RFP LED Security.doc

Request for Quotation

Fowler Public Schools Integrated LED Lighting and Building Security System (October 2017) Introduction

Fowler Public Schools is soliciting quotations for an Integrated LED Lighting and Building Security System. Fowler Public Schools has selected a preferred design that includes retrofitting all lighting in the district with high efficiency LED tubes and bulbs, installation of a classroom door barrier system, a high visibility hallway wayfinding placard system, an integrated wireless lock down warning system that activates visual alerts in each classroom, and wireless lighting and security enabling software system. Standard lighting components must be eligible for Consumer’s Power rebate program incentives. It is the bidder’s responsibility to verify that the LED lighting tubes and bulbs proposed are eligible for the Consumer’s Power rebate program. While we understand all bidders may not be able to bid the exact design, the district’s preferred design or close facsimile will be given full consideration.

Fowler Public Schools is requesting a quotation for full installation of the integrated system in both of its two school buildings consisting of Waldron Elementary and Middle School and Fowler High School.

Proposal Requirements Bid Response All bidders submitting a response to this RFQ must do so by completing and submitting both the “Vendor Profile” form found in Appendix A and the “Pricing Summary” sheet found in Appendix B of this document. Additional vendor information is welcome and may be included along with the completed “Vendor Profile” form.

All bidders should include a brief written statement, which summarizes their response. It should include any pertinent information which was not specifically asked for in other parts of this document, but which the bidder wishes us to know.

Two sealed copies of your bid response must be received no later than 3:00 p.m. EST on Tuesday, November 7, 2017. Bids received after that time will not be considered. Bids will be publicly opened in the Fowler Public Schools administrative offices located in Fowler High School at 700 S. Main St. Fowler, MI, and read at that time. We welcome bidder’s presence at the bid opening. Bids must be sealed and marked ‘Integrated Lighting & Security Bid’ and submitted to:

Neil Hufnagel Superintendent Fowler Public Schools 700 South Main Street Fowler, MI. 48835 Schedule of Events

Request for Proposal Posted

Tuesday, October 24, 2017 3:00 p.m.

Site Visit

Available upon bidder request

Bid Response Due

Tuesday, November 7, 2017 3:00 p.m.

Bid Opening

Tuesday, November 7, 2017 3:30 p.m.

Bid Evaluation

Fowler Public Schools may make such investigations as deemed necessary to determine the ability of the bidder to supply the items and the bidder shall furnish to Fowler Public Schools all such information and data for this purpose as Fowler Public Schools may request. Fowler Public Schools reserves the right to reject any bid if the evidence submitted by or investigations of such bidder fail to satisfy Fowler Public Schools that such bidder is properly qualified to carry out the obligations of the contract and to complete the orders contemplated therein. In determining which bid is the lowest responsible bid, the Board, in its discretion, may take into consideration not only the amount of the bid, but the following criteria as it deems appropriate and may give such weight thereto as it deems appropriate.

· The bidder’s financial ability to complete the contract successfully and on time without resort to its surety;

· The bidder's prior experience with comparable or more complex contracts;

· The bidder’s prior history for the successful and timely completion of contracts;

· The bidder’s prior experience on other contracts with Fowler Public Schools, including the bidder’s demonstrated ability to perform its contract in accordance with the applicable contract documents;

· The bidder’s compliance with federal, state and local laws, rules and regulations; and

· Depending upon the specific items to be furnished by the vendor, other essential factor

Customer Contact To schedule a site visit or if there are any questions regarding the specifications or this invitation to bid, please contact:

Neil Hufnagel Superintendent Fowler Public Schools 700 South Main Street Fowler, MI. 48835 nhufnagel@fowlerschools.net General Terms and Conditions 1.

Any document submitted after the due date and time will be rejected as not meeting the mandatory requirements for the RFQ.

2.

Any cost for developing proposal documents is the responsibility of the bidder and shall not be chargeable in any manner to Fowler Public Schools 3.

Fowler Public Schools reserves the right to reject any and all proposals, to waive omissions, irregularities, or clerical errors not affecting substantial compliance with the bid specifications, and to accept any bid it deems to be in the best interest of the School District.

4.

Fowler Public Schools reserves the right to reject any part of a specific proposal for any reason.

5.

Fowler Public Schools reserves the right to rebid all or part of this project at a later date.

6.

Fowler Public Schools reserves the right to accept any bid, even if it is not the lowest bid.

7.

Fowler Public Schools reserves the right to modify conditions and specifications, by mutual agreement with the selected supplier, both at the time of acceptance of the bid and subsequent thereto.

8.

Fowler Public Schools reserves the right to increase or decrease quantities purchased, both at the time of acceptance of the bid, and subsequent thereto.

9.

The bidder is responsible for any applicable Federal and State taxes. All bids are to be made taking this into consideration. The bidder shall be solely responsible for such payments and shall indemnify the owner and hold him harmless for any assessment and payment of same.

10.

The successful bidder shall comply with all applicable Federal and State laws, regulations, ordinances, and codes, which are in effect on the cutover date and which place obligations on the bidder with respect to its performance under this agreement.

11.

Bid prices quoted shall remain in effect for a period of not less than 90 days from the bid due date.

12.

Delivery and installation schedule must be determined and approved by Fowler Public Schools prior to bid acceptance. The successful bidder must notify Fowler Public Schools five business days prior to delivery and installation to arrange an appointment. Any attempted delivery/installation without a previously scheduled appointment may be refused and any additional delivery/installation charge will be the responsibility of the vendor.

13.

It is understood and agreed that the delivery date and/or date of installation AFTER receipt of a purchase order is the seller’s best offer. In its acceptance of any quotation offer, Fowler Public Schools is relying on the promised delivery date and/or installation as material and basic to its acceptance, unless otherwise indicated. In the event of seller’s failure to deliver as and when promised, Fowler Public Schools reserves the right to cancel its accepting order, or any part thereof, and seller agrees that Fowler Public Schools may return all or part of any shipment so made, and may charge seller with any loss or expense sustained as a result of such failure to deliver as promised.

14.

Fowler Public Schools is exempt from applicable Federal and State Taxes, Michigan and Federal Tax-Exempt (FE #386000996). All quotation offers and/or bids are made taking this fact into consideration.

15.

Prompt payment discounts will be considered in making the award provided the period of the discount offered is sufficient to permit payments within such period in the regular course of business.

Equipment Specifications The equipment description is listed on the Pricing Summary sheet in Appendix B. It is the bidder’s responsibility to assure the proposal includes all of the components necessary to meet the Fowler Public School’s performance expectations for an integrated LED lighting and building security system. Interested bidders are encouraged to contact the customer contact listed to verify compliance with the necessary performance requirements.

Guarantee

All equipment is to be guaranteed for manufacturers said period and in all cases not less than one year.

Payment Schedule Payment Terms: Fowler Public Schools will negotiate specific payment terms with the successful bidder. Unless otherwise previously agreed to by Fowler Public Schools, all approved invoices will be paid within 60 days of receipt by Fowler Public Schools.

Vendor Profile

Appendix A

Integrated LED Lighting and Building Security System (Compete Form or provide requested information in a complete, simple and fully compliant attachment) Company Name:

Address:

Project Manager:

Phone Number:

Email:

Additional notes or comments associated with this project/bid:

Years in Business:

Number of Employees:

Number of Service Staff:

Signature & Title Pricing Summary

Appendix B

Integrated LED Lighting and Building Security System

(Compete Form or provide requested information in a complete, simple & fully compliant attachment)

Replacement linear LED tubes and bulbs to meet all educational setting performance standards throughout the district

Hardware and software components for integrated, wireless security alert system linking classroom barrier and lighting alert systems

Any additional installation, labor, shipping, contingency, or miscellaneous expenses not included in the previously listed components

Total Bid Price

Quoted price includes all terms in RFQ of Fowler Public Schools.

Delivery/Completed Installation – approximately _____ weeks after receipt of purchase order.

Exceptions to Specifications:

Comments:

THE UNDERSIGNED HEREBY agrees to deliver and install the items specified herein in accordance with the terms, conditions, specifications, and prices set forth.

Company Name:

Submitted By (type or print):

Title: _______________________

Signature:

Date: _______________________