LISD Porter Center Sign RFP 102919 (002)final.pdf

LISD Milton C. Porter Center Campus Sign w/ LED Display

Request for Proposals

Requested by:

Lenawee Intermediate School District (LISD)

Adrian, Michigan

Issue Date: October 29, 2019

Due Date: November 21, 2019 @ 12:00 PM

The Lenawee Intermediate School District (LISD) is seeking proposals from qualified vendors for the construction of one, ground-mounted monument sign with dual-sided, LED display at the LISD’s Milton

C. Porter Center Campus located at 2946 Sutton Road, Adrian, Michigan. The sign shall be constructed in accordance with the attached conceptual design.

Removal of Existing Sign

The selected sign manufacturer/installer shall be responsible for removal of the existing onsite sign, including, but not limited to the removal of any subgrade footings, etc.

Sign Specifications

The sign shall consist of a ground-mounted monument sign containing a masonry, “L” shaped base and a two-sided sign that shall be manufactured of a substrate material (such as plywood) wrapped in metal with the LISD logo painted on and the name of the campus laid out in raised letters (metal or other material to be recommended by the sign manufacturer/installer). The LISD logo will be supplied to the selected vendor in a high-resolution format. The sign face shall be framed to create a three-dimensional box. Box dimensions have not been determined, and LISD will rely on the selected sign manufacturer/installer to determine the appropriate dimensions. The bottom portion of the box shall include a double-side, LED display that is capable of displaying text in a format that is readable by passing motorists. Dimensions for the LED display are to be determined by the sign manufacturer/installer as part of the sign design. Final sign design shall be reviewed with and approved by LISD prior to sign construction/installation.

LED Display

The bottom portion of the sign shall include a double-sided, LED display that is capable of displaying text in a format that is readable by passing motorists. The LED display shall be capable of being controlled/updated through wireless connectivity (i.e. no data wire between the building/controls and the sign), but shall be sufficiently secure. It is preferred, but not required that the LED display be compatible/integrated with the InformaCast mass notification system which is used by the District.

Respondents should state whether or not the display is compatible with InformaCast.

The LISD Milton C. Porter Center campus is located in a residential area. The LED display shall be capable of being dimmed (during darkness) and/or shall not be constructed in a manner that minimizes light pollution, excessive brightness, etc. that could be deemed to be problematic to the school’s neighbors.

Sign Dimensions

The sign base shall be approximately eight feet long and six feet high (to the top of the sign). The masonry base shall be approximately one foot and four inches high (not including the pier or the stone cap). Exact sign dimensions are to be proposed by the sign manufacturer/installer.

Sign Base

The sign base shall consist of a solid, masonry structure. Footings shall be designed to provide structural soundness. The face bricks/stone to be used shall match the Milton C. Porter Center building. The masonry base shall be capped with a stone cap.

Sign Lighting/Electrical

There is currently one conduit to the existing sign, which has an existing 15 or 20 AMP circuit. If necessary, the LISD will provide additional electricity to the new sign, which will be coordinated with the selected sign manufacturer/installer. Thus, respondents are not responsible for providing electricity to the new sign site.

Lighting shall be supplied by the selected vendor for the sign. Lighting shall sufficiently illuminate the face of the sign during hours of darkness, but shall be designed to minimize unnecessary light pollution or excessive brightness/lighting. The lighting system shall be comprised of LED (or similar) high efficiency lights. Lighting shall be weather resistant and able to withstand outside conditions typical of southeastern

Michigan.

Sign Location

The selected respondent shall work with the LISD to determine the appropriate/best location for the sign at the site. The sign location is expected to be located in a highly visible location near Sutton Road. The sign face shall be perpendicular to the roadway so that each side of the sign is visible from the roadway.

The sign shall be located out of the public right-of-way and shall also be located away from underground utilities. Owner and contractor shall stake the location of the sign prior to commencement of any construction on the sign.

Sign Mock-Up

The selected respondent will be expected to provide LISD with a dimensioned, color sign mock-up showing sign lighting plans prior to proceeding with the project.

Sign Permitting

The selected respondent shall be responsible for procuring all required sign permits. The LISD is a public school district and thus is not subject to local zoning ordinance with respect to building signage, however, the LISD generally desires to follow the local zoning ordinance

Installation Timeline

LISD expects to award a contract in early December and would like the selected company will be able to complete sign construction/installation no later than March 1, 2020. The proposed schedule is desirable to the LISD, but is not required and should not prohibit prospective respondents from submitting a bid. Respondents should include a proposed schedule for installation with your bid.

Labor & Material Payment Bonds, Performance Bonds

The LISD reserves the right to require any successful respondent to furnish both a labor and materials payment bond, and a performance bond, each in the amount of one hundred percent (100%) of his/her contract amount. Labor and payment bonds must include the following items: the full name and address of respondent and respondent’s surety; the proper contract date; the exact amount of the contract; the engineer’s name and address (if applicable); signature; corporate seal (if applicable); notarization; and

Power of Attorney.

Bond costs shall be clearly delineated in respondent’s bids as a separate line item (not to be included in respondent’s base bid).

If required, labor and material payment and performance bonds must be submitted to the LISD prior to the execution of any contract between LISD and a respondent.

Warranty

The LISD is requesting a minimum of a five-year warranty on the on the sign and on all sign components, including the LED display and lighting. If the warranty is to be provided by the display manufacturer, the warranty must be assigned to the LISD. The warranty should provide for the fix or, if necessary, replacement, of any defective portions of the sign (excluding damage caused by the LISD or a third party). The warranty does not need to include bulb replacement.

Insurance Requirements

The successful respondent shall obtain and maintain insurance according to the following specifications:

Worker’s Compensation Insurance

The Contractor shall obtain and maintain during the life of the contract Michigan Workers’ Compensation

Insurance for all of his employees assigned to perform services on behalf of Contractor to LISD under this Agreement.

The Contractor shall require any subcontractor similarly to provide Michigan Workers’ Compensation

Insurance for all of the latter’s employees unless such employees are covered by the protection offered by the Contractor.

General Liability and Property Damage Insurance

The Contractor shall obtain and maintain during the life of the Contract such Public Liability and Property

Damage Insurance as shall protect him and any subcontractor performing work covered by this Contract from claims for damage for personal injury, including accidental death, as well as for claims for property damages which may arise from operations under this Contract, whether such operations by himself or by any subcontractor or by anyone directly or indirectly employed by either of them.

Owner’s and Contractor’s Protective Liability Coverage

The Contractor shall obtain and maintain during the life of this Contract Owner’s and Contractor’s

Protective Liability coverage in the name of: Lenawee Intermediate School District, and Others, if specifically required by special provision in the Contract documents.

This coverage shall include the entire work. The Contractor shall furnish a Certificate of Insurance certifying that his Owners’ and Contractors’ Protective Liability Insurance includes all subcontractors engaged in the work.

The minimum limits of liability for all insurance coverage in the above named policies shall be as follows:

Bodily Injury Liability Amount

Each Person $1,000,000

Each Occurrence $1,000,000

Aggregate $1,000,000

Property Damage Liability

Each Occurrence $1,000,000

Aggregate $1,000,000

Subcontractor’s Insurance

The Contractor shall require each of his subcontractors and subcontractors to subcontractors to obtain and maintain all insurance coverage and limits indicated for Michigan Workers’ Compensation, Contractors’

Liability Insurance, and Michigan Motor Vehicle Liability during the life of the subcontract.

Policies and Certificates of Insurance

The Contractor and all subcontractors shall file Certificates of Insurance for all insurance coverage required above with the Lenawee Intermediate School District’s Business Office, naming the Lenawee

Intermediate School District as a Certificate Holder. Exclusions in the policies shall be removed by endorsements to comply with all the aforementioned requirements. Subcontractors shall file Certificates of Insurance with the Contractor who will forward them to the Lenawee Intermediate School District’s

Business Office. All Certificates of Insurance shall contain the name and address of the insurance agent.

Notice Requirements

All insurance Certificates must include a provision providing for thirty (30) days prior written notice to the Lenawee Intermediate School District regarding cancellations, material change, reduction of insurance coverage, or non-renewal. The Contractor shall cease operations on the occurrence of any such cancellations, material change, reduction in insurance coverage or non-renewal, and shall not resume operations until new insurance that satisfies the minimum requirements is in force.

General Conditions

The following general conditions are imposed on all proposals submitted in response to this RFP:

1. Respondent’s proposals represent an offer to contract on the part of the proposing party, and all proposed prices must remain in effect for at least ninety (90) days from the date of the bid opening.

2. LISD is a public school district and thus is exempt from any and all sales and/or services taxes.

Do not include such taxes in the proposal figures. The LISD will furnish the successful bidder with tax exemption certificates upon request.

3. No respondent may withdraw a proposal after the actual date of the opening thereof except in case where a respondent demonstrates to the LISD’s satisfaction that a material and substantial mistake was made in preparing the bid, in which event the respondent has 24 hours after the opening of the proposals to deliver to the LISD, a notice in writing that he/she desires to withdraw his/her proposal and stating the reasons therefore. Once a proposal is withdrawn, it may not be re-submitted. Furthermore, if a bidder makes an error in extension of prices in a bid, the unit price shall govern at the district of the District.

4. The LISD reserves the right to waive any informalities or immaterial omissions or defects not involving price, time or changes in the work. In the case of error in the extension of prices in the bid or other arithmetical error, the unit price shall govern.

5. The LISD will not pay any costs incurred by respondent in preparing or submitting any proposals in response to this RFP.

6. Any deviation from the specifications included in this RFP must be noted in the proposal, and respondent must provide written rationale for the deviation.

7. The LISD reserves the right to split or abstract any or all bid proposals and award multiple contracts from the same quotation, based on price, availability and service when in its judgment it best serves the LISD.

8. The selected respondent will not be permitted to assign any agreement between the individual or firm and LISD, nor will the individual or firm be permitted to subcontract any services owed to

LISD, without first obtaining the expressed written consent of LISD.

9. The selected respondent will not discriminate against any employee or applicants for employment because of race, religion, color, national origin, handicap, age, or sex and will take affirmative action to insure that applicants are employed without regard to their race, religion, color, national origin, age, sex, height, weight, or marital status. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

10. The selected respondent will comply with all published rules, regulations, directives, and orders of the Michigan Civil Rights Commission relevant to Section 206, 1976 P.A. 453, as amended.

11. The LISD will conduct background checks on individuals who will be working on LISD property, due to the proximity to and potential for interaction with LISD students.

Contractor representatives, including but not expressly limited to employees and subcontractors, must be approved by LISD prior to working on LISD property. As is permitted by applicable Federal and State law, LISD reserves the right to deny access to any individual(s) based upon the results of background checks.

12. The selected respondent will be expected to enter into a construction agreement with the LISD.

13. The selected respondent will be expected to comply with all applicable federal, state, and local laws in addition to applicable LISD Board policies which prohibit the possession or use of tobacco or alcohol, or carrying any dangerous weapons on LISD property.

14. The selected respondent will be expected to perform the services in a manner that is most consistent with industry/trade standards for the type of work to be provided.

15. The selected vendor must not be currently debarred, suspended, or proposed for debarment by any federal entity. Submission of a bid in response to this request for bids represents respondent’s acknowledgement that respondent is not debarred, suspended, or proposed for debarment by any federal agency.

16. All deviations from the specifications must be specified in writing by the bidder at the time that the formal bid is submitted. The absence of a written list of requested deviations or exceptions when the bid is submitted will result in the bidder being held strictly liable to the District for the specification or requirements as written. The LISD reserves the right to accept or reject any requested exception or deviation.

17. The selected vendor(s) understands and agrees that it will: (i) not use any of the district’s confidential information or for its own use or for any purpose other than the specific purpose of providing the goods and services described in this RFB; (ii) not disclose any of the district’s confidential information to any other person or entity, unless such is required by court order; and

(iii) take all reasonable measures to protect the confidentiality of, and avoid disclosure or use of, the district’s confidential information in order to prevent it from falling into the public domain or the possession of persons other than those persons authorized to have such information.

18. Any purchase made by the LISD under this RFP will, in addition to the terms and conditions contained in this RFB, be subject to the LISD’s standard terms and conditions, which are available at https://www.lisd.us/our-district/administration/bids/.

The preceding list is provided for informational purposes only, and is in no way intended to be an exclusive list of the terms and conditions that may be imposed upon the responding firm by LISD through a professional services contract.

The LISD reserves the right to reject any and all proposals received with or without cause, and reserves the right to select the proposal which is determined to be in the best interest of the LISD.

SUBMISSION REQUIREMENTS

Proposals submitted in response to this RFP are to follow the outline described below and must address all requested information. Any additional information that respondent wishes to include that is not specifically addressed below should be included in the appendix to the proposal. Respondents are encouraged to keep proposals brief and to the point.

A. COVER LETTER/TRANSMITTAL LETTER

Please include a cover letter signed by an individual having the authority to negotiate and execute contracts on behalf of the respondent.

B. BID FORM

Respondents should complete the attached bid form in its entirety, including proposed fees for the provision of the goods and services requested in this RFP.

C. PROPOSED SIGN MOCK-UP

Respondents must include a dimensioned, color sign mock-up showing the sign and sign lighting plans.

D. MANUFACTURER’S SPECIFICATION SHEETS & WARRANTY DOCUMENTS

Respondents should provide all manufacturers’ specifications and warranty documents, if any, for the sign system that is proposed for installation in response to this RFP.

E. TIMELINE

Respondents should provide a timeline describing project activities.

F. INSURANCE REQUIREMENTS

The selected respondent shall submit proof of insurance coverage as is required herein, or if respondent does not currently maintain said insurance coverage, a letter acknowledging the insurance requirements and confirming that respondent will obtain and maintain said insurance prior to engaging in any contract with LISD.

G. LISD PROPOSAL FORMS (available at https://www.lisd.us/our-district/administration/bids/)

1. MICHIGAN-BASED BUSINESS CERTIFICATION AND VERIFICATION FORM

Consistent with Michigan law, the LISD has adopted and implemented a policy that extends a preference to Michigan-based businesses submitting a proposal pursuant to this request for proposals. Solely for the purposes of determining the value of a bid for purposes of an award, the bid price of a Michigan-based business that is bidding in accord with this request for proposals https://www.lisd.us/our-district/administration/bids/ https://www.lisd.us/our-district/administration/bids/ shall be reduced by a factor of the lesser of 5% or $10,000. For all other purposes, the bid price shall remain as stated in the proposal.

In order to be considered for such a preference, a bidder must satisfy the definition of a Michigan-based business as found in MCL 18.1268 and shall provide a completed copy of the consent form affixed to this RFB, as well as any additional consent necessary to permit LISD to verify the firms’ status as a Michigan- based business through the Michigan Department of Treasury.

Additional consent must be provided by the bidder with 24 hours of request by LISD. Failure to satisfy the statutory definition of a Michigan- based business and/or failure to provide the necessary and/or additional consent to permit the LISD to verify the proposer’s status as a

Michigan-based business through the Michigan Department of Treasury, shall result in the forfeiture of any preference for which the bidder may qualify, including, but not limited to the

Michigan-based business preference.

Qualified firms should affix a completed copy of the attached Michigan-based business certification and verification form. (This form applies to Michigan-based businesses only.)

2. FAMILIAL DISCLOSURE STATEMENT

Please include a completed copy of the attached LISD familial disclosure statement. (This form must be completed and notarized even if no familial relationship exists.)

3. IRAN ECONOMIC SANCTIONS ACT COMPLIANCE

Bidders must include a completed copy of the attached LISD Iran Economic Sanctions Act compliance form.

4. SUSPENDED OR DEBARRED VENDOR FORM

Bidders must include a completed copy of the attached suspended or debarred vendor form certifying that the bidder is not a federally suspended or debarred vendor.

5. CONFLICT OF INTEREST FORM

Bidders must include a completed copy of the attached conflict of interest form certifying that the bidder does not have a conflict of interest with any LISD Board member, staff member, or agent.

All proposals shall be submitted via electronic mail with subject line “LISD Porter Center Sign

Proposal”. Proposals shall be delivered to the attention of the LISD’s Director of Facilities, Tom

Kasefang via email to tom.kasefang@lisd.us. Proposals should be received by LISD at or before

12:00 PM (EST), Thursday, November 21, 2019.

Questions and Addenda

Please direct all questions regarding this request for proposals to Tom Kasefang via email at

Tom.Kasefang@lisd.us. Questions will only be addressed via email so that responses can be shared with all interested parties in the form of addenda to the RFB. If you wish to receive a copy of addenda published, please email Tom.Kasefang@lisd.us requesting such.

mailto:Tom.Kasefang@lisd.us

LISD MILTON C. PORTER CENTER SIGN

BID FORM

This offer has been prepared after our examination of the complete drawings and specifications, together with their related documents, and our examination of the conditions surrounding the construction of the proposed work including the availability of materials, equipment, and labor. The undersigned submits the following offer to enter into a contract with the Lenawee Intermediate School District and agrees to furnish all labor, material, equipment, and service to complete the Work in accordance with the Contract

Documents:

Bidder’s Name: _______________________________________________________________________

Description of Activities: _______________________________________________________________

For the lump sum base bid of: ($_______________________)

_______________________________________________________________________________Dollars

Addenda

The undersigned acknowledges receipt of the following addenda and has included the cost thereof in the lump sum base bid:

No. 1, dated _________________________ No. 3, dated ____________________________

No. 2, dated _________________________ No. 4, dated ____________________________

Performance and Labor and Material Payment Bond

The undersigned confirms that the cost of the required performance, labor, and material bond is included in the base bid amount.

The undersigned agrees to furnish a performance, labor, and material payment bond. The cost of such bonds is included in the base bid amount:

_______________________________________________________________________________Dollars

Authorized Representative Signature:

I certify that the information contained on this form is true and accurate and that the presentation of this information to the LISD represents an offer to contract and that acceptance by LISD of this offer will bind me to performance under the terms and conditions of the RFP.

Signature Date

8 ft.

LISD Milton C. Porter Education Center Sign Conceptual Design f t.