RFP-School Intercoms Systems Modifications.doc

L’ANSE CREUSE PUBLIC SCHOOLS

REQUEST FOR PROPOSALS

School Intercoms Systems Modifications

Prepared By: Rochelle Gauthier Assistant Superintendent for Business and Operations

586-783-6300

Date: July 20, 2018

Due Date of Bid: August 3, 2018

Please complete the section below and include this page as the first page of the bid package:

Vendor Name:___________________________

Representative Name: _____________________

Street Address: ____________________________

City, State and Zip__________________________

Phone: ________________________

Fax:___________________________

INVITATION OF BID for SCHOOL INTERCOMS SYSTEMS MODIFICATIONS For L’Anse Creuse Public Schools

24076 F. V. Pankow Blvd.

Clinton Township, MI 48036

I. BID PROPOSAL

L’Anse Creuse Public Schools (LCPS) is seeking sealed bids for the purchase and installation of emergency strobe lights to be placed in line with our existing P.A. Systems in schools as noted. (See attachment B) The contact for this procurement is: Randy Baker, Interim Manager of Operations, The Larry Brender Transportation Center 24400 F. V. Pankow Blvd, Clinton Township, Michigan 48036-1305 Telephone: 586-783-6550 ext. 1100.

A. Bid Submission Instructions

The words "Intercom Modifications”, Sealed Bid, Date Due: Friday, August 3, 2018. Time Due: 10:00 a.m." must appear on the outside of the envelope in the lower left-hand corner. Please include one (1) original copy of the bid response along with two (2) copies one being electronic. Bids must be signed by a representative of the company submitting the bid. Sealed bids must be delivered in person or sent by mail or delivery service to:

Ms. Rochelle Gauthier

Assistant Superintendent for Business and Operations

L’Anse Creuse Public Schools

Harry L. Wheeler Community Center and Administrative Offices

24076 F. V. Pankow Blvd.

Clinton Township, MI 48036 Bids must be received no later than 10:00 a.m. on Friday, August 3, 2018 to be valid. Bids received after this time and date will not be opened by the Board of Education, and will be returned to the bidder.

All bid proposal forms and all related data that are to be included in your bid submission are included with this package as received. It is the bidder’s responsibility to obtain and verify all information required to bid, prior to submission of your bid, and claims to not know or not understand requirements or specifications will not be accepted.

B. General Terms and Conditions

Bidders that submit a proposal to LCPS must accept/meet the following Terms and Conditions:

Collusion/Good Faith: It is the intent of LCPS that all vendors act independently and in good faith by not soliciting one another or acting in any manner that might be viewed as collusion.

Indemnification: To the fullest extent permitted by law, the Contractor agrees to defend, pay on behalf of, indemnify, and hold harmless L’Anse Creuse Public Schools, its elected and appointed officials, employees and volunteers and others working on behalf of L’Anse Creuse Public Schools against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed or recovered against or from L’Anse Creuse Public Schools, its elected and appointed officials, employees, volunteers or others working on behalf of L’Anse Creuse Public Schools, by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

Right to Reject: In submitting this bid, it is understood and agreed by bidder that L’Anse Creuse Public Schools reserves the right to accept or reject any or all bids in whole or any part thereof, waive any informality in any bid, to eliminate or reduce items or quantities, and exercise its judgment as to the comparative merit of the products and/or services offered.

Bid Protest: Bid protests must be filed in writing with the Office of the Superintendent within seventy two (72) hours of the opening of the bids in protest.

Questions/Inquires: Should a Bidder have questions, find discrepancies, errors, or omissions in the Documents, the Bidder shall notify the L’Anse Creuse Public Schools contact, listed on page one, no later than five (5) business days prior to the date of the Bid Opening.

Non-Compliance: The LCPS Board of Education reserves the right to cancel said bid or contract at any time that LCPS staff feels vendor has not met conditions and requirements of such. Vendor will be given opportunity to meet with LCPS staff to discuss such issues before any termination is made.

Assignment or Transfer: Vendor shall not during contract assign or transfer any part of agreement to any other supplier.

Payment Information: Payment terms will be 100% within 30 days of satisfactory completion of the installation.

Cooperative Purchase: The District reserves the right to extend all of the terms, conditions, specifications, and pricing of any Contract resulting from this RFP to any and all Macomb County public K-12 school districts. This is conditioned upon mutual agreement of all parties pursuant to special requirements which may be appended thereto. The Contractor agrees to notify the issuing body of those entities that wish to use any contract resulting from this bid, and will also provide usage information, which may be requested.

The District assumes no authority, liability, or obligation, on behalf of any other public entity that may use the Contract resulting from this bid. All purchases and payment transactions will be made directly between the Contractor and the requesting entity. Any exceptions to this requirement must be specifically noted in the Bidder’s response.

II. SPECIFICATIONS AND VENDOR REQUIREMENTS

Product Compatibility: L’Anse Creuse Public Schools currently uses several intercom systems in the school buildings. Please see attachment A, in regards to the specification of systems.

Products/Brands: The district is open to any type of equipment that is compatible to the brand of intercom system. No used or refurbished equipment will be accepted.

Taxes: Bid items should not include sales tax as the district is exempt from the payment of all State and Federal taxes.

Insurance Coverage: For the length of the contract, the vendor shall maintain adequate insurance for protection from claims under Workmen's Compensation Acts and from claims for damages or personal injury, including death and damage to property which may arise from operations under the contract. The proof of insurance will be submitted as part of the bid package. See attachment #1 for Insurance Requirements. If awarded the contract, the vendor will have five (5) days after Notice of Award to submit a Certificate of Insurance naming LCPS as an Additional Insured.

III. COMPANY REFERENCE AND OTHER DATA

Please provide the following information:

Yes

FORMCHECKBOX

No

3. What is the lead time from order to installation? _____________________________

4. On a separate page, please describe and clearly indicate any warranties provided with the equipment.

5. Please list at least three references, public schools if possible, with which you are currently doing business other than LCPS

Name

Telephone

Address

Contact Person

Name

Telephone

Address

Contact Person

IV. PROPOSAL

A. Pricing for Bid List Items (Please read and follow all instructions).

All bids/proposals shall be itemized, priced, totaled and summarized per the format as stipulated on attachment B. Such format will be adhered to strictly or the bid/proposal may be rejected.

Changes, alterations, or use of any preprinted or formatted bid will not be accepted. Any clarifications, comments, or elaboration may be submitted as an attachment (supplement) to the bid/proposal and must be identified clearly as to content and intent.

B. All bid proposals will include:

Literature with a picture and specifications of the product in the bid packet including the brand name, model number, and manufacturer’s number. Please reference on the materials the corresponding system name.

If requested, you may be asked to provide a sample of the item within five (5) business days of the bid opening for inspection.

Failure to do any of the above will constitute a “No Bid” item.

C. Training

If applicable, provide training costs and explain number of hours of training and how many people will be trained.

D. Other Associated Costs

All costs associated with the purchase, delivery, setup, installation and removal of all packing material from the site are to be included. This includes but is not limited to: delivery charges, fuel charges and freight charges. These costs are to be included on the bid form.

V. EVALUATION CRITERIA

The District may consider the following factors in evaluating the bid responses, in no order of importance:

1.

Adherence to all bid requirements and submittal documents.

2.

Pricing and payment terms.

3.

Ability to deliver based on district’s timeline.

4.

Feedback from references.

5.

Any new factor discovered during the bid evaluation process, whether or not specifically listed in the RFP document

6.

Any other relevant factor specifically listed in the bid.

VI. ACCEPTANCE OF PROPOSAL

I have read the bid proposal including bid requirements, terms and conditions, and vendor requirements and specifications, which are integral parts of the terms of this contract.

My signature certifies that the accompanying proposal is not the result of, or affected by any 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.

The undersigned agrees to execute a Contract for work covered by this proposal provided that he is notified of its acceptance within one hundred twenty-days (120) after date of Proposal.

Vl (a). CERTIFICATE OF COMPLIANCE WITH MICHIGAN ACT NO. 517, PUBLIC ACTS OF 2012 We, __________________________________________________________(Company) Certify that we are not an “Iran linked business” within the meaning of Michigan Act No. 517, Public Acts of 2012, and that in the event it is awarded Contract as a result of this Invitation to Bid, we will not become an “Iran linked business” during the course of performing our Work under the Contract.

NOTE: Whoever knowingly and willfully makes any false, fictitious or fraudulent representation may be liable for civil penalties of $250,000 or two times the amount of the contract or proposed contract, whichever is more, as more fully set forth in Section 5 of Act No. 517, Public Acts of 2012.

(Name of Company) By: _____________________________ Date: _______________________ Title: _____________________________ Acknowledged by before me on the day of, Signature______________________________________________ Printed name___________________________________________ Notary public, State of Michigan, County of My commission expires___________________________________

*If performing a notarial act in a county other than the county of commission include: Acting in the County of_________________ Vl (b). NOTARIZED FAMILIAL DISCLOSURE STATEMENT

FAMILIAL DISCLOSURE AFFIDAVIT

The undersigned, the district or authorized office of the below-named vendor, Pursuant to the familial disclosure requirement provided in L’Anse Creuse Public Schools Request for Proposals for Financial Audit Services, hereby represents and warrant that, excepts as provided below, no familial relationship exists between the district or key employee of the vendor, and any member of the L’Anse Creuse Public School Board, the L’Anse Creuse Public School Superintendent, the L’Anse Creuse Assistant Superintendent for Business and Operations or the Interim Manager of Operations. A list of the School District’s Board of Education Members, Superintendent and Assistant Superintendent or the Interim Manager of Operations may be found at http://www.lc-ps.org.

List any Familial Relationships:

Firm:

Print Name of Vendor

By: _______________________________

Its: _______________________________

Subscribed and sworn before me, this __________ Seal:

day of ____________, 20 ____, a Notary Public in and for _____________ County, ____________

(Signature)

NOTARY PUBLIC

My Commission Expires ________________________________________

Conflict of Interest Disclosure Form Note: A potential or actual conflict of interest exists when commitments and obligations are likely to be compromised by vendor (s) other material interests, or relationships (especially economic), particularly if those interests or commitments are not disclosed.

This Conflict of Interest Form should indicate whether the vendor (s) has an economic interest in, or acts as an officer or a director of, any outside entity whose financial interest would reasonably appear to be affected by the purchase. The vendor (s) should also disclose any personal, business, or volunteer affiliations that may give rise to a real or apparent conflict of interest.

Date:

Name:

Position:

Please describe below any relationships, transactions, positions you hold (volunteer or otherwise), or circumstances that you believe could contribute to a conflict of interest:

I have no conflict of interest to report

I have the following conflict of interest to report, please specify other nonprofit and for-profit boards you (and your spouse) sit on, any for-profit businesses for which you or an immediate family member are an officer or director, or a majority shareholder, and the name of your employer and any businesses you or a family member own:

1. ____________________________________________________________________________

2. ____________________________________________________________________________

3. ____________________________________________________________________________

I hereby certify that the information set forth above is true and complete to the best of my knowledge.

Signature: ____________________________________________________________________

Date: _____________________________________

I hereby certify that I am authorized to sign as a Representative for the Vendor:

Signature:

ATTACHMENT 1 – INSURANCE REQUIREMENTS

Workers’ Compensation Coverage: The Contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

Commercial General Liability Insurance: The Contractor, at the Contractor’s sole cost and expense, shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than one million dollars ($1,000,000) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following features: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable; (F) Per contract aggregate.

Additional Insured: The following shall be named Additional Insureds: L’Anse Creuse Public Schools, and including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and their board members, employees, and volunteers.

This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insured, whether other available coverage be primary, contributing or excess.

Notice of Cancellation or Change: Workers’ Compensation Insurance and Commercial General Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance Written Notice of Cancellation or Non-Renewal” shall be sent to: Mrs. Cindy Thornsberry, L’Anse Creuse Public Schools, 24076 F.V. Pankow Blvd, Clinton Township, MI 48036.

Proof of Insurance Coverage: The contractor shall provide the District at the time the contracts are returned for execution, Certificates of Insurance and/or policies, acceptable to the District, as listed below:

a. One (1) copy of Certificate of Insurance for Worker’s Compensation Insurance;

b. One (2) copy of Certificate of Insurance for Commercial General Liability Insurance;

c. If so requested, certified copies of all policies shall be furnished.

Continuation of Coverage: If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and/or policies to L’Anse Creuse Public Schools at least ten (10) days prior to the expiration date.

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L’Anse Creuse Public Schools’ Bid for School Intercoms Systems Modifications Due Friday, August 3, 2018 @ 10:00 a.m.