615 S. Elm Avenue

Gaylord, MI 49735

Gaylord Community Schools Superintendent: Brian Pearson School Board: Jeff Wieber, President, Rachelle Hough, Vice President, Mike Fessler, Treasurer, Katie Drzewiecki, Secretary, Terrence Distel, Trustee, Jeff Gorno, Trustee, Brad Bensinger, Trustee

GAYLORD COMMUNITY SCHOOLS

Contact Mr. David Parsell

989-731-5230 parselld@gaylord.k12.mi.us email address

REQUEST FOR PROPOSAL

Gaylord Intermediate School

LED Lighting Conversion Project

RFP #LED GIS 2019

RFP Release Date

May 2, 2019

Mandatory Pre-Bid Meeting:

Thursday May 9, 2019, 3:30pm

Gaylord Community Schools – Gaylord Intermediate School

240 E 4th Street

Bid Submission Due Date:

Thursday May 30, 2019, 1:00pm

Gaylord Community Schools Administration Building

Attention: Mr. David Parsell

Method: Hard copy with all required signatures

Bid Public Opening Meeting:

Thursday May 30, 2019, 1:15pm

Gaylord Community Schools Administration Building

615 S. Elm Avenue

Gaylord, MI 49735

No award will be made at this time mailto:dsouza@ncmich.edu

Gaylord Community Schools Comprehensive LED Lighting Conversion RFP Page 2 of 23

TABLE OF CONTENTS

I. Terms of Performance

A. Introduction – Project Overview

• Extent of proposal

• Buildings included in proposal

• Pre-bid meeting information

B. Scope of Work - Performance Requirements

C. Fixture, Lamp, and Controls Installation Guide Overview

• Description

• Exceptions

D. Project Timing

E. Product Specifications

• General Specifications

• LED Linear Tube Specifications

• LED Forward Throw Wall Pack Specifications

• LED Security Wall Pack Specifications

• LED Flood Specifications

F. Proposal Requirements

• Guidelines

• Process

G. Evaluation of Proposals and Awards

H. Bid Protest Process

I. Indemnity, Release, Insurance and Security

J. Default and Termination

K. Taxes

L. Integration

II. Attachments

Attachment #1: Signature Page

Attachment #2: Vendor Bid Proposal

Attachment #3: Unique Product List

Attachment #4: Unique Product Checklist

Attachment #5: Vendor Statement of Qualifications

Attachment #6: Ethical Standards Affidavit – Must be notarized

Attachment #7: Conflict of Interest Affidavit – Must be notarized

Attachment #8: Certificate of Liability Insurance

Attachment #9: Assurances and Certifications

Attachment #10: Pre-bid Meeting Agenda

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TERMS OF PERFORMANCE

A. Introduction – Project Overview

1. The scope of the Gaylord Intermediate School LED Lighting Conversion Project will include all interior exterior fixtures (see section C for exclusions), and will include a combination of the following:

i. Replacement of existing non-LED lamps.

ii. Retrofitting of fixtures where possible to accommodate LED lamps and lamp replacement.

iii. Installation of new fixtures where lamp replacement or retrofitting of the existing fixture is not feasible or is not preferred.

iv. All linear fluorescent and PL type fixtures scheduled to be retrofitted must be direct wired, ballast compatible LED products are not acceptable.

v. Existing socket holders in linear fluorescent fixtures that are scheduled to be retrofitted with LED linear tubes shall be replaced.

vi. Removal and proper disposal of All existing lighting fixture electronic ballasts and lamps.

vii. Because of the nature of retrofitting existing lighting infrastructure, a modest departure from the written scope of work in this RFP is expected.

Bidders will be allowed to include as part of their bid, an allowance of no more than 5% multiplied by the sum of labor plus materials. In the event a departure from the scope of work as defined in this RFP is identified by a contractor, the contractor must provide Gaylord Community Schools with a written quote for the change order, and the change order must be approved in writing prior to beginning any additional work. Please see the

Gaylord Intermediate School – Detailed Bid Proposal.

2. Buildings scheduled for the LED lighting conversion include:

i. Gaylord Intermediate School – Interior and Exterior

3. Gaylord Community Schools will be holding a Mandatory Site Pre-Bid Meeting and Walkthrough on:

i. Thursday May 16, 2019 at 3:30pm

ii. The meeting will be held at the Gaylord Intermediate School

iii. The meeting will include a walkthrough. During the walkthrough, we will verify the Fixture Conversion Plan, so all parties will be bidding on identical project scopes. All project questions will be addressed at this meeting.

B. Scope of Work - Performance Requirements

1. Perform work within prescribed hours of operation.

2. Provide all tools and equipment needed to perform the LED lighting conversion.

3. Remove electronic ballast and lamp components from lighting fixtures.

4. Convert existing lighting infrastructure using LED lighting products only.

5. Minimize the construction workspace installation footprint.

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6. Maintain organized work areas free of materials, packing and dunnage, scrap, or other items that could create potential trip or safety hazards.

7. Keep noise to minimum levels.

8. Insure workers are wearing the appropriate Personal Protective Equipment (PPE).

9. Be responsible to insure the safety of school students, faculty, staff and visitors who are near the LED lighting conversion project work spaces.

10. Manage the procurement, receiving, staging, and movement of materials.

11. Manage the removal and proper disposal of all excess materials, dunnage, lamps, etc.

12. Keep work areas free from debris, obstacles, etc. so as not to impact school operations and student safety.

13. Perform all work on and around existing structure systems, technology runs, conduits etc.

14. Provide replacement inventory (minimum of 1%) for each type of lamp installed.

15. Perform a final walk through with Gaylord Community Schools to insure satisfactory completion of the LED lighting conversion project.

16. Prepare and submit all Reservation and Final Rebate Applications with

Consumers Power necessary to capture all eligible energy related incentives for each building.

17. Perform all pre and post installation walk through inspections with Consumers

Energy representatives to clarify any questions related to the incentive applications.

18. Contractor must be an approved MI Saves Contractor.

19. Perform work between the hours of 7:00 am and 5:00 pm, Monday through Friday during summer times, or when schools are not in session.

20. Perform work between the hours of 3:00pm and 12:00am, Monday through Friday when schools are in session.

21. The buildings may be made available after 5:00pm on weekdays and on weekends if requested. There will be no additional cost for second, third or weekend shift work.

22. Contractors must attend the Mandatory Site Pre-Bid walkthrough. The date a time for the Mandatory Pre-Bid Walkthrough will be listed on the RFP posting.

During the walkthroughs, we will verify areas and project scope. Any and all questions will be addressed at this time.

23. Any modified classroom lighting switching, will require removal of the unneeded switch and installation of a black switch cover insert.

24. All suggestions including alternate scope and material options are welcomed and should be shared at the mandatory Pre-Bid walkthrough.

25. This is a NON-Prevailing wage project.

26. All fixtures that have been retrofitted to LED must be labeled as such and clearly visible to anyone performing subsequent work on the light fixture.

C. Fixture and Lamp Installation Guide Overview

1. Attachment #11 provides a Summary Fixture Conversion Plan which provides fixture level detail of the conversion work required. This Summary Fixture

Conversion Plan identifies the Quantity of Existing Fixtures, Fixture Conversion

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Plan, and Replacement Products. The Summary Fixture Conversion Plan describes the conversion detail in terms of lamp replacement, fixture retrofit and/or lamp replacement, or fixture replacement. This Summary Fixture

Conversion Plan is designed to be used as the basis for the material, labor, and allowance component of the proposal. All allowances must be approved in writing, prior to the work performed.

2. Exceptions include those areas that are excluded from the Fixture Conversion

Plan. This category would include certain rooms or fixtures that have already been converted to LED, or Gaylord Community Schools is choosing not to convert. The areas and fixtures that are excluded from the plan are described below:

i. 4 Lamp T5 High Bay Fixtures in the Main Gym & Mezzanine

ii. 2 x 4 2 Lamp T5 Decorative Lay-in Fixtures in the Administrative Offices

D. Project Timing

This LED conversion project shall commence beginning June 24, 2019 and must be completed by 08/31/2019.

E. Product Specifications

1. General LED Product Specifications:

i. The proposed LED fixture or lamp must be listed on the Design Lights

Consortium Qualified Products List or must be Energy Star Certified.

ii. The proposed LED fixture or lamp must be UL/ETL listed.

iii. The proposed LED fixture or lamp must carry a minimum 5-year warranty from the date of installation.

iv. The fixture or lamp manufacturer shall have produced LED products for a minimum of 5 years at the time of this bid.

v. The proposed LED fixture or LED linear tube shall have been photometrically tested per IES LM-79-08 by an independent laboratory, or an in-house laboratory with NIST NVLAP accreditation. The Vendor shall submit the LM-79-08 test data from the proposed LED fixture or lamp manufacturer.

vi. The LED package used in the proposed LED fixture or LED linear tube shall have been tested for a minimum of 6000 hours per IES LM-80-08.

vii. The Vendor shall submit test data obtained from the manufacturer of the proposed LED fixture or LED linear tube to verify in-situ LED temperature (ISTMT). The test data must be obtained from an Energy

Star qualified independent test lab. The testing is to be performed per the

Energy Star SSL program methodology.

viii. The Vendor shall submit documentation of the calculated life expectancy of their fixture or LED linear tubes. The estimated lumen maintenance at

50,000 hours must exceed 75.00%.

2. LED 4-foot Linear Tube Additional Specifications:

i. Minimum luminous efficacy for the LED linear tube shall be 135.0 lumens/watt.

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ii. Minimum luminous output for 18W LED linear tubes shall be 2400 lumens.

iii. Minimum Color Rendering Index (CRI) shall be 80.

iv. Highest in-situ measured temperature of an LED for a 4-foot linear tube must be less than 55 degrees Celsius.

3. LED 60W Forward Throw Wall Pack Additional Specifications:

i. Minimum luminous efficacy shall be 110.0 lumens/watt.

ii. Minimum luminous output shall be 6600 lumens.

iii. Maximum wattage for LED Wall Pack shall be 60 watts.

iv. Minimum Color Rendering Index (CRI) shall be 80.

v. The highest in-situ measured temperature of an LED must be less than 60 degrees Celsius.

4. LED Security Wall Pack Additional Specifications:

i. Minimum luminous efficacy shall be 125.0 lumens/watt.

ii. Minimum luminous output shall be 1500 lumens.

iii. Maximum wattage for LED Wall Pack shall be 12 watts.

iv. Minimum manufacturers rated lifespan based on IES LM-80 results and

TM-21 calculations.

5. LED 150W 5000K Flood Additional Specifications:

i. Minimum luminous efficacy shall be 120.0 lumens/watt.

ii. Minimum luminous output shall be 18000 lumens.

iii. Maximum wattage for LED Flood shall be 150 watts.

iv. Minimum Color Rendering Index (CRI) shall be 80.

v. The highest in-situ measured temperature of an LED must be less than 60 degrees Celsius.

F. Proposal Requirements

1. Submittal Documents as required per this Request for Proposal.

2. Proposal Content

i. Companies interested must offer pricing, warranty information and any other information that shall help staff make the final award decision.

3. Proposal Process

i. Proposals shall be prepared in compliance with provisions of this RFP.

Failure to comply will result in the disqualification of the proposal.

ii. Proposals must be received by Thursday, May 30, 2019, no later than

1:00pm at the Gaylord Intermediate School.

iii. The Proposal Package must include the following:

iv. Signature Page shall be used as a cover page (Attachment #1)

v. The Proposal Package must include the following:

a. The Vendor Bid Proposal (Attachment #2): one (1) original and two (2) copies.

b. Unique Product List (Attachment #3) shall be used to list unique products identified as replacement product for this proposal.

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c. Unique Product Checklist (Attachment #4) shall be completed for each unique product listed on Attachment #3.

d. Bidders shall also submit the following for each proposed product model for which a Unique Product Checklist is required:

1. Product specification sheet.

2. IES LM-79 test report (include photometry and colorimetry).

3. In-Situ Temperature Measurement Test (ISTMT).

4. A completed Unique Product Checklist (Attachment #4).

e. Statement of Qualifications (Attachment #5).

f. Ethical Standards Affidavit (Attachment #6) – Must be notarized.

g. Conflict of Interest Affidavit (Attachment #7) – Must be notarized.

h. Certificate of Liability Insurance (Attachment #8).

i. Assurances and Certifications (Attachment #9).

4. Proposals must be addressed to:

Gaylord Community Schools

Attn: Mr. David Parsell

LED Lighting Conversion Proposal #LED GIS 2019

615 S. Elm Avenue

Gaylord, MI 49735

5. Any proposal received after the time stipulated will not be considered. Proposals received by facsimile transmissions or electronic mail will not be considered.

6. Only the forms provided in the RFP packet are to be used. Electronic versions may be found on the Gaylord Community Schools web page at:

www.gaylordschools.com. Altered or substitute forms will not be accepted.

7. ALL submitted documents must be typed or computer generated. No hand-written documents will be allowed.

8. It is understood that each Vendor, before submitting a proposal, shall, if they are uncertain of the conditions, requirements and/or obstacles that might impact the provision of services, request further information or visit the schools to be served.

Failure to make such inquiry or receive an answer shall not relieve the successful

Vendor from the obligation to comply, in every detail, with all provisions and requirements of the RFP nor shall it be a basis for any claim whatsoever for alteration in any term or payment required by the Agreement.

9. Inquiries regarding this RFP may be directed to:

Gaylord Community Schools

Attn: Mr. David Parsell

Phone: 989-731-5230

Email: parselld@gaylord.k12.mi.us

10. If a Vendor discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, they shall immediately notify Gaylord Community Schools of such error in writing and request modification or clarification of the document.

Modifications will be made by issuing a revision and will be given by written notice to all parties who have received this RFP. The Vendor is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the RFP prior to submitting the proposal or it shall be deemed waived.

http://www./

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11. No allowance will be made after proposals are received for oversight, omission, error or mistake by Vendor.

12. All proposals and any accompanying documents become the property of Gaylord

Community Schools and will not be returned.

13. Gaylord Community Schools will not be liable in any way for any costs incurred by Vendors in the preparation of their proposals in response to this RFP nor for the presentation of their proposals and/or participation in any discussions or negotiations.

14. Gaylord Community Schools reserves the right to withdraw this RFP at any time and for any reason and to issue such clarifications, modifications, and/or amendments as it may deem appropriate.

15. Receipt of proposal materials by Gaylord Community Schools or submission of a proposal to Gaylord Community Schools offers no rights against Gaylord

Community Schools nor obligates Gaylord Community Schools in any manner.

16. Gaylord Community Schools reserves the right to waive minor irregularities in proposals. Any such waiver shall not modify any remaining RFP requirements or excuse the Vendor from full compliance with the RFP specifications and other contract requirements if the Vendor is awarded the contract.

17. Proposal must be signed by an officer of the Vendor who is legally authorized to obligate the Vendor to a contract.

18. All proposals shall be a matter of public record subject to the provisions of

Michigan law.

G. Evaluation of Proposals and Award

1. All Vendors, by submitting proposals, agree that they have read and are familiar with all the terms and conditions of the RFP and applicable federal and state laws, rules and regulations and will abide by the terms and conditions thereof.

2. Gaylord Community Schools and the evaluation committee, at their sole discretion, shall determine whether Vendors have the basic qualifications to conduct the desired service for Gaylord Community Schools. In determining whether a Vendor possess the basic qualifications to operate, Gaylord Community

Schools may consider, but not be limited to, the following: (a) Vendor’s general reputation for performance and service; (b) Vendor’s longevity of service

(number of years) and previous experience; (c) Years of continuous business; (d)

Vendor’s financial condition.

3. Proposals will first be examined to eliminate those that are clearly non-responsive to stated requirements.

4. Award shall be made to the most responsible Vendor whose proposal is determined to be the most advantageous to Gaylord Community Schools taking into consideration the terms and conditions set forth in this RFP. A valid and enforceable contract exists when an agreement is fully executed between Gaylord

Community Schools and the Vendor.

5. Any response that takes exception to any mandatory items in this RFP may be rejected and not considered.

6. Gaylord Community Schools reserves the right to accept or reject in part or in whole any or all proposals submitted.

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7. Gaylord Community Schools reserves the right to request in writing clarifications or corrections to proposals. Clarifications or corrections shall not alter the

Vendor’s price contained in the cost proposal.

8. Gaylord Community Schools reserves the right to negotiate further with the successful vendor. The content of the RFP and the successful Vendor’s proposal(s) will become an integral part of the contract but may be modified by the provisions of the contract.

9. By submission of proposals pursuant to this RFP, Vendors acknowledge that they are amenable to the inclusion in a contract of any information provided either in response to this RFP or subsequently during the selection process.

10. A proposal in response to an RFP is an offer to contract with Gaylord Community

Schools based upon the terms, conditions, and scope of work and specifications contained in the RFP.

11. Gaylord Community Schools has the right to use, as Gaylord Community Schools determined to be appropriate and necessary, any information, documents, and anything else developed pursuant to the RFP, the proposal and the contract.

12. Vendors must submit proposals that are complete, thorough and accurate.

Brochures and other similar material may be attached to the proposal.

H. Bid Protest Process

1. Bid protests are filed by Vendors because they seek to remedy a wrong, actual or perceived, which could inflict or has inflicted injury or hardship to their company as a result of some action taken by Gaylord Community Schools during the solicitation process.

2. General Authority

i. Gaylord Community Schools maintains the exclusive authority and responsibility to purchase and rent all materials, supplies and equipment, furnishings, fixtures and all other personal property for use by Gaylord

Community Schools departments, districts or agencies which are governed by Gaylord Community Schools Board.

3. Protest Procedure

i. Upon a determination of Vendor selection from a bid process, the

Purchasing Agent will post a “Notice of Intent to Award” on or after June

10, 2019 and notify all solicitation participants of the intended award via email.

a. Non-selected Vendors will have three (3) business days from the date the notice is posted to file a formal bid protest with Gaylord

Community Schools or the designee.

b. The bid protest, which must be received by Gaylord Community

Schools or designee within the three (3) day period, shall be in writing, and include the specific facts, circumstances, reasons and/or basis for the protest. This written notice may be in the form of a letter, fax or email.

c. Upon execution of the Master Agreement with the selected

Vendor, Gaylord Community Schools, or designee, will not take

Gaylord Community Schools Comprehensive LED Lighting Conversion RFP Page 10 of 23 action on a bid protest, but a written response will be provided to the protesting Vendor.

d. If a Vendor's bid protest is appropriately filed, Gaylord

Community Schools, or designee, may delay the award of the

Master Agreement until the matter is resolved.

e. Notwithstanding the foregoing, throughout the bid protest review process, Gaylord Community Schools has no obligation to delay or otherwise postpone an award of a Master Agreement based on a bid protest. In all cases, Gaylord Community Schools reserves the right to make an award when it is determined to be in the best interest of Gaylord Community Schools to do so.

f. Gaylord Community Schools, or designee, will respond to all bid protests in a timely manner.

I. Indemnity, Release, Insurance and Security

1. Evidence of Vendor Insurance Coverage

i. The Vendor shall provide Gaylord Community Schools at the time the Bid

Proposal is submitted, Certificates of Insurance and/or policies, acceptable to Gaylord Community Schools, as listed below:

a. Certificate of Liability Insurances (Attachment #6) properly executed.

b. Certificates of insurance and/or policies may be required prior to work commencing.

2. Insurance Requirements

i. During the performance and up to the date of final acceptance of the work, the Vendor must affect and maintain insurance hereafter listed below:

a. The Vendor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employers

Liability Coverage at limits of $100,000 per person, $500,000 aggregate, in accordance with all applicable statutes of the State of

Michigan.

b. The Vendor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an

“Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal

Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions:

1. Contractual Liability

2. Products and Completed Operations

3. Per contract aggregate

c. Provide evidence of a Professional Liability Insurance for all staff providing services.

d. The Vendor shall procure and maintain during the life of this contract, Motor Vehicle Liability Insurance, including applicable no-fault coverage, with limits of liability of not less than

$1,000,000 per occurrence combined single limit Bodily Injury and

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Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Workers’ Compensation Insurance, Professional Liability, Commercial General

Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance

Written Notice of Cancellation or Non-Renewal shall be sent to Gaylord

Community Schools.”

4. If any of the above coverages expire during the term of this contract, the Vendor shall deliver renewal certificates and/or policies to Gaylord Community Schools at least ten (10) days prior to the expiration date.

5. Indemnification and Hold Harmless – The Vendor shall indemnify and hold harmless Gaylord Community Schools, its officers, agents, and employees from:

i. Any claims, damages, costs and attorney fees for injuries or damages arising, in part or in whole, from the negligent or intentional acts or omissions of the Vendor, its officers, employees and/or agents, including its sub or independent contractors, in connection with the performance of the contract.

ii. Any claims, damages, penalties, costs and attorney fees arising from any failure of the Vendor, its officers, employees and/or agents, including its sub or independent contractors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

iii. Gaylord Community Schools will not indemnify, defend or hold harmless in any fashion the Vendor from any claims arising from any failure on the part of the vendor, its employees or suppliers, regardless of any language in any attachment or other document that the Vendor may provide.

iv. The Vendor shall reimburse Gaylord Community Schools any expenses incurred as a result of the Vendor’s failure to fulfill any obligation in a professional and timely manner under the Agreement.

J. Default and Termination

1. In the event the Vendor shall default in any of the obligations or conditions set forth in the negotiated Contract or their performance does not meet the mutually established successful performance criteria, Gaylord Community Schools will notify the Vendor of such in writing.

2. Written notice referred to in this article shall be deemed delivered upon presentation to any person designated by the Vendor as the manager or, in the case of notice by the Vendor, the Director of Transportation and Facilities or by mailing the same certified or registered mail to the address for the Vendor in the proposal, or the address for Gaylord Community Schools in the case of notice by the Vendor.

3. Failure on the part of Gaylord Community Schools to notify the Vendor of default shall not be deemed a waiver by Gaylord Community Schools of their rights on default of the Vendor and notice at a subsequent time will have the same effect as if promptly made.

4. Upon receipt of notice of default from Gaylord Community Schools, the Vendor shall immediately correct such default. In the event the Vendor fails to correct the default to the satisfaction of, Gaylord Community Schools shall have all rights

Gaylord Community Schools Comprehensive LED Lighting Conversion RFP Page 12 of 23 accorded by law, including the right to immediately terminate the Agreement.

Such termination shall not relieve the Vendor of any liability to Gaylord

Community Schools for damages sustained by virtue of any default by the

Vendor.

5. The Vendor agrees that, in the event either party deems it necessary to take legal action to enforce any provision of the Agreement, and in the event Gaylord

Community Schools prevails, the Vendor shall pay all expenses of such action including Gaylord Community Schools attorney fees and costs at all stages of the litigation.

6. The parties may mutually terminate the contract/agreement that results from this proposal at any time. Either party may terminate the contract/agreement with cause given a sixty (60) day notice to the other party.

7. Termination of the Agreement by Gaylord Community Schools upon default by the vendor shall be sufficient grounds for the forfeiture of any bonds, if required to be posted by the Vendor, and the bonds shall so specify.

K. Taxes

1. Gaylord Community Schools is exempt from all federal, state and local taxes.

Gaylord Community Schools shall not be responsible for any taxes that are imposed on the Vendor. Furthermore, the Vendor understands that it cannot claim exemption from taxes by virtue of any exemption that is provided to Gaylord

Community Schools.

L. Integration

1. All RFP documents and addenda, vendor’s response to this RFP, subsequent

Requests for Payments, and contract with the successful vendor contains the entire understanding between the parties.

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II. ATTACHMENTS

Attachment #1 Signature Page

Attachment #2 Vendor Bid Proposal

Attachment #3 Unique Product List

Attachment #4 Unique Product Checklist

Attachment #5 Vendor Statement of Qualifications

Attachment #6 Ethical Standards Affidavit – Must be notarized

Attachment #7 Conflict of Interest Affidavit - Must be notarized

Attachment #8 Certificate of Liability Insurance

Attachment #9 Assurances and Certifications

Attachment #10 Pre-bid Meeting Agenda

Attachment #11 Summary Fixture Conversion Plan

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Attachment #1

SIGNATURE PAGE

This form must be returned, properly executed.

Please use this page as a cover sheet for your bid proposal.

In compliance with the Request for a Proposal made by Gaylord Community Schools, the undersigned proposes to furnish and deliver all services in accordance with the accompanying descriptions and instructions in the RFP. The undersigned also asserts that:

• This proposal is made without any previous understanding, agreement or connection with any other person, firm or corporation making a bid for the same purchase and is in all respects fair and without collusion or fraud.

• No member of the Board of Education of Gaylord Community Schools nor any officer, employee or person whose salary is payable in whole or in part from the treasury of said Board of Education is directly or indirectly interested in this proposal or in the services to which it relates, or in any portion of the profits thereof.

• All prices herein are net and exclusive of all federal, state and municipal sales and excise taxes.

• Said bidder clearly understands that Gaylord Community Schools will be the sole judge in determining the quality of services as being equal to or in compliance with the descriptions set forth in the RFP.

Company: _____________________________________________

Name: ________________________________________________

Signature of above:

Title: __________________________

Address: ______________________________________________

Telephone: _____________________

Fax Number: ____________________

Date: _________________

Are you a small business? Yes _____ No _____

Are you a minority business? Yes _____ No _____

If yes, list minority:

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Attachment #2

Vendor Bid Proposal RFP # LED GIS 2019 – Comprehensive LED Lighting Conversion

Vendor:

Address: ___________________________________ Phone Number:

Fax Number:_______________________

Vendor Web Site: ______________________ Email: ___________________________

Total Project Summary

Total Labor Cost: ___________________

Total Material Cost: ___________________

Total Bid Amount: ___________________

Total Allowance Amount: ___________________

Signature: Date:

Print Name: Title:

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Attachment #3

UNIQUE PRODUCT LIST

1. 4’ 18W 4000K LED Linear Tube – Please Submit Unique Product Checklist

2. 7W 4000K LED PL Lamp – Do Not Submit a Unique Product Checklist

3. 60W 5000K LED Forward Throw Wall Pack – Please Submit Unique Product Checklist

4. 150W 5000K LED Flood – Please Submit Unique Product Checklist

5. 12W 5000K LED Security Wall Pack – Please Submit Unique Product Checklist

6. Emergency Battery Back-Up Power Supply – Do Not Submit a Unique Product Checklist

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Attachment #4

UNIQUE PRODUCT CHECKLIST

Note: A separate sheet must be filled out for EACH item listed on Attachment #3

1. Product manufacturer:

2. Product model number:

3. How long has manufacturer of this product been manufacturing LED Products:

4. How long has this model/generation been in production?

5. How long is the warranty in years?

6. What is the luminaire ambient temperature range?

7. What is the CRI?

8. What is the projected L75 life in hours?

9. What is LPW rating?

10. IES Photometric Testing to LM-79? YES or NO:

11. What is the Total Luminous Output?

12. What is the temperature of the inner most LED (from the ISTMT test report)? ______________

13. What are the available input voltage ratings?

14. Is dimming available for this product?

15. DLC or Energy Star Product ID#?

16. Are all required documents included (see below)?

REQUIRED DOCUMENTATION TO SUPPORT EACH PRODUCT ITEM

A. LED fixture, LED linear tube, LED lamp product specification sheet

B. IES LM-79 test report (include photometry and colorimetry)

C. In-Situ Temperature Test (ISTMT)

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Attachment #5

VENDOR STATEMENT OF QUALIFICATIONS

Company Name:

Company Address: Fax Number:

Contact Name:

Contact Title:

Company website: Email:

Number of years in business:

Company’s financial rating: Duns or Bank reference (i.e., name and address of bank where company’s commercial account is located):

List 3 current or recent EDUCATIONAL clients for reference purposes.

CLIENT DATA DESCRIPTION and DATE of SERVICE

Client #1:

Address:

Contact Name: Contact Phone:

Contact Email:

Client #2:

Client #3:

Signature: Title: Date:

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Attachment #6

ETHICAL STANDARDS AFFIDAVIT

Contractor, after being first duly sworn, affirms that by its employment policy, standards and practices it does not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, age or sex and that it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

Contractor understands that it shall be a breach of ethical standards for any person to offer, give or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy or other particular matter pertaining to any program requirement of a contract or subcontract or to any solicitation or proposal therefore.

Contractor also understands that it shall be a breach of ethical standards for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award or a subcontract or order.

Contractor also understands that it shall be a breach of ethical standards for a person to be retained, or to retain a person, to solicit or secure a metropolitan government contract upon the agreement or understanding for a contingent commission, percentage or brokerage fee, except for the retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business.

Contractor represents that it has not retained anyone in violation of the foregoing.

Contractor also understands that a breach of ethical standards could result in civil or criminal sanctions and/or debarment or suspension from being a seller, contractor or subcontractor under metropolitan government contracts.

Print name of bidder: ______________________ Signature:

Name of Company:

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 _________________________________

Seal

Gaylord Community Schools Comprehensive LED Lighting Conversion RFP Page 20 of 23

Attachment #7

CONFLICT OF INTEREST AFFIDAVIT

This affidavit is required by state law and complies with the State of Michigan, Act No. 232 of Public

Acts of 2004, Enrolled House Bill No. 5376, Sec. 1267, paragraph 3, and sub-paragraph (d), as listed below:

(3) The advertisement for bids (and proposals) shall do all of the following:

State that the bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive of the public-school academy. A board, intermediate school board, or board of directors shall not accept a bid that does not include this sworn and notarized disclosure statement.

CHECK ONE OF THE TWO BOXES BELOW.

List and describe all existing Conflicts of Interest. (Attach an additional page if necessary.)

To the best of my knowledge, no conflict of interest exists.

Print name of bidder: ___________________________ Signature:

Name of Company: City: State:

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:

Seal

Gaylord Community Schools Comprehensive LED Lighting Conversion RFP Page 21 of 23

Attachment #8

ACORD CERTIFICATE OF LIABILITY INSURANCE

DATE (MM/DD/YY)

PRODUCER

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND

CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE

DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE

POLICIES BELOW.

INSUREERS AFFORDING COVERAGE

INSURED

INSURER A:

INSURER B:

INSURER C:

INSURER D:

INSURER E:

COVERAGES

THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OF CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE

MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND

CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

IN

SR

LT

R

TYPE OF INSURANCE POLICY NUMBER

POLICY EFFECTIVE

DATE(MM/DD/YY)

POLICY EXPIRATION

DATE(MM/DD/YY)

LIMITS

A

GENERAL LIABILITY EACH OCCURENCE $

COMMERCIAL GENERAL

LIABILITY

FIRE DAMAGE (Any one fire)

CLAIMS MADE OCCUR MED EXP (Any one person)

PERSONAL & ADV

INJURY

GENERAL

AGGRREGATE

GENERAL AGGREGATE LIMIT

APPLIES PER:

PRODUCTS-COMP/OP

AGG

POLICY PROJECT LOC

B

AUTOMOBILE LIABILITY COMBINED SINGLE

LIMIT

ANY AUTO

(Ea accident)

ALL OWNED AUTOS BODILY INJURY $

SCHEDULED AUTOS (Per person)

HIRED AUTOS BODILY INJURY $

NON-OWNED AUTOS (Per accident)

PROPERTY DAMAGE

(Per accident)

GARAGE LIABILITY AUTO ONLY-EA

ACCIDENT

ANY AUTO OTHER THAN EA

ACC

AUTO ONLY: AGG $

EXCESS LIABILITY EACH OCCURRENCE

OCCUR CLAIMS

MADE

AGGREGATE $

DEDUCTIBLE $

RETENTION $ $

C WORKERS COMPENSATION AND

EMPLOYERS’ LIABILITY

ANY

PROPRIETOR/PARTNER/EXECUTIVE

OFFICER/MEMBER EXCLUDED?

WC

STATUT-

ORY LIMITS

OTHER

E.L. EACH ACCIDENT $

If yes, describe under SPECIAL

PROVISIONS below

E.L. DISEASE-EA

EMPLOYEE

E.L. DISEASE – POLICY

LIMIT

OTHER $

DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS

CERTIFICATE

HOLDER

ADDITIONAL INSURED; INSURER LETTER: __ CANCELLATION

Gaylord Community Schools

615 S. Elm Avenue

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE

EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL

30-DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,

BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY

KIND UPON THE INSURER, ITS AGENTS OF REPRESENTATIONS

AUTHORIZED REPRESETNATIVE

Gaylord Community Schools Comprehensive LED Lighting Conversion Page 22 of 26

Attachment #9

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 for from participating in this transaction by any Federal department of 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 herby 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 MDE.

Assurance Regarding Access to Records and Financial Statements

The applicant hereby assures that it will provide the pass-through entity, i.e., the Gaylord Community

Schools, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with Section 400 (d) (4) of the U.S. Department of Education Compliance Supplement for

A-133.

Iran Economic Sanctions Act

The prospective contractor certifies that its organization, by submission of this proposal, is not an Iran

Linked Business. Please refer to the “Iran Economic Sanction Act” Public Act 517 for clarifications or questions. Gaylord Community Schools as a Michigan public entity is required to follow Public Act 517 of 2012.

Date ____________ _____________________________ _______________

Signature

Gaylord Community Schools Comprehensive LED Lighting Conversion RFP Page 23 of 23

Attachment #10

Gaylord Community Schools

Pre-bid Meeting Gaylord Community Schools Intermediate School

Thursday, May 16, 2019

3:30pm

Comprehensive LED Lighting Conversion RFP

RFP # LED GIS 2019

Agenda

I. Opening Comments and Overview David Parsell 3:30 – 4:00 pm

a. Opening Comments

b. Project Overview

c. Proposal Timeline

II. Gaylord Intermediate School Walkthrough David Parsell 4:00 – 4:30 pm

III. Question & Answer Session David Parsell