Spectrum Theatre Lighting System - RFP #2425-6161A - Final.pdf

REQUEST FOR PROPOSAL

GRCC Spectrum Theatre Lighting Upgrades

RFP 2425-6161A

GRCC Theatre Department

RFP #2425-6161A - GRCC Spectrum Theatre Lighting Upgrades

Table of Contents

QUICK FACTS

1.0 Purpose and Conditions

Purpose for the Request for Proposal

1.1 GRCC Background

1.2 Definitions

1.3 Rules and Conditions

1.4 Local Vendors

1.5 Micro-Local Business Enterprises

1.6 Contracts

1.7 Tobacco Free

2.0 RFP Response Requirements

2.1 Professional and Technical Expertise

2.2 Reference Information

3.0 Selection and Evaluation Criteria

3.1 Selection Criteria

3.2 Evaluation Criteria

4.0 Presentations

5.0 Requirements & Scope of Work

6.0 Insurance Requirements

6.1 Indemnification

7.0 Risk Analysis

8.0 Quality and Performance Standards

8.1 ADA/Accessibility

8.2 Accessible Electronic Information Technology

8.3 VPAT (Voluntary Product Accessibility Template)

9.0 Pricing & Warranties

9.1 Pricing

9.2 Warranties

10.0 Negotiations

10.1 Best and Final Offer

11.0 Taxes

12.0 Technology and Software Requirements

12.1 Security Requirements

12.2 Artificial Intelligence

Appendix A: Fair Employment Practices Agreement

Appendix B: Iran Economic Sanctions Act Certification

QUICK FACTS

RFP Number: 2425-6161A

Title: GRCC Spectrum Theatre Lighting System

Issue Date: Tuesday, June 10, 2025

Intent to Respond Due Date: N/A

Pre-Bid Meeting: N/A

Questions Due: 12:00 PM, Wednesday, June 25, 2025

Proposal Due Date: 2:30 PM, Tuesday, July 8, 2025

GRCC Contact: Paula J. Gleason-Zeeff Director of Purchasing

Email: paulagleasonzeeff@grcc.edu

GRCC Proposal Electronic Delivery: BidNet/MITN Help Line: 1-800-835-4603

Option #2

(Please allow ample time for electronic submission of your bid, prior to due date/time)

Vendors intending to submit a response to this RFP should read this document in its entirety when planning to submit a proposal.

1.0 Purpose and Conditions

Purpose for the Request for Proposal GRCC is seeking proposals from qualified vendors for purchase and delivery of the professional lighting equipment in the scope of the project

1.1 GRCC Background

See - https://www.grcc.edu/aboutus

GRCC’s website (http://www.grcc.edu/) provides additional information.

GRCC Strategic Plan - (https://www.grcc.edu/faculty-staff/instructional-support-institutional-planning/strategic-planning/grcc-strategic-plan-20232028)

1.2 Definitions

• The term "Vendor" or “Contractor” means business firm submitting a proposal/quote.

• The terms "College" and “GRCC” mean the Grand Rapids Community College.

• The term “IT” means the Information Technology Services unit of GRCC

• The term “Respondent” means vendors that submit an official response to this RFP by the Submission Due Date.

1.3 Rules and Conditions

1.3.1 Communication

Any and all communication with GRCC regarding this RFP shall be accomplished through the Purchasing Department, using the contact information provided in the Quick Facts page of this RFP. Any Vendors that deviate from this requirement will be subject to disqualification.

1.3.2 Mandatory Pre-Bid Meeting

N/A

1.3.3 Vendor Questions

Any questions regarding interpretation or intent must be made in written form and emailed to Paula J. Gleason-Zeeff, Director of Purchasing, at paulagleasonzeeff@grcc.edu by 12:00 PM, Wednesday, June 25, 2025.

https://www.grcc.edu/aboutus http://www.grcc.edu/ https://www.grcc.edu/faculty-staff/instructional-support-institutional-planning/strategic-planning/grcc-strategic-plan-20232028 https://www.grcc.edu/faculty-staff/instructional-support-institutional-planning/strategic-planning/grcc-strategic-plan-20232028 mailto:paulagleasonzeeff@grcc.edu

An addendum addressing all questions received by the deadline specified above will be posted to Bidnet/MITN.

1.3.4 RFP Response Criteria

Vendors must follow the format of the RFP using the section titles and numbers of each information request (e.g., 9.2 Warranties). If a reference to an attached document is used as part of the response to an information request, the reference must be specific. For example, “See page “8”, paragraph three.”

Proposals that do not follow the Rules and Conditions contained herein, follow the described format of this RFP, and/or do not provide responses to information requested may not be considered.

The official copy of the proposal submitted must contain complete responses and related materials.

The College will accomplish distribution to proper personnel. Emails, telegrams, faxes, phone or any other form of response other than those submitted via BidNet/MITN are not acceptable and will not be regarded as official submissions by the vendor.

1.3.5 Proposal Submission

The official electronic copy of your proposal must be received via Bidnet/MITN (www.BidNetdirect.com) no later than 2:30 PM, Tuesday, July 8, 2025. Bids must be clearly marked RFP – GRCC Spectrum Theatre Lighting Upgrades – RFP #2425-6161A.

BidNet Help Line: (800) 835-4603 Option 2 (Please allow ample time for electronic submission of your bid, prior to due date/time)

GRCC will not consider or examine late responses.

GRCC reserves the right to reject any and all proposals, wholly or in part, and waive any irregularities in the RFP process.

If any changes are made to this RFP by any party other than GRCC, the original document in GRCC’s files takes precedence.

In the event it becomes necessary to revise any part of this RFP, an addendum will be posted to BidNet/MITN.

In the event of a conflict between this RFP language and any subsequent contracts, agreements or other related document language, the RFP language shall supersede such conflicting language.

http://www.bidnetdirect.com/

All proposals must include all elements listed in the RFP Response Requirements section below.

Taking exception to any item as detailed in this RFP could deem your proposal unresponsive.

GRCC reserves the right to award the contract in whole or in part, and to reject any or all bids.

GRCC reserves the right to award by line item, by goods of items, or in total, whichever is in the best interest GRCC. Multiple vendors may be awarded contracts based on line-item pricing

1.3.6 Delivery/Pickup

Shipping and handling of any equipment acquired by GRCC as a result of this RFP must be quoted F.O.B. our dock and delivered to the following address:

Grand Rapids Community College 151 Fountain NE Grand Rapids, MI 49503 Attn: Shipping & Receiving

1.3.7 Proprietary Information

Vendors must provide a corporate financial statement (or other documented evidence of financial solvency). Reponses will be opened, read publicly and will be made a matter of public record and as such may be reviewed by any interested party as permitted by law. Pricing and contracts cannot be considered proprietary. (please include this documentation as a separate file when responding)

1.3.8 IRAN ECONOMIC SANCTIONS ACT – 2012, Public Act 517

http://www.legislature.mi.gov/documents/2011-2012/publicact/pdf/2012- PA-0517.pdf

Section 3 of 2012 PA 517 imposes a vendor certification requirement on request for proposals issued by Grand Rapids Community College.

Grand Rapids Community College requires that the enclosed IRAN ECONOMIC SANCTIONS ACT CERTIFICATION (Appendix “B”) be submitted with the Vendor’s proposal.

1.3.9 Freedom of Information Act

Respondents are advised that all materials submitted to GRCC for consideration in response to this solicitation will be considered the property http://www.legislature.mi.gov/documents/2011-2012/publicact/pdf/2012-PA-0517.pdf http://www.legislature.mi.gov/documents/2011-2012/publicact/pdf/2012-PA-0517.pdf of Grand Rapids Community College and will not as a matter of course be treated as confidential information.

GRCC reserves the right to distribute or not to distribute materials and information submitted by Respondents as it sees fit and/or as required by applicable law.

If a Respondent wishes to supply any information, which it believes is exempt from disclosure under the Act, that Respondent should summarize such information in a separate envelope. Each page submitted should be clearly marked "Confidential," but otherwise be presented in the same manner as the Proposal. However, any such information is provided entirely at the Respondent's own risk and Grand Rapids Community College assumes no liability for any loss or damage that may result from the College’s disclosure at any time of any information provided by the Respondent in connection with its proposal.

1.3.10 Non-discrimination in Employment

1.3.10.1 Equal Opportunity

Grand Rapids Community College, as an Equal Opportunity Employer, complies with federal and state laws prohibiting discrimination, including Title VI and Title VII (with Amendments) of the 1964 Civil Rights Act, Title IX of the Educational Amendment of 1972, Section 504 of the Rehabilitation Act of 1974 as amended 38 USCO20-12. It is the policy and practice of Grand Rapids Community College to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics. Inquiries or complaints should be addressed to Office of General Counsel, 143 Bostwick NE, and Grand Rapids 49503-3295, (616) 234-4241.

1.3.10.2 Fair Employment Practice Agreement

Grand Rapids Community College requests that the enclosed Fair Employment Practice Agreement (Appendix “A”) be submitted with the Vendor’s proposal, however submission is not mandatory.

1.3.11 Non-Discrimination

Non-Discrimination for all contracts for goods or services which the Contractor enters into in connection with performance of services under this Contract, the Contractor agrees as follows:

The Contractor shall not discriminate against any employee or applicant for employment because of age, color, disability, familial status, height, marital status, national origin, political affiliation, race, religion, sex/gender, sexual orientation, veteran status, or weight. The Contractor shall take affirmative action to ensure that applicants are employed and employees are treated during employment without regard to their age, color, disability, familial status, height, marital status, national origin, political affiliation, race, religion, sex/gender, sexual orientation, veteran status, or weight. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training including apprenticeship.

The Contractor shall comply with all published rules, regulations, directives, and orders of the Michigan Civil Rights Commission (“the Commission”).

The Contractor shall furnish and file compliance reports within such time and upon such forms as provided by GRCC. Said forms may also elicit information as to the practices, policies, program and employment statistics of the Contractor and any subcontractors or suppliers, and the Contractor shall permit access to books, records and accounts by GRCC and/or its agent, for purposes of investigation to ascertain compliance with this Contract for Construction and with rules, regulations, and orders of the Commission.

The Contractor shall include, or incorporate by reference, the provisions of the foregoing or orders of the Commission, and shall provide in every subcontractor and supplier subcontract or purchase order that said provisions shall be binding on its subcontractors and suppliers

1.3.12 Title VI Compliance

Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with the FMCSA Program and, in adapted form, in all proposals for negotiated agreements regardless of funding source: “GRCC, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, age, disability, income-level, or LEP in consideration for an award.

1.4 Local Vendors

Purchases will be made from Grand Rapids Community College District area vendors in all cases where price and all other factors are equal to or lower than vendors outside the GRCC District, at the discretion of the Director of Purchasing.

In those cases where the GRCC district vendor bid price exceeds the bid price of the vendors outside the GRCC District, and/or there is a distinct advantage to the College, the College reserves the right to award to the vendor within the GRCC District at the discretion of the Director of Purchasing. GRCC also reserves the right to award to the vendor within the GRCC District for RFP evaluations, given a distinct advantage to the College, at the discretion of the Director of Purchasing.

1.5 Micro-Local Business Enterprises

Goods and Services Grand Rapids Community College may provide up to a 5% bid discount to businesses currently certified by the City of Grand Rapids as a Micro-LBE.

1.6 Contracts

Any contract(s) resulting from this RFP:

• Shall be governed under, and the rights and obligations of the parties hereto be determined in accordance with, the laws of the State of Michigan; and

• Shall incorporate the responses of the successful Vendor and such responses shall constitute material terms of any contracts; and

• Any required dispute resolution, including litigation, mediation or arbitration must be conducted in Kent County, State of Michigan; and

• Are dependent upon approval by the College’s Board of Trustees.

● GRCC reserves the right to terminate the contract within thirty (30) days of written notice and prior to any Contract Termination date, if either service, equipment, software, supplies or contract performance and conduct, as judged by GRCC, does not meet acceptable standards. GRCC also reserves the right to terminate for any reason (i.e., termination for convenience) upon thirty days’ written notice.

● If the submitted proposals fail to meet the specified requirements or exceed budgetary tolerances, GRCC reserves the right to engage in direct negotiations with the current vendor, independent of this RFP.

• A Vendor must attach any Contracts, Support Agreements, End User License Agreements and/or any Hardware, Software, or Support use Terms and Conditions or Contracts that must be completed, applicable to any services or products acquired by GRCC as a result of this RFP.

1.7 Tobacco Free

GRCC is a tobacco free campus. All individuals including students, faculty/staff, suppliers, contractors/subcontractors and visitors are prohibited from smoking in College buildings, vehicles and premises. All individuals are expected to acknowledge the tobacco free policy and provide full compliance. See https://catalog.grcc.edu/content.php?catoid=21&navoid=1017#tabacco-free-environ for additional information.

2.0 RFP Response Requirements

Proposals submitted must include the following:

2.1 Professional and Technical Expertise

Each Vendor must provide a brief description of its company, including the date established, and the organization’s experience and history implementing solutions for organizations similar in size, scope and nature to GRCC.

Each Vendor shall include a brief description of the professional and technical experiences, background, qualifications and expertise of the organization’s key personnel to be assigned to this project.

2.2 Reference Information

Each vendor must provide brief descriptions of deploying similar products and/or services at similar organizations within the last five years.

Each vendor must provide at least three customer placement references (past, present, similar environment and similar products), including contact information.

Local and Higher Education references are preferable. References will be contacted and site visits may be requested.

References must not be from a person, company or organization with any interest, financial or otherwise, in the Vendor organization.

GRCC, at its sole discretion, may contact other known clients of the Vendor for references.

GRCC may eliminate from further consideration in the RFP process any Vendor who, in the opinion of GRCC, receives an overall unfavorable report from client references.

3.0 Selection and Evaluation Criteria

3.1 Selection Criteria

GRCC will determine which responses are to be considered for evaluation and will determine the successful Vendor.

https://catalog.grcc.edu/content.php?catoid=21&navoid=1017#tabacco-free-environ https://catalog.grcc.edu/content.php?catoid=21&navoid=1017#tabacco-free-environ https://catalog.grcc.edu/content.php?catoid=21&navoid=1017#tabacco-free-environ

A team led by the Theatre Department, their consultant, and the Purchasing Department, following GRCC’s policies and procedures, will conduct the evaluation and selection process.

3.2 Evaluation Criteria

The evaluation of responses will be based on, but not limited to:

• Vendor’s ability to meet all the requirements and specifications contained in this RFP

• Best value, cost and benefit for GRCC; including alignment with GRCC Mission, Vision, Values and Ends – http://www.grcc.edu/aboutus/missionvisionvaluesends .

• Ability to meet GRCC’s service, delivery, and timeline requirements

• Financial strength of the Vendor

• Quality of Proposal documentation and/or presentation

• Vendor’s experience in public higher education

• Vendor’s solicited and unsolicited references

The evaluation criteria listed below summarizes the elements that will be considered when evaluating submitted proposals

Evaluation Criteria Weight Complete Cost of the Service

• Total cost, including any shipping, and fees

• Unit pricing consistency and transparency

50%

Lead Time and Delivery

• Ability to meet required delivery schedule

• Inventory availability and shipping method

• Clarity of delivery terms (e.g., FOB, shipping included)

25%

Warranty and Support

• Manufacturer warranty terms and vendor’s role in facilitation

• Return or replacement process

• Access to customer support or service reps

15%

Vendor Reliability and References

• Proven track record with timely and accurate deliveries

• Responsiveness and communication quality

10% http://www.grcc.edu/aboutus/missionvisionvaluesends

• References from previous similar purchases

4.0 Presentations

Vendors whose proposals are determined by the evaluation team to meet or exceed the requirements of this RFP may be requested to come on campus to provide an overview of their proposal(s), respond to questions from the evaluation team and provide demonstrations (if applicable). The presentation can be an additional weighted factor in determining award.

5.0 Requirements & Scope of Work

Grand Rapids Community College (GRCC) is seeking proposals from qualified vendors for the purchase and delivery of the following professional lighting equipment.

● All equipment must be new, unused, and in original manufacturer packaging.

● No installation, programming, training, or other services are being solicited at this time.

● Proposals must include all costs associated with the delivery of equipment to the GRCC campus loading dock (specific location to be provided upon award).

● Partial or substitute shipments will not be accepted unless pre-approved in writing by GRCC.

● All shipping and freight charges must be included in the proposal pricing.

● GRCC reserves the right to reject any or all proposals, in whole or in part, and to waive any informalities or irregularities in the proposal process.

WARRANTY REQUIREMENTS

● All manufacturer warranties shall be honored and apply in full to all components of the system.

● All warranty documents and registration forms shall be completed by the contractor/vendor and submitted to GRCC upon delivery.

● Vendors shall warrant that all items are free from defects in material and workmanship for the duration of the manufacturer’s standard warranty period.

DELIVERY TIMELINE

● All equipment must be delivered within 45 days of contract award. Vendors should specify their proposed delivery timeline in the proposal response.

● Any delays must be communicated immediately to GRCC in writing.

ADDITIONAL TERMS

● GRCC is a tax-exempt institution; appropriate exemption documentation will be provided upon request.

● All equipment must be verifiable as authentic and traceable to the original manufacturer or authorized distributor.

● Vendors shall be responsible for replacing any damaged or defective items at no cost to GRCC.

● Proposals must include a point of contact for questions related to delivery, warranty, or equipment issues.

6.0 Insurance Requirements

The successful bidder shall provide insurance certificates for minimum insurance coverage as follows:

Each Occurrence Aggregate

GENERAL LIABILITY

Bodily Injury Liability $ 1,000,000 $3,000,000 Property Damage $ 1,000,000 $3,000,000

OR

Bodily Injury & Property Damage Combined $1,000,000 $3,000,000

PROFESSIONAL LIABILITY (E&O) $1,000,000 $3,000,000

(for professional services only)

AUTOMOBILE LIABILITY

Bodily Injury & Property Damage Combined Single Limit. $1,000,000

EXCESS LIABILITY

Commercial Umbrella Coverage $1,000,000 $1,000,000

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY

Each Accident $ 500,000 Disease-Policy Limit $ 500,000 Disease-Each Employee $ 500,000

ADDITIONAL INSURED

Grand Rapids Community College, its elected or appointed officers, officials, employees and volunteers are included as additional insureds with regard to damages and defense of claims arising from:

(a) activities performed by or on behalf of the Named Insured,

(b) products and completed operations of the Named Insured,

(c) premised owned, leased or used by the Named Insured, or

(d) the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Named Insured.”

6.1 Indemnification

The bidder shall agree to indemnify and save Grand Rapids Community College, its officers, agents and employees, from and against any and all liability, claims, demands, or damages, caused by negligent act or omission, misfeasance, or malfeasance of the bidder, its agents, servants, or employees, including fines, fees, expenses, penalties, or suit proceedings, actions and costs of action, and attorney’s fees for trial and on appeal, and any kind and nature arising or growing out of the action of the bidder connected with the appeal, and any kind and nature arising or growing out of the action of the bidder connected with the performance of agreement, whether by act or omission of the bidder, its agents, servants, employees or others; unless said claim for liability is caused by negligence, misfeasance or malfeasance of GRCC or its agents, or employees.

7.0 Risk Analysis

Identify and describe each risk factor associated with this project.

• Identify and describe each risk factor associated with your proposed solution that may affect the successful outcome of your solution.

• For each identified risk, identify those actions that you can undertake to reduce, mitigate or eliminate the risk. Identify the associated responsibilities. Ensure that the scope and anticipated outcomes of the actions are clearly defined in your project and management plans.

• If there are actions that Grand Rapids Community College can take to reduce or mitigate risks, identify those actions and the expected impacts on the risk.

8.0 Quality and Performance Standards

Bidders shall include a description of their quality program, including complaint resolution and corrective action procedures.

Bidders shall describe metrics that are tracked, the frequency at which they are tracked and guaranteed level of performance. Submission of quality and performance history is also encouraged.

8.1 ADA/Accessibility

All products and services must be universally accessible to all members of the GRCC community regardless of mobility, vision, hearing, cognitive, developmental ability level or diagnosis that substantially limits daily life activity as mandated by the Americans with Disabilities Act as Amended (2008) and Section 508 of the Rehabilitation Act (1973)"

8.2 Accessible Electronic Information Technology

To ensure the procurement of products and services which are compliant with Section 508 of the Rehabilitation Act of 1973 (as amended in 1998), the vendor must provide Section 508 compliance audit or test results that document the testing methodology utilized to determine the product or solution's compliance and the results of the accessibility audit. The procurement officer may request proof of whether the testing was conducted by the vendor or whether an independent third party auditor was retained.

8.3 VPAT (Voluntary Product Accessibility Template)

What is a VPAT?

A VPAT is a vendor-generated statement (using the required template) that provides relevant information on how a vendor’s product or service claims to conform to the Section 508 Standards.

The VPAT (Voluntary Product Accessibility Template) product is a tool developed by industry (ITIC – Information Technology Industry Council,) and government (GSA – Government Services Administration) to help facilitate the market research responsibilities of Federal IT professionals, by enabling government requestors to compare vendor products.

The VPAT was designed to provide information on how a product or service conforms to the Section 508 Accessibility Standards (from the U.S. Access Board) for Electronic and Information Technology (E&I T) in a consistent fashion and format. In general, Vendors should generated a VPAT whenever they develop products or services that are determined to be E&I T and are to be sold in the Federal market place. In each VPAT, the vendor is expected to make specific statements, in simple understandable (recommended) language, about how their product or service meets the requirements of the Section 508 Standards (section by section, and paragraph by paragraph).

***A VPAT provides information on how a product or service claims to conform to the Section 508 Access Board Accessibility Standards for Electronic and Information Technology (E&I T). The criteria by which [Organization’s name] reviews VPAT’s presented by vendors are exactly the same as those that are suggested by Information Technology Industry Council (ITI) in their VPAT Best Practices.

9.0 Pricing & Warranties

9.1 Pricing

Vendors are required to submit a complete description of all costs associated with all elements offered in the proposal. Important inclusions are:

https://www.section508.gov/sell/vpat

• Please provide complete pricing for the total, proposed solution according to the information provided in this request for proposal.

• Vendors must provide detailed pricing for their proposals making certain to itemize/detail the costs for all proposed products and/or services.

• Provide a total cost for each proposed solution, backed by the detail used for developing prices.

• Outline the pricing structure of your company. Pricing must be provided to include all costs related to the agreement.

• Any items, products, or services that would result in additional charges must be clearly presented and explained.

All prices and rates are guaranteed to be firm for the first year. Please indicate pricing and/or discount percentage commitments for subsequent years (i.e.

specific prices/discounts for years two and three; percentage increase maximums, or other defined methods). GRCC reserves the right to exercise the option to extend or close any awarded contract at the expiration of year one.

Any shipping costs to be incurred by the College must be quoted FOB our dock.

Shipping costs must be provided by item and sub-totaled by system.

In addition to what has been specified, Suppliers are encouraged to provide “expressive bid” alternate pricing/proposals by suggesting alternate specifications, technology, terms and conditions, service conditions, etc. that could result in flexibility and cost savings for Grand Rapids Community College and for the Vendor. Vendors must ensure that their alternate proposal meets or exceeds requirements and specifications as detailed throughout this RFP.

Alternate proposals will be considered for evaluation, but not guaranteed for award.

9.2 Warranties

Vendors must indicate what items have warranties and what the duration of the warranties are (if applicable). Any quotas or limits of service must be clearly identified and remedies or additional costs explained.

Proposals must specify the exact period(s) of warranty coverage for all proposed equipment. Vendors should provide quotes for additional warranty periods for the equipment specified in this RFP being sure to include any additional costs in the quoted price. All proposed Service Level Agreements must be attached to the RFP response.

10.0 Negotiations

GRCC may enter into negotiations with bidders on price or technical clarifications.

Additionally, GRCC may negotiate with the vendor(s) to reach an agreement that best meets the overall needs and desires of the College

GRCC may issue a clarification request, in writing, to one or all bidders. A clarification request does not allow a bidder to change its proposal.

10.1 Best and Final Offer

GRCC may request a Best and Final Offer (BAFO) from each bidder determined to be in the competitive range. Each bidder must respond in writing with its BAFO by the deadline established by GRCC Purchasing.

There is no guarantee that any bidder will be allowed an opportunity to engage in negotiations or to submit a BAFO under this Section.

Payment terms will be net 30 days upon delivery of products and following completion of any services and receipt of invoice.

11.0 Taxes

Grand Rapids Community College is exempt from Michigan Sales Tax and will furnish a tax exempt certificate upon request.

12.0 Technology and Software Requirements

This section pertains to all bids involving the utilization or integration of software (whether cloud-based or on-premise), computers, IoT devices, and/or any other data-connected technologies.

12.1 Security Requirements

All vendors must meet the following requirements:

Data is stored within the United States

Additional security requirements for finalists All RFP finalists must complete a OneTrust risk assessment as part of their submission. Failure to complete assessment will result in automatic disqualification.

12.2 Artificial Intelligence

Vendors must provide a detailed overview on their AI strategy, including details such as the resources and research efforts being dedicated. Vendors are required to identify any third-party AI tools integrated into their solution. A concise overview of the security framework pertaining to AI usage is expected, including where data is stored, the specific data accessed, how the data is used, and who can access the data.

Appendix A: Fair Employment Practices Agreement

Fair Employment Practices Agreement

This rider is attached to and made a part of the bidding form agreement between the Grand Rapids Community College and

Name of Company

During the performance of this contract, the above named firm agrees as follows:

1. Will not discriminate against any employee or applicant for employment because of race, color, religion, sexual orientation, gender, age, national origin, height, weight, marital status, disability, or status as a veteran (“protected classes”) unless necessary as a bona fide occupational qualification. Said company will take action to ensure that applicants are employed without regard to their membership in a protected class, as defined above. Such action shall include but not be limited to the following:

employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff, recall, or termination, rates of pay or other forms of compensation, and a selection for training, including apprenticeship. He/She agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause.

2. Will, in all solicitations or advertisements for employees placed by or on behalf of the company, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, age, national origin, height, weight, marital status, disability, or status as a veteran unless necessary as a bona fide occupational qualification.

3. Will, as applicable, provide a written notice of the companies’ commitments under the Fair Employment

Practices Agreement to each labor union representative or worker(s) with which he/she has a collective bargaining agreement or other contract understanding. He/She further agrees to post a copy of the notice in conspicuous places available to employees and applicants for employment.

4. Will furnish all information and reports as requested by Grand Rapids Community College, including pertinent books, records, and accounts to ascertain compliance with Grand Rapids Community College nondiscrimination policies.

5. In the event of noncompliance with the nondiscrimination clauses of this contract or with any of the said policies, this contract may be canceled, terminated, or suspended in whole or in part, and the said company may be declared ineligible for further contracts in accordance with procedures established by the Grand Rapids Community College and such other sanctions may be imposed and remedies involved as provided by rule, regulation, order or statement of policy of the College or as otherwise provided by law.

6. The following provisions are required by the Elliot-Larson Civil Rights Act: The company and, where applicable, sub-contractors shall not discriminate against any employee or applicant for employment, to be employed in the performance of this contract, with respect to his/her hire tenure, terms, conditions or privileges of employment, because of his/her race, color, religion, sexual orientation, gender, age, national origin, height, weight, marital status, disability, or status as a veteran unless necessary as a bona fide occupational qualification

Appendix B: Iran Economic Sanctions Act Certification

IRAN ECONOMIC SANCTIONS ACT CERTIFICATION

Section 3 of 2012 PA 517 imposes a vendor certification requirement on request for proposals issued by Grand Rapids Community College.

Beginning April 1, 2013, an Iran linked business is not eligible to submit a bid on a request for proposal with a public entity.

Beginning April 1, 2013, a public entity shall require a person that submits a bid on a request for proposal with the public entity to certify that it is not an Iran linked business.

In response to this legislation, Grand Rapids Community College requires the following information.

The Vendor (respondent) certifies that:

____ IT IS

____ IT IS NOT

an Iran linked business as defined in MCL 129.312.

Company Name:___________________________________________________________

Name of person providing data (please print):_____________________________________

Title:_________________________ Signature:___________________________________

Phone:_______________________ Date:_______________________________________