RFP - Bond_ Propane Infrastructure and Fueling System (1).pdf

Manchester Community Schools Sandra Wiitala, President Steve Head, Superintendent Michael Tindall, Vice President Board of Education Christine Deacons, Secretary 710 Main Street Jennifer Caszatt, Treasurer Manchester, MI 48158 Rebecca Harvey, Trustee

(734) 428-9711 Colleen Schoenfeld, Trustee Brandon Woods, Trustee

Request for Proposal: Propane Infrastructure

Project Timeline:

Release of RFP: April 28th, 2026

Technical Question Deadline: May 5th, 2026, 3:00 PM EST

Proposal Due Date and Time: May 12th, 2026 10:00 AM EST

Bid Opening: May 12th, 2026 10:30 AM EST

Board Approval of Award May 18th, 2026

RFP Awarded: May 19th, 2026

Project Completion Date: As soon as possible after being awarded.

1. Introduction The Manchester Community School District is in Southwestern Washtenaw County, approximately 20 miles southwest of Ann Arbor. The school district enjoys a high level of involvement and support from parents and citizens. The Manchester Community Schools offer a robust academic program which includes strong core content area instruction, as well as art education, physical education, vocal and instrumental music, business and technology courses, career technical opportunities, athletics, foreign languages, Advanced Placement courses, and a broad array of extracurricular activities. The Manchester Community SchManchester Community Schools is located in Southwestern Washtenaw County, approximately 20 miles southwest of Ann Arbor. The District enjoys a high level of involvement and support from parents and community members and provides educational excellence in a caring community.

Manchester Community Schools is seeking sealed proposals from qualified vendors for propane infrastructure and fueling system equipment, installation, related electrical and concrete work, fueling management components, permitting, inspections, training, and related services necessary to provide a complete and operational propane autogas dispensing system for District transportation use.

The District intends for this RFP to allow open competition. Brand names, model numbers, or specific components referenced in the scope or attachments are included to describe the District’s desired level of quality, performance, functionality, and compatibility. Equivalent products or systems may be proposed; however, all proposed substitutions must be clearly identified and must meet or exceed the stated specifications.

2. Scope of Work The selected vendor shall provide all labor, equipment, materials, project coordination, permitting support, inspections, freight coordination, installation, startup, testing, training, and documentation necessary to furnish a complete propane infrastructure and fueling system consistent with Attachment A.

At a minimum, the project includes propane autogas storage and dispensing equipment, pump and motor equipment, filtration, required safety signage and equipment, fuel management system components, electrical work, concrete pad and bollard installation, system startup, and training. Proposals must clearly identify any work, materials, equipment, permits, utility work, site preparation, fuel, excavation, rigging, or other items excluded from the proposal or expected to be provided by the District or another party.

See Attachment A: Propane Infrastructure and Fueling System Scope and Specifications for the detailed scope of work.

3. Proposal Requirements To facilitate a thorough evaluation of proposals, interested vendors must include the following information and documents in their submission.

● Vendor Qualifications and Experience. Each proposal shall include a brief company profile, years of experience with propane autogas fueling systems or comparable infrastructure, qualifications of key personnel, and at least three references for similar projects. References should include the customer name, project type, contact person, phone number, and email address.

● Project Approach and Schedule. Each proposal shall include a description of the vendor’s approach to completing the project, including anticipated lead times, installation sequence, required District coordination, anticipated site access needs, startup and testing plan, training plan, and proposed substantial completion date.

● Product Specifications and Substitutions. Proposals shall include manufacturer, model number, product data, specification sheets, warranty information, and performance details for major equipment and components. If proposing equivalent equipment, the proposal must clearly identify the substitution and explain how the proposed item meets or exceeds the specification.

● Pricing Requirements. Pricing must be complete and all-inclusive. Proposals must include all costs necessary to complete the work, including equipment, installation, materials, labor, freight, shipping and handling, permits, inspections, startup, training, warranty, and any other charges. The District will not be responsible for added expenses that were not disclosed in the proposal unless authorized in writing through an approved change order.

Vendors must provide a pricing breakdown using the following categories, or a similar format:

Pricing Category Proposed Cost Propane storage, dispensing, pump, filtration, and related equipment $ Fuel management system equipment and setup $ Electrical labor and materials $ Concrete pad, bollards, and related site work $ Permits and inspections $ Freight, shipping, and handling $ Startup, testing, training, and documentation $ Other costs or alternates, if any $ Total Proposed Cost $

If the proposal includes a recurring subscription, monitoring fee, fuel management fee, maintenance agreement, or propane pricing structure, those costs must be stated separately and clearly.

Required Disclosures and Certifications. Each proposal must include the following completed documents:

● Iran Economic Sanctions Act Certification, included as Attachment C.

● Suspended or Debarred Vendor Certification, included as Attachment D.

● Familial Relationship Disclosure, included as Attachment E.

○ Iran Economic Sanctions Act In accordance with Michigan Public Act No. 517 of 2012, all proposals must be accompanied by a sworn and notarized statement certifying that the vendor is not an Iran Linked Business. The District will not accept a proposal that does not include this sworn and notarized statement. The certification form is attached as Attachment C.

○ Suspended or Debarred Vendor Certification

Submission must include certification and affirmation that the company and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. The certification form is attached as Attachment D.

○ Familial Disclosure Affidavit All vendors must provide familial disclosure in compliance with MCL

380.1267. The proposal must be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and/or any employee of the vendor and any member of the District’s Board of Education or the District’s Superintendent. The District will not accept a proposal that does not include this sworn and notarized disclosure statement. The affidavit is attached as Attachment E.

● General Indemnification. To the extent permitted by law, the vendor shall indemnify, defend, and hold harmless the District, its Board of Education, Board Members in their official and individual capacities, administrators, employees, agents, successors, and assignees from and against any and all claims, counterclaims, suits, debts, demands, actions, judgments, liens, costs, expenses, damages, injuries, and liabilities, including actual attorney fees and actual expert witness fees, arising out of or in connection with the vendor’s performance.

● Taxes. Manchester Community Schools is exempt from all taxes, including state and federal taxes. Exemption certificates will be furnished upon request.

● Warranty. The awarded vendor warrants to Manchester Community Schools that all items delivered and services rendered shall conform to the specifications or descriptions, be suitable for the purpose purchased, be of merchantable quality, reflect good workmanship, and be free from defects. Return, replacement, correction, or repair of any merchandise or work not meeting warranties shall be at the vendor’s expense.

● Invoicing. Invoices must be consistent with the original accepted proposal and approved contract documents. The District will not be responsible for added expenses unless such expenses are approved in writing through a District-authorized change order before the work is performed or the cost is incurred.

● Proposal Withdrawal. Vendors may withdraw a proposal at any time before the proposal due date and time. Withdrawal must be submitted in writing by an authorized representative.

● Competition. The District expects all supplies, materials, equipment, or products proposed by a vendor to meet or exceed the specifications set forth in this RFP. If a submitted proposal differs from the make, model, brand, or specifications included in the RFP, the manufacturer name, catalog reference, detailed specifications, and explanation of equivalency must be included. The District, in its sole discretion, shall determine whether proposed equivalent products or systems meet the specifications and possess equivalent or better qualities.

4. Submission Guidelines

To ensure a fair and systematic evaluation of all proposals, the following submission guidelines must be strictly followed:

1.Proposal Delivery

● All proposal documents must be delivered in a sealed envelope labeled “Propane Infrastructure Request for Proposal” to the following address:

710 E. Main Street, Manchester, Michigan 48158.

● The deadline for submission is 10:00 AM EST on Tuesday, May 12, 2026.

Late submissions will not be considered and will remain unopened and available for pickup at the vendor’s sole expense. Email, oral, and facsimile submissions will not be accepted. The District does not currently have a secure digital delivery system for sealed proposal submissions; therefore, sealed mailed or hand-delivered proposals are required.

2.Proposal Opening

● A formal opening of the proposals will take place at 10:30 AM EST on

Tuesday, May 12th, 2026, at 710 E. Main Street, Manchester, Michigan 48158. This process will ensure transparency and equal treatment of all submissions.

3.Questions and Addenda

● Requests for clarification or questions regarding bidding procedures must be emailed to Shannon Cajic at scajic@mcs.k12.mi.us. Specification questions may be directed to Joe Prestia at jprestia@mcs.k12.mi.us.

Questions must be submitted no later than May 5, 2026, at 3:00 PM EST.

● If the District issues clarifications, corrections, or revisions to this RFP, such information will be issued through a written addendum. Vendors are responsible for reviewing all addenda prior to submitting a proposal. The District may require acknowledgement of addenda as part of the proposal submission.

4.Complete Proposal Requirement

● Each proposal must contain all requested documents and information outlined in this RFP. Incomplete submissions may result in disqualification from the evaluation process. Proposers should review their proposals for compliance with all requirements, including pricing, product specifications, estimated availability, delivery and installation plan, warranty information, required certifications, and required disclosures.

5. Evaluation Criteria The District reserves the right to select the proposal that it determines to be in the best interest of Manchester Community Schools. Award may be made to a vendor other than the lowest-priced proposer when the District determines that another proposal provides the best overall value.

Proposals may be evaluated using the following criteria:

The District may request additional information from any or all vendors, seek clarification of proposal details, verify references, conduct interviews, or negotiate terms prior to making an award recommendation.

6. Terms and Conditions

● All proposals must be delivered sealed and marked “Propane Infrastructure

Request for Proposal” on the proposal package and delivered to 710 E. Main Street, Manchester, MI 48158, Attn: Shannon Cajic, before May 12, 2026, at

10:00 AM EST.

● Oral, email, or facsimile proposals will not be accepted. Any proposals received after the due date and time will not be accepted or considered and will be made available to the respective vendor, unopened, for pickup at the vendor’s sole expense.

● From the issue date of this RFP until a vendor is selected and the selection is announced, a prospective vendor shall not communicate about the subject of this RFP or a vendor’s proposal with the District, its Board of Education, any individual Board member, administrators, faculty, staff, students, or employees, except for Shannon Cajic, CFO, or Joe Prestia, Manchester Community Schools Transportation Department.

● A recipient of this RFP is responsible for any and all costs and liabilities incurred by it or others acting on its behalf in preparing or submitting a proposal, responding to this RFP, participating in interviews or negotiations, or otherwise engaging in activities incidental to this RFP.

● Each vendor certifies that its proposal is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a proposal for the same subject matter and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

● Proposals must demonstrate an understanding of the scope of services desired under this RFP; describe the services, equipment, products, and features proposed by the vendor; and include all information necessary to enable the District to evaluate the vendor’s experience, expertise, qualifications, pricing, product suitability, and ability to deliver the project in accordance with the requirements and obligations of this RFP.

● The District reserves the right, in its sole and absolute discretion, to accept or reject, in whole or in part, any or all proposals with or without cause; to waive irregularities or informalities; to request additional information; to negotiate with one or more vendors; and to award the contract to the vendor whose proposal is deemed to be in the best interest of the District. The District reserves the right to award the contract to other than the lowest bidder.

● All proposals shall be considered firm for ninety (90) days after the proposal due date.

● No changes in scope, pricing, substitutions, exclusions, or additional costs shall be binding on the District unless approved in writing by an authorized District representative through a written change order or contract amendment before the work is performed or the cost is incurred.

● The awarded vendor must comply with all applicable federal, state, and local laws, rules, codes, regulations, permitting requirements, inspection requirements, and safety standards applicable to propane infrastructure, fueling systems, electrical work, concrete/site work, and related services.

● The awarded vendor shall maintain appropriate insurance coverage and shall provide certificates of insurance upon request. Depending on the final scope of work, the District may require evidence of general liability, automobile liability, workers’ compensation, and any other coverage reasonably required by the District.

● The awarded vendor shall be responsible for coordinating project work in a manner that minimizes disruption to District operations and student transportation services.

● This RFP packet will be available on the District website at https://www.manchesterschools.us/district/public-notice/ or by navigating from https://manchesterschools.us and selecting District, then Public Notice from the drop-down menu.

7. Proposal Submission Checklist Vendors are encouraged to organize their proposal using the following checklist:

8. Appendix A - E

The following attachments are incorporated into this RFP:

● Attachment A: Propane Infrastructure and Fueling System Scope and Specifications

● Attachment B: Iran Economic Sanctions Act 517 of 2012

● Attachment C: Iran Economic Sanctions Act Bidder Certification Form

● Attachment D: Suspended or Debarred Vendor Certification

● Attachment E: Familial Relationship Sworn Statement

Board of Education Christine Deacons, Secretary 710 Main Street Jennifer Caszatt, Treasurer Manchester, MI 48158 Rebecca Harvey, Trustee

Attachment A

Propane Infrastructure and Fueling System Scope and Specifications The purpose of this attachment is to describe the desired propane infrastructure and fueling system scope for Manchester Community Schools. The awarded vendor shall furnish and install a complete, operational propane autogas dispensing station and related fueling infrastructure suitable for District transportation use. Equivalent products may be proposed if they meet or exceed the specifications, safety requirements, operational functionality, and intended use described in this RFP.

A. General Project Requirements The awarded vendor shall provide, coordinate, or clearly identify responsibility for all general contracting, permits, inspections, equipment, materials, labor, freight coordination, installation, startup, testing, training, and documentation necessary to complete the work. The final installed system shall comply with applicable codes, propane safety requirements, manufacturer requirements, and inspection requirements.

The proposal must clearly identify any assumptions, exclusions, or owner responsibilities, including but not limited to site preparation, excavation, concrete, bollards, electrical work, rigging, unloading, utility coordination, propane fuel required for testing, or any work expected to be performed by others.

B. Propane Storage Tank and Piping The system shall include one new approximately 1,000-gallon propane autogas dispenser storage tank, or approved equivalent, suitable for LPG dispensing operations. The tank shall be an ASME-rated LPG tank with applicable required trim, valves, reliefs, and associated safety components.

The tank system shall include an electronic internal valve operator or approved equivalent appropriate for a turnkey dispensing system. Aboveground piping shall be furnished and installed between the tank and dispenser as required for a complete operational system. Tank, skid, and piping finishes shall be suitable for outdoor installation and corrosion protection.

C. Propane Dispenser

The system shall include one new single-hose LPG dispenser suitable for propane autogas dispensing operations. The dispenser shall include, at a minimum, an electronic temperature-compensated meter, breakaway or shear protection, appropriate display of total sale, gallons dispensed, and price per gallon, totalizer functionality, flow control, communication capability, locking dispensing nozzle, approved hose and lead hose, pull-away protection, hose support or retractor, and nighttime visibility features.

The dispenser shall be installed on an appropriate base and positioned for safe vehicle fueling, access, maintenance, and code compliance.

D. Pump and Motor The system shall include an LPG pump and motor assembly capable of supporting District propane autogas fueling operations. The pump and motor shall be appropriately sized for the tank and dispenser configuration and capable of delivering an operational flow rate suitable for school transportation use. The assembly shall include required bypass, gauges, ball valves, inlet and outlet piping components, and related fittings necessary for safe and effective operation.

E. Filtration The system shall include an LPG filtration kit or equivalent filtration system suitable for propane dispensing use. The filtration system shall include required gauges, fittings, valves, and components needed to protect system operation and support fuel quality.

F. Safety Signage and Equipment The awarded vendor shall furnish and install all required safety signage, decals, labels, and markings for the LPG storage tank, piping, dispenser, and associated equipment. Required signage may include, but is not limited to, no smoking signage, shut-off motor signage, vapor piping decals, liquid piping decals, propane labels, and other signage required by code or the authority having jurisdiction.

The scope shall include at least one appropriate ABC fire extinguisher with cover and mounting bracket, unless otherwise proposed and approved.

G. Fuel Management System The project shall include a fuel management solution capable of tracking propane and diesel usage by driver, department, vehicle, or other District-defined reporting categories. The system should include all equipment, account setup, configuration, training, and support necessary for District use.

The proposal must identify all hardware, software, setup fees, recurring subscription fees, monitoring fees, support fees, and any required service agreements. If a cloud-based system is proposed, the vendor must identify the recurring monthly or annual cost and the support provided under the subscription.

H. Electrical Work

The project scope shall include electrical labor and materials necessary to support the propane dispenser, propane pump, fuel management system, emergency stop integration, light pole relocation or adjustment if required for propane safety, existing emergency stop junction box relocation or adjustment if required, and system startup/testing.

Electrical work may include new aboveground conduits, new circuits from the existing service panel, dedicated power to the propane dispenser, dedicated power to the propane pump, dedicated power to the fuel management pedestal or system, diesel pump conduit adjustments if needed, wiring termination, power-on verification, and operational testing.

The proposal must clearly identify all electrical assumptions, panel requirements, circuit requirements, source power requirements, hazardous location requirements, and any electrical work excluded from the proposal.

I. Concrete Pad, Bollards, and Site Work The project scope shall include concrete and related site work necessary to support the propane storage tank, propane dispenser, fuel management pedestal, piping, and related equipment.

The anticipated concrete pad area is approximately 10 feet by 40 feet, or another size proposed by the vendor and approved by the District based on final equipment layout and code requirements.

The scope shall include excavation, leveling, base preparation, concrete placement, and required crash protection. Crash protection shall include steel bollards around the propane bulk tank, dispenser, and fuel management pedestal in quantities and locations sufficient to meet safety, operational, and code requirements. The scope may also include a raised light pole base or related concrete/electrical coordination if required for the final layout.

J. Startup, Testing, Training, and Documentation The awarded vendor shall provide startup, testing, verification of operation, and District training.

Training shall include equipment operation, safety procedures, basic maintenance expectations, fuel management system use, and emergency procedures. The vendor shall provide operating manuals, warranty documentation, maintenance recommendations, inspection documentation, and any required closeout materials.

K. Propane Fuel Pricing and Monitoring If the proposal includes propane fuel supply, fuel pricing, tank monitoring, or keep-fill service, the vendor must clearly state the proposed pricing structure, including margin over laid-in cost, delivery terms, monitoring expectations, minimum tank level, renewal terms, and any related fees. Fuel supply pricing should be listed separately from infrastructure installation costs.

L. Minimum Proposal Expectations for Attachment A Each proposal shall clearly identify:

1. Total project price for infrastructure, installation, startup, and training.

2. Itemized pricing by major category.

3. Proposed equipment manufacturer and model information.

4. Proposed equivalent products, if any.

5. Permits and inspections included.

6. Required District responsibilities or work by others.

7. Recurring fees, fuel management subscriptions, monitoring fees, and fuel pricing terms.

8. Warranty terms.

9. Project schedule and anticipated completion timeline.

10. Any exclusions, assumptions, or exceptions.

Board of Education Christine Deacons, Secretary 710 Main Street Jennifer Caszatt, Treasurer Manchester, MI 48158 Rebecca Harvey, Trustee

Attachment B

IRAN ECONOMIC SANCTION ACT 517 OF 2012

On December 28, 2012, Governor Snyder signed Public Act 517 of 2012, commonly known as the “Iran

Economic Sanctions Act” (the “Act”). The Act provides that beginning April 1, 2013 an “Iran Linked

Business” is not eligible to submit a bid on a request for proposal with a “public entity”. Under the Act, a

“public entity” includes school districts and intermediate school districts. The Act also requires that a person that submits a bid in response to a public entity’s request for proposal must certify to the public entity that it is not an Iran Linked Business. This requirement applies to all requests for proposals issued by a public entity, and not just to construction projects.

The Act defines an Iran Linked Business as: 1) a person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran;

or 2) a financial institution that extends credit to another person if that person will use the credit to engage in investment activities in the energy sector of Iran.

If the public entity determines, using credible information available to the public, that a person or entity has submitted a false certification, the public entity must provide written notice to the person or entity of its determination and of its intent not to enter into or renew the contract. The notice must include information on how to contest the determination. The notice must also specify that the individual or entity may become eligible for future contracts with the public entity if the activities that caused it to be an Iran Linked Business are ceased.

The Attorney General may bring a civil action against any individual or entity reported to have submitted a false certification. If the civil action results in a finding that certification was false, the person or entity will be responsible for a civil penalty of not more than $250,000.00 or two times the amount of the contract for which the false certification was made, whichever is greater. In addition to the fine the individual or entity will be responsible for the cost and reasonable attorney fees incurred by the public entity. An individual or entity who has submitted a false certification will be ineligible to bid on a request for proposal for 3 years from the date the certification was determined to be false.

Board of Education Christine Deacons, Secretary 710 Main Street Jennifer Caszatt, Treasurer Manchester, MI 48158 Rebecca Harvey, Trustee

Attachment C

IRAN ECONOMIC SANCTION ACT 517 OF 2012

BIDDER CERTIFICATION FORM

Beginning April 1, 2013, an Iran linked business is not eligible to submit a bid on a request for proposal with a public entity.

Beginning April 1, 2013, a public entity shall require a person that submits a bid on a request for proposal with the public entity to certify that it is not an Iran linked business.

Pursuant to Michigan law, (the Iran Economic Sanctions Act, 2012 PA 517, MCL 129.311 et seq.), before accepting any bid or proposal, or entering into any contract for goods or services with a prospective

Contractor, the contractor must first certify that it is not an “IRAN LINKED BUSINESS”, as defined by law.

Each contractor submitting a bid on this project shall include a letter with their bid certifying that they have full knowledge of the requirements and possible penalties under the law MCL 129.311 et seq. that the Contractor is NOT an “IRAN LINKED BUSINESS”, as required by MCL 129.311 et seq., and as such that

Contractor is legally eligible to submit a bid and be considered for a possible contract to supply goods and/or services to Manchester Community Schools.

I certify that I am a duly authorized representative of ______________________________ and

(Name of Company)

Confirm that neither I nor the company is an “Iran Linked Business”.

Company Representative Signature________________________________________________

Company Representative Printed/Typed Name ______________________________________

Date__________________

Board of Education Christine Deacons, Secretary 710 Main Street Jennifer Caszatt, Treasurer Manchester, MI 48158 Rebecca Harvey, Trustee

Attachment D

Suspended or Debarred Vendor Certification

The undersigned, the owner or authorized officer of ___________________________________(the

“Bidder”) hereby certifies and affirms that it and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government.

Information regarding whether or not a business is suspended or debarred is available at the Federal

System for Award Management website (www.sam.gov).

Bidder Name: __________________________________________________________

Bidder EIN #:___________________________________________________________

By: ___________________________________________________________________

Authorized Representative Name: __________________________________________

Its: ___________________________________________________________________

Date: _________________________________________________________________

___________________________________ Subscribed and sworn to before me (Company Name)

By: ________________________________________ this _____day of ________, year _____ (Authorized Signer)

(Print/Type Name and Title of Signer) (Signature of Notary Public)

My Commission Expires

County of http://www.sam.gov

Board of Education Christine Deacons, Secretary 710 Main Street Jennifer Caszatt, Treasurer Manchester, MI 48158 Rebecca Harvey, Trustee

Attachment E

FAMILIAL RELATIONSHIP

Each Bidder shall complete, execute and submit with its Bid Proposal the following Familial Relationship Sworn

Statement.

SWORN STATEMENT

Date: _______________________________________________

School District: Manchester Community Schools_________________________

Project: _____________________________________________

I/we disclose below any familial relationship that exists between the Owner or any employee of Bidder and any member of the Board of Education, or the Superintendent of Manchester Community Schools.

Familial Relationships: ____ ____ Listed Below

Bidder Employee/Position Relationship School District Associate/Position

___________________________________ Subscribed and sworn to before me (Company Name)

By: ________________________________________ this _____day of ________, year _____ (Authorized Signer)

(Print/Type Name and Title of Signer) (Signature of Notary Public)

My Commission Expires

County of