HCS 2019 Classroom Sound Field Amplification RFP (1)4-16-19.pdf

2019 Classroom Sound Field RFP

Hartland Consolidated Schools 1

HARTLAND CONSOLIDATED SCHOOLS

HARTLAND, MICHIGAN

Classroom Sound Field RFP

REQUEST FOR PROPOSAL AND SPECIFICATIONS

April 15, 2019

BID DUE DATE: May 06, 2019 AT 10:00 AM

Hartland Consolidated Schools 2

REQUEST FOR PROPOSALS CLASSROOM

SOUND FIELD AMPLIFICATION

REPLACEMENT

1. STATEMENT OF PURPOSE

A. Hartland Consolidated Schools (HCS) is requesting bids for the purchase of classroom sound field amplification systems.

B. This Request for Proposal is for equipment procurement, installation of 27 Classroom Sound

Field Amplification Systems, procurement of an additional 3 units, and careful removal of the existing systems in each classroom.

1. The base bid quantities are for the systems to be purchased in 2019.

C. Although cost must be considered, other factors will influence the awarded Bidder. Product availability, Bidder and manufacturer references, features and benefits, voluntary alternates, product life cycle, warranty, etc. will all be considered.

D. The submission of a bid on the included bid proposal form shall constitute an offer on behalf of the Bidder to provide equipment through the duration of the bond project at or below the bid pricing / unit pricing if the Owner chooses to purchase additional equipment.

E. The Owner understands that the current model selected may not be manufactured through the installation period for multi-phase projects. As the manufacturer’s product changes, the Bidder for no additional cost will supply the model marketed by the manufacturer as being the successor to the model initially chosen. If there is no successor model the Bidder can propose alternative products and the associated cost. The Owner may choose to select that model or end the intent of purchasing through this RFP.

2. RECEIPT AND OPENING OF BID PROPOSALS

A. Bids must be submitted prior to the time and date specified below, at which time they will be publicly opened and read aloud.

DUE DATE: May 06, 2019

TIME: 10:00 AM

LOCATION: Hartland Consolidated Schools

Educational Support Services Center

9525 Highland Road, Howell, Michigan 48843

B. Bids delivered shall be submitted in a sealed envelope and clearly labeled as follows:

BID PROPOSAL

Hartland Consolidated Schools

Classroom Sound Field Amplification RFP

Attn: Scott Usher, Director of Technology

Hartland Consolidated Schools 3

C. Bids received from Bidders after the deadline date and time will be returned to Bidder unopened.

D. Hartland Consolidated Schools reserves the right to reject any or all bid proposals, either in whole or in part, or to waive any informalities or irregularities therein.

E. Bidders are to submit (1) hard copy and one (1) electronic copy of all bid proposal documents including the bid proposal form, familial disclosure form, bill of materials, and any supporting documentation.

F. Additional information provided with a bid response shall be used in the evaluation of bids, but do not replace the requirements established by the Contract Documents (request for proposals, specifications, etc.). The owner will not be responsible for reviewing equipment lists for completeness or conformance to the Contract Documents. Lists of material, bills of material, etc.

submitted by the Bidder do not replace the submittal requirements and do not replace the requirements established by the Contract Documents.

3. TIMELINE

A. Milestone Dates:

1. Release of the bid document: April 15, 2019

2. Deadline for written requests for clarification: April 25, 2019 - 3:00 PM

3. Deadline for Proposals: April 15, 2019 at 10:00 AM

4. Post-bid Interviews: May 08, 09, 10, 2019

5. Board of Education consideration: June 24, 2019 (anticipated)

6. Install Complete August 16, 2019

4. EVALUATION

A. After the bids are received, the project team may require a post-bid meeting for the purpose of further evaluating and clarifying the bid proposal. Items clarified during the post-bid evaluation will become part of the approved agreement.

B. Shortlisted bidders may be asked to provide an evaluation unit for the district technology department to evaluate.

5. CLARIFICATIONS, DISCREPANCIES, OMISSIONS OR INTERPRETATIONS

A. Bidder shall promptly notify any ambiguity, inconsistency or errors, which they may discover upon examination of the bid documents. Bidders requesting clarification or interpretation of the RFP

Documents shall direct all questions to:

Email: scottusher@hartlandschools.us

B. All such requests must be made in writing via e-mail. No response will be made to any oral question.

mailto:scottusher@hartlandschools.us

Hartland Consolidated Schools 4

C. Any interpretation, correction or change of the Contract Documents will be made by addendum issued by Hartland Consolidated Schools. Interpretations, corrections or changes of the documents made in any other manner will not be binding, and Bidders shall not rely upon such interpretations, corrections and/or changes. Addenda will be emailed to all that are known to have received Contract Documents.

D. Each Bidder in its Proposal must acknowledge all addenda which it has received, but the failure of a Bidder to receive, or acknowledge receipt of, any addendum shall not relieve the Bidder of the responsibility for complying with the terms thereof.

E. The Owner intends that all Bidders 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 Bidder shall be effective unless confirmed by written communication contained in an addendum to this RFP, a Request for Clarification or other written response thereto, or in the Proposal.

F. From the issue date of this RFP until a Bidder is selected and the selection announced, a prospective Bidder shall not communicate about the subject of this RFP or a Bidder’s Proposal with the Owner, its Board of Education, or any individual member, administrator, faculty, staff, student, employee, or its Owner’s Representatives.

6. BID PROPOSAL FORM

A. Each bid shall be submitted on the included bid proposal form with all blank spaces filled in (enter

“$0.00” where items are included at no additional charge, enter “N/A” for items that are not applicable or available from the Bidder. All blanks on the bid form shall be typed or written manually in ink.

B. All interlineations, alternations or erasures shall be initialed by the bid representative of the Bidder that executes the bid form.

C. Fill in all blank spaces for bid prices in both words and figures. In case of discrepancies, amount shown in words will govern.

D. Submit all copies of the bid, the familial disclosure form, Iran Economic Sanction Affidavit, and any other documents required to be submitted with the bid, in a sealed opaque envelope.

E. Each copy of the bid shall include the legal name of the Bidder and shall be signed by the person or persons legally authorized to bind the Bidder to a contract. If bids are submitted by an agent, provide satisfactory evidence of agency authority.

7. VOLUNTARY ALTERNATES

A. All bid proposals must be based upon the base requirements established in the request for proposal. In addition to a base bid proposal, the submission of voluntary alternates is acceptable.

If a voluntary alternate is submitted for consideration, it shall be expressed on the bid form. If a voluntary alternate is submitted, the Bidder shall also submit sufficient information in the form of specification, product data, etc., sufficient for analysis of the alternate.

8. SALES TAX

A. The equipment included in this request for proposals is not subject to state sales tax and/or use tax. Exemption certificates, if required, will be furnished on forms provided by the bidder.

Bidders are to include applicable taxes for non-equipment portions of the bid.

9. CONTRACT

A. The Owner will issue separate purchase orders for the equipment that will be installed during installation. Bidder, if chosen, agrees to begin immediately following receipt of a Hartland

Consolidated Schools Purchase Order Form.

Hartland Consolidated Schools 5

10. PAYMENTS

A. Bidder may submit invoice for payment once equipment has been received and installed.

11. PERFORMANCE AND PAYMENT BONDS

A. Not required

12. DELIVERIES

A. The Owner will issue individual purchase orders stating the number of systems and the building slated for delivery. Delivery is to include:

1. Inside delivery to the central warehouse at the maintenance wing of the administration building.

2. Deliveries received after 3:00 PM local time will not be accepted. Delivery service will be required to return the next business day.

3. Note: the building does NOT have a truck well.

B. Bidder will coordinate delivery with the Owner’s staff. Delivery dates will be confirmed by the

Successful Bidder one (1) week prior to delivery.

C. The Owner will not accept any deliveries on Saturdays, Sundays, or legal holidays, except commodities required for daily consumption or where the delivery is an emergency, a replacement, or is overdue, in which event the convenience of the Owner shall govern.

D. Item(s) shall be securely and properly packed for shipment, storage, and stocking in new shipping containers and according to accepted commercial practice, without extra charge for packing cases, baling or sacks.

E. The Bidder shall be responsible for delivery of items in good condition at point of destination.

They shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The receiving school/department will note for benefit of successful bidder when packages, or package contents in cases of concealed damage, are not received in good condition.

F. All deliveries shall be accompanied by delivery tickets or packing slips. All packing slips or delivery tickets shall indicate the purchase order no., name of the article and the quantity delivered and back-ordered.

13. DEFINITIONS

A. The Contract Documents consist of the Request for Proposal, the bid proposal, the specifications, all Addenda issued prior to bid opening and all clarifications noted during the post-bid interview.

In the case of a discrepancy between the language in these Contract Documents and the owner purchase order language, the languages in these Contract Documents supersede.

B. Addenda are written and/or graphic instruments issued by Hartland Consolidated Schools prior to the execution of the Agreement which modify or interpret the contract documents by additions, deletions, clarifications or corrections.

C. A Bidder is a legal entity submitting a bid.

D. Bid, Bid Proposal, and Proposal are used interchangeably and refer to the bid submission from the Bidder in accordance with the Contract Documents.

E. Base bid is the sum stated for which the Bidder offers to perform the complete work of, or supply equipment to which work may be added or deducted. The base bid shall be in strict accordance with the request for proposal, though voluntary alternates may be submitted in addition to the base bid.

Hartland Consolidated Schools 6

F. An alternate bid (or alternate) is an amount stated in the bid corresponding to change in project, materials or methods of work described in the contract documents as accepted.

G. A unit price is an amount stated in the bid as a price per unit of measurement for materials or services as described in the contract documents.

H. The term "day" is defined as calendar days unless otherwise specified.

I. The term “Subordinate Parties” includes all of Bidder’s employees, workers, laborers, agents, consultants, suppliers, Bidders or subcontractors, at any tier, who perform, assist with or otherwise are involved in any of the Work.

J. The term “Work” includes all work and responsibilities performed or to be performed by Bidder of its Subordinate Parties under the Contract Documents.

14. GENERAL CONDITIONS

A. The submission of a bid will be construed to mean that the Bidder is fully informed as to the extent and the character of the supplies, materials, or equipment required and a representation that the Bidder can furnish the item(s) in complete compliance with the Contract Documents.

B. No alteration, erasure, or addition is to be made to the Bid Proposal Form or other Contract

Documents. Deviations from the Contract Documents must be set forth-in space provided on the bid for this purpose.

C. The Owner intends to communicate with Bidders 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 communication include e-mail.

D. Any decision made by the Owner, including Bidder selection, shall be final.

E. Each Bidder submitting its Proposal releases the Owner from any and all claims arising out of, and related to, this RFP process and selection of a Bidder.

F. A recipient of this RFP is responsible for any and all costs and liabilities 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.

G. The Bidder certifies that its Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same Equipment and/or Services and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

H. The material/equipment specifications should be considered as a minimum requirement. Any deviations from the standard specified will be considered only when fully described and accompanied by descriptive literature and samples.

I. All equipment must be supplied directly from the manufacturer with manufacturer standard components. No mixing of products or components from various manufacturers will be accepted, unless approved by the School District.

J. Bidders must supply all rebates, incentives, warranties, and licenses purchased through the bid acceptance and not be part of a subcontract or duties requiring the Owner to file with a manufacturer.

K. All components must be identical in similar systems purchased for each implementation phase.

L. All prices bid must be "per unit" as specified.

M. Prices shall be net, including transportation and delivery charges fully prepaid by the successful

Bidder to destination indicated in the Contract Documents. If award is made on any other basis, transportation charges must be prepaid by the successful Bidder and added to the invoice as a separate item. In any case, title shall not pass until item(s) have been delivered and accepted by the Owner, in its sole determination.

Hartland Consolidated Schools 7

N. Bidders are to provide a response to the Contract Documents for quotation detailing the subsequent items with the response form. The response to the request for proposal shall include:

1. The required bid proposal forms;

2. Specification sheets on the systems proposed;

3. Summary of manufacturer’s standard warranty; and

4. A summary of any deviations/enhancements to the minimum configurations listed

O. The Owner reserves the right to make awards within 6 months after the due date of the bid opening during which time bids may not be withdrawn, unless the bidder distinctly states in his proposal that acceptance thereof must be made within a shorter specified time.

P. The Owner reserves the right to reject all bids. Also, reserved is the right to reject for cause any bid in whole or in part; to waive technical defects; qualifications; irregularities; and omissions if in its judgment the best interest of the Owner will be served.

15. ACCEPTANCE AND REJECTIONS OF BID PROPOSALS

A. It is the intent of the Owner to select a contract to the lowest responsible Bidder whose Proposal meets the criteria of the evaluation committee, provided the bid has been submitted in accordance with the requirements of the RFP and does not exceed the funds available. The

Owner has not had the opportunity to review all of the products listed in this RFP, during the post-bid process the Owner will also review products bid to evaluate product suitability, initial cost, and ongoing costs.

B. The Owner reserves the right to make awards within 6 months after the Due Date during which time Bids may not be withdrawn.

C. Bids are considered irregular and may be rejected for any of the following reasons unless otherwise provided by law:

1. If bid proposal form furnished is not used or is altered.

2. If there are unauthorized additions, qualifications, conditions or irregularities of any kind this may make the bid incomplete, indefinite or ambiguous as to its meaning.

3. If Bidder adds any provisions reserving right to accept or reject any award of contract.

4. If unit or lump sum prices or alternates contained in the bid schedule are obviously unbalanced either in excess of, or below, reasonable cost analysis values.

5. If Bidder fails to complete bid proposal form in any other particulars where information is requested so bid proposal form may be properly evaluated.

6. If the familial disclosure form and the Iran Economic Sanction Affidavit does not accompany bid proposal form.

D. The Owner shall have the right to waive any informality or irregularity in any bid or bids received and to accept bid or bids which, in their judgment, is in their best interest.

E. The Owner shall have the right to accept alternates in any order or combination and to determine the low Bidder based on the sum of the base bid and the alternates accepted.

Hartland Consolidated Schools 8

16. GUARANTEES BY THE BIDDER

The successful bidder guarantees:

A. Their products against defective material or workmanship and to repair or replace any damaged material/equipment or marring occasioned in transit or assembly when installation is specified.

B. That all delivered material/equipment shall be as bid. No substitutions will be accepted unless prior to delivery material/equipment has been inspected by the Owner and found to be equal to the item specified.

C. That all material/equipment offered is standard, new, latest model of regular stock product or as required by the Contract Documents, with parts regularly available for the type of equipment offered; also that no attachment or part has been submitted or applied contrary to manufacturer's recommendations and standard practice. All equipment must be guaranteed against faulty material and workmanship, and a manufacturer's warranty indicating the warranty or guarantee period must be available at time of delivery or acceptance.

D. That damaged or defective equipment will be replaced by the successful Bidder free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment shall replace any merchandise provided under the Bid, which is or becomes defective during the guarantee period.

E. That he/she has carefully checked the enclosed figures and understands that he/she shall be responsible for any error of omission in this bid offer.

F. Material/equipment with such specifications for the price set forth in this bid.

17. EQUAL EMPLOYMENT OPPORTUNITY

A. It is the Owner’s policy not to discriminate against any employee, applicant for employment, contractor, or material supplier, because of race, religion, national origin, ancestry or sex.

B. Bidder understands that any agreement with the Owner shall be in consideration of maintaining the above mentioned non-discrimination policy.

C. Bidder understands that they may be required to submit further information covering the race, color and work classification for our employees and those of subcontractors to be employed on this project.

Computer Purchase RFP

Quantities and Specifications Page 1 of 1 April 26, 2019

PART II – QUANTITIES AND SPECIFICATIONS

1. OVERVIEW

A. The following are minimum equipment specs and base bid quantities for equipment to be purchased in 2019.

B. Standard Classroom Sound Field Amplification System

1. System of transmission and reception of signal must include ability to pair the microphone and receiver. (An example would be a DECT System.)

2. Four (4) ceiling-mount speakers with plenum-rated cabling (min 60’ per speaker) or Two (2) wall-mount speakers with plenum-rated cabling (min 60’ per speaker). Two (2) systems will need to be wall-mount and twenty-eight (28) systems will need to be ceiling-mount.

3. Two (2) pendant wireless microphones with rechargeable batteries and neck strap per classroom

4. Two (2) auxiliary stereo inputs.

5. Individual volume control for microphones and sources.

6. Minimum 3-year standard manufacturer’s warranty.

C. Accessories: Include three (3) additional units in the base bid bringing the total number of units procured to 30. Installation shall be for 27 units.

D. Installation of systems in each classroom. All but two of these classrooms contain drop ceilings where ceiling speakers shall be installed. Speaker wire must be run through ceilings on “J” hooks.

Installer is expected to work with the customer to establish a standard install for each classroom similar to the install of the existing systems.

E. Careful removal of the old systems. (These systems will be reused elsewhere by the district.)

PROPOSAL FORM Page 1 of 3 April 26, 2019

BID PROPOSAL FORM

(Submit one (1) hard copy and one (1) electronic copy of this form and all backup)

DATE: May 06, 2019

TO: Hartland Consolidated Schools Project: Classroom Sound Field Amplification RFP

9525 Highland Road

Howell, MI 48843

ATTN: Scott Usher

Director of Technology

Name of Bidder:

Business Address:

Phone Number:

Contact e-mail:

Bid Proposal for Classroom Sound Field Amplification RFP

Bidder, in compliance with the Request for Proposals (RFP) having carefully examined the Bidding

Documents proposes to furnish equipment and services as are necessary to perform all Work stated in accordance with the Contract Documents for the Base Bid and Alternate amounts stated herein.

ATTACHMENTS: Bidders are to include the following with their bid proposals. Check:

I have included cut sheets for all systems and peripherals included in the base bid.

I have included a fully executed and notarized copy of the familial disclosure form with my Bid

Proposal.

I have included a fully executed and notarized copy of the Certificate of Compliance with Michigan

Act No. 517, Public Acts of 2012 (i.e. Iran Form) form with my Bid Proposal.

I am available the week of May 06, 2019 for a post-bid interview and am able to provide evaluation equipment if called upon to do so.

I have included at least two references in the K-12 market where similar equipment is in place.

PROPOSAL FORM Page 2 of 3 April 26, 2019

BASE BID: Bidder agrees to provide the equipment, delivery, etc. as described in the RFP for the Base Bid stated below. Show amounts in both words and figures. In case of discrepancy, amount shown in words will govern.

Unit Prices are required to be offered by the respective Bidders. Bidder agrees that the amounts shown will be used in determining changes from the Base Bid cost. Bidder shall not include these unit costs in the

Base Bid amount(s). Please indicate any discounts available to the district for bulk purchasing of items listed below on separate attached sheet.

BID AMOUNT

WRITTEN DESCRIPTION / AMOUNT IN FIGURES

Classroom Sound Field Amplification Systems [Base Bid Quantity: 30 (Installation of 27)]

Base Bid Price: $

Unit Price $

Manufacturer:

VOLUNTARY ALTERNATES: All Bid Proposals must be based upon the requirements established in the

RFP Documents. Voluntary alternates will not be considered for this bid, except with the low qualified base bidder in each category after the bid opening. For a voluntary alternate to be considered, it must be an equal substitution to specified product and must be inclusive of the particular bid category and not affect the design intent or scope of any other bids or trades. If a voluntary Alternate is submitted, the Bidder shall also submit sufficient information in the form of product data sheets and all other information necessary and sufficient for analysis of the Alternate. The Owner reserves the right to unilaterally accept or reject voluntary

Alternates and to determine if the voluntary Alternates will be considered in the awarding of the Agreement.

Vol Alternate 1

Unit Price $

Vol Alternate 2

Unit Price $

Vol Alternate 3

Unit Price $

Note: Bidders can attach separate information and pricing for products in their current product line that are in the same/similar class as those requested in the RFP. This information, along with post-bid interviews and the evaluation phase, will be used to determine final purchases.

PROPOSAL FORM Page 3 of 3 April 26, 2019

Bidder understands that the Owner reserves the right to reject any or all bids and to waive any informalities or irregularities therein:

Bidder acknowledges receipt of the following Addenda (identify no. and date of each):

The undersigned agree to the provisions of the Bidding and Contract documents and hereby affixes authorized signature(s) representing (check one):

o An individual doing business as ______________________________________________________.

o A Partnership o A limited liability company, organized in ______________________________________(enter state) o A corporation, organized in ________________________________________________(enter state) o A Joint venture formed between ______________________________ and ______________________

(Signature from authorized representatives of each partner are required)

Signature: Title:

Typed Name:

Name of Firm:

Phone Number:

END OF BID PROPOSAL FORM

FAMILIAL DISCLOSURE FORM Page 1 of 1 April 26, 2019

FAMILIAL RELATIONSHIP DISCLOSURE FORM

AFFIDAVIT OF BIDDER

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the familial disclosure requirement hereby represents and warrants, except as provided below, that no familial relationships exists between the owner(s) or any employee of and any member of the Board of Education of the School District or the Superintendent of the School District.

List and describe any Familial Relationships:

BIDDER:

By:

Its:

STATE OF MICHIGAN}

)ss

COUNTY OF )

Subscribed and sworn to before me on the day of 2019, by

Notary Public

County, Michigan

My Commission Expires

Acting in County of

CERTIFICATE OF COMPLIANCE Page 1 of 1 April 26, 2019

CERTIFICATE OF COMPLIANCE WITH

MICHIGAN ACT NO., 517, PUBLIC ACTS OF 2012

We, (Company) Certify that we are not an “Iran linked business” within the meaning of Michigan Act No. 517, Public Acts of 2012, and that in the event it is awarded Contract as a result of this Invitation to Bid, we will not become an “Iran linked business” during the course of performing our Work under the Contract.

NOTE: Whoever knowingly and willfully makes any false, fictitious or fraudulent representation may be liable for civil penalties of $250,000 or two times the amount of the contract or proposed contract, whichever is more, as more fully set forth in Section 5 of Act No. 517, Public Acts of 2012.

(Name of Company)

By:

Date: Title:

Acknowledged by before me on the day of

Signature

Printed name

Notary public, State of Michigan, County of

My commission expires

*If performing a notarial act in a county other than the county of commission include:

Acting in the County of