RFP_ Auditorium Lighting & House Lighting Replacement Project.pdf

REQUEST FOR PROPOSALS (RFP)

Auditorium Lighting & House Lighting Replacement Project

1. INVITATION TO BID

Bloomingdale Public Schools (“BPS,” “Owner,” or “District”) is soliciting sealed bids for a complete auditorium lighting system replacement and house lighting LED upgrade at Bloomingdale Middle and High School.

This project is funded through bond proceeds and is subject to:

● Michigan competitive bidding requirements

● Michigan prevailing wage law

● All applicable Board policies and state/federal regulations

2. PROJECT OVERVIEW

The District seeks a qualified contractor to provide a complete, turnkey theatrical and house lighting system, including:

● Removal (as required) and installation of new lighting systems

● Full system integration (stage + house lighting)

● Programming and commissioning

● Staff training

● Warranty support

This project includes both stage/theatrical lighting AND auditorium house lighting upgrades.

3. MANDATORY SITE VISIT REQUIREMENT

This is a REQUIRED condition of bidding.

Bidders must either:

1. Attend the scheduled pre-bid meeting, OR

2. Schedule a site walkthrough in advance with the District

Failure to complete a site visit will result in disqualification of the bid.

The intent is to ensure all bidders fully understand:

● Existing conditions

● Infrastructure limitations

● Installation requirements

Pre-Bid Meeting (Mandatory OR Schedule Alternative Visit)

● Date: 4/27/26

● Time: 9:00 a.m.

● Location: Bloomingdale MS/HS Auditorium

To schedule an alternate visit:

Contact Chris Serdel at 269-521-3905 or cserdel@bdalecards.org

4. BID SUBMISSION

● Due Date: 5/4/26 by 12:00 p.m.

● Location: BPS Administrative Office, 629 E. Kalamazoo St., Bloomingdale, MI 49026

● Submission:

○ 2 hard copies

○ 1 electronic copy

Envelope labeled:

“Auditorium Lighting RFP – Bloomingdale Public Schools”

Late bids will not be accepted.

5. PUBLIC BID OPENING

All bids will be publicly opened and read aloud in compliance with Board policy

● Date:5/4/26

● Time:12:15 p.m.

● Location:BPS Administrative Office, 629 E. KalamazooSt., Bloomingdale, MI 49026

6. SCOPE OF WORK

The contractor shall provide a complete, fully operational lighting system, including:

6.1 Stage / Theatrical Lighting System

The system shall include (or approved equivalent):

● 1 LED Lighting Control Console (4-universe minimum) with programming & training

● 1 package DMX Snapshot system with:

○ SM-8 Switch (8-button)

○ (2) SS-08 wall stations

● 20 LED Ellipsoidal Fixtures (300W RGBALC)

● 20 Lens tubes (26° / 36°)

● 6 Linear LED Wash Fixtures (RGBC/WW, DMX controlled clear/frost)

● 10 RGBW Zoom Wash Fixtures (5°–60°)

● 4 Dual 20A relay modules for dimmer rack

● 1 RDM/DMX optical splitter (1x6)

● 1 Rack mount shelf

● All required wiring, rigging, connectors, and accessories

6.2 House Lighting LED Upgrade

Contractor shall provide and install:

● 22 4” LED hanging can fixtures

○ 65W / 120V / 3000K / CRI 93

○ 60° beam angle

○ TRIAC dimming to 1%

● 24 6” LED retrofit ceiling can fixtures

○ 60W / 120V / 3000K / CRI 93

○ TRIAC dimming

● 8 2x2 LED troffer fixtures (30W, adjustable CCT)

Includes full:

● Design

● Installation

● Programming

● Training

6.3 System Requirements

All proposals must include:

● Complete system design

● Installation of all components

● Programming of system

● On-site training for staff

● Integration of stage and house lighting systems

● Coordination with existing infrastructure

6.4 Warranty

● Minimum 1-year system warranty required

6.5 Installation Requirements

● Contractor responsible for all labor, equipment, and materials

● Work must comply with all electrical and safety codes

● Contractor responsible for cleanup and disposal

● Protect existing finishes and equipment

7. PREVAILING WAGE REQUIREMENTS

This is a State Project and subject to prevailing wage law.

Contractors must:

● Pay prevailing wages and fringe benefits

● Include wage rates in bid

● Maintain certified payroll records

8. BID REQUIREMENTS

8.1 Bid Security

● 5% bid bond required

8.2 Performance & Payment Bond

● Required upon award (100% contract value)

8.3 Required Submittals

Bids must include:

1. Completed Bid Proposal Form

2. Bid Bond

3. Familial Relationship Affidavit

4. Iran Economic Sanctions Affidavit

5. References (minimum 3 similar projects)

6. Proof of insurance

7. Contractor qualifications

Failure to include required documents will result in rejection.

8.4 Contractor Qualifications

● Minimum 5 years experience with theatrical lighting systems

● Demonstrated K–12 or auditorium projects

● Licensed and insured in Michigan

8.5 Bid Quote Expectations

● Bid quotes are guaranteed for 90 calendar days.

8.6 Insurance Documentation

● Bidders shall submit appropriate documents of insurance reflecting the following coverages (certificates of accord); workers compensation $500,000, liability $1,000,000, coverage pertaining to vehicles, property damage and public liabilities, personal injury, etc., and shall hold the school district blameless in any incident involving the contractor, contractor employees, contractor equipment, and contractor vehicles.

The District shall be named as an additional insured on all applicable policies, and Bidder shall not reduce, cancel, or modify insurance coverage without providing at least thirty (30) days' prior written notice to the District.

8.7 Questions

● Direct all questions and requests for clarification regarding said proposal to Chris Serdel at cserdel@bdalecards.org.

● Responses to substantive questions and any addenda will be issued via posting.

● Bidders are responsible for monitoring the posting for updates.

● Bidders may advise the District of their intent to submit a proposal.

Bidders who do so will be notified if addenda are issued; however, it remains the bidder’s responsibility to ensure that all addenda have been received and acknowledged.

9. EVALUATION & AWARD

● The District will evaluate bids and may award the contract to the lowest responsible bidder, taking into consideration qualifications, experience, compliance with specifications, and overall value to the District, consistent with applicable Board policies.

● The District reserves the right to:

○ Reject any or all bids

○ Waive any irregularities or informalities in the bidding process

○ Award the contract in whole or in part

10. BLOOMINGDALE PUBLIC SCHOOLS BID PROPOSAL FORM

Company Name:___________________________________________________________

Address:___________________________________________________________________

Contact Person:____________________________________________________________

Email / Phone:_____________________________________________________________

Base Bid (Turnkey Project)

Total Lump Sum: $_____________________

Alternate Pricing (Optional)

● Alternate #1: ________________________________________________ $________

● Alternate #2: ________________________________________________ $________

Project Timeline

Estimated Completion: ___________________

Addenda Acknowledgment

The bidder acknowledges receipt of all addenda issued for this project and confirms that such addenda have been incorporated into this proposal.

Authorized Signature: __________________________

Date: __________________

11. GENERAL CONDITIONS

● Contractor responsible for permits and inspections

● Work must not disrupt school operations

● District reserves right to terminate for non-performance

Bloomingdale Public Schools

AFFIDAVIT OF BIDDER

Familial Relationship

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of Bloomingdale Public Schools Board of Education or Bloomingdale Public Schools Superintendent must be accompanied with the bid . Bids without this affidavit will not be accepted.

The members of Bloomingdale Public Schools Board of Education are: Dan Stafford, Mark Parsley, Jodi Sower, Magan Scherer, Maria Sustaita, Josh Odell, and Chris Hodgman.

Bloomingdale Public Schools Superintendent is: Rick Reo

□ The following are the familial relationships:

□ There are none.

The undersigned, authorized representative of the bidder ___________________ does hereby acknowledge that the bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder (Company) Representative

Bloomingdale Public Schools

AFFIDAVIT OF COMPLIANCE

Iran Economic Sanctions Act

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below-named bidder (the “Bidder”), pursuant to the compliance certification requirement provided in Bloomingdale Public Schools (the “School District”) Request For Bids Auditorium Lighting Compliance(the “RFB”), hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event the Bidder is awarded a contract as a result of the aforementioned RFB, the Bidder will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Act defines an Iran Linked Business as an individual or any entity, including all successors, parent companies, subsidiaries and companies under common control, engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, including providing of products used to construct or maintain oil or liquefied natural gas pipelines.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on a Request for Proposal for three (3) years from the date it is determined that the person has submitted the false certification.

The undersigned, authorized representative of the bidder __________________ does hereby acknowledge that the bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder (Company) Representative

Print Name:______________________________ Title: __________________________