RFP Door Access Control 2-24-25.pdf

Van Dyke Public Schools

Request for Proposal – VDPS Access Control

Due Date: March 11, 2025, at 2pm local time

REQUEST FOR PROPOSAL – Van Dyke Public Schools Access Control

INSTRUCTIONS TO BIDDERS

1. INTRODUCTION – Van Dyke Public Schools is requesting proposals from qualified contractors to provide all labor, materials and equipment necessary for additional swipe card access to several buildings in Van Dyke Public Schools. The district would like integration with our current Vanderbilt Access Control System at the following locations, adding access control to one door at each location:

• Lincoln High School-22900 Federal, Warren, MI 48089

• Lincoln Middle School-22500 Federal, Warren, MI 48089

• Lincoln Elementary School-22100 Federal, Warren, MI 48089

• Carlson Elementary School-12355 Mruk, Warren, MI 48089

• McKinley Elementary School-13173 Toepfer, Warren, MI 48089

• Kennedy Early Childhood Center-11333 Kaltz, Warren, MI 48089

• Administration Building 23500 MacArthur, Warren, MI 48089

• Service Building 11387 East 9 Mile Road, Warren, MI 48089 (With alternate additional door)

• Thompson Community Center-11370 Hupp, Warren, MI 48089

2. TIMELINE

• RFP issued: February 25, 2025

• Pre-bid Meeting: March 4, 2025, at 10:00am

• Bid Due Date: March 11, 2025, by 2:00pm

• Post Bid Interviews: March 12 and 13, 2025

• Anticipated Board Action: March 17, 2025

3. SUBMISSION OF BIDS & REQUIREMENTS

A. Due Date: Sealed bids clearly labeled “Proposal-VDPS Access Control” will be received by Van Dyke Public Schools until, March 11, 2025, at 2pm local time, at which time bids will be publicly opened and read. Bids must be submitted on the forms provided, in a sealed envelope, clearly labeled “Proposal-VDPS Access Control”, and delivered by the date and time stated above to:

Van Dyke Public Schools Administration Building Attn: Jeff VanConant, Director of Facilities and Operations 23500 MacArthur Blvd.

Warren, MI 48089

B. Late Proposals: Proposals received after the date and time stated above will not be accepted nor considered. The School District is not liable for any delivery or postal delays. All proposals received after the deadline will be returned unopened.

C. Signed Original Proposal: Each proposal submitted must be an original hard copy and signed by an authorized member of the company. This member should be the highest-ranking officer at the local level. Oral, faxed, or emailed proposals will NOT be accepted. To be considered, each proposal must include all the following:

a. Attachment A – Bid Proposal Form

b. Attachment B – Business Reference Form

c. Attachment C – Familial Relationship Disclosure Statement

d. Attachment D - Iran Linked Business Affidavit

e. Attachment E – Legislation

f. Bid Bond/Certified Check

D. Copies of Proposal: The bidder shall also submit, with its original proposal, two (2) complete copies of the signed original proposal.

E. Questions: Questions concerning the bid specifications may be directed to The Director of

Facilities and Operations, Jeff VanConant, via email at vanconant.jeff@vdps.net

F. Addenda to this RFP: If it becomes necessary to revise any part of this RFP, all addenda will be posted on the School District’s website at https://www.vdps.net/page/district-bids-and-rfps and all addenda shall become a part of the RFP. Each Contractor must in its Proposal acknowledge all addenda which it has received. The failure of a Contractor to receive, or acknowledge receipt of, any addendum shall not relieve the Contractor of the responsibility for complying with the terms thereof.

G. Good Faith Deposit: Each Proposal must be accompanied by a bid bond or certified check for an amount equal to 5% of the total bid price, as a guarantee of the bidder’s good faith. The good faith deposit shall be forfeited to the district as liquidated damages, not a penalty, if the bidder withdraws its proposal after the due date, or upon award of its proposal, the bidder fails to execute the form of the contract and provide insurance acceptable to the School District, within fifteen (15) days of awarding the RFP.

H. Performance Bond: Successful bidders will be required to furnish a U.S. Treasury Listed Company Performance and Payment Bond for bids in excess of $50,000 in the amount of 25% of their bid. The cost of the bond shall be included in each proposal.

I. Reservation of Rights: The School District reserves the right to accept or reject any or all bids, to award to other than the low bidder, to accept any and all alternates, to waive irregularities and/or informalities, and, in general, to make the award in any manner deemed by it, in its sole discretion, to be in the best interest of the School District.

J. Irrevocability of Proposals: Bids may not be withdrawn for a period of sixty (60) days after the scheduled time of opening bids.

4. PRE-BID MEETING – There will be an optional pre-bid conference for this project on March 4, 2025.

At 10:00am at the Van Dyke Public Schools Service Building at 11387 East 9 Mile Road, Warren, MI 48089. If requested, the other sites can be visited mailto:vanconant.jeff@vdps.net https://www.vdps.net/page/district-bids-and-rfps

5. SCOPE OF WORK

A. The list of materials and location descriptions are provided in ATTACHMENT F of this document.

All materials shall conform to the specifications requested.

B. Work can commence immediately after the district awards the contract. The successful bidder agrees to work with Van Dyke Public Schools to assure that construction does not disturb educational programs. The preferred time for work is between 3:30pm and 11:00pm.

C. Work must be completed by June 30, 2025. Any extensions due to unforeseen circumstances must be agreed upon by the school district.

D. Building access shall be provided by the district.

E. Only approved work will be paid for.

6. GUARANTEE AND WARRANTY

F. Complete installation shall be free from defects and failures for a period of one year. Any replacement, upgrade or fix including labor for any non-conforming or non-operational part of the system shall be fixed and replaced at no cost to the owner.

G. All manufacturers’ warranties shall be provided for all components of the system. All documents for the warranty shall be completed and submitted by the contractor.

7. FINAL CLOSEOUT DOCUMENTATION- All final documentation shall be submitted and approved before final acceptance by the owner will be granted. The installer shall provide final documentation in both hard copy and electronic formats. Suitable electronic formats include Microsoft Word and Excel, and Adobe Acrobat (.pdf)

A. A complete as-installed equipment list with manufacturer’s names, model numbers, and serial numbers as appropriate.

B. Manufacturer’s warranties and operating instructions for each equipment item furnished.

Include a copy of the certificate of warranty, signed by both parties

8. PAYMENTS AND COMPLETION – Contractor shall invoice the district with thirty (30) days after the work is complete. Invoices must include an invoice number and contain the purchase order number under which the contract is awarded. Payment to the successful bidders will be made thirty (30) days after the project is completed and accepted by the Van Dyke Public Schools.

9. TAXES - Federal, state and local sales and use taxes are not applicable and shall not be included in the bid price.

10. QUALIFICATIONS OF BIDDER

A. The work shall be performed by a contractor normally engaged in the business of door access systems. The prospective contractor shall show proof as part of the bid that the contractor has been in the door access system installation business for a period of not less than five years and has successfully completed projects of similar size and scope.

B. All work shall be performed by employees of the contractor, not by contract employees.

C. The owner reserves the right to reject any bids submitted by firms without sufficient experience in projects of similar size and scope.

11. PREVAILING WAGES – This project is partially or fully funded by state funds and is thereby required to follow the guidelines of MCL-Act 10 of 2023, Prevailing Wages on State Projects.

https://www.legislature.mi.gov/Laws/MCL?objectName=mcl-act-10-of-2023 Please refer to the attached documents labeled WHD-9917 FEB 9 2024.pdf and WHD-9918 FEB 9 2024.pdf

12. TERMINATION OF CONTRACT - The Owner reserves the right to review and/or terminate the contract if at any time the Contractor fails to conform to the requirements of this contract, seeks relief under any law for the benefit of insolvents or is adjudicated bankrupt, if any legal proceedings are commenced against Contractor which may interfere with the performance of the contract or if the Contractor has failed to supply material or proper quality, or has failed in any other respect to provide the product with the diligence specified and intended by the terms of the contract. In the event of termination of the contract, all monies due the Contractor under terms of the contract shall be forfeited to the Owner.

https://www.legislature.mi.gov/Laws/MCL?objectName=mcl-act-10-of-2023

ATTACHMENT A

PROPOSAL FORM

DATE: ________________________________

TO: Van Dyke Public Schools

Attn: Jeff VanConant

23500 Mac Arthur, Warren, MI 48089

FROM: _________________________________

Company Name

Business Address, City, State, Zip

PROPOSAL PRICE:

BID CHECKLIST: Bidders are to include the following with their proposal

___ Attachment A - Proposal Form

___ Attachment B – Business References

___ Attachment C - Familial Disclosure Statement

___ Attachment D - Iran Linked Business Affidavit

___ Attachment E - Legislation

___ Bid Bond/Security Check

The undersigned understands that the School District reserves the right to accept or reject in whole or in part any and all proposals, to waive informalities and irregularities therein, to award the contract to other than the lowest bidder, and to award the contract to one or more contractors. The undersigned submits this proposal pricing form in accordance with the terms and conditions of this RFP and hereby affixes authorized signature(s) representing (check one):

___ An individual doing business as ________________________

___ A partnership

___ A limited liability company, organized in _________________ (enter state)

___ A corporation, organized in ____________________ (enter state)

___ Joint venture formed between _______________ and ________________

Signature Date

Printed Name Title

Company Name Phone #

Address, City, State, Zip

ATTACHMENT B

BUSINESS REFERENCE FORM

Bidder: ________________________________________________

The Bidder must provide 3 business references (school preferred).

1. Reference Name__________________________________Contact_____________________________

Address______________________________________________________________________________

Phone#_______________________________________________________________________________

E-mail Address_________________________________________________________________________

Description and date(s) of service provided:

2. Reference Name__________________________________Contact_____________________________

Phone#_______________________________________________________________________________

3. Reference Name__________________________________Contact_____________________________

Phone#_______________________________________________________________________________

ATTACHMENT C

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid as required by state law (Public Act 232 of 2004).

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 of any employee of the bidder and any member of the Van Dyke 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 Van Dyke 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 Van Dyke Board of Education or the

Superintendent of Schools. (Listing of names follows.) If such a Van Dyke relationship exists, please explain:

Signature: ________________________________________________

Printed Name/Title: ________________________________________

Company Name: ___________________________________________

Date: ___________________________

Subscribed and Sworn to Before Me:

This _____________ day of ________________, 20______ A.D., in and for the County of ___________________, Michigan. My commission expires ___________________.

Signature of Notary

ATTACHMENT D

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMICS SANCTIONS ACT

Michigan Public Act 517 of 2012

Important: This disclosure statement must be included with your bid as required by state law (Public Act 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 the Van Dyke Public Schools’

(the “district”) Request For Proposal (the “RFP”), 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 Bidder is awarded a contract as a result of the aforementioned

RFP, the Bidder will not become an “Iran linked business” at any time during the course of performing services under the contract.

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 two (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 that it is determined that the person has submitted the false certification.

Signature: ________________________________________________

Printed Name/Title: ________________________________________

Company Name: ___________________________________________

Date: ___________________________

Subscribed and Sworn to Before Me:

This _____________ day of ________________, 20______ A.D., in and for the County of ___________________, Michigan. My commission expires ___________________.

Signature of Notary

ATTACHMENT E

LEGISLATION

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Van Dyke Public

School District, that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL. 380.1230, 380.1230a, 380.1230c, 380.120d, and 380.1230g and have not been convicted of any “listed offenses”. The Bidder further warrants and represents that all persons who work directly or indirectly for the Bidder, including, but not limited to, Bidders employees, agents, vendors,, subcontractors or consultants, and who will work on or at the Districts’ property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in

Section 1535a(1) of the Revised School Codes or a subsequently convicted, pled guilty or pled no contest to that crime.

Bidder: __________________________________________

By: ___________________________________________

Its: __________________________________________

ATTACHMENT F

Administration Building

1- VANDERBILT VSRC-A

1- POWER SUPPLY

1- READER

1- ELECTRIC STRIKE

1- SCHLAGE LOCKSET (NO DEADBOLT OR THUMB TURN)

Carlson Elementary School

1- READER

1- VANDERBILT RINX

1- SCHLAGE L900 LOCKSET (NO DEADBOLT OR THUMB

TURN)

2- 1- ELECTRIC STRIKE

Kennedy Early Childhood Center

Lincoln Elementary School

1- VANDERBILT VRINX

1- SCHLAGE L900 LOCKSET (NO DEADBOLT OR THUMBTURN)

Lincoln High School

Lincoln Middle School

1- MORTISE HINGE WITH CONCEALED THROUGH

WIRE

1- ELECTRIC STRIKE

McKinley Elementary School

1- SCHLAGE L900 (NO DEADBOLT OR

THUMBTURN) 1- ELETRIC STRIKE

Service Building

Request for Proposal – District Access Control

Due Date: February 6, 2025, at 2pm local time

Thompson Community Center

Request for Proposal – District Access Control

Due Date: February 6, 2025, at 2pm local time