(RFP #02-04-2021) DISTRICT INDOOR AIR PURIFICATION IMPROVEMENTS FINAL.pdf

Three Rivers Community Schools

THREE RIVERS COMMUNITY SCHOOLS

DISTRICT INDOOR AIR PURIFICATION IMPROVEMENTS

(COVID-19 MITIGATION STRATEGIES)

Request for Proposal

RFP #02-04-2021

May 2021

THREE RIVERS COMMUNITY SCHOOLS DISTRICT INDOOR AIR PURIFICATION IMPROVEMENTS

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TABLE OF CONTENTS

Page

SECTION A: GENERAL TERMS AND CONDITIONS …………………...…….……. 4

1. SUBMISSION OF RFP…….………………………………………………....……. 5

2. TIMELINE …….……………………………………………………….....………... 19

SECTION B: REQUIRED BID FORMS……………………………….……..…….. 20-27

SECTION C: PROJECT REQUIREMENTS AND SPECIFICATIONS……………... 28

1. LOCATION DRAWINGS……………………….…………….………......……

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REQUEST FOR PROPOSAL

DOCUMENT TITLE: THREE RIVERS COMMUNITY SCHOOLS DISTRICT INDOOR AIR

PURIFICATION IMPROVEMENTS

(COVID-19 MITIGATION STRATEGIES)

DOCUMENT NUMBER: RFP #02-04-2021

QUESTIONS: Please submit ALL questions via e-mail to RFP-Response@trschools.org

SUMMARY: Three Rivers Community Schools (hereafter referred to as “Owner, the District or TRCS”) hereby solicits proposals from qualified vendors (hereafter referred to as “Vendor or Bidder”) for District Indoor Air Purification Improvements (COVID-19 Mitigation Strategies). The design and implementation shall meet or exceed all industry best practices, TRCS standards, and all State of Michigan policies. Bid documents may be picked by the bidder at the following location: Three Rivers Community Schools Administration Building, 851 Sixth Avenue, Three Rivers, Michigan, 49093 or electronically downloaded at www.trschools.org.

FISCAL AGENCY: Three Rivers Community Schools, Three Rivers, Michigan

RFP RECEIPT DEADLINE: May 19, 2021 @ 10:00 AM

RFP OPENING DATE: May 19, 2021 @ 10:05 AM

OPENING LOCATION: Three Rivers Community Schools - Administration Office 851 Sixth Ave., Three Rivers, MI 49093

RFP OPENING TIME: 10:05 AM Eastern

BOND REQUIREMENT: Each bid shall be accompanied by good and sufficient bid security or bid bond in an amount not less than 5% of the Bid amount and shall secure the Owner from loss or damage by reason of the withdrawal of the Bid by a Bidder or by failure of the successful Bidder to enter into a Contract with the Owner if his Bid is accepted by the Owner.

CONTACT PERSON: Brian Leonard, Director of Facilities & Operations Email Address: RFP-Response@trschools.org RFP Contact Phone: 269.506.1118

ADVERTISEMENT DATE: May 4, 2021

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SECTION A: GENERAL TERMS AND

CONDITIONS

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1. SUBMISSION OF RFP

1.1. In response to this RFP, Bidders shall submit one (1) original proposal marked “Original”, two (2) identical bound copies and one (1) identical electronic response in PDF or other standard format stored on a flash drive and/or USB Media Device. Clearly label and index binders with appropriate section and subsection numbers as referred to herein. Number each page individually and provide a table of contents.

1.2. Neither the TRCS nor any official, employee or representative thereof shall be responsible for the pre/post-opening of, or failure to open an RFP not properly addressed, identified or mislabeled.

1.3. Proposals submitted by telephone, telegraphic notice, e-mail or facsimile will not be accepted.

1.4. RFP and any addenda shall be submitted in a sealed envelope or box and labeled using the following format:

Company: Name of Company Submitting Bid RFP TITLE: TRCS District Indoor Air Purification Improvements

(COVID-19 Mitigation Strategies) RFP

RFP #: 02-04-2021

Opening Date: May 19, 2021 at address below.

Receipt Time: 10:00 AM Mail / deliver To: Brian Leonard

Three Rivers Community Schools 851 Sixth Ave Three Rivers, Michigan 49093

1.5. In order for an RFP to be considered, it is mandatory that the RFP documents be received and time-stamped at 851 Sixth Avenue, Three Rivers, MI 49093, prior to the receipt time specified in this RFP document (see page 3). This shall be local time at the receiving address.

1.6. Information should be prepared to provide a straightforward, concise delineation of capacities to satisfy requirements of the RFP. Emphasis should be placed on conformance to RFP instructions, responsiveness to RFP requirements, completeness and clarity of content.

1.7. Any irregularities or lack of clarity in the RFP should be brought to the attention of TRS for correction or clarification.

1.8. Addenda or revisions issued may become an integral part of this RFP. All addenda shall be posted on the websites referenced in Section 1.8.2.

1.8.1. Bidder must acknowledge receipt of addenda by signing and returning with the original RFP documents. It is the Bidder’s responsibility to insure receipt of any addenda.

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Failure to submit a signed addendum may result in rejection of a proposal.

1.8.2. Bidder shall receive any addenda issued on a bid from one of the following website: www.trschools.org.

1.8.3. Bidder may contact Brian Leonard via email RFP-Response@trschools.org with name, address, phone, E-Mail address and request. Upon receipt of that request, TRS shall send any addenda documents relating to this proposal to the requested contact.

1.9. An authorized representative of Bidder’s firm must sign this RFP document. An unsigned proposal shall be disqualified.

1.10. Prices quoted shall be F.O.B. destination and exclusive of federal, state and local taxes.

No shipping charges shall be allowed.

1.11. All costs incurred in the preparation and submission of responses to the RFP shall be the responsibility of the Bidder.

1.12. Bidder assumes any and all risks involved with the method of dispatch chosen. TRCS assumes no responsibility for Bidder’s failure to deliver RFP in accordance with the specified receiving point and time stated herein.

1.13. All proposals and accompanying documentation become the property of TRCS and shall not be returned.

1.14. Exceptions to the Terms, Conditions and Specifications of this proposal must be noted in the space provided at the end of this proposal. Failure to note said exceptions shall be interpreted to convey that Bidder shall propose to perform in the manner described and/or specified. The Three Rivers Community Schools reserves the right to accept or reject any exceptions based on the best interest of the TRCS.

2. PROPOSALS ARRIVING AFTER RECEIPT DEADLINE

2.1. Note that the RFP Receipt Deadline is local time, Three Rivers, Michigan 49093.

2.2. Late proposals will not be accepted. A proposal arriving after the deadline will be rejected, unopened.

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3. WITHDRAWAL OF PROPOSAL

3.1. A proposal may be withdrawn by written notification delivered by mail, delivery service or e-mail provided such notice is received prior to the date and time set for the delivery deadline.

3.2. A request for withdrawal of a proposal received after the scheduled delivery shall not be considered.

4. PROPRIETARY INFORMATION

4.1. Three Rivers Community Schools is a public entity. Thus TRCS is subject to all State of Michigan laws regarding Public Records. Unless identified by law as confidential, ALL records are public and subject to inspection and copying by any person.

4.2. Upon selection of a successful bidder, the contents of all proposals will become public record. Bidders shall not include any proprietary content that they would not want to be released to the public.

5. MANDATORY BIDDER’S CONFERENCE / WALKTHROUGH

5.1. An MANDATORY Bidders’ Conference / walkthrough will be held on May 7, 2021, at 10:00 am Local Time EST. Check-in with the main office at the TRCS Central Administration Building, 851 Sixth Avenue, Three Rivers, MI 49093. At this time representatives of TRCS will be available to answer questions regarding this RFP, you will have an opportunity to inspect the installation locations and receive drawings.

6. INTERVIEWS

6.1. TRCS reserves the right to require any or all Bidder(s) to make a presentation either in person, by conference call or by web conferencing that illustrates the Bidder’s abilities relative to this effort and/or attend an interview session to gauge its suitability to provide services for this project. If so requested, the Bidder shall make its personnel available at a time to be scheduled if needed. No cost allowance shall be permitted for this requirement.

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7. GOVERNING LAW

7.1. Should there be a contract, Bidder agrees that it shall be governed by and created in accordance with the laws of the State of Michigan. Subject to Paragraph 29, no action involving this contract agreement may be brought except in a state court located in St. Joseph County, Michigan, USA.

8. SUSPENSION AND RESPONSIBILITIES

8.1. Bidder must certify that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from transactions with any state or federal department or agency.

8.2. Submission of a signed proposal in response to this solicitation is certification that Bidder’s firm (or any Sub-Bidder) is not currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any state or federal department or agency. Submission is also an agreement that TRCS will be notified of any change in this status.

8.3. Loss of Agreement and/or Inability to Fulfill Requirements

8.3.1. If Bidder has had an agreement terminated, or has a pending termination, or a settlement to avoid litigation or termination for default during the past five (5) years, all such incidents must be described.

8.3.2. Termination for default is defined as notice to stop performance due to Bidder’s non-performance or poor performance, and the issue was either: (a) not litigated; or (b) litigated and such litigation determined Bidder to be in default.

8.3.3. Bidder shall submit full details of all terminations for default, settlements, or pending terminations experienced in the past five (5) years including the other party’s name, address, and telephone number. Bidder shall also present its position on the matter.

8.3.4. TRCS shall evaluate the facts and at its sole discretion may reject the Bidder’s response if the facts discovered indicate that completion of an agreement resulting from this RFP may be jeopardized by selection of Bidder.

8.3.5. If Bidder has experienced no such settlement or terminations for default in the past five (5) years, and has no pending terminations, it must affirmatively declare this to be so.

9. TERMINATION OF CONTRACT

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9.1. This contract may be terminated in whole or in part by TRCS for its convenience, but only after the Bidder is given not less than thirty (30) calendar days written notice of intent to terminate and an opportunity for consultation with TRCS prior to termination.

10. AMERICANS WITH DISABILITIES

10.1. TRCS acknowledges its responsibilities under the Americans with Disabilities Act (ADA) of 1990. TRCS expects all Bidders to be knowledgeable about and comply with the requirements of the ADA.

11. INSTALLATION

11.1. The successful Bidder shall make good and at their expense any damage to the work of other trades caused by the installation to the satisfaction of the TRCS.

12. REQUIRED INSURANCE COVERAGE

12.1. The successful Bidder shall, at the Bidder’s sole expense, procure, maintain and keep in force for the duration of the contract insurance conforming to the minimum limits as specified in this document. The required insurance shall be in effect prior to the commencement of work by the successful Bidder and shall continue in force as appropriate until final acceptance by TRCS of the completion of this contract.

12.2. Certificate of Insurance: The ACORD 25 Certificate of Insurance form or a form substantially similar must be submitted to Three Rivers Community Schools to evidence the insurance policies and coverage required of the successful Bidder. The certificate must name Three Rivers Community Schools District as the certificate holder. The certificate should be signed by a person authorized to bind coverage on its behalf. Upon renewal of the policies listed, successful Bidder shall furnish the Three Rivers Community Schools District with replacement certificates.

13. WORKERS COMPENSATION COVERAGE

13.1. Successful Bidder shall have Workers Compensation coverage as required by law for the duration of the contract to include Employer’s Liability Coverage with minimum limits of one million dollars ($1,000,000).

14. GENERAL LIABILITY INSURANCE

14.1. During the project, the successful Bidder shall maintain Comprehensive General Liability Insurance (occurrence form) with the following coverage through an insurance carrier(s) licensed to do business in the State of Michigan and having a current A.M. Best rating of A-:VII or better and approved by the Three Rivers Community Schools District:

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14.1.1. Premises-Operations

14.1.2. Independent Contractor’s Protection

14.1.3. Products and Completed Operations

14.1.4. Broad Form Property Damage

14.1.5. Personal Injury (with Employee Exclusion deleted)

14.1.6. Blanket Contractual Liability

14.1.7. Property Damage Liability

14.2. Limits shall be equal to the amount carried by the successful Bidder, but shall not be less than two million dollars ($2,000,000) per occurrence combined single limits.

14.3. By endorsement to the required general liability policy and automobile liability policy, Three Rivers Community Schools must be named as additional insured for all liability arising from this contract. The Additional Insured Document (CG 20 10 11 85 or CG 20 26 11 85) should reference the RFP number.

15. COMPREHENSIVE AUTOMOBILE LIABILITY INSURANCE

15.1. During the project, Bidder shall maintain Comprehensive Automobile Liability Insurance to include all owned autos, non-owned autos, and hired autos coverage through an insurance carrier(s) listed to do business in the State of Michigan and having current A.M. Best rating of A- :VII or better and approved by the Three Rivers Community Schools District.

15.2. Limits shall be equal to the amount carried by the successful Bidder, but shall not be less than one million dollars ($1,000,000) per occurrence combined single limits.

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16. PROFESSIONAL LIABILITY INSURANCE

16.1. During the project, Bidder shall maintain Professional Liability (Errors & Omissions) Insurance with minimum limits of at least one million dollars ($1,000,000) per occurrence. The insurance required above may be provided under primary policies or by a combination of primary and excess policies.

17. LICENSE AND CERTIFICATION

17.1. Bidder must be licensed or incorporated to do business in the State of Michigan.

17.2. Bidder shall possess all applicable licenses and/or certifications to perform this type of service.

18. VESTED INTEREST

18.1. Bidder chosen cannot receive any benefits (directly or indirectly) or be party to other agreements that may emanate from recommendations, contracting actions, and or activities related to this effort.

18.2. The only benefit Bidder may derive from this project is payment for the identified work and optional tasks contained herein, including identified deliverables in Bidder’s initial RFP response.

19. WARRANTY

19.1. Bidder warrants that the work shall be performed with the degree of skill, care, and judgment customarily accepted as sound quality practice and procedure.

19.2. Bidder further warrants that the work fulfills the requirements and intent of the entire contractual agreement inclusive of Bidder’s RFP response.

19.2.1. If work fails to meet the aforementioned criteria and/or is deemed to be inadequate in the judgment of TRCS, Bidder shall re-perform the work or portion of the work that is unsatisfactory at no additional expense to TRCS.

19.2.2. All electronics and equipment requested in this project may not be refurbished or used. The district reserves the right to reject refurbished or used equipment.

20. ASSIGNMENT

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20.1. Any attempt by Bidder to assign or otherwise transfer any interest in this agreement without the prior written consent of TRCS shall be void.

21. ATTORNEY’S FEES

21.1. The parties agree that in the event of a dispute, each party will bear its own costs of arbitration, litigation and attorney’s fees.

22. COMPLIANCE WITH LAW

22.1. Bidder shall comply with all applicable federal, state and local statutes, regulations, ordinances and other legal requirements which may apply.

23. CONFIDENTIAL TREATMENT OF INFORMATION

23.1. Bidder shall preserve any information obtained, assembled or prepared in connection with the performance of this agreement in strict confidence.

24. COVENANT

24.1. Bidder covenants that it presently has no interest and that it will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this agreement. Further, Bidder covenants to its knowledge and ability that in performance of said services no person having any such interest shall be employed.

25. DISPUTE RESOLUTION

25.1. Any controversy or claim arising out of or related to the agreement or the breach thereof shall be settled by arbitration unless Three Rivers Community Schools, at its sole option, rejects arbitration by so notifying Bidder.

25.2. If Three Rivers Community Schools reject arbitration, Bidder shall have thirty (30) days from the date of receipt of rejection to send notice to commence litigation by the service of a summons and complaint upon the Three Rivers Community School District.

25.3. Failure to effect service upon the Three Rivers Community School District within said time period shall act as a bar to litigation of the claim, which was the subject of the request for arbitration.

25.4. If the matter is arbitrated, Three Rivers Community Schools shall designate whether the rules of the American Arbitration Association or the rules of the Michigan Arbitration Association shall apply. Michigan courts may enter judgment on such awards.

25.5. The parties agree that any arbitrator may not award attorney’s fees in any case.

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25.6. Unless specifically stated herein, if there exists any conflict or inconsistency between terms set forth in this proposal, the successful Bidder’s response, and any agreement submitted by the successful Bidder, the language in this RFP shall take precedence.

26. FORCE MAJEURE

26.1. Neither party shall be liable for failure or delay in performance under any agreement anticipated by this order in whole or in part to an act of God, strike, lockout or other labor dispute, civil commotion, sabotage, fire, flood, explosion, acts of any government, unforeseen shortages or unavailability of fuel, power, transportation, raw materials or supplies, inability to obtain or delay in obtaining governmental approvals, permits, licenses or allocations, and any other causes which are not within such party’s reasonable control, whether or not the kind is specifically enumerated above. During any period of Bidder’s inability to perform, TRCS may acquire from others said goods or services without incurring liability to Bidder.

27. PATENT INDEMNITY

27.1. Bidder agrees to indemnify and hold the TRCS harmless from any claim, including court costs and actual attorney fees, involving patent infringement or copyrights on goods or services supplied.

28. PENALTIES / DEFAULT

28.1. In the event that the Bidder defaults on the contract entered into pursuant to this RFP, the TRCS shall have the unilateral right, at its discretion, to terminate or cancel the contract entered into between the parties.

28.2. Additionally, if the bidder defaults on the contract entered into pursuant to this RFP, the TRCS is entitled to recover any upfront or non-recurring charges paid to Bidder pursuant to any contract.

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29. INDEMNITY

29.1. Bidder agrees to indemnify and hold harmless TRCS, its officers, employees, agents, and volunteers from and against all liability, claims, demands, and expenses including court costs and actual attorney’s fees on account of any injury, loss, or damage which arises out of the work performed under this agreement if such injury, loss, or damage is due to the negligence of Bidder, any Sub-Bidder of Bidder, or any officer, employee, or agent of Bidder.

29.2. The obligation of this section shall not apply to damages for which TRCS is/shall become liable by final judgment to pay to a third party as the result of the negligence of TRCS.

Nothing herein shall constitute a waiver by TRCS of any and all rights and privileges under any governmental immunity act or related statute.

30. INTELLECTUAL PROPERTY

30.1. TRCS may request copies of the Bidder’s drawings, written reports, or other works related to this project for the sole purpose of verifying that the Bidder is in compliance with the relevant specifications required in this RFP. The documents provided by the Bidder shall at all times remain the property of the Bidder.

31. NO THIRD-PARTY RIGHTS

31.1. Any contract entered into between the TRCS and the Bidder shall be for the sole benefit of TRCS and the Bidder.

32. NON-ENDORSEMENT

32.1. As a result of the selection of a Bidder to supply services, TRCS is neither endorsing nor suggesting that the Bidder’s service is the best or only solution. Bidder agrees to make no reference to TRCS in any literature, promotional material, brochures, sales presentations, or the like, without the express written consent of Three Rivers Community Schools.

33. RECORDS

33.1. Records shall be maintained as required by a successful Bidder in compliance with applicable municipal, federal or state laws, ordinances, codes, and as prescribed by TRCS.

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33.2. At any time during normal business hours when TRCS deems it necessary, all records shall be made available to St. Joseph County educational agencies at a location in St. Joseph County, Michigan for examination with respect to all matters covered by any subsequent agreement.

33.3. Referenced educational agencies may audit, examine and/or take excerpts or transcripts from such records including, but not limited to, invoices, materials, payrolls, records of personnel, conditions of employment or any other data as may be pertinent to this RFP.

34. SEVERABILITY

34.1. If a competent court or arbitrator holds any of the terms, covenants, provisions and agreements contained herein invalid, illegal or unenforceable, this agreement shall be interpreted as if such invalid terms, covenants, provisions, or agreements were not contained herein and the remaining provisions shall be valid and enforceable.

35. EXPENSES

35.1. In the event that TRCS agrees to pay for any of Bidder’s expenses directly related to this work, the following parameters shall apply:

35.1.1. No overhead and/or profit shall be permitted.

35.1.2. Bidder shall only receive reimbursement in amounts that are consistent with applicable travel guidelines established by TRCS policy, regulations, and procedures for its own employees.

36. REJECTION OF PROPOSALS

36.1. TRCS reserves the right to reject any and all proposals received, or any part thereof.

Proposals may be rejected for any of, but not limited to, the following causes:

36.1.1. Proposal lacks signature by an authorized representative of the Bidder.

36.1.2. Evidence of collusion among Bidders exists.

36.1.3. Bidder fails to meet terms and conditions as specified in the RFP.

36.1.4. Evidence submitted by Bidder leads TRCS to believe that Bidder will be unable to carry out the obligations of the agreement and complete the work described.

36.1.5. TRCS investigation determines that Bidder is not qualified to meet the obligations of the agreement and complete work described.

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36.1.6. Cost of services exceeds budgetary constraints.

36.1.7. Bidder lacks proper system certification.

37. REFERENCES

37.1. TRCS reserves the right to investigate information supplied by Bidder to determine its accuracy.

37.2. Bidder supplied reference or customer list authorizes the TRCS to contact firms listed and understand that any information gathered may be used in evaluation of the proposal.

38. PROPOSAL NEGOTIATIONS

38.1. TRCS may open negotiations with responsive Bidders after submission of proposals and prior to award.

38.2. At its sole discretion the Three Rivers Community Schools District reserves the right to award an agreement without negotiation based upon written proposals.

38.3. The Three Rivers Community Schools District reserves the right to accept any proposal which it deems most favorable to the District and to reject any or all proposals or any portion of any proposal submitted which is not in the TRCS district’s best interest.

39. CONTRACT AWARD GUIDELINES

39.1. TRCS reserves the right to waive any minor irregularities in proposals and/or agreements deemed to be in its best interest.

39.2. Three Rivers Community Schools District reserves the right to award an agreement on the basis of cost, individual scope of work elements, groups of elements or all elements to a winning Bidder. At TRCS discretion, elements of the project could be assigned to multiple Bidders. Taking into consideration the specified evaluation criteria, TRCS will select the Bidder/s whose proposal is most advantageous to the TRCS.

39.3. All agreements are subject to approval by Three Rivers Community Schools District Board and may require approval of their legal counsel.

39.4. Once awarded, this contract will be the final expression of agreement between the parties and may not be altered, changed, or amended except by mutual written approval agreement.

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39.5. Unless specifically stated herein, if there exists any conflict or inconsistency between terms set forth in this RFP document, the successful Bidder’s proposal, and any agreement submitted by the successful Bidder, the language in this RFP document shall take precedence.

39.6. TRCS reserves the right to hold proposals for a period of sixty (60) days from date of opening before awarding or rejecting said proposals.

40. RECOMMENDATION FOR AWARD POSTING

40.1. It is the responsibility of the interested Bidder to obtain the Recommendation for Award.

40.2. The Recommendation for Award is posted on the following website:

www.trschools.org

40.3. Bidder may also obtain the Recommendation for Award by contacting Brian Leonard.

Director of Facilities & Operations by E-Mail request to RFP-Response@trschools.org

41. APPEAL BY UNSUCCESSFUL BIDDER

41.1. Any unsuccessful Bidder may appeal a pending Recommendation for Award.

41.2. Appellant must submit a written protest to the Three Rivers Community Schools Superintendent no later than six (6) calendar days after Recommendation for Award is posted.

The notice of protest must include a written statement setting forth with specificity the reasons the person filing the notice believes the applicable provisions of the law were violated.

41.3. Appellant may be required to post a bond with a good and solvent surety company authorized to do business in the State of Michigan or submit other security in a form approved by Three Rivers Community Schools, which will hold the bond or other security until a determination is made on the appeal. Such bond must be submitted with the written protest to the Superintendent.

41.4. The bond or other security shall be in the amount of twenty five percent (25%) of the total dollar value of Appellant’s proposal, up to a maximum bond or other security amount of two hundred fifty thousand ($250,000).

41.5. If Appellant is not satisfied with the response, Appellant may then appeal to an appeals committee designated by the Three Rivers Community Schools. If Appellant is not satisfied with the appeals committee’s response, Appellant may then appeal to the Board of Education, who will render the final decision.

41.6. Appellant will not seek any type of judicial intervention until Three Rivers Community Schools has rendered its final decision on the protest.

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41.7. The Three Rivers Community Schools is not liable for any costs, expenses, attorney’s fees, loss of income or other damages sustained by Appellant in the proposal appeal process.

41.8. Three Rivers Community Schools will stay any award action until after the Board of Education renders a final decision.

41.9. If an appeal is granted and a bond was required, the full amount of the posted bond will be returned to Appellant. If the appeal is denied or not upheld, a claim may be made against the bond for expenses suffered by Three Rivers Community Schools because of the unsuccessful appeal.

42. BID BOND

42.1. Every RFP shall be accompanied by a surety company certified bid bond or cashier’s check made payable to Three Rivers Community Schools, 851 Sixth Ave Three Rivers, MI 49093.

42.2. The amount of surety shall not be less than five percent (5%) of the total RFP submitted.

Said amount to be forfeited to Three Rivers Community Schools should the Bidder, to whom the contract is awarded, fail to enter into the contract in accordance with the RFP.

42.3. Surety of the successful Bidder shall be retained by Three Rivers Community Schools until replaced by a Performance Bond.

42.4. The successful Bidder will be required to secure Performance, Labor and Material bonds for all contracts at or exceeding $50,000, from a surety company having a rating of A-:VII or better, for the full amount of the Contract.

43. TERM OF AGREEMENT

43.1. Upon receiving approval from the TRS Board of Education, it shall be the intention of the Three Rivers Community Schools to award a contract for the project identified in the scope defined in SECTION B: REQUIREMENTS AND SPECIFICATIONS.

43.2. All required design, implementation and construction must be completed before August 23, 2021.

44. TIMELINE OF EVENTS

44.1. The following is the tentative schedule of events for the RFP submittal and selection process. TRCS reserves the right to change the schedule at any time.

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RFP EVENT DATE

RFP Advertised May 4, 2021

MANDATORY Bidders’ Conference / Walkthrough

May 7, 2021 10:00 am Eastern

Responses to Questions Posted as “Addendum” (if any)

TBD (if applicable)

Proposals DUE @ Central Office, 851 Sixth Ave Three Rivers, MI 49093

May 19, 2021 10:00 am Eastern

Bid Opening @ Central Office, 851 Sixth Ave Three Rivers, MI 49093

May 19, 2021 10:05 am Eastern

Finalist Interviews / Presentations (if applicable) TBD (if applicable)

Board Approval June 7, 2021

Notice to Proceed June 8, 2021

Project Start Date Upon Formal Award Notification

Project Completion Date August 23, 2021

Start of Owner Certification and Approval Upon Completion

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45.

SECTION B: REQUIRED BID FORMS

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ATTACHMENT A - BID RESPONSE FORMAT AND

CHECKLIST

Cover Letter

Bid Response Format and Checklist (ATTACHMENT A)

Table of Contents

Reference Form (ATTACHMENT B)

Public Disclosure Form (ATTACHMENT C)

Contact Person Form/Proposal Signature (ATTACHMENT D)

Familial Disclosure Affidavit (ATTACHMENT E)

Iran Sanctions Form (ATTACHMENT F)

Exceptions (ATTACHMENT G)

Bid Pricing Summary (ATTACHMENT H)

Bid Bond

Experience / Personnel

Contractor / Subcontractor Listing

Project Approach

Compliance with Minimum Standards

Proposed Schedule

Detailed Material Listing

Signed Copy of Addendum(s)

Miscellaneous Vendor Documentation (Optional)

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ATTACHMENT B - REFERENCES

Company Name

Contact Person

Address

Phone

Email / website

Description of service provided

Company Name

Contact Person

Address

Phone

Email / website

Description of service provided

Company Name

Contact Person

Address

Phone

Email / website

Description of service provided

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ATTACHMENT C - PUBLIC DISCLOSURE

Firm Name:__________________________________________________________________

I hereby certify that I understand:

● TRCS employees shall not receive unlawful compensation, commission or personal profit in the course of performing TRCS duties.

● TRCS positions may not be used for unlawful purposes or personal gain.

● I further certify that I have listed all personal relationships and financial interests between the company, company officers, and key employees with current and former Three Rivers Community School District board or staff members and current and former Three Rivers Community School District authorizing officials. Please complete the form below. Additional sheets may be attached if necessary. Write in N/A if non-applicable.

Company/Employee Position Date of Hire District Official / Board Member

Relationship / Interest

I hereby acknowledge that failure to disclose all facts relative to a conflict or potential conflict of interest with regard to my contract/agreement with TRS may result in termination of said contract/agreement.

Signature: _____________________________________________________________ Authorized Firm Representative

Title: ___________________________________________ Date: _________________

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ATTACHMENT D - CONTACT INFORMATION

Firm Name: __________________________________________________________________

Contract Point-of-Contact Name: __________________________________________________

Address: _____________________________________________________________________

City: ___________________________________ State: _______ Zip Code: _____________

Phone: ________________________________ Fax:

E-Mail: _______________________________________________________________________

EXCEPTIONS TO THE TERMS, CONDITIONS AND SPECIFICATIONS

Exceptions to the Terms, Conditions and Specifications of this RFP must be noted in the space provided. Failure to note said exceptions shall be interpreted to convey that Bidder shall propose to perform in the manner described and/or specified. If more space is required, please attach additional sheet(s) referencing RFP title and number. This form must be signed whether or not there are exceptions noted.

PROPOSAL SIGNATURE

By signing this Proposal, I acknowledge the following:

● I am an authorized agent for Bidder.

● Bidder has read, understands and agrees to the terms and conditions in this RFP and accompanying documents.

● Bidder intends to supply the materials and/or services specified herein.

● Bidder shall provide, execute, and maintain insurance policies as specified herein.

● Bidder shall comply with all federal, state, city, local, county, Three Rivers Community

School statutes, other regulations and requirements.

Authorized Signature Print Name

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Title Date

ATTACHMENT E - FAMILIAL DISCLOSURE AFFIDAVIT

The undersigned, the owner or authorized officer of _______________________ (the “Respondent”), pursuant to the familial disclosure requirements provided in the Three Rivers Community School District (the “School District”) Request for Proposals, hereby represents and warrants that, except as provided below, no familial relationships exist between the owner or any employee of the Respondent, and any member of the Board of Education of the School District or the Superintendent of the School District or Districts within the purview of the Three Rivers Community Schools.

List any Familial Relationships:

RESPONDENT:

By: ____________________________

Its: ____________________________

STATE OF MICHIGAN )

) ss.

COUNTY OF ___________ )

This instrument was acknowledged before me on the _____day of __________2021, by

, Notary Public

_______________ County, Michigan

My Commission Expires: ___________

Acting in the County of: ____________

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ATTACHMENT G - IRAN ECONOMIC SANCTIONS ACT FORM

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of _____________________ (the “Respondent”), pursuant to the compliance certification requirements provided in the SJC Schools Wide Area Network hereby certifies, represents and warrants that the Respondent (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 that the Respondent is awarded a Contract as a result of the aforementioned RFP, the Respondent will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Respondent 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, and the cost of the Applicant’s investigation, and reasonable attorney fees. Moreover, any person who submitted a false certification shall be ineligible to bid on any of the Applicants RFP for three (3) years from the date it is determined that the person has submitted the false certification.

RESPONDENT:

Name of Respondent _____________________________

By: __________________________ Its:____________________ Date: _______________

STATE OF )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2021, by __________________________.

____________________________________, Notary Public

__________________ County, __________

My Commission Expires:___________

Acting in the County of :___________

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ATTACHMENT H - BID PRICING SUMMARY

Required Scope of Work Cost

High School Indoor Air Purification System and Installation $

Middle School Indoor Air Purification System and Installation $

Administration Building Indoor Air Purification System and Installation $

Park Elementary Indoor Air Purification System and Installation $

Norton Elementary Indoor Air Purification System and Installation $

Ruth Hoppin Elementary Indoor Air Purification System and Installation

Andrews Elementary Indoor Air Purification System and Installation $

Central Storage Building Indoor Air Purification System and Installation

Barrows Elementary Indoor Air Purification System and Installation $

Athletic Field House Indoor Air Purification System and Installation $

Sub Total $

Explanation of Miscellaneous Charges:

Project Grand Total Cost

Bid Bond $

GRAND TOTAL $

Printed Name and Title

Signature Date

46.

47. a

48. a

49. aa

50. a

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51. a

SECTION C: PROJECT REQUIREMENTS AND

SPECIFICATIONS

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LOCATION DRAWINGS

This section has been removed per Homeland Security Recommendations.

Building drawings with the specific location information shall be available at the mandatory Bidder’s Conference / Walkthrough.

Qualified Vendors may also request electronic copies by sending an e-mail request to RFP- Response@trschools.org.

SECTION 23 40 00

HVAC AIR CLEANING DEVICES

THREE RIVERS COMMUNITY SCHOOLS

DISTRICT INDOOR AIR PURIFICATION

IMPROVEMENTS RFP

SECTION 23 40 00 - HVAC AIR CLEANING DEVICES

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

A. General provisions of the Contract, including RFP General and Supplementary Conditions, apply to this Section.

1.2 SUMMARY

A. Section Includes

1. Air Purification Systems.

1.3 SCOPE OF WORK

A. All labor, materials, tools, equipment, and services to furnish and install new air purification equipment for the existing mechanical equipment noted in the attached Air Purification Equipment Schedules for the following buildings: High School, Middle School, Andrews Elementary, Barrows Elementary, Ruth Hoppin Elementary, Norton Elementary, Park Elementary, Administration Building, Athletic Field House and Central Storage Building.

1.4 REFERENCE STANDARDS

A. ARI 850 - Commercial and Industrial Air Filter Equipment; Air-Conditioning and Refrigeration

Institute; 2004.

B. ASHRAE Std 52.1 - Gravimetric and Dust-Spot Procedures for Testing Air Cleaning Devices

Used in General Ventilation for Removing Particulate Matter; American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc.; 1992

C. ASHRAE Std 52.2 - Method of Testing General Ventilation Air-Cleaning Devices for Removal Efficiency by Particle Size; American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc.; 1999.

D. Thermal DOP Method; MIL-STD-282 - Filter Units, Protective Clothing, Gas-Mask Components, and Related Products: Performance-Test Methods; Military Specifications and Standards;

1956; Revision 4, 1995.

E. UL 586 - High Efficiency, Particulate, Air Filter Units; Underwriters Laboratories Inc.; Current Edition, Including All Revisions.

F. UL 867 - Electrostatic Air Cleaners; Underwriters Laboratories Inc.; Current Edition, Including All Revisions.

G. UL 900 - Standard for Air Filter Units; Underwriters Laboratories Inc.; Current Edition, Including All Revisions.

1.5 COORDINATION

A. Coordinate all work with job site superintendent and all applicable trades.

1.6 SUBMITTALS

A. Product Data: Provide data on dimensions, motor locations and electrical characteristics and connection requirements.

1.7 QUALITY ASSURANCE

A. Products Requiring Electrical Connection: Listed and classified by Underwriters Laboratories Inc. as suitable for the purpose specified and indicated.

PART 2 - PRODUCTS

2.1 AIR PURIFICATION SYSTEMS

A. Manufacturers:

1. Global Plasma Solutions.

2. Phenomenal Aire.

THREE RIVERS COMMUNITY SCHOOLS

DISTRICT INDOOR AIR PURIFICATION

IMPROVEMENTS RFP

B. General

1. The air purification system(s) shall be of the size, type, arrangement and capacity indicated in the attached Air Purification Equipment Schedule and required by the unit furnished.

2. All other Suppliers of comparable products requesting prior approval shall submit for prior approval in accordance with the specification requirements.

3. In addition, manufacturers submitting for prior approval for Bi-Polar Ionization must as part of the prior approval request provide their ASHRAE 62.1-2007 calculations that prove conformance to the ASHRAE Standard with the reduction of outside air to the scheduled values. A letter on the manufacturer’s letterhead requesting prior approval must accompany the request for prior approval stating their calculations are ASHRAE compliant.

A third-party validation study performed on a previous installation of the same application shall also be included.

C. Bi-polar Ionization Design and Performance Criteria

1. Each piece of air handling equipment, so designated on the equipment schedules and/or specifications shall contain a Plasma Generator with Bi-polar Ionization output as described here within.

2. The Bi-polar Ionization system shall be capable of:

a. Effectively killing microorganisms downstream of the bi-polar ionization equipment

(mold, bacteria, virus, etc.).

b. Controlling gas phase contaminants generated from human occupants, building structure and furnishings.

c. Capable of reducing static space charges.

d. Effectively reducing space particle counts.

e. When mounted to the air entering side of a cooling coil, keep the cooling coil free from pathogen and mold growth.

f. All manufacturers shall provide documentation by an independent NELEC accredited laboratory that proves the product has minimum kill rates for the following pathogens given the allotted time and in a space condition:

1) MRSA - >96% in 30 minutes or less

2) E.coli - > 99% in 15 minutes or less

3) TB - > 69% in 60 minutes or less

4) C. diff - >86% in 30 minutes or less

5) Noro Virus -> 93.5% in 30 minutes or less

6) Legionella -> 99.7% in 30 minutes or less

g. Capable of modular field assembly in sections.

3. The bi-polar ionization system shall operate in a manner such that equal amounts of positive and negative ions are produced. Uni-polar ion devices shall not be acceptable.

a. Air exchange rates may vary through the full operating range of a constant volume or

VAV system. The quantity of air exchange shall not be increased due to requirements of the air purification system.

b. Velocity Profile: The air purification device shall not have maximum velocity profile.

4. Humidity: Plasma Generators shall not require preheat protection when the relative humidity of the entering air exceeds 85%. Relative humidity from 0 - 100% shall not cause damage, deterioration or dangerous conditions within the air purification system.

5. Equipment Requirements:

THREE RIVERS COMMUNITY SCHOOLS

DISTRICT INDOOR AIR PURIFICATION

IMPROVEMENTS RFP

a. Electrode Specifications (Bi-polar Ionization):

1) Each alternating current (AC) Ionization Bar with Bi-polar Ionization output shall include a minimum of eighteen carbon fiber cluster ion needles per foot of coil face width shall be provided. The entire cooling coil width shall have equal distribution of ionization across the face. The plasma electrode shall require no more than 1.0” in the direction of airflow for mounting. All hardware required for mounting shall be provided by the air purification manufacturer except self-tapping screws for the power supply.

2) Electrodes shall be provided in 6.0” increments, epoxy filled for an IP55 rating and utilizing brass connection hardware that is recessed into the connection joint once fully engaged and assembled.

3) Electrodes shall be energized when the main unit disconnect is turned on.

4) The ionization output shall be a minimum of 60 million ions/cc per inch of cooling coil width as measured 1 inch from the cold plasma needles.

5) Ionization bars shall be provided with magnet mounting kits to prevent penetration into cooling coils.

6) Ionization bars shall be constructed of UL 94VO and UL746C composite material.

6. Air Handler Mounted Units: Where so indicated on the attached Air Purification Equipment

Schedules, Plasma Generator(s) shall be supplied and installed. The installing contractor shall mount the Plasma Generator and wire it to the remote mount power supply using the cables provided by the air purification manufacturer. A 24VAC, 115VAC or 208- 230VAC circuit shall be provided to the plasma generator power supply panel. No more than 15 watts shall be required per power supply. Each power supply shall be capable of powering up to 6 ionization bars or a total of 100 linear feet of bar. Each plasma generator shall be designed with powder coated metal casing, liquid tight flexible conduit and a high voltage quick connector.

7. Plenum Mounted Units: Where so indicated on the attached Air Purification Equipment Schedules, Plasma Generator(s) shall be supplied and installed. The installing contractor shall mount the Plasma Generator and wire it to the AHU control power (24VAC) as instructed by the Air Purification Manufacturer’s instructions or line voltage subject to power available. Each unit shall be designed with a molded casing, self-cleaning system, self-cleaning test button, power status LED and dry contacts to prove ion output is operating properly. The dry contacts shall close to prove the ion generator is working properly and may be daisy chained in series such that only one dry contact per AHU is required to interface to the BAS or the optional DDC controller.

8. Ionization Requirements:

a. Plasma Generators with Bi-polar ionization output shall be capable of controlling gas phase contaminants and shall be provided for all equipment listed above.

1) The Bi-polar ionization system shall consist of Bi-Polar Plasma Generator and power supply. The Bi-polar system shall be installed for the equipment shown in the attached Air Purification Equipment Schedule. The device shall be capable of being powered by DC power or 24VAC or 94VAC to 264VAC without the use of an external transformer. Ionization systems requiring isolation transformers shall not be acceptable.

2) Ionization Output: The ionization output shall be controlled such that an equal number of positive and negative ions are produced. Imbalanced levels shall not be acceptable.

3) Ionization output from each electrode shall be a minimum of 200 million ions/sec when tested at 2” from the ionization generator.

THREE RIVERS COMMUNITY SCHOOLS

DISTRICT INDOOR AIR PURIFICATION

IMPROVEMENTS RFP

9. Ozone Generation: The operation of the electrodes or Bi-polar ionization units shall conform to UL 867-2007 with respect to ozone generation. There shall be no ozone generation during any operating condition, with or without airflow.

10. Electrical Requirements: Wiring, conduit and junction boxes shall be installed within housing plenums in accordance with NEC NFPA 70. Plasma Generator shall accept an electrical service of 24 VAC or 100 VAC to 240VAC, 1 phase, 50/60 Hz. The installing contractor shall coordinate electrical requirements with air purification manufacturer during submittals.

11. Control Requirements:

a. All Plasma Generators shall have internal short circuit protection, overload protection, and automatic fault reset.

b. Integral airflow sensing shall modulate the Plasma output as the air flow varies or stops. A mechanical air flow switch shall not be acceptable as a means to activate the Plasma device due to high failure rates and possible pressure reversal.

c. The installing contractor shall mount and wire the Plasma device within the air handling unit specified. The contractor shall follow all manufacturer IOM instructions during installation.

d. All Plasma devices shall have a means to interface with the BAS system. Either a 0- 10VDC output or dry contacts shall be acceptable to prove there are ions being produced. Systems providing indication that power is applied to the Plasma device, but not directly sensing the power at the ion output, shall not be acceptable.

PART 3 - EXECUTION

3.1 INSTALLATION

A. Install air cleaning devices in accordance with manufacturer's instructions.

B. A manufacturer's authorized representative shall provide start-up supervision and training of…