VDPS_Auditorium_Curtain-RiggingRFP_2024.pdf

Van Dyke Public Schools

Request for Proposal – Auditorium Curtain and Rigging Replacement

Due Date: March 6, 2024 at 2pm local time

REQUEST FOR PROPOSAL – Van Dyke Public Schools Auditorium Curtain and Rigging Replacement

INSTRUCTIONS TO BIDDERS

1. INTRODUCTION - The Van Dyke Public Schools is seeking bids to replace and upgrade stage curtains and rigging at the Lincoln High School Auditorium (AKA Van Dyke Community Auditorium) at 22900 Federal, Warren, MI 48089

2. TIMELINE

RFP issued: February 21, 2024

Pre-bid Meeting: February 28, 2024 at 10am local time

Bid Due Date: March 6, 2024 at 2pm local time

Post Bid Interviews: March 8, 2024

Anticipated Board Action: March 18, 2024

3. SUBMISSION OF BIDS & REQUIREMENTS

A. Due Date: Sealed bids clearly labeled “Proposal for Auditorium Curtain and Rigging Replacement” will be received by Van Dyke Public Schools until Wednesday, March 6, 2024, at 2pm local time, at which time bids will be publicly opened and read. Bids must be submitted on the forms provided, in a sealed envelope, clearly labeled “Proposal for Auditorium Curtain and Rigging Replacement”, and delivered by the date and time stated above to:

Attn: Patricia Carion, Director of Business & Operations 23500 MacArthur Blvd.

Warren, MI 48089

B. Late Proposals: Proposals received after the date and time stated above will not be accepted nor considered. The School District is not liable for any delivery or postal delays. All proposals received after the deadline will be returned unopened.

C. Signed Original Proposal: Each proposal submitted must be an original hard copy and signed by an authorized member of the company. This member should be the highest-ranking officer at the local level. No oral, faxed or emailed proposals will be accepted. To be considered, each proposal must include all of the following:

a. Attachment A – Bid Proposal Form

b. Attachment B – Business Reference Form

c. Attachment C – Familial Relationship Disclosure Statement

d. Attachment D - Iran Linked Business Affidavit

e. Attachment E – Legislation

f. Bid Bond/Certified Check

D. Copies of Proposal: The bidder shall also submit with its original proposal, two (2) complete copies of the signed original proposal.

E. Questions: Questions concerning the bid specifications may be directed to Jeff VanConant at

(586) 759-9439.

F. Addenda to this RFP: If it becomes necessary to revise any part of this RFP, all addenda will be posted on the School District’s website and all addenda shall become a part of the RFP. Each Contractor must in its Proposal, acknowledge all addenda which it has received. The failure of a Contractor to receive, or acknowledge receipt of, any addendum shall not relieve the Contractor of the responsibility for complying with the terms thereof.

G. Good Faith Deposit: Each Proposal must be accompanied by a bid bond or certified check in an amount equal to 5% of the total bid price, as a guarantee of bidder’s good faith. The good faith deposit shall be forfeited to the district as liquidated damages, not a penalty, if the bidder withdraws its proposal after the due date, or upon award of its proposal, the bidder fails to execute the form of the contract and provide insurance acceptable to the School District, within fifteen (15) days of awarding the RFP.

H. Reservation of Rights: The School District reserves the right to accept or reject any or all bids, to award to other than the low bidder, to accept any and all alternates, to waive irregularities and/or informalities, and, in general, to make the award in any manner deemed by it, in its sole discretion, to be in the best interest of the School District.

I. Irrevocability of Proposals: Bids may not be withdrawn for a period of sixty (60) days after the scheduled time of opening bids.

4. PRE-BID MEETING – There will be a non-mandatory pre-bid conference and building tour for this project on February 28, 2024 at 10am. at Lincoln High School 22900 Federal, Warren, MI 48089.

Please report to the Auditorium Stage door on the South side of Lincoln High School adjacent to the Stadium parking lot.

5. SPECIFICATION OF PRODUCTS AND SERVICES

A. The successful bidder will provide all labor and material necessary for curtain and rigging replacement as listed in Appendix 1.

B. Work can commence on June 24. 2024. The awarded bidder shall coordinate with the school district to coordinate with the installation of lighting upgrades that will be part of a separate

RFP.

C. Work must be completed prior to July 12, 2024.

D. Building access shall be provided by the district.

E. Only approved work will be paid for.

6. PAYMENTS AND COMPLETION – Contractor shall invoice the district with thirty (30) days after the work is complete. Invoices must include an invoice number and contain the purchase order number under which the contract is awarded. Payment to the successful bidders will be made thirty (30) days after the project is completed and accepted by the Van Dyke Public Schools.

7. TAXES - Federal, state and local sales and use taxes are not applicable and shall not be included in the bid price.

8. QUALIFICATION OF BIDDER

A. To enable the Owner to evaluate the competency and financial responsibility of the Bidder, the

Bidder, upon request, shall furnish a list of similar projects, including all school contracts, completed during the previous years, including the name and phone number of a contact person and/or a statement regarding any past, present, or pending litigation with an owner.

Such additional information may be required to satisfy the Owner that the bidder is adequately prepared, in technical experience, or otherwise, to fulfill the contract.

9. TERMINATION OF CONTRACT - The Owner reserves the right to review and/or terminate the contract if at any time the Contractor fails to conform to the requirements of this contract, seeks relief under any law for the benefit of insolvents or is adjudicated bankrupt, if any legal proceedings are commenced against Contractor which may interfere with the performance of the contract or if the Contractor has failed to supply material or proper quality, or has failed in any other respect to provide the product with the diligence specified and intended by the terms of the contract. In the event of termination of the contract, all monies due the Contractor under terms of the contract shall be forfeited to the Owner.

ATTACHMENT A

PROPOSAL FORM

DATE: ________________________________

TO: Van Dyke Public Schools

Attn: Patricia Carion

23500 Mac Arthur, Warren, MI 48089

FROM: _________________________________

Company Name

Business Address, City, State, Zip

PROPOSAL PRICE:

BID CHECKLIST: Bidders are to include the following with their proposal

___ Attachment A - Proposal Form

___ Attachment B – Business References

___ Attachment C - Familial Disclosure Statement

___ Attachment D - Iran Linked Business Affidavit

___ Attachment E - Legislation

___ Bid Bond/Security Check

The undersigned understands that the School District reserves the right to accept or reject in whole or in part any and all proposals, to waive informalities and irregularities therein, to award the contract to other than the lowest bidder, and to award the contract to one or more contractors. The undersigned submits this proposal pricing form in accordance with the terms and conditions of this RFP and hereby affixes authorized signature(s) representing (check one):

___ An individual doing business as ________________________

___ A partnership

___ A limited liability company, organized in _________________ (enter state)

___ A corporation, organized in ____________________ (enter state)

___ Joint venture formed between _______________ and ________________

Signature Date

Printed Name Title

Company Name Phone #

Address, City, State, Zip

ATTACHMENT B

BUSINESS REFERENCE FORM

Bidder: ________________________________________________

The Bidder must provide 3 business references (school preferred).

1. Reference Name__________________________________Contact_____________________________

Address______________________________________________________________________________

Phone#_______________________________________________________________________________

E-mail Address_________________________________________________________________________

Description and date(s) of service provided:

2. Reference Name__________________________________Contact_____________________________

Phone#_______________________________________________________________________________

3. Reference Name__________________________________Contact_____________________________

Phone#_______________________________________________________________________________

ATTACHMENT C

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

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 of any employee of the bidder and any member of the Van Dyke Board of Education or the Superintendent of

Schools. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of

_____________________________________(the “Bidder”), pursuant to the familial disclosure requirement provided in the Van Dyke Public Schools invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the Van Dyke Board of Education or the

Superintendent of Schools. (Listing of names follows.) If such a Van Dyke relationship exists, please explain:

Signature: ________________________________________________

Printed Name/Title: ________________________________________

Company Name: ___________________________________________

Date: ___________________________

Subscribed and Sworn to Before Me:

This _____________ day of __________________, 20______ A.D., in and for the County of ___________________, Michigan. My commission expires ___________________.

Signature of Notary

ATTACHMENT D

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMICS SANCTIONS ACT

Michigan Public Act 517 of 2012

Important: This disclosure statement must be included with your bid as required by state law (Public Act 517 of 2012).

The undersigned, the owner or authorized officer of the below-named bidder (the “Bidder”), pursuant to the compliance certification requirement provided in the Van Dyke Public Schools’

(the “district”) Request For Proposal (the “RFP”), hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012

(the “Act”), and that in the event Bidder is awarded a contract as a result of the aforementioned

RFP, the Bidder will not become an “Iran linked business” at any time during the course of performing services under the contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

Signature: ________________________________________________

Printed Name/Title: ________________________________________

Company Name: ___________________________________________

Date: ___________________________

Subscribed and Sworn to Before Me:

This _____________ day of __________________, 20______ A.D., in and for the County of ___________________, Michigan. My commission expires ___________________.

Signature of Notary

ATTACHMENT E

LEGISLATION

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Van Dyke Public

School District, that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL. 380.1230, 380.1230a, 380.1230c, 380.120d, and 380.1230g and have not been convicted of any “listed offenses”. The Bidder further warrants and represents that all persons who work directly or indirectly for the Bidder, including, but not limited to, Bidders employees, agents, vendors,, subcontractors or consultants, and who will work on or at the Districts’ property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in

Section 1535a(1) of the Revised School Codes or a subsequently convicted, pled guilty or pled no contest to that crime.

Bidder: __________________________________________

By: ___________________________________________

Its: __________________________________________

APPENDIX 1

LIST OF REQUESTED WORK AND MATERIALS

1. Remove scenery tracks on line sets #2, #3, and #5.

2. Remove (3) acoustical clouds off of line sets #7, #10, #17

3. Remove LX 1A and associated rigging. (Line set #4)

4. Replace (3) pipe battens for current acoustic shell sets #7, #10, #17

5. Replace (3) pipe battens for electric lines sets #3, #14, #20

6. Replace all malleable cable clamps with proper 1/4"galvanized cable clamps on arbor and batten end.

7. Based on site survey, replace and/or repair, as needed, the (11) counterweight line sets.

8. Re-cable all line sets.

9. Add proper batten trim chains to all lift lines (Cyclorama batten excluded)

10. Replace all stage curtains with 22oz. IFR Prism Velour and lining on the main curtain. (not including Cyclorama).

11. Add (3) cable cradles to raise electrical cable feeds to on stage electric linesets #3, #14, #20

12. Replace operating cord for (3) traveler sets and decorative dew curtain. (Line sets #8, #12, #16, #22)

13. Replace Dew decorative curtain and add protective cover on line set #12

14. All labor to complete the above work.