RFP 2021-01 Sub-Compact Tractor.pdf

RFP 2021-01

Sub-compact Tractor with Implements

Central Lake Public Schools

August 2020

OWNER

8169 W State St Central Lake, MI 49622

Date: 08/01/20

RFP 2021-01 Sub-compact Tractor with Implements

The Superintendent’s Office for:

8169 W State St

Central Lake, MI 49622 is seeking bids to provide a sub-compact tractor with various implements.

RFP Contact Information:

Please direct all questions to:

Steve Groll Email: sgroll@clps.k12.mi.us cc to: Jason Powell

Email: powell@clps.k12.mi.us

Important Dates:

Question submission deadline …………… Thursday, August 13, 2020* Bid submission deadline ……………...….. Thursday, August 20, 2020, 1:00pm* Bid opening …………………………………. Thursday, August 20, 2020, 1:00pm* Bid awarding date …………………….….... Monday, September 14, 2020*

* Central Lake Public Schools reserves the right to extend all dates and deadlines. All extensions will be uploaded alongside this RFP on the district’s website. Navigate to www.clps.k12.mi.us then follow the links Resources > Requests for Proposals.

Bidding Procedures:

● Questions and Answers: All questions shall be sent by email to Steve Groll and cc’d to Jason

Powell (contact information above). Questions and their responses will be uploaded alongside this RFP on the district’s website www.clps.k12.mi.us then follow the links Resources > Requests for Proposals. Central Lake Public Schools will make every effort to respond to questions within two business days.

● Bid Submissions: Sealed bids should be mailed or hand-delivered in an envelope clearly marked “Sub-compact Tractor Bid” to:

Central Lake Public Schools 8169 W State St PO Box 128 Central Lake, MI 49622-0128 Attn: Lenore Weaver

RFP 2021-01 Sub-compact Tractor with Implements mailto:sgroll@clps.k12.mi.us mailto:powell@clps.k12.mi.us http://www.clps.k12.mi.us/ http://www.clps.k12.mi.us/

Bids must be received at 8169 W State St, Central Lake, Michigan by 1:00pm on Thursday, August 20, 2020. Central Lake Public Schools will make a final check of its Post Office Box at 10:00am Thursday, August 20, 2020.

● Awarding of contract(s): Contracts will tentatively be awarded at the regular meeting of the school board of Central Lake Public Schools, Monday, September 14, 2020.

Bidding and Vendor Requirements:

● Vendors may bid on all or a portion of the items listed in this RFP.

● Vendors may submit multiple proposals.

● Proposals shall include all costs required to deliver the tractor, with all implements, to the owner's location at 8169 W State St, Central Lake, Michigan. Proposal shall also include all costs to train owners to properly attach and detach all implements and to properly engage implements for operation.

● Bids are to be submitted in accordance with the plans and/or specifications in the Scope of Goods and Services Requested section (see below).

● Specification deviations and/or alternatives should be clearly indicated in each proposal, and indicated by specification, listing what the deviation is, why the deviation is suggested, and what benefit there is to the school district.

● Bidders are not permitted to take advantage of any errors or omissions in specifications since new instructions will be given should they be called to our attention not less than two (2) working days before bids are due.

● No bids will be accepted after the time specified for submission. Bids will be available for examination after they have been opened by the board of education designee.

● If you wish to receive interpretations of the bid specifications, please direct your questions to the RFP Contact listed above. If a change in specifications is found desirable, the school district will notify all bidders by email, and may postpone the bidding date if necessary.

Instructions for Preparing a Bid Package:

● The Bid Sheet (see below) shall appear as the first page of your bid package with company's name, address, phone, e-mail, and contact person listed.

● Your proposal(s) shall immediately follow the Bid Sheet. Each proposal shall start with a Proposal

Sheet (see below) to clearly delineate one proposal from another.

● A page of References shall follow the last page of your last proposal.

● A page of Web Links to product specifications and warranty terms for all proposed items shall follow the References page. In lieu of web links the vendor is permitted to include paper specification sheets and warranty terms.

● The completed Appendix A – Familial Relationship Disclosure Statement form shall follow the Web Links page. Please note: this must be notarized.

● The completed Appendix B – Iran Business Relationship Affidavit form shall follow the Familial Relationship Disclosure Statement form.

● A draft contract shall be the final item in the bid package. This document should be a template of the instrument that will be used to complete a purchase agreement.

● Submit the original bid package along with one (1) complete copy.

● Bid package example:

○ Bid Sheet (form below)

○ Proposal Sheet #1 (form below)

○ Proposal Sheet # … (one sheet per additional proposal, if any)

○ References

○ Web Links (or full paper item specifications and warranties)

○ Appendix A - Familial Relationship Disclosure Statement - notarized! (form below)

○ Appendix B - Iran Business Relationship Affidavit

○ Contract Template

Miscellaneous Other Stipulations:

Delivered products will be inspected for compliance with the accepted bid proposal. It is the vendor’s responsibility to correct any errors in the products by immediate replacement and provide for the return of any non-compliant products at no cost to the district. The district will only pay for products which meet the specifications of the accepted bid proposal.

Payment in full will be issued within 30 days after all products have been received and inspected for compliance to the accepted bid proposal.

The vendor agrees to hold and save the Central Lake Public Schools, its officers, agents, and employees harmless from liability of any kind, including costs and expenses, with respect to any claim, action, cost or judgement for patent, copyright or trademark infringement arising out of the purchase or use of equipment, materials, supplies, or services covered by this contract.

Central Lake Public Schools is exempt from state and federal taxes.

The laws of the state of Michigan shall govern the rights, obligations, and remedies of the parties under this bid and any agreement reached through this process.

Vendor Selection:

● Although pricing of goods and services will be the most heavily-weighted factor in awarding contracts, it is possible that the lowest bid will not be awarded the project or portions thereof. Other criteria will be considered, including, but not limited to the following:

○ Vendor Qualifications

○ Quality of Product

○ References

○ Level of Experience

○ Quality of Proposal

● Board approval is required prior to awarding contract(s)

● Central Lake Public Schools reserves the right to:

○ Be the sole judge of equivalency or compatibility

○ Choose one or more bidders to provide the goods and services listed in this RFP

○ Accept or reject any or all bids

○ Waive any bid requirement in accepting or rejecting bids

Scope of Goods and Services Requested:

● Sub-compact tractor

○ 18 to 26 horse power

○ Hydrostatic transmission

○ Four-wheel drive

○ Turf tires (loaded with tire ballast)

○ Wheel weights

● Cab

○ Same brand as tractor (if available)

○ Enclosed and heated (prefer no air conditioning)

○ Front windshield wiper

○ Front and rear LED work lights

○ Amber overhead LED warning light

● Snow blower

○ Two-stage

○ Minimum 48 inches, maximum 60 inches

○ Front mounted

○ Hydraulically controlled chute: up-down, side-to-side

● Back blade

○ 60 inches

○ Category 1 hitch

○ Skid shoes

○ ½ x 6 inch cutting bar - reversible

○ Hydraulic angling (if available)

● Loader with Bucket and Forks

○ 48 inch

○ Quick attach (if available)

● Training

○ Demonstrate proper method for attaching and detaching each implement

○ Demonstrate proper method for engaging each implement for operation

BID SHEET

(This should be the first page of the returned bid package)

Having read the entire RFP package issued by the board of education for a Sub-compact Tractor with Implements for the Central Lake Public Schools, and having attached to this bid sheet all of the required documents, the undersigned proposes to furnish the specified products. In the best interest of the school district, the vendor has the option to provide alternative configurations. Any additional charges above the quoted costs are subject to negotiation with the school district and must arise from items not specified in the Scope of Goods and Services Requested.

Official Statement by Bidder:

This proposal contains statements to the following effect, signed by an individual authorized to bind the vendor.

1) The vendor has read, understands and agrees to the terms and conditions set forth in the proposal(s).

2) The terms and conditions set forth in the proposal(s) will remain for 60 days from the bid submission deadline.

3) The vendor is not aware of any conflict of interest regarding the supplying of products/services for

Central Lake Public Schools.

4) The Central Lake Public Schools is exempt from Michigan sales tax. The vendor guarantees that all applicable taxes, shipping, freight, handling, and training costs are included in the total bid.

5) The vendor agrees to negotiate payment terms that are satisfactory to both parties; the vendor and

CLPS.

Company Name: ____________________________________

Contact Person: ____________________________________

Address: ______________________________________________________________________________

Phone: ____________________________

Email: _____________________________

Authorized Signature Title Date

PROPOSAL SHEET

(There should be one of these sheets per complete configuration)

Please check one of the following items which best describes this proposal:

❏ Addresses the complete project described in the Scope of Goods and Services Requested

❏ Addresses a portion of the project described in the Scope of Goods and Services Requested

❏ Addresses the complete project described in the Scope of Goods and Services Requested using a deviation

❏ Addresses a portion of the project described in the Scope of Goods and Services Requested using a deviation

Company Name: ________________________________________

Proposal: #_______________________

Total Proposal: $_______________________

Date: ________________________

If this proposal contains a deviation from the requested proposal, please briefly describe the deviation:

APPENDIX – A

Familial Relationship Disclosure Statement

Important: This disclosure must be included with your bid as required by state law.

As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Central Lake Public Schools Board of Education or the Superintendent of Schools. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of:

____________________________________________ (the “Bidder”), pursuant to the familial disclosure requirement provided in the Central Lake Public Schools invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the Central Lake Public Schools Board of Education or the Superintendent of Schools. If such a relationship exists, please explain:

(Listing of names follows or “None” of no such relationship exists.)

By: ______________________________________ (Bidder’s Signature)

Name: ______________________________________ (Type or Print)

Date: ______________________________________

Subscribed and Sworn to Before Me:

This _______ day of ___________________, 2020 A.D., in and for the County of

__________________________, State of _____________________.

My commission expires ___________________________________________.

Signature of Notary

APPENDIX – B

Iran Business Relationship Affidavit

Important: This disclosure must be included with your bid as required by state law.

Effective April 1, 2013 all bids, proposals, and/or qualification statements received in the State of Michigan must comply with the “Iran Economic Sanctions Act”. The following certification is to be signed and included at the time of submission.

Certification

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business” as the term is defined in the Act.

Signature Title

Company Date