Instructions to Bidders.pdf

GENESEE INTERMEDIATE SCHOOL DISTRICT

BUSINESS SERVICES

2413 WEST MAPLE AVENUE

FLINT, MI 48507-3493

INSTRUCTIONS TO BIDDERS

PROJECT: Career Technical Education Table & Chair RFP Bids Due by Monday, August 3, 2020 at 2:00 p.m. EST

OWNER: Genesee Intermediate School District Board of Education Erwin L. Davis Education Center 2413 West Maple Avenue Flint, MI 48507-3493

PROJECT DESCRIPTION

The Genesee Intermediate School District Board of Education is seeking bids for the purchase of tables and chairs, as specified in the enclosed document, for CTE, located at G-5081 Torrey Road, Flint, MI 48507 on or before Monday, August 3, 2020, 2:00 p.m. EST.

PART I

Bids

1. The owner will receive sealed written bids until Monday, August 3, 2020, 2:00 p.m. The bid(s) shall be clearly marked on the outside of the envelope, SEALED BID FOR GENESEE ISD – CTE Table & Chair RFP, and addressed as follows:

CYNTHIA MCCAIN

ASSISTANT SUPERINTENDENT FOR BUSINESS SERVICES

GENESEE INTERMEDIATE SCHOOL DISTRICT

2. Each bid must be submitted in writing on the attached Genesee Intermediate School

District Bid Form (Attachment B). One original and two copies of the bid proposal must be submitted to the address provided below. Bids not submitted on the Bid Form, or bids not signed and/or dated will not be considered and will be determined to be a non-bid.

Bids received after Monday, August 3, 2020, 2:00 p.m. or bids submitted by fax or electronic mail, will not be accepted.

3. It is the sole responsibility of each vendor to select a means of bid delivery that will ensure timely delivery to the Genesee Intermediate School District, Erwin L. Davis Education Center, prior to the deadline for receipt of bids. Bids may be hand delivered, by Monday, August 3, 2020, 2:00 p.m., to the following location:

GENESEE INTERMEDIATE SCHOOL DISTRICT

ENTRANCE #1, RECEPTION DESK

The Genesee Intermediate School District Board of Education, employees of the Board or agents acting on behalf of the District assume no responsibility for bid delivery or bids delivered after the Monday, August 3, 2020, 2:00 p.m. deadline.

4. All bids must be completely filled-out and must be signed personally by the bidder, by a partner or by an authorized representative of the company or corporation and shall have the bidder’s business address and telephone number included on the bid form.

5. A notarized copy of Public Act 232 of 2004, Familial Relationship Disclosure

(Attachment C) must accompany all bids. Bids submitted without the notarized Public Act 232 of 2004, Familial Relationship Disclosure, will be determined to be a non-bid.

6. Each bid shall state the complete and total delivered price to the Genesee Intermediate

School District. Price shall include all costs and charges. Please specify the anticipated delivery date in your bid.

7. All labor, equipment and materials provided through these specifications shall be exempt from Michigan Sales and Use Tax.

8. This request for bids does not commit the Genesee Intermediate School District Board of Education to pay any costs or expenses incurred by the vendor for the preparation and submission of a bid, including any bonding requirements and/or any demonstrations that are requested related to the bid. The Board reserves the right to accept or reject any and all bids. The Board reserves the right to split the bid between one or more vendors if it is in the best interest of the District.

9. Bid prices must be valid for ninety (90) days from the date of the bid opening.

10. It is anticipated that representatives from the district will open the bids on Monday, August 3, 2020 2:00 p.m. at the following address: Erwin L. Davis Education Center, 2413 West Maple Avenue, Flint, Michigan 48507.

11. It is further anticipated that a bid award will be made by the Genesee Intermediate

School District Board of Education, at the regular meeting of the Board, on August 11, 2020. Following the bid award, it is anticipated that the purchase order(s) will be issued to the vendor(s) shortly thereafter.

Instructions & Procedures

12. The Genesee Intermediate School District Board of Education reserves the right to accept any bid, reject any part or all bids or to waive any information in the bids should they deem it to be in the best interest of the District.

13. Arrangements for delivery shall be made at least 48 hours in advance of the delivery date. Contact Karl Lang, Director of Operations for Center for Genesee Intermediate School District, klang@geneseeisd.org.

14. The specifications, part description and quantity of each item, by area, are included on the enclosed document, Attachments B Part II.

15. The CTE Tables & Chairs to be purchased must be newly manufactured and must meet the specifications as identified on Attachment B Part II. Substitute manufacturers or substitute equipment will not be accepted.

mailto:klang@geneseeisd.org

16. The Board reserves the right to award the bid after August 11, 2020.

Part II

Specifications

17. Please refer to the enclosed Attachment B Part II document.

Bid Form

18. Please refer to the enclosed Attachment B.

Familial Statement

19. Please refer to the enclosed Attachment C document.

Vendor Certification Statement – NOT an ‘Iran Linked Business’

20. Please refer to the enclosed Attachment D document.

Part III

Terms and conditions

1. All vendor(s) are required to adhere to all job site rules and regulations as governed by the Owner(s) when working at any GISD facility.

2. Should any equipment become installed by the Contractor at GISD facilities (server[s] for example), final location and termination of equipment may be subject to minor changes (at no charge to the Owner[s]) in the field to accommodate the Owner(s) needs.

3. The Owner(s) is an Equal Opportunity Employer. Pursuant to the Executive Order 11246, as amended, the vendor is advised that under the provisions of this order, contractors and subcontractors are obliged to take affirmative action to provide equal employment opportunity without regard to race, creed, color, national origin, age, or sex.

Bidding Requirements

4. By submission of the bid, the bidder declares and certifies:

1. That the said bidder is of lawful age and the only one interested in this bid and that no one other than said bidder has any interest herein.

2. That this bid is made without any previous understanding, agreement, or connection with any other person, firm, or corporation making a bid for the same purpose and is in all respects fair and without collusion or fraud.

3. That no member of the Governing Body (Board of Education, Company Board, etc.) or the Owner(s), nor any officer or employee or person whose salary is payable in whole or in part from the treasury of said Owner(s), is directly or indirectly interested in this bid or in the supplies, materials, equipment, work, or services to which it relates or in any portion of the profits therein.

5. All bid prices shall remain firm for ninety (90) days from the bid opening date. After the award of the contract, all contract prices shall remain in effect for the duration of the project as stipulated in the project. The Owner(s) may add elements to or delete elements from the contract using unit prices provided in the selected vendor’s proposal.

6. As part of the base bid, the selected vendor shall provide service in complete compliance with the specifications that have been prepared for this project.

7. The base bid price shall include, but is not limited to, all services, materials, supplies, shipping, applicable taxes, insurance, labor, etc. for the turnkey service.

8. All questions relative to service requirements shall be written and submitted by e-mail to Cynthia McCain at cmccain@geneseeisd.org. All questions will be answered in addendum form; no questions will be answered verbally. Questions may be submitted up to 72 hours prior to bid due date and time.

9. The following submittals are required. Absence of any submittals required for the bid proposal may disqualify the bid:

With Bid Proposal

1. Bid Form, Attachment B

2. Complete bid response

Upon Award

3. Detailed Timeline/Resources

4. Signed Contract

Upon Completion: See specific section(s) for additional requirements

10. A post-bid meeting and/or questions requiring a written response may be held/directed to the lowest cost compliant bidder(s) for project clarification, bid clarification, technical solutions, etc.

11. The Genesee Intermediate School District reserves the right to accept or reject any part of a bid, the whole bid, or all bids. Any bid not prepared and submitted in accordance with the provisions stated herein, and/or not deemed to be in the best interest of the Owner(s) will be rejected. Proposal information will not be shared with any other vendor until it is deemed “selected” for recommendation to the Owner(s).

12. Parties submitting bids will be notified of action taken as a result of this invitation to bid.

Vendors may be asked to make one or more presentation(s).

13. The bidders may be required to fill out affidavits of non-collusion supplied by the Owner(s). The vendor, its employees and representatives, must not make available or discuss any cost information contained in the sealed copy of the proposal to, or with, any employee of all RFP participants from the date of issuance of this RFP until the responses have been publicly opened and announced, unless allowed by GISD, in writing, for the purpose of clarification or evaluation. Any contact with anyone at the GISD may result in the disqualification of the bidder.

14. The bid proposal, the RFP, and any written clarifications accepted by the Owner(s) shall be binding upon the bidder for performance, as a part of contract documents, should that bidder's proposal be accepted.

mailto:cmccain@geneseeisd.org

15. It is the Owner’s intent to select a service vendor following submission of bid proposals.

However, nature of the proposals, the bid price, and other Owner(s) requirements may alter the timeline for installation and/or requirements in this request.

16. The Owner(s) reserves the right to cancel the RFP and rescind any awards, prior to the start of work, if the work will be delayed more than six (6) months due to circumstances beyond its control. The Owner(s) or its representatives will not be liable for any vendor costs prior to the Owner(s) authorizing the start of work.

17. In accordance with Michigan Public Act 517 of 2012, the Iran Economic Sanctions Act, MCL 129.311, et seq., effective date April 1, 2013, all vendors must certify that they are not an “Iran Linked Business” in order to submit a proposal. The Act prohibits individuals who have economic relations with Iran from submitting bids on request for proposals with the state or any other public entities. The Act also includes penalty provisions for submittal of false certifications. See Attachment D.

Contract, Delivery and Payment

18. The Genesee Intermediate School District is exempt from Michigan Sales and Use Taxes. Tax exemption information will be provided in the contract signed with the awarded vendor. The vendor shall independently determine if it will be subject to sales and use taxes on components purchased to complete the project. The Owner will not pay any sales or use taxes on the complete project and / or any sales or use taxes required of the vendor for components used to complete the work.

Protection of persons and property

19. Provider-supplied materials used or brought on site shall be asbestos-free and lead-free.

Asbestos-free and lead-free are defined as materials that contain zero percent (0%) asbestos or lead. All contractors are to submit to the Owner(s) proof that their materials are free of asbestos and lead.

20. All work performed by the vendor shall meet and/or exceed all federal, state, and local regulations.

21. The provider shall comply with all applicable provisions of the Occupational Safety and Health Act (OSHA) throughout the duration of the specified work. Any work performed or materials brought on site that do not comply with OSHA shall be corrected by the vendor with no cost or responsibility incurred by the Owner(s).

22. Under no circumstance is any representative of the vendor to disturb any asbestos-containing material. All vendors are advised, as may be required by the federal Asbestos Hazard Emergency Response Act (AHERA) or otherwise, that Owner(s) Early Childhood Programs and Services may have asbestos-containing materials present. All areas testing positive for asbestos are documented in booklets located on site.