ITB 19.2425 - CVHS Pool Boilers.pdf

CHIPPEWA VALLEY SCHOOLS

“Inspiring and empowering learners to achieve a lifetime of success.”

19120 Cass Avenue Clinton Township, MI 48038

INVITATION TO BID

Pool Boilers for Chippewa Valley High School ITB No. 19.2425B

Publish Date: April 2, 2025

Bid Opening: April 16, 2025, at 2:00 p.m. EST

Bid Award: April 28, 2025

Table of Contents

General Bid Requirements ……………………………………………………………………………………………………….3

Product Specifications & Costs …………………………………………………………………………………………………6

Awarded Vendor Requirements ……………………………………………………………………………………………….8

Bid Proposal Form ………………………………………………………………………………………………………………….10

Bid Pricing Form ……………………………………………………………………………………………………………………..13

Affidavits ………………………………………………………………………………………………………………………………..14

Chippewa Valley Schools

Pool Boilers for Chippewa Valley High School

I. GENERAL BID REQUIREMENTS

A. Project Description Chippewa Valley Schools (herein known as “District”) is seeking sealed bids from qualified professionals for the replacement of the pool boilers at Chippewa Valley High School, 18300 Nineteen Mile Road, Clinton Twp., MI 48043. The District will base the award on several evaluation factors, in no particular order, including but not limited to, meeting bid specifications, pricing, product selection and availability, references, and delivery time schedule.

B. Background Chippewa Valley High School currently has three (3) boilers that heat the pool area. Existing boilers utilize natural gas. The District is seeking proposals to complete all work necessary to furnish and install two (2) new reliable and efficient natural gas fueled boilers for a complete heating system of the pool area by August 2025.

C. Submission of Bid Bids shall be submitted in accordance with this Invitation to Bid (ITB). Sealed bids clearly labeled “Pool Boiler for Chippewa Valley High School ITB 19.2425B”, and Bidder’s business name will be received by Chippewa Valley Schools until Wednesday April 16, 2025, at 2:00 p.m., EST, at which time all bids will be publicly opened and read. All interested parties may attend the bid opening, however, no decision will be rendered at the opening.

Proposals received after this date and time will NOT be accepted. Emailed or faxed proposals shall not be accepted for any reason. All proposals received after the specified date and time will be unopened and made available to the respective bidder for pick-up, at its sole cost and expense. Proposals will be considered firm for a period of 60 days from the bid opening date until the time of bid award.

Bids must be signed by an authorized representative of the company submitting the bid. Bidders are to submit one (1) original and one (1) copy of the Bid Proposal Form, Bid Pricing Sheet, Affidavits, and all other required documentation. A copy of this ITB is not required to be submitted.

Proposals are to be delivered to:

Chippewa Valley Schools Attn: Ms. Lillian Grayson, Purchasing Coordinator 19120 Cass Avenue Clinton Township, MI 48038

* District recommends that Bidders deliver their sealed bid in person or overnight delivery due to inconsistent and delayed USPS mail services. The bid opening date shall be automatically rescheduled to the next business day if the District declared building closures scheduled on the bid opening date.*

It is the Bidder’s responsibility to obtain and verify all information required to bid, prior to submission of your bid. This information includes, but is not limited to, any planned discontinuation or manufacturer modification of equipment being proposed. Incomplete, inaccurate, or missing requested information may be a cause for disqualification. The Bidder, in submitting his/her bid, agrees to accept the decision of the District as final.

D. Collusion/Good Faith It is the intent of District that all Bidders act independently and in good faith by not soliciting to one another or acting in any manner that might be viewed as collusion.

E. Indemnification To the fullest extent permitted by law, the Vendor agrees to defend, pay on behalf of, indemnify and hold harmless the District, its elected and appointed officials, employees and volunteers and others working on behalf of the District against any and all claims, demands, suits, or loss, including all costs connected therewith and for any damages which may be asserted, claimed or recovered against or the District, its elected and appointed officials, employees, volunteers or others working on behalf of the District, by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, that arises out of or is in any way connected or associated with this contract.

F. Right to Reject The Board of Education reserves the right to reject any or all bids, to award contract to other than the low bidder, to accept any or all alternatives, to waive irregularities and/or informalities and, in general, to make award in any manner deemed by it, in its sole discretion to be in the best interest of the District.

G. Questions/Inquires Any request(s) for clarification of this ITB shall be made in writing no later than April 9, 2025 by 4:00 p.m., EST. For general submittal questions, contact Lillian Grayson at purchasing@cvs.k12.mi.us. For more detailed questions about the ITB, contact Jeff Atkins at jatkins@cvs.k12.mi.us. In the event it becomes necessary to revise any part of the ITB, an Addendum will be issued.

Complete bid packages may be downloaded at the District’s website http://vendors.chippewavalleyschools.org/vendors/bids.asp. Vendors are responsible for checking this website for any addenda prior to submitting a bid. The District is not responsible for the content of any bid package received through any third-party bid service or any source other than the Chippewa Valley Schools’ Purchasing Department. It is the sole responsibility of the vendor to ensure the completeness of the documents received from any third-party.

H. Addenda

Addenda will be mailed or delivered to all who are known by the District to have a set of bid documents. Copies of addenda will be made available for inspection wherever documents are on file for that purpose. Each bidder shall ascertain prior to submitting his/her bid that he/she mailto:purchasing@cvs.k12.mi.us mailto:jatkins@cvs.k12.mi.us http://vendors.chippewavalleyschools.org/vendors/bids.asp has received all addenda issued. Addenda issued during the time of bidding shall become part of the bid and contract documents and receipt thereof shall be acknowledged on the Bid Proposal Form.

I. Non-Compliance The District’s Board of Education reserves the right to cancel the bid and / or bid award at any time that District staff feels Vendor has not met conditions and requirements of such. Vendor will be given opportunity to meet with District staff to discuss such issues before any termination is made.

J. Pricing Bidders shall provide pricing in the format required in the Pricing Form. If a bidder intends to omit an item from their bid, they shall do so by typing “No Bid” in the column labeled "Price". Zeros are interpreted as “Zero cost”. The District highly encourages Bidders to typewrite (not handwrite) their costs into the Bid Form. The District shall solely determine the figure / “number” of any illegible number.

II. PRODUCT SPECIFICATIONS AND COSTS

A. Specifications Potential Bidders may attend a site visit on Wednesday, April 9, 2025 at 8:00 am for measurement verification and inspection of site where services are to be performed, and to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract to the extent such information is reasonably obtainable. Upon arrival, please park at the south lot off Greenfield Road and meet at Door 39.

B. Description All costs associated with purchase, delivery, and installation are to be included in the bid pricing.

This is to include all charges, but not limited to, costs such as freight surcharges, offloading equipment, required permits, cranes and other equipment. Any other charges to be for District’s consideration must be asked by Bidder during Question/Inquiry time period and addressed via Addendum.

1. Removal of the existing 3 boilers and installation of 2 new boilers at Chippewa Valley High School for a complete system. See drawings and specifications.

2. Obtain waste containers for the removal of all its waste materials, rubbish and packing materials resulting from his/her operations. Immediate cleaning of work area must be completed upon completion of project.

3. Provide adequate number of qualified, experienced personnel capable of performing the required work within the time frames set forth. All workmen and subcontractors performing shall be skilled in their respective trades. Contractor must have a licensed mechanical contractor.

4. Secure all equipment and materials at the site. Contractor shall be responsible for any and all damages to existing building or grounds, sustained as a result of work under this Contract, caused by either the installation of its work or in the delivery of materials and equipment for use. The cost of repairing or replacing such damage shall be the responsibility of the Contractor. The repair of replacement work shall be done in a manner so as to leave the facilities in the same condition as before the damage occurred, to the complete satisfaction of the District. The Contractor is responsible for all damages and losses until the installation has been completed and accepted by the District.

5. Assign one person who will act as a liaison to the District. This individual should have the authority to make decisions on behalf of the installer.

6. Include all temperature control work.

7. Include all electrical work.

C. General

1. Manufacturer’s data sheets and a sample of the proposed material of each product proposed including:

a. Storage and handling requirements and recommendations.

b. Installation methods.

2. Installer Qualifications: Minimum three (3) years’ experience installing similar products.

3. Deliver and store products in manufacturer’s unopened packaging bearing the brand name and manufacturer's identification until ready for installation.

4. Bidder shall provide the associated manufacturers product warranty with a 100% replacement for defective parts coverage and 100% manufacturer labor coverage to troubleshoot any issues.

D. Installation

1. Upon selection, coordinate with District personnel for installation schedule.

2. Clean area thoroughly prior to installation.

3. Prepare surfaces using methods recommended by manufacturer.

4. Install in accordance with the manufacturer’s instructions.

5. Test for proper operation and adjusting until satisfactory results are obtained.

6. Touch-up, repair or replace damaged products before final completion walk-through.

7. Schedule and conduct a final completion walk-through with Jeff Atkins, Executive Director of Auxiliary Services and Frank Houston, Director of Maintenance.

III. AWARDED VENDOR REQUIREMENTS

A. Assignment or Transfer Vendor shall not assign or transfer any part of agreement to any other supplier at any time during the contract.

B. Product Delivery

The products are to be furnished in accordance with the specifications, and deliveries are to be made to Chippewa Valley High School upon the issuance of a District Purchase Order. All shipments will be accompanied by a packing slip. Awarded Vendor’s delivery personnel will deliver to the location as agreed upon by the Awarded Vendor and District. Delivery shall be made between the hours of 7:00 a.m. and 4:00 p.m., Monday through Friday. No deliveries will be made on the weekend, holidays, or school breaks.

C. Sales Tax It is understood that the District is a governmental unit, and as such, is exempt from the payment of all State and Federal taxes applying to the products specified in this document. Therefore, the prices quoted by the Bidder should not include any allocation for taxes. The successful bidder shall pay all other taxes required by law.

D. Proof of Insurance Coverage

Bidders shall agree to provide the below insurance coverage upon award, and the cost of such insurance shall be included in their bid costs as submitted in the attached Bid Pricing Form.

Awarded Vendor shall then provide District, at the time the contracts are executed, certificates of Insurance and/or policies, acceptable to the District, as listed below:

Worker’s Compensation covering Awarded Vendor’s statutory obligations as required by the State of Michigan.

Employers Liability Insurance with limits of liability of $1,000,000 per accident.

Automobile Liability insurance with limits of $500,000 per accident covering Awarded Vendor’s owned, non-owned and hired automobiles.

Commercial General Liability with limits of liability as follows:

General Aggregate $1,000,000 Products-Completed Operations Aggregate $1,000,000 Personal/Advertising Injury $1,000,000 Each Occurrence $1,000,000 This coverage shall include coverage for premises-operations, independent Awarded Vendor’s protective, products and completed operations, personal injury and broad form property damage, and Contractual Liability protection with respect to Awarded Vendor’s indemnification obligations under the Contract documents. Products completed operations coverage must be maintained for at least two years after final completion of the project.

The District shall be endorsed as additional insured on the General Liability and Umbrella Liability policy form. If requested, certified copies of all policies shall be furnished.

Insurance carrier shall be rated at A minus VII or better (Best’s rating system). Issuing insurance company shall provide thirty (30) days written notice of cancellation to the certificate holder and the words “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” do not apply or have been removed.

E. Invoice and Payment

Invoices must reference the District’s Purchase Order numbers and be sent to the Business Department. Bid pricing shall reflect Net 30 payment terms at a minimum. Discounts for quicker payment are encouraged. Vendor shall be paid on the basis of invoices submitted and upon approval by an authorized district official and upon satisfactory completion of delivery. Payments will be mailed according to the District’s Accounts Payable Schedule after approval at the next normally scheduled Board of Education Meeting date.

IV. BID PROPOSAL FORM

BID PACKAGE: Pool Boilers for Chippewa Valley High School ITB 19.2425B

DUE DATE: April 16, 2025 at 2:00 p.m., EST

DELIVERY TO: Chippewa Valley Schools

Attn: Ms. Lillian Grayson, Purchasing Coordinator

INSTRUCTIONS FOR SUBMITTING BID - Bidder is required to submit one (1) original and one (1) copy of bid proposal.

Submit only the following completed forms with your bid. Chippewa Valley Schools requires bidders to submit information ONLY on Forms provided through this bid.

1. Bid Proposal Form, including pricing

2. School Safety Affidavit

3. Iran Sanctions Affidavit

4. Non-Collusion Affidavit

5. Familial Disclosure Affidavit

6. W9 Form

7. Certificate of Liability Insurance

8. Any Required Professional Licenses and Certifications

Failure to submit the forms/information listed above may be cause for disqualification of bid. Do not include unsolicited information such as pamphlets, company form letters, etc. with your bid.

AGREEMENTS

The undersigned understands that the District reserves the right to reject any and all bids and to waive informalities and irregularities in bidding. The District also reserves the right to hold bids for a period of 90 days from the bid opening date. If in the District’s opinion it is in their best interest, the contract may be awarded to someone other than the lowest bidder, for quality of the supplies and services, delivery time, fill rate, etc.

If award is made to us under this proposal, we agree to enter into an Agreement with Chippewa Valley Schools to furnish products and/or services, in strict accordance with this proposal, bid documents and all pertinent portions of plans and specifications.

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this ITB. My signature also certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud. Furthermore, I understand that fraud and unlawful collusion are crimes under Federal Law, and can result in fines, prison sentences, and civil damage awards.

My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to Chippewa Valley Schools, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest or a potential conflict of interest to Chippewa Valley Schools, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with Chippewa Valley Schools.

I have read and understand the bid proposal, and any issued addendums, including bid requirements, terms and conditions, and vendor requirements and specifications, which are integral parts of the terms of this contract.

The undersigned agrees to execute a Contract for work covered by this proposal provided that he is notified of its acceptance within ninety (90) days after date of Proposal.

I hereby certify that I am authorized to sign as a Representative for the Firm:

Company Name:

Address:

Company Representative:

Title:

Phone:

E-Mail:

Signature:

Date:

LEGAL STATUS OF BIDDER

A Corporation organized and existing under the laws of the State of ______________________

ADDENDA

The undersigned acknowledges receipt of the following addenda, if issued by the District:

Addendum Number ______dated_________ Addendum Number______dated_________

SUBCONTRACTING: Bidder must detail all use of subcontractors. Include the company name and scope of work.

EXCEPTIONS: Bidder must detail any exceptions or deviations from bid requirements or any terms and conditions below:

Additional Requested Information:

1. How long has your company been in business full-time? ____________ Years

2. Estimated lead time for delivery of equipment: _______________________________

3. Are you an authorized distributor of equipment? □ Yes □ No

4. List at least three references, preferably public school districts other than Chippewa Valley Schools, for which Bidder has provided comparable sized projects.

School District Name/Company: ____________________________________________

Address: _______________________________________________________________

Contact Person: ___________________________________ Title: ________________

Phone: ________________________________ Email: _________________________

School District Name/Company: ____________________________________________

Address: _______________________________________________________________

School District Name/Company: ____________________________________________

Address: _______________________________________________________________

V. BID PRICING FORM

Pool Boilers for Chippewa Valley High School ITB 19.2425B

Company Name: _______________________________________________________________

Quantity Item Description/Size (Manf/Brand and Model)

Total Cost

Material (Boilers, etc)

Labor (Installation)

Labor (Removal)

Other Costs

Shipping / Freight (zip code 48038)

Sales Tax Exempt

$000.00

TOTAL COSTS:

Alternate pump pricing:

Estimated time to complete work after award of contract: _____________________ weeks

Additional information:

AFFIDAVIT OF BIDDER

(COMPLIANCE WITH SCHOOL SAFETY INITIATIVE LEGISLATION)

The undersigned, the District or authorized officer of (the "Bidder"), certifies to Chippewa Valley Schools (the "School District"), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder's employees, agents, vendors, subcontractors or consultants, and who will work at or on any School District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any "listed offenses".l The Bidder further warrants and represents that all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder's employees, agents, vendors, subcontractors or consultants, and who will work at or on any School District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the School District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Code2 or a substantially similar law, and to immediately report to the School District if that person is subsequently convicted, plead guilty or plead no contest to that crime.

BIDDER: ___________________________________

Print Name

By: ____________________

Its:

STATE OF __________ )

) SS

COUNTY OF ________________ )

This instrument was acknowledged before me on the ________ day of ___________________, 2025, by __________________________.

, Notary Public

__________________ County, ____________

My Commission Expires:__________________

Acting in the County of : __________________

1The term listed offenses means those defined in section 2 of the Sex Offenders Registration Act (SORA), MCL 28.722 2MCL 380.1535a(1).

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below-named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Chippewa Valley Schools’ (the “School District”) Request For Proposals, hereby certifies, represents and warrants that the Contractor (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 Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor 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 of products used to construct or maintain oil or liquefied natural gas pipelines.

The Contractor 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.

BIDDER: _______________ ___ ______

Print Name

By:

Its:

STATE OF )

)ss

COUNTY OF _____________ )

This instrument was acknowledged before me on the _____ day of _______________________, 2025, by

, Notary Public ______________________ County, __________

My Commission Expires: ____ ______________

Acting in the County of: ______________

NON-COLLUSION AFFIDAVIT

State of ________________________________ ; Bid No. ____________________

County of ______________________________ ;

I state that I am ____________________________ of _____________________________

Title Name of Firm

I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid.

I state that:

1. The price(s) and amount(s) of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, Bidder, or potential Bidder.

2. Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is a Bidder or potential Bidder, and they will not be disclosed before bid opening.

3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.

4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid.

5. My firm, its affiliates, subsidiaries, directors and employees are not currently under investigation by any governmental agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows:

I state that my firm understands and acknowledges that the above representations are material and important and will be relied on by Chippewa Valley Schools in awarding the contract(s) for which this bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Chippewa Valley Schools of the true facts relating to submission of bids for this contract.

Company Name: _____________________________________________________________

Name: _____________________________________________________________________

Title: ______________________________________________________________________

Signature: __________________________________________________________________

AFFIDAVIT OF BIDDER

FAMILIAL DISCLOSURE

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 Chippewa Valley Schools Board or the Chippewa Valley Schools Superintendent shall be accompanied with the Proposal.

Bids and Proposals without this disclosure statement will not be accepted.

The members of the Chippewa Valley Schools Board of Education are: Mr. Kenneth Pearl, Ms. Denise Aquino, Mr. Christopher Gura, Mr. Don Kuntz, Ms. Talitha Mahome, Ms. Monica Radyko , and Mr. Robert Wojtowicz. The Chippewa Valley Schools Superintendent is Mr. Ronald Roberts.

□ The following are the familial relationship(s):

Owner/Employee Name Related to Relationship

1. _______________________ _____________________ ___________________

2. _______________________ _____________________ ___________________

3. _______________________ ______________________ ___________________

Attach additional pages if necessary to disclose all familial relationships.

□ There is no familial relationship that exists between the owner, officer, director or administrator of Bidder, or any employee of Bidder who is involved in this procurement and contracting process, and any board member, administrator or employee of Chippewa Valley Schools, or any family member of any board member, administrator, or employee of Chippewa Valley Schools.

The undersigned, the owner or authorized representative of Bidder _____________________________ Name of Company does hereby represent and warrant that the disclosure statements herein contained are true.

Signature of Bidder Representative Print Name Title

STATE OF __________ )

) ss

COUNTY OF ____________________)

This instrument was acknowledged before me on the ______ day of _______________, 2025, by __________________________.

, Notary Public

_________________County,____________

My Commission Expires:_____________________

Acting in the County of: ____________________