Whiteboard_RFP.pdf

THE PUBLIC SCHOOLS OF PETOSKEY

ADVERTISEMENT FOR BIDS

Notice is hereby given that the Public Schools of Petoskey will receive sealed bids for the:

2019 Classroom Whiteboards Project

The component specifications, terms, and conditions may be found at:

https://resources.petoskeyschools.org/resources/district/bids/Whiteboard_RFP.pdf or a hard copy may be picked up at 1130 Howard Street, Petoskey, Michigan by appointment only. The general description is:

Purchase of Whiteboards

Bids will be received at the Spitler Administration Building, 1130 Howard Street, Petoskey, Michigan 49770, 1:00 p.m., local time, Thursday, June 13th, 2019, Attn: Kent Cartwright, CFO. Bids must have the following label clearly visible on the package: SEALED WHITEBOARD BID. Bids received after 1:00 p.m. will be returned unopened. Bids will then be publicly opened and read aloud.

The Public Schools of Petoskey reserves the right to accept the lowest responsible bid, reject any and all bids if deemed in the best interests of the district, and may waive any informality or irregularity in bidding procedure.

Please direct all questions to Ron Griffin at 231-348-2344 or griffin.rt.m@petoskeyschools.org.

Please visit https://resources.petoskeyschools.org/resources/district/bids/Whiteboard_RFP.pdf prior to June 5, 2019 for specification changes and addendums, if any.

An equal opportunity employer.

Public Schools of Petoskey

1130 Howard Street

Petoskey, Michigan 49770

(231) 348-2100

Dates Published: May 24 and May 31, 2019

By: Kent Cartwright, CFO mailto:griffin.rt.m@petoskeyschools.org

PUBLIC SCHOOLS OF PETOSKEY (PSP)

REQUEST FOR BID PROPOSAL FOR

5/22/2019

1) PURPOSE AND SCOPE

The Public Schools of Petoskey (PSP) is seeking bids for the purchase and delivery of whiteboards.

2) TYPES OF BIDS REQUIRED

a) Bidders are required to provide a single, fixed price quote using Attachment B, and include the following:

1) Unit pricing, line item subtotals, and grand total for all items in Attachment A.

2) Warranty periods and RMA process for each line item in Attachment A.

3) Completion of Attachments C & D.

b) Partial bids and voluntary alternate bids to Attachment A will be accepted. If voluntary alternates are proposed, the district requests the Bidder provide product specifications with the bid.

3) RECEIPT OF BIDS

a) Bids will be received at the Office of Kent Cartwright, CFO, 1130 Howard Street, Petoskey, Michigan

49770, by Thursday, June 13, 2019, 1:00 p.m. local time, at which time they will be opened and read aloud.

4) EXAMINATION OF BIDDING DOCUMENTS

a) The Bidding Documents may be obtained by the Bidders at the following locations:

1) https://resources.petoskeyschools.org/resources/district/bids/Whiteboard_RFP.pdf.

2) Spitler Administration Building: 1130 Howard St., Petoskey, Michigan, 49770.

5) INTERPRETATIONS OR CORRECTION OF BIDDING DOCUMENTS

a) Bidders may make a written request for interpretation of documents no later than 6/4/2019.

b) The district will respond to all questions by appending to the bid documents all questions received and answers made no later than 6/5/2019. It is the bidders’ responsibility to check the above link so that they are bidding using the most current version, including any modifications.

c) Bidders may contact the Maintenance and Custodial Director, Ron Griffin, via phone (231-348-2344) and/or email (griffin.rt.m@petoskeyschools.org) for technical or process clarification.

6) SUBMISSION OF BIDS

a) Bidding documents shall be submitted in duplicate (labeled “Master” and “Copy”), and must include the

Attachments A, B, C, and D. Bids shall be delivered in sealed, opaque envelopes, identified with the

Project name, the Bidder’s name and address, and shall be addressed as follows:

SEALED WHITEBOARD BID

Attn: Kent Cartwright, CFO

Public Schools of Petoskey

1130 Howard Street

Petoskey, MI 49770

b) If bids are mailed, enclose the sealed, opaque envelope in a separate mailing envelope addressed as noted above and with the notation “SEALED BID ENCLOSED” printed on the face of the mailing envelope.

mailto:bates.he.z@petoskeyschools.org

c) No responsibility shall attach to PSP for the premature opening of any Bid not properly identified.

d) Bidder must bid the Requested Items (Attachment A) AS IS and each copy of the bid shall state the legal name of the Bidder and signed by person(s) authorized to bind the Bidder to a contract (Attachment B).

e) The bid and subsequent contract for the selected Bidder will be governed by the laws of Michigan.

f) A Bid may not be modified, withdrawn, or cancelled by a Bidder for a period of sixty (60) days following the time and date set for receipt of bids.

7) BID AWARD

a) It is the intent of PSP to award a contract to the lowest price for the most qualified Bidder who bids the most comprehensive solution. However, PSP reserves the right to accept or reject any or all Bids, to waive irregularities, and to accept the Bid which, in PSP’s opinion, is in PSP’s own best interests.

b) The district anticipates awarding the bid at its regularly scheduled Board meeting on June 20, 2019. The district will provide the winning bidder a signed Purchase Order (PO), which will indicate the quantities requested, within 48 hours of this meeting. Receipt of this PO is the official award notice.

c) The awarded Bidder pledges to enter into a Contract with PSP on the terms stated in this document. Item quantities may be adjusted up or down, according to the unit pricing, at the discretion of PSP, and the

Contract Sum will be adjusted accordingly to reflect these adjustments and will be reflected on the PO.

d) This request for bid, its attachments, and the district’s PO will be the contract for this project. If there is a conflict between this RFP and the Bid, Bidder will be required to abide solely by the RFP and any documented changes, along with the district’s PO.

8) MATERIALS

a) Unless otherwise mutually agreed upon, delivery of materials shall be complete within 30 days of award.

b) Materials provided in this contract are required to be delivered and unloaded at Petoskey High School, 1500 Hill Street, Petoskey, Michigan, by successful Bidder(s). Coordinate all delivery logistics with the

Maintenance and Custodial Director, Ron Griffin (231-348-2344).

c) All shipments will be Freight on Board (FOB) destination.

d) All product and service warranties will commence upon acceptance by PSP. Acceptance will be based upon receipt of items in the Bill of Materials (BOM) in Attachment A.

9) PAYMENTS/SUBSEQUENT ORDERS

a) PSP is a sales tax exempt organization, so no sales taxes should be included in the bid or on any invoices.

b) During the project, it is possible the need for additional units will be identified. The district requests all unit bid prices be honored for subsequent purchases made within 60 days after project acceptance.

10) All bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between

PSP(s) or any employee of the Bidder and any member of the Board of Education of the School District or the Superintendent of the School District. The Board of Education shall not accept a bid that does not include a sworn and notarized familial relationship disclosure statement. (Attachment C)

11) PSP is an equal opportunity employer.

Attachment A – Requested Items (Bill of Materials, BOM)

Quantity Description

1 4’ X 6’ Magnetic Whiteboard – Aluminum Frame with Marker Tray

4 4’ X 8’ Magnetic Whiteboard – Aluminum Frame with Marker Tray

4 4’ X 10’ Magnetic Whiteboard – Aluminum Frame with Marker Tray

24 4’ X 12’ Magnetic Whiteboard – Aluminum Frame with Marker Tray

23 4’ X 16’ Magnetic Whiteboard – Aluminum Frame with Marker Tray

5 4’ X 20’ Magnetic Whiteboard – Aluminum Frame with Marker Tray

1 4’ X 8’ Magnetic Whiteboard with Music Staff lines – Aluminum Frame with Marker Tray

1 4’ X 12’ Magnetic Whiteboard with Music Staff lines – Aluminum Frame with Marker Tray

The whiteboards are based upon the Everwhiteboards.com “Magnetic Whiteboard Narrow Aluminum Frame” specifications including:

A. Magnetic Dry Erase Board: Balanced, high-pressure, factory-laminated dry erase board assembly of

3-ply construction consisting of backing sheet, core material, and a laminated 24-gauge steel face sheet with durable gloss finish highly resistant to ghosting and staining.

1. Face Sheet: Laminated 24-gauge steel sheet.

2. Color: White.

3. Core Material: 1/2 inch (12mm) thick fiberboard material.

4. Backing Sheet: 0.003 inch (0.1mm) thick manufacturer's standard moisture barrier.

5. Thickness: Nominal 1/2 inch (13mm).

6. Assembly: All boards are one piece up to 12 feet (3658mm) in length. When length exceeds

12 feet (3658mm), manufacturer's H-Channel will be provided. Assembly required at site.

B. Standard Graphic Boards: Graphics permanently laminated into dry erase board.

1. Graphic & Placement: 4 sections of music staff lines covering full length of board.

2. Assembly: All boards are one piece up to 12 feet (3658mm) in length. When length exceeds

12 feet (3658mm), manufacturer's H-Channel will be provided. Assembly required at site.

C. Aluminum Frame and Marker Tray:

1. Thickness: .719 inch (18mm) thick, extruded aluminum frame.

2. Width: Wide – 1 1/8 inch (29mm).

3. Marker Tray: 2 5/8 inch (67mm) Continuous solid extruded aluminum tray with 3 channels and protective plastic end caps.

4. Finish: Satin Anodized clear finish.

5. End Cap Color: Silver.

D. Lifetime guarantee non-staining dry erase surface against ghosting and staining for the life of the building. Seller’s sole obligation is replacement of the failed product or refund of the purchase price, at the Seller’s discretion.

E. Includes all mounting hardware and instructions.

Attachment B – Bid Summary Submittal

Bidder Name, Contact, Address, and Phone Number: _______________________________

To: Public Schools of Petoskey

Spitler Administration Building

1130 Howard Street

Petoskey, MI 49770

Attn: Kent Cartwright, CFO

Submitted by: _______________________________________________________

The undersigned represents that he/she has:

A. Familiarized him/herself with the contents of this Bid package and is capable of entering into a contract to furnish the material specified herein.

B. Included with this proposal is a notarized, sworn statement about familial relations (Attachment C) &

Affidavit of Compliance – Iran Economic Sanctions Act (Attachment D).

C. Agreed that this proposal, if accepted by PSP, will be the basis for a contract directly with PSP and to enter into such contract in accordance with the terms contained herein.

The lump sum bid amount is: ________________________ dollars ($________________), for the following line items in Attachment A: ________________________________________________________.

In submitting this bid, it is understood that the right is reserved by PSP to reject any or all bids. It is agreed that this bid is binding for a period of sixty (60) days from the opening thereof.

Date: __________________________________

Company Name: _________________________

Address: ________________________________ ________________________________

Phone: ________________________________

By: ___________________________________ ___________________________________

(Signature) (Type or print)

Title: __________________________________

Attachment C – Familial Relationships

Affidavit of Bidder

The undersigned, the owner or authorized officer of ______________________ (the Bidder), pursuant to the familial disclosure requirement provided in the above Request for Bid Proposal, hereby represent and warrant, except as provided below, that no familial relationships exist between PSP or any employee of Bidder 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:

Date:

STATE OF (___________________)

COUNTY OF (____________________)

This instrument was acknowledged before me on the _______ day of ____________________, 2019, by .

, Notary Public

County, (state) ________

My Commission Expires:

Acting in the County of:

Attachment D - Affidavit of Compliance – Iran Economic Sanctions Act

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of _____________________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Public Schools of Petoskey’s (the “School District”)

Request For Proposals For 2019 Classroom Whiteboards Project 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 / purchase order as a result of the aforementioned Request For Proposal, the Bidder will not become an “Iran linked business” at any time during the course of performing the Work or any 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 2 times the amount of the contract/purchase order 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 it is determined that the person has submitted the false certification.

BIDDER:

By:

Its:

Date:

STATE OF (___________________)

COUNTY OF (____________________)

This instrument was acknowledged before me on the _______ day of ____________________, 2019, by .

, Notary Public

County, (state) ________

My Commission Expires:

Acting in the County of: