Window Film RFP Request For Proposal Update 1-10-24 (1).pdf

Mar Lee School District

Request for Proposal

For

Installation of Protective Window Film

Issue Date January 10 2024

The Mar Lee School District, (MLSD) (the “School District”) is desirous of receiving services for the “Installation of Protective Window Film” on all exterior and interior windows for the main, north annex, and south annex buildings. The purpose of this Request for Proposals is to obtain sealed proposals from professional and qualified vendors who can provide the“Installation of Protective Window Film” in accordance with the terms and conditions of this RFP. The School District expects the project to begin no earlier than February 1, 2024, and be fully completed no later than April 1, 2024.

SCHOOL DISTRICT PROFILE

MLSD operates a K-8 school district, consisting of the main building and two annex buildings not to be included in the proposal.

PROPOSAL SUBMISSION DEADLINE AND REQUIREMENTS

The Due Date for submission of proposals in response to this RFP is:

10:00 AM, January 25, 2024 (the “Due Date”)

All Proposals must be delivered to the School District’s Administration Office on or before the Due Date as follows:

Mar Lee School District Attn: Chad M. Holt, Superintendent 21236 H. Drive North Marshall, MI 49068

All proposals must be marked “Installation of Protective Window Film” on the proposal package.

Oral, E-Mail, or Facsimile Proposals will not be accepted. Any proposals received after the Due Date listed above will not be accepted or considered and will be made available to the respective vendor, unopened, for pick-up at the vendor’s sole expense.

At the specified location and Due Date stated above, all timely submitted proposals shall be publicly opened and dated. Any interested parties may attend. No immediate decision will be rendered.

Proposals must be presented in the format requested. Proposals not submitted in the prescribed form may be rejected at the sole discretion of the School District. Vendors are to provide one (1) hardcopy of any Proposal within the sealed package.

The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFP process or any proposal, and the right to award the contract to other than the lowest bidder. The School District reserves the right to request additional information from any or all bidders. All proposals shall be considered firm for ninety (90) days after the due date for proposals.

A voluntary Pre-Bid meeting/site visit will be held outside at the following address and time.

Mar Lee School District 21236 H. Drive North Marshall, MI 49068

Monday, January 15, 2024 at 1:30 PM

All bids will be publicly opened on January 25, 2024 at 10:00 AM in the Mar Lee School Library

Requests for clarification or questions on bidding procedures or specifications may be directed to Chad M. Holt, Superintendent at (269) 781-5412- or by e-mail at holtc@mar-lee.org

From the issue date of this RFP until a vendor is selected and the selection announced, a prospective vendor shall not communicate about the subject of this RFP or a vendor’s proposal with the School District, its Board of Education, or any individual member, administrators, faculty, staff, students, or employees, except for Chad M. Holt, the Superintendent.

The School District intends that all vendors shall have equal access to information relative to this RFP, and that this RFP contains adequate information. No information communicated, either verbally or in writing, to or from a vendor shall be effective unless confirmed by written communication contained in an addendum to this RFP, a request for clarification/question or other written response thereto, or in the proposal.

A recipient of this RFP is responsible for any and all costs and liabilities incurred by it or others acting on its behalf in preparing or submitting a proposal, or otherwise responding to this RFP, or any negotiations incidental to its proposal or this RFP.

Each vendor certifies that their proposal is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a proposal for the same subject matter and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

The following outlines the information that must be provided by each vendor and the required format for its proposal. Any proposal not providing the required information, or not conforming to the format specified, may be disqualified on that basis. Proposals must: (i) demonstrate an understanding of the scope of services desired under this RFP; (ii) services, including the features of each, proposed by the vendor; and (iii) include all necessary information to enable the School District to thoroughly evaluate each vendor’s overall experience, expertise, qualifications and ability to deliver the services in accordance with the requirements and obligations of this RFP. Each proposal shall also include any other information or explanations that the vendor feels is/are significant with respect to the School District making an informed decision relative to its proposal.

Table of Contents Section

General Vendor Information I

Staffing II

Protective Film Specifications III

Other Financial Considerations IV

References VI

Attachments VI

Appendix A: Familial Relationship Disclosure Form Appendix B: Certificate of Liability Insurance Appendix C: Bid Form

Appendix D: Iran Economic Sanctions Act I. General Vendor Information

The following items are of interest to the School District concerning each vendor. As a quality business relationship is important, each vendor should include anything else it feels the School District should understand about its company and/or Proposal. Please answer the following questions if they are applicable. If not, please indicate with a "N/A" response.

A. What is the legal name of your company?

B. Please state the number of years your company has been in business. C.

What are the headquarters’ location address and relevant phone numbers? D.

Outline the insurance coverage you carry.

E. Provide Federal tax identification number.

F. Describe all past and present lawsuits or legal actions that your company has had in the past three years. Also, please state whether these actions have had a material effect on the financial condition of your company.

G. Has your company filed for “Chapter 11” within the past five years? If yes, how will this affect your ability to provide service?

II. Staffing

A. How many Service Staff do you have in the local area?

III. Protective Window Film Specifications

The following minimum specifications must be followed in regards to the replacement roof:

IT IS IMPERATIVE THAT ALL BIDS BE SPECIFIC AS TO THE THICKNESS (in mil) OF THE

FILM FOR BOTH INTERIOR AND EXTERIOR FACING WINDOWS

● Install optically clear film on interior classroom doors, office doors, gym doors, fire break doors, etc. and attach adhesive caulk on both sides of the window. ●

Install one way vision privacy film on all exterior facing windows and attach adhesive caulk on both sides of the window.

● Approximate total of linear square footage for protective film is 2400.

● Approximate total of linear square footage for caulk is 3000.

● All work will be completed by trained technicians per the manufacturer's install instructions.

● Install will be performed per the Visual Inspection Standards for Window Film by the International Window Film Association (IWFA). •

● Borders will be uniform and at a distance of 1/16" to 1/32" from the window seal. Light gaps with extremely dark films may be visible.

● Contamination will be kept to a minimum and per IWFA standards.

IV. Other Financial Considerations:

I. What are your accepted forms of payment?

V. References

A. Please provide three local references where you have provided similar services.

(Preferably located within the counties of Jackson, Eaton, Kalamazoo, Ingham, Branch or Calhoun Counties).

VI. Required Attachments

A. Please provide the following:

1. Completed vendor General Information, Staffing, and Acceptable Forms of payment questions.

2. Terms and Conditions

3. W-9 Form

4. Service Guarantee

5. Familial Relationship Disclosure Form (Appendix A)

6. Certificate of Liability Insurance (Appendix B)

7. Bid Form (Appendix C)

8. Iran Sanctions Act (Appendix D) Appendix A: Familial Relationship Disclosure Form

All Bidders must complete the following familial disclosure and attach this information to the bid.

By the attached sworn and notarized statement we are disclosing the following familial relationship(s) that exist between the owner or any employee of the bidder and any member of the Mar Lee School District Board of Education and school district personnel. Mar Lee School District will not accept a Proposal that does not include this sworn and notarized disclosure statement.

Disclose any familial relationship and complete the form below in its entirety:

The following are familial relationships as described above (provide employee name, family contact name, family contact position, and familial relationship or NONE.)

Signature(s): Title

Name of firm:

STATE OF MICHIGAN )

) SS

COUNTY OF )

On this , 20 , before me a Notary Public in and for said county, personally appeared , agent of the said firm and who acknowledged the same to be his free act and deed as such agent.

Notary Public

Appendix B: Certificate of Liability Insurance Appendix C: Bid Form

All bids are due by January 25, 2024 at 10:00 AM

Name of Company

Address

Number of years that you have provided this type of service (Please provide references)

Description of equipment you will use to provide services. Use included form.

Number of employees to be utilized for this proposal

Total amount proposed to fully complete this project: $_______________________

I agree to abide by all of the provisions stated in the bid letter if I am awarded the “Installation of Protective Window Film” contract by the Mar Lee School District Board of Education.

Date: Company:

Signature:

Title: ___________________________________

Appendix: D

IRAN ECONOMIC SANCTIONS ACT

(Must be completed for bid to be considered)

Effective April 1, 2013 all bids, proposals, and/or qualification statements received in the State of Michigan (MCL 129.313) must comply with the “Iran Economic Sanctions Act”. The following certification is to be signed and included at the time of submittal.

CERTIFICATION

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business”, as that term is defined in the Act.

Signature Title

Company Date