schools and agencies. The selected Contractor(s) will adhere to all provisions of the Federal Family Educational Rights and Privacy Act (FERPA, 20 U.S.C. 1232g), Michigan Education Code, and District policies regarding the protection and confidentiality of data. At all times, the Contractor(s) will consider all data collected in the course of their duties to be protected and confidential.

7. The undersigned acknowledges that the Proposer will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFQu and associated bid documents.

8. It is the responsibility of each Proposer to be familiar with all of the specifications, terms, and conditions and, if applicable, the site conditions. By the submission of a bid, the Proposer certifies that if awarded a Contract, they will make no claim against Huron Valley Schools based upon ignorance of conditions or misunderstanding of the specifications.

9. Patent indemnity: Vendors who do business with the Huron Valley Schools shall hold Huron Valley Schools, its officers, agents, and employees, harmless from liability of a nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the Contract or purchase order.

10. Insurance certificates are not required at the time of submission. However, if awarded, the Contractor agrees to meet the minimum insurance requirements posted in the terms and conditions. This documentation must be provided to Huron Valley Schools prior to award and shall include an insurance certificate and additional insured certificate, naming Huron Valley Schools, which meet the minimum insurance requirements, as stated in the terms and conditions.

11. Should a proposer find discrepancies in, or omissions from, the specifications, details, instructions and bid proposal form, or should the proposer be in doubt as to the meaning, the proposer should notify the bid contact who will post an Addendum. The bid contact shall not be responsible for any oral instructions.

12. It is the Proposer's responsibility to note any detail or specification that, in its opinion, is not practical or functional.

13. Interpretations and supplemental instructions will be issued by Addenda. No Proposer shall rely on any interpretations or corrections given by any other method. Interpretations, corrections, or changes of the Bidding Documents made in any other manner will not be binding.

14. Copies of addenda will be made available for inspection wherever Bidding Documents are posted.

15. Addenda will not be issued later than three (3) days (72 hrs.) before the date of receipt of proposals (excluding weekends and holidays), except an addendum withdrawing the request for proposals or postponing the proposal date.

16. Failure of the Proposer to receive such addenda shall not relieve the Proposer from any obligation under its bid as submitted.

17. Failure to comply with instructions stated in this section may result in rejection of the bid.

18. After a Contract agreement has been executed, the Proposer shall not be allowed any sum over and above the price(s) specified in the Contract agreement, except for price adjustments approved in writing in accordance with Section 1.9.

19. Huron Valley Schools requires all Contractor owners, employees, agents, representatives, subcontractors, and/or other personnel who will be present on School grounds to submit to a criminal history background check. This background check will include a requirement for each Contractor owner, employee, agent, representative, subcontractor, and/or other personnel to be screened before he/she enters School grounds. A valid State ID card or Driver’s License is required to complete the background check. Once screened, the District will provide approved personnel with a Contractor Badge with a unique number.

Solicitation Terms and Conditions – HVS/ CoPro+ Master Agreement Template: Business Office | (hvs.org)

Type of Entity/Organization (check one):

☐ Corporation ☐ Joint Venture ☐ Limited Liability Partnership ☐ Partnership ☐ Limited Liability Company ☐ Non-Profit / Church ☐ Other:

Street Address:

City:

State:

Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number

Primary Contact Email Address:

Dun & Bradstreet (D&B) Number (if applicable):

Has your company been debarred by the Federal Government? ☐ Yes ☐ No If yes, has it been lifted, and if so, when?

Has your company been debarred by State Governments? ☐ Yes ☐ No If yes, has it been lifted and if so, when?

Brief history of your company, including the year it was established:

Signature:

Name and Title of Signer:

Date:

Please include a current copy of a W-9 with your proposal.

2.2 References

Provide a minimum of three (3) customer references for football equipment, equipment reconditioning services, and/or other athletic equipment of similar size, scope, and complexity dated within the past five (5) years.

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced (mm/yy – mm/yy):

Description of Services:

Annual Sales Volume:

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced (mm/yy – mm/yy):

Description of Services:

Annual Sales Volume:

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced (mm/yy – mm/yy):

Description of Services:

Annual Sales Volume:

2.3 Assurances and Certifications

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

Certification Regarding Nondiscrimination Under Federally and State Assisted Programs The applicant hereby 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 Michigan Department of Education (MDE).

Assurance Regarding Access to Records and Financial Statements The applicant hereby assures that it will provide the pass-through entity, i.e., the Huron Valley Schools, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with 2 CFR, Part 200, Subpart F, and the Compliance Supplement for the U.S. Department of Education.

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 Sanctions Act” Public Act 517 for clarifications or questions. Huron Valley Schools, as a Michigan public entity, is required to follow Public Act 517 of 2012.

Vendor Signature:

Date:

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:

2.4 DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the proposer and any member of the Huron Valley Schools Board of Education or the Huron Valley Schools District Superintendent must be accompanied by the bid. Proposals without this disclosure statement will not be accepted.

The members of the Huron Valley Schools Board of Education are listed on the following website:

https://www.hvs.org/page/board-of-education

Dr. Paul Salah is Huron Valley Schools’ Superintendent.

The Following are the familial relationships:

☐ There are none.

Vendor Signature:

Date:

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:

2.5 NON-COLLUSION AFFIDAVIT

STATE OF MICHIGAN)

) ss:

[NAME OF COUNTY])

The undersigned proposer or agent, being duly sworn on oath, says that he/she has not, nor has any other member, representative, or agent of the firm, company, corporation, or partnership represented by him/her, entered into any combination, collusion, or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding, or combination with any other person in reference to such bidding.

He/she further says that no person or persons, firms, or corporation has, have, or will receive directly or indirectly, any rebate, gift, fee, commission, or thing of value on account of such sale.

Subscribed and sworn to before me this ______day of___________________, 20___.

My commission expires: _____________________

County of residence: ________________________

Notary Public Signature Seal

(Return this completed form with bid package)

SECTION 3.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains key project dates and activities as well as instructions to proposers on how to prepare and submit their proposal:

TIMETABLE

*Responses received later than the specified deadline will be disqualified.

3.1 Huron Valley Schools Responsibility

Huron Valley Schools is not responsible for representations made by any of its officers or employees prior to the execution of the Master Agreement unless such understanding or representation is included in the Master Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively…