rfp ecc fire alarm.pdf

REQUEST FOR PROPOSAL (RFP)

2025 FIRE ALARM

REPLACEMENT

Flat Rock Community Schools – Early Childhood Center 30100 Olmstead Rd. Flat Rock MI 48134

June 9, 2025

Questions/Communications to:

Flat Rock Community Schools John Horvath, Director of Shared Services jhorvath@flatrockschools.org

Advertisement for Request for Proposals

Fire Alarm Replacement

Proposals for the 2025 Fire Alarm Replacement Project will be received by the Flat Rock Community School District at, 28639 Division, Flat Rock, MI 48134 until Friday, June 27, 2025 at 2:00 PM. Any proposal received after the designated closing time will be returned unopened.

The purpose of this Request for Proposal is to seek the service of qualified professional fire alarm system designers/installers to replace an existing fire alarm system at the Flat Rock Early Childhood Center. The proposal is to include the design, supply and installation of a new system to meet current Fire Alarm codes.

A mandatory pre-bid meeting has been planned for Friday, June 13, 2025 at 12:00 PM. The site location is 30100 Olmstead Rd. Flat Rock MI 48134. Interested suppliers/contractors must attend. This mandatory site be visit is to verify site limitations, layout and exact location of the project.

An original and one (1) copy of the proposal shall be submitted in a sealed envelope addressed to Mr. John Horvath, Director of Shared Services, and marked Flat Rock Early Childhood Center Fire Alarm Replacement Project.

The School District reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. The district further reserves the right to award the contract to that proposer whose proposal best complies with the project requirements. Proposers may not withdraw their proposal for a period of ninety (90) days for the date set for the opening thereof.

John J. Horvath, Director of Shared Services

Dated: 9 June 2025

1. INTRODUCTION

1.1 PURPOSE AND GENERAL INFORAMATION

The Flat Rock Community School District is requesting responses to this Request for Proposal (RFP) to enter into a contract with a Fire Alarm supplier/contractor to replace an existing outdated Fire Alarm system at its current Early Childhood Center.

A copy of this RFP can be obtained from Flat Rock Community Schools at www.flatrockschools.org. Any additional information and/or addendums will be posted to the above site. If you have any questions regarding the substance of the RFP or scope of services it must be submitted via e-mail to John Horvath, jhorvath@flatrockschools.org as it relates to your concerns. Oral comments are not official responses.

Responses are due prior to the deadline indicated and must be delivered or mailed to the Flat Rock Community School District, 28639 Division St., Flat Rock, MI 48134. Late responses will not be accepted – NO EXCEPTIONS.

1.2 DEFINITIONS

In this RFP the following definitions shall apply:

“District” means Flat Rock Community School District;

“District Representative” has the meaning set out in section 1.5;

“Closing Time” has the meaning set out in section 1.3;

“Contract” means a formal written contract between the District and a Preferred Proponent to undertake the Services, to be prepared by the selected contractor and reviewed by District legal counsel.

“Preferred Proponent” means the Proponent selected by the District to enter into negotiations for a Contract;

“Proponent” means an entity that submits a Proposal;

“RFP” means this Request for Proposals;

“Services” has the meaning of any and all construction and administration work necessary to complete this project;

“Site” means the place where the Services are to be performed.

1.3 PROPOSAL SCHEDULE

Closing Time and Address for Proposal Delivery

Proposal must be received by the office of:

Office of John Horvath 28639 Division St.

Flat Rock, MI 48134 Proposal Closing Date and Time: June 27, 2025 at 2:00 PM (Local Time).

LATE PROPOSALS

Proposals received after the Closing Time will not be accepted or considered. Delays caused by and delivery, courier or mail service(s) will not be grounds for an extension of the closing time.

1.4 INFORMATION MEETING

A mandatory pre-bid meeting has been planned for Friday, June 13, 2025 at 12:00 PM. The site location is 30100 Olmstead Rd. Flat Rock MI 48134. Interested suppliers/contractors must attend. This mandatory site be visit is to verify site limitations, layout and exact location of the project.

1.5 AMMENDMENTS TO PROPOSALS

Proposals may be revised by written amendment, delivered to the location set out above, at any time before the closing time but not after. An amendment must be signed by an authorized signatory of the Proponent in the same manner as provided in the original proposals.

All inquiries related to this RFP shall be directed in writing, via e-mail to the person named below (the ‘District Representative”). Information obtained from any person or source other than the District Representative may not be relied upon.

District Representative:

Mr. John J. Horvath Phone: 734-535-6512 E-mail: jhorvath@flatrockschools.org Inquiries should be made no later than 3 days before Proposal Closing Time. The District reserves the right not to respond to inquiries made within 3 days of Closing Time.

Inquiries and responses will be recorded and posted on the Website. It is the responsibility of the Proponent to check the Website for Addendums prior to submitting their proposal.

Proponents finding discrepancies or omissions in the Contract or FRP or having doubts as to the meaning or intent of any provision should immediately notify the District Representative. If the District determines that an amendment is required to this RFP, the District Representative will issue an addendum in accordance with section 1.6. No oral conversation will affect or modify the terms of this RFP or may be relied upon by any Proponent.

1.6 ADDENDA

If the District determines that an amendment is required to this RFP, the District Representative will post a written addendum on the Website at www.flatrockschools.org, upon posting the addendum will be deemed to form a part of this RFP. No Amendment of any kind to the RFP is effective unless it is posted in a formal written addendum on the Website. Upon submitting a Proposal, Proponents will be deemed to have received notice of all addenda that are posted on the Website.

1.7 EXAMINATION OF CONTRACT DOCUMENTS AND SITE

Proponents will be deemed to have carefully examined the RFP, including any attached schedules, the Contract and the Site (as applicable) prior to preparing and submitting a Proposal with respect to any and all facts which may influence a Proposal.

1.8 STATUS INQUIRIES

All inquiries related to the status of this RFP, including whether or not a Contract has been awarded, should be directed to the District Representative.

2. PROPOSAL SUBMISSION FORM AND CONTENTS

2.1 PACKAGE

Proposals shall be in a sealed package, marked on the outside with the Proponent’s name and title of the Project.

2.2 FORM OF PROPOSAL

Proponents are to complete the form of Proposal attached as Schedule A.

2.3 SIGNATURE

The legal name of the person or firm submitting the Proposal should be inserted in Schedule A. The Proposal should be signed by a person authorized to sign on behalf of the Proponent and include the following:

A. If the Proponent is a corporation then the full name of the corporation should be included, together with the names of authorized signatories. The Proposal should be executed by all of the authorized signatories or by one or more of them provided that a copy of the corporate resolution authorizing those persons to execute the Proposal on behalf of the corporation is submitted;

B. If the Proponent is a partnership or joint venture then the name of the partnership or joint venture and the name of each partner or joint venturer should be included and each partner or joint venturer should sign personally (or, if one or more person(s) have signing authority for the partnership or joint venture, the partnership or joint venture should provide evidence to the satisfaction of the District that the person(s) signing have signing authority for the partnership or joint venture). If a partner or joint venture is a corporation then such corporation should sign as indicated in subsection (A) above; or;

C. If the Proponent is an individual, including a sole proprietorship, the name of the individual should be included.

2.4 ADDITIONAL INFORMATION

The District may, at its discretion, request clarifications or additional information from a Proponent with respect to any Proposal, and may make such requests to only selected Proponents. The District may consider such clarifications or additional information in evaluating a Proposal.

2.5 NEGOTIATION OF CONTRACT AND AWARD

If the District selects a Preferred Proponent or Proponents, then it may:

A. Enter into a Contract with the Preferred Proponent(s); or B. Enter into discussions with the Preferred Proponent(s) to clarify any outstanding issues and attempt to finalize the terms of the Contract(s), including financial terms.

If discussions are successful, the District and the Preferred Proponent(s) will finalize the Contract(s); or

C. If at any time the District reasonably forms the opinion that a mutually acceptable agreement is not likely to be reached within a reasonable time, give the preferred Proponent(s) written notice to terminate discussions, in which event the District may then either open discussions with another Proponent or terminate this RFP and retain or obtain the Services in some other manner.

The District is under no obligation to accept any Proposal submitted. The District reserves the right in its sole discretion to waive informalities in, or reject any or all Proposals, or to accept any Proposal deemed most favorable in the interest of the District, or cancel the competition at any time without award. Thereafter, the District may issue a new Invitation/Request, sole source or do nothing.

All costs incurred in the preparation and presentation of the proposal shall be wholly absorbed by the contractor. All supporting documentation and manuals submitted with this proposal will become the property of the District.

3. GENERAL CONDITIONS

3.1 NO DISTRICT OBLIGATION

This RFP is not a tender and does not commit the District in any way to select a Preferred Proponent, or to proceed to negotiations for a Contract, or to award any Contract, and the District reserves the complete right to at any time reject all Proposals, and to terminate this RFP process.

3.2 NO CONTRACT

By submitting a Proposal and participation in the process as outlined in this RFP, Proponents expressly agree that no contract of any kind is formed under, or arises from, this RFP prior to the signing of a formal written Contract.

3.3 CONFLICT OF INTEREST

Proponents shall disclose any potential conflicts of interest and existing business relationships that they may have with the District. If requested by the District, Proponents should provide all pertinent information regarding ownership of there company within forty-eight (48) hours of the District’s request.

3.4 SOLICITATION OF DISTRICT BOARD MEMBERS

Proponents and their agents will not contact any Board Member of the District with respect to this RFP at any time prior to the award of a contract or the termination of the is RFP, and the District may reject the proposal of any Proponent that makes any such contact.

3.5 CONFIDENTIALITY

All submissions become the property of the District and will not be returned to the Proponent. The District will be publicly opening all proposals and the information contained will be public record.

4. SCOPE OF SERVICES

4.1 Services will include the removal of the existing fire alarm equipment and devices as required. The Proposer shall design and install a new Fire Alarm system that will meet current codes. Reuse of existing devices and wiring would be allowed provided they meet the new standards, and must be documented on proposal.

Work to include but not limited to:

● Design and CAD plan documentation of a new Fire Alarm system. All engineering and documents must be created by a properly licensed or certified individual. CAD backgrounds of the building may be able to be provided, but there are no detailed drawings of current system.

● Submittal to the State of Michigan Bureau of Fire Services for plan review, with signed/stamped drawings as required by the State.

● All permits as required by the State of Michigan.

● All responses to state reviews to complete the project.

● Removal of existing equipment and devices as required

● Supply and Installation of new Fire Alarm equipment, devices and wiring as specified

● All conduit is to be buried in ceilings and walls where possible for the new installation (all visible conduit shall be placed in Wiremold, color by district).

● Any necessary electrical revisions required for the installation of the new system

● All final reviews and documentation required by the State of Michigan for Building

Occupancy

● Training for District Employees on the full operation of the completed system

(encouraged that this be recorded for future reference)

● Any other items required for a complete Fire Alarm replacement (not limited to but to include panels, triggering devices, notification devices, etc).

4.2 Contractors will be responsible for any and all damage to existing finishes due to construction. Any damage caused by the contractor must be repaired within ten (10) working days at the expense of the contractor. If damage occurs, the contractor will be liable for such damages.

4.3 It is expressly agreed and understood that the Contractor is, in all respects, an independent contractor as to work; however, in certain aspects, the Contractor is bound to follow the directions of the District Superintendent or appointed designee at the time of repair and/or construction, and that the Contractor is in no respect an agent, servant or employee of the District.

4.4 The Contractor’s timeliness and delivery of quality products shall be monitored by the

District Representative. If at any time the Contractor is performing less than satisfactory work, the Contractor, upon notification by the District Superintendent or appointed designee, shall do whatever is necessary to perform the work properly at no additional cost to the District. Failure to give such notification shall not relieve the Contractor of his obligation to perform the work at the time and in the manner specified.

5. INSURANCE REQUIREMENTS

5.1 The selected service provider shall agree to indemnify and hold harmless the District and its officers, agents, and employees for any and all claims, causes, or actions, and damages of every kind, for injury to or death of any person and damages to property arising out of or in connection with the work done by the Contractor under this contract, and including acts of omissions of the District or its officers, agents, or employees in connection with said contract.

5.2 The District will require proof of professional liability insurance with errors and omissions coverage, workers compensation insurance, general liability and automobile insurance with companies authorized to do business in Michigan, and in amounts meeting or exceeding the amounts listed in Attachment B.

5.3 Each proposal that exceeds $50,000 must be submitted with an attached certified check, money order, or a bid bond from a surety company approved to do business in the State of Michigan, payable to the Owner in an amount not less than 5% of the base proposal sum of the work.

5.4 Prior to the execution of the contract, furnish Performance and Payment Bonds covering the faithful performance of the contract and the payment of all obligations arising there under. Include cost of bonds in the base proposal. The bidder shall require the attorney-in-fact who executes the required bonds on behalf of the surety to affix thereto a certified and current copy of their power of attorney.

5.5 The successful Contractor, within ten (10) days after the contract award, shall furnish the

District with proof of insurance as stated in Attachment B.

5.6 The District shall be named as additional insured on all policies as directed in Attachment

B. Should any insurance required by this contract lapse, the Contractor shall immediately cease any operations until authorized in writing by the District. If the lapse period extends fifteen (15) days, the contract shall automatically terminate and the Contractor shall be in breach of this contract.

6. AGREEMENT/EXCEPTIONS

6.1 Submission of a proposal indicates the Contractor agrees to the terms, conditions and other provisions contained in the RFP, unless the Contractor clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the

RFP.

6.2 Exceptions presented in a proposal are not to be considered incorporated into the contract between the District and the selected Contractor unless and until the District agrees to accept such exceptions.

6.3 The selected Contractor must acknowledge and agree that the contract resulting from this

RFP include the terms, conditions, and other provisions contained in the RFP, the proposal selected (including any exceptions accepted by the District) which is acceptable to the District and is not in conflict or contravention of the RFP, and any other documents mutually agreed upon by the District and selected Contractor.

6.4 No oral statements or any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFP or the resulting contract.

6.5 A formal contract will be negotiated after the selection of a contractor for the services identified in the scope of services by the District.

6.6 The contractor shall not assign the contract or any part thereof to any other person unless such assignment is first approved in writing by the District, it being understood that the contract shall not be assignable unless the proposed assignee is acceptable to the District.

The request for assignment must include evidence that the proposed assignee qualifies under all requirements of the contract and must be addressed as defined in the contract for services.

7. PROPOSAL SUBMITTAL

One original plus one (copy) of the entire bid package must be submitted to the District as follows:

Flat Rock Early Childhood Center Fire Alarm Replacement Project Flat Rock Community Schools 28639 Division St.

All proposals must be received prior to, Friday, June 27, 2025 at 2:00 PM. Proposals may be mailed or dropped off at the above listed address. Proposals must be received in the Business Office for it to be considered in the RFP process.

SCHEDULE A

FLAT ROCK EARLY CHILDHOOD CENTER

2025 FIRE ALARM REPLACEMENT PROJECT

BID FORM

TO: John Horvath, Director of Shared Services

Having carefully reviewed the bidding documents described in the RFP and understanding the scope of work involved in the proposed Bid and those that interface with it, we hereby propose to furnish labor, materials, tools, equipment, supervision, insurance and services required for the completion of all work required for the Bid indicated in accordance with the RFP. Please attach a list of planned equipment.

BASE BID, FIRE ALARM REPLACEMENT TOTAL PRICE:

Equipment Price:_______________________________________

Labor/Installation/Other:_______________________________________

BIDDERS NAME:

ADDENDA:

And having Received and Examined the Following Addenda: (include date for acknowledgement)

Addendum Number______________, dated__________________________, 2025

Addendum Number______________, dated__________________________, 2025

SUBSTITUTIONS:

Bidder is cautioned to bid on the “Standards” specified. The following substitutions for the “Standards” specified are listed herein for consideration, and if accepted, the contract sum may be adjusted in accordance with the following:

______________________________________________Add / Deduct $___________________

______________________________________________Add / Deduct $___________________

CONTRACT:

The undersigned agrees that the above Base Bid Prices shall hold for 90 days and Alternate Prices for 120 days after receipt of proposals, to accept provisions of “Instructions to Bidders”

TIMELINE:

Provide the district with an estimated timeline of when the proposed project could be started and completed:

Start Date __________________________________End Date __________________

IRAN BUSINESS RELATIONSHIP AFFIDAVIT:

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 that term is defined in the Act.

SUBMITTED BY:

Firm Name:

Address:

Email Address:

Signed:

Typed Name:

Date: Title:

Phone: Fax:

If bidder is a Corporation, indicate State of Incorporation:

If a Partnership, give full names of all Partners:

Please submit (1) one original copy and (1) one copy of this proposal. Contractor should retain (1) one copy for your records.

FAMILIAL DISCLOSURE STATEMENT

All bidders must complete the following familial disclosure from in compliance with MCL 380.1267 (Public Act 232 of 2004) and attach this information to the bid.

By the attached sworn and notarized statement we are disclosing the following familial relationship(s) that exist between the owner or any employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive officer of the public school academy.

The Owner shall not accept a bid that does not include this sworn and notarized disclosure statement.

Disclose any familial relationship and complete the form below in its entirety:

The following are familial relationships as described above (provide employee name, family contact name, family contact position, and familial relationship or NONE.)

Signature(s): Title: Name of Firm:

STATE OF MICHIGAN

SS COUNTY OF

On this day of ____________, 20____, before me a Notary Public in and for , Said county, personally appeared agent of the said firm

And acknowledged the same to be his free act and deed as such agent.

Notary Public

SCHEDULE B

Flat Rock Community Schools Early Childhood Center

INSURANCE REQUIREMENTS

WORKER’S COMPENSATION AND EMPLOYER’S LIABILITY INSURANCE:

Worker’s Compensation: State of Michigan Statutory Limits

Employer’s Liability: $500,000 – each accident $500,000 – disease (each employee) $500,000 – disease (policy limit)

The limits for Commercial General Liability insurance including -coverage for Premises-Operations, Independent Contractors’ Protective, Products-Completed Operations, Contractual Liability, Personal Injury and Broad Form Property Damage (including coverage for Explosion, Collapse, and Underground Hazards) shall be as follows:

COMMERCIAL GENERAL LIABILITY INSURANCE:

Each occurrence $2,000,000 – aggregate Each occurrence $2,000,000 – aggregate Fire Damage (any one fire) $100,000 Medical Expense (any one person) $5,000

The Contractor shall furnish and maintain during the entire period of construction, a Protective/Contractual Liability policy written in the name of the Owner and Architect with the following limits:

Bodily Injury $1,000,000 – each occurrence Property Damage $1,000,000 – each occurrence Property Damage $1,000,000 – aggregate

Notes;

Products-Completed Operations Insurance shall be maintained for a minimum period of one (1) year after final payment.

The Owner shall be listed as additional insured. The Owner shall be the certificate holder.

Automobile Liability insurance (owned, non-owned and hired vehicles) for bodily injury and property damage:

AUTOMOBILE LIABILITY INSURANCE:

Bodily Injury $1,000,000 Property Damage $1,000,000

Umbrella or Excess Liability Coverage: UMBRELLA/EXCESS LIABILITY INSURANCE:

Umbrella/Excess Insurance $2,000,000 – each occurrence $2,000,000 – aggregate

SCHEDULE C

Flat Rock Early Childhood Center

DOCUMENTS AVAILABLE

1. DESCRIPTION

1.1 See attached Reference Drawing available.

1.2 Specifications.

1.3 Child Care Licensing Rules