RFP WEST-04-2023-2024-12 Event Seating and Staging Solutions.docx

RFP # WEST-04-2023-2024-12

REQUEST FOR PROPOSALS

FOR

EVENT SEATING AND STAGING SOLUTIONS

BID SUMMARY

Commodity/Service Being Requested: Event Seating and Staging Solutions

Type of Solicitation: Request for Proposals (RFP) – Westwood Community School District, in partnership with the Michigan Association of Counties (MAC) CoPro+ Program, is competitively bidding and awarding a Master Agreement (Contract) to a Contractor or Contractors for Event Seating and Staging Solutions.

Type of Resulting Contract: Statewide Cooperative Contract – As a result of this RFP, Westwood Community School District will work with the MAC/CoPro+ program to market and extend the resulting Contract to other public municipalities, non-profit organizations and schools statewide in having access to Contract(s) for Event Seating and Staging Solutions. This Contract will enable public municipalities, non-profit organizations, and schools to “piggyback” and purchase services on an “as needed” basis from the Contractor(s). Proposers must identify any limitations on service areas within their proposal.

Resulting Contract Term: Three (3) years with Two (2) one-year renewal options.

RFP SCHEDULE

*The Pre-Proposal Meeting is mandatory to attend. The Pre-Proposal Meeting will be held on-site at the address below, at 10:00 a.m. Eastern Time. Those who do not attend the Pre-Proposal Meeting are unable to submit a Proposal.

**Responses received later than the specified deadline will be disqualified.

Pre-Proposal Meeting:

Robichaud High School 3601 Janet Street Dearborn Heights, MI 48125

Westwood Community School District reserves the right to change this schedule as needed and all information provided by Westwood Community School District in this RFP is offered in good faith. Individual items/services are subject to change at any time. Westwood Community School District makes no certification that any item, service, location is without error.

Award of this proposal is contingent upon the approval of funding from Westwood Community School District Board of Education.

The Sole Point of Contact During this Solicitation Process is:

Stacey Shaw shaw@macservcorp.com

(989) 307-1307

Contact with Westwood Community School District Personnel: All contact with Westwood Community School District regarding this RFP or any matter relating thereto must be sent to the following email: shaw@macservcorp.com

Table of Contents

ATTACHMENT A

ATTACHMENT B

Solicitation Terms and Conditions can be found at CoPro+ Contract Terms and Conditions

SECTION 1.0 – PROPOSER RESPONSES TO SCOPE OF WORK AND PRICING

1.1 Introduction and Scope

The Westwood Community School District (“Westwood”) hereby invites businesses who meet the qualifications and specifications set forth herein to submit proposals for Event Seating and Staging Solutions. This proposal will have two (2) pricing components; Attachment A – Non-Spec Pricing and Attachment B – Specified Pricing. The goal of this proposal is to:

1. Establish a list of contractors that will provide Event Seating and Staging Solutions for venues such as stadiums, gymnasiums, tracks, auditoriums, and similar sites, including but not limited to:

a. Indoor and outdoor grandstands, bleachers, telescopic seating, arena seating, seat modules, bench seating, fixed seating, stages, platforms, motorized staging;

b. Related services including pre-construction design, installation, safety inspections, repair, renovation, refurbishment, assembly, and re-manufacture or retrofit services for the event seating and staging solutions described above

The resulting contract(s) will enable public municipalities, non-profit organizations, and school districts to “piggyback” and purchase on an as needed basis from the awarded pool of contractors. The list of entities that will be using this bid will continue to grow statewide. Please be sure in your proposal to list the areas of the state that you provide services. Please use Attachment A – Non-Spec Pricing for this section.

2. To select one of the above-mentioned awarded pool of contractors to install telescopic bleachers and remove the old bleachers in Robichaud High School. Specifications for this purchase will be in Attachment B – Specified Pricing for this section.

The awarded proposer (“Contractor”) must furnish all labor, equipment, materials, installation, removal of any old equipment, and supervision for all event seating and staging solutions. It is preferred to have vendors that provide a sole source of responsibility for the products and services under the resulting contract. If the proposer requires the use of subcontractors, the proposal should address how the products and/or services will be provided to members.

Proposer Responses Proposer will enter responses in the “Proposer Response” text boxes where provided (see example below). There is no minimum or limitation on the number of words used for responses.

-EXAMPLE- Proposer Response:

1.2 Minimum Mandatory Requirements

All proposals will be reviewed for compliance with the minimum mandatory requirements. Proposals deemed non-responsive will be eliminated from further consideration.

Interested and qualified proposers that can demonstrate their ability to successfully provide the goods and services requested under this RFP are invited to submit proposal(s), provided they meet the following requirements:

1. Proposer must have a minimum of three (3) years’ successful experience in providing Event Seating and Staging Solutions for similar entities. Please provide in Section 2.2 References.

2. Proposer must complete Attachment A – Non-Spec Pricing and submit with their proposal. A proposal will not be considered if only Attachment B – Specified Pricing is submitted.

Proposer Response:

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.3 Requirements and Specifications

The Contractor must provide the necessary labor, equipment, materials/supplies, installation, removal of any old equipment and supervision for all event seating and staging solutions as specified. It is expected that Contractors have knowledge of all applicable industry standards, laws, and regulations and possess an ability to market and distribute the equipment, products, or services to members.

EVENT SEATING AND STAGING SOLUTIONS SPECIFICATIONS

Please initial next to each specification to confirm your organization’s understanding of Westwood’s requirements (Req#). You may provide additional information by listing the Req# for each specification within the response box that follows this table.

· Event seating and staging solutions must comply with all relevant safety standards and codes.

· Must include safety features such as guardrails, non-slip surfaces, and secure fastenings.

· Materials must be durable and able to withstand regular use.

· Must be resistant to corrosion, decay, and environmental factors.

· Must comply with local building codes regarding seating capacity and spacing.

· All items proposed must comply with current applicable safety or regulatory standards or codes.

· Any deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.

· Proposed equipment and products must be for new, current model; however, Proposer may offer certain close-out equipment or products if it is specifically stated/noted.

· Designs of event seating and staging solutions should not obstruct views of the playing area and should have an optimal layout for clear sightlines from all seating positions.

· Must have ADA compliant design to ensure accessibility.

· All equipment and products must be delivered and completed as operational.

· Must provide wheelchair accessible seating options.

· All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.

Proposer Response:

1.4 Statewide Cooperative Contract

Westwood Community School District is working with the Michigan Association of Counties CoPro+ program on this solicitation. If your proposal meets the minimum qualifications, is responsive and responsible and offers competitive pricing you may be considered and approached to extend a term agreement and pricing to other public entities within the county, the region, and the state, in accordance with Michigan Compiled Laws 124.504. This process is called “piggybacking”; it offers tremendous value to public ordering entities regarding the cost and time to manage an end-to-end purchasing event. This process also offers exceptional value to selected vendors in terms of their company’s resources and time to respond to multiple solicitations from various public entities who have a similar need for their products or services.

All pricing submitted to Westwood Community School District and its participating entities must include a 2% administrative fee to be remitted to CoPro+ by the Contractor on a quarterly basis. Administrative fees will be paid against actual sales volume for each quarter. It is the Contractor’s responsibility to keep all pricing up to date and on file with Westwood Community School District/CoPro+. All price changes must be presented to Westwood Community School District /CoPro+ for acceptance, using the same format as was accepted in the original contract.

Proposer Response:

☐ Yes ☐ No

Proposer Response:

☐ Yes ☐ No

1.5.2 Competition Promoted

The name of a model, manufacturer or brand in Westwood Schools bid documents shall not be considered as exclusive of other brands unless "NO SUBSTITUTE" is stated in the item description. Proposers may offer a variety of brands and models, as it is the intent of Westwood Schools to provide a multitude of options to eligible agencies. Westwood Schools expects all supplies, materials, equipment or products bid to meet or exceed the specifications set forth in this RFP. Further, it is Westwood Schools’ intent that this RFP permit competition. Accordingly, the use of any patent, proprietary name or manufacturer's name is for demonstrative purposes only and is not intended to curtail competition. Whenever any supplies, materials, equipment or products requested in this RFP are specified by patent, proprietary name or by the name of the manufacturer, unless stated differently, such specification shall be considered as if followed by the words "or comparable equivalent," whether or not such words appear. Westwood Schools, in its sole and absolute discretion, must have the right to determine if the proposed equivalent products/brands submitted by Proposer meet the specifications contained in this RFP and possess equivalent and/or better qualities. It is the Proposer's responsibility to notify Westwood Schools in writing if any specifications or suggested comparable equivalent products/brands require clarification by Westwood Schools prior to the due date for bids.

All products furnished must be in conformity with the participating agency requirements and specifications and will be subject to inspection and acceptance by the individual customers at delivery. The right is reserved to reject and return at the risk and expense of the vendor.

1.6.2 Primary Account Representative

Contractor shall identify their company standards of communication as they relate to contract performance, issue management, and change management. An issue is an identified event that, if not addressed, may affect schedule, scope, service, delivery, quality, or budget. A change is identified as a change in corporate leadership, structure, merger or acquisition.

1.7 Customer Service

It is preferred that the Vendor have an accessible customer service department with an individual specifically assigned to Westwood Schools. Customer inquiries should be responded to within twenty four (24) hours or two (2) business days unless it is an emergency issue. Describe your company’s Customer Service Department (hours of operation, number and location of service centers, regular and emergency response times, etc.).

1.8 Purchase Orders

Requests for quotes will be initiated by participating agencies as specific needs arise. Participating agencies will issue individual detailed specifications to the pre-qualified vendor pool along with specific response information required, deliverables, and any special terms and conditions. The vendors will respond directly to the requesting agency within the timeframe specified in the request for quote. The participating agency will evaluate the responses and determine the vendor that will be awarded a purchase order (PO). Resulting orders are to be shipped and billed directly to these institutions.

☐ Yes ☐ No

1.9 Delivery and Acceptance

Proposer must address the following items and costs in their proposal and other items/costs that they are aware of that may not have been requested in this bid.

· All pricing must reflect net 30 payment terms.

· Ordering/customer service capabilities and procedures.

· Policies and procedures for an organization accepting product/service.

1.10 Management and Staff

Proposer must address the following items in their proposal.

· Project Management of the contract.

· Staffing and responsibilities.

· Process and procedures to keep safe and secure facilities when delivering products/services.

· Background checks process, depending on the facility ordering the product/services a more restrictive background check may be required.

1.11 Pricing Schedule

Proposers will provide pricing information on the price sheets (Attachment A and Attachment B) that will be utilized when evaluating price competitiveness.

1.11.1 Bid Pricing

Proposers have the option to provide high-volume pricing. Proposers who offer high-volume pricing may be evaluated more favorably than those who do not. Proposers should specify this discount option within their cost proposal and at what level.

1.11.2 Tax Excluded from Price

(a) Sales Tax: Westwood and local units of government are exempt from sales tax for direct purchases. The Proposer's prices must not include sales tax.

(b) Federal Excise Tax: Westwood may be exempt from Federal Excise Tax, or the taxes may be reimbursable, if articles purchased under any resulting Contract are used for Westwood's exclusive use. Certificates showing exclusive use for the purposes of substantiating a tax-free, or tax-reimbursable sale will be sent upon request. If a sale is tax exempt or tax reimbursable under the Internal Revenue Code, the Proposer's prices must not include the Federal Excise Tax.

Include any comments regarding pricing, discounts being offered, and information on other cooperative contracts held by respondent.

1.12 Price Assurance

The awarded vendor agrees to provide pricing to Westwood and its participating entities that are the lowest pricing available, and the pricing must remain so throughout the duration of the contract. The awarded vendor agrees to promptly lower the cost of any product purchased through Westwood following a reduction in the manufacturer or publisher's direct cost. If respondent has existing cooperative contracts in place, Westwood requests equal or better than pricing to be submitted.

All pricing submitted to Westwood must include a 2% administrative/remittance fee to be remitted to CoPro+ by the awarded vendor. It is the awarded vendor’s responsibility to keep all product listings up to date and on file with Westwood/CoPro+.

☐ Yes ☐ No

If “NO” was answered on any item in this RFP, please explain:

1.13 Pricing Terms

Respondents will provide pricing information on the price sheet (Attachment A and Attachment B) that will be utilized when evaluating price competitiveness.

1.13.1 Price Guarantee

Price Stability Guarantee - For the first twelve months of the Agreement, the vendor must guarantee to provide the services at the proposed rates. The vendor can propose price increases or decreases after the above stated time period.

1.13.2 Bid Pricing

Bid pricing must reflect Net 30 payment terms.

Please respond to both sections. If offering a net discount, please state so in this response box.

SECTION 2.0 – PROPOSER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the bid documents, including, without limitation, any RFP Addenda and Exhibits have been read.

The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the bid documents of this RFP.

2. The undersigned has reviewed the bid documents and fully understands the requirements in this bid and that each proposer who is awarded a contract must be, in fact, a prime Contractor, not a subcontractor, and agrees that its bid, if accepted by Westwood, will be the basis for the Proposer to enter into a contract with Westwood in accordance with the intent of the bid documents.

3. The undersigned acknowledges receipt and acceptance of all addenda.

4. The undersigned agrees to the following terms, conditions, certifications, and requirements listed in Section 2.3:

· Contractor’s Employment Eligibility

· Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

· Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

· Assurance Regarding Access to Records and Financial Statements

· Iran Economic Sanctions Act

· Certificate of Independent Price Determination

· Clean Air and Water Certificate

· Certifications/Disclosure Requirements Related to Lobbying

· U.S. Department of Energy Assurance of Compliance Non-Discrimination in Federally Assisted Programs

5. The undersigned acknowledges that proposer will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated bid documents.

6. It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions and, if applicable, the site conditions. By the submission of a bid, the proposer certifies that if awarded a contract they will make no claim against Westwood based upon ignorance of conditions or misunderstanding of the specifications.

7. Patent indemnity: Vendors who do business with the Westwood must hold Westwood, its officers, agents and employees, harmless from liability of a nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

8. Insurance certificates are not required at the time of submission. However, if awarded, the Contractor agrees to meet the minimum insurance requirements posted in the terms and conditions. This documentation must be provided to Westwood, prior to award, and must include an insurance certificate and additional insured certificate, naming Westwood, which meets the minimum insurance requirements, as stated in the terms and conditions.

Official Name of Proposer:

Street Address:

City:

State:

Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number:

Primary Contact Email Address:

Dun & Bradstreet (D&B) Number (if applicable):

Has your company been debarred by the Federal and/or State Government? ☐ Yes ☐ No If yes, has it been lifted and if so, when?

Have you ever been in bankruptcy or in reorganization proceedings?

Brief history of your company, including the year it was established:

Signature:

Name and Title of Signer:

Date:

2.2 References

Provide a minimum of three (3) customer references for product and/or services of similar scope. Remember, you MUST have a minimum of three (3) years’ experience. Please identify any experience relevant to the services you propose to provide through this RFP within the Description of Services:

REFERENCE 1

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

REFERENCE 2

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

REFERENCE 3

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

2.3 Assurances and Certifications

CONTRACTOR’S EMPLOYMENT ELIGIBILITY

By entering the contract, Contractor warrants compliance with ARS subsection 41-4401, ARS subsection 23-214, the Federal Immigration and Nationality Act (FINA), and all other federal immigration laws and regulations. The Contractor further warrants that it is in compliance with the various state statutes of the states it will operate this contract in.

Participating Government Entities including School Districts may request verification of compliance from any Contractor or subcontractor performing work under this Contract. These Entities reserve the right to confirm compliance in accordance with applicable laws. Should the Participating Entities suspect or find that the Contractor or any of its subcontractors are not in compliance, they may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the Contract for default, and suspension and/or debarment of the Contractor. All costs necessary to verify compliance are the responsibility of the Contractor.

The vendor complies and maintains compliance with FINA, ARS 41-4401 and 23-214 which requires compliance with federal immigration laws by State employers, State contractors and State subcontractors in accordance with the E-Verify Employee Eligibility Verification Program.

Contractor must comply with governing board policy of the Westwood Participating entities in which work is being performed.

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion The prospective contractor certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for from participating in this transaction by any Federal department of agency. Where the prospective contractor is unable to certify to any of the statements in this certification, such prospective contractor must attach an explanation to this proposal.

Certification Regarding Nondiscrimination Under Federally and State Assisted Programs The applicant herby agrees that it will comply with all federal and Michigan laws and regulations prohibiting discrimination and, in accordance therewith, no person, on the basis of race, color, religion, national origin or ancestry, age, sex, marital status or handicap, shall be discriminated against, excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in any program or activity for which it is responsible or for which it receives financial assistance from the U.S. Department of Education or the MDE.

Assurance Regarding Access to Records and Financial Statements The applicant hereby assures that it will provide the pass-through entity, i.e., the Westwood Community School District, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with 2 CFR, Part 200, Subpart F and Compliance Supplement for the U.S. Department of Education.

Iran Economic Sanctions Act The prospective contractor certifies that its organization, by submission of this proposal, is not an Iran Linked Business. Please refer to the “Iran Economic Sanction Act” Public Act 517 for clarifications or questions. Westwood as a Michigan public entity is required to follow Public Act 517 of 2012.

Vendor Signature:

Date:

Notary

State of _____________________________________ County of ____________________________________

Sworn to and subscribed before me, a notary public in and for the above state and county, on this ________ day of ___________________________, 20 ______.

Notary Public _________________________________

My commission expires:

CERTIFICATE OF INDEPENDENT PRICE DETERMINATION

(A) By submission of this offer, the offeror certifies each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting completion, as to any matter relating to such prices with any other offeror or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the offeror and will not knowingly be disclosed by the offeror prior to bid opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other offeror or to any competitor; and

(3) No attempt has been made or will be made by the offeror to induce any person or firm to submit or not to submit an offer for the purpose of restricting competition.

(B) Each person signing this offer on behalf of the manufacturer or processor certifies that:

(1) He or she is the person in the offeror’s organization responsible within the organization for the decision as to the prices being offered herein and has not participated, and will not participate, in any action contrary to (A)(1) through (A)(3) above; or

(2) He or she is not the person in other offeror’s organization responsible within the organization for the decision as to the prices being offered herein, but that he or she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated and will not participate, in any action contrary to (A)(1) through (A)(3) above, and as their agent does hereby so certify; and he or she has not participated, and will not participate, in any action contrary to (A)(1) through (A)(3) above.

To the best of my knowledge, this manufacturer or processor, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows:

CERTIFICATIONS/DISCLOSURE REQUIREMENTS RELATED TO LOBBYING

Section 319 of Public Law 101-121 (31 U.S.C.), signed into law on October 23, 1989, and imposes new prohibitions and requirements for disclosure and certification related to lobbying on recipients of Federal contracts, grants, cooperative agreements, and loans. Certain provisions of the law also apply to Federal commitments for loan guarantees and insurance; however, it provides exemptions for Indian tribes and tribal organizations.

Effective December 23, 1989, current and prospective recipients (and their subtier contractors and/or subgrantees) will be prohibited from using Federal funds, other than profits from a Federal contract, for lobbying Congress and any Federal agency in connection with the award of a particular contract, grant, cooperative agreement, or loan. In addition, for each award action in excess of $100,000 (or $150,000 for loans) on or after December 23, 1989, the law requires recipients and their subtier contractors and/or subgrantees to: (1) certify that they have neither used nor will use any appropriated funds for payment to lobbyists; (2) disclose the name, address, payment details, and purpose of any agreements with lobbyists whom recipients or their subtier contractors or subgrantees will pay with profits or non-appropriated funds on or after December 23, 1989; and (3) file quarterly updates about the use of lobbyists if material changes occur in their use. The law establishes civil penalties for noncompliance. If you are a current recipient of funding or have an application, proposal, or bid pending as of December 23, 1989, the law will have the following immediate consequences for you:

You are prohibited from using appropriated funds (other than profits from Federal contracts) on or after December 23, 1989, for lobbying Congress and any Federal agency in connection with a particular contract, grant, cooperative agreement or loan; You are required to execute the attached certification at the time of submission of an application or before any action in excess of $100,000 is awarded; and You will be required to complete the lobbying disclosure form if the disclosure requirements apply to you.

Regulations implementing Section 319 of Public Law 101-121 have been published an Interim Final Rule by the Office of Management and Budget as Part III of the February 26, 1990, Federal Register (pages 6736-6746).

CERTIFICATION REGARDING LOBBYING CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that:

No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of a Federal contract, the making of any Federal grant, the making of a Federal loan, the entering into a cooperative agreement, and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative agreement;

If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions;

The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

SECTION 3.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains a description of activities as well as instructions to proposers on how to prepare and submit their proposal:

3.1 Westwood Community School District Responsibility

Westwood is not responsible for representations made by any of its officers or employees prior to the execution of the Master Agreement unless such understanding or representation is included in the Master Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at Westwood Community School District’s Superintendent/Purchasing agent designee’s sole judgment and his/her judgment shall be final.

3.3 Proposers Questions

Proposers may submit written questions regarding this RFP by e-mail to the address identified below. All questions must be received by no later than the date identified on the cover page of this RFP. All questions, without identifying the submitting company, will be compiled with the appropriate answers and issued as an addendum to the RFP.

When submitting questions please specify the RFP section and paragraph number and quote the language that prompted the question. This will ensure that the question can be quickly found in the RFP. Westwood reserves the right to group similar questions when providing answers. Questions must be addressed to:

E-mail address: shaw@macservcorp.com

Westwood may modify the RFP at any time during the bid process. All changes to the RFP will be posted under the bid number and each posting officially revises the RFP.

3.4 Preparation of the Proposal

Each Proposer must submit a complete proposal in response to this RFP. The proposal must remain valid for at least 120 days from the due date for responses to this RFP.

The Proposer will be responsible for completing and submitting the following sections of this RFP:

Section 1.0 – Bid Responses to Scope of Work and Pricing - The Proposer’s proposal must include detailed responses to each of the outlined requirements in the text boxes provided. There is no requirement or limitation on the number of words for proposer’s responses.

Section 2.0 – Proposer Information and Acceptance – The Proposer will be required to complete the information in this section and provide required signatures and notarization.

Attachment A – Non-Spec Pricing – The Proposer will be required to complete the tables that make up the pricing schedules. If any lines are not applicable to your company, please leave those lines blank.

Attachment B – Specified Pricing – The Proposer will be required to complete the tables that make up the pricing schedules.

3.5 Bid Submission Deadline

See Cover Page for the Bid Submission Deadline (the "Due Date").

A. All bids shall be submitted Duplicate in a sealed envelope and shall include the following information on the face of the envelope: bidder's name, address, subject matter of proposal, date and hour of bid opening as stated in the RFP Timetable. Failure to do so may result in a premature opening of or failure to open such proposal. No oral, telephonic, telegraphic, e-mail or facsimile Bids will be considered.

B. Bidders are responsible for submitting proposals before the stated closing time to the proper location: Westwood Community School District, Attn: Business Office, 3335 S. Beech Daly, Dearborn Heights, MI 48125. Mark your envelope: EVENT SEATING & STAGING SOLUTIONS. Delays in the mail will not be considered. Any proposal received after the stated closing time will be unopened.

C. All timely submitted Bids received by the district will be opened in-person at the: Westwood Community School District, Central Office, 3335 S. Beech Daly, Dearborn Heights, MI 48125 at 3:10 P.M., February 29, 2024. The opening will be viewable to the public.

3.6 Adherence to Mandatory Requirements (Pass/Fail)

Westwood or designee shall review Section 2.0 Proposer Information and determine if the Proposer meets the minimum mandatory requirements as outlined in this RFP.

Failure of the proposer to comply with the minimum mandatory requirements may eliminate its proposal from any further consideration. Westwood may elect to waive any informality in a proposal if the sum and substance of the proposal is present.

3.7 Evaluation Process

All proposals will be reviewed for compliance with the minimum mandatory requirements stated within this RFP. Proposals deemed non-responsive will be eliminated from further consideration.

A. Westwood may contact the Proposer for clarification of the Proposer's Bid.

B. Westwood may use other sources of information to perform the evaluation.

C. Westwood. may require the Proposer to submit additional and/or supporting materials.

Responsive bids will be evaluated on the factors identified in this RFP. The Proposer(s) whose bid is most advantageous, taking into consideration the evaluation factors, will be recommended for award approval.

After a prospective vendor has been selected, Westwood and the prospective vendor(s) will negotiate a Master Agreement. If a satisfactory Master Agreement cannot be negotiated, Westwood may, at its sole discretion, begin negotiations with the next qualified proposer who submitted a proposal.

Award shall be made to the most responsible Vendor whose proposal is determined to be best value to Westwood taking into consideration the above Evaluation Criteria set forth in this RFP. A valid and enforceable contract exists when an agreement is fully executed between Westwood and the Vendor.

In determining the best value, Westwood will review and consider the technical evaluation criteria and pricing. Proposals receiving 80 or more technical evaluation points (see table above) will have pricing evaluated and considered for award.

3.9 Optional Tools to Enhance Evaluation Process

Westwood during the evaluation of proposals may find it necessary to utilize one or multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select the best offering to Westwood.

· Clarifications

· Deficiency Report

· Oral Presentation

· Site Visit

· Best and Final Offer (BAFO)

· Negotiations

3.10 Westwood Option to Reject Proposals

Westwood may, in its sole and absolute discretion, reject any or all proposals submitted in response to this RFP. Westwood shall not be liable for any costs incurred by the Proposer in connection with the preparation and submission of any proposal. Westwood reserves the right to waive inconsequential disparities in a submitted proposal.

3.11 Freedom of Information Act

This contract and all information submitted to Westwood by the Contractor and Proposers is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

Westwood shall not, in any way, be liable or responsible for the disclosure of any such record or any parts thereof, if disclosure is required or permitted under the Michigan Freedom of Information Act or otherwise by law. The Proposer(s) must specifically label only those provisions of the proposal, which are actually trade secrets, confidential, or proprietary in nature. A blanket statement of confidentiality or the marking of each page of the proposal as "Trade Secret", "Confidential", or "Proprietary" shall not be permitted. Any such designation will be disregarded.

By submitting a response to this RFP, the Proposer shall be deemed to have agreed to indemnify and hold harmless Westwood for any liability arising from or in connection with Westwood's failure to disclose, in response to a request under the Michigan Freedom of Information Act, any portion or portions of the Proposer's response to this RFP which have been marked "Trade Secret," "Confidential," or "Proprietary."

3.12 Contacts with Westwood Personnel

All contact with Westwood regarding this RFP or any other matter relating thereto must be emailed as follows:

Email address: shaw@macservcorp.com

If it is discovered that a Proposer contacted and received information regarding this solicitation from any Westwood personnel other than the Procurement Contact, Westwood, in its sole discretion, may disqualify its proposal from further consideration. Only those communications made by Westwood in writing will be binding with respect to this RFP.

3.13 Final Agreement Award Determination

Westwood reserves the right to make one total award, one award for each section, multiple awards, or a combination of awards, and to exercise its judgment concerning the selection of one or more proposals, the terms of any resultant agreement(s), and the determination of which, if any, proposal(s) best serves the interests of Westwood.

3.14 Cancellation of Invitations for Bids or Requests for Proposals An IFB, a RFP, or other solicitation may be cancelled, or any or all bids or proposals may be rejected in whole or in part as may be specified in the solicitation, when it is in the best interest of the County in accordance with regulations.

RFP # WEST-04-2023-2024-12

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