RFP Hydroponics Trailer~2.pdf

Southbridge Public Schools Office of the Superintendent

132 Torrey Road Southbridge, MA 01550

Request for Proposals

Hydroponic Garden System

RFP: 2021-RFP-1

The Southbridge Public Schools (SPS) seeks proposals from qualified vendors to provide a HYDROPONIC GARDEN SYSTEM by June 15, 2021.

Specifications and contract documents will be available on www.southbridgepublic.org/business-office. Proposal packages may be obtained on the Southbridge School Business Office’s website at www.southbridgepublic.org/business-office or by emailing businessoffice@southbridgepublic.org specifying RFP: 2021-RFP-1 in the subject line.

Proposals will be accepted by email to the Southbridge School Business Office at businessoffice@southbrigepublic.org until 10:00 A.M. on Friday, March 12th, 2021 when proposals shall be publicly opened. All communication should be through the businessoffice@southbridgepublic.org email.

All proposals must be sealed and clearly marked: RFP: 2021-RFP-1, Hydroponic Garden System. Attachments should be separated by price (cost) and non-price (technical) proposals and clearly marked.

SPS reserves the right to accept any bid, reject any and all bids or any part thereof, waive any irregularities and/or informalities, and make such awards as it deems to be in the best interest of SPS.

Seth Racine Business Office Southbridge Public Schools http://www.southbridgepublic.org/business-office http://www.southbridgepublic.org/business-office mailto:businessoffice@southbridgepublic.org mailto:businessoffice@southbrigepublic.org mailto:businessoffice@southbridgepublic.org

TABLE OF CONTENTS

1. Respondent’s Checklist

2. Introduction

3. General Instructions and Conditions

4. Technical Specifications and Requirements

5. Cost Proposal

6. Minimum Evaluation Criteria

7. Comparative Evaluation Criteria

8. References

9. Required Forms (Certificate of Non-Collusion, Certificate of Tax Compliance)

SECTION 1: RESPONDENT’S CHECKLIST

Please ensure all documents listed on this checklist are included, and/or acknowledged with your submission.

The Technical Proposal attachment shall contain the following:

___________ Respondent’s Checklist (this form)

___________ Letter of Transmittal

___________ Project Narrative / Plan of Services

___________ Certificate of Non Collusion

___________ Certificate of Tax Compliance

___________ W9 Form

___________ References

The Price Proposal attachment shall contain the following:

___________ Price Proposal (cost sheet included in the RFP)

SECTION 2: INTRODUCTION

Purpose Southbridge Public Schools (SPS) is soliciting proposals for its Federal Lunch Program for the purchase, delivery and installation of a vertical hydroponic system to provide a hydroponic garden system. The SPS Federal Lunch Program provides breakfast, lunch, dinner and snacks to approximately 2000 students. SPS would like to install a hydroponic garden so produce can be grown on-site to support the school lunch program. The district expects to install the hydroponic garden system no later than June 15, 2021.

Respondents are asked to prepare a proposal regarding the type of vertical hydroponic system they would install, as well as references listing previous comparable assignments. The district reserves the right to award a contract to a Vendor (generic term to refer to any Proposer whether a company, not-for-profit or other entity and hereinafter referred to as the “Vendor”) whose proposal and any resulting negotiations are deemed to be in the best interest of the district and its citizens. The district further reserves the right to reject any and all proposals.

Background The Southbridge Public Schools’ Federal Lunch Program is managed and organized from the Southbridge Middle High School complex building at 132 Torrey Road, Southbridge, Massachusetts. The leadership team of school lunch program is comprised of the Food Services Director and a Chef Manager who spend the majority of their time at 132 Torrey Road. The kitchen at the Southbridge Middle High School complex is a fully operational kitchen. The other locations for Eastford Road School (120 Eastford Road, Southbridge), West Street School (156 West Street, Southbridge), and Charlton Street School (220 Charlton Street, Southbridge) are satellite kitchens. Some food is prepared at these sites and some food is reheated. In addition, the kitchen at 25 Cole Avenue supports the Southbridge Academy and Southbridge Head Start program.

The hydroponic garden system would be installed at the 132 Torrey Road location. A final location for the garden system will be decided after the system is selected.

SECTION 3: GENERAL INSTRUCTIONS AND CONDITIONS

1. Pursuant to M.G.L. Chapter 30B, the Southbridge Public Schools seeks proposals from qualified bidders interested in providing a vertical hydroponic garden system.

Separately sealed price (cost) and non-price (technical) proposals are due on or before FRIDAY, MARCH 12TH, 2021 AT 10:00 A.M. to:

businessoffice@southbridgepublic.org RFP: 2021-RFP-1, Hydroponic Garden System

Late proposals will not be considered.

2. A contract will be awarded within thirty (30) days after the bid submission date or as soon as practicable thereafter. The time for award may be extended for up to thirty (30) days by mutual agreement.

3. If any changes are made to this RFP, an addendum will be issued. Addenda will be emailed or mailed to all proposers on record as having received the RFP package. In addition, the addenda will be posted on the Southbridge Public Schools website.

4. Questions concerning this RFP must be submitted in writing to BusinessOffice@southbridgepublic.org before 12:00 PM, FRIDAY, FEBRUARY 26TH, 2021. Please reference “2021-RFP-1” in the subject of your email. Questions received after the due date will not be responded to unless the district determines it is necessary.

Written responses will be emailed to all proposers on record as having received the RFP package, as well as posted on the Southbridge Public Schools website.

5. All proposals received by the Southbridge Public Schools in response to this RFP shall be considered “firm” and may only be withdrawn as provided by M.G.L. Chapter 30B. A proposer may correct, modify, or withdraw a bid by sealed written notice clearly marked as a correction, modification or withdrawal and received by the Business Office prior to the time and date set forth for bid submission.

6. After the proposal submission deadline, a proposer may not change any provision of the proposal in a manner prejudicial to the interests of the Town or fair competition. Minor informalities will be waived or the proposer will be allowed to correct them. If a mistake is found and the intended bid is clearly evident on the face of the proposal document, the mistake will be corrected to reflect the intended correct proposal and the proposer will be notified in writing; the proposer may not withdraw the proposal.

7. The Southbridge Public Schools reserves the right to cancel this RFP or reject in whole or in part any and all proposals, if it is determined that cancellation or rejection serves the best interests of the Southbridge Public Schools.

mailto:businessoffice@southbridgepublic.org mailto:BusinessOffice@southbridgepublic.org

8. Proposals that are incomplete, conditional, not properly endorsed, signed, or which are otherwise contrary to these instructions may be rejected.

9. The contract award is subject to an appropriation by the Southbridge Public Schools for the fiscal year in which the contract is executed and for any subsequent fiscal year during the contract term.

10. It is prohibited for any proposal to be submitted that would constitute a violation of the conflict of interest statute, M.G.L. Chapter 268A.

11. All invoices are to be submitted to the Business Office of the Southbridge Public Schools at 132 Torrey Road. Invoices should reference a valid purchase order.

ANTICIPATED RFP TIMETABLE

Dates and times listed on this RFP timetable are subject to change.

RFP Issued February 12, 2021 RFP Questions Due February 26, 2021 at 12:00 P.M.

Proposals Due March 12, 2021 at 10:00 A.M.

Evaluation of Proposals March 15 - 19, 2021 Award of Contract March 22 – 26, 2021

FORM AND STRUCTURE OF PROPOSAL

Technical Proposal

One (1) Technical Proposal must be submitted in an attachment to an email and labeled as follows: 2021-RFP-1, Hydroponic Garden System Technical Proposal

To be considered a complete proposal, proposers must include all of the following in their submittal:

• Responder’s Checklist. (see page 3 of the RFP)

• Letter of Transmittal. Each proposal shall include a letter of transmittal that bears the signature of an authorized representative of the Proposer. The letter of transmittal shall also state that the proposal will remain in effect for a period of thirty (30) calendar days after the deadline for submission of proposals.

• Submittal Requirements. All respondents are required to include the following information in the submittal:

o Proposer Summary. The proposal must contain a brief summary of the company history.

o Deliverables. Describe what deliverables you will provide.

o Qualifications and Experience. Provide relevant information regarding previous experience related to the services described in the RFP.

• Required Forms. This section must be fully completed with signed copies of a Certificate of Non-Collusion, a Certificate of Tax Compliance and a W9 Form.

• References. Provide a list of districts and a point of contact in each that uses the proposed system as specified in the RFP.

Cost Proposal

One (1) Cost Proposal must be submitted in an attachment to an email and labeled as follows:

2021-RFP-1, Hydroponic Garden System Cost Proposal

A cost sheet is included in “Section 5: Cost Proposal.”

Pursuant to M.G.L. Chapter 30B, each proposal will be embargoed upon opening until such time as the Southbridge Public Schools has completed the evaluation and selection process.

Proposals received after the deadline shall be refused and returned unopened to the respected proposer.

Delivery of the proposal documents will be at the proposer’s expense. Any and all damages that may occur due to packaging and shipping of the proposal documents will be the sole responsibility of the proposer.

RULE FOR AWARD

A contract shall be awarded to the responsive and responsible proposer offering the most advantageous proposal taking into consideration price and services to be provided.

A contract will be awarded to a responsive and responsible contractor who has submitted a proposal which conforms in all aspects to the Request for Proposal. A responsive contractor is a contractor who has submitted a proposal that meets all respects of the RFP. A responsible contractor is a contractor who has the capability to perform fully the contract requirements.

PROPOSERS’ EXAMINATION OF THE RFP

Proposers shall examine all information and materials contained in and with this RFP. This shall include, but not limited to, all relevant laws and regulations of the Commonwealth of Massachusetts and the United State Government. Failure to do so shall be at the proposer’s risk.

INCURRING COSTS

Southbridge shall not be liable for any costs incurred by proposers in preparing, submitting or presenting proposals, or in satisfying any demonstration or other requirements.

Southbridge shall not reimburse any costs incurred by proposers in anticipation of being awarded the contract under this RFP.

Southbridge shall not accept billings for additional costs except as may be otherwise specified in this RFP or the Agreement pursuant hereto.

RESPONSIBILITIES OF PRIME CONTRACTOR

The successful proposer shall be considered as the prime contractor and shall be required to assume total responsibility for all billing and mailing services offered in its proposal, whether or not it is the manufacturer, producer, author or supplier of them.

Southbridge shall consider the successful proposer to be the sole point of contact with regard to all contractual matters, including the performance, service of and payment for services rendered.

PROPOSALS CONSIDERED “FIRM”

All proposals received by the Southbridge Public Schools in response to this RFP shall be considered “firm” and may only be withdrawn as provided by M.G.L. Chapter 30B. Any proposer wishing to withdraw its proposal prior to the date and time specified in this RFP for submission shall send a letter by certified mail, return receipt requested, to the Southbridge Public Schools Business Office in advance of such withdrawal.

Prices offered by the proposer shall be firm and not subject to increase during the term of any contractual agreement arising between Southbridge Public Schools and the successful proposer as a result of this RFP, except as may be otherwise provided in this RFP or the contract pursuant to it with the successful contractor.

USE OF TRADE NAMES

The use of a proprietary or trade name in any description of equipment, materials or supplies in this RFP is not intended to restrict this RFP to the manufacturer or proprietor; instead it is intended only to describe, by convenient reference to familiar products, the features or characteristics required by the Southbridge Public Schools. Further, the use of any trademark in any description of equipment, materials or supplies does not constitute any endorsement of the product by the Southbridge Public Schools.

Any item that is the equivalent, in style, quality dimensions and color, to the brand specified will be accepted by the Southbridge Public Schools. Items not marked on the cost bid form, as being equivalent shall be evaluated as being the item specified and be ordered as such, if an award is made. The Southbridge Public Schools is the sole judge as to the fitness of any equivalent item for the purpose intended in this bid.

AVAILABILITY OF FUNDS

If the Southbridge Public Schools should not, for any reason at any time, appropriate or otherwise make available funds to support continuation of performance in any fiscal year succeeding the first year, the Southbridge Public Schools will cancel any contract pursuant to this RFP without penalty upon thirty (30) days’ notice to the successful proposer.

FORCE MAJEURE

Neither the proposer nor the Southbridge Public Schools shall be liable, nor may either cancel the Agreement pursuant to this RFP, when delays arise out of causes beyond the control and without the fault or negligence of the proposer or the Southbridge Public Schools. Such causes may include but are not restricted to acts of God or the public enemy, acts of the Town in sovereign capacity, fires, floods, lightning strikes, epidemics, quarantine restrictions, strikes, freight embargoes, wars, civil disturbances, work stoppage, power failures, laws, regulations, ordinances, acts or orders of any governmental agency or official thereof, and unusually severe weather (defined as any weather situation which requires the Governor or the Commonwealth of Massachusetts to declare a state of emergency). In every case, the delay must be beyond the control and without the fault or negligence of either party.

If the proposer is delayed in his / her performance as a result of the above causes, the Southbridge Public Schools may either (1) extend the time for completion of such responsibilities for a period equivalent to the time lost for completion of such responsibilities by reason of any or all of the aforesaid causes, or (2) secure substitute performance at its own cost and expense during the duration of the excusable delay and reduce performance and payment under this Agreement, or (3) terminate all or a portion of this Agreement when the delay totally precludes the proposer’s performance or materially affects it and the delay continues for a delay of thirty (30) days. The Southbridge Public Schools agrees that within ten

(10) business days after commencement of the delay, it shall give the proposer written notice of its election as to options 1, 2 or 3.

INDEMNIFICATION

The contractors, by acceptance of this agreement, agrees to indemnify and hold harmless the Southbridge Public Schools against any and all claims, actions or demands for costs or damages due to personal injury, including death or property damage arising out of or caused by the activities undertaken on Town property by the contractor or its agents, trustees, beneficiaries, members, contractors, employees, guests, or any person, for any actions, including but not limited to obligations or actions under this agreement and further, the contractor will not make any claims against the Town of Southbridge for any injury, loss or damage to persons (including bodily injury or death) or property due to or arising out of the authorized or unauthorized use of Town property by the contractor, its agents, trustees, beneficiaries, members, contractors, employees, guests or any other person.

The contractor shall indemnify and hold the Town of Southbridge harmless from and against all bills for labor performed and equipment, fixtures and materials furnished to the contractor, its agents, contractors, employees, their successors or assigns, and applicable sales taxes thereon as required by Massachusetts law, and from and against any and all liens, bills, or claims therefor or against Town of Southbridge property, and from and against all losses, damages, costs, expenses, suits and claims whatsoever in connection with any repairs and / or alternations made by the contractor, its agents, contractors, employees, their successors or assigns, during the term of this agreement.

INSURANCE

The contractor shall obtain and keep in force during the term of the contract general comprehensive public liability insurance insuring the contractor and the Town of Southbridge, against all claims and demands for personal injury or damage to property which may be claimed to have occurred upon Town property or arising out of the use of or occupancy thereof. Said insurance shall be written on an occurrence basis to afford protection in such amount as Southbridge shall, from time to time, reasonably determine, which can be up to $1,000,000 combined single limit for personal and bodily injury and death; and for property damage, said insurance shall include a provision for medical payments in the amount of $500,000 per person.

The contractor shall carry worker’s compensation insurance as required by law, and such other insurance in such amounts as Southbridge may reasonably require from time to time.

The insurance coverage required under this agreement and all renewals shall be by standard policies, obtained from financially sound and responsible insurance companies authorized to do business in Massachusetts. Contractor’s insurance policies shall contain only such deductibles as Southbridge shall approve, such approval not be unreasonably withheld or delayed. Duly executed certificates of insurance, or, if required by Southbridge, certified copies or duplicate original policies, together with reasonably satisfactory evidence of payment of the premiums therefore, shall be delivered to Southbridge on or immediately after the start date of the agreement. If the contractor fails to either acquire or maintain the insurance required by this agreement or to pay the premium for such insurance, this agreement shall be terminated.

The contractor assumes all risk and responsibility for and in connection with any and all activities engaged in by the contractor on municipal property, or by its agents, contractors, servants or employees, or any other person and shall be solely responsible and answerable in damages for all accidents or injuries to persons or property, unless caused by and directly attributable to the negligence of Southbridge, its agents, servants, or employees.

CONFIDENTIALITY

Under Massachusetts General Laws, the Southbridge Public Schools cannot assure confidentiality of any material or information, which may be submitted by a proposer in response to this RFP. Thus, proposers who choose to submit confidential material or information do so at their own risk.

RIGHTS TO SUBMITTED MATERIAL

All proposals, responses, inquires, or correspondence relating to or in reference to this RFP, and all reports, charts, displays, schedules, exhibits, and other documentation submitted by proposers shall become the property of the Southbridge Public Schools when received.

Southbridge shall have no obligation to return any such submitted material.

Supporting technical manuals will be returned at the request of the contractor. Southbridge retains the right to use any or all system ideas presented in any proposal in response to the RFP, whether amended or not. Selection or rejection of any proposal does not affect this right.

NON-DISCRIMINATION IN EMPLOYMENT AND AFFIRMATIVE ACTION

The proposer shall not discriminate against any qualified employee or applicant for employment because of race, color, national origin, ancestry, age, sex, religion or physical or mental handicap. The proposer agrees to comply with all applicable federal and state statutes, rules and regulations prohibiting discrimination in employment.

If a complaint or claim alleging violation by the proposer of such statutes, rules or regulations is presented to the Massachusetts Commission Against Discrimination (MCAD), the proposer agrees to cooperate with MCAD in the investigation and disposition of such complaint or claim.

In the event of the proposer’s noncompliance with the provisions of this section, Southbridge Public Schools shall impose such sanctions as it deems appropriate, including but not limited to:

a) Withholding of payments due to the proposer until the proposer complies; and

b) Termination or suspension of any contract or agreement pursuant to this RFP.

SECTION 4: TECHNICAL SPECIFICATIONS AND REQUIREMENTS

This section outlines the specific requirements and background information for the RFP.

Southbridge Public Schools seeks proposals for the purchase, delivery and installation of one (1) hydroponic growing container. The container should include at least the following:

• 40 foot insulated shipping container

• Complete hydroponic growing platform from seed to harvest

• Plant panels totaling at least 8,000 plant sites

• Complete operating software to control and monitor the farm remotely.

Technical Proposals should include sections that address:

• Vendor Summary. The proposal must contain a brief summary of the company history.

• Deliverables. Describe what deliverables you will use to determine the effectiveness of the proposed services.

• Qualifications and Experience. Provide relevant information regarding previous experience related to the services described in the RFP.

SECTION 5: COST PROPOSAL

This form will be used by the Proposer as their Cost Proposal for the purposes of compliance with M.G.L. Chapter 30B. Proposers must complete this form in its entirety and submit it in a separate attachment labeled “2021-RFP-1 Hydroponic Garden System Cost Proposal”. No pricing information should be included in the Technical Proposal.

Total Cost of Hydroponic Garden Sytem

Cost of trailer: ____________________

Cost per installation: ____________________

Cost per training: ____________________

Total cost of proposal: ____________________

The undersigned agrees to furnish the Southbridge Public Schools with the entire project as detailed in the Request for Proposals at the above price:

Date Company Name

Name and Title of Person Signing Proposal

Business Street Address

City, State, Zip Code

Telephone

Email

SECTION 6: MINIMUM EVALUATION CRITERIA

The services being offered to the Southbridge Public Schools as a result of this RFP, at a minimum, must meet the following requirements. Proposals that do not meet the minimum requirements as set forth below may be considered unresponsive, at the Southbridge Public School’s sole discretion, and may be rejected.

Minimum Evaluation Criteria Yes No The proposer has submitted a complete proposal with all required documents signed (i.e. Non Collusion, Tax Compliance, W9) as instructed in the RFP

The proposer has been in operation for more than two (2) years

The proposer has installed hydroponic garden systems in at least three (3) other school districts

SECTION 7: COMPARATIVE EVALUATION CRITERIA

The Southbridge Public Schools shall apply the following criteria to evaluate the proposals. The purpose of the information requested in this section is to assist the evaluation committee in making decisions about the proposers overall qualifications, including technical abilities and previous experience. Proposers should clearly respond in writing to each criterion as enumerated responses to the following areas.

Proposals that fulfill all “minimum” criteria will be evaluated on the basis of “Comparative Evaluation Criteria.”

The ratings of “Highly Advantageous,” “Advantageous,” “Non Advantageous” and/or “Unacceptable” will be used to evaluate each proposal using the following evaluation criteria:

1. Experience of the Proposer Proposer’s experience coaching and consulting with educational organizations.

Highly Advantageous – The Proposer has successfully installed hydroponic gardens in more than twenty (20) educational organizations.

Advantageous – The Proposer has successfully installed hydroponic gardens in more than ten (10) educational organizations.

Not Advantageous – The Proposer has successfully installed hydroponic gardens in more than five (5) educational organizations.

Unacceptable – The Proposer has not installed hydroponic gardens.

2. Approach and Installation Plan Proposer’s approach and installation plan.

Highly Advantageous – The Proposer has provided a comprehensive approach and timeline for their installation with the Southbridge Public Schools.

Advantageous – The Proposer has provided an approach and with some dates for their installation with the Southbridge Public Schools.

Not Advantageous – The Proposer has provided an outline of their approach and no timeline for their installation with the Southbridge Public Schools.

Unacceptable – The Proposer has provided neither an approach nor a timeline to installation the Southbridge Public Schools.

3. Maintenance of Hydroponic Container Proposer’s container maintenance and ongoing support

Highly Advantageous – The container needs minimal manhours and utility costs to maintain, and includes the ability to monitor the container’s needs remotely.

Advantageous – The container needs some manhours and utility costs to maintain, and may have the ability to monitor the container’s needs remotely.

Not Advantageous – The container has substantial manhours and utility costs to maintain, and does not have the ability to monitor its needs remotely.

Unacceptable – The container is cost prohibitive and requires constant manhours to support.

4. Support After Installation Proposer’s support after installation

Highly Advantageous – The Proposer has provided a comprehensive approach for providing ongoing support after the container is installed.

Advantageous – The Proposer has provided an approach for providing support after the container is installed.

Not Advantageous – The Proposer has provided an outline of their support after the container is installed.

Unacceptable – The Proposer has not provided any information related to support after the container is installed.

SECTION 8: REFERENCES

Provide a list of schools or districts and a point of contact for each that has engaged with you for similar services described in the RFP.

1. Contact ________________________________________ School District ________________________________________ Address ________________________________________ Phone ________________________________________ Email ________________________________________ Brief Description of the Project

2. Contact ________________________________________

Address ________________________________________ Phone ________________________________________ Email ________________________________________ Brief Description of the Project

3. Contact ________________________________________

Address ________________________________________ Phone ________________________________________ Email ________________________________________ Brief Description of the Project

SECTION 9: CERTIFICATE OF NON COLLUSION, CERTIFICATE OF TAX COMPLIANCE & W9

All forms must be completed and submitted with the Technical Proposal.

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under the penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

(Signature of person signing bid or proposal)

CERTIFICATE OF TAX COMPLIANCE

Pursuant to Chapter 62C of the Massachusetts General Laws, Section 49A(b), I, ________________________________ do hereby certify under the pains and penalties of perjury that said contractor has complied with all laws of the Commonwealth of Massachusetts relating to taxes.

(Signature of person signing bid or proposal)