JPS Music Equipment Invitation to Bid 2017.doc

INVITATION TO BID

Bidder Acknowledgement

Notice is hereby given that the SCHOOL BOARD OF JENISON PUBLIC SCHOOLS, JENISON, MICHIGAN, requests written, sealed bids on the items specified on the attached sheet(s).

DESCRIPTION OF BID ITEMS

DATE:

September 25, 2017

BID NUMBER:

2017-10 JENISON PUBLIC SCHOOLS MUSIC EQUIPMENT

BID NAME:

Choral Risers for Jenison Public Schools

BIDS MUST BE RECEIVED:

On or before Thursday, October 5, 2017 at 9:00 a.m. at which time bids will be publicly opened and read aloud.

BIDS MUST BE MAILED TO:

Christine Marcy, Director of Finance & Operations

Jenison Public Schools Administrative Office 8375 20th Ave.

Jenison, MI 49428

(616) 667-3244

Bids will be opened by Jenison Public Schools Business Office personnel at the address listed above.

We appreciate your participation! Should you have any questions please contact me directly at 616-667-3244, by fax 616-457-8898, or email cmarcy@jpsonline.org

Sincerely, Christine Marcy Director of Finance and Operations Jenison Public Schools

GENERAL AND SPECIFIC CONDITIONS

1. All Vendors should read carefully all specific and general conditions. Any questions regarding bid language, specifications, or equipment specific items should be directed to Christine Marcy, Director of Finance & Operations, at 616-667-3244

2. These conditions are incorporated as part of the specifications requirements and bid forms. All bids must be completed, signed, and the entire document sealed in an envelope bearing the BID NUMBER, BID NAME, OPENING DATE, AND TIME on the outside and mailed or presented to the Director of Finance and Operations on or before the required time and date. Vendors will not be allowed to withdraw or modify their bids after this time and date.

3. Vendors must use the forms provided for the purpose of submitting quotes and must give the unit price, and sign the quote as required in each specific instance.

4. The Jenison Public School District reserves the right to require a performance bond if deemed necessary to assure vendor performance and compliance with bid specifications and delivery schedule before issuing a purchase order. However, a performance bond will not be applicable for this bid.

5. Failure to deliver any items according to specifications and/or deviations may result in cancellation of bid. Failure to observe instructions and conditions will constitute grounds for rejection of a bid or removal from the list of bidders.

6. Price quoted must be the net price delivered to the destination below. Discounts offered will be applied to the bid price by the bidder and only the net price delivered F.O.B. Destination to designated area(s) will be shown on the bid.

7. Bid prices must be honored from date of School Board approval October 9, 2017 through December 31, 2017 If your bid prices cannot be honored for this period, a bid should not be submitted. (This includes re-orders regardless of quantities).

8. Bid prices must be honored for any quantity ordered for the duration of this contract.

9. Equipment specified in this bid is to be delivered F.O.B Destination to one of 2 options:

· Maintenance Facility at 8151 20th Ave, Jenison, MI 49428

· Each Elementary Building in the District Attention: Band/Choir/Orchestra Department.

Bidders may be required to furnish evidence in writing that they maintain permanent places of business and have adequate equipment, finances and personnel to furnish the items offered satisfactorily and expeditiously; and, that they are authorized dealers and can provide necessary warranties for items they propose to furnish.

10. When an article of a particular make or trade name is specified, this is done to establish a quality standard and is not intended to eliminate competing articles of equal quality standard. Bidders are at liberty to quote on substitutions giving complete details, if no substitutions are indicated; it will be assumed that quotations are based on our specifications.

11. The Jenison Public School District is exempt from all State Sales Tax and Federal Excise Tax and these taxes must be deducted from quotations by the bidder.

12. The Jenison Public School District reserves the right to award this bid according to whichever product or equipment is in the best interest of the Jenison Public School District.

13. The Jenison Public School District reserves the right to accept or reject any or all bids or parts thereof and to waive technicalities.

14. All products and materials furnished must comply with all applicable federal, state and local laws, codes, and regulations. Under Michigan’s Right-To-Know law you are required to furnish a “Materials Safety Data Sheet” which explains the properties and hazards of toxic substances contained in items you bid.

15. All quotations must be verified before submission as they cannot be withdrawn, corrected, or altered after submission. All quotations must be signed by a responsible officer and must include the company name.

16. Tabulations of bids will be made available to bidders if requested.

17. No invoice will be paid until every item of the purchase order is received or canceled. All accounts are paid on a net 45-day basis. Cash discounts must be so stated on the bid proposal.

18. Jenison Public School District reserves the right to consider service, validity of warranty and performance of products in considering the successful bidder.

19. The bidder will be responsible for reading carefully and understanding completely the requirements and the specifications of the items bid upon. Bid opening time will be strictly observed. Bids delivered after the time specified will not be considered under any circumstances. Bidders will be responsible for making sure that bid prices are correct; unit prices will prevail when extended prices are in error.

BID INSTRUCTIONS

BID CONTENTS AND SUBMISSION

Bids shall include the following information:

1. Completed Bid Specifications Sheets

2. A completed Bid Form attached to this Invitation for Bid

3. No Bid Response Form, if applicable

4. Materials and services to be provided

One original clearly marked “Original”, and two (2) copies, clearly marked “Copy”, must be submitted. The complete proposal should be sealed in an envelope or box for delivery to the Business Office. “Copy” documents must be identical to original response submitted. The Jenison Public School District will not be held responsible for pricing sheets or materials left out of “Copy” or “Original” submittals.

ADDENDA

All changes, additions, and/or clarifications in connection with this bid will be issued by Jenison Public Schools in the form of a written addendum posted on the State of Michigan’s SIGMA website.

EVALUATION

In evaluating any aspect of the response, the District may consider previous dealings with the vendor, references from the vendor’s customers, inspections of other equipment provided by the vendor, and any other information the District obtains regarding the vendor, or that the District deems relevant.

1. Responses from responsible vendors will be evaluated on the basis of criteria that includes the following:

a. Overall cost to the District, whether direct or indirect.

b. Delivery and/or lead-time required for receipt of goods.

c. Quality of product.

d. Overall customer service and response to purchase issues.

e. Prior experience with vendor.

LATE BIDS

Bids received after the date and time of the bid opening shall not be considered.

AWARD OF CONTRACT

After the bids have been opened and duly considered, the most responsive bid that meets all requirements of the Jenison School District shall be submitted to the Jenison Public School Board of Education for formal approval. After approval by the Board of Education, the Director of Finance & Operations will notify, in writing, the successful bidder. A purchase order, noting the terms and conditions of this bid will be executed.

HOLD HARMLESS CLAUSE

The company awarded the bid agrees to save and hold harmless the District, its agents, and employees from, any and all liabilities, expenses, causes of action, damages and attorney’s fees resulting, or to result, from any of the firm’s businesses or operations resulting from any act or omission of the company’s agents, or employees.

OFFICIALS NOT TO BENEFIT

No regular employee or elected or appointed member of the District Board of Education shall be a part of this contract, or to any benefit that may arise there from.

F.O.B. DESTINATION

All deliveries shall be F.O.B. Destination and all freight charges shall be included in the total price. Supplies shall be delivered to the destination consignee’s delivery address, or receiving dock, at the expense of the company. The District shall not be liable for any delivery, storage, demurrage, accessorial, or other charges involved prior to the actual delivery of the supplies to the destination, unless such charges are caused by an act or order of the District acting in its contractual capacity. Please provide pricing for 2 options: (1) All equipment is to be delivered to each elementary building and assembled by the company or (2) All equipment is to be delivered to Maintenance Facility with no assembly.

BILLING

All items purchased under this bid must be clearly itemized on an invoice. Invoices must also show the price of each item. Invoices must be mailed to: Jenison Public Schools – Accounts Payable 8375 20th Avenue, Jenison, MI 49428.

TERMINATION

The bid may be immediately terminated by the District if:

1.

The company defaults in the performance of any of its obligations under this Contract; or, 2.

Fiscal Funding for this bid package is not approved by the Board of Education.

SPECIFICATIONS

All specifications as detailed herein shall be acceptable minimums unless specifically otherwise stated.

Please see the following specifications for equipment:

1. Choral Riser - Wenger:

36 risers for 6 elementary schools

· 3-step 210 lbs

· Load rating if 150 lbs live load capacity per square foot.

· Portable units designed for one-person movement and setup.

· 3-Step Riser storage depth is 28½" deep x 68" high x 72" long (724 x 1727 x 1829 mm). Units should easily nest to facilitate storage.

· Welded steel support steps

· Permanently attached back rails. Black powder-coat finish.

· Steps covered with grey 100 % olefin double tuft carpet

· Units will have built-in 4” swivel action wheels

· 3-step riser is 72” wide. Steps 18” deep

· Rise of steps is 8”

· Should easily fit through a standard doorway

· Steps are capable of easy, tool-less reversibility for straight or semi-circular stage design.

· 42” permanent back rail

· Unit folds with back rail attached

· At least 15 year warranty

Wenger Corporation

098D053 3-step Signature Riser, 210 lbs

Platform Staging continued (Stageright)

• Z-shaped Deck Support Braces shall be 1” square or 1”x 2” rectangular steel. Outer legs shall be 1 1/2” O.D. steel tube; inner legs shall be 1 1/4” O.D. steel tube. Each support shall have two 17” straps to connect it to adjoining units. Each strap shall be made of 2” nylon webbing with hook-and-loop VelcroTM (except the 8” tall support shall have 1” wide webbing). All steel components shall be finished with a black baked-on powder-coated finish. On variable-height models, spacer buttons on the telescopic legs shall eliminate metal-to- metal contact.

• Z-shaped Deck Support shall accommodate Deck sizes: 4’x8’,4’x6’,4’x4’,3’x8’,3’x6’ Fixed Heights: 8”, 12”, 16”, 24”, 32” Variable Heights: 12”-16”, 16”-24”, 24”-32” E-Z Clips for unit-to-unit connection

• Z-shaped Deck Support shall be certified uniformly distributed live-load capacity of 4000 pounds per 4’ x 8’ section 125 pounds per square foot.

• Two-step portable stairs to access 24” decking, no handrail required.

• Storage carts for decking and Z-shaped supports, and accessories

• Curtain to finish front edge (audience side) of 24” decking.

BID PRICE SHEET

Description Quantity Price Each Total

1. 3-step Signature Risers

ALTERNATE BID SECTION

If submitting an alternate bid, please include specifications, brand, item numbers, quantities, sizes, etc., along with the bid price for each item in this section.

Please attach all available specifications for any alternate model offered. Attachments will be used to assist in determining selected model.

I _______________________________________, hereby representing, _______________________________________, (Agent Submitting Bid)

(Company) have read and reviewed the attached specifications. I state the hereby offer meets or exceeds all requirements.

Company Name

Authorized Person (Print)

Address

Signature

County/State/Zip

Title

Telephone #

Fax #

Date

RESPONDENT’S EXPERIENCE

Please provide written responses to the following questions. If the answer to any of the questions is “Yes”, Vendor shall describe fully the circumstances, reasons therefore, the current status, and ultimate disposition of each matter that is the subject of this inquiry.

1. Years in business under present name: _______ Years performing work specialty: ____________

Licenses currently valid in force: __________________________________________________________________

2. Has Vendor been declared in default of any contract?

Yes

No

3. Has Vendor forfeited any payment of performance bond issued by a surety company on any contract?

Yes

No

4. Has an uncompleted contract been assigned by Vendor’s surety company on any payment of performance bond issued to Vendor arising from its failure to fully discharge all contractual obligations thereunder?

Yes

No

5. Within the past three (3) years, has Vendor filed for reorganization, protection from creditors, or dissolution under the bankruptcy statutes?

Yes

No

6. Is Vendor now the subject of any litigation in which an adverse decision might result in a material change in the respondent’s financial position or future viability?

Yes

No

7. REFERENCES

Provide three references from agencies you have provided goods or services to in the past two (2) years, at least one reference should be a public school system.

Reference # 1

Organization Name: ____________________________________________________ Telephone #: ________________

Contact Name: ________________________________________________ Email: _____________________________

Scope of Work Provided: ____________________________________________________________________________

Project Dollar Value: _________ Present Contract Status: __________ Contract Dates: __________

Reference # 2

Organization Name: ____________________________________________________ Telephone #: ________________

Contact Name: ________________________________________________ Email: _____________________________

Scope of Work Provided: ____________________________________________________________________________

Project Dollar Value: _________ Present Contract Status: __________ Contract Dates: __________

Reference # 3

Organization Name: ____________________________________________________ Telephone #: ________________

Contact Name: ________________________________________________ Email: _____________________________

Scope of Work Provided: ____________________________________________________________________________

Project Dollar Value: _________ Present Contract Status: __________ Contract Dates: __________

DOCUMENTS NEEDED FOR RFP AWARD CONSIDERATION:

1. Signed Bid Response Form w/ Two Additional Copies of ITB Response Package for Review

2. Completed Respondents Experience Form, with References

3. Familial Relation Form

NOTE: Additional copies of this RFP may be obtained by registering with the SIGMA website.

FAMILIAL RELATIONSHIP

STATEMENT REGARDING FAMILIAL RELATIONSHIP

AFFIDAVIT OF_________________________________________

STATE OF MICHIGAN, COUNTY OF____________________

(Name of Affiant) _______________________________________________________________makes this Affidavit under oath and states as follows:

1.

I am a/the ( President ( Vice-President ( Chief Executive Officer

( Member ( Partner

( Owner

( Other (please specify)________________________________________________ of___________________________________, a bidder on band, choir, and orchestra instruments for Jenison Public Schools

(Name of Company)

2.

I have personal knowledge and/or I have personally verified that the following are all of the familial relationships existing between the owner(s) and employee(s) of the aforementioned contractor and the school district’s Superintendent and/or Board members.

3.

I have authority to bind the aforementioned contractor with the representations contained herein, and I am fully aware that the school district will rely on my representations in evaluating bids for the construction project.

4.

I declare the above information to be true to the best of my knowledge, information and belief. I could completely and accurately testify regarding the information contained in this affidavit if requested to do so.

Signature of Affiant

Date

Subscribed and sworn before me in ______________________County, Michigan, on the________day of__________________, 2013

Signature

Printed

Notary Public, State of Michigan, County of________________________

My commission expires on_________________________

Acting in the County of___________________________

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012 The undersigned, the owner or authorized office of _______________________________(the “Bidder”), pursuant to the compliance certification requirement provided in the ________________________ School District (the “School District”) Request For Proposal For_____________________________________ hereby certifies, represents and warrants that the Bidder (including its officers, directors, and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 518 of 2012 (the “Act”), and that in the event Bidder is awarded a contract / purchase order as a result of the aforementioned Request For Proposal, the Bidder will not become an “Iran linked business” as any time during the course of performing the Work or any services under the contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract / purchase order 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:

By: ______________________________________

Its: _____________________________________

Date: ___________________________________

STATE OF _________________)

)ss.

COUNTY OF _______________)

This instrument was acknowledged before me on the _________ day of __________________, 2013.

By: ________________________________

Notary Public _________________________ County, Michigan

My Commission Expires: ___________________ Acting in the County of: ____________________ 2017 JPS Choral Risers