Window Wrap RFP- repost.pdf

LIVINGSTON EDUCATIONAL SERVICE AGENCY

REQUEST FOR PROPOSAL

Window Wrap

RFP# 20261-Window Wrap

March 10, 2026

Due Date: March 27, 2026

12:00 pm

Livingston ESA Education Center

1425 W Grand River, Howell MI 48843

REQUEST FOR PROPOSAL

Window Wrap

1.0 INSTRUCTIONS TO VENDORS

2.0 GENERAL REQUIREMENTS

3.0 COMPETITION INTENDED

4.0 VENDOR RESPONSIBILITIES

5.0 PROPOSAL FORMAT

6.0 CONTRACT TERMS AND CONDITIONS

7.0 EVALUATION OF PROPOSALS

AGREEMENT FORM TO BE EXECUTED BY OFFEROR

APPENDIX A

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT ……………….…………………………………11

IRAN ECONOMIC SANCTIONS ACT AFFIDAVIT ………………………………………………………….12

APPENDIX B

DESIGN CONCEPT……………………………………………………. ……………….…………………………………13

Request for Proposal (RFP)

1.0 INSTRUCTION TO VENDORS Your proposal must comply with the provisions, conditions, specifications, and instructions outlined in this Request for Proposal (RFP). Failure to comply may result in disqualification. Completed proposal documents must be received by mail or delivery no later than:

**Proposal Due Date and Time:** 12:00 pm EST, March 27, 2026. You must submit one (1) signed original and one (1) copy. Late proposals will not be accepted. Proposals submitted via fax or email will be considered invalid. A. Address Proposals to: Livingston Educational Service Agency Attention: Stephanie Weese RFP # 20261- Window Wrap 1425 W Grand River Howell, MI 48843 B. Proposals will be publicly opened and read aloud at the same address and time. C. Vendors shall investigate all conditions and requirements before submitting a proposal. Lack of investigation will not relieve the Vendor from full compliance. D. Questions should be directed to: Stephanie Weese, Deputy Superintendent for Administrative Services, (517) 540-6810. E. Vendors shall immediately notify the Agency in writing of any errors or omissions in the RFP. Any clarification will be issued in writing to all recipients. F. Any necessary products or services not explicitly requested but essential for full function must be included. G. All addenda will be part of the RFP. No claims for oversight or error will be considered. H. All submitted proposals become the property of the Agency and will not be returned.

I. The Agency reserves the right to withdraw or amend this RFP at any time. J. Submission of a proposal does not obligate the Agency in any manner. K. The Agency reserves the right to reject any or all proposals, to waive minor irregularities, and to award to other than the low bidder. L. All proposals are public records under Michigan law.

2.0 GENERAL REQUIREMENTS

2.1 Scope The Livingston Educational Service Agency is issuing this RFP for the design, production, and installation of window graphics at two (2) separate site locations. The application of the window graphics could be interior or exterior, both options should be included in the response to the RFP. For the purposes of this RFP, the two locations will be referred to as Site A and Site B. Site A: 951 S Latson Road, Howell MI 48843 Site B: 8067 Country Corner Drive, Fowlerville MI 48836 Vendors shall account for all requirements associated with completing work at multiple locations, including coordinated site visits, measurements, design adjustments, printing, and installation.

2.2 Quality and Specifications All materials, equipment, and assemblies must be new, free of defects, and meet or exceed industry standards for quality and reliability.

• Product Type: Window Vinyl appropriate for interior or exterior

• Installation Location: Installed on the interior or exterior surface of the glass

• Viewing Direction: Graphics intended to be viewed/read from the exterior

• Material: Window vinyl suitable for interior or exterior applications

• Perforation: One-way visibility (70/30 perforation, unless vendor recommends different perf based on visibility and lighting conditions)

• Ink: Full-color, UV-cured or latex inks

• Finish: Matte (non-glare) preferred

• Adhesive: Clear, pressure-sensitive adhesive

• Durability: Intended for long-term interior use; protected from exterior weather conditions

• Removal: Removable without damage to glass when removed according to manufacturer guidelines

• Installation: Professional installation required; clean, bubble-free application

2.3 Warranty All equipment must be warranted against defects in materials and workmanship for no less than one (1) year. Additional warranty options should be listed separately.

2.4 Project Timeline The selected vendor must complete equipment delivery and installation no later than June 30, 2026. Vendors shall include an estimated project timeline outlining key milestones, including design draft submissions, proof approval, production, and installation for each site location.

2.5 Proof Approval No printing or production may begin until written approval of final proof is received from Livingston ESA.

2.6 Mandatory Pre-bid site visit, Measurement and Design Draft

• Scheduled Site Visit: Vendors must schedule all pre-bid site visits and measurements with agency staff in advance. Unscheduled or independent site visits will not satisfy this requirement.

• Window Identification: During each site visit, agency staff will identify and confirm the specific windows to be included in the scope of work. Vendors are responsible for measuring only the windows designated by agency staff.

• Design Draft Requirement: Vendors shall submit a draft design based on a rough design concept provided by the agency. The draft design must be included with the proposal submission. Failure to complete coordinated site visits, measurements, or submit a required design draft may result in proposal disqualification. Contact Megan Kelley at megankelley@livingstonesa.org to schedule the visit.

3.0 COMPETITION INTENDED It is the intent of Livingston Educational Service Agency that this RFP encourages competition. Vendors must notify the Agency in writing of any restrictive language or specification no later than ten (10) days prior to the proposal deadline.

4.0 VENDOR RESPONSIBILITIES The awarded vendor is expected to fulfill the following tasks. This list outlines the general expectations and is not exhaustive. Vendors should propose any additional tasks necessary for successful project completion.

4.1 Design Development and Proofing The project scope includes design development and proofing services. Livingston ESA recognizes that some production vendors may not offer in-house graphic design; therefore, if your firm does not provide design development, please explicitly state this in your response.

Design & Refinement The selected vendor will refine the agency-provided concepts (see Appendix B) and submit professional designs for review. Design development shall include:

• Revisions: A reasonable number of revisions to reach final approval. Vendors should note any specific assumptions or limitations regarding the number of revision cycles included.

• Consistency: Maintenance of visual consistency across both site locations, with adjustments made for window size and site-specific conditions.

• Final Proofing: Submission of final production proofs (including accurate sizing and layout) for written agency approval prior to printing.

Cost Structure To ensure an "apples-to-apples" comparison of bids, design development fees must be quoted as a separate line item from the window wrap production and installation costs.

Note: Minor layout adjustments required due to site-specific conditions (e.g., shifting a logo to avoid a window frame) are considered part of the standard production scope and should be included in the base wrap cost.

4.2 Installation and Coordination The vendor shall be responsible for all aspects of printing and professional installation at both site locations. Vendors shall designate a single point of contact responsible for coordinating design, site visits, approvals, and installation across all locations.

4.3 Student Engagement As part of this project, the agency is interested in involving Career and Technical Education (CTE) marketing students in a limited, observational capacity. Please indicate willingness to allow students to job shadow various stages of the project, which may include (but not limited to) design development, printing, or installation. All Student participation will be observational only, coordinated in advance with agency staff, and shall not include operation of equipment or direct participation in installation activities. Vendors must comply with all agency safety policies.

5.0 PROPOSAL FORMAT Proposals should include the following information in the order listed below: A. Legal name, address, principal place of business, phone number, and main contact person. B. Names, addresses, and phone numbers of principal officers (e.g., President, Vice President, Treasurer). C. Legal status and year established. D. Federal Employer Identification Number and a completed W-9 form. E. Letter of Transmittal: A signed cover letter from an authorized individual committing to the scope of the RFP. F. Executive Summary: A high-level overview of the firm’s qualifications and capabilities. G. References: A detailed list of comparable projects completed, including facility name, contact person, role, contact information, and service duration. H. Pricing separately for each site location, including design, printing, and installation. I. Window quantities and square footage identified separately for each location, based on coordinated on-site measurements. J. Identification of any removal of existing window graphics included in the proposal. K. Acknowledgement of completion of mandatory pre-bid site visits. L. Submission of a draft design based on the agency-provided concept.

6.0 CONTRACT TERMS AND CONDITIONS

6.1 Insurance The selected vendor must provide Certificates of Insurance as follows: - Workers' Compensation: Statutory coverage with Employer's Liability of $100,000 per person, $500,000 aggregate. - Commercial General Liability: "Occurrence Basis" with coverage according to the following: - $1,000,000 for projects under $1M - $2,000,000 for projects between $1M–$10M

- $3,000,000 for projects above $10M - The Agency must be listed as Additional Insured on the General Liability policy, primary and non-contributory. - Insurance policies must include a 60-day written cancellation notice to the Agency. - Renewal certificates must be submitted at least 10 days prior to policy expiration.

6.2 Indemnification The Vendor shall indemnify and hold harmless the Livingston Educational Service Agency, its employees, officers, and agents from any claims or damages arising from vendor actions, omissions, or legal violations during project execution.

6.3 Conflict of Interest Vendors must submit a notarized Familial Disclosure Form (Appendix A) as required by MCL 380.1267. Proposals without this form will not be accepted.

6.4 Tax Exemption Livingston Educational Service Agency is tax-exempt. Vendors may not claim tax exemption using the Agency's status.

6.5 Assignment of Contract No portion of the contract may be assigned without prior written consent from the Deputy Superintendent for Administrative Services.

6.6 Default and Termination Upon default by the Vendor, the Agency will provide written notice. Failure to resolve issues may result in contract termination, with the Vendor liable for damages. Legal fees incurred by the Agency to enforce contract terms may be charged to the Vendor.

6.7 Integration All documents, addenda, vendor responses, and final agreements constitute the full understanding of both parties.

6.8 Design File Ownership All final, approved design files produced as part of this project shall become the property of the Livingston Educational Service Agency for future use related to this project.

7.0 EVALUATION OF PROPOSALS AND AWARD Livingston Educational Service Agency will evaluate proposals based on the following criteria:

• Proposal price

• Compliance with specifications and mandatory requirements

• Experience with similar window graphic or signage projects

• Quality of proposed materials and installation approach

• Completeness and clarity of the proposal

• Willingness to support student job shadowing opportunities (preferred)

• Reputation and past performance

A. The Agency will determine which vendors meet the minimum qualifications to perform the required services.

B. The contract will be awarded to the most responsible vendor whose proposal is deemed most advantageous to the Agency.

C. Any proposal that takes exception to mandatory items in this RFP may be rejected.

D. It is the Agency’s intent to consider the original proposal as the best and final offer. Clarifications may be requested, but pricing should remain unchanged.

E. By submitting a proposal, vendors acknowledge that any part of their response may be incorporated into the final contract.

F. A valid and enforceable contract exists when an agreement is signed by both the District and the vendor. Failure of the awarded vendor to sign contract documents within ten (10) business days may result in withdrawal of the award.

G. In the event of withdrawal or default, the Agency reserves the right to award the contract to the next highest-ranked vendor or to make no award at all.

H. By submitting a proposal, vendors agree that they have reviewed and accept all terms and conditions of the RFP.

I. The Agency reserves the right to use submitted materials in a manner it deems appropriate and necessary.

J. The successful proposal, or portions thereof, will be incorporated into the final agreement.

K. Vendors must submit complete, accurate proposals. Supporting materials such as brochures may be included as appendices.

L. All proposals must remain valid for a period of sixty (60) days from the submission deadline.

AGREEMENT PAGE This bidder certifies that they shall operate in accordance with all applicable State and Federal regulations. The bidder further certifies that all terms and conditions within the Bid Solicitation/Proposal shall be considered part of the contract as if fully incorporated therein.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be signed by their duly authorized representatives.

ATTEST: SCHOOL AUTHORITY Name: ________________ ___________ Title: __________ _________________ Date: ____________ _______________ ATTEST: VENDOR Name: _______ ____________________ Title: __________ _________________ Date: ____________ _______________

Appendix A – Familial Relationship Disclosure Statement

LIVINGSTON EDUCATIONAL SERVICE AGENCY

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT In compliance with Public Act 232 of 2004, all bids must include 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 Livingston Educational Service Agency Board, the superintendent, or leadership of the Agency. Bids that do not include this disclosure will not be accepted. I state that no familial relationship exists between the owner or any employee of the company and any member of the Livingston Educational Service Agency board or executive leadership. If such a relationship exists, please explain: By: __________________________________________ (Signature) Title: ________________________________________ Date: _________________________________________ Subscribed and sworn before me this ____ day of __________, 2026, in and for the County of ____________________, Michigan. My commission expires: ____________________ Notary Public, County of ____________________, Michigan

Affidavit of Bidder – Iran Economic Sanctions Act The undersigned, being duly authorized, hereby represents and warrants that: is not an “Iran-linked business” as defined in the Iran Economic Sanctions Act (MCL 129.313).

BIDDER: __________________________________ By: ________________________________________ Its: _________________________________________

STATE OF MICHIGAN

COUNTY OF ____________________ Acknowledged before me on the ____ day of __________, 2026, by ______________________________.

Notary Public, County of ____________________, Michigan My commission expires: ____________________ Acting in the County of: ____________________

Appendix B: Drafted design and concept inspiration