Ice Melt RFQu HV-775-051226-A.docx

RFQu # HV-775-051226-A

REQUEST FOR QUALIFICATIONS

FOR

ICE MELT

BID SUMMARY

Commodity/Service Being Requested: Ice Melt

Type of Solicitation: Request for Qualifications (RFQu) - Huron Valley Schools, in partnership with the CoPro+ cooperative purchasing program managed by the Public Procurement Institute of Michigan (PPIM), a nonprofit organization, is implementing an ice melt procurement program statewide throughout Michigan. School districts and counties across the state have been requesting an ice melt contract vehicle be put in place that makes the purchase of ice melt affordable and easy to order.

Type of Resulting Contract: Statewide Cooperative Contract - As a result of this RFQu, Huron Valley Schools will work with the CoPro+ cooperative purchasing program to market and extend the resulting Contract(s) to other government municipalities and school districts statewide. The vendor or vendors will be competitively selected based on the Evaluation Criteria in Section 3.8 of this RFQu.

The procuring entity reserves the right to add additional vendors to the pre-qualified vendor pool at any time during the contract period. Vendors not initially selected during the original evaluation process may submit proposals or qualifications for review and consideration throughout the contract term. The entity shall evaluate such submissions based on the same criteria outlined in this RFQu. Upon successful evaluation and approval, the newly added vendors will be eligible to provide products and/or services under the same terms and conditions as existing vendors in the prequalified pool. This process will remain open for the duration of the contract period, allowing flexibility to ensure a broad range of qualified providers.

Resulting Contract Term: Three (3) years with two (2) one-year renewal options.

TIMETABLE

*Responses received later than the specified deadline will be disqualified.

Contacts with Huron Valley Schools Personnel: All contact with Huron Valley Schools regarding this RFQu or any matter relating thereto must be sent to the following email: clayton.thompson@ppim.org

Contents

ATTACHMENT A – Pricing Schedule ATTACHMENT B – Huron Valley Schools Location List

Solicitation Terms and Conditions – HVS/CoPro+ Master Agreement Template: Business Office | (hvs.org)

SECTION 1.0 – PROPOSER RESPONSES TO SCOPE OF WORK AND PRICING

1.1 Minimum Mandatory Requirements

All Bids will be reviewed for compliance with the minimum mandatory requirements. Bids deemed non-responsive will be eliminated from further consideration.

1. The Proposer must demonstrate experience in providing ice melt by submitting a minimum of three (3) distinct client references. Each referenced engagement must be for services equivalent to or similar in size, scope, and complexity to those requested by Huron Valley Schools and must have been within the past five (5) years. Please enter your references in Section 2.2 References.

2. Provide pricing to Huron Valley Schools/CoPro+ cooperative members on ice melt. Proposers must provide the brand, bag size, price, and manufacturer’s specification sheet on Attachment A – Pricing Schedule.

Proposer Response:

Please enter your responses in the “Proposer Response” text boxes provided. There is no requirement or limitation on the number of words for your responses.

1.2 Scope of Work

Huron Valley Schools (HVS), in partnership with the CoPro+ Cooperative Bid Program, is seeking an ice melt provider who has the depth, breadth, and quality of resources necessary to provide ice melt. Huron Valley Schools is also interested in introducing products that will offer Huron Valley Schools/CoPro+ cooperative members a wide range of solutions for ice removal.

HVS uses approximately 2,200 bags of 50-pound (lb.) ice melt per year. The district does not have a preferred product, but all products must be labeled as safe for vegetation.

Objectives The primary objective of this RFQu is to create a pool of qualified vendors who can provide ice melt for Huron Valley Schools and CoPro+ cooperative members. Vendors will be selected through a competitive process based on the Evaluation Criteria in Section 3.8 of this RFQu.

Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

A. Product Requirements The awarded vendor must be able to supply ice melt that:

· Is labeled safe for vegetation when used as directed.

· Is suitable for use on concrete sidewalks and school entrances.

· Includes manufacturer documentation identifying:

-chemical composition -effective temperature range -corrosion characteristics -vegetation safety claims

· Includes Safety Data Sheets (SDS) and technical specifications.

1.2.A. Proposer Response: Please state whether you agree or explain exceptions.

B. Delivery Requirements The awarded vendor must be able to deliver products to multiple Huron Valley Schools facilities and participating agency locations as requested. Huron Valley Schools currently maintains approximately seventeen (17) delivery locations throughout the District; see Attachment B – Huron Valley Schools Locations.

The awarded vendor shall coordinate deliveries with designated District personnel and ensure products are delivered during normal business hours unless otherwise approved. Deliveries shall be made within the timeframe proposed by the awarded vendor, and products shall be delivered in good condition.

Deliveries may be requested to one or multiple locations per order, and vendors shall identify any delivery fees, minimum order requirements, or delivery limitations in their proposal.

1.2.B. Proposer Response: Please state whether you agree or explain exceptions.

1.3 Reservation of Rights

Huron Valley Schools will evaluate the merits of all bids submitted and reserves the right, in its sole and absolute discretion, to accept or reject, in whole or in part, any or all bids or portions of bids with or without cause. Huron Valley Schools further reserves the right to waive any irregularity or informality in the RFQu process or any bid, and the right to award one or multiple vendors. Huron Valley Schools reserves the right to add or delete services from the bid, extend agreements, or change vendors, in order to best serve the eligible agencies. These changes will follow approved bidding laws. Huron Valley Schools may use the product or service cost, or the sum of groups of products and/or services, may group similar products, and/or total cost of ownership, to evaluate prices and award bids. Huron Valley Schools reserves the right to request additional information from any or all Proposers. Huron Valley Schools also reserves the right to select one or more vendors to award a Contract to under this RFQu. In the event a bid is accepted by Huron Valley Schools, and the vendor asserts exceptions, special considerations, or conditions after acceptance, Huron Valley Schools, in its sole and absolute discretion, reserves the right to reject the bid and award to other Proposer(s).

1.3 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.4 Product Acceptance

All products must conform to the participating agency’s requirements and specifications and will be subject to acceptance by the ordering entity upon delivery. The right is reserved to reject any damaged or nonconforming product at the risk and expense of the vendor.

1.4 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.4.1 Contractor Code of Conduct

The purpose of Huron Valley Schools and its employees is to provide a safe, positive learning environment for the students of the District. In providing that environment, it is mandatory that all employees, visitors, and Contractors follow certain levels of conduct, dress, and demeanor. This Code of Conduct outlines the expectations of the Huron Valley Schools for persons both contemplating performing work and performing work for Huron Valley Schools in the capacity of a Contractor or subcontractor. These rules will become part of the mandatory working conditions of the Contract, and failure to comply by any Contractor, subcontractor, management, employee, or contracted consultant may result in the cancellation of the Contract. In general, it is expected that everyone entering a Huron Valley Schools facility, whether a school, support facility, or the surrounding grounds, must dress, act, and talk in a manner that is conducive to the education process of children while assuring their overall safety and security. The following rules have been established to ensure that this is done:

Every Contractor employee who enters or leaves the building must sign in and out at either the school office or the building engineer’s office as designated by the school administrator. This sign-in sheet must record the name, time in and out, the firm, and the signature of the individual.

All Contractors shall be furnished by their company with a badge or identification that is to be worn while in the building. Such identification shall clearly indicate the individual’s name and the name of the firm they are working for.

Prior to the beginning of a job, the Contractor shall furnish the building engineer with a list of individuals expected to be on the job, contact persons with phone numbers, and a schedule of the activities to take place.

The Contractor shall provide the building engineer with a scope of work and check with him prior to drilling or penetrating any walls, floors, or ceilings.

Each person working in a school building or on school property shall comply with the following:

No drinking or possession of liquor or alcoholic beverages and/or possession of any kind of illicit drugs or narcotics.

No use of District facilities or equipment, including telephone, computers, internet access, fax, kitchen, maintenance, or office equipment.

No smoking or use of any tobacco products anywhere within the building at any time nor outside the school on District property during normal school hours (This is a law and punishable as a civil infraction by local authorities).

A reasonable standard of dress must be followed. Within the educational facilities where students and parents are or can be present, this means clothing or attire must be suitable for the work and must not bear images or writing depicting anything to be construed as obscene in nature or promoting or portraying alcoholic beverages or use, drugs, narcotics, tobacco, or establishments that serve or promote the use of these substances.

There shall be no use of profanity or obscene language or gestures. Language, gestures, or other actions that depict sexual or ethnic harassment or intimidation will not be permitted.

The Contractor is responsible for a clean and safe workplace. To that end, the following will be adhered to:

All work areas, walkways, and stairs must be kept clear of debris and loosely scattered materials.

Material storage is to be in an area designated by the Building Engineer.

All work areas are to be cleaned by the Contractor prior to leaving. Building staff will not be responsible for cleaning work areas.

All trash, debris, and material must be removed from the worksite each day and disposed of off-site. District dumpsters and trash containers are not to be used by Contractors for disposal.

All Contractor tools and equipment must be kept in good working order, with guards and safety devices in place and working. Defective tools must be taken out of service. District tools and equipment will not be loaned to Contractors.

Contractors are to provide and use required protective safety equipment and comply with all local, state, and federal safety laws and regulations.

Contractors are responsible for the reporting of accidents both to the District and their management and to obtain any emergency treatment that may be required.

Upon leaving the job site, all doors and windows must be locked, secured, or left as they were found prior to beginning the work.

Contractors are to provide their own site safety plan for areas that they are working in.

Contractors are reminded that there may be asbestos insulation in our buildings. They are not to disturb any insulation or enter any areas that contain asbestos-containing building materials. If they have any questions, contact the building engineer for directions.

Contractor is not to disable or interfere with any fire or burglary system equipment or telephone lines servicing such equipment. If equipment needs to be removed, relocated, or temporarily disabled, the Contractor needs to coordinate this with the building engineer.

The District will not tolerate acts of theft, vandalism, fighting, or abuse of the facilities or activities that threaten the security and safety of the school environment and its students, staff, and employees.

In summary, good judgment must be used to protect the learning environment. Failure to comply with the above or to exhibit conduct which is deemed not to be in the best interest of the Huron Valley Schools will be grounds for immediate removal from the building and the project.

1.4.1 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

Proposers must identify their company standards of communication as they relate to Contract performance, issue management, and change management. An issue is an identified event that, if not addressed, may affect schedule, scope, service, delivery, quality, or budget. A change is identified as a change in corporate leadership, structure, merger, or acquisition.

1.5.1 Proposer Response: Please explain your communication plan/Contract management.

1.5.2 Primary Account Representative

Proposers must identify by name and location the primary account representatives and key contacts who will be responsible for the performance of a resulting Contract, as well as contact persons for reports and bid documents. Include names, titles, addresses, phone numbers, and email addresses.

1.5.2 Proposer Response:

Primary Account Rep

Contract Signee

Contract Performance

1.6 Customer Service

It is preferred that the Vendor have an accessible customer service department with an individual specifically assigned to Huron Valley Schools. Customer inquiries should be responded to within 48 hours or two (2) business days unless it is an emergency issue. Describe your company’s Customer Service Department (hours of operation, number and location of service centers, regular and emergency response times, etc.)

1.6 Proposer Response:

1.7 Purchase Orders

Requests for quotes will be initiated by participating entities as specific needs arise. Participating entities will issue individual detailed specifications to the pre-qualified vendor pool along with specific response information required, deliverables, and any special terms and conditions. The vendors will respond directly to the requesting agency within the timeframe specified in the quote request. The participating entity will evaluate the responses and determine the vendor that will be awarded a purchase order (PO). Resulting orders are to be delivered and billed directly to these institutions.

1.7 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.8 Delivery and Acceptance

The Proposer will be required to quote prices for all known costs for the requested products and services. Proposer should address the following items and costs in their proposal and other items/costs that they are aware of that may not have been requested in this bid.

· What is your ordering procedure and/or process?

· What are your delivery hours and normal delivery timeframe?

· What is your emergency delivery timeframe?

· How do you prioritize during snow events?

1.8 Proposer Response: Please explain your service ordering processes and procedures.

1.8.1 Reporting Capabilities

Vendors are required to submit quarterly reports and other reporting documents, as it pertains to this Contract.

1.8.1 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.8.2 Shipping/Service Errors

The receiving entities have been instructed to make an immediate inspection on receipt of products/services and to process payment documents promptly. Payment documents, however, will be delayed if the products/services fail to comply with specification requirements or are damaged upon delivery. Products may be rejected for damage, contamination, excessive moisture, or failure to meet specifications.

1.8.2 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.8.3 Invoicing

The Contractor shall invoice each ordering entity directly for products ordered and accepted by that entity. HVS shall receive invoices only for orders issued by HVS. Monthly invoices shall include the following information:

• Purchase Order Number

• Unique invoice number and date

• Description of goods or services being billed for

• Breakdown of charges

• Total amount due

1.8.3 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

If “NO” was answered on any items in Section 1 above, please explain:

1.9 Price Stability and Extraordinary Market Conditions

Pricing submitted by the awarded vendor shall remain firm for a minimum of ninety (90) days from the effective date of the contract. Thereafter, due to the commodity-based and seasonal nature of ice melt products, pricing may be adjusted to reflect documented changes in market or manufacturer costs.

The awarded vendor shall provide at least thirty (30) days' written notice of any proposed price increase and shall provide supporting documentation, such as manufacturer or supplier notices, invoices, published market data, or other documentation acceptable to HVS or the participating agency. Price adjustments shall be limited to the documented change in the vendor's cost for the affected product.

HVS or the participating agency reserves the right to review, negotiate, approve, or reject any requested adjustment. No price increase shall take effect without written approval.

Price adjustments shall apply prospectively only and shall not affect previously issued purchase orders.

When documented market or manufacturer costs decrease, the awarded vendor shall provide a corresponding reduction in contract pricing.

If HVS or the participating agency and the awarded vendor cannot mutually agree upon revised pricing, HVS or the participating agency may purchase the affected products from another source without penalty.

Promotional Pricing Proposer may offer promotional pricing for awarded products and/or services during the Contract term. Upon promotion expiration, the pricing must return to the previous item price and remain in compliance with the pricing requirements of Section 1.9.

Free on Board (F.O.B.) Delivered/Destination (Required) Prices shall be quoted F.O.B. destination, freight prepaid, to the ordering entity. The proposer shall disclose any minimum order necessary to receive delivered pricing and shall separately identify any delivery, fuel, pallet, liftgate, or other charge. Charges not disclosed in the proposal will not be permitted.

1. Bid Pricing Bid pricing must reflect Net 30 payment terms.

2. Quantity Term The Proposer shall use commercially reasonable efforts to fulfill accepted purchase orders, subject to disclosed lead times and product availability. The RFQu does not guarantee any minimum purchase quantity, and the Contractor is not required to accept an order exceeding its disclosed capacity.

3. Rebates and Special Promotional Capabilities All vendors are encouraged to make manufacturer promotions, rebates, and special pricing opportunities available. Huron Valley Schools must approve promotional materials referring to the Huron Valley/CoPro+ Agreement prior to release. Huron Valley/CoPro+ will post rebate and special pricing information on its website.

Guidelines for Vendor promotions for Huron Valley/CoPro+ awarded items:

A. Submit all promotions for approval.

B. Identify the amount of savings.

C. Identify the final price.

D. Specify the time period in which a purchase must be made.

E. Identify the link to a rebate form (preferred) or provide the form.

4. Tax Excluded from Price

(a) Sales Tax: Huron Valley and local units of government are exempt from sales tax for direct purchases. The Proposer's prices must not include sales tax.

(b) Federal Excise Tax: Huron Valley and local units of government may be exempt from Federal Excise Tax, or the taxes may be reimbursable, if articles purchased under any resulting Contract are used for Huron Valley Schools' exclusive use. Certificates showing exclusive use for the purposes of substantiating a tax-free or tax-reimbursable sale will be sent upon request. If a sale is tax exempt or tax reimbursable under the Internal Revenue Code, the Proposer's prices must not include the Federal Excise Tax.

1.9 Proposer Response: Please provide any additional comments regarding pricing, promotions and discounts being offered, and information on other cooperative Contracts held by respondent in the response box below.

1.10 Price Assurance

The awarded vendor agrees to provide pricing to Huron Valley Schools and its participating entities, ensuring the lowest pricing available. If the awarded vendor has existing cooperative Contracts in place, Huron Valley Schools requests equal or better pricing to be submitted.

All pricing submitted to Huron Valley Schools shall include a 2.0% administrative/remittance fee to be payable to the Public Procurement Institute of Michigan (PPIM) by the awarded vendor. It is the awarded vendor’s responsibility to keep all product listings and sales reports up to date and on file with Huron Valley Schools/PPIM.

1.10 Proposer Response: Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

SECTION 2.0 – PROPOSER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the bid documents, including, without limitation, any RFQu Addenda, Appendices, Attachments, and Exhibits, have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the bid documents of RFQu # HV-775-051226-A Ice Melt.

3. The undersigned has reviewed the bid documents and fully understands the requirements in this bid and that each Proposer who is awarded a Contract shall be, in fact, a prime Contractor, not a subcontractor, and agrees that its bid, if accepted by Huron Valley Schools, will be the basis for the Proposer to enter into a Contract with Huron Valley Schools in accordance with the intent of the bid documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements listed in all Sections of this RFQu:

· Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

· Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

· Assurance Regarding Access to Records and Financial Statements

· Iran Economic Sanctions Act

· Familial Relationship Disclosure

· Non-Collusion Affidavit

· Price Assurance Certification

6. The selected Contractor(s) will be required to sign a Confidentiality Agreement to protect the data supplied by the schools and agencies. The selected Contractor(s) will adhere to all provisions of the Federal Family Educational Rights and Privacy Act (FERPA, 20 U.S.C. 1232g), Michigan Education Code, and District policies regarding the protection and confidentiality of data. At all times, the Contractor(s) will consider all data collected in the course of their duties to be protected and confidential.

7. The undersigned acknowledges that the Proposer will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFQu and associated bid documents.

8. It is the responsibility of each Proposer to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a bid, the Proposer certifies that if awarded a Contract they will make no claim against Huron Valley Schools based upon ignorance of conditions or misunderstanding of the specifications.

9. Patent indemnity: Vendors who do business with the Huron Valley Schools shall hold Huron Valley Schools, its officers, agents, and employees, harmless from liability of a nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the Contract or purchase order.

10. Insurance certificates are not required at the time of submission. However, if awarded, the Contractor agrees to meet the minimum insurance requirements posted in the terms and conditions. This documentation must be provided to Huron Valley Schools prior to award and shall include an insurance certificate and additional insured certificate, naming Huron Valley Schools, which meets the minimum insurance requirements, as stated in the terms and conditions.

11. Should a proposer find discrepancies in, or omissions from, the specifications, details, instructions and bid proposal form, or should the proposer be in doubt as to the meaning, the proposer should notify the bid contact who will post an Addendum. The bid contact shall not be responsible for any oral instructions.

12. It is the Proposer's responsibility to note any detail or specification that, in his opinion, is not practical or functional.

13. Interpretations and supplemental instructions will be issued by Addenda. No Proposer shall rely on any interpretations or corrections given by any other method. Interpretations, corrections, or changes of the Bidding Documents made in any other manner will not be binding.

14. Copies of addenda will be made available for inspection wherever Bidding Documents are posted.

15. Addenda will not be issued later than three (3) days, (72 hrs.) prior to the date of receipt of bids (excluding weekends and holidays), except an addendum withdrawing the request for bids or postponing the bid date.

16. Failure of the Proposer to receive such addenda shall not relieve him from any obligation under his bid as submitted.

17. Failure to comply with instructions stated in this section may result in rejection of the bid.

18. After a Contract agreement has been executed, the Proposer shall not be allowed any sum over and above the price(s) specified in the Contract agreement, except for price adjustments approved in writing in accordance with Section 1.9.

19. Huron Valley Schools requires all Contractor owners, employees, agents, representatives, subcontractors, and/or other personnel who will be present on School grounds to submit to a criminal history background check. This background check will include a requirement for each Contractor owner, employee, agent, representative, subcontractor, and/or other personnel to be screened before he/she enters School grounds. A valid State ID card or Driver’s License is required to complete the background check. Once screened, the District will provide approved personnel with a Contractor Badge with a unique number.

Solicitation Terms and Conditions – HVS/ CoPro+ Master Agreement Template: Business Office | (hvs.org)

Type of Entity/Organization (check one):

☐ Corporation ☐ Joint Venture ☐ Limited Liability Partnership ☐ Partnership ☐ Limited Liability Corporation ☐ Non-Profit / Church ☐ Other:

Street Address:

City:

State:

Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number

Primary Contact Email Address:

Dun & Bradstreet (D&B) Number (if applicable):

Has your company been debarred by the Federal Government? ☐ Yes ☐ No If yes, has it been lifted and if so, when?

Has your company been debarred by State Governments? ☐ Yes ☐ No If yes, has it been lifted and if so, when?

Brief history of your company, including the year it was established:

Signature:

Name and Title of Signer:

Date:

Please include a current copy of a W-9 with your proposal.

2.2 References

Provide a minimum of three (3) customer references for ice melt products and/or services of similar size, scope, and complexity dated within the past five (5) years.

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced (mm/yy – mm/yy):

Description of Services:

Annual Sales Volume:

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced (mm/yy – mm/yy):

Description of Services:

Annual Sales Volume:

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced (mm/yy – mm/yy):

Description of Services:

Annual Sales Volume:

2.3 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 from participating in this transaction by any Federal department or 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 hereby 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 Michigan Department of Education (MDE).

Assurance Regarding Access to Records and Financial Statements The applicant hereby assures that it will provide the pass-through entity, i.e., the Huron Valley Schools, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with 2 CFR, Part 200, Subpart F, and Compliance Supplement for the U.S. Department of Education.

Iran Economic Sanctions Act The prospective vendor certifies that its organization, by submission of this proposal, is not an Iran Linked Business. Please refer to the “Iran Economic Sanctions Act” Public Act 517 for clarifications or questions. Huron Valley Schools as a Michigan public entity is required to follow Public Act 517 of 2012.

Vendor Signature:

Date:

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:

2.4 DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the proposer and any member of the Huron Valley Schools Board of Education or the Huron Valley Schools District Superintendent must be accompanied with the bid. Bids without this disclosure statement will not be accepted.

The members of the Huron Valley Schools Board of Education are listed on the following website:

https://www.hvs.org/page/board-of-education

Dr. Paul Salah is Huron Valley Schools’ Superintendent.

The Following are the familial relationships:

☐ There are none.

Vendor Signature:

Date:

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:

2.5 NON-COLLUSION AFFIDAVIT

STATE OF MICHIGAN)

) ss:

[NAME OF COUNTY])

The undersigned proposer or agent, being duly sworn on oath, says that he/she has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him/her, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding.

He/she further says that no person or persons, firms, or corporation has, have, or will receive directly or indirectly, any rebate, gift, fee, commission, or thing of value on account of such sale.

Subscribed and sworn to before me this ______day of___________________, 20___.

My commission expires: _____________________

County of residence: ________________________

Notary Public Signature Seal

(Return this completed form with bid package)

SECTION 3.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains key project dates and activities as well as instructions to proposers on how to prepare and submit their proposal:

TIMETABLE

*Responses received later than the specified deadline will be disqualified.

3.1 Huron Valley Schools Responsibility

Huron Valley Schools is not responsible for representations made by any of its officers or employees prior to the execution of the Master Agreement unless such understanding or representation is included in the Master Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at the Huron Valley Schools Administrator/Purchasing Agent designee’s sole judgment, and his/her judgment shall be final.

3.3 Proposer Questions

Proposers may submit written questions regarding this RFQu by e-mail to the address identified below. All questions must be received by 12:00 pm ET (Eastern Time) no later than Monday, August 31, 2026. All questions, without identifying the submitting company, will be compiled with the appropriate answers and issued as an addendum to the RFQu.

When submitting questions, please specify the RFQu section and paragraph number and quote the language that prompted the question. This will ensure that the question can be quickly found in the RFQu. Huron Valley Schools reserves the right to group similar questions when providing answers. Questions should be addressed to:

Email address: clayton.thompson@ppim.org

Huron Valley Schools may modify the RFQu at any time during the bid process. All changes to the RFQu will be posted under the bid number, and each posting officially revises the RFQu.

3.4 Preparation of the Proposal

Each Proposer must submit a complete proposal in response to this RFQu. The proposal must remain valid for at least 120 days from the due date for responses to this RFQu.

The Proposer will be responsible for completing and submitting the following sections of this RFQu:

Section 1.0 – Proposer Responses to Scope of Work and Pricing - The Proposer’s proposal must include detailed responses to each of the outlined requirements in the text boxes provided. There is no requirement or limitation on the number of words for these responses.

Section 2.0 – Proposer Information and Acceptance – The Proposer will be required to complete the information in this section and provide required signatures and notarization.

3.5 Bid Submission Deadline

The Deadline for receipt of Bids is Monday, September 28, 2026, 12:00 PM Eastern Time (the "Due Date"). Any bids received after this time will not be opened.

E-mail the bid, with the subject line as Ice Melt HV-775-051226-A to:

bids@hvs.org

Below is the Microsoft Teams invite if you are interested in attending on 9/28 at 12:10 PM ET.

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/248400565400154?p=BDV0c26O8AyAuU3kB9

Meeting ID:

248 400 565 400 154

Passcode:

Dx3dG6Ti

3.6 Adherence to Minimum Mandatory Requirements (Pass/Fail)

Huron Valley Schools’ Administrator or designee shall review Sections 1.1, Minimum Mandatory Requirements, and 2.0 Proposer Information and Acceptance, to determine whether the Proposer meets the minimum mandatory requirements of this RFQu.

Failure of the proposer to comply with the minimum mandatory requirements may eliminate its proposal from any further consideration. Huron Valley Schools may elect to waive any informality in a proposal if the sum and substance of the proposal is present.

3.7 Evaluation Process

All bids will be reviewed for compliance with the minimum mandatory requirements stated within this RFQu. Bids not meeting the minimum mandatory requirements will be deemed non-responsive and eliminated from further consideration. Huron Valley Schools may elect to waive any informality in a proposal if the sum and substance of the proposal is present.

A. Huron Valley Schools may contact the proposer for clarification of the proposer's bid.

B. Huron Valley Schools may use other sources of information to perform the evaluation.

C. Huron Valley Schools may require the proposer to submit additional and/or supporting materials.

Responsive bids will be evaluated on the factors identified in this RFQu. The Proposer(s) whose bid is most advantageous, taking into consideration the evaluation factors, will be recommended for award approval.

After a prospective vendor(s) has been selected, Huron Valley Schools and the prospective vendor(s) will negotiate a Master Agreement. If a satisfactory Master Agreement cannot be negotiated, Huron Valley Schools may, at its sole discretion, begin negotiations with the next qualified proposer who submitted a proposal. It is anticipated that pre-qualified Contract awards will be made to multiple vendors.

A solicitation may be cancelled, or any or all bids or proposals may be rejected in whole or in part, when it is in the best interest of Huron Valley Schools in accordance with regulations.

2. Company Profile (Section 2.1) – 15 points

3. References (Section 2.2) – 20 points

4. Pricing (Section 1.9 and Attachment A) – 40 points Total points possible = 100 points

Award(s) shall be made to the most responsible vendor(s) whose proposal is determined to be the best value to Huron Valley Schools, taking into consideration the terms and conditions set forth in this RFQu. A valid and enforceable Contract exists when an agreement is fully executed between Huron Valley Schools and the awarded vendor.

3.9 Optional Tools to Enhance Evaluation Process

Huron Valley Schools, during the evaluation of proposals may find it necessary to utilize one or multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select the best offering to Huron Valley Schools:

· Clarifications

· Deficiency Report

· Oral Presentation

· Site Visit

· Best and Final Offer (BAFO)

· Negotiations

3.10 Huron Valley Schools Option to Reject Proposals

Huron Valley Schools may, in its sole and absolute discretion, reject any or all proposals submitted in response to this RFQu. Huron Valley Schools shall not be liable for any costs incurred by the proposer in connection with the preparation and submission of any proposal. Huron Valley Schools reserves the right to waive inconsequential disparities in a submitted proposal.

3.11 Freedom of Information Act

This Contract and all information submitted to Huron Valley Schools by the Contractor and proposers is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

Huron Valley Schools shall not, in any way, be liable or responsible for the disclosure of any such record or any parts thereof, if disclosure is required or permitted under the Michigan Freedom of Information Act or otherwise by law. The Proposer(s) must specifically label only those provisions of the proposal, which are actually trade secrets, confidential, or proprietary in nature. A blanket statement of confidentiality or the marking of each page of the proposal as "Trade Secret", "Confidential", or "Proprietary" shall not be permitted. Any such designation will be disregarded.

By submitting a response to this RFQu, the Proposer shall be deemed to have agreed to indemnify and hold harmless Huron Valley Schools for any liability arising from or in connection with Huron Valley Schools failure to disclose, in response to a request under the Michigan Freedom of Information Act, any portion or portions of the Proposer's response to this RFQu which have been marked "Trade Secret," "Confidential," or "Proprietary."

3.12 Contacts with Huron Valley Schools Personnel

All contact with Huron Valley Schools regarding this RFQu or any matter relating thereto must be e-mailed as follows:

Email address: clayton.thompson@ppim.org

If it is discovered that a Proposer contacted and received information regarding this solicitation from any Huron Valley Schools personnel other than the Procurement Contact, Huron Valley Schools, in its sole discretion, may disqualify its proposal from further consideration. Only those communications made by Huron Valley Schools in writing will be binding with respect to this RFQu.

3.13 Final Agreement Award Determination

Huron Valley Schools reserves the right to make one total award, one award for each category/section, multiple awards, or a combination of awards, and to exercise its judgment concerning the selection of one or more proposals, the terms of any resultant agreement(s), and the determination of which, if any, proposal(s) best serves the interests of Huron Valley Schools.

APPENDIX A – Regional Services Map

1. Upper Peninsula

2. Northwest

3. Northeast

4. West

5. East Central

6. East

7. South Central

8. Southwest

9. Southeast

10. Detroit Metro

Appendix A – Regional Services Map Proposer Response: Please indicate the regions in which you provide service.

Attachment A Pricing Schedule Pricing Instructions Using the table below:

1. List each proposed product on a separate row. Add rows if needed.

2. Enter the delivered unit price per bag. For orders meeting the stated minimum, this price must include the 2.0% PPIM administrative/remittance fee and all standard delivery costs to the Huron Valley Schools locations listed in Attachment B, including freight, fuel, handling, pallet, and liftgate charges.

3. Enter any minimum order and the delivery fee, if there is any, for orders below that minimum. Enter “None” or “$0.00” if no minimum or fee applies. Any delivery charge for other participating-agency locations must be disclosed in the vendor’s response to the individual quote request.

4. Attach the manufacturer’s specification sheet and Safety Data Sheet (SDS) for each proposed product.

5. HVS purchases ice melt on an as-needed basis; the QTY in the table below is for example purposes only. No quantity is guaranteed. All mandatory charges must be disclosed; undisclosed fees will not be permitted.

SAMPLE

Total

Attachment B Huron Valley Schools Locations

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