GHAPS - UDPAS-022026 Network Cabling Installation (v1.0).pdf

Issued By:

Grand Haven Area Public Schools

1415 S Beechtree St Grand Haven, MI 49417

Project # UDPAS-022026

- Request For Proposal - Network Cabling Installation

All bids are due by Tuesday, October 6th, 2026 at 10:00 A.M.

Contact Information:

Matthew leigh Assistant Director of Technology Email: leighm@ghaps.org mailto:leighm@ghaps.org

Contents

REQUEST FOR PROPOSALS – Network Cabling Installation……

1.0 INVITATION TO BID

2.0 BIDDER INSTRUCTIONS

3.0 GENERAL CONDITIONS

4.0 SCOPE OF WORK

5.0 TIMELINE REQUIREMENTS …………………………………………………………………….. 7

6.0 AWARDED CONTRACT REQUIREMENTS

7.0 SYSTEM DOCUMENTATION

APPENDIX A – INTENT TO BID FORM

ATTACHMENT A - PROVIDED MATERIALS ………………………………….…………………… 12

APPENDIX B – BILL OF MATERIALS TOTALS

APPENDIX C - REFERENCES

APPENDIX D - FAMILIAL DISCLOSURE AFFIDAVIT

APPENDIX E – NOT IRAN LINKED BUSINESS CERTIFICATION

1.0 INVITATION TO BID

1.1 BID ACCEPTANCE

Grand Haven Area Public Schools will receive proposals from qualified vendors for Network Cabling Installation. Complete Bids will comply with all requirements set forth in the following Invitation to Bid, Bidder Instructions, General Conditions, Scope of Work, Timeline Requirements, Awarded Contract Requirements, and System Documentation.

1.2 INTENT TO BID FORM

All bidders must complete and submit the Intent to Bid Form (Appendix A), no later than September 25, 2026. The Intent to Bid Form should be emailed to Matthew Leigh (leighm@ghaps.org)

1.3 FACILITIES/BUILDING WALKTHROUGH

There will be a facility walkthrough on September 22 at 9:00AM at Grand Haven High School. The walkthrough will highlight common cabling pathways, potentially challenging locations, and provide time for clarification questions. Maps and diagrams of the project buildings will be provided during the walkthrough and/or via email after submission of (1.2 Intent to Bid Form).

1.4 PROJECT NUMBER

All proposers and contractors will include the Project Number in all correspondence with GHAPS. The Project Number for this Project is # UDPAS-022026.

2.0 BIDDER INSTRUCTIONS

2.1 BID OPENING

2.1a All Bids must be mailed or delivered in person to Matthew Leigh, Assistant Director of Technology, at the main office building located at 1415 S Beechtree St, Grand Haven, MI 49417

2.1b All Bids must be sealed in envelopes, plainly labeled “BID FOR UDPAS-022026 NETWORK CABLING INSTALLATION”. The Bid response must be labeled with the bid name, due date, and firm name; submit one (1) original and one (1) additional copy of the bid. The original must be marked original.

2.1c All Bids must be received prior to 10:00 A.M., Eastern Time, on Tuesday, October 6, 2026.

2.1d This will be a public bid opening. Evaluation of bids and award will be at a later date.

2.2 GENERAL REQUIREMENTS

2.2a This RFP is not an offer to enter into a contract, but rather a solicitation for Bids.

2.2b The Bidder shall supply, upon request, samples and/or brochures of the proposed materials and equipment with the bid.

2.2c Grand Haven Area Public Schools shall provide, upon submission of (1.2 Intent to Bid Form), blueprints and/or drawings associated with this project.

2.3 BID REQUIREMENTS

Proposals must include all the following documentation to be considered a Complete Bid.

2.3a The submitted Bid shall include a Bill of Materials (Appendix B), summarizing the details of the Bid.

2.3b The submitted Bid shall include a list of at least three (3) References (Appendix C), for similar work performed within the past three (3) years.

2.3c The submitted Bid shall include a Familial Disclosure Affidavit (Appendix D), which is properly completed, signed by an authorized representative of the Bidder, and notarized with an affixed, raised notary seal.

2.3d The Bid shall be accompanied by a sworn and notarized affidavit that represents and warrants that the bidder, including its officers, directors and employees, is not an “Iran Linked Business” within the meaning of the applicable Michigan Public Act No. 517 of 2012, and that in the event bidder is awarded a contract as a result of this RFP, the bidder will not become an “Iran Linked Business” at any time during the course of performing under the contract. Grand Haven Area Public Schools will not accept a Bid that does not include the sworn and notarized Iran Linked Affidavit (Appendix E).

2.4 CLARIFICATIONS AND CORRECTIONS

Direct any and all questions regarding this RFP by email to: Matthew Leigh (leighm@ghaps.org). Questions and Answers will be shared with all intended bidders. All relevant Requests for Information will be answered by October 5, 2026.

3.0 GENERAL CONDITIONS

3.1 RIGHTS OF ACCEPTANCE OR REJECTION

Grand Haven Area Public Schools’ Board of Education reserves the right to accept or reject all or any portion of a bid and is not bound to accept the low bid. A bid may be rejected if it does not comply with all requirements of (1.1 Bid Acceptance). Grand Haven Area Public Schools shall have the right to waive informalities or irregularities in a bid received, and to accept a bid which, in the judgment of Grand Haven Area Public Schools, is in the best interests of Grand Haven Area Public Schools. Proposals shall remain firm for one-hundred eighty (180) days from the date of Bid Opening.

3.2 MANUFACTURER(S) BRANDS/MODEL NUMBERS

The naming of a manufacturer(s), brand(s), or model number(s) will not be considered as excluding other manufacturers, brands, or model numbers. Similar products with comparable construction, material, and workmanship will be considered as equal. Notwithstanding, Grand Haven Area Public Schools has complete discretion to evaluate the merits of all Bids submitted and can take into consideration the brand and/or model numbers set for in the Bids.

3.3 ADDENDA

Any clarifications or modifications to this RFP will be issued by Grand Haven Area Public Schools in the form of an addendum. Any addendum issued during the bidding time will become part of the specifications and a copy will be sent to all intended bidders.

3.4 FEDERAL, STATE, AND LOCAL TAXES

Grand Haven Area Public Schools is a Tax Exempt entity, and so Federal, Michigan, and Local use and sales tax do not apply to products and services in this RFP.

3.5 CANCELLATIONS

Grand Haven Area Public Schools reserves the right of cancellation for non-performance of the terms specified in the awarded contract.

3.6 BID EVALUATIONS

Considerations for awarding contracts will include price, product quality, service, delivery, maintenance of products and/or services, adherence to specifications, past performance to Grand Haven Area Public Schools, vendor/contractor reliability, warranties, certifications and familiarity with the projects and the facilities of Grand Haven Area Public Schools.

3.6a It is the intent of Grand Haven Area Public Schools to award the contract to the Bidder submitting the “best” cost effective Bid for the project; provided the Bid has been properly submitted and delivered, including all required documentation and considered reasonable in price.

3.7 CERTIFICATIONS

Bidders shall have at least one certified individual on staff or contract for each of the following qualifications. These qualifications shall be included in the bid response.

3.7a BICSI Registered Communications Distribution Designer 3.7b Panduit Network Infrastructure Cabling Deploy Certification

3.8 NOTICE OF AWARD

The awarded Bidder will be notified by formal notice via email, by an officer or agent of Grand Haven Area Public Schools duly authorized to give such notice.

4.0 SCOPE OF WORK

4.1 GENERAL DESCRIPTION

The general description of the Scope of Work (SOW) for this project is to provide Grand Haven Area Public Schools with a Category-6 based ethernet cable infrastructure for networking public address speaker endpoints to the nearest available distribution facility/frame within a district building. In addition to the following SOW, all Bids must comply with all sections of this RFP.

4.2 FACILITIES/LOCATIONS

Building Name Address City State Zip Education Service Center 1415 S. Beechtree St. Grand Haven MI 49417 Grand Haven High School 17001 Ferris St. Grand Haven MI 49417

Griffin Elementary School 1700 S. Griffin St. Grand Haven MI 49417 Lakeshore Middle School 900 S. Cutler St. Grand Haven MI 49417

4.3 VENDOR/CONTRACTOR RESPONSIBILITY

It shall be the responsibility of the awarded vendor/contractor to provide the configuration and system quantities to all locations stated herein. The intentional or accidental omission of necessary components or systems shall require the awarded vendor/contractor to supply said missing components or system at no cost to Grand Haven Area Public Schools. Grand Haven Area Public Schools is not responsible for any omission, failure to detect any requirement, or any other condition required to complete the Scope of Work. The awarded Bidder shall:

4.3a Provide a complete installation for all ethernet network cabling to identified locations; a complete installation includes labor, materials, equipment, adhesives, fasteners, supports, hangers, grounds, blocking, shims, and any other necessary anchoring devices and accessories.

4.3b Make use of any existing pathways, raceways, conduits, sleeves, or boxes with available capacity. All cable runs shall follow appropriate shortest pathways to the nearest MDF or IDF location.

4.3c Install any hooks, supports, raceways, or boxes as needed and provided by (Attachment A - Provided Materials)

4.3d Furnish and install any wall penetrations, conduits, sleeves, or other installation materials NOT provided by (Attachment A - Provided Materials)

4.3e Furnish all hoisting, lifting, scaffolding, and handling of all materials required for a complete installation.

4.3f Install all category-6 ethernet network cabling for public address speakers as identified on building diagrams and blueprints. Ethernet network cabling is provided by (Attachment A - Provided Materials)

4.3g Install all category-6 ethernet network cabling and terminations based on the T568B standard.

4.3h Furnish and install all cable and patch panel labeling as described in (7.0 System Documentation).

4.3i Test each ethernet network cable run to ensure all pinouts are correct and continuity is achieved.

4.3j Perform all work off-school-hours. School Hours are considered to be any time that students are present; typically 7:00am-5:00pm.

4.3k Return all areas to an instruction-ready condition after each work session. This includes but is not limited to; cleaning debris, moving obstructions, storing materials, and closing ceilings.

5.0 TIMELINE REQUIREMENTS

5.1 PROJECT TIMELINE

The awarded vendor/contractor shall have sufficient resources in order to complete (4.0 Scope of Work) within the allotted timeframe and shall, upon request, demonstrate that they have the resources necessary to fulfill the timeline requirements for completing the entire project. Grand Haven Area Public Schools is expecting the project to be completed in accordance with the following Project Timeline:

RFP available ............................................................................................. [September 15, 2026] Facility Walkthrough …………………………………………………..……….. [September 22, 2026] Intent to Bid Form Due ………………………………………………………… [September 25, 2026] RFI Submissions Due ……………………………………………………………… [October 2, 2026] Sealed Bids Due ..................................................... [10:00 am] ....................... [October 6, 2026] Sealed Bids Opened ............................................... [10:00 am] ....................... [October 6, 2026] Sign Contracts/Approve Implementation Schedule ........................................ [October 30, 2026] Anticipated Installation Begins ........................................................................ [January 04, 2027] Anticipated Installation Complete ......................................................................... [May 07, 2027]

6.0 AWARDED CONTRACT REQUIREMENTS

6.1 CHANGES TO SCOPE OF WORK

Grand Haven Area Public Schools, without invalidating the Contract, may order changes within the SOW consisting of additions, deletions, and/or modifications; the Contract Sum and the Contract Time being adjusted accordingly. All said changes in the SOW shall be authorized by written “Change Order(s)”, signed by Grand Haven Area Public Schools, and will be executed under applicable conditions of contract documents.

6.1a The Contract Sum and The Contract Time may be changed only in writing.

6.1b The cost or credit to Grand Haven Area Public Schools from all “Change

Order(s)” shall be determined by mutual, written, agreement.

6.1c Grand Haven Area Public Schools will not pay invoices for work performed by verbal authorization.

6.2 SUBCONTRACTOR PERFORMANCE

A Subcontractor is a person, firm, company, or corporation who has a contract with the Bidder to perform any work for completing the project. The awarded Bidder shall be responsible for the actions, inactions, and work performed by the subcontractor. Contracts between the Bidder and the subcontractor shall be in accordance with the terms of the awarded contract by Grand Haven Area Public Schools to complete (4.0 Scope of Work). The awarded Bidder shall furnish to Grand Haven Area Public Schools, in writing, a list of any/all subcontractors proposed to perform any part or portion of the SOW to complete the project. The awarded Bidder shall not employ any subcontractor to whom the Grand Haven Area Public Schools objects and may withdraw their Bid or submit an acceptable substitute.

6.3 INSPECTIONS

Grand Haven Area Public Schools and its agents have the right to inspect the awarded vendor/contractor’s work periodically to determine that proper materials were used and that the progress and quality of work completed is in accordance with the contract.

6.4 INVOICE/PAYMENT REQUIREMENTS

Invoicing for payment(s) will be made 100% upon completion of the SOW and acceptance by Grand Haven Area Public Schools. Payments will be paid NET 30 days AFTER:

6.4a Acceptance by Grand Haven Area Public Schools of “AS-BUILT” diagram(s) in both paper and electronic copy, preferably Microsoft Visio.

6.4b Final test documentation must be submitted and formally accepted by Grand

Haven Area Public Schools prior to final payment.

6.4c When applying for payments, the awarded vendor/contractor shall submit to

Grand Haven Area Public Schools an itemized invoice based upon the installation schedule and supporting documentation required herein.

6.4d The project shall be considered complete when (4.0 Scope of Work) has been completed and (6.5 Guarantees) are furnished, and both are accepted by Grand Haven Area Public Schools.

6.4e Payment may be withheld by Grand Haven Area Public Schools for; a) defective work not remedied, b) claims filed and unresolved, c) failure of the awarded vendor/contractor to properly pay for labor, materials or equipment, or proper payment to Subcontractors, and/or d) damages to Grand Haven Area Public Schools or another Contractor.

6.5 GUARANTEES

The awarded vendor(s)/contractor(s) must furnish to Grand Haven Area Public Schools a written guarantee of the services and/or products provided to Grand Haven Area Public Schools for, at least, one (1) year after the final payment covering all workmanship and materials specified in the contract. Any defects in workmanship or materials for which a claim is submitted by Grand Haven Area Public Schools within the one (1) year period must be corrected or replaced within thirty (30) days.

6.6 CORRECTION OF WORK

The awarded vendor/contractor shall correct any work that fails to conform to the requirements of the awarded contract where such failures or any defects is due to faulty materials, equipment or workmanship which appear within a period of one (1) year from the date of completion of the contract or within such longer period of time as may be prescribed by law or by the terms of any applicable special guarantee required by the Contract. These provisions apply to all work performed by employees of the awarded vendor/contractor and any Subcontractors.

7.0 SYSTEM DOCUMENTATION

The following sections describe the minimum installation, administration, testing, and as-built documentation required from and/or maintained by the awarded vendor/contractor during the course of the entire network cabling installation project.

7.1 CABLING SYSTEM LABELING

The awarded vendor/contractor shall develop and submit for approval by the authorized Grand Haven Area Public Schools representative a labeling system for the ethernet network cabling. At a minimum, the labeling system shall clearly identify all components of the system: racks, cables, panels, and outlets.

7.1a The labeling system shall designate the cables’ origin and destination and a unique identifier for the cable within the system. Racks and patch panels shall be labeled to identify the location within the cabling system infrastructure and as follows:

7.1b Provide location and labeling plan in frame with clear plastic cover in each MDF and/or IDF, where applicable.

7.1c All labeling information shall be recorded on the “As-Built” diagrams and all test documents shall reflect the appropriate labeling scheme.

7.1d All label printing will be machine generated using indelible ink ribbons or cartridges.

7.1e Self-laminating labels will be used on cable jackets, appropriately sized to the OD of the cable, and placed within view at the termination point on each end.

7.1f Each cable shall be clearly labeled on the cable jacket behind the patch panel at a location that can be viewed without removing the bundle support ties.

7.1g Each outlet shall be labeled on the space provided on the patch panel(s).

7.2 “AS-BUILT” DIAGRAM(S)

Grand Haven Area Public Schools shall provide the selected vendor/contractor with blueprints and/or drawings at the start of the proposed project. One (1) set of said blueprints and/or drawings will be designated as the “master set” and kept at a designated location within Grand Haven Area Public Schools for documenting all “As-Built” information as it occurs during project configuration and installation.

7.2a The master set will be maintained by the awarded vendor/contractor’s foreman on a daily basis and will be available to Grand Haven Area Public Schools’s authorized representative upon request during the course of the project.

7.2b The awarded vendor/contractor shall add (mark up) any changes and/or deviations from the original master set to the “As-Built” diagrams as needed. The marked-up master set will accurately depict the “As-Built” status of the system including termination locations, cable routing, and all administration labeling for the cabling system.

7.2c The awarded vendor/contractor shall provide the master set and “As-Built” diagram(s) to Grand Haven Area Public Schools at the conclusion of the project.

These said “As-Built” diagram(s) will be submitted to Grand Haven Area Public Schools in both paper and electronic copy, preferably Microsoft Visio.

7.2d Grand Haven Area Public Schools shall require a narrative that describes any areas of difficulty encountered by the awarded vendor/contractor during the installation that may potentially cause future problems with any installed systems.

7.3 TESTING DOCUMENTATION

Test documentation shall be provided in a three-ring binder(s) within (3) three weeks after completing the project. This said binder(s) shall be clearly marked on the outside front cover and spine with the words “Test Results”, Project Name, and Completion Date (month and year).

7.3a The testing documentation shall detail the test method(s) used and the specific settings of the equipment during the test(s). When repairs and re-tests are performed, the problem found and corrective action taken shall be noted, and both the failed and passed test data shall be co-located in the binder(s).

7.3b All testing results shall be printed on 8-1/2” x 11” paper. Handwritten test results will NOT be accepted by Grand Haven Area Public Schools.

7.4 GUARANTEE DOCUMENTATION

The awarded vendor(s)/contractor(s) must furnish Grand Haven Area Public Schools written guarantee documentation. The guarantee documentation shall include cable and connectivity components and have one (1) point of contact person for any/all cabling system issues, where applicable.

7.4a The guarantee shall cover the installed structured cabling system against defects in workmanship, components, and performance, and follow-on support after project completion for a period of one (1) year from the date of the system installation acceptance by Grand Haven Area Public Schools.

7.4b The guarantee shall cover all labor and materials necessary to correct any/all failed portion(s) of the cabling system and to demonstrate performance within the original installation specifications after repairs are accomplished.

7.4c The awarded vendor/contractor shall provide said cabling system guarantee at no additional cost(s) to Grand Haven Area Public Schools.

APPENDIX A – INTENT TO BID FORM

I understand there will be or was a pre-bid meeting/walkthrough on September 22, 2026.

____ Yes ____ No

I would like access to the drawings and documents associated with this RFP.

____ Yes ____ No

Company Name: _____________________________________________

Company Address: _____________________________________________

Company City, State, Zip: _____________________________________________

Contact Name: _____________________________________________

Contact Title: _____________________________________________

Contact Email Address: _____________________________________________

Contact Telephone Number: _____________________________________________

Date: _____________________________________________

ATTACHMENT A - PROVIDED MATERIALS

Consolidated Materials Phase II Part # Description Qty

7133800 General Cable GENSPEED Cat6 blue Riser 9700

NK688MYL-Q Panduit Netkey CAT 6 keystone jack yellow 950 NKPP24FMY Panduit Netkey 24PT CAT6 MODULAR PATCH PANEL 1 RU 21 NKPP48FMY Panduit Netkey 48PT CAT6 MODULAR PATCH PANEL 2 RU 9 HLS-75R0 Panduit Velcro 75 feet 5 NK2BXWH-A Panduit NK2BXWHA Netkey Surface Mount Box 2 port 473 BC Caddy Beam Clamp 1700 CJ12H Cablofil J-hook 3/4" 950 CJ32H Cablofil J-hook 2" 750 CJ64H Cablofil J-hook 4" 50 LD5WH10-A LD-5 raceway white 10 feet 73 DCF5WH-X LD-5 ceiling boot white 5 pack 16 JB1WH-A 1 gang J-box white 15 80714-002 1-Gang No Device Blank Wallplate white 15 EMT075 .75" EMT Bushing 369 EMT200 2" EMT bushing 46 SSP100 Fire putty 36cu.in bar 23 8146100 GenSPEED® 6 MAX™ Category 6 OSP Cable (22 AWG) 2000

APPENDIX B – BILL OF MATERIALS

I/we, the Bidder, hereby propose to furnish, deliver, and install the items listed below for the unit price indicated in accordance with the terms, conditions and specifications included in the Request For Proposals – Network Cabling Installation.

NOTE: The Bidder must complete the Appendix B spreadsheet provided with this RFP. See sample below. Please only provide the total count for each unique part number rather than separating them by location or any other allocation. The Bidder may attach additional pages for Bill of Materials as needed. Appendix B is in addition to any other pricing documentation the Bidder may provide to Grand Haven Area Public Schools. Failure to attach the Appendix B spreadsheet(s) may be grounds for disqualification of any submitted bid.

APPENDIX C - References

Please provide three (3) references complete with names, addresses, phone numbers and a contact person to allow Grand Haven Area Public Schools to verify the bidder’s ability to perform and meet the terms of this document.

No. 1 Company Name: ___________________________ Address: _______________

Contact Person: _________________________________ _______________

Phone Number: _________________________________ _______________

No. 2 Company Name: ___________________________ Address: _______________

No. 3 Company Name: ___________________________ Address: _______________

APPENDIX D – Familial Disclosure Affidavit

The undersigned, owner or authorized officer of __________________________ (the bidder), pursuant to the familial disclosure requirement, hereby represent and warrant, except as provided below, that no familial relationships exist between the bidder or any employee of the bidder, and any member of the Grand Haven Area Public Schools Board of Education or the Superintendent.

The following are the Bidder’s familial relationship(s) with Grand Haven Area Public Schools:

Bidder/Employee Name Related to: Relationship

1. _______________________ _______________________________________

2. _______________________ _______________________________________

(Attach additional pages if necessary to disclose all familial relationships.)

There is no familial relationship that exists between the Bidder and/or any employee of the Bidder and any member of the Grand Haven Area Public Schools Board of Education or the Superintendent.

BIDDER:

(Company Name)

By:________________________________________

(Signature)

Title:_______________________________________

STATE OF MICHIGAN

COUNTY OF_________________

This instrument was acknowledged before me on the ______ day of _________________ 20__.

(Notary Public Signature)

___________________________ County, Michigan

My Commission Expires:_______________________

Acting in the county of:________________________

APPENDIX E - IRAN LINKED BUSINESS PLACEHOLDER

All Bids shall be accompanied by a sworn statement disclosing any Iran Linked Business relationship that exists within the owners, including its officers, directors and employees.

The undersigned, owner or authorized officer of _________________________________ (the bidder), pursuant to Michigan Public Act No. 517 of 2012, the “Iran Linked Business” requirement provided in the Ottawa Area ISD Universal Service Fund Request for Proposals hereby represents and warrants that the bidder, including its officers, directors and employees, is not an “Iran Linked Business” within the meaning of the applicable Public Act, and that in the event bidder is awarded a contract as a result of this RFP, the bidder will not become an “Iran Linked Business” at any time during the course of performing under the contract. The bidder 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 District investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on future Requests for Proposals (RFPs) for three (3) years from the date that it is determined that the person has submitted the false certification.

There is not an “Iran Linked Business” that exists within the bidder and/or owner, officers, directors and employees.

Bidder: ___________________________________________________

(Company Name)

By: ___________________________________________________ (Signature)

(Title)

STATE OF MICHIGAN

COUNTY OF_________________

This instrument was acknowledged before me on the ______ day of _________________ 20__.

(Notary Public Signature)

___________________________ County, Michigan

My commission expires:_______________________

Acting in the county of:________________________