IP Clocks and Paging - Technology Dept - 2024 Invitation.pdf

VAN BUREN INTERMEDIATE SCHOOL DISTRICT

Lawrence, Michigan

Bid Solicitation

IP Clocks and Paging Van Buren Tech

VAN BUREN INTERMDIATE SCHOOL DISTRICT

INVITATION TO BID

IP Clocks and Paging – Van Buren Tech

The VAN BUREN INTERMEDIATE SCHOOL DISTRICT is soliciting competitive bids for the deployment of IP Visual Paging endpoints to be utilized for emergency messaging at the Van Buren Tech, 250 South Street, Lawrence, MI 49064. The bid is to be a turn-key solution which includes: installation of IP visual endpoints, network cabling where necessary, and configuration. Configuration of the IP clock/speaker must be compatible with the Carehawk

CH2000IP.

Sealed bids are due Monday, April 1, 2024 at 2:00 PM at the Van Buren Intermediate School District Business Office, 490 South Paw Paw Street, Lawrence, MI 49064, at which time bids will be publicly opened and read aloud. Bids received after that time will be returned unopened.

Envelopes shall be sealed and marked “Front Office Visual Paging Endpoints – Van Buren Tech Bid”.

All proposals shall be made in accordance with Bidding Documents. Please indicate any additional information or options that are not listed in the specifications.

Bid quotes are guaranteed for 90 calendar days. The Van Buren Intermediate School District reserves the right to accept or reject any or all bids, to waive any irregularities which it deems to be in the best interest of Van Buren Intermediate School District, and right to award contract to other than lowest bidder.

There is an optional site visit at 11:00 AM on Wednesday, March 20, 2024 to enable potential vendors to tour the school, see speaker locations, and ask questions regarding this project.

Direct all questions regarding said proposal to Ryan Cox at (269) 539-5424 or rcox@vbisd.org.

AFFIDAVITS

In compliance with MCL 380.1267, all bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between the owner(s) or any employee of the bidder and any member of the Board of Education of the School District or the Superintendent of the School District. Also, a completed certification form as attached for compliance to the “Iran Economic Sanctions Act” is required with the bid proposal. The Board of Education shall not accept a bid that does not include both disclosure statements.

REQUIRED BIDDER SUBMITTALS

Sealed bid must include the following documents:

1) Bid Proposal

2) Affidavit of Bidder Familial Relationship

3) Affidavit of Iran Economic Sanctions Act

4) Warranty Information

5) An itemized list of all hardware items including quantity, description, part numbers, and cost. (Any cabling cost listed separately.)

mailto:rcox@vbisd.org

VAN BUREN INTERMEDIATE SCHOOL DISTRICT

IP Clocks and Paging Specifications

The district is in need of replacing analog clocks with IP clocks endpoints at the Van Buren Tech, 250 South Street, Lawrence, MI 49064. The proposed system should include IP based endpoint solutions based on location and options. The Van Buren ISD prefers to work with the Carehawk platform and Carehawk Clocks; however, equivalent solutions will also be considered. The awarded vendor must update the current map to reflect the addition of the new IP Endpoints.

Must include any cabling that isn’t currently existing.

Front Office: Twenty-three (23) Single Display Locations

Installation and Configuration

Please provide a cost to install, configure, document and test the above units that are to be integrated into the CH2000IP. The bid should also include one (1) day of knowledge transfer on how to operate, troubleshoot, and program the system for up to ten (10) employees of the Van Buren ISD.

For all options vendor is responsible for:

1. Provide and install CAT6 network cable between each display and nearest owner-provided network switch.

2. Provide, install, and terminate LCD displays.

3. Configure displays on network.

4. Coordinate and configure display message profiles with owner.

Location

Locations for installation will be at the Van Buren Tech, 250 South Street, Lawrence, MI 49064 (maps of speaker locations available on request).

Warranty

All work performed by the vendor shall be warranted for a period of twelve months against material and workmanship, the period to begin upon final inspection and approval of the project. Any defective parts shall be repaired or replaced at the contractor's cost-free of charge for travel time and labor. The vendor shall outline the warranty to be included for the IP Endpoints and the terms of replacements or exchanging parts. The vendor/manufacturer will not charge customer up-front for exchange parts and will credit the returned faulty parts prior to invoicing. Phone technical support, troubleshooting, and basic operation support must be provided for the IP Endpoints for a minimum of 5 years.

Certificate of Insurance

Before commencement of any work, a Certificate of Insurance must be provided by the awarded bidder’s insurance agent or carrier showing required insurance coverage as follows:

Commercial Liability Insurance wrote on an occurrence policy form with limits of liability not less than $1,000,000 each occurrence, $1,000,000 aggregate, combined single limit, that includes coverage for your operations, personal injury, XCU (explosion, collapse, and underground), independent contractors, contractual, and products-completed operations.

Workers’ compensation, including Employer’s Liability Coverage, of $100,000 each accident, $500,000 annual aggregate, in accordance with all applicable Michigan law.

Failure to provide the certificate may be considered a material breach of the agreement and may be grounds for terminating the agreement.

RFP Submittal

Please include in your proposal the following items:

Required bid forms (included in the back of this RFP.

Warranty Information

An itemized list of all hardware items including quantity, description, part numbers, and cost. (Any cabling cost listed separately).

Timeframe/Deadline

Wednesday, March 20th at 11:00 AM - Site Tour (Van Buren Tech, 250 South Street, Lawrence, MI 49064)

Wednesday, March 27th at 3:00 PM - RFP Technical Questions Deadline Monday, April 1st at 2:00 PM - Proposal Due Date Thursday, July 25th at 5:00 PM - Cabling and any available hardware completion.

Thursday, August 1st at 5:00 PM - Mandatory Completion Date

Due to the nature of the project the ISD is imposing a strict time frame for its completion. The project must start no earlier than Monday, June 17th, 2024 and in order to ensure the safety of students and staff, this project will have a deadline for completion of 5:00 PM, Thursday, August 1st, 2024.

VAN BUREN INTERMDIATE SCHOOL DISTRICT

IP Clocks and Paging – Van Buren Tech

BID PROPOSAL:

Company Name:

Address:

City: State: Zip Code:

Contact Person/Signature:

Email: Phone: ( )

Pursuant to and in compliance with the Invitation to Bid and having carefully examined the Bid Documents, the undersigned agrees to enter into an agreement with the Van Buren Intermediate School District to replace analog clocks with IP clocks endpoints at the Van Buren Tech, 250 South Street, Lawrence, MI 49064. The bid is to be a turn-key solution which includes: installation of IP visual endpoints, network cabling where necessary, and configuration as outlined in the Specifications for the sum of:

Total Bid $______________________.______

Variation in Quantities and Configurations Equipment and quantity requirements are the best estimates currently available. The Van Buren ISD reserves the right to modify quantity and configuration requirements. The Vendor agrees to sell the District the revised quantity of items at the unit price as stated in the RFP regardless of quantity changes.

Bid Details (Required)

I AGREE TO ABIDE BY ALL OF THE TERMS OF THIS REQUEST FOR PROPOSAL UNLESS OTHERWISE

STATED IN MY BID PROPOSAL.

Authorized Signature Date

Print Name, Title

Item Quantity Unit Price Total Price

Carehawk CLKMSL 10 (or equivalent) 23

Installation Materials

Installation Labor

Freight/Delivery

Attached Documents:

Affidavit of Bidder Familial Relationship Affidavit of compliance – Iran Economic Sanctions Act) Warranty Information An itemized list of all hardware items including quantity, description, part numbers, and cost. (Any cabling cost listed separately.)

AFFIDAVIT OF BIDDER

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 bidder and any member of the Van Buren Intermediate School District Board of Education or the Van Buren Intermediate School District Superintendent must be accompanied with the bid. Bids without this affidavit will not be accepted.

The members of the Van Buren Intermediate School District Board of Education are: Mary Ann Middaugh, Karen Makay, Kenneth Kent, John Weiss and John Faul.

The Van Buren Intermediate School District Superintendent is: David. D. Manson

The following are the familial relationships:

There are none.

STATE OF MICHIGAN)

) ss

COUNTY OF_________________)

The undersigned, authorized representative of the bidder

(Company name) does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder (Company) Representative

Print Name

Title

Subscribed and sworn to before me this _____day of ___________________, ________.

Notary Public, ______________County, Michigan

My commission expires: ____/____/________

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or an authorized officer of the below-named bidder (the “Bidder”), pursuant to the compliance certification requirement provided in the Van Buren Intermediate School District (the “School District”) Request For Bids For ______________________________ (the “RFB”), 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 the Bidder is awarded a contract as a result of the aforementioned RFB, the Bidder will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Act defines an Iran Linked Business as an individual or any entity, including all successors, parent companies, subsidiaries, and companies under common control, engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, including providing products used to construct or maintain oil or liquefied natural gas pipelines.

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 the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a Request for Proposal for three

(3) years from the date it is determined that the person has submitted the false certification.

STATE OF MICHIGAN)

) ss

COUNTY OF_________________)

The undersigned, authorized representative of the bidder

(Company name) does hereby acknowledge that the bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder (Company) Representative

Print Name

Title

Subscribed and sworn to before me this _____day of ___________________, ________.

Notary Public, ______________County, Michigan

My commission expires: ____/____/________