Invitation to Bid - Lathes.pdf

INVITATION TO BID

LATHES

Ingham Intermediate School District (“Ingham ISD”) is accepting sealed bids for two Lathes as described in the attached specifications.

Sealed bids are to be returned no later than March 8, 2019 at 10:00 am EST to Ingham Intermediate School District, Thorburn Education Center, Purchasing Department, 2630 West Howell Road, Mason, Michigan, 48854, at which time they will be publicly opened. Bids received after the specified date and time will not be accepted. Email, facsimiles, verbal or any other responses are not acceptable.

Please include the following information on the outside of your sealed envelope:

Name of submitting firm SEALED BID: Lathes - ITB

DUE: March 8, 2019 at 10:00 am

No responsibility shall attach to District or their representatives for premature opening of any bid which is not properly addressed, delivered and identified.

Please submit one (1) original and one (1) copies of the completed bid, as well as an electronic version via either CD or Flash Drive. Please note your company name on the flash drive or CD submitted. Incomplete bids may not be accepted. Please see below timeline.

ITB distributed to vendors February 26, 2019 Questions due from vendors March 4, 2019 by 5:00 pm EST Answers due to vendors March 5, 2019 Bids due from vendors March 8, 2019 by 10:00 am EST Public Bid Opening March 8, 2019 at 10:00 am EST Estimated bid award March 20, 2019

Ingham Intermediate School District, Thorburn Education Center, Purchasing Department, 2630 West Howell Road, Mason, MI 48854

If there are any questions regarding the bid process, specifications or services required, please send them in writing via email to purchasing@inghamisd.org by March 4, 2019 by 5:00 pm. Answers will be submitted to vendors no later than March 5, 2019. Only written questions and corresponding answers shall be binding.

Sincerely, Carolyn Jones Purchasing Specialist Ingham Intermediate School District mailto:purchasing@inghamisd.org

SPECIFICATIONS

It is the preference of Ingham ISD to obtain pricing on two Standard Modern Lathes to be used in an educational school setting. However, alternatives are acceptable if they meet the listed specifications.

It is the bidder’s responsibility to note any alternatives or detail/specification that in his/her opinion is not practical or functional.

o Standard Modern Engine Lathe – Model 1440

▪ Includes all standard features and accessories

▪ 208V 3 phase electrical o Aloris Quick Change Tool Post – 5 piece set o Iron Body 6” 3-jaw chuck o Iron Body 8” 4-jaw chuck o Factory Installed Digital Readout o Mounted Chuck Guard o Interlock/Electric Door Lock o Work light o Rear Splash Guard o Two extra manuals

GENERAL TERMS AND CONDITIONS

1. It is the desire of Ingham ISD to select a vendor that can provide the best overall value rather than simply choosing the lowest cost bidder. All considered bids must meet or exceed all specifications herein. While pricing for a preferred brand is being requested, Ingham ISD is willing to consider any “like” products from different manufacturers as long as they meet the bid specifications.

2. Ingham ISD reserves the right to accept or reject any or all bids, or portions thereof, if it deems such action to be in its best interest. Ingham ISD reserves the right to award a contract to other than the lowest bidder and has sole discretion to determine the lowest responsible bidder.

Furthermore, Ingham ISD reserves the right to split any ensuing award among multiple vendors or to award the bid in whole to one vendor.

3. Ingham ISD reserves the right to conduct discussions, request additional information and negotiate with selected vendors prior to award of the contract.

4. Ingham ISD reserves the right to retain all bids submitted and to use any ideas in a bid regardless of whether the bid is accepted or not.

5. Bid submission shall be firm for ninety (90) days from the date of bid opening.

6. By responding to this solicitation, the bidder agrees to and will be solely responsible for doing the research to ascertain that its solutions offered meets or exceeds all federal, state, local, and industry regulations, rules, standards, and/or requirements.

7. The bid award will occur after approval from the Board of Education. Once a Vendor has been chosen, Vendor must work with Ingham ISD staff to establish an acceptable timeline for receiving and installation.

8. Ingham ISD expects that the contract with the successful vendor will include a high level of customer service throughout the life of the contract.

9. Ingham ISD shall not be responsible for any cost or expense the Vendor incurs in implementing the requirements of this bid document. All equipment, transportation, installation, disposal fees, and any other expenses necessary for proper execution of the contract are the responsibility of the vendor and are to be included and considered part of the bid price.

10. Ingham ISD shall issue the vendor a purchase order in connection with this bid. Invoice(s) for the items shall note the purchase order number and be sent by U.S. Mail to Ingham ISD, 2630 W Howell Rd, Mason, MI 48854, emailed to accountspayable@inghamisd.org or faxed to 517- 676-8007. All payment terms will be a minimum of Net 30. Any early payment discounts should be noted on Attachment B.

11. Any Vendor who will be performing any part of this bid on site at Ingham ISD shall maintain in effect at all times during the term of this Agreement, at their own expense and with insurers licensed to do business in the State of Michigan, and shall furnish satisfactory evidence to Ingham ISD of the following insurance coverage:

a. Commercial General Liability Insurance on an “occurrence” basis with limits of liability not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate limits for personal injury, bodily injury and property damage liability.

b. Workers’ Compensation Insurance including Employers Liability coverage, in accordance with all applicable statutes of the State of Michigan.

c. Errors and Omissions coverage in an amount not less than $1,000,000.

d. Employment Practices Liability (EPLI), including third party coverage, in an amount not less than $1,000,000.

e. Commercial Umbrella Liability coverage – over all of the above coverages and limits in an amount not less than $2,000,000

f. Motor Vehicle Liability: If Vendor, or its employees, will use motor vehicles to satisfy its responsibilities under this contract, then Vendor must have a minimum amount of $1,000,000 per occurrence combined single limit including coverage for hired or leased vehicles, and owned and non-owned vehicles with No-Fault coverage as required by law. If an insurance coverage furnished by Vendor is on a “claims made” basis, the Vendor shall continue the coverage required under this contract for a minimum period of three years after the expiration or termination of this contract.

g. Cancellation Notice: Commercial General Liability, Worker’s Compensation, Errors and Omissions, Employment Practices Liability and Commercial Umbrella Liability insurance as described above shall include an endorsement stating the following: “It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change shall be sent to CUSTOMER.”

h. Certificates of insurance shall name Ingham ISD as additional insured parties for all coverage listed above.

12. The Vendor must know Ingham ISD is a governmental unit and is thus exempt from the payment of all State and Federal taxes. The prices quoted by the Bidder must therefore not include taxes.

13. Submission of a bid indicates acceptance by the Vendor of the conditions contained in this invitation to bid, unless clearly and specifically noted by the Vendor in the applicable section of the Vendor Signature Page, Attachment A, of the bid submitted. Any Vendor exceptions will need to be confirmed in writing by Ingham ISD before they are accepted.

14. Negligence in preparation, improper preparation, error in and/or omissions from the bid shall not relieve the Vendor from fulfillment of any and all applicable obligations and requirements of this bid.

15. Vendor understands that in the course of performing services called for, that they may gain access to certain confidential information. In such event, it is agreed that Vendor will withhold such confidential information from any third party as long as it is allowed by law.

16. Ingham ISD reserves the right to terminate the contract at any time due to the Vendor’s failure to comply with the terms of the contract. A finding of noncompliance may result in the termination of the contract.

17. The Vendor will protect, defend and indemnify Ingham ISD, its officers, agents, volunteers and employees from any and all liabilities, claims, liens, fines, demands and costs, including legal fees, of whatsoever kind and nature which may result in injury or death to any person, including the Vendor’s own employees, and for any loss or damage to any property, including property owned or in the care, custody or control of Ingham ISD in connection with, or in any incident, or arising out of the occupancy, use, service, operations, performance or non-performance of work in connection with this contract resulting in whole or in part from negligent acts or omissions of the Vendor, any subcontractor, or any employee, agent or representative of the Vendor or any subcontractor.

18. This solicitation/ITB, the bid submitted by the successful Vendor, attachments and mutually negotiated addenda constitute the entire contract between the Vendor and Ingham ISD.

Additional documents and/or agreements, including non-negotiated provisions developed by the Vendor are not part of the executed contract.

19. The installation shall be done by trained and qualified personnel. Vendor will pay for any failure to conform or for any defect. In addition, Vendor will repair/replace any damage occurring to Ingham ISD or its members controlled, real or personal property when that damage is the result of the contractor or subcontractor’s failure to conform to contract requirements or any defect in equipment, material, workmanship, or design furnished or in compliance with federal, state, and local laws, codes, regulations and standards. Vendor’s warranty with respect to work done, repaired or replaced under these conditions will run for one (1) year from the date of repair or replacement or completion.

20. Vendor may offer extended warranties or maintenance agreements if available at an additional cost to Ingham ISD. The extended warranties or maintenance contract must be offered as a separate line item.

21. Vendor shall take care to protect all existing structures, equipment, trees, landscaping, etc. and will keep parking lots and District grounds free of debris.

22. Use of tobacco products will not be allowed on Ingham ISD’s property by Vendor or any of Vendor’s employees. This includes in personal vehicles on Ingham ISD’s property.

23. Vendor is responsible for the protection and safekeeping of all their own materials and equipment stored on Ingham ISD premises.

24. All work will be in compliance with OSHA safety requirements and any District, State and National guidelines or requirements including, but not limited to:

* Personal Protective Equipment

* Hazard Communications (MSDS)

* Confined Space

* Lockout/Tagout *Any other laws, guidelines, mandates, etc.

25. This contract is to be interpreted by the laws of Michigan. The parties agree that the proper forum for litigation arising out of this contract is in Ingham County, Michigan.

26. A bidder who wishes to file a bid protest shall file such notice in writing to the Superintendent within seventy-two (72) hours of the bid opening. Within five (5) days of receipt of a protest, the Superintendent shall review the protest as submitted and render a decision regarding the merits of the protest and any impact on the acceptance and rejection of bids submitted. Notice of the filing of a bid protest shall be communicated to the Board of Education and shall be so noted in any subsequent recommendation for the acceptance of bids and awarding of contracts. Failure to file a formal written protest within the time prescribed shall constitute a waiver of proceedings.

27. A bid greater than $50,000 shall be accompanied by a bid security underwritten by a surety company licensed to issue bid bonds in an amount of not less than 5% of the total base bid sum, pledging that the Vendor will enter into a contract with the Owner under the terms stated in this ITB.

28. Proposals may be withdrawn and/or changed any time prior to the bid opening. Proposals may not be withdrawn or changed after the bid opening time; and shall be deemed a firm offer continuing for ninety (90) days.

29. Should Vendor’s company be sold during the life of this agreement, Vendor maintains that the pricing, contract, and terms and conditions of this agreement shall be binding upon any successor or new ownership.

30. A Bid by a corporation shall be executed in the corporate name by the president or a vice-president or other corporate officer accompanied by evidence of authority to sign. The corporate seal shall be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be shown below the signature.

31. A Bid by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature), accompanied by evidence of authority to sign. The official address of the partnership shall be shown below the signature.

32. A Bid by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm shall be shown below the signature.

33. From the issue date of this RFP until a Contract has been awarded and announced, prospective Bidders are not allowed to communicate about the subject of the RFP or a Bidder’s Proposal with the School District(s), its Board of Education, administration, staff, teachers, or students, except as provided in the vendor questions and answers as noted in the timeline.

34. Upon completion of the installation, the Vendor will present Ingham ISD with all documents necessary to close out the purchase, including but not limited to:

a. Maintenance Manuals

b. Two (2) copies each of procedures of using and maintaining the materials and equipment installed

c. Executed warranties on installed products and equipment

d. Safety Data Sheets for any materials supplied

e. Training for staff of Ingham ISD

SUBMISSION OF BIDS

Bid pricing must include:

• Material costs

• Any additional costs (including, but not limited to, manufacturer start up, warranty, software and license costs each year)

• Delivery/freight costs

• Customs fees

• Machine set-up

• Lead times once the order is placed with vendor.

• All equipment needed to complete job

• All labor

• Applicable training fees

• Vendor shall include warranty information for all items included in their proposal pricing o Vendor Signature Page – Attachment A o Complete Attachment A-Vendor Signature Page. A corporate official legally authorized to bind the company must sign the Vendor Signature Page in black or blue ink.

o Additional Vendor Information – Attachment B o Please complete Attachment B with additional vendor information.

o Iran Affidavit – Attachment C o Public Act 517 of 2012 defines an Iran Linked Business as: 1) a person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or 2) a financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran. Please sign certifying that your company is not an Iran linked business.

o Familial Disclosure – Attachment D o Complete and submit with proposal o Bid Proposal Sheet – Attachment E o Complete and submit with proposal

Bids Will Be Returned To Ingham Intermediate School District Thorburn Education Building, Purchasing Office 2630 West Howell Road Mason, MI 48854

Bid Due Date Friday, March 8, 2019 10:00 am EST or before

Company Name

Mailing Address

Licensure and Number

Name of Person Completing Bid

Email of Person Completing Bid

Telephone Number Fax Number

Any exceptions need to be confirmed in writing before being accepted by Ingham ISD.

Form to be signed by authorized company representative in either blue or black ink

Authorized Signature

Name of Signatory Title of Signatory

Attachment A - Vendor Signature Page Lathes

Contact Information

Authorized Signature

Exceptions

Please list out any exceptions to the terms, conditions or specifications to the Lathes

By signing below, the undersigned certifies that he/she has read and understands the instructions and conditions to Vendors, the information provided is accurate and that a duly authorized agent of your firm has signed this proposal. The bidder certifies offers to furnish products and/or services in strict accordance with the requirements of the proposal including terms and conditions; bidder certifies that they understand the services to be provided; that prices quoted are correct; and that this proposal is valid ninety (90) days from the date submitted. Further, that he/she will abide by these terms and all applicable state, federal and local laws and regulations governing the services requested. The undersigned also certifies that the company has not been debarred or suspended from doing business with the federal government and does not appear on SAM (System for Award Management) as an Excluded Party.

Company Information

1. School District/Company Name

Address

Contact Name Phone Number

2. School District/Company Name

Address

Contact Name Phone Number

3. School District/Company Name

Address

Contact Name Phone Number

● W-9 Form Attached Yes No

● Does your company accept EFT Payments? Yes No

● Can your company invoice electronically? Yes No

Yes No

● Yes No

Attachment B - Additional Vendor Information Lathes

Standard payment terms are a minimum net 30 days. Please note any early payment term discount and/or deferred payment programs.

Please provide any additional information that you believe to be relevant to this ITB and your capabilities to provide the services required.

Has your firm been debarred or suspended from doing business with any agency of the Federal Government in the past five years?

Has your firm been debarred or suspended from doing business with any State Government in the past five years.

Additional Information

Payment Terms

Reference Information Please provide a minimum of three references (K-12 institutions preferred) where similar program has been utilized within the past five years, or is being completed. This list must include names, addresses and phone numbers of the individuals at the place of business to be contacted.

Vendor Information

The undersigned, the owner or authorized officer of

Name of Bidder

By

Date

State of )

County of )

This instrument was acknowledged before me on the day of , date month year by Bidder Signature Name

Notary Signature

Notary Name

County, My Commission Expires

Acting in the County of

Attachment C - Iran Affidavit Lathes

Notarized Signature

SS.

(the “Bidder”), pursuant to the compliance certification requirement provided in the Ingham Intermediate School District (“Ingham ISD”) Lathes Invitation to Bid, hereby certifies, represents and warrants that the Bidder (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 Bidder is awarded a Contract as a result of the aforementioned Request for Proposal, the Bidder will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of Ingham ISD'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 an Invitation To Bid for three (3) years from the date the it is determined that the person has submitted the false certification.

AFFIDAVIT OF COMPLAINT - IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

Vendor Information

1.

2.

3.

4.

5.

Signature(s):

Title:

Name of Firm:

) SS

On this , before me a Notary agent of the said firm

The following are familial relationships as described above (provide employee name, family contact name, family contact position, and familial relationship or NONE).

Attachment D - Familial Disclosure Lathes

All bidders must complete the following disclosure form in compliance with MCL 380.1267 and attach this information to their proposal.

By the attached sworn and notarized statement, we are disclosing the following familial relationship(s) that exists between the owner or any employee of the Vendor and any member of the Districts’ Board, employees, or the superintendent.

Disclose any familial relationship and complete the form below in its entirety:

Owner/ Employee Name Related To: Relationship

My Commission Expires

Notarized Signature

Vendor Information

Public in and for said county, personally appeared

Notary Public

State of

County of and who acknowledged the same to be his free act and deed as such agent.

day of

Attachment E

Ingham Intermediate School District

LATHES

Pricing Proposal

Vendor Name Phone

Contact Name Email

QTY ITEM PRICING

2 Standard Modern Engine Lathe – Model 1440 $

List all features and accessories included with each Model 1440

State electrical connection required:

Warranty Information:

2 Quick Change Tool Post – 5 piece set $

2 Iron Body 6” 3-jaw chuck $

2 Iron Body 8” 4-jaw chuck $

2 Factory Installed Digital Readout $

2 Mounted Chuck Guard $

2 Interlock/Electric Door Lock $

2 Work light $

2 Rear Splash Guard $

4 Extra manuals (total of 2 per machine) $

2 Shipping/Delivery $

2 Customs Fees $

2 Machine Set-up $

2 Extended Warranty/Maintenance Agreement $

1 Machine Training for use and maintenance $

Other: $

Other: $

Other: $

TOTAL FOR TWO LATHES $

Can two machines be delivered prior to June 28, 2019 if anticipated order date is March 20, 2019?

If no, expected delivery date for two machines ordered together:

Is your company willing to split this bid into two separate orders if shipping one would allow for receipt by June 28th, 2019 and the other to be received after July 1, 2019?

If so, please provide total price and estimated delivery date for each machine shipping separately with the same specifications as above

First machine estimated delivery $

Second machine estimated delivery $

The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an Agreement with Owner in the form included in the Bidding Documents for the prices and within the times indicated in this Bid and in accordance with the other terms and conditions of the Bidding Documents.

Signature Printed Name

Company Date