RFP; Orchestral String Instruments; 061418.pdf

ROCHESTER COMMUNITY SCHOOLS

June 14, 2018

Request for Proposals

Rochester Community Schools invites you to provide a proposal bid for String Instruments as per the specifications set forth herein or approved equivalent.

Bid Information and Requirements for Acceptance:

1. Bid packets will be accepted until Thursday, June 28, 2018, at 02:00PM local time. The bids will be publicly opened on Thursday, June 28, 2018, at 02:00PM local time. No oral, telephonic, or facsimile proposals will be considered. The Board will not consider or accept a bid received after the date and time specified. Proposals shall be delivered in sealed envelopes that visibly identify the name of the bidding vendor, and the bid name.

The sealed envelope must also indicate if vendor is a “BID” or “NO BID”.

2. Return bid packets must include two (2) original hardcopies of the four forms listed below.

• Vendor Information Form signed

• Vendor Price Quotation on vendor’s company form inclusive of the specifications on Attachment A

• Iran Economic Sanctions Certification form signed

• Familial Disclosure Statement form signed and notarized

Forward bid packets to:

Jennifer Fickel, Purchasing Supervisor Purchasing Department Rochester Community Schools 501 W. University Drive Rochester, MI 48307 Bid (or No Bid) – String Instruments

3. The price quoted on the Vendor Price Quotation must be net. Discounts, rebates, and allowances will be used as criteria of evaluation, but must be stated separately on the Vendor Price Quotation.

4. The buyer has the right to cancel a purchase order if the terms and conditions set forth herein are not met.

5. Prices bid are to include shipment delivered to the district location as specified.

6. All purchases are to be exempt from all taxes including State and Federal taxes. An Exemption certificate will be furnished upon request.

7. Bids must meet or exceed all specifications herein. Any deviations from the specifications set forth must be clearly detailed on the bid proposal; otherwise, it will be considered that items offered are in strict compliance with the specifications, and successful bidder will be held responsible therefor.

8. The Board of Education reserves the right to accept any item in the bid; to accept or reject any or all bids; to waive any informality herein; or for reasons of establishing uniformity, to award the contract to other than the low bidder.

9. This bid is made without any previous understanding or agreement with any other person, firm or corporation making a bid for the same purpose, and is in all respects fair and without collusion or fraud.

10. No member of Rochester Community Schools Board of Education, City, State or any officer, employee or person whose salary is payable in whole or in part from the treasury of said Board of Education is directly or indirectly interested in this bid or in the supplies, materials, equipment, work, services or any portion of the profits thereof to which it relates.

11. All Bid Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner(s) or any employee of the Bidder and any member of the Board of Education of the School District or the Superintendent of the School District. In addition the Bid Proposal must include the signed Iran Economic Sanctions Certification. Bid Proposals that do not include the sworn and notarized Familial Relationship disclosure statement and the signed Iran Economic Sanctions Certification will not be consider by the Board of Education.

12. Any manufacturers’ names, brand names, trade names, or catalog numbers used in the specification are there for the purpose of establishing and describing general performances and quality levels. Such references are not intended to be restrictive, and bids are invited on these and comparable brands or products of any manufacturer.

13. Vendor shall not during the contract assign, transfer or subcontract any part of agreement to any other supplier.

14. The vendor shall agree to a “Hold Harmless” clause concerning the process, selection criteria, award, and contract as entered into with RCS.

15. SOLE BIDDER

A. It is the District’s intent that this Request for Bids permit competition. It shall be the bidder’s responsibility to advise Rochester Community Schools, in writing, if any language, requirements, scope specifications, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this Invitation to Bid to a single source. Rochester Community Schools shall receive such notification no later than five (5) days prior to the date set for acceptance of bids.

B. If only one bid is received in response to the Invitation to Bid, a detailed cost proposal will be requested of the single seller. A cost/price analysis and evaluation and/or audit shall be performed of the cost proposal in order to determine if the price is fair and reasonable.

C. Rochester Community Schools reserves the right to cancel the bid, or reschedule the bid opening, if there is only one bid received. The decision by Rochester Community Schools will be final.

Bid Proposal Rochester Community Schools (RCS) is seeking bids for String Instruments as per the specifications set forth herein, or approved equivalent.

Specifications and Vendor Requirements

1. All bid packets must include all forms as specified in Bid Information and Requirements for Acceptance section, 2. The envelope must be sealed, and clearly marked “BID – String Instruments”. Vendor Price Quotation must be the exact net price.

2. The Board of Education reserves the right to accept or reject any or all bids, to waive informalities and to accept the bid which will best serve the interest of the school district.

3. Board Approval: The Board approval date is anticipated to be July 16, 2018.

4. Specific questions: The contact for this procurement is Jennifer Fickel, Rochester Community Schools, 501 W. University Drive, Rochester, MI 48307. Telephone: 248-726- 3045, jfickel@rochester.k12.mi.us.

Selection Process RCS will base award on several evaluation factors including, but not limited to: bid specifications, pricing, product availability, documentation requirements, and delivery terms.

Vendor Information Form

Vendor Name: _______________________________ Contact Name: __________________________________

Address: ____________________________________________________________________________________ Street Address City State Zip Code

Phone Number: ___________________ Fax Number: __________________E-Mail: _______________________

Website: ______________________________________ Payment Terms: _______________________________

Product Lead-time: _______ business days. (Maximum number of days for delivery of an order from the day it is placed).

Deviations from specifications: Yes_______ No _______.

If yes, please explain on the Vendor Price Quotation.

Vendor comments:

Bidder Authorization

The undersigned certifies that the bid submitted meets or exceeds, all specifications, which all conditions noted here are acknowledged, and the firm prices and terms specified by the bidder are true and accurate.

My signature certifies that the accompanying proposal is not the result of, or affected by an unlawful act of collusion with another person or company engaged in the same line of business or commerce or any act of fraud punishable under current Federal or Michigan law. I hereby certify that I am authorized to sign as a Representative for the Firm:

Name of Company Representative _____________________________________________________________

Title: _______________________________________________________________________________________

Signature ___________________________________________________ Date: _________________________

FAMILIAL DISCLOSURE AFFIDAVIT OF BIDDER

The undersigned, the owner or authorized officer of ________________________ (the “Bidder”), pursuant to the familial disclosure requirement provided in the Rochester Community Schools’ (the “School District”) advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of _________________________________ and any member of the Board of Education of the School District or the Superintendent of the School District.

List any Familial Relationships:

BIDDER:

By:

Its:

STATE OF MICHIGAN )

COUNTY OF ____________ )

This instrument was acknowledged before me on the _____ day of ____________, 2011, by

Notary Public: ______________________________

___________________________ County, Michigan

My Commission Expires:______________________

CERTIFICATION OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner, or authorized officer of the below-named company (the “Company”), pursuant to the compliance certification requirement provided in the Rochester Community Schools’ Request For Proposal (the “RFP”), hereby certifies, represents, and warrants that the Company (which includes 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 the Company is awarded a contract by Rochester Community Schools as a result of the aforementioned RFP, the Company is not and will not become an “Iran Linked Business” at any time during the course of performing any services under the contract.

The Company 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 Rochester Community Schools’ 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 the it is determined that the person has submitted the false certification.

Name of Company

Name and Title of Authorized Representative

Signature

ATTACHMENT A

Rochester Community Schools

String Instruments 2018-2019

Specifications:

A. 3/4 Violins: Twenty Six (26) 3/4 Violins with Bow and Hard Case

B. 4/4 Violins: Twenty Six (26) 4/4 Violins with Bow and Hard Case

C. 13” Violas: Twenty Two (22) 13” Violas with Bow and Hard Case

D. 14” Violas: Twenty Two (22) 14” Violas with Bow and Hard Case

E. 15” Violas: Twenty Two (22) 15” Violas with Bow and Hard Case

F. 3/4 Cellos: Twenty Six (26) 3/4 Cellos with Bow and Case

G. 4/4 Cellos: Twenty Six (26) 4/4 Cellos with Bow and Case

H. 1/2 Bass: Eight (8) Basses with Bow and Case

I. 3/4 Bass: Eight (8) Basses with Bow and Case