Pinckney RFP Final 2024 03 06.pdf

2130 East M36 Pinckney, MI 4848169

PINCKNEY COMMUNITY SCHOOL DISTRICT

Contact: Jim Hayden Title: Director of Ground & Maintenance

Phone: 313-304-5531

REQUEST FOR PROPOSAL

Pinckney Community School District

LED Lighting Conversion

RFP #LED 2024

RFP Release Date March 6, 2024

Mandatory Pre-Bid Meeting:

Wednesday March 20, 2024 - 3:00pm Pinckney High School 2130 East M36

Pinckney, MI 48169

Bid Submission Due Date:

Tuesday March 26, 2024 - 1:00pm Pinckney Community School District Operations Building 2130 East M36 Pinckney, MI 48169

Attention: Jim Hayden – Director of Grounds and Maintenance Method: Hard copy with all required signatures

Bid Public Opening Meeting (No Award Will Be Made):

Tuesday March 26, 2024 - 1:15pm

Pinckney Community School District Operations Building Room 419 2130 East M36 Pinckney, MI 4169

TABLE OF CONTENTS

A. Introduction – Project Overview Extent of proposal Buildings included in proposal Pre-bid meeting information

B. Scope of Work - Performance Requirements C. Fixture, Lamp, and Controls Installation Guide Overview

Description Exceptions

D. Project Timing E. Product Specifications

General Specifications LED Linear Tube Specifications LED High Bay Specifications LED Tunable Down Light Specifications LED Wall Pack Specifications

F. Proposal Requirements Guidelines Process

G. Evaluation of Proposals and Awards H. Bid Protest Process I. Indemnity, Release, Insurance and Security J. Default and Termination K. Taxes L. Integration

TERMS OF PERFORMANCE

A. Introduction – Project Overview

1. The scope of the Pinckney Community School District LED Lighting Conversion and will include all interior fixtures, and will include a combination of the following:

i. Replacement of existing non-LED lamps.

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

iii. Installation of new fixtures where lamp replacement or retrofitting of the existing fixture is not feasible or is not preferred.

iv. All linear fluorescent and PL type fixtures scheduled to be retrofitted must be direct wired with a Type B LED Linear Tube or Type B LED PL type lamp.

Ballast compatible only LED products, and all glass or all plastic type LED linear tubes are not acceptable. Only aluminum backed LED linear tubes are acceptable.

v. Existing socket holders in the linear fluorescent fixtures that are scheduled to be retrofitted with LED linear tubes shall be replaced with new UL listed socket holders approved for LED retrofit applications.

vi. Removal and proper disposal of ALL existing lighting fixture electronic ballasts and lamps.

vii. Lighting controls shall be installed in the Pinckney High School Main Gymnasium. Please see Attachment #13 for the total number and type of controls to be installed. Specification sheets for the lighting controls products are included in this bid package. No alternatives shall be accepted regarding this lighting control application.

2. Buildings scheduled for the LED lighting conversion include:

i. Pinckney High School

ii. Pathfinder Middle School

iii. Navigator Elementary School

iv. Farley Hill Elementary School

v. Lakeland Elementary School

vi. Country Elementary School

vii. Transportation Building

viii. Football Stadium

ix. The current plan is to convert the above buildings. However, Pinckney

Community School District reserves the right to exclude one or more of the buildings from the project.

3. Pinckney Community School District will be holding Mandatory Pre-Bid Meeting and Walkthrough on:

i. Wednesday March 20, 2024, at 3:00pm

ii. The meeting will be held at Pinckney High School.

iii. The meeting will include a walkthrough of Pinckney High School and other school buildings as necessary. During the walkthrough we will verify the Fixture Conversion Schedules and Controls Schedule so all parties will be bidding on identical project scopes. Contractors that do not attend the Mandatory Pre-Bid Meeting will not be eligible to submit a bid.

B. Scope of Work - Performance Requirements

1. Perform work within the hours of operation below:

i. While school is in session:

a. High School – 3:00pm to 11:00pm

b. Middle School – 3:00pm to 11:00pm

c. Elementary Schools – 3:45pm to 11:00pm

ii. While school is not in session – 7:00am to 5:00pm

2. Provide all tools and equipment needed to perform the LED lighting conversion.

3. Remove electronic ballast and lamp components from lighting fixtures.

4. Convert existing lighting infrastructure using LED lighting products only.

5. Minimize the construction workspace installation footprint.

6. Maintain organized work areas free of materials, packing and dunnage, scrap, or other items that could create potential trip or safety hazards.

7. When working in the gymnasiums, Contractors must use proper floor coverings to ensure there is no damage to the flooring.

8. Keep noise to minimum levels.

9. Ensure workers wear the appropriate Personal Protective Equipment (PPE) including hi-vis clothing.

10. Be responsible for ensuring the safety of school students, faculty, staff, and visitors who are near the LED lighting conversion project workspaces.

11. Manage the procurement, receiving, staging, and movement of materials.

12. Manage the removal and proper disposal of all excess materials, dunnage, lamps, etc.

13. Keep work areas free from debris, obstacles, etc. so as not to impact school operations and student safety.

14. Perform all work on and around existing structure systems, technology runs, conduits etc.

15. Provide replacement inventory (minimum of 1%) for each type of lamp or fixture installed.

16. Perform a final walk through with Pinckney Community School District to insure satisfactory completion of the LED lighting conversion project.

17. Prepare and submit all Reservation and Final Rebate Applications with DTE Energy necessary to capture all eligible energy related incentives.

18. Commissioning of the Lighting Control System. Contractor shall perform all necessary commissioning of the lighting control system, including but not limited to, zoning, energy reporting, setting of light levels (high and low-end trim), and scheduling.

19. Perform all pre and post installation walk-through inspections with a DTE Energy representative to clarify any questions related to the incentive applications.

20. The contractor must be an approved DTE Energy Trade Ally.

21. The contractor must be an approved MI Saves Contractor.

22. Contractor must have a valid State of Michigan Electrical Contractor license to bid on this project.

23. Contractors must apply for all permits. Pinckney Community School District is responsible for obtaining plan review approval if necessary.

24. Buildings may be made available after 5:00pm on weekdays and on weekends if requested. There will be no additional cost for second, third or weekend shift work.

25. All suggestions including alternate scope and material options are welcomed and should be shared at the Mandatory Pre-Bid walkthrough.

26. This is a NON-Prevailing wage project.

27. All fixtures that have been retrofitted to LED must be labeled as such and clearly visible to anyone performing subsequent work on the light fixture.

C. Fixture, Lamp and Controls Installation Guide Overview

1. Attachments #12 through #20 provide the Fixture Conversion Schedules and Lighting Controls Schedule which provide the detail of the work required for each building.

The Fixture Conversion Schedules identify the Room Name, Type of Existing Fixture, Replacement Product, Number of Fixtures, Fixture Conversion Plan, and Number of Replacement Lamps per Fixture. These Schedules are designed to be used as the basis for the material, labor, and the allowance component of the proposal. Any actual change in scope must be approved in writing prior to the work performed.

2. Exceptions include those areas that are excluded from the Fixture Conversion Schedules. This includes certain rooms or fixtures that have already been converted to LED or are scheduled for renovation in the near term. Areas and fixtures that are excluded from the plan are described below:

i. Exterior Lighting – All Buildings

ii. Pinckney High School – Auditorium

iii. Spaces in all buildings that are designated as having been already converted to LED technology are included in the attached Fixture Conversion Schedules.

D. Project Timing This LED conversion project shall be completed no later than September 30, 2024.

E. Product Specifications

1. General LED Product Specifications:

i. The proposed LED fixture or lamp must be listed on the Design Lights Consortium Qualified Products List or must be Energy Star Certified.

ii. The proposed LED fixture or lamp must be UL/ETL listed.

iii. The proposed LED fixture or lamp must carry a minimum 5-year full parts and labor warranty from the date of installation.

iv. The fixture or lamp manufacturer shall have produced LED products for a minimum of 5 years at the time of this bid.

v. The proposed LED fixture or LED linear tube shall have been photometrically tested per IES LM-79-08 by an independent laboratory, or an in-house laboratory with NIST NVLAP accreditation. The Contractor shall submit the LM-79-08 test data from the proposed LED fixture or lamp manufacturer.

vi. The LED package used in the proposed LED fixture or LED linear tube shall have been tested for a minimum of 6000 hours per IES LM-80-08.

vii. The Contractor shall submit test data obtained from the manufacturer of the proposed LED fixture or LED linear tube to verify the in-situ LED temperature (ISTMT). The test data must be obtained from an Energy Star qualified independent test lab. The testing is to be performed per the Energy Star SSL program methodology.

2. 4-foot Tunable LED Linear Tube Additional Specifications:

i. The LED linear tube must contain a minimum of 3 wattage settings: 15W, 18W, and 22W.

ii. The LED linear tube must contain a minimum of 5 CCT settings: 3500K, 4000K, 5000K, 5700K, and 6500K.

iii. Minimum luminous efficacy for the LED linear tube tested at 15W shall be

175.0 lumens/watt.

iv. Minimum luminous output for the LED linear tube shall be 2250 lumens.

v. Minimum Color Rendering Index (CRI) shall be 80.

vi. Highest in-situ measured temperature of an LED for a 4-foot linear tube must be less than 50 degrees Celsius.

vii. Only aluminum backed LED linear tubes are acceptable for this RFP.

All plastic or all glass LED linear tubes are not acceptable.

3. 2-foot 9W 4000K Linear Tube Additional Specifications:

i. Minimum luminous efficacy for the LED linear tube shall be 130.0 lumens/watt.

ii. Minimum luminous output for the LED linear tubes shall be 1170 lumens.

iii. Maximum wattage for the LED linear tube shall be 9W.

iv. Minimum Color Rendering Index (CRI) shall be 80.

v. Highest in-situ measured temperature of an LED for a 2-foot linear tube must be less than 40 degrees Celsius.

vi. Only aluminum backed LED linear tubes are acceptable for this RFP.

All plastic or glass LED linear tubes are not acceptable.

4. 2 x 4 LED Tunable Panel Light Additional Specifications:

i. The LED panel light must contain a minimum of 3 wattage settings: 30W, 40W, and 45W.

ii. The LED panel light must contain a minimum of 3 CCT settings: 3500K, 4000K, 5000K.

iii. Minimum luminous efficacy shall be 125.0 lumens/watt.

iv. Minimum luminous output shall be 5000 lumens.

v. Maximum wattage for the 2 x 4 LED panel lights shall be 40 watts.

vi. Minimum Color Rendering Index (CRI) shall be 80.

vii. The highest in-situ measured temperature of an LED must be less than 53 degrees Celsius.

viii. The plastic used in the LED panel light must be manufactured with

PMMA (Polymeric Methyl Methacrylate). LED panel lights manufactured with PS (Polystyrene) and MS (Methyl Methacrylate Styrene) will not be accepted. Please submit an MSDS sheet, or a letter from the manufacturer verifying the plastic used in the LED panel light.

5. LED Linear High Bay Additional Specifications:

i. Minimum luminous efficacy shall be 135.0 lumens/watt.

ii. Minimum Color Rendering Index (CRI) shall be 83.

iii. Highest in-situ measured temperature of an LED must be less than 55 degrees

Celsius.

6. 40W LED Full Cut-Off Wall Pack Additional specifications:

i. Minimum luminous efficacy shall be 125.0 lumens/watt.

ii. Minimum Color Rendering Index (CRI) shall be 80.

iii. Highest in-situ measured temperature of an LED must be less than 52 degrees

Celsius.

7. LED Tunable Downlight Additional Specifications - LED Tunable Downlights shall be adjustable for a minimum of 3 wattage settings, and adjustable for 3 color temperature settings (3500K, 4000K, 5000K), and they must be Energy Star Certified.

F. Proposal Requirements

1. Submittal Documents as required per this Request for Proposal.

2. Companies interested must offer pricing, warranty information and any other information that shall help staff make the final award decision.

3. Proposal Process:

i. Proposals shall be prepared in compliance with the provisions of this RFP.

Failure to comply will result in the disqualification of the proposal.

ii. The Proposal Package must include the following:

a. Signature Page shall be used as a cover page - Attachment #1

b. The Contractor Bid Proposal - Attachment #2

c. Detailed Bid Proposal by School – Attachment #3.

d. Unique Product List - Attachment #4 – This form shall be used to list unique products identified as replacement products for this proposal.

e. Unique Product Checklist - Attachment #5 – This form shall be completed for each unique product listed on Attachment #4.

f. Bidders must submit the following for each proposed product model for which a Unique Product Checklist is required (Bid Packages that do not include the following will not be considered):

1. Product specification sheet.

2. IES LM-79 test report (include photometry and colorimetry).

3. In-Situ Temperature Measurement Test (ISTMT).

4. A completed Unique Product Checklist - Attachment #5.

5. Pinckney Community School District reserves the right to disqualify any bid that does include the required LM-79- 08 and In-situ Temperature Measurement Test data for each product listed in items 1 through 10 on the Unique Product List (Attachment #4).

g. Contractor Statement of Qualifications - Attachment #6.

h. Ethical Standards Affidavit - Attachment #7 – Must be notarized.

i. Conflict of Interest Affidavit - Attachment #8 – Must be notarized.

j. Certificate of Liability Insurance - Attachment #9.

k. Assurances and Certifications - Attachment #10.

l. Bid bond/cashier’s check equal to 5% of the proposal value.

iii. All bids shall remain firm for a minimum of 60 days from the Opening Date of the RFP.

4. Proposals must be addressed to:

Pinckney Community School District Attn: Jim Hayden, Director of Grounds and Maintenance Proposal # LED 2024 2130 East M36 Pinckney, MI 48169

5. Any proposal received after the time stipulated will not be considered. Proposals received by facsimile transmissions or electronic mail will not be considered.

6. Only the forms provided in the RFP packet are to be used. Electronic versions may be found on the Pinckney Community School District web page at:

https://www.pinckneypirates.org/page/finance. Altered or substitute forms will not be accepted.

7. ALL submitted documents must be typed, or computer generated. No hand-written documents will be allowed.

8. Prior to submitting a bid Contractors shall, if they are uncertain of the conditions, requirements and/or obstacles that might impact the provision of services, request further information or visit the schools to be served. Failure to make such inquiry or receive an answer shall not relieve the successful Contractor from the obligation to comply, in every detail with all provisions and requirements of the RFP, nor shall it be a basis for any claim whatsoever for alteration of any term or payment required by the RFP.

9. Inquiries regarding this RFP may be directed to:

Pinckney Community School District Attn: Jim Hayden – Director of Grounds and Maintenance 313-304-5531 jhayden@pinckneypirates.org

10. In the event a Contractor discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, they shall immediately notify Pinckney Community School District of such error in writing and request modification or clarification of the document. Modifications will be made by issuing a revision and will be given by written notice to all parties who have received this RFP. The Contractor is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the RFP prior to submitting the proposal or it shall be deemed waived.

11. No allowance will be made after proposals are received for oversight, omission, error or mistake by Contractor.

12. All proposals and any accompanying documents become the property of Pinckney Community School District and will not be returned.

13. Pinckney Community School District will not be liable in any way for any costs incurred by Contractors in the preparation of their proposals in response to this RFP nor for the presentation of their proposals and/or participation in any discussions or negotiations.

14. Pinckney Community School District reserves the right to withdraw this RFP at any time and for any reason and to issue such clarifications, modifications, and/or amendments as it may deem appropriate.

15. Receipt of proposal materials by Pinckney Community School District or submission of a proposal to Pinckney Community School District offers no rights against Pinckney Community School District nor obligates Pinckney Community School District in any manner.

16. Pinckney Community School District reserves the right to waive minor irregularities in proposals. Any such waiver shall not modify any remaining RFP requirements or excuse the Contractor from full compliance with the RFP specifications and other contract requirements if the Contractor is awarded the contract.

17. Proposal must be signed by an officer of the Contractor who is legally authorized to obligate the Contractor to a contract.

18. All proposals shall be a matter of public record subject to the provisions of Michigan law.

19. Bond Requirements - Provide pricing for a Payment and Performance Bond; Do not include in base bid. In accordance with Michigan Compiled Laws Section 129.201, successful contractor(s) must obtain Performance and Payment Bonds for any bid category exceeding $50,000. The Performance and Payment Bonds shall be in an amount equal to the contract amount. The Performance and Payment Bonds shall be solely for the protection of PINCKNEY COMMUNITY SCHOOL DISTRICT and shall be executed by a surety company authorized to do business in the state of Michigan and be listed in Federal Register or have an AM Best Rating of B+ or better.

A bid bond executed by a U.S. Treasury listed surety company acceptable to the District, or a cashier’s check in the amount of 5% of the sum of the proposal payable to Pinckney Community Schools shall be submitted with each bid.

G. Evaluation of Proposals and Award

1. All Contractors, by submitting proposals, agree that they have read and are familiar with all the terms and conditions of the RFP and applicable federal and state laws, rules and regulations and will abide by the terms and conditions thereof.

2. Pinckney Community School District and the evaluation committee, at their sole discretion, shall determine whether Contractors have the basic qualifications to conduct the desired service for Pinckney Community School District. In determining whether a Contractor possess the basic qualifications to operate, Pinckney Community School District may consider, but not be limited to, the following: (a) Contractor’s general reputation for performance and service; (b) Contractor’s longevity of service (number of years) and previous experience; (c) Years of continuous business; (d) Contractor’s financial condition.

3. Proposals will first be examined to eliminate those that are clearly non-responsive to stated requirements.

4. Award shall be made to the most responsible Contractor whose proposal is determined to be the most advantageous to Pinckney Community School District taking into consideration the terms and conditions set forth in this RFP. A valid and enforceable contract exists when an agreement is fully executed between Pinckney Community School District and the Contractor.

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

6. Pinckney Community School District reserves the right to accept or reject in part or in whole any or all proposals submitted.

7. Pinckney Community School District reserves the right to request in writing clarifications or corrections to proposals. Clarifications or corrections shall not alter the Contractor’s price contained in the cost proposal.

8. Pinckney Community School District reserves the right to negotiate further with the successful Contractor. The content of the RFP and the successful Contractor’s proposal(s) will become an integral part of the contract but may be modified by the provisions of the contract.

9. By submission of proposals pursuant to this RFP, Contractors acknowledge that they are amenable to the inclusion in a contract of any information provided either in response to this RFP or subsequently during the selection process.

10. A proposal in response to an RFP is an offer to contract with Pinckney Community School District based upon the terms, conditions, and scope of work and specifications contained in the RFP.

11. Pinckney Community School District has the right to use, as Pinckney Community School District determined to be appropriate and necessary, any information, documents, and anything else developed pursuant to the RFP, the proposal and the contract.

12. Contractors must submit proposals that are complete, thorough and accurate.

Brochures and other similar material may be attached to the proposal.

H. Bid Protest Process

1. Bid protests are filed by Contractors because they seek to remedy a wrong, actual or perceived, which could inflict or has inflicted injury or hardship to their company as a result of some action taken by Pinckney Community School District during the solicitation process.

2. General Authority - Pinckney Community School District maintains the exclusive authority and responsibility to purchase and rent all materials, supplies and equipment, furnishings, fixtures and all other personal property for use by Pinckney

Community School District departments, districts or agencies which are governed by Pinckney Community School District Board.

3. Protest Procedure - Upon a determination of Contractor selection from a bid process, the Purchasing Agent will post a “Notice of Intent to Award” on or after March 27, 2024 and notify all solicitation participants of the intended award via email.

i. Non-selected Contractors will have three (3) business days from the date the notice is posted to file a formal bid protest with Pinckney Community School District or the designee.

ii. The bid protest, which must be received by Pinckney Community School District or designee within the three (3) day period, shall be in writing, and include the specific facts, circumstances, reasons and/or basis for the protest.

This written notice may be in the form of a letter, fax or email.

iii. Upon execution of the Master Agreement with the selected Contractor, Pinckney Community School District, or designee, will not take action on a bid protest, but a written response will be provided to the protesting Contractor.

iv. If a Contractor's bid protest is properly filed, Pinckney Community School District, or designee, may delay the award of the Master Agreement until the matter is resolved.

v. Notwithstanding the foregoing, throughout the bid protest review process, Pinckney Community School District has no obligation to delay or otherwise postpone an award of a Master Agreement based on a bid protest. In all cases, Pinckney Community School District reserves the right to make an award when it is determined to be in the best interest of Pinckney Community School District to do so.

vi. Pinckney Community School District, or designee, will respond to all bid protests in a timely manner.

I. Indemnity, Release, Insurance and Security

1. Evidence of Contractor Insurance Coverage - The Contractor shall provide Pinckney Community School District at the time the Bid Proposal is submitted, Certificates of Insurance and/or policies, acceptable to Pinckney Community School District, as listed below:

i. Certificate of Liability Insurances (Attachment #9) properly executed.

ii. Certificates of insurance and/or policies may be required prior to work commencing.

2. Insurance Requirements – During the performance and up to the date of final acceptance of the work, the Contractor must affect and maintain insurance hereafter listed below:

i. The Contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employers Liability Coverage at limits of $100,000 per person, $500,000 aggregate, in accordance with all applicable statutes of the State of Michigan.

ii. The Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury and Property Damage.

Coverage shall include the following extensions:

a. Contractual Liability

b. Products and Completed Operations

c. Per contract aggregate

iii. Provide evidence of a Professional Liability Insurance for all staff providing services.

iv. The Contractor shall procure and maintain during the life of this contract, Motor Vehicle Liability Insurance, including applicable no-fault coverage, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Workers’ Compensation Insurance, Professional Liability, Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to Pinckney Community School District.”

4. If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and/or policies to Pinckney Community School District at least ten (10) days prior to the expiration date.

5. Indemnification and Hold Harmless – The Contractor shall indemnify and hold harmless Pinckney Community School District, its officers, agents, and employees from:

i. Any claims, damages, costs and attorney fees for injuries or damages arising, in part or in whole, from the negligent or intentional acts or omissions of the Contractor, its officers, employees and/or agents, including its sub or independent contractors, in connection with the performance of the contract.

ii. Any claims, damages, penalties, costs and attorney fees arising from any failure of the Contractor, its officers, employees and/or agents, including its sub or independent contractors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

iii. Pinckney Community School District will not indemnify, defend or hold harmless in any fashion the Contractor from any claims arising from any failure on the part of the Contractor, its employees or suppliers, regardless of any language in any attachment or other document that the Contractor may provide.

iv. The Contractor shall reimburse Pinckney Community School District any expenses incurred as a result of the Contractor’s failure to fulfill any obligation in a professional and timely manner under the Agreement.

J. Default and Termination

1. In the event the Contractor shall default in any of the obligations or conditions set forth in the negotiated Contract or their performance does not meet the mutually established successful performance criteria, Pinckney Community School District will notify the Contractor of such in writing.

2. Written notice referred to in this article shall be deemed delivered upon presentation to any person designated by the Contractor as the manager or, in the case of notice by the Contractor, the Director of Transportation and Facilities or by mailing the same certified or registered mail to the address for the Contractor in the proposal, or the address for Pinckney Community School District in the case of notice by the Contractor.

3. Failure on the part of Pinckney Community School District to notify the Contractor of default shall not be deemed a waiver by Pinckney Community School District of their rights on default of the Contractor and notice at a subsequent time will have the same effect as if promptly made.

4. Upon receipt of notice of default from Pinckney Community School District, the Contractor shall immediately correct such default. In the event the Contractor fails to correct the default to the satisfaction of, Pinckney Community School District shall have all rights accorded by law, including the right to immediately terminate the Agreement. Such termination shall not relieve the Contractor of any liability to Pinckney Community School District for damages sustained by virtue of any default by the Contractor.

5. The Contractor agrees that, in the event either party deems it necessary to take legal action to enforce any provision of the Agreement, and in the event Pinckney Community School District prevails, the Contractor shall pay all expenses of such action including Pinckney Community School District attorney fees and costs at all stages of the litigation.

6. The parties may mutually terminate the contract/agreement that results from this proposal at any time. Either party may terminate the contract/agreement with cause given a sixty (60) day notice to the other party.

7. Termination of the Agreement by Pinckney Community School District upon default by the Contractor shall be sufficient grounds for the forfeiture of any bonds, if required to be posted by the Contractor, and the bonds shall so specify.

K. Taxes

1. Pinckney Community School District is exempt from all federal, state and local taxes.

Pinckney Community School District shall not be responsible for any taxes that are imposed on the Contractor. Furthermore, the Contractor understands that it cannot claim exemption from taxes by virtue of any exemption that is provided to Pinckney Community School District.

K. Integration

1. All RFP documents and addenda, Contractor’s response to this RFP, subsequent Requests for Payments, and contract with the successful Contractor contains the entire understanding between the parties.

II. ATTACHMENTS

Attachment #1 Signature Page

Attachment #2 Contractor Bid Proposal

Attachment #3 Detailed Bid Proposal by School

Attachment #4 Unique Product List

Attachment #5 Unique Product Checklist

Attachment #6 Contractor Statement of Qualifications

Attachment #7 Ethical Standards Affidavit – Must be Notarized

Attachment #8 Conflict of Interest Affidavit - Must be Notarized

Attachment #9 Certificate of Liability Insurance

Attachment #10 Assurances and Certifications

Attachment #11 Pre-bid Meeting Agenda

Attachment #12 Pinckney High School – Fixture Conversion Schedule

Attachment #12-A1 Pinckney High School – Fixture Conversion Schedule – Alternate

Attachment #12-A2 Pinckney High School – Controls Schedule - Alternate

Attachment #13 Pathfinder Upper Middle School – Fixture Conversion Schedule

Attachment #13-A1 Pathfinder Upper Middle School – Fixture Conversion Schedule – Alternate

Attachment #13-A2 Pathfinder Upper Middle School – Controls Schedule – Alternate

Attachment #14 Navigator Upper Elementary School – Fixture Conversion Schedule

Attachment #14-A1 Navigator Upper Elementary School – Fixture Conversion Schedule – Alt

Attachment #14-A2 Navigator Upper Elementary School – Controls Schedule – Alternate

Attachment #15 Farley Hill Elementary School – Fixture Conversion Schedule

Attachment #15-A1 Farley Hill Elementary School – Fixture Conversion Schedule – Alternate

Attachment #15-A2 Farley Hill Elementary School – Controls Schedule – Alternate

Attachment #16 Lakeland Elementary School - Fixture Conversion Schedule

Attachment #16-A1 Lakeland Elementary School - Fixture Conversion Schedule – Alternate

Attachment #16-A2 Lakeland Elementary School - Controls Schedule – Alternate

Attachment #17 Country Elementary School - Fixture Conversion Schedule

Attachment #17-A1 Country Elementary School - Fixture Conversion Schedule – Alternate

Attachment #18 Transportation Building - Fixture Conversion Schedule

Attachment #18-A1 Transportation Building - Fixture Conversion Schedule – Alternate

Attachment #19 Football Stadium - Fixture Conversion Schedule

Attachment #19-A1 Football Stadium - Fixture Conversion Schedule - Alternate

Attachment #1

SIGNATURE PAGE

This form must be returned, properly executed.

Please use this page as a cover sheet for your bid proposal.

In compliance with the Request for a Proposal made by Pinckney Community School District, the undersigned proposes to furnish and deliver all services in accordance with the accompanying descriptions and instructions in the RFP. The undersigned also asserts that:

This proposal is made without any previous understanding, agreement or connection with any other person, firm or corporation making a bid for the same purchase and is in all respects fair and without collusion or fraud.

No member of the Board of Education of Pinckney Community School District nor any officer, employee or person whose salary is payable in whole or in part from the treasury of said Board of Education is directly or indirectly interested in this proposal or in the services to which it relates, or in any portion of the profits thereof.

All prices herein are net and exclusive of all federal, state and municipal sales and excise taxes.

Said bidder clearly understands that Pinckney Community School District will be the sole judge in determining the quality of services as being equal to or in compliance with the descriptions set forth in the RFP.

Company: _____________________________________________

Name: ________________________________________________

Signature of above:

Title: __________________________

Address: ______________________________________________

Telephone: ______________________

Date: ___________________________

Attachment #2

Contractor Bid Proposal

RFP # LED 2024 – Pinckney Community School District Comprehensive LED Lighting Conversion

Contractor:

Address: Phone Number:

Contractor Web Site:

Email:

Total Project Summary

BASE BID

Total Labor Cost: ____________________

Total Material Cost: ____________________

Total Bid Amount: ____________________

ALTERNATE BID

Total Labor Cost: ____________________

Total Material Cost: ____________________

Total Bid Amount: ____________________

Signature: Date:

Print Name: Title:

Attachment #4

UNIQUE PRODUCT LIST

1. 2’ 9W 4000K LED Linear Tube – Please Submit a Unique Product Checklist

2. 3’ 15W 4000K LED Linear Tube – Do Not Submit a Unique Product Checklist

3. 4’ 15W Tunable LED Linear Tube – Please Submit a Unique Product Checklist

4. 2’ x 4’ Tunable LED Panel Light – Please Submit a Unique Product Checklist

5. 40W 5000K LED Full Cut-Off Wall Pack - Please Submit a Unique Product Checklist

6. 80W 5000K LED Linear High Bay – Please Submit a Unique Product Checklist

7. 120W 5000K LED Linear High Bay – Please Submit a Unique Product Checklist

8. 10W Tunable LED 4” Downlight – Please Submit an Energy Star Certification

9. 16W Tunable LED 6” Downlight – Please Submit an Energy Star Certification

10. 22W Tunable LED 8” Downlight – Please Submit an Energy Star Certification

11. 33W Tunable LED 10” Downlight – Please Submit an Energy Star Certification

12. 7W 4000K LED PL Lamp – Do Not Submit a Unique Product Checklist

13. 36W 5000K LED Corn Lamp - Do Not Submit a Unique Product Checklist

Attachment #5

UNIQUE PRODUCT CHECKLIST

Note: A separate sheet must be filled out for EACH item listed on Attachment #4

1. Product manufacturer:

2. Product model number:

3. How long has manufacturer of this product been manufacturing LED Products:

4. How long has this model/generation been in production?

5. How long is the warranty in years?

6. What is the luminaire/lamp ambient temperature range?

7. What is the CRI?

8. What is the projected L70 life in hours?

9. What is Lumen per Watt rating?

10. IES Photometric Testing to LM-79? YES or NO:

11. What is the Total Luminous Output?

12. What is the temperature of the inner most LED (from the ISTMT test report)? ______________

13. What are the available input voltage ratings?

14. Is dimming available for this product?

15. DLC or Energy Star Product ID#?

16. Are all required documents included (see below)?

REQUIRED DOCUMENTATION TO SUPPORT EACH PRODUCT ITEM

A. LED fixture, LED linear tube, LED lamp product specification sheet B. IES LM-79 test report (include photometry and colorimetry) C. In-Situ Temperature Measurement Test (ISTMT)

Attachment #6

CONTRACTOR STATEMENT OF QUALIFICATIONS

Company Name:

Company Address: Fax Number:

Contact Name:

Contact Title:

Company website: Email:

Number of years in business:

Company’s financial rating: Duns or Bank reference (i.e., name and address of bank where company’s commercial account is located):

List 3 current or recent EDUCATIONAL clients for reference purposes.

CLIENT DATA DESCRIPTION and DATE of SERVICE

Client #1:

Address:

Contact Name: Contact Phone:

Contact Email:

Client #2:

Client #3:

Signature: Title: Date:

Attachment #7

ETHICAL STANDARDS AFFIDAVIT

Contractor, after being first duly sworn, affirms that by its employment policy, standards and practices it does not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, age or sex and that it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

Contractor understands that it shall be a breach of ethical standards for any person to offer, give or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy or other particular matter pertaining to any program requirement of a contract or subcontract or to any solicitation or proposal therefore.

Contractor also understands that it shall be a breach of ethical standards for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award or a subcontract or order.

Contractor also understands that it shall be a breach of ethical standards for a person to be retained, or to retain a person, to solicit or secure a metropolitan government contract upon the agreement or understanding for a contingent commission, percentage or brokerage fee, except for the retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business.

Contractor represents that it has not retained anyone in violation of the foregoing.

Contractor also understands that a breach of ethical standards could result in civil or criminal sanctions and/or debarment or suspension from being a seller, contractor or subcontractor under metropolitan government contracts.

Print name of bidder: ______________________ Signature:

Name of Company:

Sworn to and subscribed before me, a notary public in and for the above state and county, on this

________ Day of _______________, 20_____.

Notary Public ________________________________________

My commission expires: _

Seal

Attachment #8

CONFLICT OF INTEREST AFFIDAVIT

This affidavit is required by state law and complies with the State of Michigan, Act No. 232 of Public Acts of 2004, Enrolled House Bill No. 5376, Sec. 1267, paragraph 3, and sub-paragraph (d), as listed below:

(3) The advertisement for bids (and proposals) shall do all of the following:

State that the bid 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 member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive of the public-school academy. A board, intermediate school board, or board of directors shall not accept a bid that does not include this sworn and notarized disclosure statement.

CHECK ONE OF THE TWO BOXES BELOW.

List and describe all existing Conflicts of Interest. (Attach an additional page if necessary.)

To the best of my knowledge, no conflict of interest exists.

Print name of bidder: _____________________ Signature:

Name of Company: City: State:

NOTARY: State of County of

Sworn to and subscribed before me, a notary public in and for the above state and county, on this

Day of ________________ , 20 .

Notary Public

My commission expires:

Seal

Attachment #9

ACORD CERTIFICATE OF LIABILITY INSURANCE

DATE (MM/DD/YY)

PRODUCER

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS

NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT

AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.

INSUREERS AFFORDING COVERAGE

INSURED

INSURER A:

INSURER B:

INSURER C:

INSURER D:

INSURER E:

COVERAGES

THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OF CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY

HAVE BEEN REDUCED BY PAID CLAIMS.

IN

SR

LT

TYPE OF INSURANCE POLICY NUMBER

POLICY EFFECTIVE

DATE(MM/DD/YY)

POLICY EXPIRATION

DATE(MM/DD/YY)

LIMITS

A

GENERAL LIABILITY EACH OCCURENCE $

COMMERCIAL GENERAL

LIABILITY

FIRE DAMAGE (Any one fire)

CLAIMS MADE OCCUR MED EXP (Any one person) $

________________________________ PERSONAL & ADV

INJURY

________________________________ GENERAL AGGRREGATE $

GENERAL AGGREGATE LIMIT APPLIES PRODUCTS-COMP/OP $

POLICY PROJECT LOC

B

AUTOMOBILE LIABILITY COMBINED SINGLE

LIMIT

ANY AUTO (Ea accident)

ALL OWNED AUTOS BODILY INJURY $

SCHEDULED AUTOS (Per person)

HIRED AUTOS BODILY INJURY $

NON-OWNED AUTOS (Per accident)

________________________ PROPERTY DAMAGE

(Per accident)

GARAGE LIABILITY AUTO ONLY-EA

ACCIDENT

ANY AUTO

OTHER THAN

EA

ACC

AUTO ONLY: AGG $

EXCESS LIABILITY EACH OCCURRENCE

OCCUR CLAIMS MADE

AGGREGATE

DEDUCTIBLE $

RETENTION $ $

C WORKERS COMPENSATION AND

EMPLOYERS’ LIABILITY

ANY

PROPRIETOR/PARTNER/EXECUTIVE

OFFICER/MEMBER EXCLUDED?

WC

STATUT-

OTHER

E.L. EACH ACCIDENT $

If yes, describe under SPECIAL PROVISIONS below

E.L. DISEASE-EA

EMPLOYEE

E.L. DISEASE – POLICY $

OTHER $

DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS

CERTIFICATE

HOLDER

ADDITIONAL INSURED; INSURER LETTER: __ CANCELLATION

Pinckney Community School District 2130 East M36 Pinckney, MI 48169

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE

EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 30-

DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT

FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON

THE INSURER, ITS AGENTS OF REPRESENTATIONS

AUTHORIZED REPRESETNATIVE

Attachment #10

ASSURANCES and CERTIFICATIONS

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

The prospective contractor certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for from participating in this transaction by any Federal department of agency. Where the prospective contractor is unable to certify to any of the statements in this certification, such prospective contractor shall attach an explanation to this proposal.

Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

The applicant herby agrees that it will comply with all federal and Michigan laws and regulations prohibiting discrimination and, in accordance therewith, no person, on the basis of race, color, religion, national origin or ancestry, age, sex, marital status or handicap, shall be discriminated against, excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in any program or activity for which it is responsible or for which it receives financial assistance from the U.S. Department of Education or the MDE.

Assurance Regarding Access to Records and Financial Statements

The applicant hereby assures that it will provide the pass-through entity, i.e., the Pinckney Community School District, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with Section 400 (d) (4) of the U.S. Department of Education Compliance Supplement for A-133.

Iran Economic Sanctions Act

The prospective contractor certifies that its organization, by submission of this proposal, is not an Iran Linked Business. Please refer to the “Iran Economic Sanction Act” Public Act 517 for clarifications or questions.

Pinckney Community School District as a Michigan public entity is required to follow Public Act 517 of 2012.

Date ____________ _____________________________ _______________ Signature

Attachment #11

Pinckney Community School District Pre-Bid Meeting

LED 2024

Wednesday March 20, 2024

3:00 PM

LED Lighting Conversion Project

RFP # LED 2024

Agenda

I. Opening Comments and Overview J. Hayden - 3:00pm to 3:15pm

a. Opening Comments

b. Project Overview

c. Proposal Timeline

II. Pinckney High School Walkthrough J. Hayden - 3:15am to 4:30pm

III. Other School Buildings Walkthrough J. Hayden – 4:45pm - If Necessary

IV. Questions and Answers J. Hayden - 5:30pm to 6:00pm