WTC Industrial RTU - ITB.pdf

INVITATION TO BID

CACC INDUSTRIAL ROOFTOP UNITS

Ingham Intermediate School District (“Ingham ISD”) is accepting sealed bids for the replacement of existing industrial rooftop units for the Wilson Talent Center building.

Sealed bids are to be returned no later than 10:00 A.M. Friday, March 30, 2018 to Ingham Intermediate School District, Thorburn Education Center, Purchasing Department, 2630 West Howell Road, Mason, Michigan, 48854, at which time they will be publicly opened. Bids received after the specified date and time will not be accepted. Telegrams, facsimiles, verbal and email responses are not acceptable.

Please include the following information on the outside of your sealed envelope:

Name of submitting firm SEALED BID: WTC Industrial Rooftop Units - ITB

DUE: March 30, 2018 10:00 a.m. or before No responsibility shall attach to District or their representatives for premature opening of any bid which is not properly addressed, delivered and identified.

Please submit one (1) original and one (1) copy of the completed bid, as well as an electronic version via either CD or Flash Drive. Please note your company name on the flash drive or CD submitted. Incomplete bids may not be accepted. Please see the below timeline.

ITB distributed to vendors March 22, 2018 Questions due from Vendors March 27, 2018 by 5:00 p.m.

Answers due to Vendors March 28, 2018 Bids due from vendors March 30, 2018, 10:00 a.m. EST

Ingham Intermediate School District, Thorburn Education Center, Purchasing Department, 2630 West Howell Road, Mason, MI 48854

If there are any questions regarding the bid process, specifications or services required, please submit them in writing via email to purchasing@inghamisd.org by 5:00 p.m.

March 27, 2018. Answers will be submitted to vendors no later than March 28, 2018.

Only written questions and corresponding answers shall be binding.

Sincerely, Carolyn Jones Ingham Intermediate School District Purchasing Specialist mailto:purchasing@inghamisd.org

GENERAL TERMS AND CONDITIONS

1. It is the desire of Ingham ISD to select a vendor that can provide the best overall value rather than simply choosing the lowest cost bidder. All considered bids must meet or exceed all specifications herein. While pricing for a preferred brand is being requested, Ingham ISD is willing to consider any “like” products from different manufacturers as long as they meet the bid specifications.

2. Ingham ISD reserves the right to accept or reject any or all bids, or portions thereof, if it deems such action to be in its best interest. Ingham ISD reserves the right to award a contract to other than the lowest bidder and has sole discretion to determine the lowest responsible bidder. Furthermore, Ingham ISD reserves the right to split any ensuing award among multiple vendors or to award the bid in whole to one vendor.

3. Ingham ISD reserves the right to conduct discussions, request additional information and negotiate with selected vendors prior to award of the contract.

4. Ingham ISD reserves the right to retain all bids submitted and to use any ideas in a bid regardless of whether the bid is accepted or not.

5. Bid submission shall be firm for the length of the contract. Work is to begin after

July 2, 2018 and is to be completed no later than August 17, 2018. Once a Vendor has been chosen, they must work with Ingham ISD staff to establish an acceptable timeline for installation.

6. Vendor is responsible for visiting the site prior to any work being completed and to become familiar with the local conditions under which the Work is to be performed. Vendor will complete their own review of the facilities and ascertain any difficulties in regards to their performance and completion of the Work.

7. Ingham ISD expects that the contract with the successful vendor will include a high level of customer service.

8. Ingham ISD shall not be responsible for any cost or expense the Vendor incurs in implementing the requirements of this bid document. All equipment, permits, transportation, installation and any other necessary expenses necessary for proper connection of the equipment are to be included in the submitted bid pricing.

9. Ingham ISD shall issue the vendor a purchase order in connection with this bid.

Invoice(s) for the items shall note the purchase order number and be sent by U.S. Mail to Ingham ISD, 2630 W Howell Rd, Mason, MI 48854, emailed to accountspayable@inghamisd.org or faxed to 517.676.8007. All payment terms will be a minimum of Net 30. Any early payment discounts should be noted on Attachment B.

10. Vendor shall maintain in effect at all times during the term of this Agreement, at their own expense and with insurers licensed to do business in the State of Michigan, and shall furnish a Certificate of Insurance to Ingham ISD of the following insurance coverage:

a. Commercial General Liability Insurance on an “occurrence” basis with limits of liability not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate limits for personal injury, bodily injury and property damage liability.

b. Workers’ Compensation Insurance including Employers Liability coverage, in accordance with all applicable statutes of the State of Michigan.

c. Errors and Omissions coverage in an amount not less than $1,000,000.

d. Employment Practices Liability (EPLI), including third party coverage, in an amount not less than $1,000,000.

e. Commercial Umbrella Liability coverage – over all of the above coverages and limits in an amount not less than $2,000,000

f. Motor Vehicle Liability: If Vendor, or its employees, will use motor vehicles to satisfy its responsibilities under this contract, then Vendor must have a minimum amount of $1,000,000 per occurrence combined single limit including coverage for hired or leased vehicles, and owned and non-owned vehicles with No-Fault coverage as required by law. If an insurance coverage furnished by Vendor is on a “claims made” basis, the Vendor shall continue the coverage required under this contract for a minimum period of three years after the expiration or termination of this contract.

g. Cancellation Notice: Commercial General Liability, Worker’s Compensation, Errors and Omissions, Employment Practices Liability and Commercial Umbrella Liability insurance as described above shall include an endorsement stating the following: “It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change shall be sent to CUSTOMER.”

h. Certifications of insurance shall name Ingham ISD as additional insured parties for all coverage listed above.

11. If the bid proposal is over $100,000 Vendor will remove the waiver of subrogation from any contract with Ingham ISD.

12. The Vendor must know Ingham ISD is a governmental unit, and is thus exempt from the payment of all State and Federal taxes. The prices quoted shall not include taxes.

13. Submission of a bid indicates acceptance by the Vendor of the conditions contained in this invitation to bid, unless clearly and specifically noted by the Vendor in the applicable section of the Vendor Signature Page, Attachment A, of the bid submitted. Any Vendor exceptions will need to be confirmed in writing by Ingham ISD before they are accepted.

14. Negligence in preparation, improper preparation, error in and/or omissions from the bid shall not relieve the Vendor from fulfillment of any and all applicable obligations and requirements of this bid.

15. This contract and/or any part of this contract are not to be subcontracted out unless agreed to in writing by Ingham ISD. Any requests for subcontractors must be submitted with the bid.

16. Vendor understands that in the course of performing services called for, that they may gain access to certain confidential information. In such event, it is agreed that Vendor will withhold such confidential information from any third party as long as it is allowed by law.

17. Ingham ISD reserves the right to terminate the contract at any time due to the

Vendor’s failure to comply with the terms of the contract. A finding of noncompliance may result in the termination of the contract. Ingham ISD may notify the Vendor of the termination thirty (30) days prior to any action being instituted. The Vendor may be permitted a rebuttal during this period and time to fix the problem.

18. The Vendor will protect, defend and indemnify Ingham ISD, its officers, agents, volunteers and employees from any and all liabilities, claims, liens, fines, demands and costs, including legal fees, of whatsoever kind and nature which may result in injury or death to any person, including the Vendor’s own employees, and for any loss or damage to any property, including property owned or in the care, custody or control of Ingham ISD in connection with or in any way incident or arising out of the occupancy, use, service, operations, performance or non-performance of work in connection with this contract resulting in whole or in part from negligent acts or omissions of the Vendor, any subcontractor, or any employee, agent or representative of the Vendor or any subcontractor.

19. This solicitation/ITB, the bid submitted by the successful Vendor, attachments and mutually negotiated addenda constitute the entire contract between the Vendor and Ingham ISD. Additional documents and/or agreements, including non-negotiated provisions developed by the Vendor are not part of the executed contract.

20. The installation shall be done by trained and qualified personnel. Any damage done to the Vendor’s equipment is the responsibility of the Vendor. Furthermore, Vendor shall assume responsibility for the repair of any damage occurring as a result of installation.

21. Vendor must obtain any and all required permits prior to performing the work.

Costs for any required permits are to be included in the quoted price.

19. Vendor shall take care to protect all existing structures, equipment, trees, landscaping, etc. and will clean parking lots and District grounds of debris. Site will be kept as clean as possible on a daily basis.

20. Use of tobacco products will not be allowed on Ingham ISD’s property by Vendor or any of Vendor’s employees. This includes in personal vehicles on Ingham ISD’s property.

21. Vendor is responsible for the protection and safekeeping of all of their own materials and equipment stored on Ingham ISD premises.

22. Vendor will follow District, State and National guidelines related to:

* Personal Protective Equipment

* Hazard Communications (MSDS)

* Confined Space

* Lockout/Tagout

23. This contract is to be interpreted by the laws of Michigan. The parties agree that the proper forum for litigation arising out of this contract is in Ingham County, Michigan.

24. Each bid over $50,000 shall be accompanied by a performance bond in an amount of not less than 100% of total bid.

25. Proposals may be withdrawn and/or changed any time prior to the bid opening.

Proposals may not be withdrawn or changed after the bid opening time; and shall be deemed a firm offer continuing for ninety (90) days.

26. Should Vendor’s company be sold during the life of this agreement, Vendor maintains that the pricing, contract, and terms and conditions of this agreement shall be binding upon any successor or new ownership.

27. From the issue date of this RFP until a Contract has been awarded and announced, prospective Bidders are not allowed to communicate about the subject of the RFP or a Bidder’s Proposal with the School District(s), its Board of Education, administration, staff, teachers, or students, except as provided in the pre-bid meeting and vendor questions and answers as noted in the timeline.

SPECIFICATIONS

Ingham ISD is requesting pricing for industrial rooftop units for replacement of one or two existing units, which will be installed on top of the Wilson Talent Center, 611 Hagadorn Road, Mason in 2018.

Components of the system should include:

Pricing for two (2) packaged 20-ton rooftop units (up to two may be purchased)

Removal of up to two (2) old units

Placement of up to two (2) new units

Major components of the removed units will remain the property of Ingham ISD

Ingham ISD would prefer that any proposed system be a Dakin unit.

Vendor will be required to work with current control system vendor to integrate new units into energy management system.

Vendors should submit with their bid line item pricing that details out the cost.

The vendor should submit with their bid a copy of the specification sheet for the units.

SUBMISSION OF BIDS

Bid pricing must include:

Material costs

Any additional costs (including, but not limited to, manufacturer start up, warranty, software and license costs each year)

Delivery/freight costs

Installation costs

Lead times once the order is placed with vendor.

All equipment needed to complete job

All labor

All permits

Vendor shall include warranty information for all items included in their proposal pricing

Vendor shall include the cost for a Performance Bond

Do not include roof work o Vendor Signature Page – Attachment A o Complete Attachment A-Vendor Signature Page. A corporate official legally authorized to bind the company must sign the Vendor Signature Page in black or blue ink.

o Additional Vendor Information – Attachment B o Please complete Attachment B with additional vendor information.

o Iran Affidavit – Attachment C o Public Act 517 of 2012 defines an Iran Linked Business as: 1) a person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or 2) a financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran. Please sign certifying that your company is not an Iran linked business.

o Familial Disclosure – Attachment D o Complete and submit with proposal o Bonds o Each bid over $50,000 shall be accompanied by a performance bond in an amount of not less than 100% of total bid.

Bids Will Be Returned To Ingham Intermediate School District

Thorburn Education Building, Purchasing Office

2630 West Howell Road Mason, MI 48854

Bid Due Date Thursday, March 30, 2018 10:00 a.m. or Before

Company Name

Mailing Address

Name of Person Completing Bid

Email of Person Completing Bid

Telephone Number Fax Number

Any exceptions need to be confirmed in writing before being accepted by Ingham ISD.

Form to be signed by authorized company representative in either blue or black ink

Authorized Signature

Name of Signatory Title of Signatory

Attachment A - Vendor Signature Page WTC Industrial Rooftop Units - ITB

Contact Information

Authorized Signature

Exceptions

Please list out any exceptions to the terms, conditions or specifications to the Industrial Rooftop Units ITB.

By signing below, the undersigned certifies that he/she has read and understands the instructions and conditions to Vendors, the information provided is accurate and that a duly authorized agent of your firm has signed this proposal. The bidder certifies offers to furnish products and/or services in strict accordance with the requirements of the proposal including terms and conditions; bidder certifies that they understand the services to be provided; that prices quoted are correct; and that this proposal is valid ninety (90) days from the date submitted. Further, that he/she will abide by these terms and all applicable state, federal and local laws and regulations governing the services requested. The undersigned also certifies that the company has not been debarred or suspended from doing business with the federal government and does not appear on SAM (System for Award Management) as an

Excluded Party.

Company Information

1. School District/Company Name

Address

Contact Name Phone Number

2. School District/Company Name

Address

Contact Name Phone Number

3. School District/Company Name

Address

Contact Name Phone Number

● W-9 Form Attached Yes No

● Does your company accept EFT Payments? Yes No

● Can your company invoice electronically? Yes No

Yes No

● Yes No

Attachment B - Additional Vendor Information WTC Industrial Rooftop Units - ITB

Standard payment terms are a minimum net 30 days. Please note any early payment term discount and/or deferred payment programs.

Please provide any additional information that you believe to be relevant to this ITB and your capabilities to provide the services required.

Has your firm been debarred or suspended from doing business with any agency of the Federal Government in the past five years?

Has your firm been debarred or suspended from doing business with any State Government in the past five years.

Additional Information

Payment Terms

Reference Information

Please provide a minimum of three references (K-12 institutions preferred) where similar program has been utilized within the past five years, or is being completed. This list must include names, addresses and phone numbers of the individuals at the place of business to be contacted.

Vendor Information

The undersigned, the owner or authorized officer of

Name of Bidder

By

Date

State of )

County of )

This instrument was acknowledged before me on the day of , date month year by

Bidder Signature Name

Notary Signature

Notary Name

County, My Commission Expires

Acting in the County of

Attachment C - Iran Affidavit WTC Industrial Rooftop Units - ITB

Notarized Signature

SS.

(the “Bidder”), pursuant to the compliance certification requirement provided in the Ingham

Intermediate School District (“Ingham ISD”) Industrial Rooftop Units Invitation to Bid, 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 Request for Proposal, the Bidder will not become an “Iran Linked Business” at any time during the course of performing 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 or proposed Contract for which the false certification was made, whichever is greater, the cost of

Ingham ISD'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 an Invitation To Bid for three (3) years from the date the it is determined that the person has submitted the false certification.

AFFIDAVIT OF COMPLAINT - IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

Vendor Information

1.

2.

3.

4.

5.

Signature(s):

Title:

Name of Firm:

) SS

On this , before me a Notary agent of the said firm

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

Attachment D - Familial Disclosure WTC Industrial Rooftop Units - ITB

All bidders must complete the following disclosure form in compliance with MCL 380.1267 and attach this information to their proposal.

By the attached sworn and notarized statement, we are disclosing the following familial relationship(s) that exists between the owner or any employee of the Vendor and any member of the Districts’ Board or the superintendent.

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

Owner/ Employee Name Related To: Relationship

My Commission Expires

Notarized Signature

Vendor Information

Public in and for said county, personally appeared

Notary Public

State of

County of and who acknowledged the same to be his free act and deed as such agent.

day of