RFP 2.2627 - Fire Alarm Services.pdf

CHIPPEWA VALLEY SCHOOLS

“Inspiring and empowering learners to achieve a lifetime of success.”

19120 Cass Avenue Clinton Township, MI 48038

REQUEST FOR PROPOSAL

District-wide Fire Alarm Services

RFP No. 2.2627

Publish Date: June 22, 2026

Bid Opening: July 15, 2026, at 11:00 a.m.

Bid Award: August 2026

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SECTION I: INSTRUCTIONS TO BIDDERS

Introduction/Purpose

The intent of this Request for Proposal (RFP) is to source a responsive/responsible Bidder(s) to provide full-service fire alarm services that includes fire alarm panel inspections, repairs, and service, per the requirements and specifications of the Chippewa Valley Schools (otherwise known as “District”). Chippewa Valley Schools shall select the vendor(s) that offer the best value for fire alarm panel equipment, parts, installation and repair services. The District may elect to award service to one bidder, not award at all, or split the award to more than one bidder at its sole discretion.

This RFP is a Requirements Contract. The District, in its sole discretion, reserves the right to decrease or increase the quantities as it deems to be in its best interest. There is no annual guaranteed volume. Actual expenditures will be determined by available funds.

The District further reserves the right to extend this contract for five (5) additional years, on an annual renewal basis, the option to be determined at the end of each contract year. Changes in labor costs shall be based on a do-not-exceed on the Employment cost index as published by the Bureau of Labor Statistics as detailed in Section III.

Awarded Vendor shall provide all labor, supervision, parts, tools, lift equipment, transportation, and all effort necessary to perform said services in accordance with all National Fire Protection Association (NFPA) codes and standards.

Contract Period The initial contract period shall commence on August 1, 2026 through July 31, 2027. Proposals submitted for a term shorter than the specified contract period may be deemed non-responsive.

By mutual agreement between the District and awarded Contractor(s), the contract may be renewed annually for up to five (5) additional one-year terms. The District will provide written notice of its intent to renew approximately sixty (60) days prior to the expiration of the current contract term.

Tentative Timetable The following projected bid timetable shall be used as a working guide for planning purposes. District reserves the right to adjust this timetable as required during the course of the RFP process without penalty.

Event Date

RFP Issued June 22, 2026

Bidder Clarification Requests Deadline July 6, 2026 by 4:00 pm

Addendum Issued, if needed July 8, 2026

Bid Opening July 15, 2026 at 11:00 am

Board of Education review/approval August 2026

Contract Begins August 2026

Submission of Bid Proposals shall be submitted in accordance with the instructions outlined in this RFP. Sealed proposals must be clearly labeled on the envelope “District-wide Fire Alarm Services RFP 2.2627,” with Bidder’s business name, and must be delivered and received by Chippewa Valley Schools no later than Wednesday, July 15, 2026 at 11:00 a.m., EST. At that time, all proposals will be publicly opened and read aloud. Interested parties may attend the bid opening; however, no award decision will be made during the opening.

Late submissions will not be accepted. Proposals received after the deadline will remain unopened and may be retrieved by the Bidder at their own expense. The District will not accept proposals submitted via fax or email under any circumstances.

All proposals must remain firm for a period of ninety (90) calendar days from the bid opening date.

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Each proposal must be signed by an authorized representative of the submitting company. Bidders must submit one (1) original and one (1) copy of the following:

• Bid Proposal Form

• Bid Pricing Form

• Required Affidavits / Disclosures

• Any other required documentation as specified in this RFP

Required affidavits/disclosures include:

1. Iran Linked Business Disclosure

2. Familial Disclosure

3. Compliance with School Safety

4. Non-Collusion Affidavit

5. Debarred Disclosure

The District will not consider a proposal that does not include these sworn and notarized affidavits where required.

A copy of the RFP is not required to be submitted with your proposal.

Proposals are to be delivered to the attention of:

Chippewa Valley Schools Attn: Lillian Grayson, Purchasing Coordinator 19120 Cass Avenue Clinton Township, MI 48038

Bid Submission Guidance The District recommends that Bidders deliver their sealed bids in person or via overnight delivery due to inconsistent and delayed USPS mail services. If the District declares a building closure on the scheduled bid opening date, the opening will automatically be rescheduled to the next business day at the same scheduled time.

Note: The District will be closed from June 26, 2026 through July 5, 2026. Proposals should not be delivered or left outside the building during this period. The District cannot guarantee receipt of any proposals left unattended.

Document Access Complete bid packages may be downloaded from the District’s website Chippewa Valley Schools Bids. Vendors are responsible for checking this website for any addenda prior to submitting a bid. The District is not responsible for the content of any bid package received through any third party bid service or any source other than Chippewa Valley Schools’ Purchasing Department. It is the sole responsibility of the vendor to ensure the completeness of the documents received from any third party.

Clarification Requests Any requests for clarification regarding this RFP must be submitted in writing no later than 4:00 p.m. EST on July 6, 2026. All communications related to this RFP must be submitted via email to the District personnel listed below, who serve as the sole points of contact for this solicitation. Both listed contacts must be included in all correspondence.

Name Title Email Address

Lillian Grayson Purchasing Coordinator lgrayson@cvs.k12.mi.us

Frank Houston Director of Custodial & Skilled Maintenance fhouston@cvs.k12.mi.us

Addendum

Addenda issued during the time of bidding shall become part of the contract documents and receipt thereof shall be acknowledged on the bid proposal. Each bidder shall ascertain prior to submitting their bid that they have received all addenda issued.

https://vendors.chippewavalleyschools.org/vendors/bids.asp mailto:lgrayson@cvs.k12.mi.us mailto:fhouston@cvs.k12.mi.us

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Addenda will be mailed or delivered to all who are known by the District to have a set of contract documents. Copies of addenda will be made available for inspection wherever contract documents are on file for that purpose.

Acknowledgment of Insurance Requirements

By signing its proposal, Bidder acknowledges that it has read, understands and adheres to the insurance requirements for the proposal. Bidder also understands that the evidence of required insurance must be submitted within ten (10) working days following notification of its offer being accepted; otherwise, District may rescind its acceptance of the Bidder’s proposal.

Documentation Requirements The Bidder must utilize the format specified in the proposal documents. Proposals must be in strict compliance with this RFP. Failure to comply with all RFP provisions may result in disqualification. The District will not permit changes to the submissions after the proposals are received and opened except as authorized by law.

Submission of a proposal shall constitute Bidder’s representation that neither Bidder nor an officer, agent or employee of Bidder, or the spouse, parent or child of an officer, agent or employee of Bidder, is involved in the ownership, operation or management of any subcontractor claiming status as a business for purposes of this Contract. Furthermore, submission of a proposal shall constitute Bidder’s representation that every subcontractor claiming status as a Business for purposes of this Contract has been doing business under its current name and ownership for at least one year prior to proposal date in the trade in which it will be employed by Bidder in the performance of Contract work.

The Bidder must certify that no official or employee of the Chippewa Valley Schools is peculiarly interested in this proposal or in the contract which the bidder offers to execute or in expected profits to arise there from, and that this bid is made in good faith without fraud or collusion or connection with any other person submitting a proposal.

Proposals and Presentation Costs

The District will not be liable in any way for any costs incurred by any Bidder in the preparation of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any discussions or negotiations.

Validity of Proposals

All proposals shall be valid for a period of ninety (90) days from the opening date of the Request for Proposal, until time of award.

Sole Bidder

It is the District’s intent that this RFP permits competition. It shall be the bidder’s responsibility to advise the District in writing if any language, requirements, scope specifications, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. District shall receive such notification no later than seven (7) days prior to the date set for acceptance of bids.

If only one bid is received in response to the RFP, a detailed cost proposal will be requested of the single Bidder. A cost/price analysis and evaluation and/or audit shall be performed of the cost proposal in order to determine if the price is fair and reasonable.

Collusion/Good Faith The District expects all Bidders to act independently and in good faith. Any attempt to coordinate, collude, or otherwise influence the bidding process in a manner inconsistent with fair competition may result in disqualification.

Indemnification To the fullest extent permitted by law, the Vendor agrees to defend, pay on behalf of, indemnify and hold harmless the District, its elected and appointed officials, employees and volunteers and agents from and against any and all claims, demands, suits, losses, damages, and associated costs, including attorney’s fees, arising out of or related to personal injury (including death), property damage (including loss of use), or any other harm resulting from the Vendor’s performance under this contract.

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Right to Reject The Board of Education reserves the right to reject any or all bids, to award contract to other than the lowest bidder, to accept any or all alternatives, to waive irregularities or informalities, and to make an award in any manner deemed to be in the best interest of the District.

Non-Compliance The Board of Education reserves the right to cancel the bid or any resulting award if the Vendor fails to meet the conditions and requirements of the contract. Prior to cancellation, the Vendor will be given an opportunity to meet with District staff to address and resolve any issues.

Bid Protest The District maintains the following protest procedures to handle and resolve disputes relating to procurements and, in all instances, discloses information regarding the protest to the agency.

A bidder who wishes to file a bid protest shall file such notice and follow procedures prescribed by the Request for Proposals (RFPs) or the individual bid specifications package for resolution. Bid protests shall be filed, in writing, with the Superintendent within seventy-two (72) hours of the opening of the bids in protest.

Within five (5) days of receipt of a protest, the Superintendent shall review the protest as submitted and render a decision regarding the merits of the protest and any impact on the acceptance and rejection of bids submitted.

Notice of the filing of a bid protest shall be communicated to the Board and shall be so noted in any subsequent recommendation for the acceptance of bids and awarding contracts.

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed shall constitute a waiver of proceedings.

FOIA Laws All information submitted by Bidders is subject to disclosure under the Freedom of Information Act (FOIA), regardless of contrary statements contained in the proposal. All materials submitted become the property of the District and may be returned only at the District’s discretion.

Post-Bid Interviews The District reserves the right, at its sole discretion, to conduct post-bid interviews with any, all, or none of the Bidders. The District may also request additional qualification information prior to issuing documents, receiving bids or awarding a contract.

Bid Award and Payment Chippewa Valley Schools reserves the right to award the contract in whole to one Bidder, to split the award between two or more Bidders, or to make no award at all. The District is not obligated to award the contract to the lowest Bidder. The Board of Education reserves the right to accept or reject any or all bids, to waive informalities, and to award the contract in a manner deemed to be in the best interest of the District, including for reasons of establishing uniformity.

It is probable that the Awarded Contractor will be issued an annual “blanket” purchase order to cover services and related parts. Fuel surcharges shall not be accepted for any reason at any time during the contract. The purchase order will have a maximum value, and all purchases will be charged against that purchase order. On occasion, a purchase order for a specific job will be issued. The Contractor shall not invoice the District for any services or purchases made without prior written approval.

Payment will be made on a per-job basis from Contractor’s invoice. Payment shall be issued thirty (30) days after receipt of invoice, upon inspection, acceptance, and approval of the District. The District is responsible only for time worked on the job site. Should any invoice contain work not yet accepted, the District will deduct that amount from the invoice and pay the remainder. The District is exempt from all taxes, and therefore taxes shall not be included in the proposal. A sales tax exemption certificate will be provided upon request.

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The District reserves the right to withhold payment until any performance deficiencies have been satisfactorily resolved.

It is Bidder’s responsibility to include all potential costs in their proposal. Any costs not disclosed in the proposal may be deemed non-allowable under the resulting contract.

Material costs are subject to verification by the District. All materials shall be FOB destination; COD not accepted.

Travel time: The hourly rate may reflect a maximum of one (1) hour per day (30 minutes each way) for travel time between Contractor’s business address (shop) and the job site. Travel time closer to thirty (30) minutes total (fifteen minutes each way) shall be billed accordingly. No additional charge will be allowed for truck mileage. Travel time shall not be billable under this contract. Labor charges shall begin upon arrival at the job site and end upon departure.

Holiday labor rates apply only on nationally recognized holidays as defined in the pricing sheet.

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SECTION II: BID AWARD PROCESS

Evaluation of Proposals Bidders shall exercise particular care in reviewing the specifications required for this RFP. Receipt of a proposal by the District’s Purchasing Department or a submission of a proposal to the District’s Purchasing Department offers no rights upon the Bidder nor obligates the School District in any manner.

The District’s Purchasing Department 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.

District reserves the right to contact any and all references to obtain, without limitation, information regarding the Bidder’s performance on previous projects. The District reserves the right to waive any irregularities in the proposals, provided that such action is in the best interest of the District. Any such waiver shall not modify any remaining RFP requirements or excuse the Bidder from full compliance with the RFP specifications and other contract requirements if the Bidder is awarded the Contract.

Rejection of Proposals The District reserves the right to accept or reject in whole or in part any or all proposals submitted. The District shall reject the proposal of any Bidder that is determined to be non-responsive. The unreasonable failure of a Bidder to promptly supply information in connection with respect to responsibility may be grounds for a determination of non-responsibility.

Requests for Clarification of Proposals

Requests by the District for clarification of proposals shall be in writing. The District reserves the right to request qualification information from any bidder before issuing documents, receiving bids or awarding a contract. The District may, at its sole discretion, accept or reject bidders as qualified. The right to waive any informalities in qualification materials is reserved by the District. The bidder, in submitting his/her bid, agrees to accept the decision of the District as final.

Method of Source Selection An award, if made, will be made to the responsible offer whose proposal is most advantageous to the District, taking into consideration price and the other factors set forth in this RFP.

The District may, as it deems necessary, conduct discussions with those responsible Bidders determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. The District may exercise their right to conduct discussions with none, one, some or all of the Bidders without penalty.

Evaluation Criteria The District may assign relative importance to evaluation factors as deemed in its best interest. Price will be a significant factor but not the sole determining factor:

1. Adherence to all bid requirements and submittal documents.

2. Pricing.

3. The reputation of the vendor and of the vendor’s goods or services.

4. The quality of the vendor’s goods or services.

5. The extent to which the goods or services meet the District’s needs.

6. The vendor’s past relationship with the District.

7. The vendor’s references.

8. Any new factor discovered during the bid evaluation process, whether or not specifically listed in the RFP document.

9. And any other relevant factor specifically listed in the bid.

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SECTION III: CONTRACT REQUIREMENTS

General Description of Required Performance Outcomes

Where not more specifically described in any of the various sections of these specifications, services shall conform to all of the methods and operations of best standards and accepted practices of the profession involved and shall include all work required for completion of the services.

All services shall be executed by licensed personnel, as required by state law, as well as factory trained and authorized/certified fire alarm contractors for EST and Gamewell Fire Alarm Systems. Vendor shall provide full reporting and post inspection reports on www.buildingreports.com. All services must be performed according to the factory/manufacturer specifications using authorized factory parts.

Inspections must be communicated with the Maintenance Department prior to services performed.

Awarded Vendor shall follow the guidelines of this contract and keep District informed of any changes that need to be made in a prompt manner.

Hours of Work

Awarded Vendor will coordinate with the District contact person for scheduling necessary work hours for projects resulting from this contract. In general, the work hours will be from 8:00 a.m. to 4:00 p.m., Monday through Friday.

Vendor may need to modify work periods to accommodate school hours and activities, if necessary.

“Regular hours” are defined to be from 8 a.m. to 4 p.m. Monday through Friday, with the exception of national holidays. “Premium hours” are defined as all working hours which cannot be considered “Regular hours”.

The District reserves the right to assign a non-traditional workday or workweek schedule as specifically designated by the District for a particular Jobsite. The District reserves the right to change the scheduled work week from week to week if needed.

Service Response Times Emergency service calls (system down, fire alarm impairment): Response within 4 hours Urgent service calls: Response within 24 hours Routine service requests: Response within 48 hours

Failure to meet response times may be considered a performance deficiency.

Terms and Conditions of Contract for Services

The Awarded Vendor will not be permitted to either assign or underlet the contract, nor assign either legally or equitably any monies hereunder, or its claim thereto without the previous written consent of the Purchasing Agent of the District.

The Awarded Vendor declares that the only parties interested in this proposal as principals are named herein; that this proposal is made without collusion with any other person, firm or corporation; that no officer or agent of the District is directly or indirectly interested in this bid; and he proposes and agrees that if this proposal is accepted he will contract with the District in accordance with the specifications, also the terms and conditions as spelled out in this bid form.

No person, including but not limited to corporations, partnerships, limited partnerships or limited liability corporations, shall be eligible to receive a contract under this RFP if that person has been convicted of any felony offense involving the distribution of controlled substances and, for contracts to be performed for on-site services to the District, if that person or any person to be employed by that person in the performance of such on-site services has been convicted of a “sex offense” or a “sex offense involving a child” or a “sexually violent offense” or would meet the definition of “sexually violent predator” as those terms are defined in Section 178C of the General Laws and who must register with the sex offender registry board.

http://www.buildingreports.com/

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Contract Period

If awarded, the contract will commence August 1, 2026 – July 31, 2027 for an initial one (1) year term, unless terminated as provided for herein. Additionally, the term may be extended five (5) times for periods of one (1) year upon mutual agreement.

Price increases may be adjusted only at the time of contract renewal, if both parties agree. Any cost increase shall be based on the U.S. Bureau of Labor Statistics, Employment Cost Index, for the most recent 6-month period (http://www.bls.gov/databases & tools, ECI, Total Compensation, Private Industry, 6-month percent change) or up to a maximum 5% increase on the current pricing, whichever is lower. Price decreases or increases to discount percentage in favor of the District are acceptable at any time throughout the term of the contract.

The contract will be monitored for acceptable services rendered throughout the contract period. The District will have the option to cancel the contract for any reason with thirty (30) days’ notification. The District reserves the right to cancel and terminate any contract(s), in part or in whole, for any reason or for no reason, without penalty, upon notice to the Awarded Vendor. Chippewa Valley Schools reserves the right to cancel the contract immediately for due cause. Awarded Vendor shall not be entitled to lost profits or any further compensation not earned prior to the time of cancellation.

In the event that performance on the part of any party hereto shall be delayed or suspended as a result of circumstances beyond the reasonable control and without the fault and negligence of said party, none of the parties shall incur any liability to the other parties as a result of such delay or suspension. Circumstances deemed to be beyond the control of the parties hereunder shall include, but not be limited to, acts of God or of the public enemy;

insurrection; acts of the Federal Government or any unit of State or Local Government in either sovereign or contractual capacity; fires, floods; epidemics; quarantine restrictions; strikes, freight embargoes or delays in transportation, to the extent that they are not caused by the party’s willful or negligent acts or omissions, and to the extent that they are beyond the party’s reasonable control.

As a result of such delay, the District reserves the right to suspend work wholly or in part if deemed necessary for the best interest of the District. This suspension will be without compensation to the Awarded Vendor, other than to adjust the contract completion requirements.

Pricing and Invoicing Procedure All prices/discounts shall be F.O.B. Destination and shall include all charges that may be imposed in fulfilling the terms of this contract. Bidder shall provide a breakdown cost per hour for services performed during normal working hours (regular) and holidays/weekends (premium). Prices/discounts shall remain firm for a period of one (1) year.

Labor rates specified by the bidder shall include all such direct and indirect overhead costs such as transportation, general and administrative costs, etc. Labor rates will be paid on the basis of time at the site. Charges begin when the Awarded Vendor arrives at the job site and end when the crew leaves the job site. Time records will be verified by District staff.

The Awarded Vendor shall submit invoices upon the completion of any projects resulting from this contract listing the purchase order number and submitting to the ‘BILL TO’ address shown on the purchase order. The invoice shall be in a format acceptable to the District. The invoice must be accompanied by one copy of each signed sales/delivery ticket.

The Awarded Vendor is prohibited from any form of minimum billing. The Awarded Vendor is also prohibited from using this contract number or the resulting purchase order numbers related to this contract in billing for any commodity or service that is not covered specifically under this contract nor approved by the District.

Hold Harmless and Indemnify Guarantee The Awarded Vendor, to the fullest extent permitted by law, agrees to defend, pay on behalf of, indemnify, and hold harmless Chippewa Valley Schools, its elected and appointed officials, employees and volunteers, and others working on behalf of Chippewa Valley Schools, against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed, or recovered against or from the http://www.bls.gov/databases

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Awarded Vendor by reason of personal injury, including bodily injury or death and / or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this Contract.

Insurance Requirements A sample Certificate of Insurance shall be included with your bid proposal. In addition, prior to commencement of any work, a Certificate of Insurance executed by Awarded Vendor’s insurance agent or carrier showing required insurance coverage shall be submitted, specifically naming Chippewa Valley Schools. Each insurance policy to be furnished by Awarded Vendor shall include, by endorsement to the policy, a statement that a notice shall be given to Chippewa Valley Schools by certified mail thirty (30) days prior to cancellation or upon any materials change in coverage. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan.

Awarded Vendor shall provide Certificates of Insurance evidencing the above-required insurance, prior to commencement of this contract and thereafter with certificates evidencing renewals or replacements of said policies of insurance at least fifteen (15) days prior to the expiration or cancellation of any such policies. Said Notices and Certificates of Insurance shall be provided to the Purchasing Department.

As a condition of performing work for the District as a contractor, the Awarded Vendor must provide District with satisfactory evidence of their insurance coverage as follows:

Commercial General Insurance: $1,000,000 Per Occurrence, $2,000,000 General Aggregate coverage for Contractual Liability, Premise/Operations, Independent Contractors, Broad Form Property Damage, Products/Completed Operations and Personal Injury.

Business (Commercial) Automobile Liability Insurance: $1,000,000 Per Occurrence, Combined Single Limit for bodily injury and property damage. Coverage shall include all owned, non-owned and hired vehicles.

Professional Errors & Omissions Liability Insurance: $1,000,000 per occurrence and aggregate.

Umbrella Policy: $4,000,000 per occurrence, $4,000,000 aggregate.

Worker’s Compensation, including Employers’ Liability Insurance: covering your statutory obligations in the state (Michigan) in which your work for the District is to be performed. Employer’s Umbrella Liability coverage for $2,000,000 per accident.

Insurance Terms and Conditions:

1. Products-completed operations liability must be maintained for not less than one year after acceptance of completion of your work.

2. Each insurance carrier shall have a Best’s rating at B+ VII or better, and acceptable to the District.

3. The words “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” do not apply or have been removed.

4. The District shall be named as an additional insured by endorsement on the Awarded Vendor’s policy. This coverage shall contain no special limitations on the scope of protection afforded to the District.

5. The Awarded Vendor’s insurance coverage shall be primary insurance as respects to the District. Any insurance or self-insurance maintained by the District shall be in excess of the Awarded Vendor’s insurance and shall not contribute with it.

6. Any and all deletions/exclusions/restrictions from this coverage require the prior written consent of Chippewa Valley Schools.

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7. Any deductibles or self-insured retentions must be declared to and approved by the District. The Awarded Vendor shall be liable for the payment of any deductible over $1,000 applicable to any coverage.

8. General Liability and Auto Liability limits may be attained by individual policies or by a combination of underlying policies with umbrella and/or excess liability policies.

9. If Awarded Vendor, for any reason, fails to provide and maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. The District, at its sole option, may terminate this Agreement and obtain damages from the Awarded Vendor resulting from said breach.

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SECTION IV: WORK SPECIFICATIONS

General Work Specifications

All services shall be executed by licensed personnel, as required by law, as well as factory trained and authorized/certified contractors. See attached Exhibit A for listing of current District fire panel equipment.

Bidder shall be responsible for locating duct detectors and door holders. Sensitivity value requirements for smoke detectors shall be dictated by state and manufacturer requirements. Bidder shall refer to state requirements to determine if door holders are a part of the scope of work in this bid. Bidder shall refer to state and manufacturer requirements for low test values for batteries. Bidder is solely responsible for including all testing required by the State of Michigan, whether or not the devices are individually listed in this RFP.

VOLUNTARY ALTERNATE 1 – ROLL-UP DOOR INSPECTIONS

The District is requesting optional pricing for the inspection of roll-up doors located throughout the District facilities.

This work is being issued as a Voluntary Alternate 1 and is not included in the Base Scope of Work for Fire Alarm Services.

Bidders are not required to submit pricing for this alternate; however, only those bidders who provide complete responses to this section will be considered for award of the alternate.

Scope of Services (Roll-Up Door Alternate) If proposing on this Voluntary Alternate, the Contractor shall furnish all labor, supervision, equipment, materials, and reporting necessary to perform inspection services for roll-up and overhead doors.

Services shall include, at a minimum:

• Inspection of door systems in accordance with:

o Manufacturer recommendations o Applicable codes and standards (including NFPA 80 where fire-rated doors are present, if applicable)

• Evaluation of the following components:

o Door operation (opening/closing function) o Tracks, rollers, hinges, and hardware o Safety devices (photo eyes, edge sensors, auto-reverse) o Springs, cables, and motor operators (if applicable) o Condition assessment (wear, damage, alignment issues)

• Documentation of deficiencies and recommended corrective actions

• Written inspection reports for each site/facility

Additional Information Required Bidders submitting pricing for this alternate shall also include:

• Description of inspection methodology

• List of applicable standards followed

• Sample inspection report

• Technician qualifications/certifications

• Any assumptions or exclusions

• Recommended inspection frequency (if not specified by District)

Inspection Frequency All inspections shall meet or exceed NFPA 72 requirements unless otherwise specified by the District. At a minimum

– annual system-wide inspection and additional testing as required by code. The District reserves the right to accept, modify, or reject the proposed frequency. Contractor shall not reduce scope based on pricing assumptions.

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Deliverables The Contractor shall provide:

• Written inspection reports for each building or site

• A summary of deficiencies categorized by priority (e.g., safety, operational, preventive)

• Recommended corrective actions and estimated urgency

• Digital copies of all reports in a format acceptable to the District A sample inspection report shall be included with the bid submission.

Contractor Qualifications Bidders proposing this alternate shall demonstrate:

• Experience performing roll-up/overhead door inspections of similar scope

• Familiarity with applicable safety standards and manufacturer requirements

• Qualifications and training of personnel performing inspections

Exclusions The following, unless specifically included by the bidder, shall be considered outside the scope of this alternate:

• Major repairs or component replacement

• Emergency service calls

• Capital improvements or system upgrades Any exclusions or assumptions shall be clearly identified in the bidder’s proposal.

District Responsibilities The District will provide:

• Access to facilities during normal working hours (unless otherwise arranged)

• Available inventory information for roll-up doors, if known

VOLUNTARY ALTERNATE 2 – INTERNET REPORTING SYSTEM

District currently has a barcode system in place on all devices. Vendor shall be responsible for replacing any missing barcodes on the devices. Vendor shall provide a barcode testing system with full reporting capabilities and Vendor must post inspection reports on www.buildingreports.com. Vendor must provide District with a secure login and password entry into this website to view the reports at no charge.

Awarded Vendor must have an agreement with buildingreports.com or equivalent system meeting the following requirements:

• Cloud-based access for District staff

• Time-stamped inspection verification

• Barcode/scanning capability

• Historical data retention and transfer

• Exportable compliance reports

Contractor shall be responsible for migrating historical data if an alternate system is proposed.

Basis of Award The Voluntary Alternates:

• Will not be included in determining the lowest responsive and responsible bidder for the base contract award

• May be awarded at the District’s sole discretion

• May be awarded in whole, in part, or not at all

• May be awarded to the primary contractor or another qualified contractor, if deemed in the District’s best interest

The information furnished in this RFP is provided for bidding purposes only and is not intended in any way to describe or guarantee either the maximum or minimum amount of work to be done. Reports provided by the District through this RFP are to be used for illustrative purposes only and is no guarantee to be 100% complete or accurate. Awarded http://www.buildingreports.com/

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Vendor remains solely responsible for identifying, inspecting and servicing all district systems. The information shown in the Exhibit documents are estimated only and the Awarded Vendor will be required to furnish complete services as needed by the District during the period of the contract. Bidder is solely responsible for touring the locations and verifying the amount of work needed at all buildings.

All parts shall be “new” and the current standard product of an established manufacturer. Replacement parts and/or installation of new equipment exceeding $500.00 in one area must be pre-approved by Jeff Atkins, Director of Auxiliary Services or Frank Houston, Director of Custodial and Skilled Maintenance, phone: (586) 723-2255.

The District reserves the right to add sites and purchase additional similar items/services that are not listed on the bid. Vendor is to make these similar items/services available to the District through this Contract at the same discounted awarded pricing. Price decreases are encouraged. Volume discounts on these similar items/services are acceptable by the District.

The Maintenance Department will determine acceptability of all work and/or services performed. The District reserves the right to make unannounced periodic inspections of the work in progress. Awarded Vendor shall contact the Maintenance Department prior to beginning work. All work must be coordinated around school operations to ensure the safety of students and staff. Permits, licenses, and taxes shall be the responsibility of the Awarded Vendor at no additional cost to the District.

If the work and/or services are not acceptable, the Awarded Vendor will be called in to review and correct all problem areas without additional cost to the District. Upon notification by the District, the Awarded Vendor will complete repairs to deficient work and/or services in accordance with a schedule jointly agreed upon. Awarded Vendor shall be solely responsible for submitting reports to the State Fire Marshall.

The Awarded Vendor shall provide a complete, workmanlike, well executed job in accordance with these specifications and all applicable national and local codes. Any additional code requirements requested by the District shall be noted within. In cases of conflict between requirements, that requirement which is in compliance with all applicable codes, and which is also, in the opinion of Chippewa Valley Schools, more advantageous to the District, shall govern.

It is conditioned that the Awarded Vendor complies in all respects with the terms, conditions, and obligations of the agreement and his/her obligations thereunder including the specifications. In cases where delays are clearly not the Awarded Vendor’s responsibility (such as scheduling inspections and the like), the Awarded Vendor is responsible for notifying the appropriate Maintenance Department contact person for explanation of procedures. The Awarded Vendor must investigate and report on any complaints that might arise in connection with the use of his/her material and supplies.

Warranty The Awarded Vendor shall deliver to the District upon completion of all work for any projects resulting from this Contract, his/her written guarantee, made out to the District and in a form satisfactory to the District, guaranteeing (and he/she does hereby guarantee) all of the work under the Contract to be free from faulty materials in every particular, free from improper workmanship, and against injury from proper and usual wear, and agreeing (and he/she does hereby guarantee) to replace or to re-execute, without cost to the District, such work as may be found improper, and to repair all damage caused to the other work or the other work and/or materials, due to such required replacement or re-execution.

This guarantee shall be made to cover (and does hereby cover) a period of one (1) year from the date of substantial completion of any work resulting from this Contract, as evidenced by the District’s final certificate of payment and completion, or for a longer period of time where so stipulated in the Contract documents.

When defective workmanship and/or materials are discovered requiring repairs to be made under this warranty, all such repair work shall be done by the Awarded Vendor at his own expense within five (5) days after written notice of such defect has been given to him by the District. Should the Awarded Vendor fail to repair or correct such

15 | Fire Alarm Services RFP 2.2627 defective workmanship and/or materials within five (5) days after being notified, the District may make the necessary repairs and charge the Awarded Vendor with the actual cost of all labor and material required.

Specific Work Requirements and Invoicing All work done under this contract shall be according to all applicable state and national laws. All vendors providing services under this contract are to be in good standing and licensed as required by law. A current copy of the Bidder’s license must be submitted with the bid. The bidders shall submit, with the bid, a copy of the current license for any and all business that will be performing subcontracting work for the District under this contract. Copies of the Awarded Vendor’s and subcontractor’s licenses will be retained in the contract file.

Authorization for Services In general, a building’s occupants do not have the authority to authorize services or purchases under this contract.

If a building request is made directly to the Awarded Vendor, the Awarded Vendor must first contact the Maintenance Supervisor for instructions. No one can authorize additional services or purchases under this contract number that are not specifically listed in this contract other than the Purchasing and Maintenance Supervisors.

Cost of Parts Included in Service All services are to include all necessary parts, materials, or components to complete the required service.

Billable Parts Any parts, materials, or components that are missing or damaged due to use of the equipment, vandalism, theft, etc. and are not the responsibility of the Awarded Vendor by law may be billed separately under the appropriate billing line. Parts that are required for the service are to be included in the unit cost for the service. A price list for replacement parts will be provided to the Maintenance Department prior to the start of work under the contract.

Determination of Service Required It shall be the responsibility of the Awarded Vendor to determine what maintenance or service is required and appropriate for each system, and to maintain the necessary record keeping as required by law.

16 | Fire Alarm Services RFP 2.2627

SECTION V: BID PROPOSAL FORM District-wide Fire Alarm Services 2.2627

Bidder Acknowledgements and Certifications

By signing below, I certify that this proposal complies with all Terms and Conditions set forth in the RFP. I further certify that this proposal is not the result of, nor influenced by, any unlawful collusion, fraud, or other prohibited activity with any individual or organization engaged in similar business. I understand that fraud and unlawful collusion are federal crimes and may result in fines, imprisonment, and civil penalties.

My signature also certifies that this firm has no business or personal relationships that would constitute, or appear to constitute, a conflict of interest with Chippewa Valley Schools. This includes any principals, officers, agents, employees, or representatives of this firm who may have such relationships related to the work or services resulting from this request and any subsequent contract.

I further certify that this firm is not currently debarred, suspended, or otherwise ineligible to participate in federal or state contracts, and that it has not been voluntarily excluded from any federal or state program. I acknowledge that submitting a bid while debarred or suspended violates federal and state law and may result in contract termination as well as additional penalties.

I acknowledge that the bid proposal, all issued addenda, bid requirements, terms and conditions, and vendor specifications are integral components of the resulting contract.

The undersigned agrees to execute a contract for the work covered by this proposal if notified of acceptance within ninety (90) days of the proposal date.

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

Company Name: ______________________________________________________________________________

Address, City, State, Zip: ________________________________________________________________________

Name of Contact Person:________________________________________Title:____________________________

Phone: ________________________________ Email: _______________________________________________

Signature:_______________________________________________ Date: _______________________________

ADDENDUM

The undersigned acknowledges receipt of the following addendum, if any, issued by the District:

Addendum # __________ dated __________ Addendum # __________dated ___________

Addendum # __________ dated __________ Addendum # __________dated ___________

If no Addendums were issued, please acknowledge: ______________ (initials)

17 | Fire Alarm Services RFP 2.2627

PRIMARY ACCOUNT REPRESENTATIVE

If awarded this bid, Bidder shall assign a dedicated local sales representative to handle our account.

Name of Local Rep: _____________________________________________________________________

Address: _____________________________________________________________________________

Phone: _____________________________________ Email: ___________________________________

Number of other Michigan school districts Representative currently handles: ___________________________

SERVICE GUARANTEE

Bidder shall detail the service and warranty guarantee that they are offering to the District.

SUBCONTRACTORS

List any and all subcontractors to be used for work.

ADDITIONAL REQUESTED INFORMATION

1. A Corporation organized and existing under the laws of the State of _______________________

2. How long has your company been in business full-time? ______________ Years

3. Has your company been disbarred or suspended from doing business with any State Government in the past five years? □ Yes □ No

BID ACKNOWLEDGEMENTS

Bidder has read and understands the bid instructions, specifications, and requirements □ Yes □ No

Bidder acknowledges that all bid proposals will be evaluated as “submitted.” □ Yes □ No

Bidder has acknowledged any and all exceptions to the bid specifications on the Bid

Proposal Form. □ Yes □ No

Bidder acknowledges that the District may, at their option, reject any and all proposals, and award to the bidder with the most advantageous proposal. □ Yes □ No

Bidder agrees to hold their pricing firm for twelve (12) months. □ Yes □ No

Bidder has attached for District’s review of any proposed contract documents that his firm would require as part of a bid award. Bidder cannot submit proposed contract language at any time after submission of bid the response. □ Yes □ No

18 | Fire Alarm Services RFP 2.2627

REFERENCES

Please provide a minimum of three (3) references, preferably school districts other than Chippewa Valley Schools, for similar services in the past three years.

(1) School District Name/Company:_________________________________________________________

Contact Person:____________________________________________ Title: _____________________

Phone:____________________________ Email: ___________________________________________

(2) School District Name/Company:_________________________________________________________

(3) School District Name/Company:_________________________________________________________

CONTRACT EXTENSION PERIODS:

This contract may be renewed annually, up to five (5) total renewals, upon mutual agreement. The option of which will be determined at the end of the first contract year. The District plans to utilize the U.S. Bureau of Labor Statistics Employment Cost Index (http://www.bls.gov) or up to a maximum 5% increase on the current pricing, whichever is lower, for the most recent 6-month period as the basis for pricing changes.

Bidder shall indicate agreement with only ONE of the choices below:

□ Bidder Agrees OR □ Bidder Does Not Agree with utilizing this index for possible contract extensions.

If Bidder does not agree with utilizing this index, then Bidder must offer an alternative index below:

Alternative Index:_____________________________________________________________________________

BID EXCEPTIONS:

Bidder shall indicate any deviations/exceptions to the scope of RFP below. Please do not attach a company letterhead in lieu of any entry on the section below. In the absence of any entry on the section below, the Bidder assures the District of their full compliance with the specification and conditions as listed in this RFP.

http://www.bls.gov/

19 | Fire Alarm Services RFP 2.2627

SECTION VI: BID PRICING FORM District-wide Fire Alarm Services 2.2627

BASE BID A: FIRE ALARM PANEL INSPECTION COST PER BUILDING:

Little Turtle Preschool: $_________________________

Cherokee Elementary School: $_________________________

Cheyenne…