ITB - HWS Pool Deck.pdf

INVITATION TO BID

HWS POOL DECK RESTORATION

Ingham Intermediate School District (“Ingham ISD”) is accepting sealed bids for Heartwood School (HWS) Pool Deck Restoration as described in the attached specifications.

Sealed bids are to be returned no later than May 13, 2021 at 2:00 pm in a PDF format to purchasing@inghamisd.org at which time they will be publicly opened by a Zoom Meeting. Bids received after the specified date and time will not be accepted. Hard copies, facsimiles, verbal, or any other responses are not acceptable.

Please include the following information in the subject line of your email:

HWS Pool Deck Restoration

No responsibility shall attach to Ingham ISD or their representatives for premature opening or non-receipt of any proposal which is not properly addressed, delivered, or identified. A confirmation of receipt of emailed proposals received will be sent.

Please see below timeline and note that all times are Eastern Standard Time.

ITB distributed to vendors April 26, 2021 Walk Through/Pre-Bid Meeting* May 4, 2021 at 10:00 am Questions due from vendors May 6, 2021 by 5:00 pm Answers due to vendors May 7, 2021 Bids due from vendors May 13, 2021 at 2:00 pm Public Bid Opening** May 13, 2021 at 2:00 pm on Zoom Estimated Award Notification June 16, 2021

*Ingham Intermediate School District, Heartwood School, 625 Hagadorn Road, Mason, MI 48854

**Email purchasing@inghamisd.org to request a Zoom link for the bid opening

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 May 6, 2021 by 5:00

pm. Answers will be submitted to vendors no later than May 7, 2021. Only written questions and corresponding answers shall be binding.

Sincerely, Carolyn Jones Purchasing Specialist Ingham ISD mailto:purchasing@inghamisd.org

SPECIFICATIONS

Ingham ISD is soliciting pricing through this invitation to bid for the HWS Pool Deck Restoration. Bid proposal shall include all materials and labor to remove and reinstall the existing pool deck. It is the bidder’s responsibility to note any alternatives or detail/specification that in his/her opinion is not practical or functional.

Bid proposals shall include the following but is not limited to:

o Any required permits o Match existing colors and scheme o All prep materials o Removal of the existing tile on the pool deck o Floor preparation for new finishes o All setting materials o Tile and tile installation o Grout and Base Coat with installation o Tile base o Debris removal o Warranty information o Lead time for materials o Project begin and end dates

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 may be 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. Work is to begin 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 installation.

8. Vendor is responsible for visiting the site prior to any work being completed and to become familiar with the local conditions under which the Work is to be performed.

Vendor will complete their own review of the facilities and ascertain any difficulties regarding their performance and completion of the Work. Failure to have visited the site before submitting a bid proposal shall in no way relieve the bidder from furnishing any materials or performing any work required to complete the project in accordance with the contract documents, without additional cost Ingham ISD or its member agencies.

9. For any project contracted under this solicitation, the proposer must comply with the Americans with Disabilities Act (ADA) (42 USC Section 12101 et seq.) and the Americans with Disabilities Act Architectural Guidelines (ADAAG), as well as the implementing requirements, 28 CFR Part 36, Federal Register, Vol. 56, No. 144, July 26, 1991, as amended.

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

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

18. This contract and/or any part of this contract are not to be subcontracted out unless agreed to in writing by Ingham ISD. Any requests for subcontractors must be submitted with the bid.

19. 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.

20. 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.

21. 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.

22. 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.

23. The prime contractor must warrant work performed, materials, equipment installed for a period of not less than five (5) years against defects and poor workmanship. Even if final payment is made, if the owner discovers an unfinished and/or improperly installed component, defect of poor workmanship that should have been identified and noted during final inspection, the contractor will complete the work in a timely fashion at no additional cost to the owner. This warranty does not cover damage caused by fire, winds, floods, chemicals, or owners’ negligence of reasonable precaution.

24. 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.

25. Vendor must obtain any and all required permits prior to performing the work. Costs for any required permits are to be included in the quoted price.

26. Vendor shall take care to protect all existing structures, equipment, trees, landscaping, etc. and will clean parking lots and District grounds of debris. Site will be kept as clean as possible on a daily basis.

27. 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.

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

29. 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.

30. 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.

31. More than one Bid for the same Work from an individual or entity under the same or different names will not be considered. Reasonable grounds for believing that any Bidder has an interest in more than one Bid for the Work may be cause for disqualification of that Bidder and the rejection of all Bids in which that Bidder has an interest.

32. 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.

33. 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.

34. Each bid over $50,000 shall be accompanied by a performance and payment bond executed by a surety company authorized to do business in Michigan and is approved in federal circular 570 as published by the United States Treasury Department or the state board of finance or the local governing authority in an amount of not less than 100% of total bid.

35. 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.

36. 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.

37. 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.

38. 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.

39. 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.

40. 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 pre-bid meeting and vendor questions and answers as noted in the timeline.

41. Upon completion of the work, the Vendor will present Ingham ISD with all documents necessary to close out the project, including but not limited to:

a. Maintenance Manuals

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

c. Executed warranties on installed products

d. Safety Data Sheets for any materials supplied

e. No-cost training for maintenance staff of Ingham ISD

42. The Bidder proposes and agrees if this Bid is accepted, to enter into an Agreement with Ingham ISD, to perform all Work as specified or indicated in the Bidding Documents, for the prices and within the times indicated in the Bid Proposal, and in accordance with all other terms and conditions of the Bidding Documents.

SUBMISSION OF BIDS

Bid pricing must include:

• Material costs

• Any additional costs (including, but not limited to, manufacturer start up, warranty)

• Delivery/freight costs

• Installation costs

• Lead times once the order is placed with vendor.

• All equipment needed to complete the job

• All labor

• All permits

• 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