Memphis Paging RFP.pdf

1/22/2024

Request for Proposal

Critical Communications (Paging) Systems

For

Memphis Community Schools 34110 Bordman Rd.

Memphis, MI 48041

Prepared by

Convergent Technology Partners, LLC 6197 Miller Rd, Swartz Creek, MI 48473

810.720.3820 www.ctpartners.net http://www.ctpartners.net/

MEMPHIS COMMUNITY SCHOOLS

PAGING SYSTEM

BIDDING REQUIREMENTS - INSTRUCTIONS TO BIDDERs 00 30 00 - 1 of 12 CONFIDENTIALITY NOTICE: This document is the intellectual property of Convergent Technology Partners. Any unauthorized review, use, disclosure, or distribution in whole or in part is prohibited. ©

SECTION 00 30 00 – BIDDING REQUIREMENTS – INSTRUCTION TO BIDDERS

PART 1 - GENERAL

1.1 INTRODUCTION

A. Memphis Community Schools is seeking bids and proposals for a new district-wide Critcal Communications (paging) System.

B. Bid documents may be obtained on the State of Michigan’s web site at www.Michigan.gov/VSSlogin and the District’s website at https://www.memphisk12.org/busi-ness-office/bids-rfps/.

1.2 Due per the Schedule of Events, the Owner will receive bid proposals for the project. The Owner will not consider or accept a bid proposal received after the due date for bid proposal submission. The Owner is not responsible for any postal or delivery delays. No email, facsimile or other electronic bid proposals will be accepted. All bid proposals received after the due date will be returned by making them available to the respective Bidder, unopened, for said Bidder to pick-up at their sole cost and expense. Note that overnight delivery to the district will not get the package to the district in time and should not be used. Bid proposals shall be submitted to:

Memphis Community Schools 34110 Bordman Rd.

Memphis, MI 48041

Attn: Brian Gerstenberger, Technology Director

1.3 PROPOSALS/QUOTES

A. One (1) “hard” copy and two (2) electronic copies on a USB “flash” drive of each complete proposal are to be submitted in sealed packaging, clearly marked: “CRITICAL COMMUNICATIONS (PAGING) SYSTEM SEALED BID” for Memphis Community Schools and shall be identified with the Bidder’s name and address and the date and time of the bid proposal opening. The Owner is not responsible for any postal or delivery delays. No email, facsimile or other electronic bid proposals will be accepted.

B. Proposals will be opened immediately following the due date of the proposals:

C. The hard copy with the original bid Bond shall be conspicuously labeled on the exterior of the proposal stating “ORIGINAL”. All other copies shall be labeled “COPY”.

1.4 PROPOSAL FORMAT

A. The Bid response shall be structured as follows:

1. Section 1 – Submittal Letter, Executive Summary and Bid Bond

2. Section 2 – Proposal Forms and Bill of Materials with Installed Pricing http://www.michigan.gov/VSSlogin https://www.memphisk12.org/business-office/bids-rfps/ https://www.memphisk12.org/business-office/bids-rfps/

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3. Section 3 – Narratives, System Description, Information, and Brochures

4. Section 4 - Bidder Qualifications, References

5. Section 5 – Sample Bidder’s Maintenance Contract

B. The “hard copy” Bids shall be submitted on 8 1/2" by 11" paper, single sided, single spaced using 10 to 12-point print, in 3 ring binders, clearly labeled to show the Bidder's name.

C. The electronic Bid shall be in the same structure and individual sections as the “hard copy” Bids, bound in .pdf files laid out per section above, submitted on an USB “flash”, “Thumb” or similar drive with the hard copies. The electronic copy shall provide an exact duplicate of the information provided in the hard copy vice versa.

1.5 SECURITY

A. Each bid proposal must be accompanied by bid security in the form of a certified check or bid bond in the amount not less than 5% of the bid proposal amount, made payable to Memphis Community Schools or naming Memphis Community Schools as the obligee. Bid bonds shall be issued by a company licensed to do business in the State of Michigan.

1.6 INSURANCE REQUIREMENTS

A. Memphis Community Schools requires that all bidders submit proof of insurance with the following requirements:

1. Memphis Community Schools must be listed as additionally insured on the Contractors General Liability Coverage. Bidders must agree to this in their Bid.

2. Provide Memphis Community Schools with a copy of the Proof of General Liability Coverage from the Contractor with a minimum of $1,000,000 for projects with a value less than $1,000,000 and a minimum limit of $2,000,000 for projects with a value between $1,000,000 and $10,000,000. Bidders must agree to this in their proposal.

3. The Contractor must agree to hold the Memphis Community Schools harmless and to indemnify the District for losses from Contractor negligence as follows:

a. The waiver of subrogation clause in the AIA contract (A-201 or A-232) “General Conditions, and/or any other contract regarding this project, must be deleted.

b. The parties agree that the Memphis Community Schools is not waiving any rights its insurers may have to subrogation. To the extent any term in the Agreement is contrary to this provision, such term is void and unenforceable.

1.7 FAMILIAL DISCLOSURE AFFIDAVIT

A. Each bid proposal must 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 member of the Board of Education or the Superintendent of Memphis Community Schools.

The Board of Education will not accept a bid proposal that does not include this sworn and notarized disclosure statement.

1.8 AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS

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A. Each bid proposal must be accompanied by the Iran Economic Sanctions Affidavit of Compliance in compliance with Michigan Public Act No. 517 of 2012. The Board of Education will not accept a bid proposal that does not include this sworn and notarized disclosure statement.

1.9 RESERVATION OF RIGHTS

A. The Owner reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all bid proposals with or without cause, to waive any irregularities or informalities in this RFP process or any bid proposal, and to award the contract to other than the low bidder, when in the opinion of the Owner, such action will best serve the Owner's interests.

1.10 WITHDRAWAL OF BID PROPOSALS/QUOTES

A. All bid proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the due date for receipt of bid proposals set forth above.

1.11 REQUESTS FOR CLARIFICATION

A. Bidders may request that the School District clarify information contained in this RFP. All such requests must be made in writing via email to Eric Helsel, Convergent Technology Partners, at ehelsel@ctpartners.net. Requests for Clarifications and inquiries may only be made via email.

The deadline for all Requests for Clarification is per the date and time indicated in the schedule of events. The aggregated answers to all Requests for Clarification will be provided in an ad-dendum to the RFP which will be issued and posted on the Purchasing page of the State of Michigan’s web site at www.Michigan.gov/VSSlogin and the District’s website at https://www.memphisk12.org/business-office/bids-rfps no less than three (3) business days prior to the bid opening date for all potential proposers to view.

1.12 RESTRICTION ON COMMUNICATION

A. From the issue date of this RFP until a Contractor is selected and the contract is awarded a prospective Contractor shall not communicate about the subject of this RFP or a Contractor’s bid proposal with the Owner, its Board of Education, or any individual member, administrators, faculty, staff, students, or employees, except for additional requests for clarification in accordance with the paragraph above.

1.13 RELEASE OF CLAIMS

A. Each Bidder, by submitting their Proposal, releases the Owner from any and all claims arising out of, and related to, this RFP process and selection of a Contractor.

1.14 PROPOSAL COST

A. Respondents of this RFP are responsible for all costs incurred by them or others acting on their behalf in preparing or submitting a bid proposal, or otherwise responding to this RFP, or any negotiations incidental to its bid proposal or this RFP.

1.15 COLLUSIVE BIDDING

http://www.michigan.gov/VSSlogin https://www.memphisk12.org/business-office/bids-rfps

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A. All Bidders certify that its bid proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a bid proposal for the same project and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

1.16 DEFINITIONS

A. Bid Documents are defined as the Instructions to Bidders, Schedule of Events, this RFP, including all Supplemental forms, Attachments, Appendices, Specifications, Drawings and Addenda and the Contract.

B. Addenda are written or graphic instruments issued prior to the due date of bid proposals which modify or interpret the Bid Documents by additions, deletions, clarifications or corrections. All Addenda issued to Bidders prior to the due date of bid proposals shall become part of the Bid Documents and all bid proposals are to include the Project/Work therein described. Each Bid Proposal submitted shall list all Addenda that have been received prior to the due date of bid proposals.

C. As used in these Instructions to Bidders, the term "Bid Proposal" means a bid proposal prepared and submitted in response to this RFP.

D. Throughout this RFP and Contract, the “Owner” or “District” will be used to refer to Memphis Community Schools and bidders submitting bid proposals will be referred to as "Bidders" or "Vendors” and a successful Bidder or Vendor will be referred to as a “Contractor” or “Integrator”.

1.17 BIDDER'S REPRESENTATION

A. Each Bidder, by submitting a Bid Proposal, represents that the Bidder has read and understands the Bid Documents and is familiar with the local conditions under which the project is to be performed. Bidders will be held to have compared the Sites with Bid Documents and have satisfied themselves to all conditions affecting the execution of the Work/Project.

1.18 EXAMINATION OF BID DOCUMENTS

A. A Mandatory pre-bid walk through will be held per the Schedule of Events for the purpose of answering any questions from the Vendors and visiting the Site. The location of the Bidder’s conference is:

Memphis Elementary School 34165 Bordman Rd.

Memphis, MI 48041

B. Before submitting a Bid Proposal, each Bidder shall examine the RFP documents carefully and shall read the Specifications and the Bid Documents. Each Bidder shall gather complete information prior to bidding as to existing conditions and limitations under which the Work/Project is to be performed and shall include in its Bid Proposal a sum to cover the cost of items necessary to perform the Work/Project as set forth in the Bid Documents.

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C. No allowance or additional fees will be made to a Bidder because of lack of such examination or knowledge. The submission of a Bid Proposal will be considered as conclusive evidence that the Bidder has made such examination. An on-site-inspection of the Sites during the Bidder’s Conference will be for all Bidders.

D. Bidders may make written request for interpretation or correction of any ambiguity, inconsistency or error in the Bid Documents that are discovered. These questions shall be submitted to the Owner per the Schedule of Events. Only a written interpretation or correction by Addendum shall be binding on Bidders. No explanations or interpretations requested or made orally will be considered binding. All questions will be responded to in writing and all addenda will be posted to the State of Michigan’s web site at www.Michigan.gov/VSSlogin and the District’s website at https://www.memphisk12.org/business-office/bids-rfps.

1.19 SUBSTITUTIONS

A. In addition to the Base Bid, the submission of voluntary alternates or substitutions, provided Base Bid requirements are met, are acceptable.

B. Each Bid Proposal shall be based upon the materials and equipment described in the Bid Documents. Please note material that are indicated “no substitutions allowed”.

C. Voluntary Alternates

1. If a voluntary alternate is submitted, the Bidder shall also submit sufficient information in the form of drawings, specifications, and a complete description of the proposed substitute, the cost savings or advantages. Additionally, provide the name of the material or equipment for which it is substituted, drawings, cuts, performance and test data and any other data or information necessary for a complete evaluation, sufficient for analysis of the alternate. The Owner reserves the right to unilaterally accept or reject, in whole or in part, any voluntary alternates.

2. Alternate Material and Equipment (Base Bid)

a. If a voluntary alternate for materials and equipment is submitted for consideration, it shall be expressed on the Bid Form as an “add” or “deduct” amount from the Base Bid.

3. Alternative technologies

a. If a voluntary alternate for an alternative technology is submitted for consideration, it shall be expressed on the Bid Form as replacement cost of the base bid, and clearly marked that this is a substitution of the Base Bid on the Alternate form.

1.20 BIDDING PROCEDURES

A. All Bids Proposal must be submitted on the Bid Proposal Forms provided as part of the Bid Documents and in accordance with the Advertisement to Bid and Instructions to Bidders.

Bidders must provide a complete list of proposed subcontractors (one per discipline) as indicated on the Bid Forms. Listing two or more subcontractors per discipline will be grounds for disqualification.

http://www.michigan.gov/VSSlogin https://www.memphisk12.org/business-office/bids-rfps

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B. All Bidders must provide a proposal for the Base Bid that meets or exceeds the specifications set forth in this RFP. However, all Bidders may suggest Alternates if it is felt that the alternate proposal better suits the intent of this RFP. Any Alternate must be listed as such with separate pricing sheets. Any variance of the feature/functionality of the Base Bid must be identified in any Alternates proposed.

C. Prior to the due date for bid proposals, all Addenda will be available for inspection wherever the Bid Documents are kept available for that purpose. No Addendum will be issued less than three (3) days prior to the due date for bid proposals. It is each Bidders responsibility to ascertain prior to submitting a Bid Proposal that he/she has received all Addenda issued and shall acknowledge their receipt in their Bid Proposal Form.

D. All Bids must be signed as follows:

1. Corporations: Signature of an officer of the firm who is authorized to bind the corporation.

2. Partnerships: Signature of one partner who is authorized to bind the firm and all of its Partners.

3. Bids submitted by Joint Ventures shall be signed by one of the Joint Ventures and shall be accompanied by a certified copy of the Power of Attorney authorizing the individual signing to bind all the Joint Ventures. If a certified copy of the Joint Venture's certificate submitted with the Bid Proposal indicates that all Joint Ventures have signed, no authorization is required.

4. Individuals signing on own behalf: No authorization is required.

5. Individual signing on behalf of another: Power of Attorney or comparable evidence of authority shall accompany Bid.

E. Bid proposals shall be prepared on unaltered Bid Forms, which are a part of this RFP. Bidders shall make no additional stipulations on the Bid Form nor qualify the Bid Proposal in any other manner. Unauthorized conditions, limitations, or provisions attached to the Bid Proposal will be cause for rejection of the Bid Proposal. If alterations by erasure or interlineations are made for any reason, explain over such erasure or interlineations with a signed statement from the Bidder. No additional charges, other than those listed on the Bid Proposal Form and Bid Supplemental Forms, shall be made. Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all Sites, insurance, payment and performance bonds, unpacking, setup, installation, operation, testing, cleanup, training, and all other requirements contained in the bid documents.

F. Bids shall be submitted in a sealed envelope. Identified on the face of the envelope:

1. Project name

2. Name and address of Bidder

3. Notation “CRITICAL COMMUNICATIONS (PAGING) SYSTEM SEALED BID”

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G. No responsibility shall attach to the Owner, or their authorized representatives, for the premature opening of any Bid Proposal which is not properly addressed, delivered and/or identified. In such event, that Bid Proposal will not be considered, and the Bidder will be automatically disqualified from consideration.

H. Negligence in preparation, improper preparation, errors and/or omissions in the Bid Proposal shall not relieve the Bidder from fulfillment of all applicable obligations and requirements of contained in the Bid Documents.

I. The Owner in making copies available of the Bid Documents to Bidders do so only for the purpose of obtaining bid proposals on the project and do not confer a license or grant of use to a Bidder for any other purpose.

J. All Bidders must complete, sign, and return the attached “FAMILIAL DISCLOSURE” and “IRAN ECONOMIC SANCTIONS AFFIDAVITS” with their Bid Proposal.

K. Bidders must include a Bill of Material (BOM) per building, along with installed line-item pricing for all components proposed, including, but not limited to, maintenance and support with the total listed where indicated in the Bid Proposal Forms. Failure to provide the complete BOM with line-item pricing will result in disqualification of the Bid proposal. This does not preclude filling out the Unit Pricing Form Attachment B.

L. The Owner considers this RFP legally binding and will require that this Request for Proposal and the Bid Proposal be incorporated by reference into any subsequent Contract between the Contractor and the Owner. It should be understood by the Bidder that this means that the Owner expects the Bidder to satisfy all requirements and specifications contained in the RFP.

Any exceptions to the RFP must be explicitly noted in the Bid Proposal and be accepted by the Owner. Lack of listing all exceptions will be considered acceptance of all specifications as presented in this RFP

1.21 CONSIDERATION OF BIDS

A. The Bidder acknowledges the right of the Owner to accept or reject any or all Bid proposals, in whole or in part, with or without cause, to waive any irregularities or informalities in this RFP process or any Bid Proposal, and to award the contract to other than the low bidder. In addition, the Bidder recognizes the right of the Owner to reject a Bid Proposal:

1. If the Bidder fails to furnish any required Bid Security, or to submit the data required by the Bid Documents; or

2. If the Bid Proposal is in any way incomplete or irregular; or

3. If the Bidder's performance was unsatisfactory under a prior contract for the construction, repair, modification, or demolition of a facility with the Owner, or a contractor in privacy of contract with the Owner, which was funded, directly or indirectly, by the Owner.

B. The Owner shall have the right to accept alternates in any order or combination and to determine the lowest qualified Bidder based on the sum of the base bid, revisions due to missing material and the alternates accepted.

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C. The Owner reserves the unrestricted right to reduce the contract amount by reducing the scope of Work/project and/or components. Any such action will be taken before specific work on a building or on a project component has commenced. Contract amount shall be reduced or increased based on the unit pricing values.

D. Bidders to whom an award of a contract is under consideration shall submit to the Owner upon his/her request a properly executed Contractor's Qualification Statement, AIA Document A305 or other information format specified by the Owner.

1.22 BID SECURITY

A. The Bid Proposal shall be accompanied by a Bid Security of a certified check or cashier's check payable to the Owner or by a satisfactory Bid Bond Entity naming the Owner as the obligee and executed by the Bidder and a surety company authorized to do business in the State of Michigan, in an amount identified in the Instructions to Bidders. The check or amount of Bid Bond shall be forfeited to the Owner upon failure of the Contractor to enter into the Contract.

The Contractor's Bid security will be retained until the Contractor has signed the contract and has furnished the required Certificates of Insurance and other required Bonds and documents required by the RFP. Bonds signed by an Attorney-In-Fact must be accompanied by a certified and effectively dated copy of their Power of Attorney.

B. The Owner reserves the right to retain the Bid security of all Bidders until the Contractor enters into the contract or until ninety (90) days after bid opening, whichever is later. If the Contractor refuses to enter into the Contract, the Owner may retain their Bid Security as liquidated damages but not as a penalty.

1.23 PERFORMANCE, LABOR, AND MATERIAL PAYMENT BONDS

A. At or prior to delivery of the signed Contract, the Owner will require the Contractor to secure and post a Labor and Material Payment Bond and a Performance Bond including bonding for all subcontractors, each in the amount of 100% of the Contract Sum. Surety shall be a company incorporated in the United States and must appear on the U.S. Treasury Departments approved surety list and be adaptable to the Owner. The Contractor shall obtain such bonds in a manner consistent with Michigan law.

1.24 TAXES

A. Installation services for the tangible personal property purchased by the Owner is not subject to sales taxation. Moreover, the Owner is exempt from taxation on all tangible personal property purchased by the Owner for its use and consumption; however, this exemption would not apply to any materials required under the Bid Documents that are deemed to be a component of a construction/improvement project to the Owner's Sites/Facilities. All prices submitted on the Bid Proposal Form shall be inclusive of all applicable taxes.

1.25 PERMITS AND FEES

A. All prices submitted on the Bid Proposal Form shall be inclusive of all applicable/required permits and fees.

1.26 MICHIGAN RIGHT-TO-KNOW LAW

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A. All Contractors must conform to the provisions of the Michigan Right-To-Know Law, 1986 PA 80, which requires employers to:

1. Develop a communication program designed to safeguard the handling of hazardous chemicals through labeling of chemical containers, and development and availability of Material Safety Data Sheets.

2. Provide training for employees who work with these chemicals; and

3. Develop a written hazard communications program.

B. The law also provides for specific employee rights. These include:

1. The right to be notified (by employer or Contractor posting) of the location of Safety Data Sheet (SDS)

2. The right to be notified (by employer or Contractor posting) of new or revised SDS no later than five working days after receipt

3. The right to request copies of SDS from their employers or Contractors.

C. Provisions of Michigan's Right-to-Know Law may be found in those sections of the Michigan Occupational Safety and Health Act (MIOSHA), which contain Right-to-Know provisions, and the Federal Hazard Community Standard, which is part of the MIOSHA Right-to-Know Law through adoption.

1.27 WITHDRAWAL OF BIDS

A. A Bidder may withdraw its Bid Proposal by written request from an authorized Bidder representative, at any time prior to the due date of bid proposals.

B. No Bidder may withdraw a Bid Proposal for a period of ninety (90) calendar days, following the due date for receipt of bid proposals, and all bid proposals shall be subject to acceptance by the Owner during this ninety (90) day period.

1.28 EXECUTION OF CONTRACT

A. The Contractor to whom the contract is awarded shall, within ten (10) calendar days after Notice of Award and receipt of the contract from the Owner, execute and deliver required copies to the Owner.

B. At or prior to delivery of the executed Contract, the Contractor to whom the contract is awarded shall deliver to the Owner those Certificates of Insurance required by the Bid Documents and such Labor and Materials Payment Bonds and Performance Bond as are required by Owner and any other documents required by this RFP.

C. The Owner shall approve the provided Bonds and Certificates of Insurance before the Contractor may proceed with the Work/Project. Failure or refusal to provide Bonds, Certificates of Insurance or any other documents required by this RFP in a form(s) satisfactory to the Owner shall subject the Contractor to loss of time from the allowable construction period equal to the time of delay in furnishing the required material.

1.29 POST BID INFORMATION

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A. All additional information required for the proper evaluation of the bidder’s proposal shall be promptly provided upon request by the District.

1. This is not to be construed as additional time to provide documentation or information that is required to be included to be in the bid proposal.

1.30 TIME OF COMPLETION

A. The Bidder agrees to complete the Work within the timeframes listed in the Schedule of Events or as mutually agreed during the project kick-off meeting.

1.31 EQUAL OPPORTUNITY

A. The Contractor and all its subcontractors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin.

PART 2 - EXECUTION

2.1 SITE REQUIREMENTS

A. The Owner Site is an instructional and administrative facility that provides up to year-round services to their students, staff, and the community. As such, activities in all buildings are critical to the provisioning of services to the students, staff and the community and shall not be interrupted by the Contractor's Work activities.

B. The computer and telephone systems associated with this Work will not be taken off-line or removed from service during normal working hours without coordination of the Owner’s IT department and the staff of affected buildings. Arrangements must be made by the Contractor to coordinate any such activities.

C. The Contractor will be required to work around all the conditions listed above, as well as working with the Owner’s staff to minimize disruptions to normal Owner activities.

D. Installation Guidelines

1. All Work performed on this Project will be installed in accordance with the current edition of the Michigan Electrical Code, the current edition of the BICSI Telecommunications Distribution Methods Manual, the current edition of the BICSI Cabling Installation Manual, the latest issue of the TIA Standards as published by Global Engineering Documents as TIA Commercial Building Telecommunications Standard, and all local codes and ordinances.

2.2 QUALITY ASSURANCE

A. Project Manager

1. The Contractor will provide a full-time Project Manager who will act as a single point of contact for all activities regarding this Project. The Project Manager must be a management employee and will not be involved in personally performing craft installation work

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2. The Project Manager is required to attend necessary technology and construction meetings for coordination before Work is started and construction meetings once Work is in progress.

3. The Project Manager will be required to make on-site decisions regarding the scope of the Work and any changes required by the Work.

4. The Project Manager will be totally responsible for all aspects of the Work and shall have the authority to make immediate decisions regarding implementation or Owner approved changes to the Work.

B. Compliance with Laws and Regulations

1. The Contractor performance of the Work shall comply with all applicable federal, state, and local laws, rules, and regulations and Owner policies, procedure, rules and regulations. The Contractor shall give required notices, shall procure necessary governmental licenses and inspections, and shall pay without burden to the Owner, all fees and charges in connection therewith unless specifically provided otherwise. In the event of violation, the Contractor shall pay all fines and penalties; including attorney's fees and other defense costs and expenses in connection therewith.

C. Federal Communications Commission

1. Equipment requiring FCC registration or approval shall have received such approval and shall be appropriately identified.

D. Codes, Standards, and Ordinances

1. All Work shall conform to the latest edition of the Michigan Electrical Code, the Building Code, and all local codes and ordinances, as applicable. Current versions of TIA-568 and TIA-569 shall be adhered to during all installation activities. Methodologies outlined in the latest edition of the BICSI Telecommunications Distribution Methods Manual shall also be used during all installation activities. Should conflicts exist with the foregoing, the authority having jurisdiction for enforcement will have responsibility for making interpretation. The Contractor is wholly responsible to meet or exceed all codes, standards, regulation, manufacturer installation standards and industry best practices.

2.3 SAFETY

A. The Contractor shall take the necessary precautions and bear the sole responsibility for the safety of the methods employed in performing the Work. The Contractor shall at all times comply with the regulations set forth by federal, state, and local laws, rules, and regulations concerning "OSHA" and all applicable state labor laws, regulations, and standards. The Contractor shall indemnify and hold harmless the Owner from and against all liabilities, suits, damages, costs, and expenses (including attorney's fees and court costs) that may be imposed on the Owner because of the Contractor, or its subcontractor, or supplier’s failure to comply with the regulations stated herein.

2.4 INSPECTION, ACCEPTANCE, AND TITLE

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A. Inspection and Acceptance by the Owner will be upon successful installation unless otherwise provided. Title to/or risk of loss or damage to all items shall be the responsibility of the Contractor until acceptance by the Owner unless loss or damage results from negligence by the Owner. If the materials or services supplied to the Owner are found to be defective or do not conform to the specifications, the Owner reserves the right to cancel the Contract upon written notice to and return products at the Contractor's expense, based upon the terms of the Contract.

B. The Owner shall at all times have access to the Work wherever it is in preparation or progress and shall provide proper facilities for such access and for inspection.

C. The Contractor shall not close-up any Work until the Owner or applicable AHJ has inspected the Work. Should the Contractor close-up the work prior to inspection, the Contractor shall uncover the Work for inspection at no cost to the Owner, and then recover the Work according to the specifications contained herein. The Contractor shall notify the Owner and applicable AHJ in writing when the Work is ready for inspection. The Owner and AHJ will inspect the Work as expeditiously as possible after receipt of notification from the Contractor.

2.5 STATUS REPORTS, MEETINGS AND CONSTRUCTION COORDINATION

A. It shall be the Contractor’s responsibility to provide the Owner with written weekly project status reports while actively engaged in craft work and a summary report at the beginning of periods of inactivity between phases or construction delays noting status at that time and expected date of return to work in addition to the requirements listed below. These reports are required and shall include, but not be limited to:

B. Project completion percentage.

C. All problems that were encountered.

D. Any foreseeable problems that may arise.

E. General status of the project

F. The Owner reserves the right to hold additional status meetings on a regular basis with the Contractor’s Project Manager.

END OF SECTION

CRITICAL COMMUNICATIONS (PAGING) SYSTEMS

SCHEDULE OF EVENTS 00 30 10 - 1 of 1

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SECTION 00 30 10 - SCHEDULE OF EVENTS

The following is a projected schedule of events for this project. The schedule may change depending upon the results of the responses and a final schedule will be established prior to contracting with the Contractor. Additionally, the final schedule shall be subject to change based on construction schedule and progress.

EVENT DATE

Bid Release Jan 22, 2024

Bidder’s Conference date and time Jan 30, 2024 10:00 A.M.

Final Date and time for Questions Feb 7, 2024 12:00 P.M.

Bid Due Date/time and Public Opening Feb 20, 2024 2:00 P.M.

Contract Award Feb. 26, 2024

Kick-off meeting – Start and completion dates to be determined.

Week of:

Mar 4, 2024

Project Start Date TBD

Project Completion TBD

End of Section

BID PROPOSAL FORM 00 40 10 - 1 of 3

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SECTION 00 40 10 - BID PROPOSAL FORM

OWNER: Brian Gerstenberger, IT Director Memphis Community Schools 34110 Bordman Rd.

Memphis, MI 48041

PROJECT: Critical Communications (Paging) Systems

NAME OF BIDDER:

BASE BID:

Lump sum bid for all work specified and shown on the drawings as indicated for base bid in the amount of:

____________________________________________________ Dollars ($ )

The Bid Proposal amount shall be shown in both words and figures. In the case of discrepancy, the amount shown is words shall govern.

BASE BID: The undersigned, having examined the Bid Documents and examined the conditions affecting the Work/Project, hereby proposes and agrees to furnish all of the labor, materials, and equipment and perform all work necessary to complete the Work/Project as required by the Bid Documents for the stipulated sum identified above and detailed in Supplemental A (Cost Analysis Worksheet). The Bid Documents set forth the terms and conditions upon which the Bidder will provide a "turnkey" solution for the installation and operation of the project for use by the Owner and represents and warrants that the design, operation, and functionality of the project are in accordance with the Bid Documents. All prices provided by the Bidder on this Bid Proposal Form must include all cables, connectors, equipment etc. that are necessary to the make the project fully operational for the intent and purpose stated in the Bid Documents

BID SECURITY: Enclosed herewith find (Certified Check)/ (Bid Bond) in the amount of $ ______ being five percent (5%) of the maximum Bid Proposal herein, made payable to Memphis Community Schools or naming Memphis Community Schools as obligee. The proceeds of which are to remain the property of Memphis Community Schools, if the Bidder does not, within ten (10) days after notice of the acceptance of Bid Proposal, enter the Contract.

BID PROPOSAL FORM 00 40 10 - 2 of 3

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SUBCONTRACTORS: Please identify all proposed subcontractors for this project. Note that no more than one subcontractor may be used per discipline (I.e. – Cabling, system equipment, etc.) Include contact name, address, email address and telephone number.

EXCEPTIONS

Any Exceptions to the terms and conditions contained in the RFP or contract must be identified below:

(Identify each with specific RFP section, attach a separate sheet if required) Referring to an annotated RFP is NOT acceptable.

ADDENDA

This RFP incorporates the following Addenda:

Addendum No. Dated ____________ Addendum No. Dated ______________

Addendum No. Dated ____________ Addendum No. Dated ______________

Addendum No. Dated ____________ Addendum No. Dated ______________

BID PROPOSAL FORM REQUIRED ATTACHMENTS:

The following Bid Form Proposal Supplements are attached hereto and are considered an integral part of this Bid Proposal Form:

SUPPLEMENTAL A – Cost Analysis Worksheet

SUPPLEMENTAL B – Unit Pricing

SUPPLEMENTAL C – Mandatory Alternates

SUPPLEMENTAL D – Voluntary Alternates

SUPPLEMENTAL E – Familial Disclosure Affidavit

SUPPLEMENTAL F – Iran Economic Sanctions Act Compliance Affidavit

BID PROPOSAL FORM 00 40 10 - 3 of 3

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Additionally, the following information must also be included for the bid proposal to be considered compliant:

Bill of Material and installed pricing

Comprehensive Narrative of the proposed System/Solution

Diagrams or Schematics supporting the System/Solution Narrative

Other information as indicated herein.

BIDDER NAME:

ADDRESS:

DATE:

TELEPHONE:

EMAIL ADDRESS: ______________________

If award is made to our firm based upon our Bid Proposal, we agree to enter into the form of Contract with the School District in accordance with this Request for Proposal, the contract and our Bid Proposal.

My signature certifies that the Bid Proposal as submitted complies with all terms and conditions as set forth in this Request for Proposal, unless specifically enumerated as an exception as part of this Bid Proposal Form.

I hereby certify that I am authorized to sign as a Representative for the Firm:

(Authorized Signature) (Title)

SUPPLEMENTAL A COST ANALYSIS WORKSHEET 00 40 11 -1 of 2

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SUPPLEMENTAL A - COST ANALYSIS WORKSHEET

OWNER: Brian Gerstenberger, IT Director Memphis Community Schools 34110 Bordman Rd.

Memphis, MI 48041

BIDDER:

ADDRESS:

BID BREAKDOWN

JUNIOR/SENIOR HIGH SCHOOL - PAGING COMPONENT Pricing

System Headend Equipment Material

Labor

Sub Total

Wiring Material

Labor

Sub Total

Speakers Material

Labor

Sub Total

Demo of Existing Labor

Programming Labor

Training Labor

Sub Total

Performance and Materials Bond

TOTAL BID JUNIOR/SENIOR HIGH SCHOOL - PAGING

ELEMENTARY SCHOOL PAGING COMPONENT Pricing

Paging System Headend Equipment Material

Labor

Sub Total

Wiring Material

Labor

Sub Total

Speakers Material

Labor

Sub Total

Demo of Existing Labor

SUPPLEMENTAL A COST ANALYSIS WORKSHEET 00 40 11 -2 of 2

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Programming Labor

Training Labor

Sub Total

Performance and Materials Bond

TOTAL BID –ELEMENTARY SCHOOL PAGING

Alternates

Alternate 1 Five (5) year extended Warranty

Alternate 2: LCD Panels in classrooms

Alternate 3: LCD Panels in classrooms, gyms and cafeterias

Alternate 4: Mapping function

Alternate 5: SMS and Email alerting

Voluntary Alternate 1:

Voluntary Alternate 2:

TOTAL BID BREAKDOWN

JUNIOR/SENIOR HIGH SCHOOL PAGING

ELEMENTARY SCHOOL PAGING

TOTAL BASE BID INCLUDING PLM BOND

(Matches bid proposal form)

SUPPLEMENTAL B UNIT PRICING 00 40 12 - 1 of 1

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SUPPLEMENTAL B - UNIT PRICING

Unit Pricing: In addition to the required Bill of Material (BOM) with installed unit prices, please provide the following specific unit pricing, which shall be considered firm pricing during the contract period and not subject to change.

BOM Unit prices will be used to modify quantities prior to award, the Unit Prices below will be used to determine pricing (Inclusive of licenses, labor and material including connectivity and programming into system) for additions and deletions during the contract period (after award).

Item Part Number Unit Price

UP1 Paging speaker – Ceiling

UP2 Paging Speaker – Wall, Talkback

UP3 Paging Speaker – Wall, One-way

UP4 Paging Horn 7.5W

UP5 Paging Horn 15W

UP6 Cable run for new speaker – up to 150’

UP7 Cable run for new speaker – between 151’ and 300’

UP8 Strobe light, including wiring and programming

UP9

UP10

SUPPLEMENTAL C MANDATORY ALTERNATES 00 40 13 - 1 of 1

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SUPPLEMENTAL C - MANDATORY ALTERNATES

Alternate 1: Provide price for Five (5) year extended warranty.

Add _________________________________________ ($)________________

Alternate 2: Provide wall LCD scrolling message display in each classroom for both buildings.

Add _________________________________________ ($)________________

Alternate 3: Provide wall LCD scrolling message display in each classroom, hallways, gymnasiums and cafeterias for both buildings. Gymnasium and cafeteria displays are to be sized appropriately for the space

Add _________________________________________ ($)________________

Alternate 4: Provide additional mapping function for PC if not included in base bid.

Add _________________________________________ ($)________________

Alternate 5: Provide additional SMS and Email alerting function if not included in base bid.

Add _________________________________________ ($)________________

Alternate 6:

Add _________________________________________ ($)________________

SUPPLEMENTAL D VOLUNTARY ALTERNATES 00 40 14 - 1 of 1

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SUPPLEMENTAL D - VOLUNTARY ALTERNATES

VOLUNTARY ALTERNATE 1:

Add/Deduct/No Change

Dollars ($ )

VOLUNTARY ALTERNATE 2:

Add/Deduct/No Change

Dollars ($ )

VOLUNTARY ALTERNATE 3:

Add/Deduct/No Change

Dollars ($ )

SUPPLEMENTAL E FAMILIAL DISCLOSURE AFFADAVIT 00 40 15 - 1 of 1

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SUPPLEMENTAL E - FAMILIAL DISCLOSURE AFFIDAVIT

The undersigned, the owner or authorized officer of ________________________ (the “Bidder”), pursuant to the familial disclosure requirement provided in the Memphis Community School District (the “District”) Request for Proposal(s), hereby represents and warrants that, except as provided below, no familial relationships exist between the owner or any employee of the Bidder, and any member of the Board of Education of the School District or the Superintendent of the School District.

List any Familial Relationships:

BIDDER:

By:

Title:

STATE OF MICHIGAN

COUNTY OF ____________

This instrument was acknowledged before me on the _____ day of ____________, _____, by

, Notary Public

______________ County, Michigan

My Commission Expires: ___________

Acting in the County of: ___________

SUPPLEMENTAL F – IRAN ECONOMICS SANCTION AFFIDAVIT OF COMPLIANCE 00 41 60 - 1 of 1 This document is the intellectual property of Convergent Technology Partners. Any unauthorized review, use, disclosure, or distribution in whole or in part is prohibited. © 2024

SUPPLEMENTAL F - AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below named applicant (the “Applicant”), pursuant to the compliance certification requirement provided in the Memphis Community Schools (the

“District”) Request For Proposals for PA (the “RFP”), hereby certifies, represents and warrants that the

Applicant (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Applicant is awarded a contract as a result of the aforementioned RFP, the Applicant will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Applicant further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the

School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three

(3) years from the date it is determined that the person has submitted the false certification.

APPLICANT:

Name of Applicant

By:

Title:

Date:

STATE OF Michigan

COUNTY OF ____________ )

This instrument was acknowledged before me on the _____ day of ____________, _____, by

____________________________________, Notary Public ______________ County, __________

My Commission Expires: ___________

Acting in the County of: ___________

PAGING SYSTEMS 27 51 13 1 -16

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SECTION 27 51 13 – PAGING SYSTEMS

PART 1 - GENERAL

1.1 GENERAL REQUIREMENTS AND SCOPE

A. The Owner is seeking proposals for a stand-alone 100% turnkey paging system, networked as a unified paging system, for both instructional buildings within the district. The successful bidder shall be required to design, furnish and install all equipment, accessories, and materials in accordance with these performance specifications and drawings to provide a complete, fully functional, and operating paging system.

B. The paging systems shall be new, of modern design, and current standard production of the manufacturer.

C. The existing system and all devices shall be completely demolished (Including call buttons) and removed from site.

D. The new paging systems must work with the district’s existing Local Area Network and IP telephone system (Mitel 3300).

E. The proposed manufacturer shall not have a geographical or vendor limitation (integrator territories) prohibiting the ability for multiple integratorsof a specific manfacturer to bid and service the system.

F. The Integrator is responsible for:

1. Final system design

2. Pre-installation resting and documentation

3. Any additional required data gathering such as building schedules

4. Complete system installation including new wiring and speakers.

5. Coordination with service providers or telephone integrator as required.

6. Configuration and programming

7. Training

8. Post installation testing, documentation, and closeout.

9. All other system recommendations to meet the Owner’s requirements, as outlined in this document.

G. Provide a…