ITB - 160730 DPW AV Install.pdf

C I T Y O F D E A R B O R N

Abdullah H. Hammoud, Mayor

INVITATION TO BID

FOR

Installation of AV System at DPW

ITB-160730

Issue Date: September 15, 2025

Recommended Site-Visit: September 19, 2025 at 9:00 a.m. Local Time

2951 Greenfield Rd, Dearborn, MI

Pre-bid Question Deadline: September 24, 20025 1:00 p.m., Local Time

Bid Deadline: September 30, 2025 at 3:00 p.m. Local Time

Uploaded to the website, www.mitn.info

Purchasing Contact: Jay Andrews, Sr. Buyer

Email: jandrews@dearborn.gov

DESCRIPTION: Bids are being solicited for the supply and installation of AV equipment/system in a conference room located at the Department of Public Works.

This solicitation, along with all Attachments may be downloaded from the Michigan Intergovernmental Trade

Network (MITN) website at www.mitn.info. Note: Any and all addenda issued by the City of Dearborn must be viewed or downloaded from the above listed website. Award results shall also be posted on the

MITN website.

Bids must be uploaded to the MITN website by the due date and time. Allow time for the uploading process. Late bids will not be accepted by the system. Bids will be opened shortly after the Bid Deadline at the location listed above.

NO HARD COPIES ARE TO BE SUBMITTED

RESPONDENT (COMPANY) NAME:

http://www.mitn.info/ mailto:jandrews@dearborn.gov

CITY OF DEARBORN

INVITATION TO BID 160730

xxxxxxXXXXXXXXXX

TABLE OF CONTENTS

INVITATION TO BID FOR

TABLE OF CONTENTS

INSTRUCTIONS

SPECIFICATIONS/SCOPE OF WORK

SPECIAL INSTRUCTIONS, TERMS AND CONDITIONS

STANDARD TERMS AND CONDITIONS OF AGREEMENT

REQUIRED FORMS

BID FORM

EXCEPTIONS AND ALTERNATIVES FORM

BID PRICE FORM

VERIFICATION OF MINIMUM QUALIFICATIONS FORM

BUSINESS INFORMATION QUESTIONNAIRE

SUBCONTRACTOR FORM

SUBCONTRACTOR FORM CONTINUED

ETHICS IN CONTRACTING VENDOR FORM

INSTRUCTIONS

1. BID INFORMATION AND QUESTIONS: Each bid that is timely received will be evaluated on its merit and completeness of all requested information. In preparing bids, Respondents are advised to rely only upon the contents of this ITB and accompanying documents and any written clarifications or addenda issued by the City of Dearborn Purchasing Division. If a Respondent finds a discrepancy, error or omission in the

ITB package, or requires any written addendum thereto, the Respondent is requested to notify the

Purchasing contact noted on the cover of this ITB, so that written clarification may be sent to all prospective Respondents. THE CITY OF DEARBORN IS NOT RESPONSIBLE FOR ANY ORAL INSTRUCTIONS.

A) All questions must be submitted in writing to the Purchasing contact before the Question Deadline indicated on the front of this document.

B) No communication is permitted between Respondents and other City of Dearborn Departments or

Divisions prior to the award of the bid unless sanctioned by the Purchasing Division.

2. PRE-BID MEETING: A pre-bid meeting concerning this ITB may be held. If so, the date, time and location will be indicated on the cover of this ITB. Staff will be available at this meeting to answer questions about this ITB. Attendance at the meeting is strongly encouraged.

3. ITB MODIFICATIONS/ADDENDA: Clarifications, modifications, or amendments may be made to this ITB at the discretion of the City. Any and all Addenda issued by the City will be posted as noted on the Cover

Page of this document. It is the responsibility of the Respondent to obtain the available Addenda and acknowledge Addenda on the Bid Form of this ITB. Failure to acknowledge Addenda may result in your

Bid being deemed non-responsive and rejected without any further evaluation. If any changes are made to this ITB document by any party other than the City, the original ITB document and associated Addenda in the City’s files shall take precedence

4. BID SUBMISSION:

A) The Respondent must include the following items, or the bid may be deemed non-responsive:

i) All forms contained in this ITB, fully completed

ii) Evidence that the Minimum Qualifications listed in the Specifications/Scope of Work are met.

B) Bids must be electronically uploaded to the MITN (www.mitn.info) website by the due date and time.

Allow yourself some time to go through the uploading process. It is preferred that only one file be uploaded, in PDF, with a size limitation of 20 MB. For assistance on how to upload, contact MITN directly at (800) 835-4603. The MITN system will not allow for late submittals and a submittal must be completed before the due date and time. This responsibility rests entirely with the Respondent, regardless of delays resulting from the uploading process.

C) Submission of a bid establishes a conclusive presumption that the Respondent is thoroughly familiar with the Invitation to Bid (ITB), and that the Respondent understands and agrees to abide by each and all of the stipulations and requirements contained therein. Businesses that have done work for the City of Dearborn are not exempt from submitting required documents or meeting other requirements listed in this ITB.

D) All prices and notations must be filled in. If not offering a bid on a line item, you must write in

N/A or “No Bid.” Mistakes may be crossed out and corrections must be initialed by the person(s) signing the bid.

E) All costs incurred in the preparation and presentation of the bid is the Respondent’s sole responsibility; no pre-bid costs will be reimbursed to any Respondent. All documentation submitted with the bid will become the property of the City of Dearborn.

F) Bids must be held firm for a minimum of 90 days.

G) WITHDRAWAL: Electronic bids can be withdrawn from the MITN website prior to the date and time set for the opening of bids. No Bid may be withdrawn after the deadline for submission.

H) PRICING: In cases where discrepancies are found on the price page when computing the total amount on the price sheet, the unit price shall prevail.

I) DUPLICATE BIDS: No more than one (1) bid from any Respondent, including its subsidiaries, affiliated companies and franchises will be considered by the City. In the event multiple bids are submitted in violation of this provision, the City will have the right to determine which bid will be considered, or at its sole option, reject all such multiple bids.

8. ADDITIONAL PAST PERFORMANCE & ADDITIONAL INVESTIGATIONS: The City of Dearborn reserves the right to make additional investigations into a Bidder and may consider the past performance of the Bidder on other contracts with the City or other entities when making an award decision.

9. REJECTION: The City of Dearborn reserves the right to reject any or all bids, or to accept or reject any bid in part, and to waive any minor informality or irregularity in bids received if it is determined by the

Purchasing Agent that the best interest of the City of Dearborn will be served by doing so. If all Bids are rejected by the City of Dearborn, notice will be posted on the Michigan Intergovernmental Trade Network

(MITN) website as noted on the Cover Page of this document. No Bid will be considered from any person, firm or corporation in arrears or in default to the City of Dearborn on any contract, debt, or other obligation, or if the Respondent is debarred by the City of Dearborn from consideration for a contract award, or if Respondent has committed a violation of the City of Dearborn’s Charter and/or Code of

Ordinances which resulted in a termination of a contract or other material sanction within the five (5) years immediately preceding the date of issuance of this document.

10. PROCUREMENT POLICY: Procurement for the City of Dearborn will be handled in a manner providing fair opportunity to all businesses. This will be accomplished without abrogation or sacrifice of quality and as determined to be in the best interest of the City of Dearborn.

11. BID SIGNATURES: Bids must be signed by an authorized official of the Respondent. Each signature represents binding commitment upon the Respondent to provide the goods and/or services offered to the City of Dearborn if the Respondent is determined to be the lowest responsive and responsible respondent. The resulting contract is not binding until fully executed should the contract require Council approval.

12. CONTRACT AWARD: The City of Dearborn reserves the right to award by item, group or total to the lowest responsive, responsible Respondent. The apparent successful Respondent will be notified at the earliest possible date of the recommendation to award a contract. Award decisions may be subject to approval by the City Council, Mayor, and Corporation Counsel and the resulting contract is not binding until the contract has been fully executed.

13. NO-BID RESPONSE: For those businesses who receive this ITB but who do not submit a bid, it would help the City of Dearborn if you would please return a notice of why you have chosen not to bid.

14. FOIA REQUIREMENTS: Bids are subject to public disclosure after the deadline for submission in accordance with state law.

15. PREFERENCE: When sealed bids are received under Sec. 2-568 of the City of Dearborn’s Code of

Ordinances, Dearborn-based businesses may be awarded a contract as the lowest responsible and responsive bidder, unless otherwise prohibited by law or contract, as follows:

A) For contract amounts up to $100,000.00 The person or business submitting the lowest responsive, responsible bid, according to the requirements of the bidding documents and this division, shall be deemed the best bid. If the lowest bidder is not a Dearborn-based business, any Dearborn-based business with a bid within 10% of the lowest responsible and responsive bid shall be deemed the best bid if it meets all other qualifications found in the bid documents and this division for lowest responsible and responsive bidder other than bid price alone. A lowered bid by a Dearborn-based business which is premised upon, in whole or in part, changes to or variances to the bid specifications, contract requirements, or scope of work, shall be considered non-responsible and will not be considered. Dearborn-based business means the physical and economic relationship to

Dearborn determined by a verifiable business address (not a PO Box) within the corporate boundaries of the City of Dearborn, and the payment of city personal property taxes for not less than one (1) year immediately prior to the date of the bid submittal.

B) No contract awarded pursuant to this section shall be sublet in any matter that permits 50% of more of the dollar value of the contract to be performed by a subcontractor or subcontractors who do not meet the definition of “Dearborn-based.”

C) In no event shall a Dearborn-based business be awarded a contract if the business is not current on real and personal property taxes owed to the City of Dearborn.

D) This section shall not waive or constrain, in any manner, the right and prerogative of the City of

Dearborn to reject any and all bids or proposals, to reject a bid which is in any way incomplete, irregular, not responsive or responsible.

E) Veteran Preference : When sealed bids are received under section 2-568, veteran owned vendors may be awarded a contract as the lowest responsible and responsive bidder, unless otherwise prohibited by law or contract, as follows :

a. The person or business submitting the lowest responsible and responsive bid, according to the requirements of the bidding documents and the division, shall be deemed the best bid. If the lowest responsible and responsive bidder is not a veteran owned vendor, any veteran owned vendor with a bid within 5 percent of the lowest responsible and responsive bid shall be deemed the best bid if it meets all other qualifications found in the bid documents and this division for lowest responsible and responsive bidder other than bid price alone. A lowered bid by a veteran owned vendor which is premised upon, in whole or in part, changes to or variances to the bid specifications, contract requirements, or scope of work, shall be considered non-responsible and will not be considered.

b. No contract awarded pursuant to this section shall be sublet in any matter that permits 50% of more of the dollar value of the contract to be performed by a subcontractor or subcontractors who do not meet the definition of “Veteran owned vendor.”

c. Veteran owned vendor. Means a vendor that is at least 51% owned and controlled by one of more persons that are veterans as defined in this division. In case of a publicly-owned vendor, at least 51% of the stock is controlled by one or more.

16. CITY SEAL USAGE: Use of the City seal in your submittal is strictly prohibited by the City’s Ordinance.

SPECIFICATIONS/SCOPE OF WORK

1. INTRODUCTION: Through this Invitation to Bid (ITB), the City of Dearborn (City) hereby invites businesses that meet the qualifications set forth herein to submit bids for the supply and installation of AV equipment/systems into a conference room located at DPW. Training on the use of the equipment is to be included in the bid price.

2. GENERAL INFORMATION: XXXXXXXXXX

3. MINIMUM QUALIFICATIONS: Respondents (specifically, the business that will be contractually bound under the contract with the City of Dearborn) will be deemed nonresponsive and rejected without any further evaluation if they, as a business, do not meet the following qualifications:

A) The Respondent must have a minimum of five years’ experience providing the required scope of services

B) The Respondent must have performed under at least three similar contracts within the last five years. (Proof of experience must be provided in the form of references.)

4. SCOPE OF SERVICES: Supply and install the equipment identified herein

5. SCOPE OF WORK/SPECIFICATIONS:

Conference Room:

o Install (1) Main Processor in rack o Install (5) Networked Video Decoders behind each display o Install (3) Networked Video Encoders, 1 in rack for wireless content sharing input, 2 HDMI wall plates on the front wall o Install (1) Power Amplifier for Speakers o Install (2) QLAN Network Switches as system backbone o Install (9) 4in Pendant mount speakers from the ceiling beams o Install (1) 7in Touchscreen controller on the front wall o Pages to control audio and video routing and system power (layout customizable) o Install (2) new 86in LG displays with full motion mounts on the side walls to match existing displays o Install (1) Clickshare with 2 buttons for wireless content sharing o Install (1) floor rack for all rackmount system components o Provide all cables necessary for interconnecting equipment o Provide all tools and equipment necessary to install o All cable runs secured with I-beam clamps, D rings, J hooks, or existing cable tray

Contractor Responsibilities:

• Must complete on-site visit and measurements.

• Must provide product demo before installation.

• Installation of all scopes of work and materials.

• Must provide references of similar projects completed.

• Must be point of contact.

• Vendor must provide a 2-year warranty, with on-site service calls.

City of Dearborn Responsibilities:

• The City will offer full access to the facility as needed.

• The City will assist with internal electrical needs, as requested.

SPECIAL INSTRUCTIONS, TERMS AND CONDITIONS

1. SUBMISSION REQUIREMENTS: The entire bid must be uploaded to the MITN website only. Do not submit a hardcopy. Allow sufficient time to upload a single file with a size limitation of 20 MB to the website. If the file size exceeds 20 MB, please upload files in 20 MB increments. The City is not responsible for failure to have the submittal uploaded in a timely manner. The uploaded bids will be read aloud as soon after the bid deadline as possible.

2. PERFORMANCE SURETY: The Contractor shall furnish the City a bond with a corporate surety acceptable to the City in the amount equal to one hundred percent (100%) of the total contract value or the annual contract value for all term procurements that exceed one year. The bond must be valid and non-cancelable for the contract period. The performance bond must be submitted when the contract is executed. The bond shall be for the use and benefit of the City of Dearborn, with a surety company authorized to do business in the State of Michigan and acceptable to the City.

3. PAYMENT SURETY: The Contractor shall furnish the City a bond with a corporate surety acceptable to the

City in the amount equal to one hundred percent (100%) of the total contract value or the annual contract value for all term procurements that exceed one year. The bond must be valid and non- cancelable for the contract period. The initial payment bond must be submitted when the contract is executed. The bond shall be for the use and benefit of the City, with a surety company authorized to do business in the

State of Michigan and acceptable to the City.

4. CONTRACT TERM: The contract shall be for a one-time purchase, effective upon full execution of the contract and notice to proceed. After a final award and full execution of the contract has occurred, the Contractor must complete said Agreement.

5. CONTRACT AWARD: This contract is intended to be awarded as a whole; however, the City of Dearborn reserves the right to award by line item, whichever it deems to be in its own best interest.

6. ESTIMATED QUANTITIES: The quantities shown are estimates only, for the purpose of comparing bids and the City of Dearborn reserves the right to increase or decrease amounts as circumstances may require.

7. ADDITIONAL PURCHASES: The City of Dearborn reserves the right to make additional related purchases at the bid price, under the ITB/Contract terms and conditions, within 6 months of the

Notice of Award.

8. EQUALS: Bids submitted as alternates, as "equals," or on the basis of exceptions to specific conditions of purchases and/or required specifications, must be submitted with an attachment referencing the specific paragraph numbers and adequately defining the exception submitted. Samples of the equal must be submitted to the Purchasing Division by the pre-bid question deadline date listed on the cover page. If no exceptions are taken, the City of Dearborn will expect and require complete compliance with the brands, specifications and conditions of purchase. The City of Dearborn has the sole right to determine what constitutes an equal.

9. SAMPLES: The City of Dearborn has the right to request samples from the lowest responsive responsible respondent. The requested samples must be provided within two (2) business days of the request by the City of Dearborn, or the bid will be considered nonresponsive.

10. INSURANCE SUBMISSION REQUIREMENTS: The successful Bidder/Proposer/Respondent (Contractor) must submit proof to the Purchasing Office that they meet all City of Dearborn insurance requirements prior to receiving an executed contract and/or purchase order. Proof of insurance as stated below will be required no later than five (5) business days of request. An “Intent to Award” letter will serve as the request and will be faxed and/or emailed to the intended Contractor. To expedite the process, a copy of your current coverage may be submitted with your bid/proposal/quote. Prior to expiration dates of any required insurance, Contractor shall be responsible for providing proof of continuing coverage. Please note: the name of the entity that is awarded the contract must be listed as the named insured on the certificates.

11. INSURANCE REQUIREMENTS: The Contractor, at its own expense and in its own name, must provide and keep in force during the term of this Agreement the following types of insurance in not less than the amounts indicated below:

Commercial General Liability Coverage: Commercial General Liability Coverage including products/completed operations, contractual liability, and personal injury. This insurance shall be on a commercial insurance, occurrence form. The limit amount for this insurance shall be not less than

$1,000,000 per occurrence and $2,000,000 aggregate.

A) Endorsement - Additional Insured: The certificate must contain, as an endorsement, the following language pertaining to the general liability coverage: “The City of Dearborn, Michigan, its elected officials, officers, employees, boards, commissions, authorities, voluntary associations, and any other units operating under the jurisdiction of the City and within appointment of its operating budget including the City of Dearborn are named as additional insured and said coverage shall be considered to be the primary coverage rather than any policies and insurance or self-insurance retention owned or maintained by the City of Dearborn”.

B) Workers Compensation Coverage: At a minimum, Workers Compensation Insurance as required by

State of Michigan law, Michigan statutory coverage, or evidence of an exemption for sole proprietors or a State issued exemption for corporations, partnerships or LLCs who have three or less employees.

Employer’s Liability limits of $500,000 each accident, $500,000 disease policy limit and $500,000 disease each employee.

C) Endorsement - Other: For the above General Liability and Workers Compensation insurance, the policy shall be endorsed to include a waiver of subrogation by the affording carrier in favor of the City of Dearborn.

D) Automobile Liability Coverage: If performance of this Contract requires use of motor vehicles licensed for highway use, Automobile Liability Coverage is required that shall cover all owned, non-owned, and hired automobiles with a limit of not less than $1,000,000 combined single limit each accident.

E) Commercial Umbrella/Excess Liability: Commercial umbrella or excess liability coverage afforded over the general, automobile and employer’s liability for limits of not less than $3,000.000 per occurrence.

F) Installation Floater Policy: covering all risks of physical loss or damage in a limit not less than

$100,000 per incident The City of Dearborn must be named as a loss payee on this policy.

G) Cancellation Clause: Cancellation clause shall state not less than thirty (30) days.

It is incumbent upon the Contractor to affect all changes (additional insured, Primary/ noncontributory, and waiver of subrogation) indicated above to its insurance policy.

Insurance must be with an insurance company or companies licensed to conduct business in the State of Michigan that has an A.M. Best Company rating of A-, VII or better and is satisfactory to the City of

Dearborn.

The demanded coverage that is to be afforded by the Contractor shall be primary and non-contributory in relationship to any and all insurance or self-administered SIR maintained and/or controlled by the City of Dearborn and its budgeted subdivisions.

The City reserves the right to require complete, certified copies of all required insurance policies at any

` time.

Any contractors and/or subcontractors utilized by the awarded vendor must also comply with all of the

City’s insurance requirements. The awarded vendor is solely responsible for ensuring that all contractors and/or subcontractors comply with the City’s insurance requirement.

STANDARD TERMS AND CONDITIONS OF AGREEMENT

1. ASSIGNMENT/TRANSFER: Assignment or transfer of the resulting contract without written consent of the City of Dearborn (Purchaser) may be construed by the Purchaser as a breach of contract sufficient to cancel this agreement at the discretion of the Purchaser.

2. INSPECTION: All goods and services shall be subject to inspection and approval by Purchaser at all reasonable times including inspection during manufacture. Inspection and approval by Purchaser at

Contractor’s (Seller’s) plant does not preclude rejection for defects upon discovery by subsequent inspection. Any goods and services rejected by Purchaser shall be promptly repaired or replaced at

Seller’s expense. Any and all costs incurred by Purchaser in connection with the return of goods rejected by Purchaser as defective shall be at Seller’s risk and expense.

3. FOB AND RSK OF LOSS: All items must be FOB Destination and all freight charges must be included in the Bid unless otherwise indicated in this document regardless of FOB point. Seller agrees to bear all risks of loss, injury or destruction of goods and materials ordered herein which occur prior to delivery and acceptance; and such loss, injury or destruction shall not release Seller from any obligation hereunder.

4. PAYMENT TERMS: Payment will be Net 30 unless otherwise specified by the City.

5. WARANTY: Seller warrants that it has good and merchantable title to the goods sold hereunder and that said goods shall conform to the descriptions and applicable specifications and samples. Such goods shall be of good merchantable quality and fit for the known purposes for which sold, and are free and clear of all liens and encumbrances. Seller and Purchaser agree that this order does not exclude, or in any way limit, other warranties provided for in this agreement or by law.

6. EXCISE AND SALES TAX: The prices herein must not include any Federal excise taxes or sales taxes imposed by any State or Municipal Government. Such taxes, if included, must be deducted by the Seller when submitting invoice for payment.

7. INVOICES: Invoices for goods must be submitted on date of complete shipment. Invoices for services must be submitted within 45 days after completion of Services. Payment will be delayed if the invoice fails to reference PO number, ordering department, unit prices, quantities, totals, and a full description of the order that matches the PO. Invoices may be emailed to ap@dearborn.gov. The City’s preferred method of payment is by Automated Clearing House (ACH).

8. IRS FORM W-9: Seller must have on file with the City of Dearborn an IRS Form W-9 before Purchaser will issue any payment to Seller.

9. COMPLIANCE WITH LAWS: Contractor represents and warrants that the performance of this order and the furnishing of goods or services required shall be in accordance with the applicable standards, provisions, and stipulations of all pertinent Federal, State, or City of Dearborn laws, rules, regulations, resolutions, and ordinances, including but not limited to, the Fair Labor Standards Act, the Equal

Employment Opportunity rules and regulations, the Transportation Safety Act, and the Occupational

Safety and Health Acts.

10. IRAN ECONOMIC SANCTIONS ACT: Further, Contractor certifies it is in compliance with in the State of

Michigan’s Iran Economic Sanctions Act and is not an Iran linked business. By signing this document, I certify and agree on behalf of myself and the company submitting this bid/proposal the following:

A) that I am duly authorized to legally bind the company submitting this bid; and

B) that the company submitting this bid is not an “Iran-linked business,” as that term is defined in

Section 2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and

C) that I and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

mailto:ap@dearborn.gov

11. AMENDMENTS: No amendment, modification, or supplement to this contract shall be binding unless it is in writing and signed by authorized representatives of the parties.

12. TERMINATION: When in the City of Dearborn’s best interest, the City of Dearborn may unilaterally cancel this agreement at any time, whether or not the Contractor is in default of any of its obligations hereunder. Under any such cancellation, the Contractor agrees to waive any claim for damages, including loss of anticipated profit on account hereof. However, the City of Dearborn agrees that the

Contractor shall be paid for items and/or services already accepted by City of Dearborn, but in no event shall the City of Dearborn be liable for any loss of profits on the order or portion thereof so terminated.

Either party may terminate this agreement at any time for the failure of the other to comply with any of its material terms and conditions.

13. WAIVER OF BREACH: No waiver by either party of any breach of any of the covenants or conditions herein contained performed by the other party shall be construed as a waiver of any succeeding breach of this same or of any other covenant or condition.

14. RECORDS AND RIGHT TO AUDIT: Whenever the City enters into any type of contractual arrangement including, but not limited to, lump sum contracts (fixed price or stipulated sum contracts), unit price, cost plus, or time & material contracts with or without a guaranteed maximum (or NTE amounts), Contractor’s "records" shall upon reasonable notice be open to inspection and subject to audit and/or reproduction at and during Contractor’s during normal business working hours. The City’s representative or an outside representative engaged by City may perform such audits. The City or its designee may conduct such audits or inspections throughout the term of this contract and for a period of three years after final payment or longer if required by law.

A) Contractor's "records" as referred to in this contract include any and all information, materials and data of every kind and character, including without limitation, records, books, papers, documents, subscriptions, recordings, agreements, purchase orders, leases, contracts, commitments, arrangements, notes, daily diaries, superintendent reports, drawings, receipts, vouchers and memoranda, and any and all other agreements, sources of information and matters that may in the City's judgment, have any bearing on or pertain to any matters, rights, duties or obligations under or covered by any Contract Document. Such records shall include (hard copy, as well as computer readable data if available), written policies and procedures; time sheets; payroll registers; cancelled checks; subcontract files (including bids of successful and unsuccessful respondents, bid recaps, etc.); original estimates; estimating work sheets; correspondence; change order files (including documentation covering negotiated settlements); back charge logs and supporting documentation; general ledger entries detailing cash and trade discounts earned, insurance rebates and dividends; and any other contractor records which may have a bearing on matters of interest to the City in connection with rite contractor's dealings with the City (all foregoing hereinafter referred to as "records") to the extent necessary to adequately permit evaluation and verification of: a) contractor compliance with contract requirements, b) compliance with the City's

Charter and policies, and c) compliance with provisions for pricing change orders, invoices or claims submitted by the contractor or his payees.

B) Contractor shall require all payees (examples of payees include subcontractors, insurance agents, material suppliers, etc.) to comply with the provisions of this article by incurring the requirements hereof in a written contract agreement between Contractor and payee. Such requirements to include flow-down right of audit provisions in contracts with payees will also apply to Subcontractors and

Sub-Subcontractors, material suppliers, etc. Contractor will cooperate fully and will cancel Related

Parties and all of Contractor's subcontractors (including those entering into lump sum subcontracts) to cooperate fully in furnishing or in making available to the City from time to time whenever requested in an expeditious manner any and all such information, materials and data.

C) The City's authorized representative or designee shall have reasonable access to the Contractor's facilities, shall be allowed to interview all current or former employees to discuss matters pertinent to the performance of this contract and shall be provided adequate and appropriate work space, in order to conduct audits in compliance with this article.

D) If an audit inspection or examination in accordance with this Article, discloses overpricing or overcharges (of any nature) by the contractor to the City in excess of one-half of one percent (.5%) of the total contract billings the reasonable actual cost of the City's audit shall be reimbursed to the

City by the Contractor. Any adjustments and/or payments which must be made as a result of any such audit or inspection of the contractor's invoices and/or records shall be made within a reasonable amount of time (NTE 90 days) from presentation of the City's findings to Contractor.

15. COMPLETE AGREEMENT: The parties agree that the conditions of purchase stated herein or attachments hereto set forth their entire agreement and there are no promises or understandings other than those stated herein, and that any prior negotiations between the Purchaser and Seller or terms or conditions of sales set forth in the Seller’s quotation or order or sales acknowledgement shall not constitute a part of the agreement between the Purchaser and Seller concerning this purchase. The term “agreement” as used in this clause shall include any future written amendments, modifications, or supplements made in accordance herewith.

16. LIABILITY AND INDEMNITY: Contractor agrees to protect, defend, reimburse, indemnify and hold the

City of Dearborn, its officers, affiliates, employees and agents harmless at all times from and against any and all claims, liabilities, expenses, losses, demands, damages, fines and causes of action of every kind and character made, incurred, sustained or initiated by any party hereto, any party acquiring any interest hereunder, any agent or employee of any party hereto, any third or other party whomsoever, or any governmental agency, arising out of, incident to, or in connection with this contract, or in the performance, nonperformance or purported performance of the work/services or breach of the terms hereof, except when the City of Dearborn is solely at fault. The City of Dearborn is mindful that the demand for indemnity is more extensive than corresponding liability coverage that the insurance industry may afford to satisfy this indemnification request.

17. RECORDS: The City of Dearborn reserves the right to inspect all vendor documents relating to this agreement for up to three (3) years after expiration.

18. INSURANCE: The Contractor, at its own expense and in its own name must provide and keep in force during the term of this Agreement, insurance coverage with limits not less than indicated in the

Special Instructions, Terms and Conditions for as otherwise agreed.

19. NON-COMPLIANCE: Failure to deliver in accordance with specifications will be cause for the City of

Dearborn to cancel the resulting contract or any part thereof and purchase on the open market, charging any additional cost to the Contractor.

20. PROTECTION OF RESIDENT WORKERS: The City of Dearborn supports the Immigration and Nationality

Act (INA) which includes provisions addressing employment eligibility, employment verification and non-discrimination. The contractor is held responsible to establish appropriate procedures and controls so no services under this contract will be performed by any worker who is not legally eligible to perform such services. The City of Dearborn shall have the right to terminate the contract if the City determines that the contractor has failed to perform satisfactorily with respect to its employment practices in support of INA.

21. NON-DISCRIMINATION CLAUSE: The respondent agrees not to discriminate against any employee or applicant for employment, to be employed in the performance of such contract, with respect to hire, tenure, terms, conditions or privileges, of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight, or marital status.

Breach of this covenant may be regarded as material breach of the contract as provided for in Act 220 and Act 453 of the Public Acts of 1976, as amended, entitled “Michigan Handicapper’s Civil Rights

Act” and the Michigan Elliott Larson Civil Rights Act.” The respondent further agrees to require similar provisions from any subcontractors, or suppliers.

22. SUBCONTRACTING: The use of a subcontractor is subject to the approval of the City of Dearborn.

23. Use of the City Seal: Contractors are prohibited from using the official Seal of the City of Dearborn in this bid or in any other manner.

24. LEGAL PROCEEDINGS: Any legal proceedings shall be resolved in Michigan courts.

25. Federally Funded Purchases: Purchases using federal funds are subject to eligibility verifications through the System for Award Management (SAM) prior to award.

REQUIRED FORMS

REQUIRED FORMS

BID FORM

EXCEPTIONS AND ALTERNATIVES FORM

BID PRICE FORM

VERIFICATION OF MINIMUM QUALIFICATIONS FORM

BUSINESS INFORMATION QUESTIONNAIRE

SUBCONTRACTOR FORM

SUBCONTRACTOR FORM CONTINUED

ETHICS IN CONTRACTING VENDOR FORM

BID FORM

Failure to complete this form may result in your Bid being deemed non-responsive and rejected without any further evaluation.

OFFER

TO: CITY OF DEARBORN:

The Undersigned hereby offers and agrees to furnish the goods and/or services in compliance with all terms, scope of work, conditions, specifications, and addenda in the Invitation to Bid.

ADDENDA:

The undersigned has read, understands and is fully cognizant of the Information to Respondents, Offer and

Acceptance, all Exhibits thereto, together with any written addendum issued in connection with any of the above. The undersigned hereby acknowledges receipt of the following addendums:

(write “none” if none). In addition, the undersigned has completely and appropriately filled out all required forms.

OBLIGATION:

The undersigned, by submission of this Bid Form, hereby agrees to be obligated, if selected as the Contractor, to provide the stated goods and/or services to the City of Dearborn, for the term as stated herein, and to enter into an Agreement with the City of Dearborn, in accordance with the Conditions, Scope and Terms, together with any written addendum as specified above (collectively referred to as the “Form of Agreement”).

COMPLIANCE:

By submitting this Bid Form, the Respondent represents that: 1) the Respondent is in compliance with any applicable provisions of the City of Dearborn’s Charter, and 2) if awarded a contract to provide the

Construction, Goods or Services required in the ITB, the Respondent will comply with the City of Dearborn’s

Charter and Code of Ordinances. These documents can be found on the City of Dearborn’s website on the City

Clerk’s page.

NON-COLLUSION:

The undersigned, by submission of this Bid Form, hereby declares that this Bid is made without collusion with any other business making any other Bid, or which otherwise would make a Bid.

BID PRICE:

The undersigned agrees to abide by the pricing contained on the Bid Price Form. I certify, under penalty of perjury, that I have the legal authorization to bind the firm hereunder:

Company Name For clarification of this offer, contact:

Name:

Address

Phone:

City State Zip

Fax:

Signature of Person Authorized to Sign

Email:

Printed Name

Accounting Contact person:

Title

Phone: Fax

ACCEPTANCE OF OFFER

TO BE COMPLETED BY THE CITY OF DEARBORN

The Offer is hereby accepted for the supply and installation of the AV equipment/system identified within this solicitation, with a not-to-exceed value of $

The Contractor is now bound to sell the materials or services listed in the Invitation to Bid, including all terms, conditions, specifications, amendments, etc., and the Contractor's Offer as accepted by the City of Dearborn.

This contract shall henceforth be referred to as .

The Contractor has been cautioned not to commence any billable work or to provide any material or service under this contract until Contractor receives a purchase order and/or a written notice to proceed from the City of

Dearborn.

Countersigned

Approved as to form by

Abdullah H. Hammoud, Mayor Date City of Dearborn Corporation Counsel Date

If the total dollar value of this solicitation is below the City of Dearborn Council threshold, the Mayor and Corporation Council Signatures are not required. A

Purchase Order will serve as the notice of acceptance/notice to proceed and will be subject to all terms and conditions as stated in this document.

INVITATION TO BID 132917 Page 16 of 24

EXCEPTIONS AND ALTERNATIVES FORM

Failure to complete this form may result in your Bid being deemed non-responsive and rejected without any further evaluation.

Bidders are to comply with all requirements of this solicitation, otherwise the proposal may be deemed nonresponsive. Exceptions may be considered if they are presented with the proposal and if the City determines that the exception does not materially alter the intent of this solicitation or that it exceeds the requirements of this solicitation.

No Exceptions Taken

Exceptions Taken – See attached* *Please note that if any exceptions are taken, all required information must be submitted as an attachment

In the event the Bidders take exception to any language in this solicitation, they may set forth alternatives by presenting each exception separately by stating:

a. The specific item or clause for which an exception is requested (citing the page and item number).

b. The suggested change to the exception, inclusive of proposed new language if applicable.

c. An explanation as to how the proposed change would benefit the City and/or why the exception is necessary.

d. For products bid as “equals,” Bidder must include specifications when submitting a bid. Failure to submit specifications may result in your bid being deemed non-responsive and rejected without further evaluation.

Except as may be indicated above, Bidder is in complete agreement with this entire solicitation including any proposed terms, conditions and business arrangements described herein.

Authorized Signature Date

INVITATION TO BID 132917 Page 17 of 24

BID PRICE FORM

Failure to complete this form may result in your Bid being deemed nonresponsive and rejected without any further evaluation.

Provide your Company’s not-to-exceed, all-inclusive price for completion of the scope of services as specified herein and in the attached supplemental documents:

Material Cost $

Labor Cost $

Other $

Total Cost $

Projected completion date ________________calendar days after notice to proceed

Pricing to include all shipping and travel, as well as Bond and Permit costs. Permit costs will not be waived.

The City will not be responsible for any miscellaneous charges not reflected in your bid.

A tabulation of bids will be made available after the due date. Tabulations are posted on the MITN system. The lowest bid may not necessarily be the successful bid.

INVITATION TO BID 132917 Page 18 of 24

VERIFICATION OF MINIMUM QUALIFICATIONS FORM

non-responsive and rejected without further evaluation.

1. Provide information that will support the minimum qualification of the respondent must have performed under at least three similar contracts within the last five years.

2. Provide references that will support the minimum qualification of: The Respondent must have performed under at least three similar contracts within the last five years. References must demonstrate at least five years of experience.

1. Client Name: Title:

Client Contact E-mail

Contact Phone Number:

Work Performed:

2. Client Name: Title:

Client Contact

E-mail

3. Client Name: Title:

Client Contact

E-mail

Attach additional pages if necessary.

INVITATION TO BID 132917 Page 19 of 24

BUSINESS INFORMATION QUESTIONNAIRE

COMPANY

PRINCIPAL OFFICE ADDRESS

TELEPHONE NUMBER

DUNS# AND/OR CCR#

FORM OF OWNERSHIP (Check One)

Corporation LLC Joint Venture

State of Incorporation/Registration Date of Incorporation/Registration

Partnership If Partnership, select one of the following: Limited or General

Individual

LIST OF PARTNERS, PRINCIPALS, CORPORATE OFFICERS OR OWNERS

Name Title

Name Title

Name Title

Name Title

Name Title

LIST OF CORPORATE DIRECTORS

Principal Business Affiliation Other Than Bidder Directorship

Name

Name

Name

Name

Name

Has your company operated under any other names in the past 5 years? Yes No

If yes, under which names?

INVITATION TO BID 132917 Page 20 of 24

ADDITIONAL INFORMATION REQUIRED BY THE CITY OF DEARBORN

LIST OF PRINCIPAL STOCKHOLDERS holding 5% or more of the outstanding stock.

Name Address

Name Address

Name Address

Name Address

Name Address

FINANCIAL DISCLOSURE/CONFLICTS OF INTEREST: Identify any contract(s), including any contract involving a personal, familial, employment or consulting relationship, which the firm, or its partners, principals, corporate officers or owners currently has with the City of Dearborn, or with any of its council members or officers.

LATEST CREDIT RATING (Specify if other than Dun and Bradstreet)

I hereby certify that the foregoing business information is true, correct and complete to the best of (my/our) knowledge and belief:

Name of Company

Signature Date

Name of Company

Signature Date

INVITATION TO BID 132917 Page 21 of 24

SUBCONTRACTOR FORM

Are there any subcontractors to be utilized under this contract?

YES - You must complete both pages.

NO - You must complete only this page.

ACKNOWLEDGED BY:

Firm:

Name:

Title: Authorized Representative

Signature: Date:

(If you have more than one Subcontractor, make additional copies as needed)

Prime Contractor

State relationship, if any, between Prime Contractor and each Subcontractor:

NOTE: Both the Prime Contractor/Consultant and Subcontractor must sign this form appropriately.

INVITATION TO BID 132917 Page 22 of 24

SUBCONTRACTOR FORM

CONTINUED

Subcontractor: Fed Tax ID

Address: P.O. Box

City: County State Zip:

Phone: Fax:

Owners/Partners/Corporate Directors/Principal Stockholders (>5% stock holdings):

Work to perform:

Subcontract Amount $ Percent of Contract %

ACKNOWLEDGED BY:

I acknowledge that all the above information has been completely filled out and is true.

SUBCONTRACTOR

Authorized Signature Name & Title Date

I acknowledge that all the above information has been completely filled out and is true.

PRIME CONTRACTOR

Authorized Signature Name & Title Date

INVITATION TO BID 132917 Page 23 of 24

ETHICS IN CONTRACTING VENDOR FORM

DISCLOSURE OF RELATIONSHIPS WITH CITY OF DEARBORN CONTRACT MANAGERS

BY OWNERS, OFFICERS AND KEY PERSONNEL OF BUSINESS

Failure to complete this form may result in your Bid being deemed nonresponsive and rejected without any further evaluation.

This form must be completed by a person holding a key position in the business, such as an officer, director, trustee, partner, senior engineer or sales manager and have influence in making this bid or response or in performing the contract if the City of Dearborn (City) awards it to your business. Please fill out this form to the best of your knowledge and belief. Detach and make additional copies of this form if needed. If you are unsure about what to disclose, contact the Purchasing Division at (313) 943-2375. You are not required to question family members beyond what you already know of their affairs. Submit this form with your bid/quote/proposal. A copy will be kept on file by the Purchasing Agent. If you fail to fully disclose the required information below, the City may terminate your contract if your business is awarded one. If you are awarded a contract and changes occur that would impact your responses below, it is your responsibility to update and resubmit this form.

1. Are you a City employee or an immediate family member of a City employee? Yes_____ No_____

If Yes:

Name: _____________________________________________

Relationship: ________________________________________

Department: ____________________________________________

Title: _______________________________________________

2. Without any further inquiry, are you aware if your business has employed a City employee or an immediate family member of a City employee within the previous twelve (12) months? Yes_____ No_____

If Yes:

Name: _____________________________________________

Relationship: ________________________________________

Department: ____________________________________________

Title: _______________________________________________

3. Without any further inquiry, are you aware if your business has discussed hiring a City contract manager or an immediate family member of a City contract manager within the previous twelve (12) months?

Yes_____ No_____

If Yes:

Name: _____________________________________________

Relationship: ________________________________________

Department: ____________________________________________

Title: _______________________________________________

4. Do you and a contract manager each have a financial interest in one or more of the same business ventures? Yes_____ No_____

If Yes:

Name: _____________________________________________

Relationship: ________________________________________

Department: ____________________________________________

Title: _______________________________________________

INVITATION TO BID 132917 Page 24 of 24

ETHICS CERTIFICATION

I certify that I have disclosed all information within my knowledge, which is required by this disclosure form.

Name: (Please print):

Signature:

Date:

Company Name:

Last Four Digits of Company Tax ID #:

ETHICS DEFINITIONS

Contract Manager

An elected or appointed City of Dearborn official or a key employee identified as having significant discretion over

City contracts.

Immediate Family

Your spouse, children, parents, brothers and sisters.

Financial Interest

▪ Ownership of any interest or involvement in any relationship, which results in the receipt in $500 or more per year.

▪ Holding a key position in a business such as officer, director, trustee, partner, member, shareholder or sales manager. Exceptions: Officers who serve without compensation on the boards of charitable organizations.

▪ Receipt of any financial benefit, whether direct or indirect.