furniture rfp_05142019.pdf

Suttons Bay Public Schools

REQUEST FOR PROPOSAL

Cafeteria Furniture

May 14,2019

Request for Proposal – Cafeteria Furniture

May 14, 2019

Section 1 Goal of this RFP

The goal of this Request for Proposals is to provide new furniture for the High School Cafeteria

Section 2 Submission Deadline and Requirements

The date and time for receipt of Proposals is: May 30, 2019 at 2:30 pm

2.1 Proposal Envelope: An opaque, sealed envelope containing your Proposal must be marked in the lower left hand corner as follows:

SEALED PROPOSAL ENCLOSED

Cafeteria FURNITURE [Proposer’s Name]

[Proposer’s Address] [Proposer’s Telephone Number]

The envelope must also be addressed and delivered as follows:

Mr. Tim Smith, Chief Operating Officer

Suttons Bay Public Schools 310 Elm Street PO Box 367

Suttons Bay MI, 49682

2.2 Late Proposals: Each Proposer is responsible for submission of its Proposal. Proposals or Proposal revisions received after the due date will not be accepted or considered.

The School District shall not be liable to Proposer for any delivery or postal delays.

2.3 Returned Proposals: All Proposals received after the Due Date will be returned to the

Proposer unopened.

2.4 Signed Original Proposal: Each Proposal must be an original and hard copy, and signed by an authorized member of the Proposer’s Firm. NO ORAL, FAX or E-MAILED Proposals will be accepted. Each Proposal must be submitted on the Proposal Forms attached to this RFP. The original copy must be clearly indicated.

2.5 Opening of Proposals: At the specified location, due date and time stated above, all submitted Proposals shall be publicly opened and dated. Any interested parties may attend. No immediate decision will be rendered, however, the Bidder should be prepared to be interviewed immediately after the bid opening by the District, if they so choose.

2.6 E-Mail Clarifications: The School District intends to communicate with Proposers via e-mail (e.g., RFP clarifications and Addenda). Except for the delivery of the Proposal itself, references in this RFP to “written” form of communications, include e-mail.

2.7 Intent to Respond: Each Proposer who intends to submit a Proposal in response to this

RFP shall submit an “Intent to Respond” via e-mail to Tim Smith at smitht@suttonsbayschools.com on or before noon on May 23, 2019. The Intent to Respond shall include the name of the Proposer, the name of a contact person and that person’s e-mail address. Enter “Cafeteria Furniture” in the Subject line of the email. The failure to submit an “Intent to Respond” email shall not disqualify a bidder from submitting a proposal; however, the bidder shall be deemed to have received the same information as disseminated to those submitting an “Intent to Respond” email and must, therefore, find alternative means of obtaining such information.

2.8 Additional Requests for Clarification: Prospective Proposers may request that the School

District clarify information contained in this RFP. All such requests or questions regarding this RFP must be received no later than noon, May 23, 2019. Questions must be submitted via email to Tim Smith at smitht@suttonsbayschools.com, or to the attention of Tim Smith at Suttons Bay Public Schools, 310 Elm St., PO Box 367, Suttons Bay, MI 49682, in writing. Enter “Cafeteria Furniture” in the Subject line of the email.

No response will be made to oral questions. All questions and answers will be sent to all prospective proposers via e-mail. It is the Proposer’s responsibility to check their e-mail prior to the RFP Due Date to ensure that it has received all information, including, but not limited to all addenda to this RFP.

2.8.1 Addenda to the RFP: If it becomes necessary to revise any part of the RFP, notice of the revision will be e-mailed in the form of an Addendum to all parties that submitted an Intent to Respond. All Addenda shall become a part of the RFP. Each Proposer must in its Proposal, to avoid any miscommunication, acknowledge all Addenda which it has received, but the failure of a Proposer to receive, or acknowledge receipt of, any Addendum shall not relieve the Proposer of the responsibility for complying with the terms thereof.

2.8.2 RFP/Proposal Information Controlling: The School District intends that all

Proposers shall have equal access to information relative to this RFP, and that this RFP contains adequate information. No information communicated, either verbally or in writing, to or from a Proposer shall be effective unless confirmed by written communication contained in this RFP, an Addendum to this RFP, a mailto:vlaseke@richmond.k12.mi.us mailto:%20smitht@suttonsbayschools.com, Request For Clarification or other written response thereto, or in the Proposal.

It is the policy of the School District to not release Request for Proposals in a changeable format (i.e. Word or Excel files). Accordingly, neither this RFP nor subsequent addenda, if any, nor any Responses to Clarifications will be released in other than hard copy or .pdf format.

2.8.3 Good Faith Deposit: Each Proposal must be accompanied by a bid bond or certified check in an amount of 10% of the cost of the Contract, as a guarantee of Proposer’s good faith on the part of the Proposer. If a bid bond is posted by a Proposer, it shall be from a surety licensed to do business in the State of Michigan and the attorney-in-fact who executes the bid bond on behalf of the Proposer shall attach a certified, current copy of its power of attorney. In the event a certified check is submitted, it shall be made payable to “Suttons Bay Public Schools” The School District shall not be liable for any interest earned thereon. The good faith deposit shall be forfeited as liquidated damages, and not as a penalty, if the Proposer withdraws its Proposal after the due date for submission of Proposals or, upon acceptance of its Proposal by the School District, Proposer fails to execute the form of Contract acceptable to the School District, substantially evidencing and incorporating this RFP and its Proposal and fails to provide the required performance bond, if any, and the required insurance certificates, within fifteen (15) days of an award of a Contract to the Proposer. Good faith deposits shall be returned to all Proposers within a reasonable time after the award of a Contact and execution of a Contract by the successful Contractor.

2.8.4 Finality of Decision: Any decision made by the School District, including the

Contractor selection, shall be final.

2.8.5 Reservation of Rights: The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFP process or any Proposal, and the right to award the Contract to other than the Proposer submitting the best financial Proposal (low bidder). The School District reserves the right to request additional information from any or all Proposers. The School District reserves the right to negotiate with the Proposers concerning their Proposals.

2.8.6 Release of Claims: Each Proposer by submitting its Proposal releases the School

District from any and all claims arising out of, and related to, the RFP process and selection of a Contractor.

2.8.7 Proposer Bears Proposal Costs: A recipient of this RFP is responsible for any and all costs incurred by it or others acting on its behalf in preparing or submitting a Proposal, or otherwise responding to this RFP, or any negotiations incidental to its Proposal or this RFP.

2.8.8 Irrevocability of Proposals: Proposers may withdraw their Proposal, if so desired any time before the Due Date. All Proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the Due Date.

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

Section 3 Method of Bidding

Each bidder shall submit his/her proposal in the following ways:

1. Bidders shall use the Bid Proposal Form included in this document.

2. Bids must include Attachment A Familial Disclosure Statement.

3. Bids must include Attachment B Affidavit of Compliance – Iran Economic Sanctions Act.

Bidders are encouraged to be creative in submitting proposals. Proposal shall be accompanied with a brochure or descriptive literature, specifications, pictures and manufacturer’s data for each model bid.

Section 4 Pricing

Pricing shall be FOB delivered, unloaded and installed at multiple locations. No additional charges shall incur for unpacking, unboxing, uncrating or delivering new equipment. No additional charges shall incur for packing, boxing, crating, removing and disposing of existing equipment.

Section 5 Right to Reject Bid

Suttons Bay Public Schools reserves the right to waive irregularities and to accept and/or reject any or all bids and in its sole discretion to be the lowest responsive and responsible bidder and in compliance with law. The bidder, in submitting his/her bid, agrees to accept the decision of the Owner as final. Suttons Bay Public Schools retains the right to award all equipment to one bidder or to split out the award to more than one bidder at its own discretion.

The bidder shall provide full disclosure of all existing client relationships that currently or prospectively may give rise to conflicts of interest.

Section 6 Award

It is the intent of Suttons Bay Public Schools to award the bid on June 17, 2019. It is highly desirous for the furniture to be installed and operational by August 20, 2019.

Submission of a bid will be construed as a conclusive presumption that the bidder is thoroughly familiar with the RFP requirements and that bidder understands and agrees to abide by each and all of the stipulations and requirements contained therein.

The following criterion shall be considered in making an award, in no particular order: quality of the materials, conformity to listed specifications, delivery of the within the required time schedule, warranty provided, price of furniture references, or any other criteria deemed important by Owner.

Section 7 Instructions to Bidders

Bidder must clearly state in the bid any exceptions to the enclosed specifications. The failure to clearly and separately identify any exception(s) to this RFP and/or the specifications shall be deemed an agreement to all such terms. No exception(s) will be considered after the deadline for bid submission.

Bidder must provide the brand name, relabeled name (if applicable), model number and manufacturer’s number for all equipment proposed.

1. The equipment is to be furnished in accordance with the specifications and deliveries are to be made only upon purchase order issued by Suttons Bay Public Schools.

2. It is understood that Suttons Bay Public Schools is a governmental unit, and as such, is exempt from the payment of all State and Federal Taxes applying to the products specified in this document. Therefore, the prices quoted by the Bidder should not include any allocation for taxes. The successful bidder shall pay all other taxes required by law.

3. The following items must be included in your base bid price:

18 Round Tables with Seating for 8 Attached to the table. It must be able to fold up and move at any time. 2 Round tables that are ADA Complaint able to fold up and move at anytime. 3 High Top Tables with Chairs. 2 Booths with accompanying Tables. 3 Lounge like Chairs or Sofas for open area.

4. Delivery and installation of the furniture.

The attached Bid Proposal Form must be completed and enclosed as part of the bid proposal.

Submit duplicate copies of all documents.

5. Any deviation or voluntary alternates to bid specifications must be submitted in writing with bid response.

6. Bidder must provide all workers compensation and general liability insurance coverage for all workers involved in delivery, moving and installation of equipment.

7. Contractor agrees to accept responsibility for loss or damage to any person or entity, and to defend, indemnify, hold harmless and release the Owner, its officers, and employees, from actions, claims, damages, disabilities or the cost of litigation that are asserted by any person or entity to the extent arising out of the negligent acts or omissions or willful misconduct in the performance by the Contractor hereunder, whether or not there is concurrent negligence on the part of the Owner, but excluding liability due to the active negligence or willful misconduct of the Owner. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents, under workmen’s compensation acts, disability benefits acts or other employees’ benefits acts.

Section 8 Addenda

Each bidder shall ascertain prior to submitting his/her bid that he/she has received all addenda issued. Addenda issued during the time of bidding shall become part of the contract documents and receipt thereof shall be acknowledged on the bid proposal.

Addenda will be posted to the website www.suttonsbayschools.com. Copies of addenda will be made available for inspection wherever contract documents are on file for that purpose. It is the responsibility of the bidder to refer to the website for any addendums.

http://www.suttonsbayschools.com./

Section 9 Cafeteria Furniture

Quantity 2 CafeWay ADA Round Tables w/2 Bench 2 Stools, 32” Hx5’ Dia, Sprayed Top/Bench Edge.

KI Laminates: Nickel Evolve 4813-60, Black Edge and Black Frame or something Similar

Quantity 18 CafeWay Tbl w/4 Bench, 29” Hx5’ Dia, Spray Top/Bench. KI Laminates: Nickel Evolve 4813-60, Black Edge and Black Frame Or something Similar

Quantity 3 High Top Tables and Chairs

Quantity 2 Booths

Quantity 3 Lounge like chairs or Sofas for open area

Installation of 20 Tables

BID PROPOSAL FORM

REQUEST FOR PROPOSAL – CAFETERIA FURNITURE

The undersigned understands that the Owner reserves the right to reject any and all bids in whole or in part, and to waive informalities and irregularities in bidding. Owner also reserves the right to hold bids for a minimum of 90 days from bid opening date.

If award is made to us under this proposal, we agree to enter into an Agreement with Suttons Bay Public Schools to furnish products and/or services, in strict accordance with this proposal, bid documents and all pertinent portions of plans, drawings and specifications.

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this RFP.

My signature also certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud. Furthermore, I understand that fraud and unlawful collusion are crimes under Federal Law, and can result in fines, prison sentences, and civil damage awards.

My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to Suttons Bay Public Schools, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest or a potential conflict of interest to Suttons Bay Public Schools, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with Suttons Bay Public Schools.

I hereby certify that I am authorized to sign as a Representative for the Firm:

Name, title, and signature of individual duly authorized to execute contracts:

Name

Title

Signature

ADDENDA

The undersigned acknowledges receipt of the following addenda:

Addendum # dated

Addendum # dated

NAME OF BIDDER:

ADDRESS:

PHONE: FAX:

EMAIL ADDRESS:

CONTACT NAME:

WARRANTY INFORMATION:

Cafeteria Tables

BASE BID A: Cafeteria Tables as described in Section 9

High School

Manufacture:

Model:

Unit Price:

Include additional description as necessary

Bidder shall complete the following section in order to be considered for this bid award.

We have attached complete descriptive literature, official product warranty and specifications, for the materials being bid.

We have read the bid instructions, specifications and requirements thoroughly.

We acknowledge that all bid proposals will be evaluated as “submitted”.

We acknowledge that the school district may at their option reject any or all bids, and award to the lowest responsive and responsible bidder, reserving the right to select all, some or none of the quoted prices

Attachment A

DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the vendor/contractor and any member of the Suttons Bay Public Schools District Board of Education or the Suttons Bay Public Schools Superintendent must be accompanied with the bid/proposal.

Bids and Proposals without this disclosure statement will not be accepted.

The members of the Suttons Bay Public Schools District Board of Education are: Thor Mikesell, David Buffum, Jen Porter, Chris DeJong, Casey Petz, Lee Grant, and Lizabeth Venie. The Suttons Bay Public Schools Superintendent is Mike Caremean.

□ The following are the familial relationship(s):

Owner/Employee Name Related to: Relationship

1.

2.

3.

4.

Attach additional pages if necessary to disclose all familial relationships.

□ There are no familial relationships that exist between the owner and any employee of the vendor/contractor and any member of the Suttons Bay Public Schools Board of Education or the Suttons Bay Public Schools Superintendent.

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

Signature of Bidder Representative

Print Name

STATE OF MICHIGAN )

COUNTY OF )

) ss

This instrument was acknowledged before me on the day of , , by .

, Notary Public County, Michigan My commission expires: / / Acting in the County of:

Attachment B

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner and or authorized officer of the below named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Suttons Bay Public Schools (the “School District”) Request For Proposals For Cafeteria Furniture (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 Economics 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 the Work or 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 that it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

Name of Representative

Date

STATE OF MICHIGAN )

COUNTY OF )

) ss

This instrument was acknowledged before me on the day of , , by .

, Notary Public County, Michigan My commission expires: / / Acting in the County of: