ITB-W-1528.pdf

ITB-W-1532 Last Printed 4/24/2025 10:43 AM

ITB-W-1532 INVITATION TO BID APRIL 24, 2025

ELECTRONIC BIDS TO FURNISH AND INSTALL AV EQUIPMENT, ALONG WITH FURNISHING ELECTRICAL

WORK IN THE WARREN CIVIC CENTER LIBRARY SPECIAL COLLECTIONS ROOM FOR THE CITY OF

WARREN ARE BEING ACCEPTED.

ELECTRONIC BIDS MUST BE ENTERED INTO THE BIDNET (MITN) PROCUREMENT SYSTEM ON, OR

BEFORE, 12:30 PM, WEDNESDAY, MAY 7, 2025.

PLEASE SEE SPECIAL INSTRUCTIONS ON PAGE TWO (2) OF THE BID FORM

A PUBLIC BID OPENING WILL TAKE PLACE AT 1:00 PM EST ON MAY 7, 2025 VIA THE “ZOOM APP”

WHICH WILL BE HOSTED BY THE CITY COUNCIL OFFICE. PLEASE JOIN THE ZOOM MEETING BETWEEN

12:50 AND 1:00 PM EST, ON THE DAY OF THE BID OPENING IN ORDER TO VIEW OR LISTEN TO THE BID

OPENING VIA THE ZOOM APP.

LINK TO ZOOM MEETING:

https://cityofwarren.zoom.us/j/83679241049?pwd=OTxL7kKOuQypvTE9JVmFIHVAZCJ9Cz.1

ZOOM CALL-IN #: 1 305 224 1968

ZOOM MEETING ID: 836 7924 1049

ZOOM MEETING PASSWORD: 463781

Addenda, clarifications and changes to the bid documents must be obtained on line by registering

(free registration available) for the MITN system as follows: 1) go to www.BidNetDirect.com/MITN,

2) Click on “Register Now”, 3) Activate your account & select your registration option. Call 800-

835-4603 and press option two (2) to speak live with customer support.

YOU SHOULD REGISTER FOR NIGP CODES

84056 – Audio/Video

84084 – Video and Audio Systems

88011 – Audio Visual Equipment and Supplies

91082 – Wiring and Other Electrical Maintenance and Repair Services

91438 - Electrical

93625 – Electrical Equipment Maintenance and Repair

Additional information regarding this bid or any questions can be answered by contacting the

Purchasing Agent, Craig Treppa of the City of Warren Purchasing Division, preferably by e-mail, ctreppa@cityofwarren.org, Subject: ITB-W-1532.

Sincerely, Craig Treppa

Purchasing Agent

Lori M. Stone, Mayor Purchasing Division Office of the Controller One City Square, 4th Floor, Suite 425

Warren, Mi 48093-5289

Phone (586) 574-4639

FAX (586) 574-4614

https://cityofwarren.zoom.us/j/83679241049?pwd=OTxL7kKOuQypvTE9JVmFIHVAZCJ9Cz.1 http://www.bidnetdirect.com/MITN mailto:ctreppa@cityofwarren.org

ITB-W-1532 CITY OF WARREN PAGE 2 OF 17

COMPANY NAME: __________________________________________________________

SPECIAL INSTRUCTIONS FOR ELECTRONIC BID SUBMISSION:

The City will require the vendor to perform the following, via the BidNet (MITN) system, within the bid solicitation, in order to have the bid considered for award:

1. The bidder shall complete the bid form in its entirety, sign Page 3 and all other appropriate areas (clauses, etc.), scan the document, and upload the completed document (pages 1-23) with your electronic bid submission.

2. If the Vendor has any questions regarding the steps needed to complete the electronic bid submission, they shall contact the BidNet (MITN) help desk at 1-800-835-4603. Select Option 2 when prompted.

3. Electronic bids must be entered no later than the bid due date and time. The BidNet (MITN) system will prohibit vendors from entering bid information after the scheduled due date/time.

4. The City shall not have access to bid results until after the scheduled due date/time.

5. The bid opening shall be made available to the public via a ”Zoom Meeting”. Interested parties will need to access the Zoom app and enter the Meeting ID # and the Password in order to obtain access to the public bid opening. Interested members of the public may view or listen to the results at that time.

6. The Zoom Meeting Call-in #, ID# and password for this bid opening can be found on the first page of this bid document.

7. The link to view the bid opening via “Zoom Meeting” can be found on the first page of this bid document.

8. The public shall have the ability to join the Zoom Meeting any time after 12:50 pm EST on the bid due date.

9. The public bid opening via “Zoom” shall occur at 1:00 pm EST on the bid due date.

POINT OF CONTACT FOR QUESTIONS:

All bidders will be held liable to have visited the work site(s) and familiarize themselves with the nature of the work and conditions under which the work will be performed. No extras will be allowed for failure to inspect or to account for working conditions.

Vendors are encouraged to submit any, and all, questions you may have regarding this solicitation via e-mail to Craig Treppa, Purchasing Agent for the City of Warren, at ctreppa@cityofwarren.org

Bidders shall tabulate all questions and submit one inquiry list no later than Thursday, May 1, 2025 at 2:00 pm EST. The City of Warren will not respond to questions received after this date and time.

Except as otherwise directed, bidders are not to communicate with other parties within The City of Warren regarding this solicitation without prior written permission from the Purchasing Agent. The

City’s Purchasing Division is the only office authorized to change any terms, conditions and/or specifications related to this bid.

SITE INSPECTION:

To schedule a site inspection, please contact Stacy Miller at 586-574-4564, ext. 5002. Site inspections must be completed no later than 12:00pm on Thursday, May 1, 2025.

mailto:ctreppa@cityofwarren.org

ITB-W-1532 CITY OF WARREN PAGE 3 OF 17

BID PROPOSAL FORM:

The undersigned proposes to FURNISH AND INSTALL AV EQUIPMENT, ALONG WITH MINOR

MODIFICATIONS TO THE WARREN CIVIC CENTER LIBRARY SPECIAL COLLECTIONS ROOM in accordance with the attached specification requirements.

GRAND TOTAL (FROM PAGE 4): $_________________________

IT IS MANDATORY OF ALL BIDDERS TO RETURN THIS SHEET FULLY COMPLETED AND

SIGNED BY AN AUTHORIZED REPRESENTATIVE WITH THEIR ELECTRONIC BID. FAILURE TO PROPERLY

SIGN IN THE AREA PROVIDED BELOW MAY RESULT IN YOUR BID NOT BEING ACCEPTED.

The undersigned has carefully checked the bid figures and understands that he shall be responsible for any error of omission in this bid offer and is in receipt of all addenda as issued.

Signature of _________________________________________________ DATE: _________________

Authorized Company Representative

(Print name and title of Signature)

COMPANY NAME

ADDRESS CITY STATE ZIP CODE

TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS

WARRANTY (If Applicable)

YEARS IN BUSINESS COMPANY CONTACT PERSON WITH TELEPHONE NUMBER

ACKNOWLEDGMENT OF ADDENDA:

In the event that any addenda are posted on the MITN system, acknowledge receipt of the addenda by indicating the addenda number below and sign in the space provided. A copy of each addenda posted should be included in your proposal:

Addenda #1: _______________ Signed: _____________________________________

Addenda #2: _______________ Signed: _____________________________________

Addenda #3: _______________ Signed: _____________________________________

EXCEPTIONS: Where an exception to any specification is taken, such exception shall be clearly indicated below and along with the specifications attached hereto, shall be considered an integral part of this bid proposal.

ITB-W-1532 CITY OF WARREN PAGE 4 OF 17

PRICING DETAIL:

Please complete the detail pricing section below and enter grand total on page three (3) of the bid form. Pricing is to include all fees to complete the project, including, but not limited to, labor, materials, warranties, and disposal.

ITEM

QTY

(EACH)

DECRIPTION PRICE

1. LOT Audio/Visual Work - Complete $

2. 12 Electrical Work - Complete $

3. CONTINGENCY ALLOWANCE $ 2,000.00

GRAND TOTAL (ENTER ON PAGE 3): $

PRICE CLAUSE:

The City requests that prices be held firm for 60 days or bid award, whichever comes first, except for the successful bidder whose prices shall be held firm the entire contract period.

The bidder shall base the bid amount on all labor, materials, transportation, equipment, services, warranties, and insurance necessary to perform the work in conformity with the bid documents, and all addenda to them, as well as compliance with all applicable codes and ordinances. The bid amount must include all incidental items required as part of the work, even if they are not specified or indicated.

Authorized Signature for________________________________________________________

Pricing Clause

ESTIMATED QUANTITIES:

Quantities indicated are estimates for bid award purposes only. The estimates are not a guarantee. Quantities under this contract and actual quantities may increase or decrease.

Vendor shall supply items as per bid and hold the City harmless for increase or decreases in quantities.

Authorized Signature for___________________________________________________

Estimated Quantities Clause

CONTINGENCY ALLOWANCE:

The contingency included within the bid pricing is to be utilized at the discretion of the

City to cover unforeseen work that was not included in the project scope. Pricing for work that is outside of the project scope will be determined between the City and the contractor per the language included within the bid. Usage of Contingency Allowance Funds must be pre-approved by the City.

ITB-W-1532 CITY OF WARREN PAGE 5 OF 17

COMPETENCY OF THE BIDDER:

Bidders will be required to submit satisfactory evidence that they have the practical knowledge and expertise, necessary financial resources, adequate equipment, and experienced and competent personnel and subcontractors to perform the proposed work. The opening and reading of the bid shall not be construed as acceptance of the bidder as a responsible bidder.

The City reserves the right to determine the responsibility of a bidder from its knowledge of the bidder's qualifications or from other sources. The bidder is required to provide the City with any requested information or documentation that will assist the City in determining that they, and their subcontractors, are competent and qualified.

Authorized signature for Competency of the Bidder Clause

WARRANTY:

The City of Warren requires a minimum one (1) year warranty on all materials, labor, and workmanship.

All bidders shall state below type and duration of warranty for materials, labor, and workmanship.

Please explicitly indicate warranty exclusions if any exist.

Authorized signature for _________________________________________________________

Warranty Clause

ITB-W-1532 CITY OF WARREN PAGE 6 OF 17

INSURANCE REQUIREMENTS:

INSURANCE CERTIFICATE MUST BE SUBMITTED BY THE INSURANCE AGENCY, NOT THE PROPOSER.

The awarded vendor shall be required to provide the City with certificates of insurance naming the City of Warren, City of Warren Municipal Building Authority, Downtown Development

Authority, Tax Increment Finance Author ity, the 37th District Court, all elected appointed officials, employees and volunteers as individuals acting within the scope of their authority, AS

AN ADDITIONAL INSURED.

It is understood and agreed by naming the City of Warren as additional insured, coverage afforded is considered to be primary, and any other insurance the City of Warren may have in effect shall be considered secondary and/or excess.

Additionally, the awarded vendor shall provide language, within the “Description of Operations” section, that “AGREES TO WAIVE THEIR INSURER’S RIGHT OF SUBROGATION UNDER ITS POLICIES”.

The awarded vendor shall provide the following coverage and limits (Sub-contractors utilized by the awarded bidder shall be subject to these same conditions).

COMMERCIAL GENERAL LIABILITY:

The following coverage is part of the General Liability policy:

Policy should be on an OCCURRENCE BASIS WITH COMBINED SINGLE LIMITS.

General Aggregate $2,000,000

Products/Completed Operations Aggregate $1,000,000

Personal & Advertising Injury $1,000,000

Each Occurrence $1,000,000

Fire Damage-Any one fire $ 50,000

Medical Expense-Any one person $ 5,000

Per project aggregate limit, Independent contractor’s coverage, Broad form property damage Blanket contractual liability coverage

AUTOMOBILE LIABILITY:

Automobile liability insurance coverage shall be $1,000,000 combined single limit for any auto and include hired autos and non-owned autos.

WORKERS’COMPENSATION INSURANCE:

Workers’ compensation insurance shall be statutory under the State of Michigan Workers’

Compensation Act.

UMBRELLA LIABILITY POLICY:

Umbrella Liability shall be $2,000,000 and be “following form”

Coverage shall be provided by a carrier(s) rated A- or better by A.M. Bests.

Insurance certificates shall contain a provision to the effect that the insurance company SHALL

NOTIFY the City at least thirty (30) days prior to CANCELLATION OR MATERIAL CHANGE of the insurance.

( ) Can meet insurance as indicated.

( ) Cannot meet but offer the following

Authorized signature for _____________________________________________________________________

Insurance Clause

ITB-W-1532 CITY OF WARREN PAGE 7 OF 17

REFERENCES:

Please list a minimum of three (3) municipalities/companies for which your company has provided similar services in the past two (2) years.

1. Agency: ____________________________________________________ Year: _______________

Address: ____________________________________________________________________________

Contact Name: _______________________________________ Phone: ______________________

Work Performed: ____________________________________________________________________

2. Agency: ____________________________________________________ Year: _______________

3. Agency: ____________________________________________________ Year: _______________

4. Agency: ____________________________________________________ Year: _______________

ITB-W-1532 CITY OF WARREN PAGE 8 OF 17

GENERAL CONDITIONS (Effective March 28, 2025)

SIGNATURE

Bids and all information requested of the vendor shall be entered in the appropriate space on the bid form and Signature Page. Failure to do so may disqualify your offer.

An authorized officer or employee of the vendor shall sign all bids.

ELECTRONIC BID SUBMISSION

Electronic bids shall be submitted by the date specified and at or prior to the time specified to be considered. Late bids, e-mail, sealed, telegraphic, or telephone bids will NOT be accepted.

The bidder is required to submit their bid electronically via the BidNet (MITN) system in order to be considered for award.

Bids received after 12:30 pm of the date they are due will not be accepted.

RELATIONSHIP DISCLOSURE

It is required that any relationship (business or personal) to a City employee or official be disclosed.

This includes employment or other professional engagements.

ALTERATION OF BID DOCUMENTS

Vendor changes or alterations to the bid documents, including the specification, may result in the bid being considered non-responsive and/or the Bidder being debarred. The only authorized vendor changes to the bid documents will be in the areas provided for the Bidder’s response including the “Exceptions” section of the bid and on separate attached sheets submitted by the vendor. Vendor shall clearly identify product offered and deviations from the specification. If a change or alteration to the bid document is undetected, and the bid is awarded the contract, the original terms, conditions, and specification in the authorized version of the bid document will be applicable during the terms of the contract. Bidders are responsible for ensuring they have obtained all relevant documents including amendments, clarifications, changes, drawings, etc.

as made available by the City.

PRICES

Prices quoted shall be for new products in current production unless otherwise specified. Where refurbished or discontinued items are offered they shall be clearly identified as such.

Prices quoted shall be exclusive of any rebates due the City. Any rebates the City may be entitled to should be shown as a separate line item and include expiration date.

Corrections and/or modifications received after the bid closing time specified will not be accepted.

Unit prices prevail.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. The person signing the bid shall initial corrections in ink.

All prices will be proposed F.O.B. DESTINATION, INCLUDE ALL DELIVERY AND ANY ADDITIONAL

CHARGES and remain in effect as specified in the bid.

ITB-W-1532 CITY OF WARREN PAGE 9 OF 17

AWARD

Unless otherwise stated in the bid documents, the City cannot guarantee exclusivity of the contract for the proposed products or services.

Award of the bids shall be based upon a combination of factors, including but not limited to, adherence to bid requirements, references and any other factors that may be in the City’s best interest.

The City reserves the right to reject any and all bids, and to waive any defect or irregularity in bids.

The City reserves the right to accept and separate items in the bid and to accept the bid that, in the opinion of the City, is to the best advantage and interest of the public we serve. The City also has the right to re-solicit bids if it is deemed to be in the best interest of the City.

The City reserves the right to reject low bids which have major deviations from our specifications;

to accept a higher bid which has only minor deviations. By signing the bid, Bidders agree to accept a split award unless the Bidder clearly indicates that it takes Exception. The bid will be awarded to that responsible, responsive firm whose bid, conforms to this solicitation and will be most advantageous to the City, with regard not only to price but also to availability of product, location and quality of product considered.

The City reserves the right to award all line items, to make no award or to award on an individual line item basis, whichever is deemed to be in the best interest of the City.

Time of delivery may be a consideration in the award.

The City reserves the right to consider as unqualified to perform the contract any bidder who does not habitually perform with its own forces seventy-five (75%) of the work involved.

TERMINATION

1. Failure to Perform. The City may terminate a bid award for the failure to perform a term of the bid specifications to the satisfaction of the City. The City shall provide ten (10) days advance written notice to the Awarded Vendor for the failure to perform services or for the violation of any other term of the bid specifications. Unless futile or the violation is recurring, the City shall provide notice and the opportunity to cure the violation prior to termination. Such notice to cure shall be given in writing by first-class mail. In the event of a dispute, or in order to avoid interruption of service, the City may engage another to perform the work and the Awarded Vendor shall be responsible for any costs the City incurs as a result of the Awarded Vendor’s violation. The City may withhold payment to offset any damages the City incurs as a result of the Awarded Vendor’s violation.

2. At Will. A bid award may be terminated at will by the City upon a minimum of thirty (30) days prior written notice to the Awarded Vendor. In the event of termination as provided in this subsection, the Awarded Vendor will be compensated for all services performed and approvable reimbursable expenses from the inception date to the termination date provided the services performed and the expenses were provided in accordance with the bid specifications. Payment shall be made upon the Awarded Vendor delivering to the City all information and materials retained by the Awarded Vendor, affiliates, or subcontractors in performing the services described in the bid specifications, whether completed or in progress.

3. MISREPRESENTATION. In addition, the City may reject this Bid, or cancel a contract with an

Awarded Vendor, if there is evidence of any misleading or intentionally fraudulent information or documents provided in connection with this Bid.

ITB-W-1532 CITY OF WARREN PAGE 10 OF 17

SPECIFICATION

THE CITY WILL ACCEPT BRAND NAME ONLY PRODUCTS.

NO “SUBSTITUTES” OR “ALTERNATES” WILL BE ACCEPTED.

NO “USED” OR “REFURBISHED” ITEMS WILL BE ACCEPTED.

All products and services shall be in accordance with all applicable federal, state and local statutes, rules, ordinances, etc.

All personnel shall have the appropriate licenses with endorsements for the work performed.

In addition, any personnel driving a vehicle on City property shall have the appropriate valid driver’s license and have or exceed minimum statutory insurance requirements.

E-VERIFY

Any bidder, attesting to his bid by signature, is affirming that the Bidder has registered with, participates in and utilizes the E-Verify Program (or any successor program implemented by federal

Department of Homeland Security and Social Security Administration) to verify the work status of all newly hired employees employed by the Bidder.

NON-IRAN LINKED BUSINESSES

By signing below, Bidder certifies and agrees on behalf of Bidder and the company submitting this bid the following: (1) that the Bidder is duly authorized to legally bind the company submitting this bid; (2) that the company submitting this bid is not an “Iran linked business,” as defined in Section

2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) that

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

ASSIGNMENT OF AGREEMENT – OTHER CONTRACTORS.

The Awarded Vendor shall not assign the contract or any part thereof without the written consent of the City.

PERIOD AGREEMENTS

No Exclusive Contract/Additional Services. The Awarded Vendor agrees and understands that the contract shall not be construed as an exclusive agreement and that the City may, at any time, secure similar or identical services at its sole option.

Any contract executed pursuant to this Bid, which is for a specific term shall include for an extension of the contract term, at the option of the City, as follows:

The City shall have the sole option to extend the contract herein for a period of two months by written notice to the Awarded Vendor exercising the option served at least ten days prior to the expiration date of the contract. In the event such option is exercised by City, all of the provisions of the contract shall remain in full force and effect other than the date of expiration of the contract.

The quantities have been estimated for bid award purposes and may be estimated based on past usage. The quantities may increase or decrease and the City makes no representation as to guarantee of usage. The quantities are estimated on an annual basis.

ITB-W-1532 CITY OF WARREN PAGE 11 OF 17

PAYMENT TERMS

The City’s normal payment terms are 45 days in connection with cash discounts specified with this bid. Time will be computed from the date of complete delivery of services, supplies, or equipment, as specified, or from the date correct invoices are received in the Office of the City Controller, if the latter is later than the date of delivery. Prices will be considered as net if no cash discount is shown.

Progress payments will be made on the basis of hours of work completed during the course of the engagement in accordance with the firm's fee bid. Interim billings shall cover a period of not less than a calendar month.

MICHIGAN FREEDOM OF INFORMATION ACT (FOIA)

All costs incurred in the preparation and presentation of this bid, in any way whatsoever, shall be wholly absorbed by the Bidder. All supporting documentation shall become the property of the

City unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the

Act, which are subject to disclosure under the Act. Therefore, confidentially of information submitted in response to this RFP is not assured.

EQUAL OPPORTUNITY CLAUSE

This contract requires adherence to the equal opportunity clause, 41 CFR § 60-1.4.

EXCEPTIONS TO THE BID SOLICITATION

Each individual/group shall provide a list of Exceptions taken to this bid. Any Exceptions taken shall be identified and explained in writing. An Exception is defined as the individual/group’s inability to meet a mandatory requirement or exceed a requirement in the manner specified in the bid solicitation. If the Bidder provides an alternative solution when taking an Exception to a requirement, the benefits of this alternative solution shall be explained. The City reserves the right to accept or reject any Exception whichever is deemed to be in the best interest of the City.

WITHDRAWAL OF BID

Bidders may withdraw their bids by submitting a written request over the signature of an authorized individual to the Purchasing Department any time prior to the submission deadline. Bidders may thereafter submit a new bid prior to the deadline. Modification or withdrawal of the bid in any manner, oral or written, will not be considered if submitted after the deadline.

DEFAULT TO CITY

It is understood that any Bidder who is in default to the City at the time of opening its bid shall have its bid declared null and void.

BIDDER DISCLOSURE

The Bidder declares that it has not, nor will it, provide gifts, gift certificates, entertainment, favors, or other gratuities to a City official, employee, agent, or volunteer, or to their families.

The Bidder acknowledges that if it violates this policy then the City may terminate the contract with the Bidder.

ITB-W-1532 CITY OF WARREN PAGE 12 OF 17

INDEMNITY CLAUSE

To the extent permitted by law, the Contractor shall indemnify the City, its officers, employees, agents, and boards and commissions from and against any claim of liability; penalties; damages;

attorney fees; professional advisors’ fees; settlements; or other fees or expenses arising from or in connection with goods provided and services performed under this Invitation to Bid. The

Contractor shall provide the Warren City Attorney’s Office with all documents filed in any proceeding related to this Invitation to Bid in which any of the above-listed people or entities are named.

MICHIGAN LAW TO CONTROL

The Parties intend for this Agreement to be construed in accordance with Michigan law as it exists at the time of this Agreement. Disputes arising out of this Agreement shall be litigated in the State court having jurisdiction over Macomb County, Michigan. If a dispute arises that requires resolution in Federal court, it shall be litigated in the United States District Court for the Eastern District of

Michigan.

AMERICAN WITH DISABILITIES ACT

Whenever applicable, the Contractor shall perform work in accordance with the American with

Disabilities Act, 42 USC § 12101 et seq, (including corresponding rules, regulations, and design standards), the Persons with Disabilities Civil Rights Act, MCL 37.1101 et seq. and City ordinances relating to accessibility.

APPENDIX A OF TITLE VI PLAN

During the performance of this contract, the contractor, for itself, its assignees, and successors, in interest (hereinafter referred to as the “contractor”) agrees, as follows:

1. COMPLIANCE WITH REGULATIONS. The contractor shall comply with Regulations relative to nondiscrimination in Federally-assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract.

2. NONDISCRIMINATION. The contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection, retention, and treatment of subcontractors, including procurements of materials in the discrimination prohibited by Section 21.5 of the Regulation, including employment practices when the contractor covers a program set for in Appendix B of the Regulations.

3. SOLICITATION FOR SUBCONTRACTS, INCLUDING PROCUREMENTS OF MATERIALS AND EQUIPMENT.

In all solicitations either by competitive bidding or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor’s obligations under the contract and the Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin.

4. INFORMATION AND REPORTS. The contractor shall provide all information and reports required by the Regulations, or directives issues pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the

State Highway Department or the Federal Highway Administration to be pertinent to ascertain compliance with such Regulations or directives. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information, the contractor shall so certify to the State Highway Department or the Federal Highway Administration, as appropriate, and shall set forth what efforts it has made to obtain the information.

ITB-W-1532 CITY OF WARREN PAGE 13 OF 17

5. SANCTIONS FOR NONCOMPLIANCE. In the event the contractor’s noncompliance with the nondiscrimination provisions of this contract, the State Highway Department shall impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including, but not limited to:

a. Withholding payments to the contractor under the contract until the contractor complies and/or

b. Cancellation, termination or suspension of the contract, in whole or in part.

6. INCORPORATION OF PROVISIONS. The contractor shall include provisions of paragraphs (1) through (6) in every subcontract, including procurement of material and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontract or procurement as the State Highway Department or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance: provided, however, that, in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the contractor may request the State Highway Department to enter into such litigation to protect the interests of the State, and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

SAFETY DATA SHEETS

IMPORTANT: All City purchases require SAFETY DATA SHEETS where applicable, in compliance with the Occupational Safety and Health Administration (OSHA) Hazard Communication Standard.

THE ABOVE GENERAL CONDITIONS ARE CONSIDERED IN FORCE UNLESS SPECIFICALLY ADDRESSED

IN ANOTHER SECTION OF THE BID DOCUMENT

We have read and acknowledge the above GENERAL CONDITIONS

(Signature)

ITB-W-1532 CITY OF WARREN PAGE 14 OF 17

PURPOSE:

It is the intent of the City of Warren to invite electronic bids from qualified contractors to furnish and install A/V equipment, along with furnishing electrical work in the Warren Civic Center Library

Special Collections Room per the bid specification and drawing.

LOCATION OF WORK:

City of Warren Civic Center Library

One City Square, Suite 100

Warren, MI 48093

HOURS OF WORK:

All work under this bid shall be coordinated with the Senior Administrative Secretary, Stacy Miller, at 586-574-4564 ext. 5002, or designated representative. Any changes to the established schedule must have prior approval of the project manager.

Work shall be conducted between the hours of 9:00am – 5:00pm, Monday through Friday.

SECURITY:

The City does not assume any responsibility, at any time, for the protection of or for loss of materials, from the time that the project starts until the final acceptance of the work by the Parks &

Recreation Director, or a designated representative.

INVOICING:

Billings are to be generated upon completion of the project, and shall include site location and date of service.

Invoices shall be submitted to:

ATTN: PURCHASING DIVISION

ONE CITY SQUARE, STE. 425

WARREN, MI 48093

586-574-4639

PERMITS:

Materials and installation shall conform to all state and local codes and regulations governing the trades included in this work including securing applicable permits. The successful contractor will be required to obtain permits as required by law, code, ordinance, etc. The City shall waive permit fees.

Authorized Signature for ________________________________________________________

Permits Clause

DISPOSAL:

The awarded vendor is responsible for taking all work debris off-site and disposing of it properly.

ITB-W-1532 CITY OF WARREN PAGE 15 OF 17

PERFORMANCE:

The City Reserves the right to withhold any, or all, payments until any defects in performance have been satisfactorily corrected.

JOB CONDITIONS:

• The City will provide a designated area for the vendor to store equipment and materials.

• Contractor shall notify the Senior Administrative Secretary, or designee of any observed damages prior to commencing work. Failure to report any damages before commencement of work may result in the Contractor being held responsible for such damages.

• Awarded vendor is responsible for providing proper equipment and trained personnel to perform all such work, including ladders, power lifts, scaffolding or other such equipment as necessary to execute the requirements of this contract. Under no circumstances shall any tools of any kind or materials being used be left unattended.

• Contractor shall employ only persons who are skilled in the work to be performed.

• Awarded vendor and the employees shall utilize proper methods to complete all work properly in conjunction with the specification contained in this bid to ensure that all operations are completed successfully. Improper methods will result in a poor product, and be cause for the Contractor to redo the work.

• Awarded vendors workers shall NOT “reach” when performing the work described in this specification where a potential fall may occur. Workers shall use a ladder/scaffold or other means to safely perform the work described in this specification.

EQUIPMENT/SAFETY:

The Contractor shall be responsible for providing and for the placement of barricades, signage, tarps, plastic, flag tape and other safety/traffic control equipment required to protect its employees, the public, surrounding areas, equipment and vehicles. The flow of vehicular/pedestrian traffic shall not be impeded at any time during this project.

The safety of the Contractor’s employees and the public is the prime concern to the City, and the

Contractor must take all necessary steps to assure proper safety during the performance of the

Contractor. Contractor shall be responsible for protection of any City facility against damages caused by workmen, their equipment and materials. Such damages, if any, shall be repaired and rectified, at the contractor’s expense, to the satisfaction of the Parks & Recreation Director, or its designee.

Any bidders that have a history of safety problems or a high incidence of accidents will not be considered for award of a bid or contract.

Awarded Vendor is required to keep areas free from clutter and debris at all times.

Awarded vendor shall be responsible for leaving the building in a clean and neat condition when the project is finished.

At the end of each workday all areas where work is performed must be left in an as clean as condition as found prior to the start of the project.

Awarded bidder will be responsible for the repair or replacement of any damages to interior or exterior of the premises caused by the contractor during the length of the project.

ITB-W-1532 CITY OF WARREN PAGE 16 OF 17

MINIMUM QUALIFICATIONS:

• Contractor shall be a fully-established business operating under its submittal name for a minimum of five (5) years in the appropriate field of work.

• Contactor shall have adequate personnel to perform the services as indicated in this bid specification.

• Contractor shall possess appropriate equipment to perform the requested service.

• Contractor must provide three (3) references where contractor has provided similar services over the last two (2) years.

WORKMANSHIP:

All work shall be performed in accordance with the best modern practice and workmanship of highest quality. Failure to conform to standards specified by the City shall be considered a breach of the Contract.

Where not more specifically described in any of the various sections of these specifications, workmanship shall conform to all of the methods and operations of best standards and accepted practices of the trade or trades involved, and shall include all items of fabrication, construction or installation regularly furnished or required for completion of the services. All work shall be executed by personnel skilled in their respective lines of work.

ITB-W-1532 CITY OF WARREN PAGE 17 OF 17

CHECK LIST FOR BIDDERS

MISTAKES OR OMISSIONS CAN RESULT IN THE REJECTION OF YOUR BID.

_____ Is your electronic bid PROPERLY SIGNED on the AUTHORIZED REPRESENTATIVE portion of the BID FORM, AND ALL CLAUSES AS INCLUDED IN THE BID DOCUMENT?

_____ If required, have you entered a unit price for each bid item? (Unit Price governs)

_____ Have you uploaded the complete document via the BidNet (MITN) system with your electronic submission?

_____ Late bids will NOT be considered. Bids must be received by the Purchasing

Division before 12:30 P.M., Wednesday, on the date specified.