HSPS Auditorium Contractor RFP.docx

Request for Proposal (RFP) – PAC Renovation Contractor

Submission Information

800 S. State Street Harbor Springs, Michigan 49740

HSPS High School Auditorium – PAC Stage 500 Spring Street Harbor Springs, MI 49740

russ@rblain.com

Harbor Springs Public Schools 800 S. State Street Harbor Springs, MI 49740

*Email a copy of your proposal AFTER submitting your hard copy proposal*

Week of February 17, 2025

Proposal details Harbor Springs Public Schools (hereafter referred to as “Owner”) has engaged Plante Moran Realpoint (hereafter referred to as “PMR” or “Owner’s Representative”) to provide owner’s representation services and Russ Blain (hereafter referred to as “RB”) as their auditorium consultant for this project. Your firm is invited to submit a proposal for the services required in this request for proposal (RFP). This RFP is being publicly advertised and includes minimum qualifications that must be met or exceeded. This RFP includes the following attachments:

A. Project Scope

1. Project Description

2. Milestone Schedule

3. PAC construction document drawings TL-1 thru TL-10 dated 11-27-24

4. PAC specifications manual dated 12-9-24 B. Contract Documents

1. Standard Form of Agreement draft AIA A101-2017, as modified

2. General Conditions draft AIA A201-2017, as modified C. Proposal Forms

1. Proposal Form

2. Familial Disclosure Statement

3. Iran Disclosure Statement

4. Criminal Background Disclosure Affidavit

This RFP does not commit Owner to award a contract or to undertake any financial obligation whatsoever with respect to the requirement referred to herein. Owner reserves the right to reject any proposal with or without cause, to not award a contract, or to award one or more contracts. Owner further reserves the right to waive any irregularity or informality in this RFP process or any proposal. Owner reserves the right to accept or reject, without consideration, any proposal which arrives late. Owner reserves the right to request additional information from any or all firms. In addition, notice is hereby given of the possibility that award may be made without discussion of the proposal. In the event a firm’s proposal is accepted by Owner and the firm asserts exceptions, special considerations, or conditions after acceptance, Owner, in its sole and absolute discretion, reserves the right to thereafter reject the proposal and award another firm. Therefore, the firms should submit their best proposal initially from both technical and cost standpoints.

PRE-PROPOSAL

a. CONFIDENTIALITY — From the issue date of the RFP until a firm is selected and selection is announced, a prospective firm shall not communicate about the subject of the RFP or a firm’s proposal with Owner, its board, or employees, except as permitted by the requests for clarifications paragraph. Your proposal and any modifications thereto shall be submitted only to the person(s) listed on the front page. Failure to comply strictly with Owner’s instructions regarding the content and manner of submission of a proposal including, without limitation, disclosure of any information in the proposal or modifications thereof to any third party or other Owner’s staff without the express, prior written approval of the Owner’s Representative, shall result, at owner’s sole discretion, in the immediate disqualification of the firm.

b. RFP documents may be obtained at the e-Builder website created by PMR and noted on front page. Please contact Jessica Zanetti at (248)-603-5103or via email at Jessica.zanetti@plantmoran.com for e-Builder access instructions should you encounter any difficulties.

ADDENDA

Any addendum to this RFP will be issued in writing by RB on behalf of Owner. No information or representation other than that contained in such an addendum, whether received from an employee of Owner or other person, will be considered to have been modified or be grounds for deviation from any stipulation or requirement of this RFP.

PROPOSAL FORMAT

Prepare and submit three (3) copies of your proposal package to the designee listed on the first page. Packages should be in 8.5" x 11" format. Additionally, submit one electronic copy of your proposal in PDF format AFTER submitting your hard copy proposals to the email address listed on the first page.

The following proposal format is required:

Cover Letter Section 1 – Project Approach Narrative Section 2 – Relevant Firm Experience A. Specific Firm Experience Section 3 – Project Organizational Chart and Team Resumes Section 4 – Proposal Forms A. Detailed Proposal Form B. Staff Hourly Rate Schedule C. Familial Disclosure Statements D. Iran Disclosure Statement E. Criminal Background Disclosure Affidavit Section 5 – Project Schedule Section 6 – Clarifications and Exceptions Section 7 – Additional Information Section 8 – Bid Bonds Information

SECTION 1 – PROJECT APPROACH NARRATIVE

· Submit a narrative detailing your approach, philosophy, unique expertise, and other information relevant to how you will meet project needs.

SECTION 2 – RELEVANT FIRM EXPERIENCE

· For the last five (5) years, provide project name, project description, project location, date completed, value of construction, client reference name and telephone number and your role on the project

· Proposer may submit the above information for this section in the form and presentation style they deem best such as the firms standard marketing cut sheets, photographs or lists.

SECTION 3 - PROJECT ORGANIZATIONAL CHART AND TEAM RESUMES

· Attach a project organizational chart outlining your proposed team structure. The organization chart shall indicate the key personnel assigned to the project (if consultants are being used, please note the firm with which they are employed). If the firm has multiple offices, please identify at which office the key personnel assigned to the project are located.

· Include resumes for all individuals listed. Please highlight experience on similar projects and role that person played.

· If selected, your firm shall assign and guarantee that the proposed professionals shall work in their proposed capacity on the project. If unforeseen circumstances occur and substitution is necessary, your firm shall, within five (5) business days, propose one or more professionals who are at least equal in competency and relevant experience. The Owner shall have the opportunity to interview the proposed professionals and make the final determination for a substitute.

SECTION 4 – PROPOSAL

· Utilize the proposal forms provided as attachments to this RFP. Editable electronic versions of these forms may be obtained at the location indicated on front page.

· Section 4A – Detailed Proposal Form

· Complete and attach the Detailed Proposal Form included with this RFP.

· Section 4B – Staff Hourly Rate Schedule

· Provide an hourly rate schedule including all staff assigned to the project.

· Section 4C – Familial Disclosure Statement

· Complete and attach the Familial Disclosure Statement included with this RFP.

· Section 4D – Iran Disclosure Statement

· Complete and attach the Iran Disclosure Statement included with this RFP.

· Section 4E – Criminal Background Disclosure Affidavit

· Complete and attach the Criminal Background Disclosure Affidavit included with this RFP

SECTION 5 – PROJECT IMPLEMENTATION SCHEDULE

· Provide an implementation schedule with adequate detail to reflect your firm’s project approach with respect to the services outlined in the contract provided with this RFP.

· The implementation schedule should include, at a minimum, the milestones listed in the schedule attached to this RFP.

SECTION 6 - CLARIFICATIONS AND EXCEPTIONS

· Please detail any clarifications, exceptions, or exclusions to this RFP (scope, schedule, fee, etc.)

· List any and all exceptions taken to the contract documents provided. For each exception, alternative language must be proposed. Owner reserves the right to reject any proposed alternative language.

· The prevalence of these exceptions will be considered in reviewing the proposal and in the final selection of the firm for the project. Proposals that do not acknowledge these agreements or do not provide specific alternative language may be rejected.

SECTION 7 – ADDITIONAL INFORMATION

· Please include any additional relevant information.

SECTION 8 – BID BONDS INFORMATION

· Please include a five percent (5%) bid security in the form of a bid bond or certified bank check payable to Harbor Springs Public Schools. This is required to accompany the submitted proposal.

PROPOSAL SUBMISSION

Sealed proposals for the work as described by the RFP package will be received as noted on the front page. Please mark the envelope of all proposals with “HSPS High School PAC Renovation - Proposal for Construction Services” and include your firm’s name as well. Include the required digital copy in PDF format on electronic media as well as any Excel documents specified. Please also follow the specific instructions related to electronic submission.

RESPONSIVENESS

To be responsive, the proposal must set forth full, accurate, and complete information as required by this RFP and all attachments.

MINIMUM QUALIFICATIONS

In addition to the other requirements of this RFP, the following minimum qualifications must be met by your firm in order to submit a proposal:

· Firm has been in business for at least the last five (5) consecutive years.

· Firm is licensed to perform the required work in the State of Michigan.

· Firm has completed renovation projects of similar size and scope.

SELECTION PROCESS & CRITERIA

The selection of the successful firm by the Owner will be based on some, or all, of the following criteria (not in any particular order):

· Firm’s proposed team experience as related to similar projects

· Evidence of capabilities to perform all requirements reflected in the RFP

· Fee structure for all scopes of work

· Project schedule

· Client references and relevant experience

· Other criteria as determined by the Owner’s selection team This project will require a team effort where collaboration and interaction are highly valued, as is the professionalism and contribution of all team members. To that end, the Owner will put as much emphasis on experience as fees.

FORM OF AGREEMENT

This is a request for proposal only. Proposals will be treated as offers to enter into contract with Owner. Owner and successful firm shall memorialize their contractual relationship and obligations using the form of contract attached to this RFP (“Contract”). The Contract contains many details regarding the services required under this RFP, as well as the terms and conditions under which the services shall be provided by the successful firm. The Contract should be reviewed carefully by each firm prior to submitting a proposal. Any exceptions to the terms and conditions contained in the Contract, or any other special considerations or conditions requested or required by the firm relative to this RFP or the form of Contract, shall be expressly and specifically enumerated by the firm and be submitted as part of its proposal, together with an explanation as to the reason such terms and conditions cannot be met by, or, in the firm’s opinion are not applicable to, the firm, provided however, that exceptions or special conditions of the firm will not be binding upon Owner unless those exceptions or special conditions are expressly accepted by Owner and incorporated into the final Contract. Following the selection of the successful firm, if any, by Owner, the Contract will be finalized by the parties. The final Contract shall be subject to the review and approval by Owner’s legal counsel.

DATA CONFLICTS

Where conflicts occur within this RFP, its contents, and addendum (including but not limited to the Standard Form of Agreement; general, supplemental, and other conditions; etc.) the more restrictive requirements shall govern — all in favor of the Owner.

UNSOLICITED TERMS AND CONDITIONS

Proposals which take exception to Owner’s terms and conditions as a whole and substitute the firm’s standard terms and conditions may be rejected.

FEES/TAXES

All proposals shall include all applicable taxes, including Social Security, unemployment, sales or use taxes, and any other taxes specifically levied on the work or on wages by local, city, state, or federal government, except real property taxes on the site. Proposals shall also include all premiums, assessments, and other like payments, charges, and costs incidental to the work covered by the contract documents.

PROPOSAL COSTS

Any recipient of this RFP, or any firm who chooses to respond to this RFP, is responsible for any and all costs and liabilities incurred by it, or others acting on its behalf, in (1) preparing or submitting a proposal, (2) otherwise responding to this RFP, or (3) negotiating any Contract incidental to its proposal.

IRREVOCABILITY OF PROPOSALS

All proposals submitted may not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the due date for receipt of proposals set forth on the front page.

AUTHORITY TO SIGN

Proposals must be signed by an officer of the firm who is authorized to enter into binding agreements.

OPENING OF PROPOSALS

At the specified location and due date stated on the first page, all submitted proposals shall be publicly opened and dated. Any interested parties may attend. No immediate decision will be rendered.

Project details

500 Springs Street Harbor Springs, Mi 49740

Alternate #1 (Bid Sections 11 6163 & 26 5561) Lighting Control Network Installation and Architectural Controls Upgrades Scope of Work: Alternate #1 Lighting Infrastructure Upgrades to include integration of independent network data systems enabling use of multiple (at least ten) DMX universes. Also includes replacing existing Unison architectural control processor with new Paradigm Architectural Control Processor and replacing all existing Unison entry stations and touchscreen stations with new Paradigm stations. Additionally, it includes low voltage data terminations and installation of 10 new Relay Modules (for powering LED Fixtures).

Alternate #2 (Bid Section 11 6133) Drapery Package Scope of Work: Alternate #2: Replace All Existing Draperies as per the table below:

SCHEDULE OF DRAPERIES (Section 11 6133 Alternate #2)

Alternate #3 (Bid Section 11 6163) Lighting Fixture Package Scope of Work: Alternate #3: This is primarily a “Boxed Goods” package to include both static and automated LED lighting fixtures. It also includes an inventory of Incandescent lamps to replace a dwindling inventory. While other facets of project lighting focus largely on upgraded infrastructure, it is primarily the items in this alternate that would provide 21st century colors and effects.

Fixture unpacking and testing are included in the responsibilities of the theatrical lighting vendor. Fixture hang and focus is the owner’s responsibility.

Alternate #4 (Bid Section 27 2400) Sound Console Scope of Work: Alternate #4: This is entirely a “Boxed Goods” package to include a Yamaha mixing console along with a compatible Stage Box (Digital Snake). Console and stage box unpacking, testing, and installation is the owner’s responsibility.

Milestone Schedule

Onsite Pre-Installation Meetings as Required: 6-16 to 6-30-25

Plante Moran Realpoint 3000 Town Center, Suite 100 Southfield, MI 48075 Tel: 248.223.3500 | Fax: 248.223.3150 pmrealpoint.com

PAC Renovation Contractor Cost Proposal Form CONTRACTOR RFP Proposal Form

All proposals submitted may not be withdrawn and shall be irrevocable for a minimum period as defined in this RFP.

1. Cost Proposal

a. Proposes to provide construction services for the construction project as follows:

· Section 11 6133 – Stage Equipment (Rigging and Draperies) Base Bid (Including Shipping): $ Bonding for Base Bid: $ Alternate #2 (Including Shipping): $ Bonding for Alternate #2: $

· Section 11 6163 – Stage Equipment (Theatrical Lighting) Base Bid (Including Shipping): $ Bonding for Base Bid: $ Alternate #1 (Including Shipping): $ Bonding for Alternate #1: $ Alternate #3 (Including Shipping): $ Bonding for Alternate #3: $

· Section 26 5561 – Electrical (Theatrical Lighting Control) Base Bid (Including Shipping): $ Bonding for Base Bid: $ Alternate #1 (Including Shipping): $ Bonding for Alternate #1: $

· Section 27 4100 – Audio/Visual Alternate #4 (Including Shipping): $ Bonding for Alternate #4: $ Addenda

a. This proposal includes information for the following addenda:

Contractual Terms

a. If selected as general contractor (GC), I agree to the contractual terms as provided in the RFP as noted below:

· AIA A101-2017, as modified

· AIA A201-2017 General Conditions, as amended

· Exceptions to amended AIA A101-2017 and A201 -2017* *Attach SPECIFIC proposed alternate contract language in Section 6

I have read and I understand the responsibilities required of the GC under the Agreement between the Owner and Contractor and General Conditions of the Contract for Construction, which are provided with the RFP. If selected, our firm will be able to fulfill the requirements.

Signature Dated this day of , 20 .

By:

Signature

Position/Title

________________________, being duly sworn, deposes and says that the information provided herein is complete so as not to be misleading.

Subscribed and sworn before me this ________ day of ________, 20____.

Notary Public:

My commission expires:

Proposal Checklist

· Bid Proposal Form (this document)

· Familial Disclosure Statements

· Iran Disclosure Statement

· Criminal Background Disclosure Affidavit

Familial Disclosure Affidavit The undersigned, the owner or authorized officer of the below named firm (the “Firm”), pursuant to the familial disclosure requirement provided in the Harbor Springs Public Schools (the “School District”) request for proposals for PAC renovation construction service, hereby represents and warrants that, except as provided below, no familial relationships exist between the owner or any employee of the Firm, and any member of the Board of Education of the School District or the Superintendent of the School District. A list of the School District’s Board of Education Members and its Superintendent may be found at the Harbor Springs Public Schools web site.

list of any familial relationships

By:

Signature

Position/Title

________________________, being duly sworn, deposes and says that the information provided herein is complete so as not to be misleading.

Subscribed and sworn before me this ________ day of ________, 20____, in the county of ________________________ and the state of ________________________.

Notary Public:

My commission expires:

Iran Disclosure Affidavit

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below named firm (the “Firm”), pursuant to the compliance certification requirement provided in the Harbor Springs Public Schools (the “School District”) request for proposals for PAC renovation construction services (the “RFP”), hereby certifies, represents, and warrants that the Firm (including its officers, directors, and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Firm is awarded a contract as a result of the aforementioned RFP, the Firm will not become an “Iran linked business” at any time during the course of performing the scope of work or any services under the contract.

The Firm further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than two hundred fifty thousand dollars ($250,000.00) or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date it is determined that the person has submitted the false certification.

By:

Signature

Position/Title

________________________, being duly sworn, deposes and says that the information provided herein is complete so as not to be misleading.

Subscribed and sworn before me this ________ day of ________, 20____, in the county of ________________________ and the state of ________________________.

Notary Public:

My commission expires:

Criminal Background Affidavit The undersigned, the owner or authorized officer of the below-named firm (the “Firm”), pursuant to the criminal background compliance certification requirements of Harbor Springs Public Schools (the “School District”) hereby represents and warrants that the Firm has performed and/or will perform sufficient criminal background checks, including at a minimum, an Internet Criminal History Tool (“ICHAT”) (or equivalent for non-Michigan residents) for all of its owners, employees, agents, representatives, contractors, and/or other personnel who will be on any School District premises to carry out the services contemplated by the contract documents. The Firm further hereby certifies that no owner, employee, agent, representative, contractor, and/or other personnel of the Firm will be on any School District premises if they are a registered criminal sexual offender under the Sex Offenders Registration Act, Public Act 295 of 1994, or have been convicted of “Listed Offense” as defined under Section 722 of the Sex Offenders Registration Act, MCL 28.722.

The Firm further acknowledges that if it is found to have submitted a false certification or otherwise fails to comply with the requirements of this certification, the School District may immediately terminate the contract.

By:

Signature

Position/Title

________________________, being duly sworn, deposes and says that the information provided herein is complete so as not to be misleading.

Subscribed and sworn before me this ________ day of ________, 20____, in the county of ________________________ and the state of ________________________.

Notary Public:

My commission expires:

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