Transportation Jackets - June 2020.pdf

Leading the Community to Achieve Educational Excellence

REQUEST FOR PROPOSAL

“Transportation Multi-Season Jackets” June 12, 2020

GENERAL INFORMATION The Livingston Educational Service Agency (“LESA”) is requesting proposals from qualified vendors to initiate the purchase of individualized multi-season jackets for approximately 225 employees in our transportation departments. The desired jacket will wind and water proof and be comfortable for bus drivers to wear during the fall, winter, and spring. Example jacket styles and design elements as selected by employee representatives from our transportation departments are shown in Appendix “A”. Each transportation employee will select one of the two jacket styles in one of the two desired colors.

Each jacket will have one of five school district logos & school district names embroidered or screened on the front left of the coat (over the heart) representing the department in which they work and a logo (not name) of LESA embroidered or screened on the upper right sleeve near the shoulder. An embroidered patch with the employee’s first and last name will be stitched to the front right of the coat on the same horizontal plane as the school district logo.

A multi-stage bidding process will be used. Only two bidders will be invited to participate in the third and final stage. The first stage includes a statement of interest, the second stage includes a sealed bid response with pricing, specifications, and graphic images of the jackets with logos and name patch. The third and final stage is the submission of two actual complete jackets. A panel of bus drivers will recommend the successful bidder to the Superintendent.

The LESA Board of Education is scheduled to hear a recommendation of award on

July 22, 2020.

Deadline for Statement of Interest: Tuesday, June 30th @ 4:00pm

Email response to: bids@livingstonesa.org mailto:bids@livingstonesa.org

Request for Proposal: “Transportation Multi-Season Jackets” Page 2

REQUEST FOR PROPOSAL

“Transportation Multi-Season Jackets”

1.0 – INSTRUCTIONS & RESPONSE DEADLINES _________________________________________ 3

2.0 – RESPONSIBILITIES OF BID RESPONDENTS _________________________________________ 4

3.0 – PROPOSAL FORMAT _________________________________________________________ 5

4.0 – ESSENTIAL CONTRACT TERMS AND CONDITIONS __________________________________ 5

5.0 – EVALUATION OF PROPOSALS AND AWARD _______________________________________ 7

Appendix A – Jacket Styles _________________________________________________________ 9

Appendix B – Statement of Interest ________________________________________________ 10

Appendix C - Sealed Bid - Pricing, Jacket Description, & Certifications _____________________ 11

Appendix D – Sample Logos _______________________________________________________ 13

Request for Proposal: “Transportation Multi-Season Jackets” Page 3

1.0 – INSTRUCTIONS & RESPONSE DEADLINES

Your proposal must be prepared in compliance with provisions, conditions, specifications and instructions of this Request for Proposal (“RFP”). Failure to comply with all provisions, conditions, specifications and instructions of this RFP may result in disqualification of your proposal.

Completed proposal documents must be received according to the following timeline:

Emailed Statement of Interest: Tuesday, June 30th at 4:00pm

Sealed Bid - Pricing, Jacket Specs., & Graphic Images: Thursday, July 9th at 4:00pm

Delivery of Two Model Jackets (if chosen as 1 of 2 finalists): Thursday, July 16th at 4:00pm

Any proposal received after the time stipulated will not be considered.

A. Questions concerning this RFP should be directed to:

Alice Johnson, Executive Director for Transportation Services, (517) 980-2033, alicejohnson@livingstonesa.org

B. Submissions:

Email a statement of Interest to: bids@livingstonesa.org

Sealed Bids:

Livingston Educational Service Agency

1425 W. Grand River

Howell, MI 48843

Subject line to include: RFP “Transportation Multi-Season Jackets”

C. Proposals will be publicly opened at 4:00 pm on Thursday, July 9th. You may attend the public bid opening in person but please be aware that based on current

Executive Orders issued by Governor Gretchen Whitmer, each person in attendance will be required to complete a brief health screening for entrance to, and wear a mask and/or face shield while in, the building.

D. Before submitting a proposal, make all investigations and examinations necessary to ascertain conditions, requirements and obstacles, if any exist, affecting the proposal. Failure to make such investigations and examinations shall not relieve mailto:alicejohnson@livingstonesa.org

Request for Proposal: “Transportation Multi-Season Jackets” Page 4 the successful bidder from the obligation to comply, in every detail, with all provisions and requirements of the RFP.

E. If vendor discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, they shall immediately notify LESA of such error in writing and request modification or clarification of the document. Modifications will be made by issuing a revision and will be given by written notice to all parties who have filed a

Statement of Interest.

F. All addenda will become part of this RFP. No allowance will be made after proposals are received for oversight, omission, error or mistake by Vendor.

G. All proposals and any accompanying submissions become the property of LESA and will not be returned.

H. LESA reserves the right to withdraw this RFP at any time and for any reason and to issue such clarifications, modifications, and/or amendments as it may deem appropriate.

I. LESA is not obligated in any manner by the receipt of proposal materials.

J. LESA reserves the right to reject any or all proposals in whole or in part, and in the interest of uniformity of design and equipment, delivery time or preference, to waive minor irregularities in proposals, and to award to other than the low respondent. Any such waiver shall not modify any remaining RFP requirements or excuse the bidder from full compliance with the RFP specifications and other contract requirements if the bidder is awarded the contract.

K. All proposals shall be a matter of public record subject to the provisions of

Michigan law.

2.0 – RESPONSIBILITIES OF BID RESPONDENTS

Read and be familiar with all aspects of this request for proposal and ask questions as needed.

Email a Statement of Interest using the format noted in Appendix “B”

Submit a sealed Bid - Pricing, Jacket Specs., & Graphic Images using the form in Appendix

“C”

If selected as one of two bid finalists, submit two model jackets.

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3.0 – PROPOSAL FORMAT

In addition to the bid document as noted in Appendix C, your proposal format should include:

A. Name, address, principle place of business, telephone number of legal entity with whom the Agreement is to be written, and name of the primary contact.

B. Name, address, and telephone numbers of principal officers (President, Vice

President, Treasurer, Chairperson of the Board of Directors, CEO, CFO, etc.)

C. Legal Status of the Vendor and year entity was established.

D. Federal employer ID number and a completed W-9 form.

E. Letter of Transmittal - (a formal letter from the Vendor prepared in standard business format). It should be brief and signed by a person who is authorized to commit the Vendor’s organization to perform the work included in the proposal, and should identify all materials and enclosures being forwarded in response to the

RFP.

F. An Executive Summary - (provides a high-level description of the Vendor’s ability to meet the requirements of the RFP with pertinent information relative to the firm’s background, expertise and qualifications to accomplish all tasks set forth in this

RFP).

G. A detailed list of up to five other facilities similar to LESA that the Vendor services or has served (e.g., facility name, contact, position, address and telephone number of the facility, length of time served and dates served).

4.0 – ESSENTIAL CONTRACT TERMS AND CONDITIONS

INDEMNIFICATION

A. The Vendor shall indemnify and hold harmless LESA, its officers, agents, and employees from:

1) Any claims, damages, costs and attorney fees for injuries or damages arising, in part or in whole, from the negligent or intentional acts or omissions of the

Vendor, its officers, employees and/or agents, including its sub or independent contractors, in connection with the performance of the contract.

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2) Any claims, damages, penalties, costs and attorney fees arising from any failure of the Vendor, its officers, employees and/or agents, including its sub or independent contractors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

3) LESA will not indemnify, defend or hold harmless in any fashion the Vendor from any claims arising from any failure, regardless of any language in any attachment or other document that the Vendor may provide.

EXEMPTION FROM TAXES

LESA is exempt from all federal, state and local taxes. LESA shall not be responsible for any taxes that are imposed on the Vendor. Furthermore, the Vendor understands that it cannot claim exemption from taxes by virtue of any exemption that is provided to the

District.

ASSIGNMENT OF CONTRACT

This contract many not be assigned in whole or in part without the written consent of

LESA.

DEFAULT AND TERMINATION

In the event the Vendor shall default in any of the obligations or conditions set forth in the Agreement or their performance does not meet established criteria, LESA may notify the Vendor of such default in writing.

Written notice referred to in this article shall be deemed delivered upon presentation to any person designated by the Vendor or, in the case of notice by the Vendor, to any person designated by LESA or by mailing the same certified or registered mail to the address for the Vendor in the proposal, or the address for LESA in the case of notice by the Vendor.

Failure on the part of LESA to notify the Vendor of default shall not be deemed a waiver of LESA’s rights on default of the Vendor and notice at a subsequent time will have the same effect as if promptly made.

Upon receipt of notice of default from LESA, the Vendor shall immediately correct such default. In the event the Vendor fails to correct the default to the satisfaction of LESA, then LESA shall have all rights accorded by law, including the right to immediately terminate the Agreement. Such termination shall not relieve the Vendor of any liability to LESA for damages sustained by virtue of any default by the Vendor.

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The Vendor agrees that, in the event either party deems it necessary to take legal action to enforce any provision of the Agreement, and in the event LESA prevails, the Vendor shall pay all expenses of such action including LESA’s attorney fees and costs at all stages of the litigation.

INTEGRATION

All RFP documents and addendum, respondent’s response to this RFP, subsequent purchase orders, and contract to the successful respondent contains the entire understanding between the parties.

All instructions are to be considered an integral part of all proposals. Failure to include in the proposal all information requested may be cause for rejection of this proposal.

5.0 – EVALUATION OF PROPOSALS AND AWARD

A. LESA, at its sole discretion, shall determine whether particular Vendors have the basic qualifications to submit a proposal for this work. In determining whether a Vendor possess the basic qualifications to operate, LESA may consider the following: (a) the proposal price; (b) company experience; (c) thoroughness of the proposal and compliance with specifications; (d) clarity and detail of submitted proposal; (e) reputation and prior performance of the company.

B. The award shall be made to the most responsible Vendor whose proposal is determined to be the most advantageous to LESA taking into consideration the evaluation factors set forth in this RFP. A valid and enforceable contract exists when an agreement is fully executed between LESA and the Vendor.

C. Any response that takes exception to any mandatory items in this RFP may be rejected and not considered.

D. LESA intends to consider the original proposal as a best and final offer. Only clarifications, as part of the discussion, will be considered after the evaluation of the proposal. Clarifications or corrections shall not alter the Vendor’s price contained in the proposal.

E. By submission of proposals pursuant to this RFP, Vendors acknowledge that they are amenable to the inclusion in a contract of any information provided either in response to this RFP or subsequently during the selection process.

F. The proposal of the successful respondent becomes a formal contract, and should be signed by an authorized representative. A proposal in response to this RFP is an offer

Request for Proposal: “Transportation Multi-Season Jackets” Page 8 to contract with LESA based upon the terms, conditions, and scope of work and specifications contained in the RFP.

G. If the successful and most responsive Vendor fails to sign contract documents within

10 days, LESA may annul the award. Upon annulment of the award as aforesaid, LESA may then award the contract to the next highest ranked Vendor. LESA retains the right not to make any subsequent award.

H. All Vendors, by submitting proposals, agree that they have read and are familiar with all the terms and conditions of the RFP and will abide by the terms and conditions thereof.

I. LESA has the right to use any information, documents, and anything else developed pursuant to the RFP, the proposal and the contract.

J. The successful proposal or portions thereof shall be incorporated into the resulting

Agreement.

K. Vendors must submit proposals that are complete, thorough and accurate. Brochures and other similar material may be attached to the proposal.

L. All proposals must be valid for 60 days from the proposal submission date.

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Appendix A – Jacket Styles & Design Elements

Desired colors are black and navy blue. The jacket should allow for free motion of the individual wearing it, as bus drivers need to be comfortable when doing bus inspections as well as when driving and operating the bus.

Long Jacket: Essential design elements include a removeable hood and coverage of the trunk and lower-thigh with zipper and snap closures. The outer shell should be Gore-Tex® or an equivalent material so it will be wind and water proof and can be worn comfortably in the winter. A removeable inner liner is preferred to enhance the jacket’s use throughout the fall and spring. Inside and outside pockets that close are also desired.

Short Jacket: Essential design elements include a removeable hood and coverage of the trunk and upper-thigh with zipper and snap closures. The outer shell should be Gore-Tex® or an equivalent material so it will be wind and water proof and can be worn comfortably in the winter. A removeable inner liner is preferred to enhance the jacket’s use throughout the fall and spring. Inside and outside pockets that close are also desired.

Men’s Women’s

Men’s

Women’s

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Appendix B – Statement of Interest

Please send an email to bids@livingstonesa.org by the established deadline with the following information:

Company Name:

Company Website:

Contact Person:

Reference for at least one completed project of a similar scope:

Company:

Project Summary:

Contact Name:

Contact Phone #:

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Appendix C - Sealed Bid - Pricing, Jacket Description, & Certifications

Note: All bids must include a notarized copy of the “LESA Familial Relationship and Iran Economic

Sanctions Act Disclosure Statement & Affidavit of Bidder”

Company Name: __________________________________________

Contact Name: __________________________________________

Contact Email: ___________________________________________

Contact Phone: __________________________________________

Item

Description of product submitted

Price per

Jacket

Volume

Discounts

Cost of Parka Without Embroidery Men’s Long Parka – Navy Blue

Men’s Long Parka – Black

Women’s Long Parka – Navy

Blue

Women’s Long Parka – Black

Cost of Embroidery Front left chest Logo:

Embroidered

Alternative: Screened

Right arm LESA Logo Emblem:

Embroidered

Alternative: Screened

Front right chest Name Patch:

Embroidered

Alternative: Screened

LESA Familial Relationship and Iran Economic Sanctions Act Disclosure Statement & Affidavit of

Bidder

Important: This Disclosure statement must be included with your bid as required by state law

(Public Act 232 of 2004).

As required by Public Act 232 of 2004, all bids 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 LESA Board of Education, the Superintendent or employee of LESA. The LESA school board shall not accept a bid that does not include this sworn and notarized disclosure statement.

(Continued Next Page)

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I state that no familial relationship exists between the owner or any employee of the company and any member of LESA’s Board of Education, the superintendent or employee of LESA. If such a relationship exists, please explain:

This bidder certifies that he/she shall operate in accordance with all applicable State and

Federal regulations.

The bidder certifies that all terms and conditions within the Bid Solicitation/Proposal shall be considered a part of the contract as if incorporated therein.

Further, the undersigned, the owner or authorized officer of __________________ (the “Bidder”), pursuant to the Iran Economic Sanctions Act (MCL 129.313), hereby represents and warrants that it is not an “Iran Linked Business”.

BIDDER: _________________________

By: ___________________

Its: _______________________________

STATE OF MICHIGAN )

) ss.

COUNTY OF )

The instrument was acknowledged before me on the _____ day of _____________, 20 , by

, Notary Public

______________________ County, Michigan

My Commission Expires: __________________

Acting in the County of: __________________

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Appendix D – Sample Logos

One of these Logos are to be placed on the Left-chest area:

This Logo to be placed on the Right arm of the coat/jacket: