_JPS RFP Sustainability Rebid Due 3.11.25.pdf

Table of Contents

PART I 2

Introduction 2

Background 2

1. RFP Schedule of Events 3

2. Key Team Members 3

3. RFP Objectives 3

4. Liquidated Damages 4

5. Compliance with the State of Michigan 4

6. Scope of Work 6

7. Installation Schedules 14

8. ECM Unit Costs 14

9. Evaluation Criteria 15

10. Proposal Format 15

PART II 15

Vendor Bid Requirements 15

Vendor Information 16

Small Diverse Business Program Applicants 17

JPS Vendor Requirements 18

Capability Assessment 18

PART III 19

Costs and Pricing Reflective of a School 19

PART IV 19

RESPONSE RULES AND EVALUATION 19

EVALUATION 20

ACCEPTING & REJECTING RESPONSES 20

FORMAT 20

RESPONSE CHECKLIST 21

NEGOTIATIONS 21

DEFAULT 21

FURTHER INFORMATION 22

RIGHT TO KNOW 22

QUESTIONS 23

CLAIMS 23

NEWS RELEASES 23

ATTACHMENT A 24

EXHIBITS 25

PART I

Introduction

Jackson Public Schools (JPS) is a public K-12 school district located in Jackson, Michigan. JPS has

11 facilities, over 1,000,000 sq ft and approx 4,400 students. JPS is soliciting a one-time purchase for energy conservation and sustainability measures.

Purpose: The purpose of this Request for Proposal (RFP) is to qualify responsible and responsive contractors to provide services necessary to facilitate, manage, and complete projects following the main standards within the Guaranteed Energy Savings Contracts (GESC) of the State of

Michigan. These GESC Projects involve implementation of energy-related improvements, referred to herein as Energy Conservation Measures (ECM).

Note on bidding: bidders are not required to submit for all exhibits. Bidders are invited to submit proposals for any and/or all of the exhibits outlined from the exhibit section in part IV of the RFP. Please determine the desired exhibit(s) to submit for consideration and bid accordingly.

This bid is technically a new procedure, and if any vendors submitted on or before the original

RFP close date they are required to submit a new submission. If the response is identical to the previous response, the respondents are not required to mail a new hard copy, but are responsible to send a new email submission. All new responders MUST follow the entire RFP response process summarized on page 21 of this document.

Background

Guaranteed Community Advisors (GCA) has been hired by JPS to provide project advisory services to implement an Energy Conservation Measure (ECM) project for the facilities in

Jackson, MI. GCA is soliciting written proposals on behalf of the District from qualified companies for services related to energy efficiency measures and infrastructure. JPS may allocate work to more than one company for this project at its discretion. The selected company(ies) may be expected to produce a turnkey project including the labor, materials, supplies, equipment, storage, disposal, measurement & verification (M&V), and complete documentation for as-built and operation & maintenance (O&M) manuals. The final scope of work will be determined by JPS and is subject to change.

All questions or requests for clarification should be submitted to jamesm@gcommunityadvisors.com and abittner@gcommunityadvisors.com mailto:cbittner@guaranteedcleanenergy.com mailto:cbittner@guaranteedcleanenergy.com

1. RFP Schedule of Events

Event Date

RFP date published: original RFP date published: new

Mon 12/16/24 Mon 2/25/25

Vendor onsite walkthroughs (complete) Virtual RFP walkthrough and Q&A (no onsite walkthroughs)

Thu 1/9/25 and Fri 1/10/25 Thu 2/27/25 4-5 PM ET

RFP close date: original RFP close date: new bid

Fri 1/24/25 Tue 3/11/25 at 3 PM ET

Shortlist announced: new bid Fri 3/22/25

Awardees announced: new bid Fri 3/29/25

Awardees walkthrough: new bid Week of 4/7/25

Deadline for project completion Fri 10/31/25

2. Key Team Members Key Committee members at JPS that will review and evaluate the RFP are:

● Marcus Leon - Assistant Superintendent (Jackson Public Schools)

● Todd Frey - District Operations Director (Jackson Public Schools)

● JPS Board of Education

● JPS Finance Committee

● Andy Bittner - CEO (Guaranteed Community Advisors)

● James McGinnis - Executive VP, Strategic Projects (Guaranteed Community Advisors)

3. RFP Objectives

● Provide Long-term value in the form of energy savings and upgrades to the learning environment for JPS.

● Satisfy the overall objectives of the attached Project Narrative Reduce utility consumption

(usage and demand);

● Reduce maintenance costs (i.e. improving life of HVAC equipment; standardizing products);

● Reduce hours of operation (i.e. optimize HVAC controls);

● Improving the learning environment (i.e. comfort or air quality)

● Meets Michigan Energy Law Section 380.1274a Revised School Code and Guidelines

● Expedite the installation to maximize potential project incentives and produce a positive cash flow from energy savings as quickly as possible

● Target zero incidents for safe installation of energy conservation measure

● Provide complete documentation including o as-built documents including the location, quantity, manufacturer, part number of each item installed along with energy savings information o operation & maintenance (O&M) manuals M&V reports when possible o utility rebate or incentive documentation and submittals o energy savings calculations

4. Liquidated Damages

Time is of the essence in this contract. If the Contractor fails to complete the Work for each exhibit by its respective completion date, as specified in the agreed-upon project schedule and within the time specified in the final contract with Jackson Public Schools, the Contractor shall pay JPS Liquidated Damages. These damages are not considered a penalty and are calculated as follows:

Energy Conservation Measure $/Day Liquidated Damages

SMART WALK-IN COOLERS/FREEZERS $9/nine BIO ENZYMATIC CLEANING AND LAMINAR FLOW $67/sixty-seven

BOILER OPTIMIZATION $100/one-hundred WATER CONSERVATION - VALVE $6/six

WATER CONSERVATION - TERMINAL DEVICES $39/thirty-nine WATER LEAK DETECTION NETWORK $20/twenty

The Liquidated Damages will accrue for each calendar day beyond the scheduled completion date until the Work for that exhibit is completed and accepted by JPS.

JPS may extend the completion date for individual exhibits due to causes outlined in the General

Conditions of the project Contract that genuinely delay the completion of the Work. In such cases, the

Contractor is only liable for Liquidated Damages after the expiration of the extended period for the affected exhibit(s).

5. Compliance with the State of Michigan

a. Environmental Protection: In carrying out this Contract, the Contractor shall minimize pollution and shall strictly comply with all applicable environmental laws and regulations.

b. Background Checks: The Contractor, at its expense, is to arrange for a background check for each of its employees, as well as for the employees of its subcontractors, who will have access to JPS facilities, either through on site or remote access. The background check is to be conducted prior to initial access by the Contractor and annually thereafter.

Before the JPS will permit Contractor access to JPS facilities, the Contractor is to provide written confirmation to the office designated by the agency that the background check has been conducted. If, at any time, it is discovered that an employee of the Contractor or an employee of a subcontractor of the Contractor has a criminal record that includes a felony or misdemeanor involving terrorist threats, violence, use of a lethal weapon, or breach of trust/fiduciary responsibility; or which raises concerns about building, system, or personal security, or is otherwise job-related, the Contractor is not to assign that employee to any JPS facilities, is to remove any access privileges already given to the employee, and is not to permit that employee remote access to JPS facilities or systems, unless the agency consents, in writing, prior to the access being provided. The agency may withhold its consent at its sole discretion. Failure of the Contractor to comply with the terms of this paragraph may result in default of the Contractor under its contract with the JPS. The JPS specifically reserves the right to conduct or require background checks over and above that described herein.

c. Compliance Agreement: Vendors agree that they will comply with all applicable federal, state, and local laws, regulations, ordinances, and other requirements that apply to the scope of work in this RFP, including, but not limited to all reporting and registration requirements. Vendors further agree that this RFP and any contract awarded pursuant to it will be governed under the laws of the State of Michigan.

d. Michigan Prevailing Wage: Vendors agree that they will comply with the Michigan

Prevailing Wage Act.

https://www.michigan.gov/leo/bureaus-agencies/ber/wage-and-hour/prevailing-wage

The Michigan Prevailing Wage Act requires every contractor and subcontractor in

Michigan to pay the prevailing wage and benefit rates to employees working on the scope of work outlined in this RFP. The act also includes a requirement to post prevailing wages at the construction site and keep payroll records of wages and benefits paid to the respective employees for a minimum period of three years. The act applies to public school projects except those funded by millages that were put in place before the effective date of Feb. 13, 2024. Please review the wage act in full to ensure that the complete set of criteria is met pursuant to this RFP.

e. Bond Requirement: For any contract, exceeding $50,000.00, the successful bidder shall furnish a performance bond and payment bond in an amount equal to 25% of the contract price. These bonds shall guarantee the faithful performance of the contract and payment of all obligations arising therefrom. All bonds shall be issued by a surety licensed to conduct business in the State of Michigan and acceptable to Jackson Public

Schools. The bonds must comply with the requirements of Michigan law, specifically

Public Act 213 of 1963, as amended (MCL 129.201 et seq.), and any other applicable state regulations. The cost of the bonds shall be included separately in the bid price.

6. Scope of Work

Jackson Public Schools is looking to establish a One Time Purchase for energy conservation measures. This RFP includes multiple ECMs, and Vendors may choose to participate in one, many, or all measures in their response(s).

See link for folder containing Scope of Work for this RFP:

https://drive.google.com/drive/folders/1e5Vxhuz2CedzdreoGoS_aCgbRn7aGVTE?usp=sharing

Definitions: The terms listed below shall have the meanings assigned to them below.

https://www.michigan.gov/leo/bureaus-agencies/ber/wage-and-hour/prevailing-wage https://drive.google.com/drive/folders/1e5Vxhuz2CedzdreoGoS_aCgbRn7aGVTE?usp=sharing

a. “Energy Conservation Measure” ECM, means furnishing of energy products/services outlined in the scope of work for energy savings and shall not include the addition of new energy consumption to increase the size or coverage of area of the existing system unless otherwise written in the scope of work. Quantities, specification, and detailed product scope of work identified in each Exhibit.

b. “Energy Conservation Install, or Install” ECI, means installation of energy conservation measures in the scope of work and shall not include the addition of new energy consumption to increase the size or coverage of area of the existing system unless otherwise written in the scope of work. Quantities, and detailed labor scope of work identified within each Exhibit.

c. “Pricing Pages” means the schedule of prices, estimated quantity, and totals attached hereto within each Exhibit.

Performance Requirements: Vendor shall provide JPS with ECM on a one-time purchase as outlined in this RFP.

6.1 ECM Product:

Vendor shall provide ECM Product in accordance with manufacturer’s recommendations and specifications, as well as industry best practices, at all facilities listed within the Exhibit attached hereto and incorporated herein by reference.

6.1.1 Vendor shall furnish parts as necessary to keep the ECM at each facility listed on Exhibit in proper working order.

6.1.2 Vendor shall furnish all equipment and additional parts necessary for the performance of the ECM Products. Equipment and tools will be provided at no further cost to the JPS.

6.1.3 Vendor shall be responsible for cleaning or replacement of any soiled or damaged areas should they become soiled or damaged by Vendor at no cost to the JPS. JPS will make final determination whether to clean or replace areas on a reasonable case-by-case basis.

6.1.4 Vendor may only remove equipment from service for a period of 24 hours or more with written permission from the JPS. Any request to remove equipment for 24 hours or more must include a description of the work required and an estimate of the time the equipment will be out of service.

6.1.5 Vendor shall maintain a continuous 24-hour emergency telephone service where they can be reached every day of the week, including Sundays and Holidays.

6.1.6 Vendor shall not perform any ECM under this contract without prior approval from JPS.

6.1.7 Vendor shall furnish a warranty for all labor and product performed under this contract as outlined in each Exhibit.

6.2 ECM Install:

6.2.1 Vendor shall perform ECM install in accordance with a schedule mutually agreed upon by the Vendor and JPS. This shall be subject to a minimum of weekly progress discussions and/or updates from the vendor to manage accordingly. Vendor is responsible for maintaining the agreed upon schedule and meeting established project milestones and deadlines.

6.2.2 Vendor will be compensated for ECM Install activities through the agreed upon payout structure of future agreement for install milestones.

6.2.3 Vendor shall furnish all equipment and additional parts necessary for the performance of the ECM Install. Equipment and tools will be provided at no cost to the JPS.

6.2.4 Vendor shall provide expendable materials used in the scope of performing under this Contract at no cost to the JPS. Such items may include, but are not limited to, electrical wire and cable, wire nuts, cleaning supplies, etc.

6.2.5 Vendor must provide parts necessary to perform ECM Install at no additional cost to JPS. Any cost for such parts must be included in the total ECM Install cost.

6.2.6 Vendor shall submit a proposed schedule of install within 10 working days of Vendor being awarded this contract for approval by JPS, at JPS’s discretion.

6.2.7 Vendor shall dispose of all replaced equipment per EPA regulations. If contracted to a third party, contact information must be provided for company handling disposal for confirmation of completion. Disposal shall be provided at no cost to the JPS, and included in the total price of labor or under a separate line item labeled “Disposal.”

6.2.8 Parts:

6.2.8.1 Vendor is responsible for procuring all necessary parts needed to perform ECM under this Contract within the required time frames established herein

6.2.8.2 Vendor shall maintain a supply or inventory of routinely used replacement parts for the ECM utilized by the JPS. All replacement parts shall be equal to or better than original manufacturer’s parts.

All parts used for replacement for normal wear or failed parts shall be new and obtained from authorized parts suppliers of the appropriate equipment manufacturer.

6.2.9 Install Warranty: The Vendor shall provide a copy of the Vendor’s warranty on installation with the invoice. Install warranty must be a minimum duration as described in Exhibit.

6.3 Facilities Access: The facilities identified in this contract may require access cards and/or keys to gain entrance.

6.4 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

6.5 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

6.6 Vendor shall notify JPS immediately of any lost, stolen, or missing card or key.

6.7 Anyone performing under this Contract will be subject to JPS’s security protocol and procedures.

6.8 Vendor shall inform all staff of JPS’s security protocol and procedures.

6.9 Qualifications:

6.9.1 Experience: Vendor, or Vendor’s employees that will be performing under this contract, must have successfully installed ECM of the type, character and magnitude currently being utilized by JPS on two or more occasions in the last five years. Vendor should provide information confirming its experience prior to contract award.

6.10 Certifications: Vendor shall ensure that the installation of ECM in this Contract is performed by an appropriately licensed individual. Required licenses may include, but are not limited to the following:

6.10.1 Electricians – MI Electricians License

6.10.2 Plumbers - MI Plumbing License

6.10.3 MI Contractor’s License

6.11 Building Codes: At a minimum, the ECM shall comply with the current editions of all applicable following standards and codes in effect at the time of performance.

● National Electric Code (NEC)

● International Building Code (IBC)

● International Mechanical Code (IMC)

● Underwriters’ Laboratories: (UL)

● ANSI/ASHRAE Standard

● NFPA (National Fire Protection Association)

6.12 Reports: Vendor shall provide all of the reports as outlined below.

6.12.1 ECM Log: Vendor shall maintain a log of all ECM performed under this

Contract. The log must include the name of the individual performing the

ECM, a description of the area where the work is performed, and the quantity of ECM installed. Vendor shall submit a copy of this log to JPS on a bi-weekly basis to provide the JPS with an update on the progression of the installation.

6.12.2 Energy Calculations: Vendor shall be required to submit an estimated energy savings based on the energy data supplied in the corresponding Exhibit. This will be a major part of the evaluation of the vendor value during selection.

See link for folder containing detailed energy data:

https://drive.google.com/drive/folders/1NufPoehG-ENv9qhtKgKBtwFxBGqm8Ze_?usp=sharing https://drive.google.com/drive/folders/1NufPoehG-ENv9qhtKgKBtwFxBGqm8Ze_?usp=sharing

Example Energy Calculations Table

JPS High School

Reduction in Electricity Rates Calculated Savings

124,568 (kWh)

Average x $0.130 = $9,056.09

OR

124,568 (kWh) x $0.0523 = $6,514.91

45 (kW) x $3.99 Monthly = $1,675.80

6 (KVAR) x $0.18 Monthly = $12.96

Total Savings = $8,682.47

6.13 Travel: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Such costs will not be paid by the JPS.

6.14 Pricing Pages: Vendor should complete the Pricing Pages by inserting the requested information in the appropriate location and performing the calculations necessary to arrive at a total cost. The requested information is listed in each Exhibit, for example: A monthly cost, an hourly labor rate, a parts multiplier, a total yearly cost, the total labor cost, the total parts cost, and the total cost. Vendor should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bid being disqualified.

The Pricing Pages contain an estimated number of labor hours and an estimated cost for parts. The estimates for labor and parts represent an amount that will be utilized for evaluation purposes only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should type or electronically enter the information into the Pricing Pages to prevent errors in the evaluation. Notwithstanding the foregoing, JPS may correct errors at its discretion.

An example of a properly completed Pricing Page is shown on next page for reference purposes only:

Pricing Page

Annual Charge Years Total Cost

$1,450 x 5 = $7,250

Monthly Charge 12-Months Total Yearly Cost

$189 x 12 = $2,268

Hourly Labor Rate Estimated Hours Total Labor Cost

$75 x 85 = $6,375

Estimated Parts Cost Multiplier Total Parts Cost

$10,000 x 1.20 = $12,000

Total Cost = $27,893

Non-Energy Related Savings Description:

Annual Operational Savings Estimated Lifespan

Total Operational Savings

$580 x 12.8 = $7,424

Annual Cost Avoidance Estimated Lifespan Total Cost Avoidance

$100 x 12.8 = $1,280

6.15 Ordering:

6.15.1 Corrective Ordering: The JPS shall define the scope of each ECM corrective project to be performed under this Contract and submit it to Vendor for a cost quote prior to Vendor’s commencement of any work. The cost quote must detail the intended scope of work required to complete the project and contain an itemized listing of time and parts that will be required. If the Vendor’s quote is satisfactory to the JPS, then JPS will issue a release order allowing Vendor to commence work. This release order shall have a unique number, reference the master contract number, and detail the scope of work for the project in question. Issuance of the release order to the Contractor shall be considered authorization to begin work. If the JPS determines that the cost quote is not satisfactory, then JPS and Vendor shall work to obtain a satisfactory cost quote by modifying the project, requesting different parts, performing labor with state employees, or other methods that JPS and Vendor deem appropriate.

6.16 Vendor is not permitted to perform any work other than that specified either on the scope of work in the Exhibit that has been awarded a contract, or on the release order issued under section 6.15.1 of this Contract.

6.17 EXHIBITS:

The detailed breakdown of each specific ECM has been organized into a corresponding Exhibit.

See specific Scope of Work outlined in each Exhibit Listed in the table below and located at the end of this document. Vendors are welcome to respond to one or more Exhibits.

Exhibit (select exhibits removed from scope)

B. SMART WALK-IN COOLERS/FREEZERS

C. BIO ENZYMATIC CLEANING AND LAMINAR FLOW

D. BOILER OPTIMIZATION

F. WATER CONSERVATION - VALVE

G. WATER CONSERVATION - TERMINAL DEVICES

H. WATER LEAK DETECTION NETWORK

7. Installation Schedules

Provide a projected installation schedule based on a Notice to Proceed per the intended date of award outlined above in the RFP schedule of events. Once awarded, the winning bidder shall prepare a final installation schedule for review and inclusion in the contract. Bidders are to understand that this is a district campus and some areas may only be accessible after normal working hours, such as fully scheduled classrooms. Bidders shall account for a certain percentage of work to be outside of normal working hours and clearly identify the terms in the bid and any provisions for additional cost, if any due to schedule. Demonstrate how your company controls installation schedule of both material and manpower. Describe how your company’s manpower can be increased to comply with any and all expedited installation schedules; as well as decline for unexpected delays

8. ECM Unit Costs ECM unit cost sheets must be completed in addition to the scope of work pricing pages spreadsheet included herein and returned as an excel file (.xls) with your Proposal. Please add these unit costs in a corresponding excel document that lists the product, product description, wattage, quantity, price per unit, and total price exactly as shown below. Specification sheets are required for all products.

Include disposal costs, storage costs, M&V and any other expenses as totals within your document.

(Disposal, storage, and M&V items may be done per line item, or as one total number for the ECM.)

EXAMPLE: Please build your excel document to be exactly the same heading and order as below

Please note the quantities listed on the unit costs spreadsheet are for proposal and final contract purposes. Additional scope items may or may not be found during construction. All proposed unit costs will be required through the duration of the project for the selected vendor.

9. Evaluation Criteria JPS will carefully evaluate the compliance of all vendor proposals with the guidelines described above. JPS may accept any proposal in whole or in part according to the following criteria and points value (out of a possible 100 points)

Qualifications

a. Materials (including warranty) 30%

b. Company Background, Experience & Team 10%

c. Installation Schedule Control 10%

Value

a. Reasonableness of cost and energy savings value 50%

10. Proposal Format In Part II, JPS presents the specific requirements for these services. We ask that you organize your proposal in the same format restating each point or question beginning with “Vendor Information” following with your response. This will help us to compare vendor proposals fairly and quickly.

Provide detailed responses where applicable. Proposals should briefly and clearly indicate the manner in which (or the extent to which) you are able to meet the requirements posed by this RFP.

Please supply 1 electronic copy of your proposal via the email address outlined in Part IV, Format.

Proposals that cannot meet a specific requirement must explain how the proposed system will be able to meet the needs of this institution that are implied in the stated requirement.

PART II

Vendor Bid Requirements

1. Contractors interested in doing business with JPS through this RFP must develop and submit a proposal along with all required documentation electronically as outlined in this RFP. GCA will evaluate the proposal and supporting documentation to determine whether the supplier meets the minimum eligibility requirements. Suppliers must complete and submit the documentation specified below for their proposal bid to be considered complete and responsive.

2. In submitting a proposal, an interested contractor must provide/upload/email the following documentation/requirements (in pdf or .doc format) at the “Additional Required

Documentation” Step. These requirements are addressed in greater detail in Contract Clause

“Minimum Eligibility Requirements” below. Failure to meet these requirements may result in the contractor’s proposal being rejected.

A. Contractor must submit/upload a separate “Company Overview” document, no more than 3 pages long in either .doc or pdf format.

B. Contractor must submit/upload “References” either below in vendor response, or in a separate document no more than 2 pages long in either .doc or pdf format.

Vendor Information Describe your company. In this description, we ask that you address the following:

Please answer the RFP on the basis of demonstrating your capabilities. Please avoid open ended responses. Be specific and concise in your answers. Type your answers in the column under “Vendor

Response”. The table will automatically expand. By typing your response here, it is easier for the Team to grade your responses and ask questions.

Question Vendor Response

State the name of your company along with the address, telephone number and contact person for the proposal submission.

Has your company had any name and/or ownership changes; accreditations, awards;

headquarters location and geographical coverage?

Is your company in any stage of bankruptcy, including initial filing?

What organizations regarding energy sustainability do you belong or support?

What ways does your company support service for projects after they are installed?

How does your company verify energy savings?

What experience and abilities can you demonstrate to show validity of your energy calculations?

Provide copies of business licenses, professional certifications or other credentials, together with evidence that the bidder, if a corporation, is in good standing and qualified to conduct business in Michigan.

How long has your company been performing these services?

Since July 1, 2006 has your company been a defendant in any lawsuits?

If yes, provide a summary of any litigation, arbitration and regulatory proceedings, pending, adjudicated or settled that your firm has been subject to involving services your firm provided as an insurance broker.

Please describe each regulatory proceeding in detail and any litigation or arbitration proceeding resulting in judgments, settlements or damage claims (for those matters not yet resolved) in excess of $25,000.

Client References – Provide a minimum of three (3) References of ECM and/or installation work performed in the past five years. Include project name, location, customer type, dollar amount of project, brief description of scope of work, size and type of buildings, name and contact information for customer, and date of completion.

Small Diverse Business Program Applicants JPS seeks to partner with Diversity-Owned Business Program applicants. We encourage participation from businesses owned by individuals from historically underrepresented groups, including but not limited to:

● Women-owned businesses

● Veteran-owned businesses

● Minority-owned businesses

● Disability-owned businesses

● Small disadvantaged businesses

Please indicate how your company meets or will meet these diversity ownership requirements.

Attach any relevant certifications or documentation, such as:

● Federal, state, or local diversity certification

● Third-party diversity certification

● Proof of ownership and control by qualifying individuals

JPS values diversity in our partnerships and is committed to promoting equal opportunities for all businesses.

Vendor Response:

JPS Vendor Requirements Please indicate how your company meets or will meet the requirements for the Michigan Prevailing

Wage Act, as outlined in the compliance section under background.

Vendor Response:

Capability Assessment

a. Staffing & Personnel

JPS has taken major steps to strengthen its operations and finance capabilities, it is germane that we partner with a partner that can keep to rigid timelines, is reflective of our excellence, and delivers quality products and services. Please answer the following Human resources related questions:

Type your answers in the column under “Vendor Response”. The table will automatically expand. By typing your response here, it is easier for the Team to grade your responses and ask questions.

Questions Vendor Response Identify the account team structure your firm would use on the School’s account. List the names and locations of the proposed account service team and describe each member’s service role.

Detail the measures your company uses to ensure safety and quality standards are met.

Installers are expected to have all requisite training, certification and insurance to safely perform the installations. Can you assure us that you will perform this training as needed?

Demonstrate your ability to provide a qualified labor force your company will use during the installation of the project and whether the installers are full time employees of your company, temporary labor brought onto your payroll, or subcontracted labor.

Demonstrate how your company controls the installation schedule of both material and manpower.

What background does your staff have in calculating energy savings accurately?

What are your plans to maintain staff continuity at

JPS?

Describe how your company’s manpower can be increased to comply with any and all expedited installation schedules; as well as decline for unexpected delays.

PART III

Costs and Pricing Reflective of a School

A primary goal of this RFP is to ensure that JPS is receiving the best overall value, care and pricing for the items requested in this RFP. Please take a moment to make sure your pricing reflects your willingness to support JPS. In return, JPS wants to show our support for you as a business supporting our school in saving energy and supporting sustainability vendors, thank you.

PART IV

The following rules shall govern the response, evaluation, and award process:

RESPONSE RULES AND EVALUATION

1. Issuance of this Request for Proposal in no way constitutes a commitment by JPS to award contracts to any Respondent or to pay any costs incurred by Respondents in preparing a response or otherwise in relation to this Request. The only amounts that will be paid will be those agreed to in contracts awarded to the chosen partner.

2. JPS may reject any or all responses and retain the absolute right to select a response on any terms and for any reasons it deems fit.

3. The responses and accompanying documentation submitted by Respondents become the property of JPS and will not be returned.

4. The JPS reserves the right to invite some or all respondents to participate in oral presentations.

5. Bids received by JPS will be sealed until the bid response date and the bid response cycle has closed.

EVALUATION

1. JPS will screen each response to ensure compliance with the information requested and reserves the right to reject any response which does not comply. Award of this RFP shall be made to the company who, in the sole opinion of JPS, would best satisfy the needs of JPS.

2. JPS proposes to evaluate each submission. Such evaluation will be confidential.

3. JPS reserves the right to seek response clarification with respondents to assist in making its evaluation.

ACCEPTING & REJECTING RESPONSES

This RFP should not be construed as a contract to purchase goods or services. JPS is not bound to accept the lowest priced or any proposal from those submitted. JPS is not under any obligation to award a contract, and reserves the right to terminate the RFP process at any time with all or any of the responding Respondents. JPS reserves the exclusive right, at its sole discretion, to

1. Accept the proposal which it deems to be most advantageous to JPS and to waive any deviations in the proposal;

2. Reject all proposals and to invite new proposals for the goods/services required;

3. Increase, decrease, delete, or vary any portion of the work;

4. Reject proposals which in its opinion are clearly non-viable from an implementation, operational, environmental, scheduling, technological, or financial point-of-view:

5. Reject proposals where there are significant omissions of required Information as they relate to desirable requirements;

6. Reject proposals which have conditions attached, which are not authorized by the RFP;

7. Reject proposals when failure to provide satisfactory references or to meet servicing requirements;

8. JPS will have 90 days from the close of the Bid to accept or reject the Bid

9. JPS will select the lowest responsible bidder following the outcome of the evaluation process

No act of JPS other than a notice in writing signed by the designated JPS contact shall constitute an acceptance of a response. The successful Respondent may be required by JPS to execute formal documents prepared by JPS consistent with this Request and the successful response, but the absence of formal documents shall not affect the binding nature of the contract arising through acceptance of a response.

FORMAT

All responses must be submitted in the following fashion:

● Email a zip folder or attach all files with your RFP and for Each Exhibit Responding

● One RFP Answered with Questions answered within the RFP.

● One digital copy of each file submitted to the email addresses below. Documents may be in native Microsoft Word format or in a text- searchable PDF, or Excel. (digital copies MUST be submitted)

● Two hard copies must be submitted to JPS by the deadline indicated to the following mailing address: (This is not required if you have already submitted a hard copy from the original bid, but digital copies MUST be resubmitted.)

Attn: Marcus Leon

Jackson Public Schools

522 Wildwood Ave, Jackson, MI 49201

● A digital copy should be submitted to Guaranteed Community Advisors and Jackson Public

Schools by the deadline indicated to the following email addresses:

Guaranteed Community Advisors Jackson Public Schools Attn: JPS RFP Team Attn: Marcus Leon email: jamesm@gcommunityadvisors.com email: marcus.leon@jpsk12.org email: abittner@gcommunityadvisors.com

RESPONSE CHECKLIST

Please review and make sure that you have included in the hard copies and email submittals each of the following items for a complete response to this RFP.

o Part II Company Overview (.doc or.pdf) o Part II References (Answer Response in RFP Boxes or .doc or.pdf) o Part II Vendor Information Questions: Answer Response in RFP Boxes o Small Diverse Business Program: Answer Response in RFP Boxes o Capabilities Assessment Questions: Answer Response in RFP Boxes o Scope of Work Exhibit: Energy Calculations (.doc or.pdf) o Scope of Work Exhibit: Pricing Pages and Operation/Cost-Avoidance Savings (.doc or.pdf) o Scope of Work Exhibit: ECM Unit Costs Worksheet (Excel or .xls file) o Specification sheets for products o Signed Attachment A: Certification Form Signed

NEGOTIATIONS

JPS reserves the right to negotiate with any or no Respondent(s) submitting an RFP Response. The negotiation process shall be determined by JPS and disclosed to short-list Respondents. All materials returned with proposals shall become part of any contract, which results from this proposal.

mailto:cbittner@gcommunityadvisors.com mailto:marcus.leon@jpsk12.org mailto:cbittner@gcommunityadvisors.com

DEFAULT

1.1 The following shall be considered a default under this Contract.

1.1.1 Failure to perform ECM in accordance with the requirements contained in herein.

1.1.2 Failure to comply with other specifications and requirements contained herein.

1.1.3 Failure to comply with any applicable law, rule, ordinance, or building code applicable to this Contract or ECM generally.

1.1.4 Failure to remedy deficient performance upon request.

1.2 The following remedies shall be available upon default.

1.2.1 Cancellation of the Contract.

1.2.2 Cancellation of one or more release orders issued under this Contract.

1.2.3 Any other remedies available in law or equity.

1.3 JPS reserves the right to inspect the ECM to ensure that Vendor’s performance is in compliance with this Contract. If JPS determines that Vendor has failed to perform in accordance with this Contract, JPS may demand that the Vendor immediately remedy the failure or consider the failure to be a default. Vendor’s failure to remedy the deficient performance, if given the opportunity to do so, shall be considered a default.

FURTHER INFORMATION

It is the Respondent’s responsibility to clarify interpretation of any terms in the request prior to submitting the response by contacting the following individuals:

James McGinnis Guaranteed Community Advisors Email: jamesm@gcommunityadvisors.com

Andrew Bittner Guaranteed Community Advisors Email: abittner@gcommunityadvisors.com

Submit all questions regarding this RFP in writing to with the project number included in the subject line (no phone calls please). Final questions are due on Wed Mar 5th, 2025. Questions will be answered in a combined document once every three (3) business days and last responses will be sent by Fri Mar 7th, 2025. The name of the party submitting a question will not be included on the Q&A document.

mailto:msousa@gcommunityadvisors.com mailto:msousa@gcommunityadvisors.com

JPS reserves the exclusive right to withhold information that, in its sole discretion, may confer an undue advantage or disadvantage to any proposal. Additionally, JPS reserves the right to disclose information, at its sole discretion, to ensure clarity and accuracy for all proponents.

RIGHT TO KNOW

The Jackson Public Schools is a public school district according to the Michigan Public School Code, as amended. As a public school district, the District is subject to and required to comply with the Michigan

Right to Know Law. As such, all or portions of proposals submitted in response to this request for proposal documents may be disclosed to the public after a contract is awarded or after the opening and rejection of all proposals. Therefore, in submitting your proposal, please identify any portion of your proposal for which your position constitutes or reveals a trade secret or confidential proprietary information that is not subject to public disclosure under the Right to Know Law. As required by the Right to Know Law, you will be notified if the District receives a request for access and/or copies of the proposal documents.

QUESTIONS

Questions from vendors may be asked in writing via email only.

CLAIMS

No party shall be entitled to raise any claim or suit of action on the basis of the contents of this RFP document

NEWS RELEASES

News releases retaining the award of a contract may not be made without the prior written approval of

JPS.

ATTACHMENT A

Certification Form

Proposal to Provide Services to

JPS

I, the (Title) of (Firm), affirm that I have the authority to contractually bind (Firm). I also affirm that:

1. (Firm) will act in accordance with all applicable federal and state laws.

2. (Firm) warrants that all information and statements in the proposal submitted in response to this RFP are complete and true. Any statement or claim found to be incomplete, misleading, or false will be grounds for immediate disqualification or dismissal and may be subject to legal action.

3. (Firm) will be responsible for any error or omission on its part.

4. (Firm) is prohibited from assigning any interest in this contract to any other party, were it to be granted to (Firm), without the written consent of JPS

Name of person signing this letter (print or type)

Authorized signature of person signing this letter

Address

Telephone(s)

E-mail

EXHIBITS

(select scopes of work included)

EXHIBIT B

Smart Walk-In Coolers/Freezers

Narrative:

Several walk in coolers and freezers serve the various kitchens throughout the district. Currently, a number of inefficiencies in these energy intense systems can be addressed and provide one of the fastest returns on investment available. These energy conservation measures include thermal inertia response for evaporators, digital temperature logs, alarms for temperatures and doors, carbon evaporator blades and ECM motor retrofits where applicable. The intent is to significantly reduce energy electrical energy spend, increase component life, reduce kitchen staff paper log requirements, and protect from food spoilage.

Requirements and Specifications:

● Swift sensor package or approved equivalent for digital monitoring systems and alarms.

● CUES food grade media, thermal inertia, food temperature sensors only. To be fitted over evap temp sensors. No approved equal.

● ECM motor retrofits must meet IP65, IP66 and IP67 rating requirements and be UL listed with at least a 2 year warranty on parts and labor.

● Eiko, low temp and moisture rated LED retrofit kit or approved equal.

● 2-year warranty minimum of labor on defects and workmanship

● Attach Product Spec Sheets for all items

Scope of Work:

● Convert all walk-ins to fully digital reporting systems.

● Install new, digital router, door sensor and temperature sensors.

● Install food simulation temperature response technology.

● Install approved ECM motors for all compatible evaporator fans.

● Install carbon fiber evaporator fan blade kits.

● Replace door seals and gaskets where necessary.

● Configure alarms and organize alarm routing (SMS/email/BAS/panel per owner preference).

● Owner training on alarms, config and utilization of digital data and temperature logs.

See link for folder containing detailed information of the Walk-In Cooler & Freezer equipment photos and nameplates included in this Scope of Work.

https://drive.google.com/drive/folders/1WT-63KDCI-q01hU7_wAAI63F7LcGvu0z?usp=sharing

Energy Savings Calculations

Please populate the relevant Energy Calculations Table pertaining to this exhibit, per the following document:

https://docs.google.com/document/d/1epQITQD4QCge4rJn0UZy3ny7U3gTZgmo/edit?usp=drive_link&o uid=104005471356142512242&rtpof=true&sd=true https://docs.google.com/document/d/1epQITQD4QCge4rJn0UZy3ny7U3gTZgmo/edit?usp=drive_link&ouid=104005471356142512242&rtpof=true&sd=true https://docs.google.com/document/d/1epQITQD4QCge4rJn0UZy3ny7U3gTZgmo/edit?usp=drive_link&ouid=104005471356142512242&rtpof=true&sd=true x =

Monthly Charge 12-Months Total Yearly Cost x 12 =

Hourly Labor Rate Estimated Hours Total Labor Cost x = x =

Total Cost =

EXHIBIT C

Bio-Enzymatic Cleaner and Laminar Flow

Narrative:

Jackson Public School's HVAC system faces two significant challenges that impact its efficiency and performance: accumulation of dirt and biofilm in the evaporator coils, and oil fouling in the cooler/freezer systems. Addressing these issues through bio-enzymatic cleaning and laminar flow improvements will result in increased comfort, prolonged service life, improved indoor air quality, and reduced energy utilization.

1. Bio Enzymatic Cleaning: The current method of vacuuming evaporator coils annually is insufficient for the thick transverse coils in the AHUs. These coils, up to 8 inches thick, accumulate dirt in their center, reducing airflow and affecting the temperature differential across the coil. A patented enzyme treatment is recommended to perform deep cleaning of the heat exchanger coils, particularly for larger units where efficiency impact is significant.

2. Laminar Flow Improvements: Cooler/freezer systems suffer from inefficiencies due to oil fouling and accumulation on internal surfaces of heat exchangers. Implementing molecular laminar flow improvements using advanced nanotechnology will address these issues, extending compressor life and improving heat exchange efficiency.

Requirements and Specifications:

● Comprehensive HVAC system diagnostic review

● Certified technicians for both bio-enzymatic cleaning and laminar flow improvements

● 1-year warranty minimum on products

● 1-year warranty minimum on labor for defects and workmanship

● Attach Product Spec Sheets for all items

Scope of Work:

Bio Enzymatic Cleaning:

● Treat all HVAC and refrigeration condenser and evaporator coils with patented enzyme solution

● Perform deep cleaning of heat exchanger coils

● Ensure complete removal of dirt, grime, and biofilm deposits within coils

● Verify improved airflow and heat transfer post-cleaning

● Conduct coil disinfection to combat bacteria, biofilm, mold, viruses, and fungi

● Restore coil efficiency and performance

● Document extended coil life expectations

Laminar Flow Improvements:

● Introduce molecular laminar flow improvements to cooler/freezer systems

● Apply multi-patented molecular nanotechnology in liquid form

● Address thermal degradation from oil film buildup

● Improve lubricity on internal compressor parts

● Optimize run and cycle times

● Document increased cooling efficiency

● Verify extended compressor life expectations

This scope of work aims to significantly improve the HVAC system's efficiency, performance, and longevity while enhancing indoor air quality at Jackson Public School.

See link for folder containing HVAC Equipment Schedules and additional detailed information of equipment included in this Scope of Work.

https://drive.google.com/drive/folders/1WT-63KDCI-q01hU7_wAAI63F7LcGvu0z?usp=sharing

Energy Savings Calculations

Please populate the relevant Energy Calculations Table pertaining to this exhibit, per the following document:

https://docs.google.com/document/d/1epQITQD4QCge4rJn0UZy3ny7U3gTZgmo/edit?usp=drive_link&o https://docs.google.com/document/d/1epQITQD4QCge4rJn0UZy3ny7U3gTZgmo/edit?usp=drive_link&ouid=104005471356142512242&rtpof=true&sd=true https://docs.google.com/document/d/1epQITQD4QCge4rJn0UZy3ny7U3gTZgmo/edit?usp=drive_link&ouid=104005471356142512242&rtpof=true&sd=true x =

Monthly Charge 12-Months Total Yearly Cost x 12 =

Hourly Labor Rate Estimated Hours Total Labor Cost x =

EXHIBIT D

Boiler Optimization

Narrative:

A large quantity of boilers of various brands and age exist throughout the district. These primarily provide hydronic hot water to the various HVAC core and terminal systems to include air handlers, baseboard heaters, vestibule heaters, unit ventilators, etc. They are natural gas fired and range in efficiency percentage. Unit controls are installed on each system but a number of them require upgrade and replacement. A number of optimization strategies are to be employed to return design efficiency and improve upon design efficiency. The intent is to optimize and reduce natural gas utilization, improve comfort, reduce run times and increase service life of boilers and associated equipment.

Requirements and Specifications:

● Custom application of ECMs (Energy Conservation Measures) per boiler over 500,000 BTUh.

● Various manufacturers are acceptable but must be approved.

● Any controls or programming strategies must be compatible with new BAS installation and must be BACnet capable and equipped.

● 1-year warranty minimum on product

● 1-year warranty minimum of labor on defects and workmanship

● Attach Product Spec Sheets for all items

● Implement an outside air reset program for all HVAC boilers with controls with overridable points. Outside air reference shall be a global point with NWS weather station backup and reference (KJXN).

● Install Heatmizer or approved equivalent economizers on applicable boilers.

● Implement combustion analysis and optimization to achieve stoichiometric balance point for

HVAC boilers (defined to be 8% excess O2 across the firing range of the boiler).

● Implement stack temperature analysis and trending data.

● Implement burner modulation and continuous low-level burn program to reduce purge cycles on boilers with higher turn down ratios.

● Insulate valves not currently insulated and remediate insulation where needed.

● Install air pre-heaters in largest boilers (over 2,500,000 BTUh)

● Implement and install a condensate return loop to boilers

See link for folder containing additional detailed information of equipment included in this Scope of

Work.

Please populate the relevant Energy Calculations Table pertaining to this exhibit, per the following document:

https://docs.google.com/document/d/1epQITQD4QCge4rJn0UZy3ny7U3gTZgmo/edit?usp=drive_link&ouid=104005471356142512242&rtpof=true&sd=true https://docs.google.com/document/d/1epQITQD4QCge4rJn0UZy3ny7U3gTZgmo/edit?usp=drive_link&ouid=104005471356142512242&rtpof=true&sd=true x =

Monthly Charge 12-Months Total Yearly Cost x 12 =

Hourly Labor Rate Estimated Hours Total Labor Cost x =

EXHIBIT F

Water Conservation Valve

Narrative:

Jackson High School and Parkside Middle School utilize enough water consumption to justify a water compression smart valve on the main, incoming water main.