THE PUBLIC SCHOOLS OF PETOSKEY

ADVERTISEMENT FOR BIDS

Notice is hereby given that the Public Schools of Petoskey will receive sealed bids for the:

2019 Projectors Project

The component specifications, terms, and conditions may be found at:

resources.petoskeyschools.org/tech-bids/projectors.2019.RFP.pdf or a hard copy may be picked up at 1130 Howard Street, Petoskey, Michigan by appointment only.

The general description is:

Epson Data Projectors

Bids will be received at the Spitler Administration Building, 1130 Howard Street, Petoskey, Michigan 49770, 1:00 p.m., local time, Friday, August 9th, 2019, Attn: Howard Bates, Director of Technology.

Bids must have the following label clearly visible on the package: SEALED TECHNOLOGY BID (Projectors). Bids received after 1:00 p.m. will be returned unopened. Bids will then be publicly opened and read aloud.

The Public Schools of Petoskey reserves the right to reject any and all bids; is not obligated to accept the lowest or any other bid; and may waive any informality or irregularity in bidding procedure. Please direct all questions to Howard Bates at 231-348-2345 or bates.he.z@petoskeyschools.org.

Please visit resources.petoskeyschools.org/tech-bids/projectors.2019.RFP.pdf prior to August 2, 2019 for specification changes and addendums, if any.

An equal opportunity employer.

Public Schools of Petoskey 1130 Howard Street

Petoskey, Michigan 49770

(231) 348-2100

Dates Published: July 12 and July 26, 2019 By: Howard Bates, Director of Technology http://resources.petoskeyschools.org/tech-bids/projectors.2019.RFP.pdf mailto:bates.he.z@petoskeyschools.org

PUBLIC SCHOOLS OF PETOSKEY (PSP)

REQUEST FOR BID PROPOSAL FOR

Projectors Project 7/12/2019

1) PURPOSE AND SCOPE

Public Schools of Petoskey (hereinafter referred to as “PSP”) is seeking bids from qualified vendors to provide a bid package, as described herein for workstations, hereinafter referred to as the Projectors Project.

2) TYPES OF BIDS REQUIRED

a) Bidders are required to provide a single, fixed price quote (Attachment B below). One contract will be awarded for this RFP.

b) Bidder will also provide:

1) Unit pricing, line item subtotals, and grand total for all items in Attachment A, Requested Items. Item quantities may be adjusted up or down, according to the unit pricing, at the discretion of PSP, and the Contract Sum will be adjusted accordingly to reflect these adjustments.

2) Warranty periods and RMA process for each line item in Attachment A, Requested Items.

3) Three (3) K-12 references who have utilized Bidder for a similar project (projectors, size, & complexity) within the past 3 years.

4) Completion of Attachments C & D.

c) Partial bids will not be accepted.

d) Voluntary alternate bids to Attachment A – Requested items shall be allowed.

3) RECEIPT OF BIDS

a) Bids will be received at the office of Howard Bates, Director of Technology, 1130 Howard Street, Petoskey, Michigan 49770, by Friday, August 9th, 2019, 1:00 p.m. local time, at which time they will be opened and read aloud.

4) EXAMINATION OF BIDDING DOCUMENTS

a) The Bidding Documents (including bid forms, terms and other necessary bidding and contract forms) may be obtained by the Bidders at the following locations:

1) resources.petoskeyschools.org/tech-bids/projectors.2019.RFP.pdf. Any changes that occur prior to the bid due date will be represented in this file. It is the bidders’ responsibility to check this link so that they are bidding to the most current version.

2) Spitler Administration Building: 1130 Howard St., Petoskey, Michigan, 49770 by appointment only.

Please contact Howard Bates at bates.he.z@petoskeyschools.org or 231-348-2345.

5) INTERPRETATIONS OR CORRECTION OF BIDDING DOCUMENTS

a) If any Bidder is in doubt as to true meaning, spirit, and intent of the project, the Bidder may make a written request for interpretation thereof, provided said request is received by 8/2/2019.

b) Bidders may contact the Director of Technology, Howard Bates via phone (231-348-2345) and/or email

(bates.he.z@petoskeyschools.org) for technical or process clarification.

6) SUBMISSION OF BIDS

a) Bids and other documents required to be submitted with the Bid, shall be submitted in duplicate (labeled “Master” and “Copy”), shall include the details listed herein and the completed forms in Attachment B, C, D, F, and G and shall be delivered in sealed, opaque envelopes, identified with the Project name, the Bidder’s name and address, and shall be addressed as follows:

Sealed Technology Bid (Projectors) Attn: Howard Bates Public Schools of Petoskey 1130 Howard Street Petoskey, MI 49770

b) If Bids are mailed, enclose the sealed, opaque envelope in a separate mailing envelope addressed as noted above and with the notation “SEALED BID ENCLOSED” printed on the face of the mailing envelope.

c) No responsibility shall attach to PSP or its authorized representatives for the premature opening of any

Bid which is not properly addressed and identified.

d) Bidder must bid the Requested Items (Attachment A) AS IS.

e) Each copy of the bid shall state the legal name of the Bidder and signed by a person or persons authorized to bind the Bidder to a contract (Attachment B).

f) The bid and subsequent contract for the selected Bidder will be governed by the laws of Michigan.

g) A Bid may not be modified, withdrawn, or cancelled by a Bidder for a period of sixty (60) days following the time and date set for receipt of bids.

h) Each Bid must be accompanied by a bid security in the amount of 5% of the total proposed bid. The form of this bid security will be a Bid Bond, Certified Check, or a Cashier’s Check. Please refer to 7, b. below for disposition of said bid security.

7) BID AWARD

a) It is the intent of PSP to award a contract to the lowest price for the most qualified Bidder who bids the most comprehensive solution. However, PSP reserves the right to accept or reject any or all Bids, to waive irregularities, and to accept the Bid which, in PSP’s opinion, is in PSP’s own best interests.

b) The awarded Bidder pledges to enter into a Contract with PSP on the terms stated in this document (and all Attachments herein). Should the awarded Bidders refuse to enter into such Contract; the amount of the Bid Security will be forfeited to PSP as liquidated damages, not as a penalty. The amount of the bid security shall not be forfeited to PSP in the event PSP fails to enter into a contract after the award is made.

c) This request for bid and all attachments will be the contract for this project. The bidder must bid this project as specified herein. If there is a conflict between this RFP and the Bid, Bidder will be required to abide solely by the RFP and any documented changes.

8) MATERIALS

a) Delivery of all materials shall be complete within 30 days of contract execution unless otherwise mutually agreed upon.

b) Materials provided in this contract are required to be delivered and unloaded at Petoskey High School, 1500 Hill Street, Petoskey, Michigan, by successful Bidder(s). (Facility has a loading dock with a drive-off gate).

c) Coordinate all delivery logistics with the Director of Technology, Howard Bates (231-348-2345).

d) All shipments will be Freight on Board (FOB) destination.

e) Equipment will be warranted per the manufacturers’ terms unless extended warranties are addressed in the component specifications listing provided. All product and service warranties will commence upon system acceptance by PSP.

f) Selected Bidder will provide an Excel spreadsheet listing part numbers, descriptions, manufacturers, warranty periods, warranty terms, warranty processes, unit prices, extended prices, and serial numbers where applicable for each line item of the Requested Items (found in Attachment A).

9) PAYMENTS/ACCEPTANCE

a) PSP is a sales tax exempt organization, so no sales taxes should be included in the bid or on any invoices.

b) Unit prices bid will be honored for subsequent purchases for not less than 60 days after project acceptance by PSP.

Payments for the full project will be due and payable within 45 days of invoice receipt per the following schedule (Please note that this is a fixed price contract. All labor, materials, and expenses will be bundled into the total project cost. This total project cost will be paid as described below regardless of the rate at which labor, materials, and expenses are consumed.):

-25% upon contract execution -50% upon verification of full feature cutover for all buildings.

-25% payment upon full system acceptance by PSP

c) Acceptance will be based upon receipt of items in BOM.

10) All bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between PSP(s) 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. The Board of Education shall not accept a bid that does not include a sworn and notarized familial relationship disclosure statement. (Attachment C)

11) PSP is an equal opportunity employer.

Attachment A – Requested Items (Bill of Materials, BOM)

Qty. 75 ~ Epson PowerLite 530 XGA 3LCD Projector

Attachment B – Bid Summary Submittal

Bidder Name, Contact, Address, and Phone Number: _______________________________

To: Public Schools of Petoskey Spitler Administration Building 1130 Howard Street Petoskey, MI 49770 Attn: Mr. Howard Bates

Submitted by: _______________________________________________________

The undersigned represents that he/she has:

A. Familiarized him/herself with the contents of this Bid package and is capable of entering into a contract to furnish the material specified herein.

B. Included with this proposal a Bid Bond, Certified or Cashier’s Check in the amount of five (5) percent, ____________ dollars ($ ).

C. Included with this proposal is a notarized, sworn statement about familial relations (Attachment C) & Affidavit of Compliance – Iran Economic Sanctions Act (Attachment D).

D. Agreed that this proposal, if accepted by PSP, will be the basis for a contract directly with PSP and to enter into such contract in accordance with the terms contained herein.

The lump sum bid amount is: ________________________ dollars ($________________), for the following line items in Attachment A: ________________________________________________________.

In submitting this bid, it is understood that the right is reserved by PSP to reject any or all bids. It is agreed that this bid is binding for a period of sixty (60) days from the opening thereof.

Date: __________________________________

Company Name: _________________________

Address: ________________________________ ________________________________

Phone: ________________________________

By: ___________________________________ ___________________________________ (Signature) (Type or print)

Title: __________________________________

Attachment C – Familial Relationships

Affidavit of Bidder

The undersigned, the owner or authorized officer of ______________________ (the Bidder), pursuant to the familial disclosure requirement provided in the above Request for Bid Proposal, hereby represent and warrant, except as provided below, that no familial relationships exist between PSP or any employee of 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:

Its:

Date:

STATE OF (___________________)

COUNTY OF (____________________)

This instrument was acknowledged before me on the _______ day of ____________________, 2019, by .

, Notary Public

County, (state) ________

My Commission Expires:

Acting in the County of:

Attachment D - Affidavit of Compliance – Iran Economic Sanctions Act

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of _____________________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the (Owner)__________________ (the “School District”) Request For Proposals For (project)______________________________ hereby certifies, represents and warrants that the Bidder (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 Bidder is awarded a contract / purchase order as a result of the aforementioned Request For Proposal, the Bidder will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Bidder 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/purchase order 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.

BIDDER:

By:

Its:

Date:

STATE OF (___________________)

COUNTY OF (____________________)

This instrument was acknowledged before me on the _______ day of ____________________, 2019, by .

, Notary Public

County, (state) ________

My Commission Expires:

Acting in the County of: