Request for Proposal PA System - Montrose Community Schools · Montrose Community Schools is, located at 300 Nanita Dr. Montrose, MI 48457, will be accepting bids for a “PA System”

Montrose Community Schools

Request for Proposal

PA System

03182019

Issued by

Montrose Community Schools Attention Linden Moore Superintendent 300 Nanita Dr Montrose MI 48457

Table of Contents

I Introduction

II Instructions to Bidders

III General Terms amp Conditions

IV Pricing

V Contractor Agreement Form

VI Appendix B ndash Required Forms

2

I Introduction

I1 Purpose

Montrose Community Schools hereafter referred to as ldquoDistrictrdquo is accepting sealed proposals for a new PA System installation and configuration as defined below

There is a mandatory site visit at 300 pm Monday April 1 2019 to enable potential vendors to tour the school see the speaker locations and ask any questions regarding this project

I2 Background

12A Selection of Vendor The anticipated date of award is April 24 2019 pending Board of Education approval

12B Bid Documents

Bidding Documents may be downloaded via Montrose Community Schools District website httpswwwmontroseschoolsorgdomain1253 under ldquoDistrict - Request for Bidsrdquo

12C Owner Rights Upon review of proposals Montrose Community Schools will select one or more vendors to provide the PA System as listed in the PRICING SUMMARY FORM The Owner reserves the right to accept or reject any or all bids and to waive all irregularities in Proposals Proposals shall remain firm for ninety (90) days from date of Bid Opening

12D Use of Brand Names in Specifications It is recognized there may be other brands that could serve the needs of the school system However it should be understood by the bidder that the use of brand names and numbers in the specifications is to establish standards and styles of products that have been judged to meet the needs of the school system Such use of brand names is in no way designed or intended to restrict the bidding It is permissible to bid another brand make and model product for evaluation as an approved equal to the specified brand however equivalent brands may not be accepted

12E Alternates Bidders shall bid only one product per item Bidders shall not bid a primary item bid and then also include a second alternate product item bid

12F Bidderrsquos Identification of Products Bid SHOULD AN ALTERNATE BE BID the bidder must insert the manufacturerrsquos brand name and identifying numbers along with any other information necessary to identify sufficiently and completely the articles offered Failure to do so may prevent consideration of the item bid Bidders offering any article other than as specified must so state in each instance Otherwise their bid will be considered as being based upon furnishing the specific make brand or manufacturer named in

3

the bid Catalogue cuts must accompany vendor bids whenever an article is substituted for the one specified This shall also apply where no specific brand is specified

Montrose Community Schools will be the sole evaluator in determining item specification compliance and ldquoalternateor equalrdquo conformance to acceptable District quality standards for all bids submitted

12G Required Literature When the bid invitation is soliciting a bid for a product (as opposed to a service) each bidder is to enclose complete descriptive information to fully identify the product quoted This may be in the form of a catalog manufacturerrsquos brochure specification sheet cut sheet schematic or other brand or product information Failure to do so may prevent consideration of the item bid

I3 Scope

I3A Equipment and Software

The district is in need of a PA system for the district to replace the antiquated existing PA system

The proposed system is a Rauland System and it should include the following specs bull Ability to program and support multiple zones by a building staff member bull Ability to synchronize the bell schedule with the clock system where applicable bull Ability to program and support multiple bell schedules by a building staffmember

bull Ability to make announcements from district phones (Must be compatible with Toshiba IP Phone System)

bull A backup display phone to be located in the MainOffices bull Ability to play wav or mp3 files to the bellsystem

bull The system must provide a means of broadcasting bell messages and bell tones to all locations equipped with speakers

bull The system must be capable of sending calls

bull The Vendor will test all equipment and train building administrators and secretarial staff on its use

bull Vendor should provide their own pathway bull Equipment should be installed in the data center in each building

bull Utilize existing cablingspeaker infrastructure for this project but bring to the Technology Director any existing problems with cablingspeaker infrastructure for option to address

bull Panic Buttons should be installed in every classroom We would like a cover over them as well Currently they are located near the door to the classroom Open to suggestions on better locations to install them

bull As-Builts should be provided Vendor shall return them as part of the finished documentation

I3B Installation configuration and trainingservices

Please provide a cost to Install Configure Document and test the above system The system should also include at least one (1) day of knowledge transfer on how to operate troubleshoot and program the system in the future for up to 10 employees of the School District

4

II Instructions toBidders

II1 Overview

Montrose Community Schools is located at 300 Nanita Dr Montrose MI 48457 will be accepting bids for a ldquoPA Systemrdquo in accordance with the attached specifications

II2 Project Timeline

bull Tour ndash Monday April 1 2019 at Montrose Community Schools 300 Nanita Dr Montrose MI 48457 (meet at the Administration Office) 300 pm

bull Election to Bid Form ndash Monday April 1 2019 at 300 pm bull RFP Technical Questions Deadline ndash Monday April 8 2019 at 1100 am bull Proposal Due Date ndash Monday April 15 2019 at 1030 am

bull Project Completion ndash Thursday August 1 2019 at 500pm

II3 RFP Due Date andLocation

Sealed proposals are due by MondayApril 152019no later than 1030 am at the front desk at 300 Nanita Dr Montrose MI 48457 Quotes must be received by the deadline date and time above

Proposals mailed shall be sent directly to Montrose Community Schools Attn Denise Wissinger Technology Director PA System Bid 300 Nanita Dr Montrose MI 48457

Proposals hand delivered andor mailed express carrier shall be delivered to Montrose Community Schools Attn Denise Wissinger Technology Director PA System Bid 300 Nanita Dr Montrose MI 48457

II4 RFP Sealed Bid Opening

Sealed bids will be opened on Monday April 15 2019 at 1100 am at Montrose Community

Schools located at 300 Nanita Dr Montrose MI 48457

II5 RFP Submittals

Please include in your proposal the following items bull Manufacturing specification sheet on all proposed hardware to be installed on theproject bull Required bid forms (included in the back of thisRFP bull PA System Bid must be listed on the bidresponse bull Electronic copy of your proposal on a CD DVD or flash drive

bull An itemized list of all hardware items including quantity description part numbers and cost (Any cabling cost listed separately)

5

III General Terms amp Conditions

III1 Consideration ofProposals

The District reserves the right to reject any and all quotes to accept portions of bids and alternates in any order or combination is not obligated to accept the lowest or any RFP and may waive any informality or irregularity in submittal procedures

The District intends to award a contract to a qualified bidder provided the RFP has been submitted in accordance with the RFP Document requirements and does not exceed the Districtrsquos available funds

III2 Verbal Orders

Verbal orders for additions to or deletions from this bid must be stated in writing and agreed upon by the District

III3 Verbal Interpretations

Technical questions with regard to this bid document must be submitted in writing no later than Monday April 8 2019 at 1100 am

No other interpretations of the meaning of this bid document will be made to any bidder verbally Every request for such interpretation shall be in writing and emailed to

Montrose Community Schools

Attn Denise Wissinger

Emaildwissingermontroseschoolsorg

III4 Proposal Binding Period

Prices quoted in the Vendorrsquos response for all labor and materials will remain in effect for a period of at least ninety (90) business days from the issuance date of the Vendorrsquos response Labor rates should remain in effect for the length of the project

III5 Warranty

Materials hereinafter specified and furnished shall be fully guaranteed by the Manufacturer for one year from transfer of title against any defects Defects which may occur as the result of faulty materials within one year after installation and acceptance by the District shall be corrected by the Vendor at no additional cost to the District

The Vendor shall promptly at no cost to the District correct or re-perform (including modifications or additions as necessary) any nonconforming or defective workmanship or labor within one year after completion of the project of which the work is a part

6

The period of the Vendorrsquos warranties for any items herein are not exclusive remedies and the District has recourse to any warranties of additional scope given by the Vendor to the District and all other remedies available at law or in equity The Vendorrsquos warranties shall commence with acceptance ofor payment for the work in full

If the Vendor procures equipment or materials under the Contract the Vendor shall obtain for the benefit of the District equipment and materials warranties against defects in materials and workmanship to the extent such warranties are reasonably obtainable

The Vendor shall pass along to the District any additional warranties offered by the manufacturers at no additional costs to the District should said warranties extend beyond the one-year period specified herein

This warranty shall in no manner cover equipment that has been damaged or rendered un-serviceable due to negligence misuse acts of vandalism or tampering by the District or anyone other than employees or agents of the Vendor The Vendorrsquos obligation under its warranty is limited to the cost of repair of the warranted item or replacement thereof at the Vendorrsquos option Insurance covering said equipment from damage or loss is to be borne by the Vendor until full acceptance of equipment and services

III6 Price Stability

Contract prices and discounts shall be fixed at the time the contract is signed and deemed ldquoapprovedrdquo by the District and the Vendor In the event of price changes replacement equipment shall be purchased at the lower of contract or then current market price In no case shall a price higher than contract price be paid for equipment proposed

In the event that the District desires to purchase equipment or services not contained in the contract future purchases will be determined using the Vendor-specified discount rate in the proposal from the manufacturerrsquos suggested retail price as of the date of the order

In the case of discrepancy in computed proposal prices the lowest combined value of individual unit costs shall prevail

In no case shall the price exceed the favored Vendor prices

III7 Taxes

Vendor will comply the Districtrsquos tax exemption

III8 Variation in Quantities and Configurations

Equipment and quantity requirements are the best estimates currently available The District reserves the right to modify quantity and configuration requirements The Vendor agrees to sell the District the revised quantity of items at the unit price as stated in the RFP regardless of quantity changes

7

III9 Special Conditions

This facility is an educational facility that provides services to the students of the District As such activities in all buildings are critical to the provisioning of services to the students and staff and shall not be interrupted by the Vendorrsquos work activities Service interruptions during normal business hours must be preapproved and if approved coordinated by the Vendor with the Superintendent to minimize impact to the end users

The Vendor will be required to work around all of the conditions listed above as well as working with the Districtrsquos Superintendent to minimize disruptions to normal District activities Recognizing the environment in which work is to be done smoking consumption of alcoholic beverages and inappropriate language are not acceptable Smoking is not permitted anywhere on school property Contingent on awarding of the contract anyone assigned to work on the project must pass and provide a background check to have on file at the District Any cost associated with this is the responsibility of theVendor

III10 Time Frames Deadline

Due to the nature of the Project the District is imposing a strict time frame for its completion In order to ensure consistency and progress the District is requiring the following

A) The Project will have a Deadline forCompletionof500PMon ThursdayAugust

1 2019

III11 Proposal Consideration

The District reserves the right to accept or reject any or all proposals or any combination of proposals The right is also reserved to waive any irregularities in the proposals received

III12 Proposal Opening

All proposals may be opened in public You and your representatives are cordially invited to attend the opening Any proposals received after the date and time deadline will not be considered

III13 Proposal Ownership

All proposals shall remain the property of Montrose Community Schools

III14 Proprietary Information

All restrictions on the use of the data contained within a proposal and all confidential information must be clearly stated Proprietary information submitted in a proposal or in response to the ITB will be handled in accordance with the applicable Michigan State Statutes(s)

A To the extent permitted by law it is the intention of the District to withhold the contents of the proposal from public view unless there is a reason for disclosure in the opinion of the District

8

III15 Communication

Most of the communication regarding this procurement will be conducted by electronic mail (e-mail) Contractors agree to provide the District with a valid e-mail address to receive this correspondence

III16 Disqualification

1 Late Proposals Proposals that are received after the deadline date and time may be disqualified 2 Nonresponsive Proposals Proposals which are not responsive or which fail to comply with mandatory requirements of the ITB shall be deemed nonresponsive and shall be disqualified Nonresponsive proposals shall include but not be limited to those that fail to address or meet any mandatory item and those submitted in insufficient number The District reserves the right to disqualify those from consideration those responses that are submitted in an incorrect format

III17 Collusion

Collusion by two (2) or more contractors agreeing to act in a manner intended to avoid or frustrate fair and open competition is prohibited and shall be grounds for rejection or disqualification of a proposal or a contract

III18 Debarred Bidders orSubcontractors

A vendor who is currently subject to state or federal debarment order or determination shall not be considered for evaluation by the procurement team

III19 Conflict ofInterest

A vendor may be disqualified on the basis of a real or apparent conflict of interest that is disclosed by the proposal or other data available to the District

III20 RequestforProposal Revisions

Revisions to this request for proposal may be made by an official written amendment issued by the District

III21 HoldHarmlessIndemnification

The Vendor shall assume the entire responsibility and liability for any and all damages to persons or property caused by or resulting from or arising out of any act or omission on the part of the Vendor its subcontractors agents or employees under or in connection with this contract or the performance or failure to perform any work required by this contract The Vendor shall hold harmless and indemnify the Montrose Community School Board and its agents volunteers servants employees and officers from and against any and all claims losses or expenses including but not limited to attorneyrsquos fees which either or both of them may suffer pay or incur as the result of claims or suits due to arising out of or in connection with any and all such damage or injury real or alleged resulting from any act or omission of the Vendor The Vendor shall upon written demand by the Montrose Community School Board assume and defend at the Vendorrsquos sole expense any and all such suits or defense of claims

1

III22 IRAN Economic Sanctions Act

All bidders must provide certification that it is NOT an Iran linked business as defined by Michigan Public Act 517 of 2012 and attach the information to their bid The district shall not accept a bid that does not include this certification

1

IV Pricing

IV1 Overview

District is seeking a turnkey solution installation and configuration of the items listed in this RFP to install a new PA system in the Montrose Community School District A per unit price for each item and by building should be included

IV2 Total Price

The total price quoted must include shipping and may not include tax to the Montrose Community School District located at 300 Nanita Dr Montrose MI 48457 Any additional costs outside of the stated guidelines must be provided with an explanation as an attachment to the Bidderrsquos proposal

IV3 Pricing Summary

INSTRUCTIONS Please complete the following summary of pricing for devices and summary of pricing for Options Failure to complete this summary may result in a rejection of the proposal These are the minimum requirements

Pricing Summary of PA System

Rauland System

Vendor Name

Contact Name

Contact Phone

11

Pricing Summary

School PA Replacement ndash Hill McCloy High School

Qty

Base Rack Mount $

Station Port Modules $

Administrative Phone $

Display $

ProgramMic Input Module $

Expander Chassis $

Telephone Interface Module $

Speakers $

Amplifiers $

Cabling Costs $

Other Costs $

Labor Costs $

Grand Total $

Replace the antiquated existing school PA system at Hill-McCloy High School with Rauland System This proposal is to utilize the existing equipment racks amplifiers and cablingspeaker infrastructure The proposal requested is to integrate to the school phone system and bell scheduling software for the bells Install Panic Buttons in all classrooms with a cover

School PA Replacement ndash Kuehn-Haven Middle School

Qty

Base Rack Mount $

Station Port Modules $

Administrative Phone $

Display $

ProgramMic Input Module $

Expander Chassis $

Telephone Interface Module $

Speakers $

Amplifiers $

Cabling Costs $

Other Costs $

Labor Costs $

Grand Total $

Replace the antiquated existing school PA system at Kuehn-Haven Middle School with Rauland System This proposal is to utilize the existing equipment racks amplifiers and cablingspeaker infrastructure The proposal requested is to integrate to the school phone system and bell scheduling software for the bells Install Panic Buttons in all classrooms with a cover

12

School PA Replacement ndash Carter Elementary School

Qty

Base Rack Mount $

Station Port Modules $

Administrative Phone $

Display $

ProgramMic Input Module $

Expander Chassis $

Telephone Interface Module $

Speakers $

Amplifiers $

Cabling Costs $

Other Costs $

Labor Costs $

Grand Total $

Replace the antiquated existing school PA system at Carter Elementary School with Rauland System This proposal is to utilize the existing equipment racks amplifiers and cablingspeaker infrastructure The proposal requested is to integrate to the school phone system and bell scheduling software for the bells Install Panic Buttons in all classrooms with a cover

School PA Replacement ndash Choice Alternative Ed School

Qty

Base Rack Mount $

Station Port Modules $

Administrative Phone $

Display $

ProgramMic Input Module $

Expander Chassis $

Telephone Interface Module $

Speakers $

Amplifiers $

Cabling Costs $

Other Costs $

Labor Costs $

Grand Total $

Replace the antiquated existing school PA system at Choice Alternative Ed School with Rauland System This proposal is to utilize the existing equipment racks amplifiers and cablingspeaker infrastructure The proposal requested is to integrate to the school phone system and bell scheduling software for the bells Install Panic Buttons in all classrooms with a cover

13

V Contractor Agreement Form

We the undersigned have prepared and submitted this Contractor Agreement Form as our proposal

in response to the ldquoPA Systemrdquo issued by the Montrose Community Schools located at 300 Nanita Montrose MI 48457

We understand the submittal of this Contract Agreement constitutes our offer of Proposal for this equipment And that this submittal shall not be construed as a bilateral Agreement until fully executed as a Contract countersigned by Montrose Community Schools

This price is guaranteed for ninety (90) days after the date of opening bids and that labor rates are guaranteed for the length of the contract If authorized to proceed within that period we agree to deliver the equipment covered by this bid at the said price

VendorName

Contractor Authorized Signature

Printed Name

Title

Address

City Stateand Zip Code

Telephone Number

Date

14

VI Appendix B ndash REQUIREDFORMS

Election to Bid Form ndash Montrose Community Schools

Vendor Name

Address

Contact Name

Phone Number

Fax Number

E-Mail Address

With the Election to Bid Form completed and submitted the Vendor will be notified of any addendum changes additions andor deletions that may impact this project

Please submit form to Denise Wissinger

dwissingermontroseschoolsorg

15

This form must be notarized and included with bidderrsquos quote

Affidavit of Bidder Familial Relationship

The undersigned the owner or authorized office of (the ldquoBidderrdquo) pursuant to the familial disclosure requirement provided in the Montrose Community Schoolrsquos request for quote hereby represent and warrant except as provided below that no familial relationships exist between the owner(s) or any employee of Montrose Community Schools and any member of the Board of Education or the Superintendent of Montrose Community Schools

List any Familial Relationships

Bidder

By

Its

STATE OF MICHIGAN

COUNTY OF

This instrument was acknowledged before me on the day of 2019

Signature

Printed name

Notary public State of Michigan County of

My commission expires

16

This form must be notarized and included with bidderrsquos quote

Certification of IRAN Economic Sanctions Act

The undersigned the owner or authorized officer of (the ldquoBidderrdquo) pursuant to the Iran Economic Sanctions Act requirement provided in the Montrose Community Schools advertisement for bids hereby represent and warrant THAT IT IS NOT AN IRAN LINKED BUSINESS AS DEFINED BY MICHIGAN PUBLIC ACT 517 OF 2012

STATE OF MICHIGAN

COUNTY OF

This instrument was acknowledged before me on the day of 2019

Signature

Printed name

Notary public State of Michigan County of

My commission expires

17

Vendor Compliance List

Vendor understands that by completing this form and filing it with their response they are acknowledging compliance with each and every point of this RFP Any points that vendor specifically cannot agree to should be submitted as part of their response on a separate sheet on Vendorrsquos letterhead and signed by an authorized representative of same

Election to Bid Form

Proof of Insurance

Pricing Summary Form

Affidavit of Bidder Familial Relationship

Certification of IRAN Economic Sanctions Act

We hereby acknowledge all listed requirements of this RFP and specifications herein and accept and provide our acknowledgement of same

Vendor Signature Date

Typed or Written Name Position

18