SO-1746 Asset Recovery Specialist.pdf

RFQP SO-1746 Eastern HS Asset Recovery Specialist P a g e | 1

CMU Grawn Hall Renovations

PROPOSAL FORM – CONSTRUCTION TESTING SERVICES

REQUEST FOR QUALIFICATIONS AND PROPOSAL

November 22, 2019

PROJECT: Lansing School District SO-1746- Eastern HS Asset Recovery Specialist

PROJECT SITE: Lansing School District Eastern HS 220 N. Pennsylvania Ave.

Lansing, MI 48912

OWNER: Lansing School District 519 W. Kalamazoo St.

Lansing, MI 48933

1. INVITATION TO SUBMIT RESPONSE TO REQUEST FOR QUALIFICATIONS AND PROPOSAL

(RFQP): Interested firms or individuals are invited to submit proposals for the Bid Package Identification, SO-1746 - Eastern HS Asset Recovery Specialist.

2. PROJECT and POSITION DESCRIPTION: The Lansing School District, Historic Eastern HS was closed in 2019 and must be emptied of District assets that were not moved to the new HS location in order for the building to be transferred to the new owner. The District plans to remove property from the building, and intends to have it emptied before January 1, 2021. Ideally, the project will be completed by September 30, 2020.

In order to accomplish this goal in an expeditious manner, the District is seeking an individual or firm that can manage this asset recovery and depleted asset disposal project. The successful individual or firm will be contracted with the District to take an accurate inventory of property in the building, establish a means of separating assets with sufficient value to justify re-assignment within the District or sale, from assets to be discarded, develop a plan for asset recovery and disposal, manage the recovery and disposal project, maintain records of asset disposition throughout the project, report progress on a weekly and monthly basis, and establish both budgets and schedules for the project that can be tracked to ensure completion in the timeframe identified and at a minimal cost. Individuals or firms responding to this proposal should be able to show experience in planning and managing projects of a similar nature, be self-directed, and be knowledgeable about the market for K-12 property and K-12 facility operations.

3. DUE DATE FOR RFQP RESPONSE: 11:00 AM EST, Thursday December 12, 2019

4. SUBMIT RFQP RESPONSES TO: Kattie White, Director of Operations, Lansing School District – kattie.white@lansingschools.net (517) 755-3014

PROJECT DOCUMENTS AND INFORMATION AVAILABLE TO BIDDERS:

a. Proposal Form and requested attachments.

b. Form of Agreement: Owner – Contractor Agreement included with this RFPQ.

mailto:kattie.white@lansingschools.net

RFQP SO-1746 Eastern HS Asset Recovery Specialist P a g e | 2

PROPOSAL FORM – CONSTRUCTION TESTING SERVICES

5. SCHEDULE AND SUMMARY OF WORK: Services will begin immediately upon award of contract. A milestone schedule is to be developed within one month of contract award that shows, at a minimum, the following milestones:

a. Asset Inventory Completion

b. Depleted Asset Disposal Plan (Includes Budget and Schedule)

c. Valued Asset Recovery Plan (Includes Budget and Schedule)

d. Inspection Dates, Sale Dates, Disposal Dates, etc. associated with the above referenced plans.

e. Final Completion

6. PROPOSAL FORM: Submit proposal on the included form with necessary attachments. Deliver two original hard copies of all proposals to the District office; do not fax or e-mail proposals. If other services are recommended based on the brief description of work provided in this RFQP, please include that proposed additional work and an associated explanation. Due to the unique scope of this work, selection will be made on an evaluation of both cost and qualifications. The District has assumed that this position will require full time, or nearly full time effort for the period of the contract, and the successful respondent will be retained with the understanding that they are a temporary extension of the District staff, with the sole responsibility of arranging for, and managing the disposal of depleted assets and the recovery or sale of valued assets. A lump sum cost proposal is requested, and that cost proposal shall be based on a schedule and billing rate set by the respondent. Provide additional information as an attachment to the proposal to support the cost proposal submitted, and the parameters of service.

7. Proposal Submission Requirements: All proposals are to be submitted in a closed, opaque envelope and delivered to the District office identified above prior to the Due Date and Time.

The following items must be included with your response:

A. A Completed Proposal Form (See page 3 of this RFQP) and written description of services that addresses, at a minimum, the scope identified.

B. Lansing School District Required Forms and Certificates (Please use the following checklist)

Supplier / Vendor Application Form

Statement of No Bid, if not bidding.

Affidavit of Bidder- Familial Disclosure

Affidavit of Bidder- Non-collusion

Iran Economic Sanctions Certificate

Non-discrimination In Employment Certificate

Legal Status of Bidder Certificate

C. A minimum of three references. Client references for similar services are preferred. Provide a current contact name and phone number for each reference.

RFQP SO-1746 Eastern HS Asset Recovery Specialist P a g e | 3

PROPOSAL FORM – CONSTRUCTION TESTING SERVICES

Proposal Form Lansing School District

SO-1746 Eastern HS Asset Recovery Specialist

To: Lansing School District 519 W. Kalamazoo St.

Lansing, MI 48933 Attn: Purchasing Department, Kattie White, Director of Operations

Date Submitted:

Bidder Name:

Having carefully examined the RFQP for SO-1746 Eastern HS Asset Recovery Specialist and all addenda issued, the undersigned hereby proposes to furnish the services described, including the cost of applicable taxes, insurance, labor and equipment.

Lump Sum Proposal: $

(Dollars)

Addenda: The following addenda have been received and are hereby acknowledged, and the impact on the work of this RFQP have been included in the Lump Sum Proposal.

No. Dated: No. Dated:

Unit Prices: Please attach as a separate document.

Proposer’s Certification:

I hereby certify that all statements and representations herein are made on behalf of

And that I, the undersigned, have the authority to lawfully represent and bind the aforementioned in matters regarding this proposal.

Signature:

Title:

Printed Name:

Date:

Please check the type of organization submitting a proposal

A Corporation organized and existing under the laws of the State of .

An Individual doing business as .

RFQP SO-1746 Eastern HS Asset Recovery Specialist P a g e | 4

PROPOSAL FORM – CONSTRUCTION TESTING SERVICES

Attachments to RFQP

Information Available to Proposers

1. Lansing School District Required Forms and Certificates and Purchasing Policy

2. Owner – Contractor Agreement (Template)

OWNER – CONTRACTOR AGREEMENT

CONTRACTOR

JOB NO. CONTRACT NO. DATE

PROJECT MANAGER

This agreement is made this day of , and effective the day of

, by and between the Lansing School District (Owner) and

(Contractor) to perform the Work identified in Article 2.

PROJECT:

OWNER: Lansing School District

DESIGNER:

CONTRACTOR:

ARTICLE 1

CONTRACT PAYMENT. The Owner agrees to pay Contractor for satisfactory performance of Contractor’s Work the sum of Dollars

Progress payments, less retainage of %, shall be made to Contractor for Work satisfactorily performed no later than twenty five (25) days after receipt by Owner of an invoice from the Contractor.

Final payment of the balance due shall be made to Contractor no later than twenty five (25) days after receipt by Owner of a final invoice from the Contractor. These payments are subject to receipt of such change order acknowledgements, lien waivers, affidavits, warranties and guarantees required by the Owner.

ARTICLE 2

SCOPE OF WORK. Contractor agrees to commence Contractor’s Work herein described upon notification by Owner. This shall include all work necessary or incidental to complete:

ARTICLE 3

SCHEDULE OF WORK. Time is of the essence. As part of the bidding documents, the Owner has provided a Project Schedule. Contractor agrees that the Work under this Agreement can be accomplished in the time-frame identified, and has included the cost of premium time if necessary to complete the work under the proposed schedule. Additionally, Contractor agrees to provide Owner with any requested scheduling information of Contractor’s Work to be used in coordinating the Work of other Contractors. The Schedule of Work, including that of this Contract shall be maintained by Owner, with input from the Contractor and may be revised as the Work progresses.

Contractor recognizes that minor changes may be made in the Schedule or Sequence of Work and agrees to comply with such changes without additional compensation.

Contractor shall coordinate its work with all other Contractors, and suppliers on the Project so as not to delay or damage their performance, work, or the Project. In the event of project delay, or suspension of work not exceeding 30 days, the Contractor will be allowed additional time to complete their work, and it is agreed that such additional time is acceptable relief for delay, and that no additional compensation for delays less than 30 days per occurrence will be considered under this Agreement.

ARTICLE 4

CHANGES. Owner, without nullifying this Agreement, may direct Contractor in writing to make changes to Contractor’s Work. Adjustment, if any, in the contract price or contract time resulting from such changes shall be set forth in a Change Order. Allowable overhead and profit mark up on field directed changes shall not exceed 15% for work of the Contractor or their suppliers and 7½% on the work of their Sub-contractors.

ARTICLE 5

FAILURE OF PERFORMANCE. Should Contractor fail to satisfy contractual deficiencies within three (3) working days from receipt of Owner’s written notice, then the Owner shall have the right to take whatever steps deemed necessary to correct said deficiencies and charge the cost thereof to Contractor, who shall be liable for payment of same, including reasonable overhead, profit and attorney’s fees.

RESPONSIBILITY FOR THE WORK. The Contractor is responsible for preventing damage to the work under this Agreement and the Work of other Contractors when performing work on the Project. The Contractor shall be responsible for the entire work under this Agreement until accepted by the Owner.

Damages or deficiencies shall be immediately corrected without additional compensation up to the point of Substantial Completion of the Project. For damages attributable to other Contractors, and not recoverable under property insurance, the Contractor shall seek compensation from the party causing the damages and not from the Owner.

ARTICLE 6

INSURANCE. Prior to the start of Contractor’s Work, Contractor shall procure and maintain in force for the duration of the Work. Worker’s Compensation Insurance, Employer’s Liability Insurance, Comprehensive General Liability Insurance and all insurance required of Contractor under the Contract Documents. Owner and Architect shall be named as additional insureds on each of these policies, except for Worker’s Compensation. Requirements for coverage are attached.

ARTICLE 7

INDEMNIFICATION. To the fullest extent permitted by law, Contractor shall indemnify and hold harmless Owner, Owner’s Consultants and Architect from all damages, losses or expenses, including attorneys fees, from any claims or damages for bodily injury, sickness, disease, or death, or from claims for damage to tangible property, other than the Work itself. This indemnification shall extend to claims resulting from performance of this Contract and shall apply whether or not loss is caused in whole or in part by any negligent act or omission of Contractor, any of its agents, employees, or Sub-contractors.

ARTICLE 8

WARRANTY. Contractor warrants its work against all deficiencies and defects in materials and/or workmanship and agrees to satisfy same without cost to Owner for a period of one (1) year from the date of Substantial Completion of the Project or per Contract Documents, whichever is longer.

By setting their signatures below, the Owner and Contractor agree that this Agreement is effective the day and year first written above.

CONTRACTOR OWNER Lansing School District

BY (Type or print signer’s name and title) BY (Type or print signer’s name and title)

Contractor’s Federal Tax ID Number

CONTRACT GENERAL CONDITIONS

INDEPENDENT CONTRACTOR. The Contractor shall be and operate as an independent Contractor in the performance of this Contract. The Contractor shall have complete charge of the personnel engaged in the performance of their Work, and all persons employed by the Contractor shall be employees of said Contractor and not employees of the Owner in any respect.

COMPLIANCE WITH LAWS. The Contractor shall comply with all applicable laws and regulations, Federal, State, and any political subdivision thereof, including but not limited to, unemployment and workmen’s compensation, occupational safety, equal employment and affirmative action and wage and price laws insofar as applicable to the performance of the Contract.

SUBCONTRACTS. The Contractor, prior to execution of the Owner-Contractor Agreement, shall identify to the Owner all Sub-contractors that will perform work under the direction of the Contractor and shall not subcontract any of the Contractor’s Work without the express written consent of the Owner.

ASSIGNMENT. The Contractor shall not assign this Agreement to any other entity without first receiving consent from the Owner. Assignment without consent from the Owner will be considered a breach of Contract.

INSURANCE. The Contractor shall maintain, throughout the course of the project and the warranty period, the insurance required under the Owner-Contractor Agreement. The Contractor and Owner waive all rights against each other, the Architect/Engineer, Subcontractors, and other Contractors for damages caused by fire or other perils to the extent covered by Builder’s Risk or any other property insurance, except such rights as they may have to the proceeds of such insurance.

NONDISCLOSURE. The Contractor agrees that it will not divulge to third parties without the written consent of the Owner any information obtained from or through the Owner in connection with the performance of this Contract.

CHANGES. The Contractor shall make any and all changes in the Work without invalidating this Contract when specifically ordered to do so in writing by the Owner. Contractor, prior to the commencement of such changed or revised work, shall submit promptly to the Owner, a written cost or credit proposal for such revised work. If the Contractor and Owner shall not be able to agree as to the amount, either in consideration of time or money to be allowed or deducted, it shall, nevertheless, be the duty of Contractor, upon written notice from the Owner, to immediately proceed with such alteration or change as disputed work, and initiate negotiations with the Owner to be compensated the reasonable value of such work.

ARBITRATION. All claims, disputes, and other matters in question arising out of, or relating to, this Contract or the breach thereof, if not resolved by negotiation between the parties to this Agreement, shall be decided by arbitration in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association unless the parties mutually agree otherwise during negotiation of a dispute. This agreement to arbitrate shall be specifically enforceable under the prevailing arbitration law. The award rendered by the arbitrators shall be final, and judgment may be entered upon it in accordance with applicable law in any court having jurisdiction thereof.

Notice of the demand for arbitration shall be filed in writing with the other party and with the American Arbitration Association. To be considered timely, the demand for arbitration must be made within 60 days after the claim, dispute, or other matter in question has arisen, but in no event, shall it be made after substantial completion of the Project for which this Contract is awarded.

TERMINATION. The Owner shall have the right to terminate the Contract at any time for any reason by giving the Contractor two (3) days’ prior written notice to such effect. Owner shall pay to the Contractor in full satisfaction and discharge of all amounts owing to the Contractor under the Contract an amount equal to the cost of all Work performed by the Contractor up to such termination date, less all amounts previously paid to the Contractor on account of the Contract Price. The Contractor shall submit to the Owner its statement for the aforesaid amount, in such reasonable detail as the Owner shall request, within thirty (30) days after such date of termination. The Owner shall not be liable to the Contractor for any damages on account of such termination for loss of anticipated future profits with respect to the remainder of the work.

ACCOUNTING. During the period of this Contract, the Contractor shall maintain books of accounts of its expenses and charges in connection with this Contract in accordance with generally accepted accounting principles and practices. The Contractor shall bill in a format acceptable to the Owner. AIA documents G702 and G703 are acceptable for billing. If a Contract value is estimated, written authorization to exceed the estimate is required before exceeding the limit. The Owner shall at reasonable times have access to these books and accounts to the extent required to verify all invoices submitted hereunder by the Contractor.

ADDITIONAL INSURANCE INFORMATION

CONTRACTOR’S INSURANCE

The Contractor shall purchase and maintain, in a company or companies rated not less than A by A.M. Best, such insurance as will protect the Contractor from claims set forth below which may arise out of or result from the Contractor’s operations under the contract, whether such operations be by the Contractor, by any Sub-contractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable: This insurance protection shall include;

1. Claims under worker’s compensation, disability benefit and other similar employee benefit act. A non-resident Contractor shall have insurance for benefits payable under Michigan’s Worker’s Compensation Law for any employee resident of and hired in Michigan.

2. Worker’s Compensation: Claims for damages because of bodily injury, occupational sickness or disease, or death of his/her employees subject to statutory limits and not less than $500,000;

3. General Liability: This type of insurance must be on an “occurrence” basis only. The general aggregate limit must be a minimum of $2 million. Product-completed operations aggregate must be $2 million. Personal and advertising injuries must be a minimum of $1 million and each occurrence must be a minimum of $1 million.

4. Automobile Liability: Every auto must be covered. Coverage shall be a combined single limit (CSL) of a minimum of $1 million. If CSL coverage is not described, then bodily injury per person, bodily injury per accident and property damage coverage must be carried with a minimum of $1 million in coverage.

5. Excess Liability: Excess liability coverage is in addition to general liability coverage, automobile liability coverage and employer’s liability coverage. The excess liability coverage shall increase the other forms of liability coverage by at least $1 million.

The foregoing policies shall contain a provision that coverages afforded under the policies will not be canceled until at least thirty (30) days prior written notice has been given to the Owner.

Certificates of insurance acceptable to the Owner shall be filed with the Owner not later than the date of the Owner – Contractor Agreement. In no case shall the Work commence prior to receipt of said Certificates of Insurance by the Owner. All such Certificates of Insurance evidencing specified coverages must name the Owner as additional insured for the Project and location. Upon request, the Contractor shall allow the Owner to examine the actual policies.

The insurance provider shall be a United States of America resident firm, incorporated under the laws of the States and licensed to do business in the State of Michigan.

PURFR016 – 7/7/08 – Version 5

LANSING SCHOOL DISTRICT SUPPLIER/VENDOR APPLICATION MARK ONE:

PURCHASING DEPARTMENT (Please type or print) � New Application 519 W. KALAMAZOO ST., ROOM 200 � Update LANSING MI 48933 Date:

(517) 755-3030

FAX (517) 755-3019

W-9 form attached? � YES � NO

DUN & BRADSTREET RATING (if available)

NAME OF COMPANY FEDERAL ID NUMBER (OR) SOCIAL SECURITY NUMBER

Submit copy of W-9 form with application

ADDRESS TO WHICH BIDDING FORMS AND PURCHASE ORDERS ARE TO BE MAILED – STREET NO., CITY, STATE, ZIP CODE

ADDRESS TO WHICH PAYMENTS ARE TO BE MAILED – STREET NO., CITY, STATE, ZIP CODE

PARENT COMPANY AND ADDITIONAL OFFICE LOCATIONS IN MICHIGAN (May attach separate sheet)

E-MAIL ADDRESS: WEB SITE:

For Purchase orders to be emailed

TYPE OF ORGANIZATION

�Individual �Partnership �Corporation

TELEPHONE #:

FACSIMILIE #:

PERSONS TO CONTACT AND THOSE AUTHORIZED TO SIGN BIDS AND CONTRACTS IN YOUR NAME (if agent, so specify)

Name Official Capacity Telephone No.

PLEASE LIST ON THE REVERSE SIDE CLASSES OF EQUIPMENT, SUPPLIES, MATERIALS, AND/OR SERVICES ON WHICH YOU

DESIRE TO BID.

� Do you require a hard copy of verbal orders? Yes No Do you accept Procurement Cards? Yes No

� Electronic Disk Catalog □ Electronic Ordering

Please complete the following:

STANDARD PAYMENT TERMS: PROMPT PAY DISCOUNT: STANDARD DELIVERY TIME:

PLEASE COMPLETE BELOW

Please list percentage and circle category that applies:

MINORITY OWNED: % Native-American Asian-Pacific American African-American Hispanic-American Asian-Indian American

WOMEN OWNED: % White Native-American Asian-Pacific American African-American Hispanic-American Asian-Indian American

DISABLED: % SMALL BUSINESS: Yes No Business located within LANSING SCHOOL District Yes No

Are you certified? If so, list agencies Certificate Number:

SIGNATURE OF PERSON AUTHORIZED TO SIGN THIS APPLICATION

NAME AND TITLE OF PERSON SIGNING (Please type or print)

COMMODITY LIST

Please place a checkmark (√) by the appropriate code and provide a detailed description of the commodities and/or services offered. If the complete NAICS Code is known please include this number in the description area.

Website URL address for NAICS is: http://www.census.gov/epcd/www/naics.html

NAICS CODE DESCRIPTION

11 – Agriculture, Forestry, Fishing and Hunting

21 – Mining

22 – Utilities

23 – Construction

31-33 – Manufacturing

42 – Wholesale Trade

44-45 – Retail Trade

48-49 – Transportation and Warehousing

51 – Information

52 – Finance and Insurance

53 – Real Estate and Rental and Leasing

54 – Professional, Scientific and Technical Services

55 – Management of Companies and Enterprises

56 – Administrative & Support, Waste Management & Remediation Services

61 – Educational Services

62 – Health Care and Social Assistance

71 – Arts, Entertainment and Recreation

72 – Accommodation and Foodservices

81 – Other Services (except Public Administration)

92 – Public Administration

99 – Unclassified Establishments

CATEGORY (Check below the category which applies to the applicant) � (A) Manufacturer or Producer � (B) Wholesaler � (C) Retailer � (D) Mfgr’s Agent � (E) Distributor � (F) Service Establishment

Purchasing Office, 519 W. Kalamazoo St, Lansing, Michigan 48933 Telephone (517) 755-3030, Fax (517) 755-3019

Committed to Quality

STATEMENT OF NO BID

NOTE: IF YOU DO NOT INTEND TO BID, PLEASE RETURN THIS FORM ONLY TO:

Lansing School District BID NO: #______________

519 W KALAMAZOO ST

LANSING, MI 48933

PHONE: 517-755-3030

FAX: 517-755-3019

We, the undersigned, have declined to bid on the above noted bid for the following reasons:

_____ Insufficient time to respond to the invitation to Bid.

_____ Request for Proposal I unclear.

_____ Do not offer this product or service.

_____ Our schedule will not permit us to perform.

_____ Unable to meet the specifications

_____ Specifications are unclear (Please explain below)

_____ Remove us from your Bidder Mailing List

_____ Other ( Please specify below)

REMARKS:

Company Name:_________________________________________________________ Signature:______________________________________________________________ Date: ___________________Telephone:_______________Fax:__________________

AFFIDAVIT OF BIDDER

The undersigned, the owner or authorized officer of _____________________(the “Bidder), pursuant to the familial disclosure requirement provided in the ____________________(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 )

)ss.

COUNTY OF ________________ )

This instrument was acknowledged before me on the _________ day of __________, 20___, by

, Notary Public

____________ County, Michigan

My Commission Expires: ___________

Acting in the County of: ____________

NON-DISCRIMINATION IN EMPLOYMENT CERTIFICATION

Lansing School District

Certificate of Intent to Comply with

“NON-DISCRIMINATION IN EMPLOYMENT” POLICY

I have read Lansing School District’s Policy #3310, including paragraph #13 and hereby state my intent to comply with the terms and conditions contained therein. Further I agree to furnish the Michigan Civil Rights Commission with such data and records concerning employment as may be requested by that agency in determining compliance with the policy.

Print or type name of Contact Person:

Signed:

Title:

Company:

Date:

AFFIDAVIT OF BIDDER - NON-COLLUSION

Lansing School District

AFFIDAVIT OF BIDDER

SWORN STATEMENT

“Non-Collusion”

DATE: _____________________

The Bidder, by its officers and agents or representatives, present at the time of filing this bid, being duly sworn, on their oaths, say that neither they nor any of them, have in any way, directly or indirectly, entered into any arrangement or agreement with any other Bidder, whereby such affiant or affiants or either of them has paid or is to pay to such other Bidder any sum of money, or has given, or is to give, to such other Bidder anything of value whatever, or such affiant or affiants or either of them has not, directly or indirectly, entered into any arrangement or agreement with any other Bidder or Bidders, which tends to or does lessen or destroy free competition in the letting of the Contract sought for by the attached bids; that no inducement of any form or character other than that which appears upon the face of the bid, will be suggested, offered, paid or delivered to any person whomsoever to influence the acceptance of the said bid or awarding of the Contract, nor has this Bidder any agreement or understanding of any kind whatsoever, with any person whomsoever to pay, deliver to, or share with any other person in any way or manner, any of the proceeds of the Contract sought by this bid.

IN TESTIMONY WHEREOF, the Bidder (an authorized individual) has agrees to the above:

(Company Name)

By: _________________________________________ (Authorized Signer)

Print or type Name and Title of Signer

Address:__________________________________________________________________

Notary Public:______________________________________________________________

Subscribed and sworn to before me on this ________ day of ____________, 2016

County of:______________________ My Commission expires: ___________________

Telephone number: ________________

IRAN ECONOMIC SANCTIONS ACT CERTIFICATE

In accordance with the Iran Economic Sanctions Act, Michigan 2012 PA 517, effective April 1, 2013, (MCL 129.311, et seq.), (the "Act"), the undersigned certifies in support of its bid or proposal that it is not an Iran linked business as such is defined in the Act.

Contractor:_______________________________________

By:_____________________________________________

Dated: __________________________________________

Name:__________________________________________

Title:___________________________________________

LEGAL STATUS OF BIDDER

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS. The Vendor and/or Bidder certifies to the best of its knowledge and belief that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; Have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction;

violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offences enumerated above in this certification; and Have not within a three-year period preceding this agreement had one or more public transactions (Federal, State, or local) terminated for cause or default; is not now or has been, within a three-year period preceding this date, been listed on the Excluded Parties List System website (EPLS).

Vendor/contractor will notify the Lansing School District Purchasing Office immediately upon becoming suspended or debarred if there is any current or ongoing contract or agreement in place between the district and the vendor/contractor.

Firm Name:

Address:

Phone & E-mail:

Name, title and signature of individual duly authorized to execute contracts:

The Owner, Principal, or Corporate Office of the responding firm is also attesting that all the information provided within this response is true.

Name:

Title:

Signature:

A Corporation organized and existing under the laws of the

State of ____

General Conditions and Instructions to Bidders

1. Proposals shall be submitted on forms furnished by the owner. The proposal shall be in accordance with the specifications listed, which are available at the Lansing

School District Purchasing Office.

Any variance from the specifications shall be fully explained in writing by the bidder and all prices quoted shall be on a unit price basis.

2. MAILING OF PROPOSALS:

Proposals shall be mailed in an opaque, sealed envelope and shall be clearly marked describing the project upon which the bid is made.

3. No oral, telegraphic facsimile, or electronic mail proposals or modifications will be considered.

4 WITHDRAWAL OF BIDS:

Any bidder may withdraw their bid at any time prior to the scheduled time of opening the bids upon the presentation of proper identification. After the opening of the bids, no proposal shall be withdrawn for a period of ninety (90) days.

5. PROPOSAL FORMS AND SIGNATURES:

Proposals shall be made on the proper forms provided by the owner. All spaces shall be properly filled in with ink or typewriter. The signatures shall be in longhand in ink by an authorized representative.

6. BRANDS:

The naming of a manufacturer, brand or model number shall not be considered as excluding other brands or models. Specifically, similar products with comparable construction, material and workmanship shall be considered as equal. However, the Board of Education of the Lansing School District shall evaluate the merits of all bids submitted and reserves the right to accept or reject any or all bids.

It is the intent of the attached specifications to define the minimum quality of equipment acceptable.

The product lines of nationally recognized manufacturers who regularly advertise, promote and distribute catalog products to the school market are required.

7. SAMPLES:

Samples shall be submitted upon request at the expense of each bidder. Theses samples will be retained as control items until the completion of the delivery and installation.

8. AGENDA:

Any modifications of contract documents will be issued in the form of an addendum.

All addenda issued during the bidding time shall become part of the specifications. A copy of the addendum shall be sent to all bidders. No verbal statements by the owner shall be considered as authoritative. No request for explanations can be processed within four (4) days immediately prior to the bid opening date.

9. VARIATIONS FROM MATERIALS SPECIFED:

All variations form the specified material or equipment shall be fully explained and included with the bid.

Manufacturer numbers shall be used in all cases.

10. ROYALATIES AND PATENTS:

The contract shall pay for all royalties and patents, and shall defend all suits for claims or infringements on patent rights and save the owner harmless from loss on account thereof.

11. CLEAN-UP:

The contractor shall at all times, keep the premises free from accumulations of waste materials or same caused by the work; and upon completing the work, shall remove all work related rubbish from and about the building and shall leave the work broom clean, or it equivalent. In the case of dispute, the owner may remove the rubbish and charge the cost to the contractor, as the owner shall determine.

12. FEDERAL, STATE AND MUNICIPAL TAXES:

Each proposal submitted shall include, and the contractor shall pay, all taxed which are levied by the

Federal, State and Municipal Governments, on labor, and for materials entering into the work. The owner reserves the right to require evident of payment of such taxes prior to final payment. The school district is exempt from Federal Excise Tax.

General Conditions and Instructions to Bidders

13. QUALIFICATIONS OF BIDDERS:

The owner may request any or all bidders to submit any of the following information before the award of the contracts.

A. A bidder’s performance record

B. The address and description of bidder’s equipment, plant or permanent place of business.

C. An itemized list of the bidder’s equipment, plant and personnel.

D. A bidder’s financial statement.

E. A description of any project which the bidder has completed.

F. Such additional information as will satisfy the owner that the bidder is adequately prepared to fulfill the contract.

G. Description of work which will be done simultaneously with the owner’s project.

14. NOTICE OF AWARD:

The contracts shall be deemed as having been awarded when the formal notice of acceptance of their proposal has been duly served upon the intended awardees

(normally by purchase order) by some officer of agent of the owner duly authorized to give such notice.

15. GUARANTEE:

Each contract shall furnish the owner a written guarantee running for one (1) year, or longer as required herein, after the final payment covering all work in the contract. Any defects in workmanship or materials for which a claim is submitted within this period shall be corrected.

16. DOCUMENTS:

The Proposals submitted shall be based upon the specifications contained herein.

17. RIGHTS OF ACCEPTANCE OR REJECTION:

The Board of Education of the Lansing School

District reserves the right to reject any or all bids in whole or in part and to accept the bid or portion of bid that, in their opinion, best serves the interest of the School District.

18. Contractors and subcontractors are required not to discriminated against any employee or applicant for employment, to be employed in t the performance of this contract, with respect to hire, tenure, terms, conditions or privileges of employment because of race, color, religion, national origin, or ancestry or also because of age or sex, except based on a bonafide occupational qualification. Breach of this covenant of purchasing agreement as provided in the Michigan Fair Employment

Practices Act and may be processed there under. See Policy 6320.

policy

BOARD OF EDUCATION FINANCES

LANSING SCHOOL DISTRICT 6320/page 1 of 5

PURCHASING

Procurement of all supplies, materials, equipment, and services paid for from District funds shall be made in accordance with all applicable Federal and State statutes, Board policies, and administrative procedures. Standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award, and administration of contracts are established in Policy 1130, Policy 3110, and Policy 4110 – Conflict of Interest.

All procurement transactions shall be conducted in a manner that encourages full and open competition and in accordance with good administrative practice and sound business judgement.

Each year the State of Michigan informs the School of the legal amount for purchases which require a formal bidding process of a single item.

It is the policy of the Board that the Superintendent adhere to the following:

A. Seek informal price quotations on purchases in excess of $3,000.

B. When the purchase of, and contract for, single items of supplies, materials, or equipment is less than the amount allowed by State statute, but exceeds $10,000 the Superintendent shall whenever possible, require three (3) competitive price quotations.

Purchases in a single transaction that are in excess of the dollar amount permitted by State statute shall require competitive bids and, whenever possible, have at least three (3) such bids for substantiation of purchase and shall require approval of the Board prior to purchase.

LANSING SCHOOL DISTRICT 6320/page 2 of 5

Competitive Bids

Competitive bids are not required for items purchased through the cooperative bulk purchasing program operated by the Michigan Department of Management and Budget pursuant to M.C.L. 18.1263.

Competitive bids are not required for food purchases, unless food purchased in a single transaction costs $100,000 or more.

When food purchased in a single transaction exceeds $100,000, the Superintendent shall, whenever possible, require three (3) competitive price quotations.

Bids shall be sealed and shall be opened by the Director of Purchasing in the presence of at least one (1) witness. All orders or contracts should be awarded to the lowest responsible bidder; however, consideration can be given to:

A. the quality of the item(s) to be supplied;

B. its conformity with specifications;

C. suitability to the requirements of the school;

D. delivery terms;

E. past performance of vendor.

In addition to the factors above, the Board may consider and provide a preference to bidders

A. which use a Michigan-based business as the primary contractor.

B. which use one (1) or more Michigan-based business as subcontractors.

LANSING SCHOOL DISTRICT 6320/page 3 of 5

For purposes of this preference a Michigan-based business means a business that would qualify for a Michigan preference for procurement contracts under M.C.L. 18.1268, which requires that the businesses certify that since inception or during the last twelve (12) months it has done one of the following:

A. have filed a Michigan business tax return showing an allocation of income tax base to Michigan

B. have filed a Michigan income tax return showing income generated in or attributed to Michigan

C. withheld Michigan income tax from compensation paid to the bidder's owners and remitted the tax to the Michigan Department of Treasury

This preference shall not apply to any procurement or project using Federal funds, nor shall it be used if it would violate any Federal law or requirements.

The Board reserves the right to reject any and all bids.

Contracts may be awarded by the Superintendent without Board approval for any single item or group of identical items costing less than the dollar amount permitted by State Statute. All other contracts require Board approval prior to purchase.

Bid Protest

A bidder who wishes to file a bid protest must file such notice and follow procedures prescribed by the Request For Proposals (RFP) or the individual bid specifications package, for resolution. 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.

Within five (5) days of receipt of a protest, the Superintendent shall review the protest as submitted and render a decision regarding the merits of the protest and any impact on the acceptance and rejection of bids submitted. Notice of the filing of a bid protest shall be communicated to the Board and shall be so noted in any subsequent recommendation for the acceptance of bids and awarding of contracts.

Failure to file a notice of intent to protest, or failure to file a formal written protest within the time prescribed, shall constitute a waiver of proceedings.

LANSING SCHOOL DISTRICT 6320/page 4 of 5

General Provisions

The Superintendent is authorized to purchase all items within budget allocations.

The Board should be advised, for prior approval, of all purchases of equipment, materials, and services when the purchase

A. was not contemplated during the budgeting process.

B. exceeds the previously Board approved amount by ten percent (10%).

The Superintendent is authorized to make emergency purchases, without prior approval, of those goods and/or services needed to keep the school in operation.

Such purchases shall be brought to the Board’s attention at the next regular meeting.

In order to promote efficiency and economy in the operation of the school, the Board requires that the Superintendent periodically estimate requirements for standard items or classes of items and make quantity purchases on a bid basis to procure the lowest cost consistent with good quality.

Whenever storage facilities or other conditions make it impractical to receive total delivery at any one time, the total quantity to be shipped but with staggered delivery dates, shall be made a part of the bid specifications.

Before placing a purchase order, the Superintendent shall check as to whether the proposed purchase is subject to bid, whether sufficient funds exist in the budget, and whether the material might be available elsewhere in the school. All purchase orders shall be numbered consecutively.

LANSING SCHOOL DISTRICT 6320/page 5 of 5

The Superintendent shall determine the amount of purchase which shall be allowed without a properly signed purchase order. Employees may be held personally responsible for anything purchased without a properly signed purchase order or authorization.

The Board may acquire office equipment as defined in law by lease, by installment payments, by entering into lease-purchase agreements, or by lease with an option to purchase, provided the contract sets forth the terms of such a purchase.

Procurement – Federal Grants

The Superintendent shall maintain a procurement and contract administration system in accordance with the USDOE requirements (34 CFR 80.36) for the administration and management of Federal grants and federally-funded programs.

The District shall maintain a compliance system that requires contractors to perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Except as otherwise noted, procurement transactions shall conform to the provisions of this policy and administrative guidelines (AG 6320).

M.C.L. 380.1267, 380.1274 et seq.

© NEOLA 2015

LANSING SCHOOL DISTRICT 6321/page 1 of 3

NEW SCHOOL CONSTRUCTION, RENOVATION

Before beginning construction of a new school building, or an addition, repair or renovation of an existing school building, except emergency repairs, the Board of Education, shall obtain competitive bids on all the material and labor required for the complete construction of a proposed new building or addition to or repair or renovation of an existing school building which exceeds the State statutory limit.

This policy does not apply to buildings, renovations, or repairs costing less than the statutory limit or to repair work normally performed by District employees.

The Board shall advertise for the bids required under subsection:

A. By placing an advertisement for bids at least once in a newspaper of general circulation in the area where the building or addition is to be constructed or where the repair or renovation of an existing building is to take place and by posting an advertisement for bids for at least two (2) weeks on the Department of Management and Budget website on a page on the website maintained for this purpose or on a website maintained by a school organization and designated by the Department of Management and Budget for this purpose.

B. By submitting the request for bids for placement on the Michigan

Department of Management and Budget's website for school organizations, including a link to the District's website.

C. The advertisement for bids shall do all of the following:

1. specify the date and time by which all bids must be received by the Board at a designated location;

2. state that the Board will not consider or accept a bid received after the date and time specified for bid submission;

3. identify the time, date, and place of a public meeting at which the Board or its designee will open and read aloud each bid received by the Board by the date and time specified in advertisement;

LANSING SCHOOL DISTRICT 6321/page 2 of 3

4. state that the bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Board or the Superintendent of the District. A Board shall not accept a bid that does not include this sworn and notarized disclosure statement.

D. The Board shall require each bidder for a contract under this policy, to file with the Board security in an amount not less than 1/20 of the amount of the bid conditioned to secure the District from loss or damage by reason of the withdrawal of the bid or by the failure of the bidder to enter a contract for performance, if the bid is accepted by the Board.

E. The Board shall not open, consider, or accept a bid that the Board receives after the date and time specified for bid submission in the advertisement for bids as described in subsection C of this policy.

F. At a public meeting identified in the advertisement for bids described in subsection C of this policy, the Board or its designee shall open and read aloud each bid that the Board received at or before the time and date for bid submission specified in the advertisement for bids. The Board may reject any or all bids, and if all bids are rejected, shall readvertise in the manner required by this policy.

The Board may consider and provide a preference to bidders:

1. which use a Michigan-based business as the primary contractor.

2. which use one (1) or more Michigan-based business(es) as subcontractors.

LANSING SCHOOL DISTRICT 6321/page 3 of 3

For purposes of this preference a Michigan-based business means a business that would qualify for a Michigan preference for procurement contracts under M.C.L. 18.1268, which requires that the businesses certify that since inception or during the last twelve (12) months it has done one of the following:

1. have filed a Michigan business tax return showing an allocation of income tax base to Michigan

2. have filed a Michigan income tax return showing income generated in or attributed to Michigan

3. withheld Michigan income tax from compensation paid to the bidder's owners and remitted the tax to the Michigan Department of Treasury

This preference shall not apply to any procurement or project using Federal funds, nor shall it be used if it would violate any Federal law or requirements.

G. The competitive bid threshold amount specified in this policy ($20,959 for 2009) is adjusted each year by multiplying the amount for the immediately preceding year by the percentage by which the average consumer price index for all items for the twelve (12) months ending August 31st of the year in which the adjustment is made differs from that index's average for the twelve (12) months ending on August 31st of the immediately preceding year and adding that product to the maximum amount that applied in the immediately preceding year, rounding to the nearest whole dollar.

The current exempt amount must be confirmed with the Michigan Department of Education prior to issuing contracts for construction, renovation, or repair which exceed the amount listed in this policy.

M.C.L. 380.1267

© NEOLA 2009

LANSING SCHOOL DISTRICT 6325/page 1 of 10

NEW POLICY - VOL. 30, NO. 2

PROCUREMENT – FEDERAL GRANTS/FUNDS

Procurement of all supplies, materials, equipment, and services paid for from Federal funds or District matching funds shall be made in accordance with all applicable Federal, State, and local statutes and/or regulations, the terms and conditions of the Federal grant, Board of Education policies, and administrative procedures.

The Superintendent shall maintain a procurement and contract administration system in accordance with the USDOE requirements (2 CFR 200.317-.326) for the administration and management of Federal grants and Federally-funded programs.

The District shall maintain a contract administration system that requires contractors to perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Except as otherwise noted, procurement transactions shall conform to the provisions of the District’s documented general purchasing Policy 6320 and AG 6320.

All District employees, officers, and agents who have purchasing authority shall abide by the standards of conduct covering conflicts of interest and governing the actions of its employees, officers, and agents engaged in the selection, award, and administration of contracts as established in Policy 1130, Policy 3110 and Policy 4110 – Conflict of Interest.

The District will avoid acquisition of unnecessary or duplicative items. Additionally, consideration shall be given to consolidating or breaking out procurements to obtain a more economical purchase.