HVAC.HP.RFP.4.19.18.pdf

Request for Bid:

High Point – AHU-B1 & AHU-B3 Replacement

Washtenaw Intermediate School District

The Washtenaw Intermediate School District is requesting a bid for the scope of work that is outlined on the project drawings which will be distributed at the mandatory bid walk-through.

Sealed bids will be accepted until May 11th at 2:00 p.m. EST, five minutes after which time bids will be opened and read aloud. All bids will then be reviewed and considered. Bids are to be delivered to:

Diane Sevigny, Operations Manager

Washtenaw Intermediate School District 1819 S. Wagner Road Ann Arbor, MI 48103

Interested parties must attend the mandatory pre-bid meeting and walk-through to be held on April 30, 2018 at 2:30 p.m. EST, 1819 S. Wagner Road, Ann Arbor, MI 48103. Parking is available at no cost, on site, at the location of the mandatory, pre-bid meeting.

Envelopes containing bids must be sealed and clearly marked “High Point – AHU-B1 & AHU- B3 Replacement Bid – Do not Open” with the name and return address of the vendor on the outside of the envelope. One signed original and three copies of the bid shall be submitted.

No phone calls or individual meetings regarding this Request for Bid will be accepted.

Questions regarding the Request for Bid must be directed via email only using the subject header, “AHU B1 & B3 Replacement” to: dsevigny@washtenawisd.org

ALL PARTIES WISHING TO RESPOND TO THIS REQUEST FOR PROPOSAL SHALL

TAKE NOTICE OF INSTRUCTIONS TO BIDDERS.

Request for Proposal Issued April 19, 2018 Mandatory Pre-Proposal Meeting & Walk-Thru April 30, 2018 2:30 p.m.

Deadline for Questions (email only) May 2, 2018 by 12:00 p.m.

Response to Questions to be posted May 7, 2018 by 4:00 pm Deadline for Submissions, public opening May 11, 2018 at 2:00 p.m.

Evaluation Period May 14, 2018 thru May 21, 2018 Finalist Interviews (if required) May 15, 2018 thru May 16, 2018 Award Notice (tentative) May 23, 2018 Project completion Date September 1, 2018

Hard copies of this RFP will not be provided at the mandatory pre-bid meeting.

Mechanical Drawings and Prints will be provided at the mandatory pre-bid meeting.

mailto:dsevigny@washtenawisd.org

WISD – High Point – AHU-B1 & AHU-B3 Replacement

DEFINITIONS

The “District” refers to the Washtenaw Intermediate School District.

Vendor/Bidder/Contractor/Proposer refers to all recipients/potential respondents of this Request.

Request/Proposal/Bid refers to the entire process, including the request, response, special provisions, specifications and/or requirements.

RFP refers to the Request for Bid document in its entirety.

MANDATORY PRE-BID MEETING

The purpose of the pre-bid meeting will be to provide an overview of the District’s request, answer any questions regarding the RFP specifications, and provide a guided tour of project areas. Vendors interested in submitting a bid must have an authorized representative in attendance at the mandatory pre-bid meeting. Attendees must sign in at the mandatory pre-bid meeting.

RESERVATION OF RIGHTS

The District reserves the right, in its sole and absolute discretion, to accept or reject, in whole or in part, any or all Bids with or without cause. The District further reserves the right to waive any irregularity or informality in the RFP process or any bid, and the right to award the contract to any other than the lowest price vendor. The District reserves the right to request additional information or clarification from any or all vendors as well as reserves the right to negotiate with the vendor(s) regarding their bids.

Any decision made by the District, including the contractor selection, shall be final.

REQUEST CLARIFICATION

A mandatory pre-bid meeting as well as a specified period for questions has been established and defined within this request for bid. Any questions relative to interpretation of the request, the scope of services or the bid process shall be addressed as indicated in ample time within the period set.

Questions regarding this request should be directed in writing, via email only, to Diane Sevigny, WISD Operations Manager, at dsevigny@washtenawisd.org as specified before the end of the deadline for questions as posted within the document and request schedule.

If applicable, answers citing the question(s) asked, but not identifying the questioner, will be posted to the WISD web site if deemed relevant by the District and made available to all vendors as listed at the mandatory pre-bid meeting.

BID PREPARATION AND RELATED COSTS

All costs associated with the presentation of the bid and any supplemental information shall be borne solely by the vendor and shall not be passed on to the District under any circumstances.

The District reserves the right to request clarification of information and to request additional information from any or all vendors.

VENDOR RESPONSIBILITY

Vendors are expected to be thoroughly familiar with all specifications and requirements of this Request and to provide bids using the specific forms as provided within the Request for Bid.

Failure or omission to examine any relevant form, article, site or document will not relieve a mailto:dsevigny@washtenawisd.org vendor from any obligation regarding this Request. If, at any time, the District discovers deviations in a response that are not identified, the vendor may be subject to disqualification from consideration or cancellation of contract.

Each proposer, by submitting its bid, releases the District from any and all claims arising out of, and related to, the RFP process and selection of a vendor or vendors.

GENERAL CONSIDERATIONS

Bids received after the time and date specified, whether delivered or mailed, will not be considered and will be returned unopened. The timely submission of a bid response rests entirely with the Vendor. Delays resulting from postal handling or for any other reason will not extend the time line for response.

As a result of this request, vendors may be invited for an in-person interview for further presentation and clarification of their services. Note schedule of “Finalist Interviews,” as specified within this request for bid.

The vendor(s) to whom an award is made will be notified at the earliest possible date. The tentative acceptance of the bid and award of the contract will be by a notice in writing and mailing to or delivered at the office of the vendor designated in the bid. All prices proposed by the Vendor must be firm for 90 days from the due date of the bid. If, for some reason, agreement with the selected vendor cannot be reached to the satisfaction of the District, negotiations may begin with another vendor within fourteen days after the initial finalist vendor selection.

PREPARATION OF PROPOSALS

To facilitate bid preparation, a copy of this request in .PDF format may be obtained and downloaded from our website, http//:washtenawisd.org; “Departments,” “Business Services,” “Bids.”

Vendors shall submit one original hard copy bid, hand signed, by an authorized member of the proposer’s firm. No oral, facsimile, or emailed bids will be accepted. Three additional copies of the original shall be submitted. The original copy must be clearly identifiable and indicated.

All bids must be submitted on the Bid Forms as included within this request.

If erasures or other changes appear on the bid forms, each erasure or change must be initialed by the person signing the proposal.

Any documents intended to supplement or deviate from the express requirements of this bid solicitation may result in rejection of that bid. Any forms and contracts the vendor proposes to include as part of any agreement resulting from this Request between the Vendor and the District must be submitted as part of the bid response. Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion may be rejected by the District.

This requirement includes, but is not limited to, the following types of documents: contracts, licensing agreements, maintenance contracts, and system support agreements.

Bids must be submitted (mailed, shipped, hand-delivered) to the Contact (Diane Sevigny, WISD Operations Manager, 1819 S. Wagner Road, Ann Arbor, MI 48103) as listed in the instructions to bidders.

MODIFICATION OR WITHDRAWAL OF PROPOSALS

A bid that is in the possession of the Contact may be altered only by letter or fax transmission bearing the signature or name of the person authorized for bidding, provided the alteration is received prior to the deadline for all bids. A facsimile may not reveal the bid price but could indicate an addition, subtraction, or other change in the bid. Any change in the pricing structure as proposed must be received via sealed mailing, package/letter delivery service, or hand-delivery.

A bid that is in the possession of the Contact may be withdrawn by the vendor in person or by written request up to the time of the bid opening. Bids may not be withdrawn after the bid opening.

PEFORMANCE – FORCE MAJEURE

Successful vendors shall be excused from performance hereunder during the time and to the extent that vendor is prevented from obtaining, delivering, or performing in the customary manner by acts of God, fire, war, loss or shortage of transportation facilities, lockout or commandeering of raw materials, products, plants or facilities by the government. Vendor shall provide the District substantiating evidence that non-performance is due to other than fault or negligence on their part.

RESOLUTION OF DISPUTES

Any issues or provisions of the contract in dispute between the District and the vendor, which, in the judgment of either party to the contract may materially affect the performance of such party, shall be reduced to writing by both parties and delivered to the Assistant Superintendent, Administrative and Support Services. The District and the contractor shall promptly, thereafter, negotiate in good faith and use every reasonable effort to resolve such dispute in a mutually satisfactory manner.

ESCALATION

Vendors shall provide a detailed description, including contact titles and information as well as anticipated timeline of response, of their procedure for resolution of unsatisfactory issues with service.

CONFLICT OF INTEREST

Vendor warrants it has no interest and shall acquire no interest that would directly or indirectly conflict in any manner or degree with the performance of this bid.

GRATUITIES AND KICKBACKS

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 decisions, approval, disapproval, recommendations, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering advice, investigation, auditing or in any other advisory capacity in any proceeding matter, pertaining to any program requirement of a contract or subcontract or to any solicitation or bid therefore. 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 sub vendor under a contract to the time vendor or higher tier sub vendor or person associated therewith, as an inducement for the award of a subcontract or order. Breach of the provisions of this paragraph is, in addition to a breach of this contract, a breach of ethical standards that may result in civil or criminal sanction.

NON-COLLUSION

The vendor and the undersigned of any bid certifies that their bid has not been made or prepared in collusion or cooperation with any other bidding vendor, or representative thereof, and the prices, terms, or conditions of the bid have not been communicated by or on behalf of the vendor to any other bidding vendor or potential vendor and will not be so communicated to any other vendor or potential vendor prior to the official opening of the bids. This certification may be treated for all purposes as if it were a sworn statement made under oath, subject to the penalties of perjury. Also, it is made subject to the provisions of the USC Title 18, Section 1001, relating to the making of false statements.

FEDERAL DEBARMENT STATUS

Expenditures or contracts involving federal funds are subject to Federal Rules and Regulations. Therefore, when expenditures or contracts are to be paid with federal funds, Federal Regulation 7CFR 3017 regarding Federal debarment status will apply. By submission of a proposal, venders certify that their firm is not currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Additionally, by submission, vendor also agrees that the District will be notified of any future change in this status should the District enter into contract with vendor.

For further information regarding 7CFR 3017 Government wide Debarment and Suspension, refer to http://www.gpoaccess.gov/cfr/index.htm.1.

INTEGRATION

All bid solicitation documents, vendor’s response to each solicitation, all correspondence and addenda contain the entire understanding between the parties and any additions or modifications hereto may only be made in writing executed by both parties.

LAWS TO BE OBSERVED

The successful vendor shall keep fully informed on all federal and state laws, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority which in any manner affect those engaged or employed on the work or which in any way affect the ordinances, regulations, orders and decrees in force at the time of award. The successful vendor shall protect and indemnify the District and its representatives against any claim or liability arising from or based on the violation of any such law, bylaw, ordinance, regulation order or decree whether by himself or by his employee(s). No extension of time or additional payment be made for loss of time or disruption of work caused by any actions against the successful vendor for any of the above reasons.

The parties expressly agree and understand that the provider is not an employee or agent of the District in any sense but is a sole independent contractor.

DISCRIMINATION

The District hereby notifies all Vendors it will affirmatively insure that, in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this Request and will not be discriminated against on the grounds of race, religion, color, sex, height, weight, handicap, marital status, national origin, or ancestry in consideration of an award. Vendor hereby agrees that should he/she be awarded this contract, Vendor will not discriminate against any person who performs work thereunder because of race, religion, color, sex, height, weight, handicap, marital status, national origin, or ancestry.

http://www.gpoaccess.gov/cfr/index.htm.1

IMMIGRATION REFORM AND CONTROL ACT OF 1986

By submitting their bid, Vendors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

SUBSTANCE FREE ENVIRONMENT

The use of tobacco, drugs or alcohol is prohibited in all District buildings, vehicles, and on the grounds of all District facilities.

FREEDOM OF INFORMATION ACT

Information submitted in vendor bids becomes public information and, as such, is subject to public disclosure and review under the Michigan Freedom of Information Act. Information contained in the vendor’s bid which is company-confidential must be clearly identified in the bid itself.

GOVERNING LAW

The laws of the State of Michigan shall govern the validity, construction and effect of this contract and any and all extensions and/or modifications. Michigan law shall govern regardless of any language in any attachment or other document that the vendor may propose.

SEVERABILITY

Should any provision of this contract be declared to be invalid by any court of competent jurisdiction, such provisions shall be severed and shall not affect the validity of the remaining provisions of this contract.

INSURANCE COVERAGE

The vendor, at its expense, must maintain during the terms of any subsequent contract the following minimum levels of insurance coverage:

1. Commercial General Liability Insurance with limits of two million dollars ($2,000,000) aggregate and not less than one million dollars ($1,000,000) per occurrence for bodily injury, death, and property damage, including personnel injury, contractual liability, independent contractors, broad-form property damage, and products and completed operations coverage;

2. Workers’ Compensation including Employer’s Liability Coverage of five hundred thousand dollars ($500,000) per occurrence for all employees engaged in services or operations under this Contract in accordance with state law;

3. Automobile Liability and Property Damage – One million dollars ($1,000,000) each occurrence, including coverage for all owned, hired and non-owned vehicles including no fault coverage as required by law;

4. Professional Liability Insurance (Errors & Omissions), if applicable, of one million dollars ($1,000,000) per claim and aggregate;

The vendor shall indemnify and save harmless the District, its officers and employees from all suits, actions, or claims of any character brought because of injuries or damage received or sustained by any person, persons, or property; on account of the operations of the said vendor, its agents, servants, or subcontractors; or on account of or in consequence of any neglect in safeguarding the work.

The Washtenaw Intermediate School District shall be named as “Additional Insured” on the certificate of insurance.

CERTIFICATION AND COMPLIANCE

The undersigned agrees to furnish the commodity and/or services stipulated in the attached Request, at the prices and terms stated, subject to the general conditions outlined and the specific conditions identified. If more than one company is involved in providing this solution and certifying its compliance with this Request, all companies should sign the certification as identified.

A signed contract furnished to the successful vendor results in a binding contract without further action by either party. The contents of vendor’s response to this Request for Bid will become part of the final contract between the parties.

INSTRUCTIONS TO BIDDERS

1. It shall be the vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with requirements specified within.

2. Bids received after the deadline will not be accepted or considered.

3. Telephonic bids, emailed bids, or facsimile bids will not be accepted.

4. Unless otherwise specified, no bid may be withdrawn, changed or modified in any way for a period of ninety (90) calendar days from the date all bids are due.

5. Negligence on the part of the vendor in preparing the bid confers no rights for the withdrawal or edit of the bid after it has been accepted.

6. Bids received prior to the time of opening will be kept secure and unopened. No responsibility will be attached to any Washtenaw Intermediate School District employee who prematurely opens an incorrectly addressed proposal.

7. If either a unit price or extended price is obviously in error, the incorrect price will be disregarded.

8. The Washtenaw Intermediate School District is exempt from State and Federal Taxes and will provide appropriate documentation to the awarded vendor.

9. The Washtenaw Intermediate School District reserves the right to accept or reject any or all bids, waive irregularities or defects, and accept other than the lowest bid when deemed to be in the best interest of the school district.

10. All information included in a bid response is subject to the Freedom of Information Act and may be disclosed in its entirety after the formal bid opening has been completed.

11. By submission of this bid, each vendor certifies that the pricing structure has been arrived at independently from consultation, communication, or agreement of such prices for the purpose of restricting competition with any other vendor or competitor.

12. Vendor, or agent, shall hand write (on each sheet of the attached forms) company name and initial and shall place signature on final page of bid documents.

13. Vendor agrees to hold harmless and save the Washtenaw Intermediate School District, its officers, agents and employees harmless from liability of any kind, including costs and expenses, with respect to any claim, action, cost of judgment for patent, copyright, or trademark infringement arising out of the purchase or use of equipment, materials, supplies or services covered by this proposal request and any subsequent contract covered by this contract.

14. A completed, and clearly legible, “Familial Disclosure Form” must be included with each bid or the bid will not be accepted.

15. A completed, and clearly legible, “Affidavit of Bidder, Iran Economic Sanctions Act Form” must be included with each bid or the bid will not be accepted.

16. A completed, and clearly legible, “High Point – AHU B1 & AHU B3 Replacement” pricing Form must be included with each bid or the bid will not be accepted.

17. A completed, and clearly legible, “High Point – AHU B1 & AHU B3 Replacement alternates & exceptions form(s)” must be included with each bid or the bid will not be accepted. If there are NO alternates or exceptions, each bidder shall indicate so on the form and include such with their bid.

SCOPE OF WORK AND TECHNICAL REQUIREMENTS

BID SUBMITTALS: Bids shall be on a lump sum basis with labor and material indicated. The price shall include all furnishing and installation of items indicated in contract documents, any required restoration, and removal from site of debris and excess material.

The prospective Contractor shall certify that he has visited the site and understands the project requirements, as part of submitting the bid. The bid shall contain information from the prospective Contractor, using the appropriate alternates and exceptions form in regards to:

1. Any special considerations affecting the demolition and installation procedure.

2. Submit any details of proposed cost-effective alternatives for construction, as an option to be considered at the time of award

PREBID MEETING: A mandatory pre-bid meeting will be held at 2:30 p.m. EST on April 30, 2018 at the Teaching and Learning Center, 1819 S. Wager Road, Ann Arbor, MI, 48103.

Representatives of the Owner and Engineer will be present to discuss the project. Bidders are required to attend the meeting and site walk-through. Bidders must ensure that their attendance at the mandatory pre-bid meeting is documented on a Sign-In Sheet as provided by the Washtenaw Intermediate School District at the meeting site on the date and time of the meeting.

BID: The bid shall include all the labor, materials, tools, equipment, insurance costs, and related site work required to complete the project to the satisfaction of the Washtenaw Intermediate School District. The bid/agreement and additional information shall be on forms provided by the prospective Contractor. The Washtenaw Intermediate School District will issue a purchase order to the selected bidder. The final agreement between Washtenaw Intermediate School District and the successful Contractor shall include this Request for BId, and the Washtenaw Intermediate School District Purchase Order. The Contractor shall provide a one-year warranty for workmanship and materials prior to final payment in addition to any warranties as required by the specifications.

Bids shall be submitted (hand delivered, mailed, shipped via carrier) in sealed envelopes marked “High Point – AHU B1 & B3 Replacement Bid – Do Not Open”; to Diane Sevigny, WISD Manager of Operations, 1819 S, Wagner Road, Ann Arbor, MI 4810, and be signed by a person authorized to bind and commit the company to the work of the project. Emailed or facsimile proposals are NOT acceptable and will disqualify a vendor from the process. Bids must be received no later than date determined as deadline EST. Late bids will not be accepted.

Work shall be complete by 3:00 p.m., EST, September 1, 2018.

TERMS AND CONDITIONS:

1. The bidders shall be responsible for all costs incurred in the development and submission of this response. Washtenaw Intermediate School District assumes no contractual obligation as a result of the issuance of this RFP. Washtenaw Intermediate School District shall not be contractually bound until a Purchase Order to the selected Contractor has been issued.

2. In submitting this bid, the Bidder represents that:

• The Bidder has carefully examined the Specifications, and Addenda (if issued).

• The Bidder has visited the site and become familiar and is satisfied as to the general, local, and Site conditions that may affect cost, progress, and performance of the work.

• Bidder is familiar with and is satisfied to all Federal, state, and local Laws and Regulations that may affect cost, progress, and performance of the work.

3. A Bid may be modified or withdrawn by written notice executed in the manner that a

Bid must be executed and delivered to the place where the Bids are to be submitted prior to the deadline for submission. No Bidder may withdraw any Bid after the submission deadline.

4. All prices shall be quoted in U.S. dollars. Unless Bidders specifically note otherwise, any and all quoted prices shall be firm.

5. All Bids will remain subject to acceptance for 30 days.

6. Washtenaw Intermediate School District reserves the right to accept or reject any bid, and award the project to the bidder that is determined to be in the best interest of Washtenaw Intermediate School District.

7. Washtenaw Intermediate School District reserves the right to accept a portion of any bid if overall budget constraints do not allow completion of all of the Work.

8. Washtenaw Intermediate School District reserves the right to request additional information which might be deemed necessary after responses from the Bidder has been received by Washtenaw Intermediate School District.

9. Washtenaw Intermediate School District reserves the right to conduct interviews, reference checks, and other due diligence deemed necessary to select the successful bidder.

10. All work shall be performed in a professional manner and shall be consistent with practices of the trade.

11. The Bidder shall be responsible obtaining any permits from the local Building Department along with the cost of the permits and inspections.

12. The Bidder shall be responsible for all means and methods as they relate to safety and shall comply with all applicable local, state and federal requirements that are safety regulated. Safety shall be the responsibility of the selected Bidder. All related personnel shall be instructed daily to be mindful of the time requirement to maintain a safe environment.

13. All labor and materials shall be in accordance with applicable codes.

14. Shipping terms are to be F.O.B. Destination.

15. Payments will be made monthly based on Contractor’s applications for payment. 10% retainage will be held until the satisfactorily completion of the Work.

16. All work that would cause disruption of the facility’s HVAC, electrical, plumbing and/or building use shall be scheduled and coordinated with Client before that work can begin.

BID FORM:

Bidder will complete the Work for the following price:

Labor Portion: $ ($ ) (use words) (figures)

Material Portion: $ ($ ) (use words) (figures)

Material Description _____________________________________ (make/model, qty,etc)

Material Description ____________________________________

Material Description ____________________________________

Lump Sum Bid Price: $ ($ ) (use words) (figures)

Don’t we want to give them a line or lines onto which they can write a specific description of what material(s) they are including in their price? Manufacturer, make, etc?

CONTRACTOR INFORMATION:

The undersigned certifies that he has visited the site and understands the project requirements and site conditions.

Signed: Company Name: _____

Print Name:

Address:

Phone:

Fax:

Email:

BID FORM/Alternates & Exceptions:

Bidder will clearly identify alternates and exceptions in written format with clear pricing structure for each (add additional pages if/where necessary:

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

(This disclosure statement must be included with your bid as required by Public Act 232 of 2004)

All bids 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 of Education or Superintendent of Schools of the School District of Ypsilanti.

The undersigned, the owner or authorized officer of

(the “bidder”), pursuant to the familial disclosure requirement provided in the attached invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any members of the Board of Education and Superintendent of the Washtenaw Intermediate School District.

If such a relationship exists, please explain:

By: ___________________________________________________________________ (bidder’s signature)

Name: ________________________________________________________________ (type or print)

Date: __________________________________________________________________

Subscribed and Sworn to Before Me

This ____________ day of _________________________________________, 2018 A.D., in and for the

County of _____________________________________________________ , Michigan. My commission expires: _____________________________________________________.

Signature of Notary.

AFFIDAVIT OF BIDDER, IRAN ECONOMIC SANCTIONS ACT

The undersigned, the owner or authorized officer of

(the “Bidder”), pursuant to the Iran Economic Sanctions Act (MCL 1290313) hereby represents and warrants that it is not an “Iran linked business.”

BIDDER: _____________________________

By: __________________________________

Its: __________________________________

STATE OF MICHIGAN )

) ss.

COUNTY OF )

The instrument was acknowledged before me on the _____ day of ______________, 20 ____, by ______________________________________ .

, Notary Public

_______________________ County, Michigan

My commission Expires: ___________________

Acting in the County of: _____________________

Vendor/proposer Checklist

□ Pricing Proposal Form – High Point – AHU-B1 & AHU-B3 Replacement

□ Alternates & Exceptions Form – High Point – AHU B1 & B3 Replacement

□ Familial Disclosure Form

□ Affidavit of Bidder, Iran Economic Sanctions Act