LED LIghts RFP-Michigan Saves.pdf

Comstock Public Schools, Comstock, MI is soliciting sealed proposals for:

Project Name: Comstock Community Auditorium – Stage Lighting Upgrade RFP ISSUE DATE: August 11, 2017 Comstock Public Schools - Administration Building 3010 Gull Road Kalamazoo, MI 49048

PROPOSAL DUE: September 5, 2017 - 2:00 PM

TENTATIVE TIME LINE

8/29/17 Mandatory Pre Bid Meeting at 3:00 p.m., local time at Comstock High

School Auditorium: 2107 N. 26th St. Kalamazoo, MI 49048

9/5/17 Bid Opening at 2:00 p.m., local time

9/25/17 Start Installation

10/6/17 Completion of Project

Number of Copies Required: 3 (Three) paper Facsimile/Email Proposals Will Not Be Accepted

MAILING ADDRESS & INSTRUCTIONS

Mail to:

Paula Johnson Business Manager Comstock Public Schools Comstock Administration Building 3010 Gull Road Kalamazoo, MI 49048

The public bid opening will occur at 2:00 pm in the Comstock Public Schools Administration Building, 3010 Gull Road, Kalamazoo, MI 49048. Evaluation of proposals will be immediately following and award will be at a later date; the successful contractor will receive a letter of intent prior to receipt of contract. The Board of Education shall not accept a bid that does not include a sworn and notarized familial relationship disclosure statement. Call 269-250 8900 if you need further directions. Bids received after the due time will not be accepted.

Questions about this RFP should be directed to:

Paula Johnson, Business Manager, 250-8905 *Addendum’s (if any) will be posted on our website: www.comstockps.org/rfp

Questions relative to the Technical Specification may be addressed to:

Sue Duncan, Auditorium Manager, at (269) 250-8783 or duncans@comstockps.org.

Ryan Cousins, Technical Director, at (269) 377-3761 or cousinsr@comstockps.org

Include on the Envelope the Project Name (above). All Envelopes Must Be Sealed.

You are invited to submit a proposal for this equipment. Specifications, terms, conditions and instructions for submitting proposals are contained herein. This Request for Proposal with all pages, documents and attachments contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly executed proposal shall constitute the contract between the District and the successful proposer when approved and accepted on behalf of the District by an authorized official or agent of the District.

All proposers shall complete and return the Proposal and Award page(s) and submit all information requested herein in order for a proposal to be responsive. FAILURE TO DO SO MAY RESULT IN THE PROPOSAL BEING REJECTED AS NON‐RESPONSIVE. The proposal document shall be returned in its entirety, in a properly identified and sealed envelope to the Purchasing Department at the above address. PROPOSALS MUST BE RECEIVED BY TIME OF THE DUE DATE ‐ LATE PROPOSALS WILL NOT

BE CONSIDERED.

Instructions to Proposers:

1. EXAMINATION OF PROPOSAL DOCUMENT‐Before submitting a proposal, proposers shall carefully examine the specifications and shall fully inform themselves as to all existing conditions and limitations. The proposer shall indicate in the proposal the sum to cover the cost of all items included on the proposal form.

2. PREPARATION OF PROPOSAL‐The proposal shall be legibly prepared in ink or typed. The proposal shall be legally signed and the complete address of the proposer given thereon. All proposals shall be tightly sealed and plainly marked SEALED PROPOSAL and identified by project name, bid opening date and time. Proposals opened by mistake, due to improper identification, will be so documented and resealed. The Purchasing Department will maintain and guarantee confidentiality of the contents until the specified opening date and time. Facsimile and/or e-mailed bids will not be accepted.

3. LATE PROPOSALS‐Any proposal received at the office designated herein after the exact time specified for receipt, will not be considered. (Note: The District reserves the right to consider bids that have been determined by the District to be received late due to mishandling by the District after receipt of the proposal and no award has been made.)

4. ADDITIONAL CHARGES - No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification/coordination of order and all costs for shipping and insurance costs.

5. DISCOUNTS - List any discounts that may be applicable from programs such as MiDEAL, US Commodities, etc.

6. FEDERAL OR STATE SALES, EXCISE, OR USE TAXES – Comstock Public Schools is tax exempt. Do not include Federal, State, or Local taxes in your bid price except as related to enhancements to real property.

7. ACCEPTANCE OF PROPOSALS –Comstock Public Schools reserves the right to accept or reject any or all bids, either in whole or in part; to award contract to other than low bidder; to waive any irregularities and/or informalities; and in general to make awards in any manner deemed to be in the best interest of Comstock Public Schools.

1. Terms of Performance

1.1. Project Overview:

The Comstock Public Schools Comprehensive LED Lighting Conversion Project is specific to the Auditorium, interior only, and will include a combination of the following:

1. Replacement of some of the stage fixtures existing non-LED lamps.

1. Retrofitting of fixtures where possible to accommodate LED lamps and lamp replacement.

2. Installation of new fixtures where lamp replacement or retrofitting does not allow for LED conversion.

3. Buildings scheduled for the LED lighting conversion include: Comstock High School Auditorium

4. Comstock Public Schools will be holding a Mandatory site Pre-Bid meeting and walk through on:

Tuesday, August 29, 2017 at 3:00 pm

5. The meeting will be held at the Comstock Public Schools High School Auditorium, 2107 N. 26th

St., Kalamazoo, MI 49048

The meeting will include a walk through of the Auditorium Interior only. During the walk through, we will verify the LED conversion plan so all parties will be bidding on identical project scopes. Any and all project questions will be addressed at this meeting.

2. RFP Requirements

2.1. Product/Vendor

All equipment provided shall be new and of the latest model version available. All equipment must be the same quality and meet the specifications of the lights on the bidder form. Bids will only be accepted from authorized retailers deemed in good standing by these vendors.

2.2. Order Fulfillment

The district requires the fulfillment of their purchase order within 30 days of issuing a purchase order. Should the awarded vendor be unable to fulfill the order within 30 days, the district may, at its discretion, cancel the undelivered balance of the purchase order. It is expected that a single purchase order for the entire purchase will be issued the week of September 18, 2017

2.3. Freight

The base bid must include all freight charges for delivery of equipment to Comstock Community Auditorium, 2107 North 26th Street, Kalamazoo, MI 49048. Delivery will be to a single location.

2.4. Alternate Proposals

Any alternate proposals will be considered. Any equipment included in alternate bids must completely meet the specifications and quality of the requested product.

Alternates must be in the same format as the main part of the RFP.

2.5. RFP Response

All responses must have pricing information submitted on the included forms. Full product literature must be included with your response. Minimum specifications are supplied. Vendors must CLEARLY indicate the final specifications included in any response. Failure to do so may result in a response being rejected as non-compliant.

2.6. Bid Pricing

Bid responses, pricing, etc. must be valid for 90 days after the bid response due date and time.

2.7. Requested Items

See bid response form for itemized listed on the minimum requested items. Vendor must be able to provide any and all additional components beyond minimum specifications to make a complete and functional system at commissioning. This may include hardware, cable, and terminations above and beyond those specified. The bid shall not include any materials that must be provided by an installing electrician. Please provide with bid, written documentation of any and all such installation materials not provided by the vendor.

2.8. Vendor Qualifications

Michigan Saves Certified: Vendors must be Michigan Saves certified to qualify to bid on this project. You can become certified by going to the following website and registering online: Here’s the nformation on getting a contractor authorized by Michigan Saves:

http://michigansaves.org/contractors/?tab=enroll

2.9. References

Vendor shall include at least 3 (three) references of work done in other comparable venues of the same scope of this project in the previous 5 years.

2.10. Certificate of Insurance:

Before commencement of any work, a Certificate of Insurance executed by bidder’s insurance agent or carrier showing required insurance coverage shall be submitted. A Thirty

Day Cancellation Clause is required on all policies. Failure to provide the Certificate may be considered material breach of the agreement and may be grounds for terminating the agreement. As a condition of performing work for the Owner as a Contractor, the Contractor must provide Owner with satisfactory evidence of its insurance coverage as follows:

1. Worker’s Compensation and Employers’ Liability Insurance covering your statutory obligations in the State of Michigan.

2. Automobile Liability Insurance with a limit of $1,000,000 per accident covering your owned, non owned and hired automobiles.

3. Commercial Liability Insurance written on an OCCURRENCE policy form that includes coverage for your operations, personal injury, XCU (explosion, collapse and underground), independent contractors, contractual, and products-completed operations with limits of liability as follows:

a. If your policy is written on the 1986 ISO Simplified form:

$1,000,000 Occurrence

$2,000,000 General Aggregate

$2,000,000 Product- Completed Operations Aggregate

b. If your policy’s general aggregate is per job, then a $1 million limit of liability is acceptable for the general aggregate and the products-completed operations aggregate.

c. If your policy is written on a form other than the 1986 ISO Simplified form:

$1,000,000 Occurrence (bodily injury and property damage combined) http://michigansaves.org/contractors/?tab=enroll

$1,000,000 Aggregate (applicable to products-completed operations only)

4. That Owner is an additional insured on the General Liability and Umbrella Liability policies certified.

1.11 Indemnify and Hold Harmless Agreement

Contractor agrees to accept responsibility for loss or damage to any person or entity, and to defend, indemnify, hold harmless and release the Owner, its officers, and employees, from actions, claims, damages, disabilities or the cost of litigation that are asserted by any person or entity to the extent arising out of the negligent acts or omissions or willful misconduct in the performance by the seller hereunder, whether or not there is concurrent negligence on the part of the Owner, but excluding liability due to the active negligence or willful misconduct of the Owner. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for seller or its agents, under workmen’s compensation acts, disability benefits acts or other employees’ benefits acts.

1.12. Site Visit

All vendors wishing to bid will be required to attend a site visit on August 29, 2017 at 3:00 p.m. The pre-bid meeting will be held at the Comstock Community Auditorium at 2107 N. 26th Street, Kalamazoo, MI 49048.

BID PROPOSAL FORM

(Pages 5 –11)

Name of Bidder

Firm Name: __________________________________________________________________________________

Address: __________________________________________________________________________________

Telephone & Fax: __________________________________________________________________________________ Contact Name And e-mail: __________________________________________________________________________________

Project Name: Comstock Community Auditorium –LED Lighting Upgrade

AGREEMENTS:

The Owner reserves the right to accept or reject any or all Bids in whole or in part, or to waive any in formalities therein. If in the Owners opinion it is in their best interest, the contract may be awarded to other than the lowest bidder, for reasons of establishing uniformity, delivery time, etc. Any response that takes exception to any mandatory items in this RFP may be rejected and not considered.

The undersigned acknowledges the following are included with the Bid Proposal Form:

□ Total Pricing

□ Detailed Product Specification Information

□ Warranty Specification Information

□ Proof of Insurance

□ Bid Proposal Form

□ Familial Relationship Disclosure Statement(Notarized)

□ Iran Economic Sanctions Act

□ Three (3) paper copies of the Proposal

□ Legal Status of Bidder/References

LEGAL STATUS OF BIDDER

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS.

The Vendor and/or Bidder certifies to the best of its knowledge and belief that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; Have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public

(Federal, State, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated above in this certification; and Have not within a three-year period preceding this agreement had one or more public transactions (Federal, State, or local) terminated for cause or default; is not now or has been, within a three-year period preceding this date, been listed on the Excluded Parties List System website (EPLS).

Firm Name: _________________________________________________________

Name, title and signature of individual duly authorized to execute contracts:

Name: _________________________________________________________

Title: _________________________________________________________

Signature: _________________________________________________________

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

IRAN ECONOMIC SANCTIONS ACT

Effective April 1, 2013 all bids, proposals, and/or qualification statements received in the State of Michigan (MCL 129.313) must comply with the “Iran Economic Sanctions Act”. The following certification is to be signed and included at the time of submittal.

CERTIFICATION

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business”, as that term is defined in the Act.

Signature Title

Company Date

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

As required by Public Act 232 of 2005, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any employee of the Comstock Public School District or member of the Comstock Public Schools Board of Education. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of ________________________________(the “Bidder”), pursuant to the familial disclosure requirement provided in the Comstock Public Schools advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any employee of the Comstock Public School District or member of the Comstock Public Schools Board of Education. If such a relationship exists, please explain:

Attach additional pages if necessary

By:____________________________________________________(Bidder Signature)

Title:___________________________________________________(type or print)

Date:__________________________________________________

Subscribed and Sworn to Before Me:

This________________day of__________________, 20____A.D., in and for the

County of _______________________, Michigan.

My Commission expires ____________________________.

Signature of Notary

Comstock Community Auditorium – Led Lighting Upgrades

Bidder Response Form – Requested Line Items

All Bidders Must Complete (duplicate for alternates if needed)

1. Any response that takes exception to any mandatory items in this RFP may be rejected and not considered.

Vendor Name: ____________________________________________

Qty Part Number Description

I. Product Specifications:

A. Lighting Fixtures to consist of:

15 Chauvet Colorado 2-Quad Zoom w/True 1 to Edison Tail

ETC Color Source Spot with shutters, Black w/clamp, diffuser, pattern Holder, Powercon to XX tail.

5 ETC S4 Cyc Adapter Lense

30 ETC Source 4WRD LED Retrofit Black

Canto USA Retrofit 500 LED House Light Engine, with E11 Socket, 2700 degree K Chip, 28 degrees short reflector

D. Cables and materials to consist of:

Contractor Misc. Lot Installation Materials

High quality 2 pair DMX cable as needed

Neutrik X or XX series 5 pin XLR terminations

Professional grade DMX splitter as needed

Neutrik Powercon and True1 patch cables as needed

E.

II. Manufacturer’s Services:

A. Two year limited warranty on parts and workmanship.

B. Production requires 1 - 6 weeks for delivery of equipment after receipt of written approval and release.

Total (With Specified Equipment Requested Bid): __________________________

Total (With Alternate if applicable): __________________________