HOW TO PROCESS AND EVALUATE BIDS Katrina Brunette, CPPO, CPPB ‐ Oakland Schools Cindy Leemon, CFO ‐ Bloomfield Hills Schools MSBO C

HOW TO PROCESS AND EVALUATE BIDS
MSBO CERTIFICATION CLASS
MAY 6, 2014
Katrina Brunette, CPPO, CPPB ‐ Oakland Schools
Cindy Leemon, CFO ‐ Bloomfield Hills Schools
1
COURSE OBJECTIVES
Learn how sealed bids should be written
 How to process sealed bids to minimize mistakes or bidder protests
 Bid “do’s” and “don’ts”
 Definition of a “responsive and responsible” bidder
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2
3
KNOW THE LAWS GOVERNING SCHOOL
PROCUREMENT

MCL 380.11a(3)(c) – “Acquiring, constructing, maintaining, repairing, renovating, disposing of, or conveying school property, facilities, equipment, technology, or furnishings.” 
MCL 380.11a(4) – “A general powers school district may enter into agreements or
cooperative arrangements with other entities, public or private, or join
organizations as part of performing the functions of the school district.”
Utilizing cooperative/consortium bids is NOT always permissible and/or legally
compliant .
4
KNOW THE LAWS GOVERNING SCHOOL
PROCUREMENT
Procurement of Supplies, Materials and Equipment – MCL 380.1274 (K‐12) and MCL 380.623a (ISDs)

Board shall adopt written policies governing the procurement of supplies, materials and
equipment.

Must obtain competitive bids for the purchase or any item or group of items in a single
transaction costing $22,766 or more and be approved by the Board.

Exceptions:
‐ Purchases through State cooperative bulk purchasing program
‐ Purchases of food in a single transaction costing less than $100,000.

Michigan‐based business preference
‐ Optional and Requires additional “local policy”
‐ Based upon primary contractor or 1 or more subcontractors or primary contractor
‐ Cannot be used if paid with federal funds
‐ “Michigan‐based Business” definition (see Sec. 268 of Act 431, MCL 18.1268)
5
KNOW THE LAWS GOVERNING SCHOOL
PROCUREMENT
Construction and Repair of School Buildings – MCL 380.1267 (Both K‐12 and ISDs)


Before commencing construction of new school building, or addition to or repair or
renovation of an existing school building, except in emergency situation, the school district
shall obtain competitive bids on all material and labor to complete construction costing
$22,766 or more.
Specific Requirements for Bidding Procedures:
‐ Advertise once in local newspaper AND post bids on State website for at least 2 weeks
‐ Advertisement must specify:
‐ Date and Time bids are due
‐ Identify date, time and place where bids will be opened and read aloud
‐ State each bid shall be accompanied by sworn and notarized familial affidavit
‐ Will not accept bid that does not include sworn and notarized familial affidavit
‐ Requires Bid Bond or Certified Check (5% of bid amount)
‐ State school district shall not accept or consider late bids
‐ Reservation of Board Rights
‐ Michigan‐based Business Preference (if applicable)
6
KNOW THE LAWS GOVERNING SCHOOL
PROCUREMENT
Energy Conservation Projects ‐ MCL 380.1274a (K‐12 and ISDs)


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Projects include, but not limited to: building envelope improvements; heating & cooling upgrades; lighting retrofits; energy management systems; etc.
May pay with general funds or issue bonds or enter into energy savings performance contracts.
Energy conservation improvements or substance removal or treatment authorized by this section is subject to the competitive bidding requirements of Section 1267. Changes in Procedures for Posting on State Website (Became Effective in May 2013)

All school districts and ISDs must post advertisements directly to the “administrative site”
of www.Buy4Michigan.com (formerly www.bid4michigan.com) for all construction bids.

Posting Procedures
‐ Intended for solicitations over $10,000 (per State website)
‐ School district must fill out required forms and create an account to post
‐ Free training is available and very helpful for users
‐ Minimally, School district must post advertisement itself ‐ Do NOT email State anymore (will get auto response with link to forms for account setup)
7
‐ May be used for bids other than construction
KNOW THE LAWS GOVERNING SCHOOL
PROCUREMENT
Iran Economic Sanctions Act ‐ MCL 129.311 et seq.

Beginning April 1, 2013, an Iran linked business is not eligible to submit a bid for a request
for proposal with a Public Entity.

Beginning April 1, 2013, a Public Entity shall require a person that submits a bid for a
request for proposal with the public entity to certify that it is not an Iran linked business.

If Public Entity determines that certification is false, must give written notice to bidder of such determination and intent to not enter into, or renew, the contract.

Bidder has 90 days to demonstrate certification was not false, and if not done, Public Entity may terminate contract and shall report bidder to State Attorney General.

Civil penalty against bidder for non‐compliance is the greater of $250,000 or 2 times the amount of contract AND is ineligible to bid on any request for proposal for 3 years from the date of the Public Entity’s determination of false certification. 
“Public Entity” definition includes a school district and an intermediate school district, and implicitly a public school academy.

Best practice is to include an affidavit in IFB/RFP documents that bidder must complete and include as part of its response.
8
KNOW THE LAWS GOVERNING SCHOOL
PROCUREMENT
Common Misperceptions of Purchasing Laws

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No sole or single source exception to either Sections 1274 or 1267
Emergency Exception
‐ ONLY applies to repairs to school buildings (Section 1267)
‐ NO “Emergency” exception for supplies, materials and equipment
purchases
“Emergency” = failure to repair school building would have
detrimental effect on building or on the health, safety or welfare of
students or occupants of the school building.
$100,000 increased competitive bidding threshold only applies to food
purchases.
Obtaining
supplies,
materials
and/or
equipment
via
cooperative/consortium bidding process is NOT always permissible
and/or legally compliant.
9
KNOW THE LAWS GOVERNING SCHOOL
PROCUREMENT
Consequences for Violating the Law

MCL 380.1815
A person who knowingly or intentionally violates the competitive bidding requirements of
Section 1267, or who knowingly or intentionally permits or consents to a violation of the
competitive bidding requirements of Section 1267, is guilty of a misdemeanor punishable
by a fine in an amount equal to not more than 10% of the cost of the project involved in the
violation or imprisonment for not more than 1 year, or both, but is not subject to the
penalties of Section 1804.

MCL 380.1804
Except as otherwise provided in this act, a school official or member of a school board or
intermediate school board or other person who neglects or refuses to do or perform an act
required by this act, or who violates or knowingly permits or consents to a violation of this
act, is guilty of a misdemeanor punishable by a fine not more than $500.00, or
imprisonment for not more than 3 months, or both.
10
KNOW THE LAWS GOVERNING SCHOOL
PROCUREMENT

Bid Bonds
‐ Required under Section 1267, but may utilize for other bids
‐ 5% of bid amount ‐ Bid bond, certified check, cash
‐ Must be filed in the District’s office 
Performance and Payment Bonds (MCL 129.201 et seq.)
‐ Applies to projects to construct, repair, or alter public buildings (including schools)
‐ Applies only if contract amount exceeds $50,000
‐ Bonds must be at least 25% of contract amount
‐ Must be issued through licensed surety (Verify at www.michigan.gov/difs)
*** Performance and/or payment bonds may be required for other types of bids/contracts.
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BOARD POLICIES AND INTERNAL PROCEDURES
Board Purchasing Policies

Why Adopt Purchasing Policies?
‐ Required under Section 1274 (but not expressly under Section 1267)
‐ Provides staff with uniform process for purchasing and bidding

Objectives of Board Policies
‐ Define procurement objectives and best interests of school district
‐ Law sets the floor for compliance – Board policies may be more restrictive
‐ Policies should be flexible – less may often be more effective
‐ Flexibility allows for change if new requirements or changes in law arise
‐ Should require “reservation of rights” in all school district procurements
‐ Currently, no requirement to bid for services. Consider what is in the best interest of the district.
12
BOARD POLICIES AND INTERNAL PROCEDURES
Administrative Procedures

Objectives of Administrative Procedures
‐ Ensure compliance with requirements of law AND board purchasing policies
‐ Insure fair and open competition. TRANSPARENCY!
‐ Avoid conflict of interest
‐ May set more restrictive thresholds for certain purchases
‐ Detail various compliance requirements
‐ Define roles and authority in purchasing
‐ Curtail split purchases in order to avoid bidding
‐ Get the right product, right time, right quantity, right price!
Reservations of Rights

Policies/Procedures should require the reservation of rights in favor of the district in bidding documents.
‐ Accept or Reject any and all bids/proposals in whole or in part
‐ Waive any irregularities or informalities in bidding process unless required by law
‐ Accept other than the lowest bidder 13
SOLICITATION TYPES

Request for Quotes – (RFQ)
‐ Informal
‐ Used for small dollar amount purchases (under State threshold) ‐ May or may not be sealed
‐ Require a set date/time due

Invitation/Request for Bids (IFB/RFB) ‐ Formal ‐ Used for construction (required at/above State threshold), supplies, materials, and equipment (per Board policy)
‐ State law ONLY requires advertisement for construction‐related projects and the purchase of
food and supplies for district’s Child Nutrition Program (See MDE Administrative Policy No. 6
SY 2013‐14 (issued September 23, 2013)
‐ Clear, well defined and detailed specifications
‐ Typically uses public bid opening (required for construction)
‐ Review is based on compliance with requirements and specifications ‐ Award to lowest responsive and responsible bidder
14
SOLICITATION TYPES

Invitation/Request for Proposals (IFP/RFP) ‐ Flexible
‐ Used for services (per Board policy or best interest of the District), software and technical solutions
‐ Specifications less precise – solution based
‐ Evaluation criteria published in solicitation *Note: If using federal funds for project, point structure must be identified)
‐ Proposals/pricing MAY OR MAY NOT be publicly read aloud
‐ Evaluation teams rate technical aspect (rating forms)
‐ Pricing rated by Purchasing (independently)
‐ Often includes demos and/or interviews for shortlisted bidders ‐ Award based on price (secondary) and other factors 15
THE BIDDING PROCESS
16
THE BIDDING PROCESS

Verify Funds are Available

Meet with Requestor

Bid process expectations

Roles and responsibilities
‐Conflict of Interest Disclosure Form (after bids received)
‐Emphasize no communication with bidders during process

Establish bid schedule
‐Target date for Board approval?
‐Advertisement required?
‐Is pre‐bid meeting or building walk‐throughs necessary?
‐Amount of time bid should be “on the street” (2 weeks minimum)
‐Question and answer time period

Requirements/specifications
‐Do not have vendor develop specifications
‐Don’t OVER‐spec the requirements ‐
Bid Price
‐Don’t UNDER‐spec either ‐
Bid Price
‐Brand name or equivalent or functionality and/or performance specifications
17
THE BIDDING PROCESS


Create bid document (will discuss in more detail)

DO NOT just cut and paste from other bids

Use IFB template

Verify the need for every provision/term/specification

Thoroughly review entire document and cross‐reference all citations/references
Release bid

Issue in Adobe PDF format

Invite as many bidders as possible

ALL COMMUNICATION should go through the Purchasing Contact ONLY

Use a third party e‐procurement solution
‐Save time and money distributing bids
‐Ease of issuing addendums
‐Increase bidder pool
‐Save time compiling bid results & issuing results
18
THE BIDDING PROCESS


Pre‐bid meeting

Bidder sign in sheet

Emphasize key dates & no late bids to be accepted FOR ANY REASON

Emphasize the question submission process (recommend submit in writing) and that they will be published and shared with ALL bidders

Review scope of work/project

Open Q & A

Announce that answers are tentative and will be officially answered in writing via minutes

Record and publish minutes (attach copy of bidder sign in sheet)
Bid Acceptance

ALL bids should be received and time stamped by Purchasing/Business Office staff.

All bids received prior to due date/time should be housed in a secure area in Purchasing/Business Office.

Bids received after due date/time should be refused for acceptance if hand deliver or vendor notified if received via mail/shipping company.
19
LATE BIDS
Scenario #1:
*Bids were due on Tuesday at 11:00 a.m.
*Received 2 bids prior to due date/time
*One bid delivered by UPS at 11:20 a.m. that was shipped as a “guaranteed by 10:00 a.m.” delivery
Do you accept the late bid?
20
LATE BIDS
Scenario #2:
*Bids were due on Wednesday at 11:00 a.m.
*Received 3 bids prior to due date/time
*One bid delivered by Federal Express at 10:20 a.m. and signed by district shipping employee; the bid
is delivered to your office at 2:30 p.m. that day
Do you accept the late bid?
21
THE BIDDING PROCESS

Bid opening


If public opening, be sure:
‐All attendees sign in
‐Another school district staff present as witness
‐All required documents (bid bond, familial statements, etc.) are included
BEFORE reading/recording bid
‐Bidders may review the bids (if time allows) but under direct supervision of
Purchasing/Business Office staff
‐Never write on an original bid submission
Review for responsiveness 
What makes a bidder responsive?
‐Did the bidder submit the bid in the required format?
‐Were all required forms submitted with the bid?
‐Did the products/services bid meet all of the specifications?
‐In general, did the bid submitted meet ALL of the requirements of the
bid document?
22
THE BIDDING PROCESS

Review for responsiveness cont’d
‐A bid should be considered non‐responsive if it*:
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Fails to meet essential requirements of IFB
Doesn’t conform to specifications unless IFB allows for an alternate bid (or approved equal) and it meets the specified requirements
Fails to conform to delivery schedule or permissible alternatives set forth in IFB
Failure to submit a required bid bond or familial disclosure statement A bid seeking to qualify the terms and conditions of the IFB, or otherwise seeking to limit contractor liability, or to limit the agency’s rights
A bidder qualifies the price such that the firm’s bid price cannot be determined; the quoted price shall be the price in effect at the time of delivery which remains unknown at the present time
Making a bid contingent on also receiving awards on other bids currently under consideration ‐Districts may adopt policies/procedures of not rejecting bids when the deviation is not material

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Minor informality or irregularity – matter of form and not of substance
Correction or waiver of it would not be prejudicial to other bidders
Give bidder opportunity to cure any deficiency resulting from a minor informality or irregularity
‐Check bidders on the Excluded Parties List System (www.sam.gov)
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*National Institute of Governmental Purchasing, Inc. (NIGP), CPPO Prep Guide (Herndon, VA: 2008) p.131 THE BIDDING PROCESS

Examples of minor informalities include*:
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Failure of bidder to return the number of copies of signed bids required in the IFB
Failure to furnish required information concerning the number of bidders’ employees
Failure of bidder to sign its bid, but only if (a) the unsigned bid is accompanied by other material indicating the bidder’s intentions to be bound by the unsigned bid document, such as the submission of a bid guarantee, or a letter signed by the bidder with the bid referring to and clearly identifying the bid itself; or (b) the firm submitting a bid has formally adopted or authorized, before the date set for opening of bids, the execution of documents by typewritten, printed, or stamped signature and submits evidence of such authorization and the bid carries such a signature
Failure of a bidder to acknowledge receipt of an addendum to an IFB, but only if (a) the bid received clearly indicates that the bidder received the amendment, such as where the amendment added other items to the invitation for bids and the bidder submitted a bid thereon; or (b) the addendum involves only a matter of form or is one which has either no effect or merely a trivial or negligible effect upon price, quantity, quality, or delivery of the bid
Failure to execute a required certificate
Failure of bidder to return the number of catalog sheets requested by the IFB
*National Institute of Governmental Purchasing, Inc. (NIGP), CPPO Prep Guide (Herndon, VA: 2008) p.131 24
THE BIDDING PROCESS

Bid summary


Create the bid summary form
Rank the bidders in order from lowest to highest cost
25
THE BIDDING PROCESS

Specification review


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Starting with the lowest bid, compare item(s) bid to the technical specifications
Work with the requestor or subject matter expert
District due diligence
OAG 4371, in essence, suggests a due diligence requirement of the Board to determine the abilities of any prospective contractor and to make the award, if any, to the lowest responsible bidder.

What is a responsible bidder?

A responsible bidder is one that has the capability to perform the contract requirements and has the experience, integrity, perseverance, reliability, capacity, facilities, equipment, financial credit, and necessary licenses and permits that will reasonably assure a good faith performance.*
*National Institute of Governmental Purchasing, Inc. (NIGP), CPPO Prep Guide (Herndon, VA: 2008) p.132
26
THE BIDDING PROCESS

Questions to determine if you have a responsible bidder:
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Is the bidder capable /qualified to perform the work at the price bid?
Does the bidder have the capacity to perform the work within the timeframe noted in
the bid?
Does the bidder have experience working with school districts?
Do the reference checks on the bidder substantiate that they are reliable and have
integrity?
Check references – Don’t limit to only those the bidder provided.
27
THE BIDDING PROCESS

Post‐bid interview (optional)
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Board recommendation
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Opportunity to clarify items in bid, optional alternates or timelines
Provide script and timeline for interviews or demonstrations to invited vendors. If construction bid, contact the apparent low bidders to ensure:
‐Scope of work is understood ‐Work can be completed within stated timelines
‐Price as stated on the pricing form reflects the total cost of the project
Negotiations cannot be made with any bidder prior to award, so that they become the low bidder
Include bid summary
Publish intent of award for all bidders to review
After Board approval
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Obtain original insurance certificates, bonds, criminal background checks, etc. from awarded bidder
Notify unsuccessful bidders
Post bid award/summary on district website
Conduct post award meeting with awarded bidder
Contract in support of bid is reviewed by legal counsel
Awarded bidder signs the contract and returns to Purchasing/Business Office
28
ELEMENTS OF A BID DOCUMENT

Bid Overview
‐ Purpose
‐ Background Information
‐ Bid Schedule

Instructions to Bidders
‐ Date and time of opening (public opening?)
‐ Right to waive irregularities or informalities ‐ Right to award contract to other than lowest bidder
‐ Include “Board rights” paragraph – acceptance/rejection language
‐ Set date/time clarification questions are due. Clearly define that all questions to be submitted in
writing directly to purchasing department.
‐ Include language for post‐bid interviews (if required)
‐ Require any/all exceptions to be clearly set forth in bid/proposal
‐ Allow for voluntary alternates that clearly meet or exceed the specifications. Vendor to provide
alternates specifications sheet.
‐ Bidders may withdraw their bid any time PRIOR to bid due date/time
‐ State how long the bid prices will be firm from date of opening
‐ Bidder is solely responsible for any and all costs incurred to prepare the bid proposal
29
ELEMENTS OF A BID DOCUMENT

General Terms & Conditions
‐ Specify solicitation and bidder’s bid response will be incorporated into contract
‐ Address delivery, installation, maintenance and warranties
‐ Include Freedom of Information Act (FOIA) language
‐ If services, fingerprinting and criminal background check may be required. School Safety
Legislation mandates for services involving students that are “on‐going and continuous”.
‐ Liquidated damages and incentive clause rather than penalty clause
Contract terms to closely review:





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Termination Payment Terms
Limitations of Liability
Indemnification
Warranties
Damages
30
ELEMENTS OF A BID DOCUMENT

Develop Specifications for Product
‐ Involve key stakeholders and/or consultants ‐ Research, research, research!
‐ Avoid using vendors who will bid on project ‐ Seek information from several vendors
‐ Make sure specifications are clear and meet the needs/requirements
‐ Specifications should be functional and not proprietary
‐ If brand name specification, allow “or equal”
‐ Avoid the negativity associated with “Low Bid”
‐ Include a ‘Comply / Does not Comply’ for bidders to check
31
ELEMENTS OF A BID DOCUMENT
Team Building Exercise
Break out into groups of 3 ‐ 4
 Create a specification for a………
 Be sure to include key characteristics

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

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Size
Color
Shape
Sound
Warranty
32
ELEMENTS OF A BID DOCUMENT

Required Forms
‐ Company Information Form (contact info, general info, references) ‐
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‐
‐
‐
‐
‐
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Bidder Questionnaire Familial Disclosure Statement – must be signed and notarized
Iranian Sanctions Act Affidavit
Pricing Form Non‐collusion Statement
Bid Bond (if required)
Certification form Exception Form
33
ELEMENTS OF A BID DOCUMENT
Pricing Form

Clearly specify how pricing must be presented
‐ Unit pricing
‐ Lump Sum
‐ “Not‐to‐Exceed” Amount

Firm Name Submitting Bid Response
‐
‐
‐
‐
‐
Address
Phone Number/Fax Number
E‐mail address
Website
Signature Line
34
LIFE AS YOU KNOW IT
The end.
35
QUESTIONS?
36
PURCHASING RESOURCES

Michigan Public Purchasing Officers Association (http://www.mppoa.org)

National Institute of Governmental Purchasing (http://www.nigp.org)

Institute for Supply Management (http://www.napm‐md.org)

Michigan School Business Officials (http://www.msbo.org)

National Association of State Procurement Officials (http://www.naspo.org)
37
Bloomfield Hills Schools
2013-14 RFP/Bid Work Plan
Process complete
Board meeting dates
7/18/2013
8/15/2013 9/19/2013
10/3/2013 10/17/2013
11/14/2013
12/5/2013
12/19/2013
1/16/2014
2/6/2014
2/20/2014
3/6/2014
3/20/2014 4/24/2014
5/1/2014
5/15/2014
6/5/2014 6/19/2014
Cabinet Memo w/Bid
Awards attached
7/11/2013
8/8/2013 9/12/2013
9/26/2013 10/10/2013
11/7/2013
11/272013
12/12/2013
1/9/2014
1/30/2014
2/13/2014
2/27/2014
3/13/2014 4/17/2014
4/24/2014
5/8/2014
5/29/2014 6/12/2014
Recommendation by
Consultant/Facilities
Manager/Dept. Head
7/9/2013
8/6/2013 9/10/2013
9/24/2013
11/5/2013
11/25/2013
12/10/2013
1/7/2014
1/28/2014
2/11/2014
2/25/2014
3/11/2014 4/15/2014
4/22/2014
5/6/2014
5/27/2014 6/10/2014
Tab/Evaluation
7/2-8/13 7/30-8/5/13
9/4-9/13 9/17-23/13
10/1-7/13 10/29-11/4/13
11/19-24/13
Bid Opening
7/1/2013
9/3/2013
9/16/2013
9/30/2013
10/28/2013
11/18/2013
12/2/2013
12/23/2013
1/20/2014
2/3/2014
2/17/2014
7/29/2013
10/8/2013
12/3-9/13 12/24/13-1/6/14 1/21-27/14
2/4-10/14 2/18-24/14
4/14/2014
4/28/2014
2/3/2014
2/17/2014 3/24/2014
3/31/2014
4/14/2014
5/5/2014 5/19/2014
1/12/2014
1/26/2014
2/9/2014 3/16/2014
3/23/2014
4/6/2014
4/27/2014 5/11/2014
11/27/2013 12/23/2013
1/8/2014
1/22/2014
2/5/2014 3/12/2014
3/19/2014
4/2/2014
4/23/2014
5/7/2014
11/25/2013 12/16/2013
1/6/2014
1/20/2014
2/3/2014 3/10/2014
3/17/2014
3/31/2014
4/21/2014
5/5/2014
12/9/2013 12/23/2013
1/13/2014
3/3/2014
3/10/2014
3/24/2014
4/14/2014 4/28/2014
12/2/2013 12/16/2013 1/20/2014
1/27/2014
2/10/2014
3/3/2014 3/17/2014
6/17/2013
7/15/2013 8/19/2013
9/3/2013
9/16/2013
10/14/2013
11/4/2013
11/18/2013
12/9/2013
1/6/2014
1/20/2014
Newspaper/Web Ad
run
6/9/2013
7/7/2013 8/11/2013
8/25/2013
9/8/2013
10/6/2013
10/27/2013
11/10/2013
12/1/2013 12/29/2013
Newspaper Ad
placement
6/5/2013
7/3/2013
8/7/2013
8/21/2013
9/4/2013
10/2/2013
10/23/2013
11/6/2013
Final Plans & Specs
from
Consultant/Facilities
Manager/Dept. Head
6/3/2013
7/1/2013
8/5/2013
8/19/2013
8/30/2013
9/30/2013
10/21/2013
11/4/2013
First Pass Plans &
Specs from
Consultant/Facilities
Manager/Dept. Head
5/27/2013
6/24/2013 7/29/2013
8/12/2013
8/23/2013
9/23/2013
10/14/2013
10/28/2013
Meet with Consultant/
Facilities Manager/
Dept. Head/PTO Rep.
4/15/2013
5/13/2013 6/17/2013
7/1/2013
7/12/2013
8/12/2013
9/2/2013
9/16/2013
11/18/2013
10/7/2013 10/25/2013 11/11/2013
3/3/2014
1/27/2014
5/19/2014
6/3-9/14
4/7/2014
Meeting/Walk Thru
5/16/2013
3/4-10/14 4/8-14/14 4/15-21/14 4/29-5/5/14 5/20-26/14
6/2/2014
Page 1
Office of Procurement & Contracting
Bidding Process Roles and Responsibilities
Responsibilities of the Subject Matter Expert (SME):
1. Complete the Requisition* form including the account number(s) to be charged, suggested
members of an evaluation team (if necessary), and list of potential bidders. Approval signatures of
respective Director and Deputy Superintendent are required.
2. Write the Specifications and/or Scope of work for that which is being procured.
3. Review the Invitation for Bid (IFB) or Request for Proposal (RFP) draft document prior to it being
released.
4. If conducted as a Request for Proposal (RFP), the Contracting Officer (CO) will work with you to
determine the weighting of the evaluation criteria.
5. Answer bidder’s questions as submitted from the CO.
6. Upon receipt of the proposals, review each proposal and rate accordingly.
7. Participate in the evaluation team meetings.
8. If required, assist in the development of the interview questions.
9. Once a bidder has been selected for recommendation to the Board of Education, the SME will
have to complete the background information section of the BAIR.
10. Your Director may request that you attend the Board meeting that the recommendation is being
acted on.
Responsibilities of the Contracting Officer (CO):
1. Establish a proposed solicitation timeline and determine whether an Invitation for Bid (IFB) or
Request for Proposal (RFP) process will be utilized.
2. Meet with SME to review specifications and discuss overall process.
3. Develop the IFB or RFP document.
4. Review the list of bidders provided, seek out additional bidders via OS Online Bidders List and
possibly internet.
5. Publish bid advertisements, if required.
6. Post IFB or RFP to the third party e-procurement system (www.mitn.info).
7. Email bidders to notify of the solicitation opportunity.
C:\Users\brunettek\Desktop\.OPC Files Feb 2013\Bid Procedures\IFB RFP Roles.doc
8. Coordinate and answer questions as submitted by the bidders.
9. Conduct bid opening (IFB) or conduct proposal opening.
10. If Invitation For Bid:
a. Prepare Bid Summary
b. Review bids
c. Share results with SME and jointly determine recommended bidder
11. If Request For Proposal:
a. Review proposals to determine responsiveness of proposals
b. Distribute proposals along with instructions for rating to evaluation team
c. Prepare pricing summary and pricing rating structure
d. Summarize rating scores
e. Facilitate evaluation team meeting and discussion
f. If interviewing or conducting a demonstration, coordinate with selected bidders.
g. Facilitate interviews/demonstrations and act as timekeeper
h. Facilitate discussion and determine next steps of process
12. Prepare BAIR form with the procurement process information and account number (from
requisition). Include necessary documents.
13. Attend Board meeting should procurement questions occur.
14. Upon board approval, complete the contract, if required, and enter the Purchase Order or Service
Contract on AMS Financial Advantage.
*Available on the intranet under Forms/Office of Procurement & Contracting
C:\Users\brunettek\Desktop\.OPC Files Feb 2013\Bid Procedures\IFB RFP Roles.doc
BID PROCEDURE CHECK LIST
CONSTRUCTION BIDS
BID TITLE:
BID NO.____________________
RESPONSIBLE ADMIN.: _______________________ RESPONSIBLE CABINET ADMIN.: ________________________________
NEWS AD RUN DATE:
/
/
MANDATORY WALK THRU: NO or YES; DATE:
BID OPENING:
/
/
PLACE AD ON PURCHASING SITE:
/
/
___/____/____
TIME: @ _________ LOCATION: ____________________
TIME: @ _________ AWARD DATE: ___/____/____ RECOMMENDATION DUE: ___/___/___
________
Meet w/Consultant/Manager/Administrator to develop timelines _____
________
Set up key calendar dates for bid. Update purchasing calendar. ____. Include date for return of deposit from Dunn Blue (if applicable).
_________
Prepare bid folder -label for front, check list inside. _______
________
Update boiler plate & send to consultant
________
Receive first pass at docs by _____________.
________
Schedule conference room for opening in School Dude _____.
________
If more than one site, update Cost Distribution Form based on Architect costs/bldg. and place in electronic bid file ___/___/___
________
Vendor list sent to P & B for review. Vendor updates on Dunn Blue site___/___/___
________
Final specifications received: ___/___/___ @ ______________
________
Type ad by: ___/___/___ Email ad to newspaper by ___/___/___. Put ad on Website by ___/___/___
________
Email Invite to vendors ___/___/___, include Responsible Admin. & Cabinet Admin. ______. # of Plan Holders ______
Date & Time documents received_________
Blue Prints Received: ___/___/___ @ ______________
Addendums
________
Sign-in Sheet received from walk-thru or pre-bid conference ___/___/___. New contacts added to vendor list & Dunn Blue __/___/___
________
No. 1: received ___/___/___, Consultant Posts on D.B. ___/___/___, Consultant Sends notification to vendors via D.B. ___/___/___
AFTER OPEN
________
Archive Bid on Purchasing Website.
________
Received three or more bids? Yes _____ No _____ # of vendors responded ______
________
Recommendation Received ___/___/___
________
Send Bid Award to: Responsible Admin., Cabinet Admin., Cheryl Zielinski, Claudia Cheairs & C. Leemon.
________
On CIMS - remove last year’s bid info from vendors.
________
On CIMS - Add new vendor #’s for awarded vendors, type bid info on “Attention line.” Set up message field.
________
Prepare award letter ___/___/___
AFTER AWARD
________
Convert Bid Award to PDF and Add to Purchasing Website. ___/___/___
________
Type vendor award letters.
________
Send award letter to vendor(s), make copy for bid file
________
Send letters to vendors not awarded bid for any checks received as deposit. ___/___/___
________
Follow up call to vendor if bonds and insurance not received by ___/___/___
________
Receive & check bonds and insurance. ___/___/___
________
Add to Purchasing Calendar expiration date of insurance and two weeks before expiration. ___/___/___
________
Return check (s) to awarded vendor (s) when insurance & bonds have been received. ___/___/___
________
Type P. O. Authorization to Responsible Admin., email copy to Cabinet Admin., Consultant & Purchasing Mgr..
________
Record name of awarded vendor on front of bid. ___/___/___
________
Deposits received from Dunn Blue by ___/___/___ Deposit slip completed and sent to Accounting ___/___/___
________
Invoice Received from Dunn Blue ___/___/___, Invoice and Cost Distribution Form to A/P ___/___/___
________
Email Consultant Evaluation to Responsible Admin. ___/___/___
________
Fill out Consultant Evaluation and place in Purchasing Shared bid folder ___/___/___
________
Add to Purchasing Calendar dates to remove from website Archive & date to contact Dunn Blue to have them remove from their site.
________
Organize and stamp “complete” paper file. ___/___/___
________
Move all e-mail correspondence into electronic bid file. ___/___/___
BID PROCEDURE CHECK LIST
SUPPLY BID
BID TITLE
BID NO.______
RESPONSIBLE ADMIN.: _______________________ RESPONSIBLE CABINET ADMIN.: ____________________________
AD RUN DATE
BID OPENING:
/
/
/
PLACE AD ON PURCHASING SITE: ___/____/____
/
@ ______AM/PM AWARD DATE: ___/____/____ RECOMMENDATION DUE:____________
ESTIMATE:_______________ FUND/ACCOUNT NUMBER: __________________________________________
_____
Set up key calendar dates for bid. Update Purchasing calendar. ____
_____
Prepare bid folder -label for front, check list inside. _______ ,create folder in purchasing share drive.
_____
Schedule conference room for opening in School Dude. Prepare bid folder -label for front, check list inside. _______
_____
Update Vendor List. Use last year's list___, new vendor requests
, previous year's bidders ___, call/email vendors to verify
data___. Number of vendor invitations sent to______
Type ad by
Email ad to paper by ____ Put ad on site by ____, Email ad to Sec. of Board?.___
Type bid & specs by__________. Send complete bid to originator for approval.
Make 1 copy of original and put in bid file _______
_____
Post ad on Purchasing website, attach bid in PDF format.
E-mail ad to vendors from Purchasing e-mail ____, copy to responsible Admin. & Cabinet Admin. ______
_____
Check website to verify web ad posted. Verify correct formatting __________
__________________________________________________________________________________________________________________________
Addendums
_____
No. 1: received_____
Sent to responsible Admin_____, Sent to vendors_____ Posted on Purchasing pages
_____
No. 2: received_____
Sent to responsible Admin_____, Sent to vendors_____ Posted on Purchasing pages
Received three or more bids from vendors? Yes _____ No _____ # of vendors responded ______
Recommendation Received/Develop Recommendation & Review with Admin. ________________
Type bid award.
_____
Send bid award to: responsible Admin., Cabinet Admin., Cheryl Zielinski, Claudia Cheairs & C. Leemon.
Tona_
On CIMS - remove last year’s bid info from vendors.
Tona _
On CIMS - Add new vendor #’s for awarded vendors, type bid info on “Attention line.” Set up message field.
_________________________________________________________________________________________________________________________
AFTER AWARD
_____
Archive bid award and post bid and award in PDF format to Purchasing website.
______
Send email of tabulation to vendors that sent a request.
______
Email award letter to vendor(s), make copy for bid file
_____
Type authorization memo to users, or P. O. Auth. (whichever applies) & email
Add to Purchasing Calendar all dates for expiration of bid, date to remove from Archives on website, and dates to begin working on
new bid (if applies).
Tona _
Add to award info on Supply Bid Cheat Sheets
Add to Recurring Bid/RFP spreadsheet dates of award and expiration for this Bid, if applicable
\\nas\Shared\Purchasing Share\Bid Doc Templates\Supply\Bid Check List-Supplies.doc 4/30/2014
Solicitation Checklist
Solicitation Number: _________ Solicitation Name: ______________________________________
Contracting Officer: _______________________ Requisition Received: ____/____/____
SOLICITATION STEPS:

Requisition approved by Asst. Super. with account number to charge

Contracting Officer check OS CCN for applicable cooperative bids.

Meet with department to review process, establish timeline, review specifications & award criteria.

Specifications completed date: ____/____/____

Create bid document

Draft sent to department for review date: ____/____/____

Establish review team and criteria weights, if RFP.

Obtain evaluation Team Member Agreement form.

Advertisement: Oakland Press __________ (post) Other ____________(post):
If Construction:
State of MI
_____
CAM
_____
McGraw Hill
_____
Reed Construction
_____
Construction News
_____

Post bid on website date: ____/____/____

Pre-Bid Meeting (if necessary) ____/____/____ ____:____ a.m./p.m. Room _________

Create Pre-Bid Sign-in form (if necessary)

Vendor questions due date____/____/____ ____:____ a.m./p.m.

Pre-Bid Meeting Minutes/Q & A’s posted to website ____/____/____ ____:____ a.m./p.m.

Create rating forms

Create Bid Sign-in form

Public bid opening? ____Yes ____No

Bid Opening: ____/____/____ ____:____ a.m./p.m. Room _________

Contracting Officer review for responsiveness

For all responsive bidders, check Excluded Parties List System (website: https://www.sam.gov)

Check state website www.dleg.state.mi.us/bcs_corp/sr_corp.asp.

Meet with evaluation team. Distribute responses and obtain Conflict of Interest Disclosure Form.

Rating form due date ____/____/____
Checklist.doc
(Revised: March 2013)

Evaluation Team meeting to discuss proposals, strengths/weaknesses, ratings, ranking results and
pricing.

Schedule post bid interviews/demos

Contact vendors for interview/demo

Create Post-Bid Sign-in form

Conduct interviews/demos:
Date(s) ____/____/____ ____:____ a.m./p.m. Room _________
Date(s) ____/____/____ ____:____ a.m./p.m. Room _________
Date(s) ____/____/____ ____:____ a.m./p.m. Room _________
Date(s) ____/____/____ ____:____ a.m./p.m. Room _________

Evaluation team meet to debrief and determine proposed recommendation (pending reference checks)

Conduct reference checks

Run Dun & Bradstreet Report (if applicable)

Contract reviewed and/or created.

Meet with department for contract review. (if applicable)
__ Business Clearance form signed
__ COTR Assignment

Requesting department creates BAIR (use appropriate BAIR template) and Contracting Officer updates
all procurement related information.

OPC to enter PO/SC

Board Approval Date ____/____/_____

Courtesy call to department (next steps)

Notify awarded contractor. Mail award letter(s) to vendor(s) requesting insurance certificates, bonds, and
fingerprinting (if required).

Notify unsuccessful bidders (letters or posting to www.mitn.info)

Upon receipt of necessary documentation, approve contract and/or PO

Return Bid bonds to unsuccessful bidders, if appropriate

Contracting Officer to update “ OPC FYXX Cost Savings” file

Organize file & identify if Multi-year contract/optional renewals

Hand off to Purchasing Assistant for relabeling, logging information on the “Solicitation Log” file and filing
Date Procurement Completed: _______________ (PO Release Date) ________________
Procurement Cycle (Date Specification Received to Date Last Step Completed): ________ Days
Checklist.doc
(Revised: March 2013)
INVITATION TO BID
BID NO.
(BID NAME)
(LOCATIONS)
BLOOMFIELD HILLS SCHOOLS
The Bloomfield Hills Board of Education will receive firm, sealed bids for all labor, materials, equipment and all
other services to complete (Bid Name) at (Locations) for Bloomfield Hills Schools.
Bid documents may be purchased from the office of Dunn Blue/ARC, Clawson. Contact Dunn Blue/ARC at
248.288.5600 to pre-order your set for pick up. Sets will then be available to be picked up from the Dunn Blue/ARC
office you specify when placing your order, 24 hours after the order is placed. Bid documents will be available to
view from the PlanWell Enterprise System on-line by accessing the website at http://www.e-arc.com/. After accessing
the website, type “Michigan” in the Find a Location box, then click on “go”. then click on “More Info” under the
Troy/Clawson Location. Click on the “Order from PlanWell” link on the left hand side. From there, click on the blue
“Go>” link below “Public Planroom” Then, type Bloomfield Hills Schools in the Find box and click “go”. Click on
the Bid you are looking for under Project Number. Electronic copies of drawings will not be issued for distribution.
Your proposal, and two copies, marked “Bid Name - Category
” , noting the category that your proposal is
for if the bid has more than 1 trade, must be delivered no later than (time),(day), (date), to: Cindy Leemon,
Purchasing & Budgets, Business Office, Bloomfield Hills Schools, 7273 Wing Lake Rd, Bloomfield Hills, MI 48301.
All bids will be publicly opened and read aloud immediately thereafter in the “(bid opening conference room)”, in
order of category number. Bid proposals received after this time will not be considered or accepted.
A pre-bid walk through has been scheduled for (time),(day), (date), at (location of walkthrough). This pre-bid walk
through is not mandatory, but highly recommended.
All bidders must provide familial disclosure in compliance with MCL 380.1267 and attach this information to the bid
proposal. The bid proposal will be accompanied by 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 Bloomfield Hills
Schools Board or the Bloomfield Hills Schools Superintendent. The District will not accept a bid proposal that does
not include this sworn and notarized disclosure statement.
The Board of Education reserves the right to accept or reject any or all bids, either in whole or in part; to award
contract to other than the low bidder; to waive any irregularities and/or informalities; and in general to make awards in
any manner deemed to be in the best interests of the owner.
(Current Board Member), Secretary
Bloomfield Hills Board of Education
7273 Wing Lake Road • Bloomfield Hills, Michigan 48301 • 248.341.5455 • www.bloomfield.org
INSTRUCTIONS TO BIDDERS
PREPARATION OF PROPOSALS
1. Firm, sealed proposals will be received by the Board of Education, Bloomfield Hills Schools for all labor,
equipment, materials, and all other necessary costs and expenses required to fully complete (Bid Name) at
(Locations)for Bloomfield Hills Schools as per the attached specifications in conjunction with specifications on
the blueprints.
2. Your proposal and two copies will be submitted only on the forms provided and will be enclosed in a sealed
envelope marked with the name of the bidder, the title of the work, the time, place and date due and must be hand
delivered or delivered by courier no later than (time),(day), (date), to: Cindy Leemon, Purchasing & Budgets,
Business Office, Bloomfield Hills Schools, 7273 Wing Lake Rd, Bloomfield Hills, MI 48301 at which time all
bids will be publicly opened and read aloud immediately thereafter in the (bid opening conference room). Bid
proposals received after this time will not be considered or accepted. Oral, telephone, fax or electronic mail bids
are invalid and will not receive consideration.
3. A pre-bid walk through has been scheduled for (time),(day), (date), at (location of walkthrough). This pre-bid
walk through is not mandatory, but highly recommended.
4. Proposals will be made in conformity with all the conditions set forth in the specifications. All items must
conform to the specifications.
5. Any questions regarding bid specifications must be received no later than (time),(day), (date). Questions must be
submitted in writing to the attention of (Consultant) via fax telephone at (telephone #), or via e-mail at
(Consultant e-mail address). No response will be made to oral questions.
6. Proposals must include a bid bond or certified check for not less than five percent of the contract and must be
submitted with the bid proposal form furnished with the specifications. All proposals submitted are FIRM
OFFERS and will remain firm for a period of (enter # of days) days following the date on which the bids are
opened.
7. The Board of Education reserves the right to accept or reject any or all bids, either in whole or in part; to award
contract to other than the low bidder; to waive any irregularities and/or informalities; and in general to make
awards in any manner deemed to be in the best interests of the owner.
8. Any bidder may withdraw their bid at any time prior to the scheduled time for receipt of bids.
9. All contracts to be entered into by BLOOMFIELD HILLS SCHOOLS must and will comply with the minimum
wage and equal opportunity laws of the State of Michigan.
10. References in the specifications to any article, product, material, fixture, form or type of construction, etc., by
proprietary name, manufacturer, make or catalog number will be interpreted as establishing a standard quality of
design and will not be construed as limiting proposals.
11. All blank portions of the Proposal Form must be filled in. Each submitted proposal must include the legal name
of the bidder and will be signed by the person legally authorized to bind the bidder to a contract. If bids are
submitted by an agent, satisfactory evidence of agency authority is required.
12. All bidders must provide familial disclosure in compliance with MCL 380.1267 and attach this information to the
bid proposal. The bid proposal will be accompanied by 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 Bloomfield Hills
Schools Board or the Bloomfield Hills Schools Superintendent. The District will not accept a bid proposal that
does not include this sworn and notarized disclosure statement.
2
INSTRUCTION TO BIDDERS (Continued)
SCOPE
This bid includes (
) at (Locations)for Bloomfield Hills Schools. Proposals will be
on a (lump sum, or line item, or site, or project basis), according to the schedule listed below, and where specified
only the qualified products listed will be considered in this proposal.
INSPECTION OF SITE
1. Before submitting a proposal, each bidder(s) will personally inspect the sites of the proposed work to arrive at
a clear understanding of the conditions under which the work is to be done. Contact Mr. Brian Goby,
Director of Physical Plant Services; at 248.341.5480.
2. Bidders will be held to have compared the premises with the specifications and to have satisfied themselves
as to the conditions of the premises and any other conditions affecting the carrying out of the work. No price
allowance or extra consideration on behalf of the contractor(s) will subsequently be allowed by reason of
error, oversight, or failure to reasonably inspect on the part of the bidder(s) and/or contractor(s).
INSURANCE
Satisfactory Workers' Compensation coverage of at least $500,000.00 and General Liability and Property Damage
Insurance of at least $1,000,000.00 per occurrence and $2,000,000.00 in Aggregate must be carried and paid for by
the contractor(s) who undertakes the work on this contract. Insurance coverage must also include automobile
insurance of at least $1,000,000.00. Bid job number, Bloomfield Hills Schools and (name of consultant’s company)
as additional insured must be noted on the insurance certificate. Certificate holder will be Bloomfield Hills Schools.
GUARANTEE BONDS
Prior to the issuance of a purchase order authorizing commencement of this project, and in all cases before beginning
work under the contract, the contractor(s) selected will qualify for, sign and deliver to the Business Office, an
executed performance bond and executed labor and materials payment bond secured by the surety company. Each
bond will be in the amount of 100 percent of the contract. Bloomfield Hills Schools requires that the bonding
companies be limited to those listed on the U.S. Department of Treasury Circular 570, and must be licensed in the
State of Michigan. The U.S. Department of Treasury Circular 570 can be viewed at the following web site:
http://fms.treas.gov/c570/index.html.
Insurance certificates and bonds will be sent to the attention of Cindy Leemon, Executive Manager of Purchasing &
Budgets, Business Office, Bloomfield Hills Schools, 7273 Wing Lake Rd, Bloomfield Hills, MI 48301. Certificates of
such insurance and bonds will be filed with the Business Office within five working days of notification of bid award
and before any work begins.
PERMITS
All necessary permits, tests, inspections and approvals will be procured by the contractor(s) and will be included in
the proposal.
GOVERNMENTAL REGULATIONS
Contractor(s) agrees to comply with all federal, state, and local laws, rules, regulations, executive orders and
ordinances. In addition, contractor(s) warrants that the materials covered by this contract, when delivered to the
Bloomfield Hills Schools, will comply with all applicable federal, state, and local laws, rules, regulations, executive
orders and ordinances.
TAXES
When state and local taxes are required on construction materials installed by the contractor(s), such taxes must be
included in the bid proposal price.
BID GUARANTEE
Bidders must submit with their proposal a bid bond or certified check for not less than five percent of the bid. Failure
3
INSTRUCTION TO BIDDERS (Continued)
to include a five percent bid guarantee will result in the rejection of your bid.
WARRANTY & INDEMNITY
1. Warranty. All work will be guaranteed in writing against defects in workmanship and materials for no less
than one year from issuance by the Board of Education's architect of the Certificate of Substantial
Completion, or approval, acceptance and final payment by the Board of Education, whichever occurs first.
2. Indemnity. Contractor(s) will indemnify, defend and hold the Bloomfield Hills Schools harmless from any
damages to property or personal injuries resulting from or reasonably attributable to any defects in supplies or
services provided by contractor(s) hereunder.
ASBESTOS
Bloomfield Hills Schools has a number of facilities that were constructed with asbestos containing materials. This
includes, but is not limited to, floor tile, pipe insulation, transit panels and floor mastic. Each building has an asbestos
management plan. It is the responsibility of the vendor to review these plans and inform their employees of any area
where they may come in contact with asbestos containing material and the type of material.
ASBESTOS TRAINING
Contractor(s) must provide proof of asbestos training for all personnel to the Purchasing Department before a
purchase order can be issued. If unable to provide proof, arrangements must be made to obtain the training.
BASIS OF AWARD
The bid award will be made by the Board of Education on a (lump sum, line item or site or project basis),, whichever
is in the best interest of the owner. The owner has the right to accept or reject any or all bids and alternate bids.
CONTRACT AWARD
It is the intent to award the contract at the (Board meeting date) meeting of the Board of Education. After proposals
are opened, evaluated and approved by the Board of Education, a letter of award confirming its acceptance will be
sent to the selected vendor(s). The contract in support of this award will be in the form of a PURCHASE ORDER
mailed to the contractor(s) after receipt of insurance certificate, labor and material bonds and performance bond.
COMMENCEMENT OF PROJECT
Commencement of project may begin as soon as a purchase order has been issued to the successful bidder(s) and after
(Date). Project arrangements must also first be made with Mr. Brian Goby, Director of Physical Plant Services.
COMPLETION OF PROJECT
Project must be completed by (enter completion date).
SITE MANAGEMENT
Contractor(s) will at all times keep the job clean of all debris and rubbish resulting from its operations, and upon
completion of its work, will promptly remove all tools, equipment and excess material and any rubbish caused by its
work and personnel. Contractor(s) will protect all materials and work from hazards and be fully responsible for any
damage caused by it to the work or property of others, including, but not limited to, the property of the Owner.
Contractor(s) will reimburse Owner for any expenses incurred, including but not limited to, the property of the Owner
and any expenses incurred to keep the job site clean and clear of all debris and rubbish resulting from Contractor(s)’s
failure to comply with this paragraph. Use of the District’s dumpsters is prohibited.
DELIVERY
Proposals on equipment, materials and supplies must be F.O.B. point of delivery specified, including packing and
crating charges. Any equipment delivered to the site will be the responsibility of the contractor(s). The District will
not accept any storage or security responsibility for any contractor(s) equipment or materials.
PAYMENTS
All payments are to be based on as-built quantities using the individual unit prices contained within the proposal. All
payments for contract work must be approved by the Building Services Manager responsible for this project. All
4
INSTRUCTION TO BIDDERS (Continued)
payments over 90 percent of the contract must be further approved by the Board of Education. All payment
applications will be originals signed in blue ink on AIA payment request forms. Release of lien is required from all
contractors and subcontractors commencing after the first pay application.
WITHDRAWAL OF BIDS
Any bidder(s) may withdraw his/her bid at any time prior to the scheduled time of receipt of bids. Proposals may not
be withdrawn for at least (enter # of days) days after the scheduled closing time of the bid.
VENDOR LIST
Vendor(s) not responding with a sealed bid or notification of a “No Bid” will be removed from the vendor bid list.
MSDS
COPIES OF MATERIAL SAFETY DATA SHEETS FOR ALL HAZARDOUS MATERIALS MUST BE
INCLUDED WITH YOUR INVOICE.
MATERIAL SAFETY DATA SHEETS
The Bloomfield Hills Schools expects MATERIAL SAFETY DATA SHEETS for all
appropriate materials ATTACHED TO THE INVOICE and to appropriately label all products
delivered according to Section 14 of Act 154, of the Public Acts of 1974 as amended. Any
appropriate products not labeled will be refused and the vendor(s) will be responsible for
additional freight charges. Payment may be withheld until MSDSs are received by the school
district.
5
DUE: (time), (day), (date)
PROPOSAL: BID NO. (#) (Name)
PROPOSAL FORM
We propose to furnish all material, labor and equipment, as per the specifications, for the Bloomfield Hills
Schools.
Total Cost (Name of School) School
$_______________________
Total Cost (Name of School) School
$_______________________
GRAND TOTAL (insert BID NAME)
$ ================================
BID GUARANTEE: Bid Bond
Certified Check _______________________
SWORN AND NOTARIZED FAMILIAL DISCLOSURE STATEMENT ATTACHED? _________
WAS THERE ADEQUATE TIME TO PREPARE YOUR PROPOSAL? Yes
No ____
If “No”, how much additional time would be appropriate? ______________________________________
This question is asked in order to evaluate whether sufficient time is being given interested vendors, given normal conditions
and priorities.
DID YOU RECEIVE ANY ADDENDA FOR THIS BID?
Yes
No _______
BIDDER’S FIRM NAME
___________________________________________________________
ADDRESS
___________________________________________________________
CITY/STATE/ZIP
___________________________________________________________
TELEPHONE
________________________________ FAX ______________________
SIGNED NAME
___________________________________________________________
TYPED NAME
___________________________________________________________
TITLE
___________________________________________________________
DATE
___________________________________________________________
E-MAIL ADDRESS
___________________________________________________________
PF.1
PROPOSAL FORM (Continued)
VENDOR: LIST FIVE RECENT REFERENCES, PREFERABLY SCHOOL DISTRICTS:
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
Interested vendors will note in this space only any additional information, criteria or contingencies affecting their
proposal, understanding that this additional information, criteria or contingency may be utilized in the evaluation
process and subsequent bid award.
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
PF.2
PROPOSAL FORM (Continued)
Sworn and Notarized Familial Disclosure Statement
All bidders must provide familial disclosure in compliance with MCL 380.1267 and attach this information to the bid
proposal. The bid proposal will be accompanied by 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 Bloomfield Hills Schools Board or the
Bloomfield Hills Schools Superintendent. The District will not accept a bid proposal that does not include this sworn and
notarized disclosure statement.
The members of the Bloomfield Hills Schools Board are: Mark A. Bank, Howard Baron, Ingrid Day, Jacqueline El-Sayed,
Ed Ford, Rob Herner and Cynthia von Oeyen. The Bloomfield Hills Schools Superintendent is Robert Glass.
□ The following are the familial relationship(s):
Owner/Employee Name
____Related to:_____
__
Relationship_____
1. _____________________________
____________________
_____________________
2. _____________________________
____________________
_____________________
3. _____________________________
____________________
_____________________
4. _____________________________
____________________
_____________________
5. _____________________________
____________________
_____________________
Attach additional pages if necessary to disclose familial relationships.
□ There is no familial relationship that exists between the owner or any employee of the service provider and any
member of the Bloomfield Hills Schools Board, or the Bloomfield Hills Schools Superintendent.
BIDDER’S FIRM NAME
_____________________________________________________
BY (SIGNATURE)
_____________________________________________________
PRINTED NAME AND TITLE
_____________________________________________________
Subscribed and sworn before me, this _________
Seal:
day of ____________, 20 ____, a Notary Public
in and for ______________ County, __________
________________________________________
(Signature)
NOTARY PUBLIC
My Commission expires ____________________
______________________________
PF.3
PROPOSAL FORM (Continued)
AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT
Michigan Public Act No. 517 of 2012
The undersigned, the owner or authorized officer of the below named contractor (the “Contractor”), pursuant to the
compliance certification requirement provided in Bloomfield Hills Schools’ (the “School District”) Request For
Proposals For [INSERT NAME] (the “RFP”), hereby certifies, represents and warrants that the Contractor
(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 Contractor is
awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business”
at any time during the course of performing the Work or any services under the contract.
The Contractor further acknowledges that any person who is found to have submitted a false certification is
responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed
contract for which the false certification was made, whichever is greater, the cost of the School District’s
investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false
certification shall be ineligible to bid on a request for proposal for three (3) years from the date the it is determined
that the person has submitted the false certification.
CONTRACTOR:
Name of Contractor
By:
Its:
Date:
STATE OF
)
)ss.
COUNTY OF ____________ )
This instrument was acknowledged before me on the _____ day of ____________, 2013, by
__________________________.
____________________________________
, Notary Public
______________ County, __________
My Commission Expires:___________
Acting in the County of :___________
PF.4
PROPOSAL FORM (Continued)
Acceptance of Proposal
The undersigned agrees to execute a Contract for work covered by this Proposal provided that he is notified of its
acceptance within (enter # of days) days after the opening of the Proposal.
The undersigned attaches hereto a Bid Bond in the sum of:
Dollars ($) ______________________
The undersigned agrees to the terms indicated in the Instructions to Bidders regarding the disposition of the Bid Bond and
the Owner's reserved rights regarding this bid solicitation. It is agreed that this bid will not be withdrawn for a period of
(enter # of days) days after the indicated date for the receipt of bids.
The undersigned affirms that the bid was developed without any collusion, undertaking, or agreement, either directly or
indirectly, with any other bidder(s) to maintain the prices of indicated work or prevent any other bidder(s) from bidding the
work.
BIDDER'S FIRM NAME
______________________________________________
BUSINESS ADDRESS
______________________________________________
______________________________________________
TELEPHONE NUMBER
______________________________________________
FAX NUMBER
______________________________________________
BY (SIGNATURE)
______________________________________________
PRINTED NAME AND TITLE
______________________________________________
SIGNED THIS
DAY OF _______________________, 20___
PF 5
BOILER PLATE FOR SUPPLY BIDS
INVITATION TO BID
BID NO.
TITLE OF BID
BLOOMFIELD HILLS SCHOOLS
The Bloomfield Hills Board of Education will receive firm, sealed bids for furnishing and delivering new
(title of bid) for Bloomfield Hills Schools.
Specifications and proposal forms can be obtained online at http://purchasing.bloomfield.org. From the main
page click “Bid/RFP Advertisements,” then click “Bid Advertisements.” Click on the bid title, and then scroll
down to access the attached bid document.
Your proposal marked “(name of bid)” must be delivered no later than (time) (A.M. or P.M)., (day), (date), to:
Cindy Leemon, Purchasing & Budgets, Business Office, Bloomfield Hills Schools, 4200 Andover Road,
Bloomfield Hills, Michigan 48302, at which time all bids will be publicly opened and read aloud immediately
thereafter. Bid proposals received after this time will not be considered or accepted.
The Board of Education reserves the right to accept or reject any or all bids, either in whole or in part; to award
contract to other than the low bidder; to waive any irregularities and/or informalities; and in general to make
awards in any manner deemed to be in the best interest of the owner.
(Current Board Member), Secretary
Bloomfield Hills Board of Education
7273 Wing Lake Road • Bloomfield Hills, Michigan 48301 • 248.341.5455 • www.bloomfield.org
INSTRUCTIONS TO BIDDERS
PROPOSALS
1.
Firm, sealed proposals will be received by the Board of Education, Bloomfield Hills Schools, for
furnishing and delivering new (name of bid) supplies and equipment to Bloomfield Hills Schools in
accordance with the attached specifications.
2.
Proposals will be submitted only on the forms provided, will be enclosed in a sealed envelope marked
with the name of the bidder, the title of the work and must be delivered to: Cindy Leemon, Purchasing
& Budgets, Business Office, Bloomfield Hills Schools, 4200 Andover Road, Bloomfield Hills,
Michigan 48302, no later than (time) (A.M. or P.M), (day), (date), at which time all bids will be publicly
opened and read aloud immediately thereafter. Bid proposals received after this time will not be
considered or accepted. Oral, telephone, fax or electronic mail bids are invalid and will not receive
consideration.
3.
Proposals will be made in conformity with all the conditions set forth in the specifications. All items of
furniture and equipment must conform to the specifications.
4.
Each proposal must list on the item no. line, the manufacturer’s name, model and order number, and full
description of the stock items that are proposed as equal to the specifications, along with catalogs and
catalog page numbers or catalog cuts showing full specifications of each item, including colors, fabric,
etc., offered as manufacturer’s standards. Failure to do so will result in the rejection for consideration of
tabulation. If bidding the exact manufacturer and/or model and order number as specified, note in the
respective space “same.” Awards may be made by line item, lot award, or may be made on a lump-sum
basis. Submit your latest catalog and/or specification sheets for each item with your proposal. (This
paragraph may change depending on bid needs, once change is made here be sure to make appropriate
change on Proposal Form)
5.
Any questions regarding bid specifications must be received no later than (time) P.M., (day), (date).
Questions must be submitted in writing to the attention of Cindy Leemon, via the address indicated
above, or emailed to [email protected] or via the Business Office fax telephone (248-3415479). No response will be made to oral questions.
6.
References in the specifications to any article, product, material, fixture, form or type of construction,
etc., by proprietary name, manufacturer, make or catalog number will be interpreted as establishing a
standard quality of design and will not be construed as limiting proposals.
7.
The Board of Education reserves the right to accept or reject any or all proposals either in whole or in
part; to waive any irregularities and/or informalities; and in general to make awards or cancel this
proposal, if deemed to be in the best interests of the owner.
8.
All blank portions of the Proposal MUST be filled in. Each submitted proposal must include the legal
name of the bidder(s) and will be signed by the person(s) legally authorized to bind the bidder(s) to a
contract. If bids are submitted by an agent, satisfactory evidence of agency authority is required.
2
INSTRUCTIONS TO BIDDERS (Continued)
SCOPE (This may not be part of every bid and may need to be deleted)
This specification includes furnishing, delivering, installation and training of (new or replacement depending on
bid) (name of bid) at ( name of schools) for Bloomfield Hills Schools.
INSPECTION OF SITE (This may not be part of every bid and may need to be deleted)
See item # 1 & 2 on Construction Bid under this heading.
(May have bonds and/or insurance depending on bid needs, if so see construction boiler plate for this)
TAXES
State and local sales and use taxes are not applicable and will not be included in the proposal.
CONTRACT AWARD
The contract will be awarded in the form of PURCHASE ORDERS mailed to the vendor(s) selected. It is the
intent to award the bid on (Date), at the regular monthly meeting of the Board of Education.
WITHDRAWAL OF BIDS
Any bidder may withdraw their bid at any time prior to the scheduled time for receipt of bids. No proposal may
be withdrawn until after (Date).
SAMPLES
1.
Samples of some items ARE REQUIRED with each item so indicated in the specifications. The
sample does not need to duplicate the specification in color or trim, but must be the same model or style
number and material bid.
2.
Each sample submitted will be clearly labeled by the bidder with the following instructions:
Item Number (as specified in proposal)
Item
Bidder Name
Manufacturer
Content
3.
All samples will be available for pick-up and return by vendor after (date-2 wks. after open date),
unless an extension is requested by Bloomfield Hills Schools. All samples not picked up by (date-3
wks. after open date), will be considered donations.
DELIVERY
All shipments will be F.O.B. delivered, Bloomfield Hills, Michigan, to individual school locations at Bloomfield
Hills Schools per purchase orders, minimum of fifteen (amount will change depending on bid) delivery
locations.
FIRM PRICING
Unit pricing will prevail when computing total quantity on bids. No price allowance or extra consideration on
behalf of the bidder will subsequently be allowed by reason of error or oversight on the part of the bidder. The
successful bidder(s) will hold bid prices firm for all purchase orders placed through (Date) or for a period of
__________ days.
3
INSTRUCTIONS TO BIDDERS (Continued)
WARRANTY
All material and equipment will be guaranteed to be free from defects in both workmanship and materials for no
less than one year from date of receipt/installation. If manufacturer warranty exceeds this minimum
requirement, the manufacturer warranty will prevail. Any item(s) found to be defective will be replaced or
repaired within seven working days at vendor expense.
PAYMENTS
Payment in full will be due and payable within thirty days after delivery, providing all goods are approved and
accepted by the Board of Education and the contract having been fully performed.
VENDOR LIST
Bidders not responding with a sealed bid or notification of a “No Bid” will be removed from the vendor bid list.
MSDS
COPIES OF MATERIAL SAFETY DATA SHEETS FOR ALL HAZARDOUS MATERIALS MUST BE
INCLUDED WITH YOUR INVOICE.
MATERIAL SAFETY DATA SHEETS
The Bloomfield Hills Schools expects MATERIAL SAFETY DATA SHEETS for all appropriate
materials ATTACHED TO THE INVOICE and to appropriately label all products delivered according to
Section 14 of Act 154, of the Public Acts of 1974 as amended. Any appropriate products not labeled will
be refused and the vendor will be responsible for additional freight charges. Payment may be withheld
until MSDSs are received by the school district.
4
DUE: (Time, Day, Date )
PROPOSAL: BID NO. (Name)
PROPOSAL FORM
We propose to furnish and deliver (new or replacement) (name of supplies) for Bloomfield Hills Schools
in accordance with the specifications:
BID TOTAL
$ ______________________________
Our line item prices are indicated below and are incorporated and made a part of this proposal. We understand
that the award may be made on a lump sum basis, lot award, or on a line item basis, at the owner’s discretion, in
a manner most favorable to Bloomfield Hills Schools.
WAS THERE ADEQUATE TIME TO PREPARE YOUR PROPOSAL? Yes
No ___
If “No”, how much additional time would be appropriate? ______________________________________
This question is asked in order to evaluate whether sufficient time is being given interested vendors, given
normal conditions and priorities.
DID YOU RECEIVE ANY ADDENDA FOR THIS BID? Y ____ N ____
CATALOG CUTS, MANUFACTURER, STOCK NUMBER AND DESCRIPTIVE DETAIL ARE:
Included with our proposal ____ Under separate cover ____
(Be sure to include a column for Manufacturer & Stock # on specification table, if catalog cuts and none of the
above apply, delete from bid)
BIDDER’S FIRM NAME
_____________________________________________________________
ADDRESS
_____________________________________________________________
CITY/STATE
__________________________________________ ZIP _______________
TELEPHONE NUMBER
___________________________________ FAX # ____________________
SIGNED BY
___________________________________ TITLE ____________________
TYPED NAME
___________________________________ DATE ____________________
E-MAIL ADDRESS
_____________________________________________________________
PF.1
PROPOSAL FORM (Continued)
VENDOR: LIST FIVE RECENT REFERENCES, PREFERABLY SCHOOL DISTRICTS:
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
_________________________
School District
___________________________
Person to Contact
___________________
Phone Number
EXCEPTIONS TO SPECIFICATIONS:
Interested vendors will note in this space only any additional information, criteria or contingencies
affecting their proposal, understanding that this additional information, criteria or contingency may be
utilized in the evaluation process and subsequent bid award.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
PF.2
PROPOSAL FORM (Continued)
AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT
Michigan Public Act No. 517 of 2012
The undersigned, the owner or authorized officer of the below named contractor (the “Contractor”), pursuant to
the compliance certification requirement provided in Bloomfield Hills Schools’ (the “School District”) Request
For Proposals For [INSERT NAME] (the “RFP”), hereby certifies, represents and warrants that the Contractor
(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 Contractor is
awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked
business” at any time during the course of performing the Work or any services under the contract.
The Contractor 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 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 the it is
determined that the person has submitted the false certification.
CONTRACTOR:
Name of Contractor
By:
Its:
Date:
STATE OF
COUNTY OF ____________
)
)ss.
)
This instrument was acknowledged before me on the _____ day of ____________, 20___, by
__________________________.
____________________________________
, Notary Public
______________ County, __________
My Commission Expires:___________
Acting in the County of :___________
PF.3
PROPOSAL FORM (Continued)
Acceptance of Proposal
The undersigned agrees to execute a Contract for work covered by this Proposal provided that he is notified of
its acceptance within thirty days after the opening of the Proposal.
It is agreed that this bid will not be withdrawn until after (date that bid is good through).
The undersigned affirms that the bid was developed without any collusion, undertaking, or agreement, either
directly or indirectly, with any other bidder(s) to maintain the prices of indicated work or prevent any other
bidder(s) from bidding the work.
BIDDER’S FIRM NAME
______________________________________________
BUSINESS ADDRESS
______________________________________________
______________________________________________
TELEPHONE NUMBER
______________________________________________
FAX NUMBER
______________________________________________
BY (SIGNATURE)
______________________________________________
PRINTED NAME
______________________________________________
TITLE
______________________________________________
SIGNED THIS
_____________ DAY OF ______________, 20 _______
E-MAIL ADDRESS
______________________________________________
PF.4
Invitation for Bid
Name of Document Here
IFB XXXXXX
Issue Date:
Bid Due Date:
Contracting Officer:
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Information for Bid
TABLE OF CONTENTS
SECTION I: BID OVERVIEW .............................................................................................................................. 3 SECTION II: INSTRUCTIONS TO BIDDERS ................................................................................................... 4 SECTION III: GENERAL TERMS & CONDITIONS ......................................................................................... 8 SECTION IV: SPECIAL TERMS & CONDITIONS ......................................................................................... 15 SECTION V: SPECIFICATIONS ........................................................................................................................ 17 SECTION VI: BIDDER QUESTIONS & SUBMITTALS.................................................................................. 18 SECTION VII: CERTIFICATION...................................................................................................................... 19 SECTION VIII: NOTARIZED FAMILIAL DISCLOSURE STATEMENT ................................................... 20 SECTION IX: EXCEPTION TO BID FORM ..................................................................................................... 21 SECTION X: CONTRACTOR INFORMATION FORM .................................................................................. 22 SECTION VI: IRAN ECONOMIC SANCTIONS............................................................................................... 23 C:\Users\brunettek\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\J9BWE984\IFB Template (revised
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IFB 9.00XX – IFB Name
SECTION I: BID OVERVIEW
1. PURPOSE:
2. BACKGROUND INFORMATION:
3. BID SCHEDULE:
Enter Dates
Bidder’s Conference
Deadline to submit clarifying questions
Responses to questions to be posted
Bid due date
Board approval
Contract start/delivery date
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SECTION II: INSTRUCTIONS TO BIDDERS
1.
BIDS
The Board of Education of Oakland Schools, 2111 Pontiac Lake Road, Waterford, MI 48328 is accepting
proposals for PROCUREMENT NAME in accordance with the attached specifications. All proposals shall be
received no later than DATE AND TIME, local time as established by the U.S. Atomic Digital clock
(http://nist.time.gov). It is the sole responsibility of the bidder to ensure their proposal reaches Oakland
Schools on or before the closing date and hour as indicated. Late proposals will NOT be accepted.
(USE THIS LANGUAGE IF ACCEPTING HARD COPIES OF PROPOSALS)
One (1) original and (NUMBER OF COPIES) copies shall be submitted via hand delivery or
express mail in a sealed envelope to the address listed below. Electronic submission will not be
accepted.
Oakland Schools
Front Desk Receptionist – (NAME AND NUMBER OF RFP HERE)
2111 Pontiac Lake Road
Waterford, MI 48328
(USE THIS LANGUAGE IF ACCEPTING PROPOSALS ELECTRONICALLY ON MITN.INFO)
The Board of Education of Oakland Schools, 2111 Pontiac Lake Road, Waterford, MI 48328 is accepting
proposals for PROCUREMENT NAME in accordance with the attached specifications. All required proposal
forms and pricing shall be submitted electronically on Michigan Intergovernmental Trade Network
(http://mitn.info). It is the sole responsibility of the bidder to ensure their proposal pricing is completely
entered and forms uploaded on http://mitn.info before the closing date and hour as indicated. Late proposals
will NOT be accepted.
2.
BUILDING CLOSURE
In the event the submittal of additional paper documentation is required to be delivered to Oakland Schools, if
the District, and/or district building, is closed due unforeseen circumstances on the day bids are due, bids will
be due at the same time on the next day that the District and/or district building is open.
3.
IFB CLARIFICATIONS
Any and all clarification questions pertaining to this IFB shall be submitted in writing via email to
[email protected] and will be answered and posted to http://mitn.info so all bidders are notified.
Bidders who do not comply may be disqualified from the bidding process. It is the bidder’s responsibility to
check for any changes, posted questions and answers, and/or addenda to this solicitation. Bidders are
responsible for checking this website prior to proposal submission. Failure to acknowledge all addenda may
result in rejection of your proposal as being non-responsive.
4.
COMMUNICATION WITH OAKLAND SCHOOLS’ STAFF
Any and all communication shall go through the Contracting Officer. If a bidder works with Oakland Schools
on other projects and shall communicate with an individual that is involved with this IFB, the bidder shall
contact the Contracting Officer for approval. Failure to comply with this may be grounds for disqualification.
5.
EXCEPTIONS
Bids shall meet or exceed all specifications herein. Any and all deviations from specifications shall be clearly
detailed on Section X, the Exception to Specification; otherwise, it will be considered that items offered are in
strict compliance with the specifications, and the successful Contractor will be held responsible thereof.
6.
VOLUNTARY ALTERNATES
Base bids are requested in accordance with the detailed specifications. Voluntary alternates, which in the
Contractor’s judgment will result in an equally satisfactory job and meets the specifications, are allowed but
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ONLY if the bidder has submitted a Base bid. Such alternates are to be described in detail along with the
respective pricing to permit proper evaluation.
7.
WITHDRAWAL OF BIDS
Any Contractor may withdraw their bid at any time prior to the opening of bids. All bids shall remain firm for
acceptance for a period of 180 (one hundred eighty) days beyond the bid opening. The awarded Contractor
shall honor the bid pricing for a period of one hundred eighty (180) days.
8.
BID FORMS
The Contractor shall utilize bid forms, or exact facsimiles, as supplied in the bid document.
9.
DISCLOSURE STATEMENT
In compliance with MCL 380.1267 a sworn and notarized statement disclosing any familial relationships that
exist between the owner or any employee of the bidder and any member of the Oakland Schools Board or the
Oakland Schools Superintendent. Bids without a sworn and notarized disclosure statement shall not be
accepted.
10. ROUNDING
All prices shall be rounded to the nearest whole dollar unless unit pricing is less then $50.00.
11. REBATES AND DISCOUNTS
While not required, bidders are allowed to offer rebates or tier pricing based on volume thresholds.
12. BIDDER QUESTIONS
Each bidder is required to respond to the questions where specified. If you would like to attach
documentation to support your other answers, please do so. Responses should be concise and stand on their
own. The quality of the response to the IFB will be viewed as an example of the Contractor’s capabilities.
13. BID COSTS
Oakland Schools shall not be responsible for any cost or expense the bidder incurs during the preparation or
award of this bid.
14. BID ACCEPTANCE/REJECTION
The Board of Education reserves the right to accept any item in the bid; to accept or reject any or all bids; to
waive any informalities herein; or for reasons of establishing uniformity, to award the contract to other than
the lowest bidder in the sole discretion of the district.
15. INTEREST
No member of Oakland Schools Board of Education, City, State or any officer, employee or person whose
salary is payable in whole or in part from the treasury of said Board of Education is directly or indirectly
interested in this bid or in the supplies, materials, equipment, work, services or any portion of the profits
thereof to which it relates.
16. BIDDER’S RESPONSIBILITY
The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and
character of the supplies, materials or equipment required and a representation that the bidder can furnish the
item(s) in complete compliance with the general terms and conditions, specifications and any special
provisions.
17. GIFTS, GRATUITIES OR KICKBACKS
Acceptance and the offering of gifts, gratuities or kickbacks from Bidders or the Contractor to District
employees and their family members or the members of the Board of Education are prohibited.
18. VERBAL REPRESENTATIONS
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Bids shall contain in writing all the terms and conditions of the offer being made. Verbal representations
made before or after bids are submitted will not be considered unless they are made in answer to questions
asked by the District or its representatives and are followed up in writing.
19. SOLE BIDDER
If only one bid is received in response to the IFB, a detailed cost bid, if requested by Oakland Schools, will be
required of the single bidder. A cost/price analysis and evaluation and/or audit shall be performed of the cost
bid in order to determine if the price is fair and reasonable.
20. BIDDER INTERVIEWS AND DEMONSTRATIONS
Oakland Schools may, at its option, elect to conduct interviews and/or demonstrations with selected bidders,
or request to visit the bidder’s site for bidders that are under active consideration. Oakland Schools is not
required to hold such presentations and is not obligated to provide all bidders with such an opportunity.
21. MISREPRESENTATIONS
If it is discovered, prior to an award, that a bid contains false, misleading, or otherwise inaccurate information,
the bid will immediately be disqualified. If it is discovered, after a contract has been executed, that the
contractor had provided false, misleading, or otherwise inaccurate information, the contract may be
terminated.
22. PROPRIETARY OR CONFIDENTIAL INFORMATION
Any proprietary or confidential material (financial statements, etc.) that was submitted by a bidder and is
clearly marked as such will be returned upon request. Marking the entire bid as confidential will not be
accepted or honored. Remaining non-confidential material in the bid, including proposed costs and
compensation, will be maintained for the official files and will be subject to the Freedom of Information Act,
MCL 15.231 et. Seq.
23. OPEN PROCUREMENT
Oakland Schools reserves the right to accept any item or group of items proposed in any response. Oakland
Schools reserves the right to purchase more or less of each item or service at the unit price offered in the
bidder’s response and will discuss such decisions with all parties involved. Oakland Schools reserves the
right to negotiate with Contractors regarding variations to the original bid(s), which may be in the best interest
of Oakland Schools.
In the event that the Contractor markets materials, products, and/or services that is newer, less expensive, or
better suited to the needs of Oakland Schools after the date of the contract pursuant to this bid document,
Oakland Schools shall have the right to cancel any portion of the service under that contract and be granted a
credit towards the purchase price of any such newer materials, products, and/or services, as herein specified.
The Contractor shall provide Oakland Schools with timely notice of the availability of such newer materials,
products and/or services.
24. NOTIFICATION OF AWARD
Upon approval by the Board of Education, Oakland Schools will make available the information regarding the
award and the bid tabulation. This may be sent via email or through www.mitn.info if the pricing was
received electronically or sent via email.
25. SERVICE OF PROTEST
Protests, in accordance Office of Procurement and Contracting Acquisition Regulation (OPCAR) Part 11, may
be served by an actual or prospective bidder, offeror, or contractor who may be aggrieved in connection with
this solicitation or award of any contract resulting from this solicitation to the Contracting Officer. Any
protest shall be submitted in writing within seven (7) business days after such aggrieved person knows or
should have known of the facts giving rise thereto.
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Protests shall be in writing, concisely and logically presented in order to facilitate review. Failure of the
protester to substantially comply with any of the requirements of this provision shall be grounds for dismissal
of the protest.
a.
b.
c.
d.
Protests shall include the following information:
i. Name, address, fax and telephone numbers, and e-mail address (as applicable) of the protester.
ii. Solicitation or contract number.
iii. Detailed statement of the legal and factual grounds for the protest, to include a description of
resulting prejudice to the protester.
iv. Copies of all relevant documents.
v. Request for a ruling by the Contracting Officer. If the Contracting Officer’s ruling is not
satisfactory, the contractor may proceed in accordance with (i)(f)
vi. Statement as to the form of relief requested.
vii. All information establishing that the protester is an interested party for the purpose of filing a
protest. An interested party is defined as an actual or prospective offeror whose direct economic
interest would be affected by the award of a contract or by the failure to award a contract.
viii. All information establishing the timeliness of the protest.
All protests will be addressed to the Contracting Officer of record, and sent via a certified or registered
receipt mail system.
A written decision regarding the protest shall be issued by the Contracting Officer within thirty (30)
business days after the protest is filed. The business day in which the protest was received shall count as
one (1) day.
Appeals to the Contracting Officer’s decision will be made using the following order of precedence, and
shall be made within seven business days of receipt of the decision: Chief Contracting Officer; Deputy
Head of the Contracting Agency (DHCA), Head of the Contracting Agency (HCA). Should an appeal
reach the level of the HCA, that level’s decision shall be final. (End of provision)
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SECTION III: GENERAL TERMS & CONDITIONS
1. TAXES
Oakland Schools is exempt from paying Sales tax. Exemption certificates will be provided upon request.
2. DISPUTES
a. Except as provided under any applicable State of Michigan statute, all disputes arising under or relating to
this contract shall be resolved under this clause.
b. "Claim," as used in this clause, means a written demand or written assertion by one of the contracting
parties seeking, as a matter of right, the payment of money in a sum certain, the adjustment or
interpretation of contract terms, or other relief arising under or relating to this contract. A claim arising
under a contract, unlike a claim relating to that contract, is a claim that can be resolved under a contract
clause that provides for the relief sought by the claimant. However, a written demand or written assertion
by the Contractor seeking the payment of money is not a claim until certified as required by subparagraph
(ii) of this clause. .A voucher, invoice, or other routine request for payment that is not in dispute when
submitted is not a claim. The submission may be converted to a claim, by complying with the submission
and certification requirements of this clause, if it is disputed either as to liability or amount or is not acted
upon in a reasonable time.
c. A claim by the Contractor shall be made in writing and, unless otherwise stated in this contract, submitted
within six months after accrual of the claim, to the Contracting Officer for a written decision. A claim by
the District against the Contractor shall be subject to a written decision by the Contracting Officer.
d. The contractor shall provide the certification specified in subparagraph “ii” of this clause when
submitting any claim which includes requests for funds (any amount).
i. The certification requirement does not apply to issues in controversy that have not been
submitted as all or part of a claim.
ii. The certification shall state as follows: "I certify that the claim is made in good faith; that the
supporting data are accurate and complete to the best of my knowledge and belief; that the
amount requested accurately reflects the contract adjustment for which the Contractor believes
the District is liable; and that I am duly authorized to certify the claim on behalf of the
Contractor."
e. The certification may be executed by any person duly authorized to bind the Contractor with respect to
the claim.
f. For Contractor claims at or below the State of Michigan bid limit, the Contracting Officer shall, if
requested in writing by the Contractor, render a decision within 60 days of the request. For Contractorcertified claims over the State of Michigan bid limit, the Contracting Officer shall, within 60 days, decide
the claim or notify the Contractor of the date by which the decision will be made.
g. The Contracting Officer's decision shall be final unless the Contractor appeals to the Head of the
Contracting Agency (HCA), the Deputy Head of the Contracting Agency (DHCA), or the Chief
Contracting Officer (CCO), or files a suit as provided for in applicable Michigan statutes.
h. If a claim by the Contractor is submitted to the Contracting Officer, or a claim by the District is presented
to the Contractor, the parties agree first to attempt to resolve the dispute through alternative dispute
resolution (ADR),
i. The parties agree not to discuss any dispute(s) with the press/media during the resolution process.
j. Interest will not be allowed, unless directed by applicable State law, or by a court of law.
k. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any
request for relief, claim, appeal, or action arising under or relating to the contract, and comply with any
decision of the Contracting Officer.
l. If the result of any claim is a monetary settlement, said settlement, regardless of amount, cannot be paid
until approved by the Oakland Schools Board of Education.
m. The HCA may unilaterally determine third party “binding arbitration” is appropriate. An arbitrator shall
be appointed at the discretion of the agency, and contractor is responsible for paying up to ½ of all costs
associated with the arbitration proceedings. Any decision rendered under third party arbitration shall be
final.
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3. TERMINATION FOR CONVENIENCE
The District may terminate performance of this contract in whole, or in part if the District determines that a
termination is in the District’s interest, with a 30 “calendar” day written notice. The Contractor, after receipt
of a “Notice of Termination,” shall stop work on the cancellation date specified in the notice.
The District will conduct an audit of the Contractor’s costs to determine reasonable costs expended to date of
cancellation, or the District may determine the contractors cost based the schedule of values or exact cost of
any work performed. The contractor will not be reimbursed for any anticipated profit.
4. TERMINATION FOR CAUSE
If either party is in default under this contract, it shall have an opportunity to cure the default within 30
“calendar” days after it is given written notice of default by the other party, specifying the nature of the
default. If the default is not cured within 30 days after notice of default has been given; the non-defaulting
party shall have the right, in addition to all other remedies at law or equity, to immediately terminate this
contract. Failure to complain of any action, non-action or default under this Agreement shall not constitute a
waiver of any of the parties’ rights hereunder.
The District may terminate this contract, or any part hereof, for cause in the event of any default by the
Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the
District, upon request, with adequate assurances of future performance. In the event of termination for cause,
the District shall not be liable to the Contractor for any amount for supplies or services not accepted, and the
Contractor shall be liable to the District for any and all rights and remedies provided by law. If it is
determined that the District improperly terminated this contract for default, such termination shall be deemed
a termination for convenience.
5. OAKLAND SCHOOLS CONTRACTOR PAYMENT POLICY & PROCEDURES PAYMENT
Contractor(s) shall submit invoices, by the last day of the month, to Oakland School, Accounts Payable, 2111
Pontiac Lake Rd., Waterford, MI 48328. Payment will be made within 30 days after receipt of an invoice for
services rendered during the prior month, upon inspection, satisfactory performance of the contract, approval
of Oakland Schools and after each phase of project completion.
6. CONFIDENTIALITY
The Contractor shall ensure that suitable measures will be taken to assure the confidentiality of Oakland
Schools and its member schools’ data.
7. FREEDOM OF INFORMATION ACT
The bids and supporting materials become the property of Oakland Schools and are subject to public
access according to the Freedom of Information Act, MCL 15.231 et. Seq.
8. NEWS RELEASES
Contractors will at no time make any news or advertising releases pertaining to the bid document for any
purpose without the prior written approval of, and in coordination with, Oakland Schools.
9. EXECUTION OF CONTRACT
The contract entered into by the parties shall consist of all parts of this Invitation for Bid including
specifications, drawings, if any, including all modifications thereof, any addenda, any questions and
corresponding answers, and the bid submitted by the awarded Contractor; all of which shall be referred to
collectively as the Contract Documents. Bidders shall submit all product and/or service warranties, and
any maintenance or license agreements for all proposed equipment and services.
10. IMMUNITIES
This Agreement shall not be construed to create any right or benefit for any person who is not a party to this
Agreement. The relationship between the District and the Contractor is contractual. It is not intended in any
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way to create a legal agency, partnership, joint venture or employment relationship. The Contractor shall at
all times maintain its independent status and both parties acknowledge that neither is an agent, partner, joint
venture or employee of the other for any purpose.
Contractor shall be responsible for paying all applicable taxes and fees including but not limited to excise tax,
federal and state and local income taxes, payroll and withholding taxes, unemployment taxes, and workers’
compensation payments for its employees and shall indemnify and hold the District harmless for all claims
arising under such taxes and fees.
11. SMOKING/ALCOHOL ON SCHOOL PREMISES
Smoking, the use of tobacco products or alcohol shall not be permitted on the school property at any time.
12. PERMITS, FEES, LICENSES AND INSPECTIONS
At its own expense, each bidder shall provide, pay for and coordinate all permits, fees, licenses, inspections
and city, county, state, federal and governing authority approvals required for the successful completion of
work contained within their bid and deliver required certificates of inspection and approvals to Oakland
Schools.
13. PROTECTION OF OAKLAND SCHOOLS’ BUILDINGS, EQUIPMENT, AND VEGETATION
District property. If the Contractor's failure to use reasonable care causes damage to any of this property, the
Contractor shall replace or repair the damage at no expense to the District as the Contracting Officer directs. If
the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost,
which may be deducted from the contract price.
14. PROTECTION OF WORK & PROPERTY
The bidder shall take necessary precautions for the safety of employees performing the work, and shall
comply with all applicable provision of Federal, State and Municipal Safety Laws and building codes to
prevent accidents or injury to persons on, about or adjacent to the premises where the work is being
performed. Bidder shall erect and properly maintain at all times all necessary safeguards for the protection of
workers and the public and shall post danger signs warning against the hazards created.
15. NONDISCRIMINATION
The Contractor hereby agrees to comply with all federal, state and municipal equal opportunity and
nondiscrimination guidelines and regulations, and covenants that neither the bidder nor any subcontractors
will discriminate against an employee or applicant for employment with respect to hire, tenure terms,
conditions or privileges of employment, or in a manner directly or indirectly related to employment, because
of sex, race, color, religion, height, weight, marital status, sexual orientation (subject to limitations of
applicable law), age, or disability. Failure on the part of the Contractor to comply with said guidelines and
regulations shall, upon reasonable notice, constitute grounds for Oakland Schools to revoke and otherwise
terminate the contract and all obligations of the School District there under.
16. GUARANTEES BY THE CONTRACTOR
The Contractor guarantees: That all delivered material, equipment and/or service shall be as proposed. No
substitutions will be accepted unless prior to delivery material/equipment has been inspected, found to be
equal to the item(s) specified, and approved in writing by an Oakland Schools representative; that all
materials, products and service offered is standard, new, latest, model of regular stock product or as required
by the specifications type of equipment or furniture offered; also that no products/materials have been
submitted or applied contrary to manufacturer’s recommendations and standard practice.
17. INSURANCE REQUIREMENTS TO BE MET BY THE SUCCESSFUL CONTRACTOR(S)
Contractor agrees, at its sole cost and expense, to purchase, prior to the commencement of services, and
maintain the following insurance coverages in the minimum amounts indicated for the entire duration of
the contract. All coverage shall be with insurance carriers licensed and admitted to do business in
Michigan and acceptable to Oakland Schools.
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a.
Commercial General Liability Insurance with limits of three million dollars ($3,000,000) aggregate
and not less than one million dollars ($1,000,000) per occurrence for bodily injury, death, and
property damage, including personal injury, contractual liability, independent contractors, broad-form
property damage, and products and completed operations coverage;
b. Professional Liability Insurance (Errors & Omissions) of one million dollars ($1,000,000) each
occurrence;.
c.
Workers’ Compensation including Employer’s Liability Coverage of one hundred thousand dollars
($100,000) per occurrence for all employees engaged in services or operations under this Contract in
accordance with state law;
d. Automobile Liability with limits of one million dollars ($1,000,000) each occurrence combined single
limit of liability for bodily injury, death, and property damage, including owned and non-owned
automobile coverages, as applicable.
To the extent that any insurance coverage required under this Paragraph is purchased on a “claims-made”
basis, such insurance shall cover all prior acts of Contractor during the term of this Contract, and such
insurance shall be continuously maintained until at least three (3) years beyond the expiration or
termination of this Contract.
The required coverage as described above shall include an endorsement stating the following: “It is
understood and agreed that thirty (30) days advance Notice of Cancellation, Non-Renewal, Reduction
and/or Material change shall be sent to: Office of Procurement & Contracting, Oakland Schools, 2111
Pontiac Lake Road, Waterford, Michigan 48328. If such insurance is not in force, Oakland Schools may,
at its option, terminate and cancel the contract.
18. SEVERABILITY
If one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect
the validity of the remaining portions of the contract.
19. OSHA/MIOSHA
The Contractor shall abide by all OSHA/MIOSHA Local, State, Federal and Owner’s Safety Requirements.
20. ASBESTOS
No materials/products containing asbestos shall be used or installed. The Contractor shall supply upon
completion of the work and before final payment, a signed letter stating that no asbestos containing
materials/products were used for the project. In the event that asbestos is discovered by the Successful Bidder
during the scope of work, then all work shall cease immediately and Oakland Schools’ consultant shall be
notified.
21. LEAD-CONTAINING MATERIALS
The intent of this section is to formally notify all Contractors and Sub-Contractors applying for or bidding on
work covered within this specification that, due to the age of the facilities within this District, there is the
presumption that building components do contain lead-based paint pursuant to OSHA definition. The Owner
has not conducted lead-based paint inspections. As a result, all Contractors and Sub-Contractors bidding shall
assume that building components do contain lead-based paint.
Furthermore, all awarded Contractors and Sub-Contractors shall be responsible to comply with all applicable
Federal and Michigan State lead regulations including, but not limited to, 29 CFR Part 1926.62 of the OSHA
Lead Construction Standard, (Part 603 of the Michigan State Standards). All costs associated with regulatory
compliance shall be borne by the Contractor and/or Sub-Contractor.
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22. ELECTRICAL POWER TOOL AND EQUIPMENT
All electrical power tools and equipment shall meet or exceed the requirements of Underwriters Laboratory
(U.L.). Each piece shall have the U.L. label affixed in a conspicuous place.
23. OAKLAND SCHOOLS RIGHT TO COMPLETE
In the event the Contractor shall fail, neglect, or refuse to perform any and all services under this Contract,
Oakland Schools may perform or hire another contractor for such duties under the Contract and charge the
Contractor, or deduct the difference in cost from subsequent payments. In addition, Oakland Schools reserves
the right to “contract out” for failed services and charge the Contractor for the services rendered.
24. ASSIGNMENT OF CONTRACT
The Contractor shall not assign, transfer, or dispose of the Contract or any part thereof without the written
consent of Oakland Schools.
25. GENERAL INDEMNIFICATION AND HOLD HARMLESS:
Contractor agrees to indemnify, defend and hold harmless Oakland Schools, its Board of Education, in their
official and individual capacities, employees, agents, contractors, successors and assignees, from and against
any and all costs, expenses, damages, and liabilities, including reasonable attorney’s fees, arising out of the:
(i) negligent act or willful misconduct of the Contractor, its officers, directors, employees, successors,
assignees, contractors and agents; (ii) any breach of the terms of this Contract by Contractor; or (iii) any
breach of any representation or warranty by Contractor under this Contract. Oakland Schools agrees to notify
Contractor by certified mail, return receipt requested, immediately upon actual knowledge of any claim, suit,
action, or proceeding for which it may be entitled to indemnification under this Contract.
26. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor warrants that its performance of the Services under this Contract does not infringe on or violate
any copyright patent, trade secret or other property interest of a third party. The Contractor shall obtain
written permission to use any materials, documents, writing, publications, software, recording or procedure,
whether in written, video, audio or other media format, attributed to another (whether copyrighted or not) and
proof of such written permission shall be submitted to Oakland Schools with the work product of another
proposed to be used by the Contractor. Contractor agrees to indemnify, defend and hold harmless Oakland
Schools, its Board of Education, in their official and individual capacities, employees, agents, contractors,
successors and assignees, from and against any and all liabilities, damages, costs and expenses, including
reasonable attorney fees, incurred in connection with any claim or suit brought against Oakland Schools
arising from any claims of violation of any copyright, patent or trade secret by any third party resulting from
Contractor’s or Oakland Schools’ use of any equipment, software, technology, documentation and/or any
other materials, documents, writing, publications, software, recording or procedure, whether in written, video,
audio or other media format provided by Contractor under this Contract; provided that Contractor is notified
in writing within thirty (30) days from the date the District knew of such claim. Oakland Schools retains the
right to offset against any amounts owed Contractor hereunder or any such monies expended by Oakland
Schools in defending itself against such claims.
27. MICHIGAN RIGHT TO KNOW/HAZARDOUS MATERIAL LAW
It is the Contractor's responsibility to comply with the Michigan Right to Know/ Hazardous Material Law.
All cleaning material containers shall be properly labeled. The Contractor is to provide Oakland Schools with
the following information:
a.
b.
Material Safety Data Sheets (MSDS) on all chemicals your company provides and uses in an Oakland
Schools building.
An inventory of the types of chemicals used, their purpose, and their location in the building.
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28. PRODUCT ACCEPTANCE
Oakland Schools reserves the right to require a final acceptance test by its own agents or consultants to ensure
that each product provided functions as specified in the bid document. All equipment will remain the property
and responsibility of the Contractor(s) until acceptance. Only at that time will Oakland Schools assume
responsibility for the possession of the equipment or any part thereof. The warranty period shall start upon
product acceptance.
When installation/implementation has been completed, the successful bidder shall clean up all debris and
rubbish resulting from his work from time to time as required or as directed. Upon completion of the
installation/ implementation, the premises shall be left in a neat, unobstructed condition.
29. GOVERNING LAW
This Contract has been executed in the state of Michigan and shall be governed by and construed under the
laws of the state of Michigan. In the event of any legal action to enforce or interpret this Contract, the sole
and exclusive venue shall be a court of the competent jurisdiction in Oakland County, Michigan.
30. CONFLICT OF INTEREST
Oakland Schools will not enter into a contract to furnish materials or services to Oakland Schools
where a board member, administrator, building administrator, or employee involved in the contracting process
has a substantial interest in the proposed contract except as provided in s380.634(5) of the Revised School
Code. A “substantial conflict of interest” means a conflict of interest on the part of an intermediate school
board member or intermediate school district administrator in respect to a contract with the intermediate
school district that is of such substance as to induce action on his or her part to promote the contract for his or
her own benefit. Disclosure of all such interests shall be made. Every contract entered into by Oakland
Schools shall contain a provision to the effect that if subsequent to entering into the contract an Oakland
Schools Board member, administrator, building administrator or employee involved in the contracting process
shall develop a substantial interest in the contract, Oakland Schools shall have the right to terminate the
contract without further liability if the disqualification has not been removed within thirty (30) days after
Oakland Schools provides notice of the disqualifying interest.
31. MICHIGAN SCHOOL SAFETY LEGISLATION
The Contractor understands this Agreement is subject to 2006 PA 680and as such the Contractor, its
employees and subcontractors of any degree, shall present themselves for fingerprinting upon execution of
this Agreement so that Oakland Schools is able to request from the Criminal Records Division of the
Department of State Police (1) a criminal history check and (2) a criminal records check through the Federal
Bureau of Investigation and receive from the Department of State Police reports concerning the same. The
Contractor shall pay the cost of each criminal check performed related to this Agreement. Neither the
Contractor nor subcontractor thereof of any degree shall assign any individual, and Oakland Schools shall not
allow any individual, to regularly and continuously work under contract in any of its schools or in the schools
of a constituent district that is being served by the Contractor pursuant to this Agreement if the reports on an
individual's criminal history or criminal records check have not been received or if those checks would
disclose or do disclose that individual has been convicted of a "listed offense" as that term is defined in
Section 2 of the Sex Offenders Registration Act, 1994 PA 295, as amended, or which disclose that individual
has been convicted of a felony other than a "listed offense" unless the Superintendent and the Board of
Oakland Schools each specifically approve of the work assignment in writing.
Any personnel of the Contractor or of the subcontractors thereof of any degree that have been charged with
any of the referenced crimes referenced in 2006 PA 680 shall immediately report that circumstance to
Oakland Schools superintendent and shall not be permitted to work in any of the Districts schools or schools
of the constituent districts served pursuant to this Contract during the pendency of the prosecution associated
with such charge(s). Oakland Schools reserves the right to refuse Contractor's assignment of any individual,
agent or employee of the Contractor or subcontracted personnel of any degree to render services under this
Contract where the criminal history of that individual (including any pending charges) indicate, in Oakland
School’s judgment, unfitness to perform services under this Contract. Violation of the above by the
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Contractor or a subcontractor thereof shall be a basis for immediate termination of this Contract. The
Contractor shall require language similar to the above in all of its agreements and/or contracts with its
consultants, subcontractors, suppliers and materialmen of any degree.
In addition to this contract clause, the Contractor shall be obligated to undertake every necessary effort to
assist Oakland Schools in complying with statutorily required criminal checks and reporting requirements
concerning any employees in its employ and subcontractors of any degree. To the extent applicable law
related to criminal checks and reporting requirements is amended, Contractor agrees that it shall fully abide
by, comply with and assist Oakland Schools with its compliance with such amendments. To that end the
parties shall meet and negotiate any changes necessary to bring this contractual provision into compliance
with such anticipated future amendments.
32. CONTRACTOR EMPLOYEE PLACEMENT
If the contract is determined to be subject to Michigan School Safety Legislation (see #27 above), the
Contractor shall supply the Contracting Officer a list of all individuals assigned to each building and their
assigned areas of responsibility and this list shall be updated as individuals are hired or terminated.
33. ENTIRE AGREEMENT
This Contract constitutes the entire agreement between the District and the Contractor, and it supersedes any
prior communications, representations, or agreements of any kind. This contract may not be modified except
in writing signed by both parties.
34. MODIFICATIONS
The Contract may be modified in accordance with the following procedures. In the event that all parties to the
Contract agree that such changes would be of a minor and nonmaterial nature, such changes may be effected
by a written statement which describes the situation and signed, prior to the effectiveness, by all parties. In
the event that the changes are determined by either or all parties to the Contract to be of a major or complex
nature, then the change shall be by formal amendment of the Contract signed by the parties and made a
permanent part of the Contract.
35. IRAN ECONOMIC SANCTIONS ACT
Public Act 517 of 2012, commonly known as the "Iran Economic Sanctions Act" (the "Act"). The
Act provides that beginning April 1, 2013; an "Iran Linked Business" is not eligible to submit a bid
on a request for proposal with a "public entity" (Oakland Schools). The Act also requires that a
person that submits a proposal in response to a Oakland Schools request for proposal shall certify to
the public entity that it is not an Iran Linked Business. This requirement applies to all requests for
proposals issued by Oakland Schools, and not just to construction projects.
The Act defines an Iran Linked Business as:
a. 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;
b. 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.
If the Oakland Schools determines, using credible information available to the public, that a person
or entity has submitted a false certification, Oakland Schools shall provide written notice to the
person or entity of its determination and of its intent not to enter into or renew the contract. The
notice shall include information on how to contest the determination. The notice shall also specify
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that the individual or entity may become eligible for future contracts with the public entity if the
activities that caused it to be an Iran Linked Business are ceased.
SECTION IV: SPECIAL TERMS & CONDITIONS
SELECT THE APPROPRIATE TERMS FOR THE IFB, IF ANY AND NUMBER. DELETE TERMS THAT DO NOT APPLY.
1. CONTRACT EXTENSION OPTION (Joblink max 3 year contract term)
a. The District may extend the term of this contract by written notice to the Contractor within _____ [insert
the period of time within which the Contracting Officer may exercise the option]; provided, that the
District gives the Contractor a preliminary written notice of its intent to extend at least ___ days [60 days
unless a different number of days is inserted] before the contract expires. The preliminary notice does not
commit the District to an extension.
b. If the District exercises this option, the extended contract shall be considered to include this option
clause.
c. The total duration of this contract, including the exercise of any options under this clause, shall not
exceed _________ (months) (years).
2. WARRANTY
Bidder shall provide written warranty that includes a minimum of____ years for equipment, parts and labor.
3. CONTRACT EXTENSION
If awarded, this bid including pricing, specifications and terms & conditions shall be extended to all public,
private and public school academies in Oakland County for the term of the Contract.
4. EXAMINATION OF SITE
The bidder shall visit the site to fully inform themselves of the existing conditions and materials and labor
required to complete the project. The bidder shall be solely responsible for the accuracy of all measurements
and for estimating the material quantities required to satisfy the specifications. No additional compensation
will be allowed to complete the work due to the bidder’s failure to acquaint themselves with the existing
conditions.
5. PREVAILING WAGE
Pursuant to Section 2 of Act 166 of the Public Acts of 1965 as amended and to comply with the Davis-Bacon
Act (40 USC 276a et seq.), the Contractor shall provide rates of wages and fringe benefits to be paid by the
contractor to each class of construction mechanics is defined by said act and all of its (his/her) subcontractors
shall not be less than the wage and fringe benefit rates prevailing in the locality in which the work is to be
performed, as determined by the United States Secretary of Labor in accordance with Subchapter IV of
Chapter 31 of Title 40 of the United States Code, such express term shall be in form satisfactory to the
Owner. Each contractor or subcontractor shall be required to submit certified weekly payrolls or other
documentation to Oakland Schools, at no additional charge, on a monthly basis (or other frequencies
requested by Oakland Schools) to ensure compliance with this provision.
6. DOCUMENTATION FOLLOWING AWARD
Within ten (10) days after receiving formal notification, the successful Bidder(s) will be required to furnish
the following:
a.
Insurance Certificates: As required by the General Terms and Conditions of this RFP.
b. Performance Bond, if applicable.
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c.
Labor & Material Bond, if applicable.
If the Bidder refuses or fails to submit the insurance certificates within the ten (10) day period, Oakland
Schools will consider the Bidder to have abandoned all rights and interest in the Contract award.
Consequently, the bid bond may be declared forfeited to the School District and the work may be awarded to
another Contractor.
7. WAIVER OF LIEN
Waiver of lien for major materials suppliers shall accompany each payment request after the first payment
request to conform and acknowledge disbursement of the payments. Waivers of lien shall be properly
completed and shall list the cumulative amounts of payments received by the date of the waiver. All bids will
be itemized. No additional payments will be issued without the properly completed waivers of lien.
8. RETAINAGE
Ten percent (10%) of total contract award will be retained until all damage issues have been resolved to the
satisfaction of Oakland Schools. The balance due, minus adjustments, will be paid, at that time to the
Contractor.
9. ADDITIONAL WORK
The Base Bid includes all overtime charges, if required, to complete the specified project work. It is
understood that, if additional work is required and approved by the Owner’s representative, the Contractor
will provide a detailed, actual cost breakdown for quantities of material and required labor, (hours and rates)
to complete the work. The additional work shall be based on the hourly rates stated in the bid.
10. OWNER TECHNICAL REPRESENTATIVE
Once the Contract has been awarded, the Oakland Schools Technical Representatives (COTR), assigned and
responsible for working with the contractor:
INSERT NAME
INSERT PERSON’S POSITION TITLE
11. RULES, REGULATIONS, POLICY AND PROCEDURES (For rental contracts)
The District may from time to time establish reasonable rules, regulations, policy and procedures as it may
deem necessary and proper for the management and control of public property, and may also from time to
time change such rules at the District’s discretion. This rental contract shall be in all respects subject to such
rules and Contractor shall obey the rules. Breach of established rules shall constitute a default and is grounds
for termination.
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SECTION V: SPECIFICATIONS
TO BE UPDATED AS APPROPRIATE AND SPECIFIC TO THE IFB
NOTE: THIS CAN ALSO SERVE AS THE PRICING SHEET
1.
OVERVIEW
(General description of what is being furnished, delivered, installed, training, warranty, maintenance for
multi-years? Include things such as: Items to be shipped to specific locations? Pricing to be multi-year?
Other?)
2.
IFB REQUIREMENTS
(Adjust as appropriate and delete the rest; An Excel spreadsheet can also be used if required. Be sure to
include quantities, full description, “or equal”, “yes or no” boxes for Contractor to utilize for compliance
determination. Also, bidders should provide the manufacturer and manf. number they are bidding.)
Pricing shall include all shipping and delivery costs. Product information and/or specification sheets shall
be submitted with your bid.
A:
B:
C:
D:
3.
EVALUATION CRITERIA
Oakland Schools will award to the most responsive and responsible Contractor who best meets the
following criteria:
a.
b.
c.
d.
e.
f.
Conformance of proposed to meet specifications.
Overall qualifications of Bidder.
Capacity to perform.
Overall understanding of and responsiveness to the requirements.
Cost
Other pertinent information that Oakland Schools determines to be necessary for evaluation.
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SECTION VI: BIDDER QUESTIONS & SUBMITTALS
1.
BIDDER QUESTIONS
BIDDER’S SHALL PROVIDE A WRITTEN RESPONSE TO EACH QUESTION AND SUBMIT AS
PART OF THE BID. Failure to respond to this section will deem that bidder to be “non-responsive”.
(Questions, if any, will not be as in depth as will be found in Request for Proposals since bids will not be
rated and awarded on “best value”.)
a.
b.
c.
d.
2.
BID SUBMITTALS:
The following designated forms and other information shall be submitted in the following order with your
bid:
a.
Bid Bond
b.
Section VII: Notarized Bid Disclosure Statement – Familial Relationship
c.
Pricing – Indicate if pricing to be submitted via Mitn.info or in a separate envelope labeled
“Pricing Bid” and delivered to Oakland Schools
d.
Section V: Certification
e.
Section VI: Iran Economic Sanctions
f.
Attachment A – Exception to Bid Form
g.
Contractor Information Form
h.
Completed W-9 Form
i.
Warranty information
j.
Maintenance agreements
k.
License agreements
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SECTION VII: CERTIFICATION
Invitation for Bid: ENTER HERE
Contractor hereby certifies the following by checking yes or no by each item.
Yes
No
1.
That the Contractor has carefully examined the instructions and specifications and will furnish
this material/product with such specifications for the price set forth in this bid.
□
□
2.
All conditions noted in the bid are understood and acknowledged.
□
□
3. Contractor’s terms as specified are true and correct.
□
□
4.
That the Contractor has carefully checked the enclosed figures and understands that they shall
be responsible for any error or omission in the bid offer.
□
□
5. Respondents shall attest in writing that they have sought answers to any questions they may have
regarding the form or substance of this IFB, and that they waived any right to protest the selection
process up to the point of selection of firms to be interviewed.
□
□
6. This bid contains the entire understanding of the parties and supersedes all prior understandings,
agreements, or representations by or between the parties, whether oral or written, which in any
way relate to the subject matter of this agreement.
□
□
7.
Execution of this contract constitutes a representation by the Contractor that to the best of the
Contractor’s knowledge no conflict of interest exists between the District representatives and
the Contractor or its employees and agents.
□
□
8.
This bid is made without any previous understanding or agreement with any other person, firm or
corporation submitting a bid for the same purpose and in all respects is fair and without collusion
or fraud. The bidder certifies that it has not divulged, discussed or compared its bid with other
bidders and has not colluded with any other bidder or parties to a bid whatsoever.
□
□
As an awarded contract, the above bidder agrees to provide the scope of work in this Invitation for Bid, including
all terms and conditions, special provisions, specifications, addenda, questions and corresponding answers, and the
bid as set forth in these Contract Documents. The parties intend for this to constitute the final and complete
agreement between Oakland Schools and the Contractor.
________________________________________
Name (Print)
Title
______________________________
Signature
____________
Date
ACCEPTANCE OF BID: (To be completed by the contracting officer AFTER Board approval)
This bid for contracting supplies, materials or equipment is hereby selected and has been approved by the Board of
Education at date indicated below. As an awarded Contractor, your firm is bound to sell the supplies, materials or
equipment listed on the attached bid based upon the IFB, including all terms, conditions, specifications, and
addenda as set forth in the Invitation For Bid. The parties intend this award to constitute the final and complete
agreement between the Oakland Schools and Contractor, and no other agreements, oral or otherwise, regarding the
subject matter of this agreement, shall bind any of the parties hereto.
________________________________________
Name (Print)
Title
______________________________
Signature
____________
Date
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Board of Education Approval: _______________
Purchase Order No: ______________
SECTION VIII: NOTARIZED FAMILIAL DISCLOSURE STATEMENT
(Return completed and notarized form with bid)
Pursuant to MCL 380.1267, 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 Oakland Schools Board or the Oakland
Schools Superintendent shall be accompanied with the bid. Bids without this disclosure statement will not be
accepted. The members of the Oakland Schools Board are: Barbara DeMarco, George Ehlert, Marc Katz,
Theresa Rich, and Connie Williams, and the Oakland Schools’ Superintendent is Vickie L. Markavitch.
The following are the familial relationship(s):
Owner/Employee Name
Related to:
Relationship_________
1. _______________________ ________________________
___________________________
2. _______________________ ________________________
___________________________
3. _______________________ ________________________
___________________________
4. _______________________ ________________________
___________________________
5. _______________________ ________________________ ___________________________
Attach additional pages if necessary to disclose all familial relationships.
□ There is no familial relationship that exists between the owner or any employee of the bidder
and any member of the Oakland Schools Board, or the Oakland Schools Superintendent.
The undersigned, the owner or authorized representative of bidder (insert name) _________________________
does hereby
Represent and warrant that the disclosure statements herein contained are true.
_______________________________
Print Name
_______________________________
Title
_______________________________
Signature of Bidder Representative
STATE OF MICHIGAN
)
) ss
COUNTY OF ______________)
This instrument was acknowledged before me on the _____ day of _________________, _______,
by ______________________________________________.
________________________________________
Notary Public
_________________County, Michigan
My commission expires: ____/____/____
Acting in the County of: _____________
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SECTION IX: EXCEPTION TO BID FORM
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SECTION X: CONTRACTOR INFORMATION FORM
A. Company Name:
Address:
City:
State/Zip:
Phone:____________________Fax:_______________Website:_______________________________
Contact Name: __________________________________ Contact Title: _______________________
Contact Phone:__________________________________
Contact Email:_______________________
B. Business Structure: Corporation ( ) Partnership ( ) Sole Proprietor ( )
C. Number of years in business as the company named above
D. Largest single contract this company has held $
With whom?__________________
E. Annual gross sales for last four (4) years:
2010_____________
2009
2008
2007
F. Acknowledgement of addenda #1______ ______ #2______ ______ #3______ ______
Date
Initials
Date
Initials
Date
Initials
G. Geographical area of operations for your firm
____________________
H. Provide business name, contact and telephone numbers of three (3) customers that have purchased products
and/or services from your company in the past year, preferably school districts or intermediate school
districts.
Business________________________Contact:___________________________Telephone____________
Business________________________Contact:___________________________Telephone____________
Business________________________Contact:___________________________Telephone____________
Supplier Authorization
The undersigned certifies that the proposal submitted meets or exceeds, all the specifications, that all conditions noted here
are acknowledged, and the firm prices and terms are specified by the bidder are true and accurate.
_________________________________
Signature of Contractor
_________________________________
Print Name & Title
______________________________________
Legal Name of the Firm
______________________________________
Date
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SECTION VI: IRAN ECONOMIC SANCTIONS
CERTIFICATION OF COMPLIANCE - IRAN ECONOMIC SANCTIONS ACT
Michigan Public Act No. 517 of 2012
The undersigned, the owner or authorized officer of the below-named contractor (the “Contractor”), pursuant to
the compliance certification requirement provided in the Oakland Schools' (the “School District”) Invitation For
Bid, hereby certifies, represents and warrants that the Contractor (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 Contractor is awarded a contract as a result of the aforementioned
IFB, the Contractor will not become an “Iran linked business” at any time during the course of performing any
services under the contract.
The Contractor 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 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 an Invitation For Bid for three (3) years from the date it is determined
that the person has submitted the false certification.
Name of Company
Signature of Authorized Representative
Name of Authorized Representative
Title of Authorized Representative
Date
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INVITATION FOR BID SPECIFICATIONS
CURBSIDE RECYCLING COLLECTION CONTAINERS
SCOPE OF WORK:
St. Louis County is soliciting bids for the purchase of recycling containers and the
delivery of the containers to Saint Louis County (County) Unincorporated Area residents
as part of the Minimum Services Waste Hauling Program. The total estimated number
of containers for the initial rollout is 105,000 in the sizes listed in these specifications
Distribution of the containers will consist of assembly of the containers and initial
delivery to individual residences. In the first 30 days after delivery, residents will be
allowed to change the size of the container initially requested or ask that the container
be removed. This capability will be referred to as adjustments in these specifications.
In-mold labeling for scannable barcodes must be a provided for asset management and
tracking. Contractor will be required to establish and maintain an MS Excel database for this
function. This database will become the property of St. Louis County.
All bidders shall provide complete descriptive data and specifications, including a
statement of warranty, for containers being bid.
GENERAL SPECIFICATIONS
#1
Item:
Volume:
Quantity:
Outside Dimensions:
Wall Thickness & Plastic:
Recycled Content:
Color:
Nesting:
Barcode Label
Lid:
Hot Stamp:
Wheel Kit:
Two-wheeled plastic container
35 Gallons (within 1-3 gallons)
Approximately 10,000 in initial year of contract
Height 37in.-38in., Width 19in.-23in., Depth 22in.-23in.
0.145 walls and 0.152 base min.; high density polyethylene
30% recycled content with 20% post consumer; minimum
Black
6:1 minimum
In-mold type label and scannable to be used in creation of
an MS Excel database
Hinged with secure fit, requires no special closure devices
Saint Louis County Logos in white on opposing sides of
container; verbiage only on the lid
8-10 in. dia. with steel axels
#2
Item:
Volume:
Quantity:
Outside Dimensions:
Wall Thickness & Plastic:
Recycled Content:
Color:
Nesting:
Two-wheeled plastic container
65 Gallons (within 1-3 gallons)
Approximately 95,000 in initial year of contract
Height 42in.-43in., Width 23in.-26in., Depth 27in.-29in
0.175 walls and 0.200 base min.; high density polyethylene
30% recycled content with 20%post consumer; minimum
Black
6:1 minimum
Barcode Label:
Lid:
Hot Stamp:
Wheels:
In-mold type label and scannable; to be used in creation of a
MS Excel database
Hinged with secure fit, requires no special closure devices
Saint Louis County Logos in white on opposing sides of
container; verbiage only on the lid.
8-10 in. dia. with steel axels
ADDITIONAL SPECIFICATIONS
The following specifications are required unless otherwise noted:
1. Logos are the Saint Louis County Health Department logo and “Reduce, Reuse, Recycle…
Naturally!” logos. The logos will be provided by the Health Department. Samples of both
logos are attached. Lid will not include any logo, just text.
2. Containers must be able to be “nested” with other containers for simple, low space
requirement storage. Bids must indicate if nesting is with or without wheels attached and
fully assembled.
3. Bid price must include the following:
a.
Unit cost and total cost for each container specified.
b.
Hot Stamp or Silk Screen unit costs and total costs.
c.
Set-up costs associated with hot stamps or silk-screens.
d.
Delivery costs per unit and total for the contract.
4. The successful bidder will be required to deliver containers directly to residents within Saint
Louis County unincorporated areas in accordance with the following roll-out schedule:
For delivery on or before January 31, 2008:
31,000 each of the 65-gallon containers
2,000 each of the 35-gallon containers
For delivery on or before February 29, 2008:
32,000 each of the 65-gallon containers
4,000 each of the 35-gallon containers
For delivery on or before March 31, 2008:
32,000 each of the 65-gallon containers
4,000 each of the 35-gallon containers
The County Department of Health, Environmental Protection Division, will coordinate the
delivery of the containers. Contractor will be provided a database of residents to whom
containers should be delivered. The addresses will be arranged in tight geographic parcels
beginning with the basic “District” (Map A-1). The database will be then sorted by zip code
and street to best assure efficient delivery.
The vendor will arrange for all staging, transportation and labor needed to deliver
carts to each residential property on the County provided list. Containers are to be
delivered to residences and left at the curb.
Containers are to be scanned by a barcode reader at each residence to create an MS
Excel database that will include information, by address, with the size and number code of
the cart. A printed copy of the database must be provided to the County at the end of the
distribution process.
5. Contractor will be responsible for making adjustments in response to resident requests to
have carts exchanged or returned after the initial container delivery. Residents will be
allowed thirty (30) days from delivery to request exchanges or returns of the container.
Exchange or pick up of the container must be completed within one week of notice from the
hauler to the recycling container contractor. For the purpose of estimating costs associated
with this bid use an exchange-return rate of 15% of the 105,000 carts scheduled for
delivery.
The County will provide the contractor, on a daily basis, a list of those residents that want
their container to be exchanged or returned. The contractor will be required to make the
exchange within two weeks of receiving the list from the County.
6. All bids must be submitted using the County’s Bid Form.
WARRANTY
The minimum acceptable warranty shall be for parts and labor for a one-year period
after acceptance of product by the County. During the warranty period, contractor will
repair or replace, at no cost, all merchandise that fails due to defective materials or
damaged during delivery. Copy of warranty is to accompany bidder.
ORDER PROCEDURE
Orders will be released as required against the contract by personnel of the Health
Department, Solid Waste Management Program or designee. Invoice will be sent
directly to the Health Department for payment.
No written confirming order will be issued. Orders will be placed via email or fax.
Personnel authorized to place orders will contact the vendor, cite the Contract number
and place the order.
INVOICE PROCEDURE
All invoices resulting from this contract are to be mailed to:
Saint Louis County Health Department
Solid Waste Management Program
111 S. Meramec, 2nd Floor
Clayton, MO 63105
CONTRACT TERM
The contract term will be for one (1) year.
CONTRACT AWARD
Award will be made to one total low bidder.
EXPLANATION TO BIDDERS
Any explanation desired by a Bidder regarding the meaning or interpretation of the
Invitation for Bid, specifications, etc., must be requested in writing and received by the
COUNTY Director of Purchasing at least five (5) calendar days before bid opening date
to allow time for a reply to reach Bidders before the submission of their bids. Questions
can be faxed to 314-615-0197.
Absolutely no oral explanation or instructions given before the award of the contract will
be binding. Any information given to a prospective Bidder concerning these instructions
will be furnished to all prospective Bidders from the Purchasing Division as an
Addendum to the Invitation for Bid if such information is necessary to Bidders in
submitting bids on the Invitation for Bid or if lack of such information would be prejudicial
to uninformed Bidders. Any bidders requesting any explanation regarding any meaning
or interpretation of the Invitation for Bid must include all questions in one written
request. St. Louis County reserves the right to disregard any further written requests
after the first written request is received from a Bidder.
INSURANCE
The successful bidder shall carry insurance as outlined in the attached Insurance
Specifications. The Director of Procurement, PRIOR to commencement of any work,
MUST receive a Certificate of Insurance.
BID FORM
CURBSIDE RECYCLING COLLECTION CONTAINERS
QTY.
BID ITEM
PER UNIT
10,000 ea
35-gallon Recycling Carts
95,000 ea
65-gallon Recycling Carts
Total Bid
TOTAL
$
SECTION IV: SPECIFICATIONS
1.
OVERVIEW
Oakland Schools is seeking Bids for Waste Removal & Recycling from qualified bidders in
accordance to this Invitation for Bid.
2.
SCOPE OF WORK
The Contractor shall have the responsibility to collect, haul and dispose of all waste and recyclables between 6:00
a.m. and 6:00 p.m. These items will be collected in properly identified trucks. (“Properly identified trucks” means
the name, address, and phone number of the Contractor.) All these services, vehicles, equipment, and collected
materials, as described below, are to comply with Michigan Solid Waste Laws and local City and County
regulations.
The solid waste and recycling collections service shall conform to the following specifications or better. The
building, location, container size, location, frequency and pick up day are listed below:
3.
Building
OTC-NE
OTC-NE
OTC –
NW
OTC-SE
OTC-SW
Oakland
Schools
Summit
North
Michigan
Works!
Job Link
WASTE CONTAINER SERVICE AND LOCATIONS
Size of
Containers
Quantity
of
Containers
6-YARD
2
1065 Arlene,
Pontiac, MI 48340
6-YARD
1
8211 Big Lake Rd
Clarkston, MI
48346
6-YARD
10-YARD
2
1
Monday,
Wednesday,
Friday
5055 Delemere
Ave
Royal Oak, MI
48346
30 YARD
1
On Call
1000 Beck Rd
Wixom, MI 48393
8 YARD
2
Tuesday,
Thursday
8 YARD
1
MTWTF
1-8 yard in loading dock area
8 YARD
1
Tuesday and
Friday
Back of Building by loading dock
6 YARD
1
Tuesday and
Friday
North end of parking lot
Location
1371 N. Perry,
Pontiac, MI 48340
2111 Pontiac Lake
Rd
Waterford, MI
48328
2214 Mall Drive
East
Waterford, MI
48328
1850 N Perry
Pontiac, MI 48340
Weekly Pickup
Days/On Call
Tuesday and
Friday
Friday
Page 16
Location of Container
Courtyard Area
In fenced in area in front of
Construction Trades
1-6 yard in SE Delivery Area
1-6 yard in Collision Repair Area
1-10 yard Construction Area
(Average= on call = 3 times per year)
1-Construction Area (Average= 8 - 10
times per year)
Includes mostly construction debris
1-8 yard in Transportation Area
1-8 yard in Receiving Area
4.
RECYCLING CONTAINER SERVICE AND LOCATIONS
Building
Oakland
Schools
OTC-NE
OTC-NW
OTC-SE
OTC-SW
Location
2111 Pontiac Lake
Rd
Waterford, MI
48328
1371 N. Perry
Pontiac, MI 48340
8211 Big Lake Rd
Clarkston, MI
48346
5055 Delemere Ave
Royal Oak, MI
48346
1000 Beck Rd
Wixom, MI 48393
Size of
Containers
Quantity of
Containers
8 YARD
1
3 YARD
1
3 YARD
1
Weekly Pickup
Days/ On Call
Tuesday, Friday
Friday, every other
week
Friday, every other
week
Location of Container
1-8 yard in loading dock area
for paper and cardboard
Next to Pole Building
Collision Courtyard
3 YARD
1
Friday, every other
week
Fenced in Area
3 YARD
1
Friday, every other
week
Shipping & Receiving Area
Contract term - Service – Service start dates for each building begin July 1, 2014.
4.
Contractor is responsible for the pick-up and disposal of all non-hazardous waste generated by Oakland
Schools based on specifications. Oakland Schools reserves the right to increase and decrease frequency
based on Oakland School’s sole discretion. Changes to the schedule will be provided in writing at least
five (5) days prior to the requested change.
10. Containers Contractor is to furnish the necessary new or newly refurbished waste and recycling containers
compatible with their collection vehicles, if applicable. The containers for collection of solid waste and
recyclables must be non-leakable containers with tops or coverings to guard against spillage, and shall conceal
said contents from view. Containers shall be properly labeled based on waste or recycling purposes.
11. Collection of solid waste and recycling shall be defined as follows:
a.
Solid Waste: All semi-solid and solid waste derived from and during the procurement, storage,
processing, cooking, and consumption of food materials of animal, vegetable or synthetic origin which
are intended for and are used by Oakland Schools. Solid waste shall not include household hazardous
waste such as wet paint, pesticides, tires, auto batteries, and combustibles of all kinds.
b. Recyclables:
x
x
x
x
x
x
x
Newspaper, including inserts (remove plastic sleeve)
Magazines, catalogues and telephone books
Brown paper bags
Office, computer, and notebook paper
Junk mail and envelopes
Paperback books (does not include hard cover books)
Cardboard (no waxed cardboard)
Page 17
12. Audit - The contractor shall conduct Waste stream audits to help identify potential savings opportunities such
as frequency reductions or container size adjustments
.
13. Holiday Schedule - No collections shall be required on the six annual legal holidays (New Year’s Day,
Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day, New Year’s Eve. Each
pick-up day of the holiday week after the holiday will be serviced one day late. The Contractor shall provide
to Oakland Schools a list of the Contractor’s recognized holidays. Should a holiday cause a non-collection
day for a building, Oakland Schools will not be charged for the non-collection day without any penalties to or
from either party.
14. Collection Times - No collection shall be made before 6:00 a.m. or after 6:00 p.m., except by express
authorization of the Building Supervisor/ Facility Manager. No collections shall be made on Saturdays and
Sundays, unless requested by Facilities. Collection schedules shall be agreed upon in advance and any
collection attempts not scheduled shall not be invoiced to Oakland Schools.
15. Site Cleanliness - In the collection of solid waste and recyclables, the Contractor and its employees shall not
place the same upon or suffer the same to be placed, or scattered upon Oakland Schools’ property and upon
collection leave the premises in a neat and clean condition. Contractor will not be allowed to transfer solid
waste or recyclables truck to truck on Oakland Schools’ property. In addition, the Contractor will not be
allowed to store containers of any kind on Oakland Schools’ property. If an unsightly or unsanitary condition
results from an action of the Contractor, the Contractor shall respond within four (4) hours of receipt to the
satisfaction of the Oakland Schools.
16. Complaint Resolution – The contractor shall resolve all complaints within 24 business hours after receiving
them and report resolution to the Facility Manager.
17. There will be no scavenging by the contractor or any authorized Contractor personnel.
18. Laws - The Contractor will be required to obtain all licenses and permits and comply with all Municipality
Code of Ordinances to the extent that they are not inconsistent with the provisions of the Contract and
Specifications. The Contractor shall at all times comply with all ordinances and regulations of Oakland
County, and any rules and regulations issued by the State of Michigan.
19. Emergency or Failure - In the event of an emergency or failure by the Contractor to be able to adequately
perform waste or recycling collection services, the Contractor shall immediately contact the affected Building
Supervisor or Facility Manager of Oakland Schools.
20. Purchasing Card payments – If Oakland Schools chooses to pay via the purchasing card (p-card), no
surcharges/fees/additional charges of any nature shall be charged beyond the base price by Contractor or its
approved sub-contractors. This includes but is not limited to fuel surcharges, administrative and
environmental fees.
PENALTIES, FINES, FEES, and SURCHARGES
1.
In the event waste or recycling containers have not been emptied per the established schedule, notice will
be given to empty said containers and contractor must comply within 24 hours of given notice.
Contractor shall pay as liquidated damages in the amount of One Hundred Dollars ($100) per day for
failure to comply with the provisions of this service contract.
2.
Should the Contractor fail to service any of Oakland Schools locations on a timely basis, the Contractor
shall forfeit payment for services not performed unless remedied to the satisfaction of Oakland Schools.
Forfeited payment will be based on weekly or monthly charge divided by services per week or month,
whichever applies.
Page 18
CITY OF GLENDALE
MATERIALS MANAGEMENT
REQUEST FOR PROPOSAL
SOLICITATION NUMBER:
RFP 07-07
DESCRIPTION:
Digital Archive Writer
OFFER DUE DATE AND TIME:
February 26, 2007 AT 2:00 P.M. LOCAL TIME
Offers for the materials or services specified will be received by the City of Glendale, Materials
Management at the below specified location until the time and date cited. Offers received by the
correct time and date will be opened and the name of each offeror will be publicly read.
Offer Opening and Submittal Location:
City of Glendale
Attn: Materials Management
6829 North 58th Drive, Suite 202
Glendale, Arizona 85301-2599
Offers must be in the actual possession of Materials Management on or prior to the time and
date, and at the location indicated above. Late offers will not be considered. Offers must be
submitted in a sealed envelope with the Solicitation Number and the offeror's name and address
clearly indicated on the envelope. See Paragraph 2.2 for additional instructions for
preparing an offer.
OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE
SOLICITATION.
For questions regarding
General Terms and Conditions contact:
Brian Guzzi, C.P.M.
Materials Management
(623) 930-2863
[email protected]
For questions regarding
Scope or Specifications contact:
Eleanor Addison
Records Supervisor
(623) 930-3259
[email protected]
1
TABLE OF CONTENTS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
SECTION
PAGES
Notice
Table of Contents
1
2
1.0
SPECIFICATIONS
3
2.0
TERMS AND CONDITIONS
9
3.0
OFFER SHEET
13
4.0
PRICE SHEET
14
5.0
COMPLY SPECIFICATIONS
16
2
SECTION ONE
SPECIFICATIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
1.0
SCOPE
1.1
It is the intent of the City of Glendale to request proposals to establish a contract for the
purchase of one Digital Archive Writer, interface software to existing applications,
maintenance and supplies, with bid alternates.
1.2
The resulting agreement shall provide for the order, delivery, and placement of the
equipment as well as training of personnel on the new equipment and a warranty to cover
parts and labor for the hardware and software. Purchase is to be a “turn key” operation.
Offeror shall guarantee that their offer and proposed solution shall successfully interface
with the City’s current equipment and network environment. The proposed equipment
and pricing shall be all inclusive. If any additional hardware or software is required
beyond what is proposed in the offer to the City, it shall be provided to the City at no
additional cost.
1.3
The agreement will include options to provide blanket discounts for related supplies.
1.4
Amendments, supplements and/or revisions will be effective upon receipt and approval
of notice to the Department of Materials Management.
2.0
SPECIFICATIONS
2.1
CURRENT SYSTEM SETUP





2.2
2.1.1 The Records Department currently uses the following hardware and software
applications:
Application Xtender Version 4.51.05/WebXtender Version 5.2
VersaImage Software Database Version 6.1.187 upgraded to VersaIMAGE GOLD
Cardiff TeleFORM scanning software Version 8.2 (8223); update to V 10 scheduled
Canon DR 9080C scanner
Intel Pentium 4 CPU with Windows XP 2002 Professional with Service Pack 2
DESIRED ADDITIONAL FUNCTIONS
2.2.1
System to automatically index into VersaImage Software in addition to marking
scanned image in ApplicationXtender.
2.2.2 Automatically add roll and frame number to address.
3
SECTION ONE
SPECIFICATIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
2.3
DIGITAL ARCHIVE WRITER – EQUIVALENT TO KODAK i9610
Shall be capable of the following functions:
2.3.1 Accept TIFF image files JPEG, Group III or Group IV compressed and TIFF
uncompressed.
2.3.2 Scale images automatically for 20:1 to 99:1 reduction to readily match image
application format requirements.
2.3.3 Accept mixed image sizes.
2.3.4 Provide image marks and frame annotation (image address).
2.3.5
Scanned image indexing to be carried through to the microfilmed image and to
VersaImage database.
2.3.6
Writer speeds as follows:
- At 24:1 reduction in comic mode at approximate 95 images per minute.
- At 40:1 reduction in cine duplex mode at approximately 200 images per minute.
2.3.7
Write in single and dual frame formats.
2.3.8
Write images in positive or negative polarity. (Image marks shall be in negative
polarity).
2.3.9
Write to one roll or two rolls of film concurrently (two cassettes needed for two
concurrent rolls).
2.3.10 Accept up to two cassettes concurrently.
2.3.11 Accept an unlimited number of different cassettes (e.g. different cassettes possibly
representing different applications or jobs).
2.3.12 Capable of adding image mark coding to film, up to three levels. (To support
rapid automated retrieval.)
2.3.13 Must be NEW. No used or re-manufactured equipment.
2.3.14 Must be network ready, without purchase of additional hardware or software not
included in bid. Software necessary to interface with WebXtender and/or
VersaImage must be included with this bid package.
2.3.15 Must have drivers installed that will interface with MS Windows 2000 and
Windows XP.
2.4
CASSETTES
Shall provide the following:
2.4.1 Shall retain image address of the last image written (unless the cassette door is
opened).
2.4.2 Shall be removable from the Writer and maintain the archive media/microfilm in
a light-tight condition.
2.4.3 User re-loadable.
2.4.4 Shall accept ANSI/AIIM standard 16 mm archive media/microfilm supply reels
and media.
4
SECTION ONE
SPECIFICATIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
2.5
WRITER SOFTWARE
Shall provide the following functions:
2.5.1 Operable on a workstation with the following characteristics:
2.5.1.1 Windows XP 2002 Professional with Service Pack 2 or older model
Windows NT 2000 Service Pack 4.
2.5.1.2 3.0 GHz, Pentium 4 Processor
2.5.1.3 1.0 Gigabyte of Memory
2.5.1.4 80 GB SATA. 3.0Gb and 8 MB Data Burst Cache Hard Drive
2.5.1.5 24X CDRW/DVD Combo, Slimline with Cyberlink PowerDVD (CD ROM
Drive)
2.5.1.6 Flat Panel, 17 Inch Viewable Image Monitor, standard keyboard and mouse
2.5.1.7 Int Broadcom Gigabit NIC 800 FSB, Network Adapter
2.5.1.8 Upgradeable to compatible next generation technology
2.5.2 Graphical user interface.
2.5.3 Integration with the existing capture/scanning application.
2.5.4 Initiating and terminating any writing session.
2.5.5 Capability of interrupting any writing session.
2.5.6 Allow user to select the following parameters for image writing and formatting on
Microfilm:
2.5.6.1
Image Polarity
2.5.6.2
Image Mark Level
2.5.6.3
Image Roll Frame Inclusion
2.5.6.4
Image Reduction Ratio Equivalent
2.5.6.5
Roll Number Identification
2.5.6.6
Starting Image Address
2.5.6.7
Writing header/trailer pages with user comments
2.5.7 Capability to write the roll and frame number to the scanned image.
2.5.8 Capability to update existing database with indexing information.
2.5.9 Capability to address missing pages and amended documents.
2.5.10 Create a log to indicate any errors encountered.
2.5.11 Provide status to the user of the image file being written: % completed, last image
written.
2.5.12 Indicate film supply remaining for each cassette.
2.5.13 Provide log on the jobs completed.
2.6
SOFTWARE
All software will be non-proprietary and capable of multiple upgrades.
5
SECTION ONE
SPECIFICATIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
2.7
ARCHIVE MEDIA
Shall provide the following:
2.7.1 Available on standard AIIM/ANSI archive media/microfilm supply spools in the
following:
 16 mm x 215 ft rolls at 2.5 mil Nominal thickness OR
 16 mm x 100 ft rolls at 5.0 mil Nominal thickness
2.7.2 Processed using AIIM/ANSI standard conventional archive media/microfilm
processing.
2.7.3 High-resolution formulation optimizing the quality of images electronically
written by the exposure device of the Writer.
2.7.4 Process-surviving anti-static backing.
2.7.5 Provide Material Safety Data Sheet (MSDS).
2.7.6 Must comply with all Arizona State Library and Archives requirements for media.
2.8
MAINTENANCE REQUIREMENTS
2.8.1 Supplier shall be capable of providing Manufacturer on-site maintenance for
contracted equipment during warranty coverage.
2.8.2 Supplier shall be capable of providing on-site service agreement for post-warranty
coverage.
2.8.3 Supplier shall be capable of providing telephone support during regular business
hours.
2.9
TRAINING
2.9.1 The successful contractor shall provide a minimum of (8) eight hours of on-site
training to completely train City personnel in the use and care of the equipment.
2.9.2 Training will be scheduled with vendor at user’s discretion.
2.10 DELIVERY
2.10.1 Delivery is required F.O.B. Destination.
2.10.2 Contractor shall have the equipment in place 30 calendar days from the date the
contract is awarded.
2.11
INSTALLATION
The Contractor’s price shall include delivery, installation and setup in complete
operating condition. Testing of equipment and successful performance will be done
in the presence of Clerk staff to be considered a complete installation. See Section
2.12 for acceptance condition.
6
SECTION ONE
SPECIFICATIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
2.12
ACCEPTANCE
Once the Archive Writer has been delivered, the City shall have a reasonable
opportunity to inspect it. Upon delivery, installation, and training, the City shall
perform its acceptance testing and inspection of the Product, after which time the
Archive Writer shall be deemed accepted unless the City notifies the Vendor of any
performance issues.
2.13
WARRANTY
The minimum warranty period shall be twelve (12) months for both parts and labor.
Warranty repair and/or replacement will be performed at no additional charge to the City
of Glendale. All warranty periods shall begin upon acceptance by the City. In addition,
the City is requesting pricing for additional warranty coverage terms. See Section 3.11.
2.14
BRAND NAME
The City of Glendale reserves the right to request samples to determine quality and
acceptability of products bid. In some cases, brands have been listed to define the quality
of products desired and are not intended to be restrictive or limit competition. Products
substantially equivalent to those designated shall qualify for consideration.
2.15
PRODUCT DISCONTINUANCE (Supplies)
In the event that a manufacturer discontinues a product and/or model, the City may allow
the successful Contractor to provide a substitute for the discontinued item or may cancel
the Contract. If the Contractor requests permission to substitute a new product or model,
it shall provide the following to the City:
2.15.1 Documentation from the manufacturer that the product or model has been
discontinued.
2.15.2 Documentation that names the replacement product or model.
2.15.3 Documentation that provides clear and convincing evidence that the replacement
meets or exceeds all Specifications required by the original Request for Proposal.
2.15.4 Documentation that provides clear and convincing evidence that the replacement
will be compatible with all the functions or uses of the discontinued product or
model.
2.15.5 Documentation confirming that the price for the replacement is the same as or less
than the discontinued product or model.
NOTE: Product discontinuance applies only to those items specifically listed on any
resultant contract. This will not apply to catalog items not specifically listed on any
resultant contract.
7
SECTION ONE
SPECIFICATIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
2.16
MAINTENANCE
Upon expiration of the warranty, maintenance shall begin. Contractor shall provide
pricing to cover all labor, parts, and equipment and any other services required to
maintain the Digital Archive Writer.
2.17 OPERATING MANUALS
Upon delivery, Contractor shall provide two (2) sets of comprehensive operational
manuals, service manuals, and schematic diagrams, if required by the City.
Documentation may be in the form of manuals or on CD.
2.18
TECHNICAL AND DESCRIPTIVE SALES LITERATURE
Contractor shall provide copies of its sales literature and brochures, and copies of any
manufacturer’s technical and descriptive literature regarding the material it proposes to
provide. Literature shall include sufficient detail to allow full and fair evaluation of the
offer submitted, and must be included with the bid. Failure to include this information
may result in the bid being rejected.
2.19 ADDITIONAL PRICING
Contractors are strongly encouraged to offer additional pricing for related
items/products/components or other consumables, which are not specifically addressed as
line items in the Request for Proposal. Pricing offered should be noted on the pricing
pages of the Contractor response in the format requested.
Two (2) sets of
catalogs/pricing documents shall accompany any additional pricing offered.
8
SECTION TWO
TERMS AND CONDITIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
3.0
SPECIAL TERMS AND CONDITIONS
3.1
INCORPORATION BY REFERENCE
All responses shall incorporate by reference the Scope/Specifications, Terms and
Conditions, General Instructions and Conditions, and any attachments. The "General
Instructions and Conditions" (Revision #1) applicable to this solicitation are posted on
the Internet. They are available for review and download at the City of Glendale's,
Materials Management Internet home page, www.glendaleaz.com/purchasing. Offerors
are advised to review all provisions of the General Instructions and Conditions for this
solicitation.
3.2
RETURN OF OFFER
Two (2) CD-ROM’s containing the entire solicitation, contractor’s response to
solicitation (Offer) and an originally signed “Offer Sheet” (Section 3.0). With
exception to the signed Offer Sheet, Comply Sheets, Price Sheet, Technical and
Descriptive Sales Literature and Catalogs/Pricing documents, no Paper documents will
be accepted. Response to the solicitation shall be in MS Word, Excel, PowerPoint
and/or PDF format. Offers submitted in a format (paper or electronic) different than
specified herein, may be rejected at the discretion of the City. If the offeror does not
have this capability, companies such as Kinko’s or Alphagraphics can provide this
service at a nominal charge.
Submittal of the CD-ROM by the offeror in response to this solicitation shall be
construed as the offeror’s intent to be bound by any resultant contract.
3.3
PREPARATION OF BID PACKAGE
Only the following items shall be completed and returned. Failure to include all the items
may result in an offer being rejected. Offer packages shall be submitted in the following
order:
3.3.1 OFFER SHEET, Section Three
3.3.2 PRICE SHEETS, Section Four
3.3.2 SPECIFICATIONS, Information requested in Section Two
3.3.3 REFERENCES, Section 3.14
3.3.4 PRICING, Section 3.8 and 2.19
3.3.5 SALES LITERATURE, Section 2.18
3.3.6 COMPLIANCE LIST, Section Five
3.4
ALTERNATE OFFERS/EXCEPTIONS
Offers submitted as alternates, or on the basis of exceptions to specific conditions of
purchase and/or required specifications, must be submitted as an attachment referencing
the specific paragraph number(s) and adequately defining the alternate or exception
9
SECTION TWO
TERMS AND CONDITIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
submitted. Detailed product brochures and/or technical literature, suitable for evaluation,
must be submitted with the bid and may be in electronic format.
If no exceptions are taken, City will expect and require complete compliance with all the
specifications and all Conditions of Purchase.
3.5
EVALUATION CRITERIA
The criteria are listed in order of relative importance.
3.5.1 Compliance with specifications or acceptable alternates 30%
3.5.2 Ability to provide training, parts, service, and support 30%
3.5.3 Pricing 20%
3.5.4 Ability to comply with the requested delivery time 20%
3.6
EVALUATION PANEL
An evaluation panel will evaluate submittals. Award shall be made to the responsive,
responsible offeror whose proposal is determined to be the most advantageous to the
City.
3.7
PANEL CONTACT
Proposer shall have no exclusive meetings, conversations or communications with an
individual evaluation panel member on any aspect of the RFP, after submittal.
3.8
PRICING
All prices quoted shall be firm and fixed for the specific contract period.
3.9
FOB POINT
Prices quoted shall be FOB destination to: City of Glendale, City Clerk Records, 5850
W. Glendale Avenue, Glendale, AZ, 85301.
3.10
TERM OF MAINTENANCE AGREEMENT
The term of the maintenance agreement shall be effective upon expiration of the warranty
and shall continue for one year.
3.11
OPTION TO EXTEND
The City may, at its option and with the approval of the Contractor, extend the period of
this Contract up to a maximum of five (5) additional years in one (1) year increments.
The Contractor shall be notified in writing by the Materials Management Department of
the City’s intention to extend the contract period at least thirty (30) days prior to the
expiration of the original contract period.
10
SECTION TWO
TERMS AND CONDITIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
3.12
INSURANCE
The successful proposer shall maintain, during the period of the contract or agreement,
such public liability and property damage insurance, both general and automotive
liability, as shall protect him and any subcontractor performing work under the contract
from all claims for bodily injury, including accidental death, as well as for property
damage arising from operations under the contract or agreement whether such operations
be by himself or by any sub-contractor or by anyone directly or indirectly employed by
either of them. The insurance company issuing the policy required above shall have a
"BB" Financial rating, or better, in the current edition of Standard & Poors Insurance
Guide and be authorized by the State of Arizona, Department of Insurance to transact
business within the State. The certificate and policy shall name the City of Glendale as
an additional insured and shall be primary coverage for the activity of the contractor.
Insurance carrier shall notify the Materials Manager in writing of contractor's default in
the insurance premiums prior to any cancellation of the insurance and shall accept from
the City, if the City so elects payment of the insurance premium to maintain the insurance
coverage in full force and effect. The City reserves the right to terminate any contract or
agreement if the contractor fails to maintain such insurance coverage.
Contractor must provide certification of insurance compliance within 10 calendar days
after notification of award. Certification must include: name and address of insurance
company, policy number, liability coverage amounts and a statement the policy will not
be canceled or failed to be renewed without thirty (30) days written notice to the City.
Certification to be submitted to: Materials Management, 6829 North 58th Drive, Suite
202, Glendale, Arizona 85301-2599.
3.13
WORKER’S COMPENSATION
Contractor shall be in full compliance with the provisions of the Arizona Worker’s
Compensation Law (Title 23, Chapter 6, Arizona Revised Statutes) as amended, and all
rules and regulations of the Industrial Commission of Arizona made in pursuance thereof.
Contractor shall secure payment of compensation to employees by insuring the payment
of such compensation with the State Compensation Fund or any insurance company
authorized by the Insurance Department of Arizona to transact business in the State of
Arizona.
Contractor further agrees that he shall require any and all sub-contractors performing
work under the agreement to comply with said Worker’s Compensation Law. It is
expressly understood and agreed that all persons employed directly or indirectly by the
Contractor, or any of his sub-contractors, shall be considered the employees of such
Contractor, or his sub-contractor(s), and not the employees of the City of Glendale.
11
SECTION TWO
TERMS AND CONDITIONS
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
3.14
REFERENCES
Provide with the offer, three (3) letters of reference from companies for whom the
contractor has provided similar products and/or services in the last twelve months. Also
include company name, address, phone number, contact person, a description of the
products/services provided with a description of any major variation to the requirements
of this RFP. At least two (2) of the letters should contain information on the customer
service and technical support provided by the contractor.
3.15
NOTICE OF INTENT TO AWARD
Information about the recommended award for this solicitation will be posted on the
Internet. The information will be available for review on the City of Glendale’s
Materials Management Internet home page www.glendaleaz.com/purchasing
immediately after the City has completed its evaluation process of the offers received. If
you have any questions, or would like further information about an intended award,
contact the buyer immediately. Any protest must be submitted to the Materials Manager
no later than seven (7) calendar days from the date of posting on the Internet.
3.16
COOPERATIVE USE OF CONTRACT
This agreement may be extended for use by other governmental agencies and political
subdivisions of the State including all members of SAVE (Strategic Alliance for Volume
Expenditures). Any such usage by other entities must be in accord with the ordinances,
charter, rules and regulations of the respective entity and the approval of the Contractor
and City.
For a list of SAVE members click on the following link:
http://www.maricopa.gov/materials/SAVE/SAVE-members.PDF
12
SECTION THREE
OFFER SHEET
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
NOTE: In addition to completing this Section electronically and including it in the CDROM submittal, a printed version with original signature shall be submitted with CDROM at the time of Offer due date and time.
3.1
OFFER Proposer certifies that they have read, understand, and will fully and faithfully
comply with this solicitation, its attachments and any referenced documents. Proposer also
certifies that the prices offered were independently developed without consultation with any of
the other proposers or potential proposers.
____________________________________ _________________________________________
Authorized Signature
Company's Legal Name
____________________________________ _________________________________________
Printed Name
Address
____________________________________ _________________________________________
Title
City, State & Zip Code
____________________________________ _________________________________________
Telephone Number
FAX Number
____________________________________ ________________________________________
Authorized Signature E-mail Address
Company E-mail Address
For questions regarding this offer: (If different from above)
_____________________________
Contact Name
__________________
Phone Number
________________
Fax Number
Email Address
FEDERAL TAXPAYER ID NUMBER:
_________________________________________
Arizona Sales Tax No. ______________________________
Tax Rate _______________
Proposer certifies it is a: Proprietorship ____ Partnership ____ Corporation ____
Minority or woman owned business: Yes _____ No _____
13
SECTION FOUR
PRICE SHEET
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
4.1
PRICE
Item #1
Digital Archive Writer, including delivery, installation and setup $_________________
Make and Model
_____________________________
Item #2 (Alternate/Optional)
Intel Pentium 4 CPU with Windows XP
2002 Professional with Service Pack 2
$ ________________
Item #3
Additional hardware necessary for stand alone workstation
Make and Model
_________________________
$ ________________
Item #4
Interface software required as part of the installation
Name: ______________________________________
Name: ______________________________________
4.2
$ ________________
Item #5
Archive Writer Cassette(s)
$_________________
Item #6
Minimum 8 hours on-site training
$_________________
Item #7
Annual Maintenance Agreement upon expiration of warranty
$_________________
(if applicable) Sales Tax
$
TOTAL
$
______
________
PROCUREMENT CARD ORDERING CAPABILITY
Please check appropriate box.
_____ YES, I will accept payment under this contract with the Procurement Card.
_____ NO, I will not accept payment under this contract with the Procurement Card.
14
SECTION FOUR
PRICE SHEET
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
4.3
DELIVERY
Contractor states that all items will be delivered _______________ calendar days after
receipt of order.
4.4
DISCOUNT/PAYMENT TERMS
________________________________________
4.5
MAINTENANCE AND TECHNICAL SUPPORT SERVICE
Primary Contact (Name):
Primary Contact Phone Numbers:
Office:
Cell:
Secondary Contact Phone Numbers: Office:
Cell:
Secondary Contact (Name):
15
SECTION FIVE
COMPLIANCE CHECKLIST
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
OFFER: Mark each item that complies exactly with the bid request as yes. Any item that
does not meet specifications exactly as stated, please mark as no, and explain on attached sheet.
Please list each item number and a thorough explanation. Costs for alternates will be assumed to
be included in the bid-pricing sheet, unless otherwise stated.
Comply
Yes
No
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
Bid Items:
DIGITAL ARCHIVE WRITER
Accept TIFF image files JBIG, Group III or Group IV compressed and TIFF
uncompressed.
Scale images automatically for 20:1 to 99:1 reduction to readily match image
application format requirements.
Accept mixed image sizes.
Provide image marks and frame annotation (image address).
Scanned image indexing to be carried through to the microfilmed image and
to VersaCar database.
Writer speeds as follows:
-At 24:1 reduction in comic mode at approximate 95 images per minute.
-At 40:1 reduction in cine duplex mode at approximately 200 images per
minute
Write in single and dual frame formats.
Write images in positive or negative polarity. (Image marks shall be in
negative polarity).
Write to one roll or two rolls of film concurrently (two cassettes needed for
two concurrent rolls).
Accept up to two cassettes concurrently.
Accept an unlimited number of different cassettes (e.g. different cassettes
possibly representing different applications or jobs).
16
SECTION FIVE
COMPLIANCE CHECKLIST
CITY OF GLENDALE
Materials Management
Solicitation Number: RFP 07-07
Digital Archive Writer
Comply
Yes
No
Bid Items:
DIGITAL ARCHIVE WRITER
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
_____ _____
____ _____
_____ _____
____ ______
_____ _____
Capable of adding image mark coding to film, up to three levels. (To support
rapid automated retrieval.)
Must be NEW. No used or re-manufactured equipment.
Must be network ready, without purchase of additional hardware or software
not included in bid. Software necessary to interface with WebXtender and/or
VersaImage must be included with this bid package.
Must have drivers installed that will interface with MS Windows 2000 and
Windows XP.
CASSETTES
Shall retain image address of the last image written (unless the cassette door is
opened).
Shall be removable from the Writer and maintain the archive media/microfilm
in a light-tight condition.
User re-loadable.
Shall accept ANSI/AIIM standard 16 mm archive media/microfilm supply
reels and media.
WRITER SOFTWARE
Operable on a workstation with the following characteristics:
Windows XP 2002 Professional with Service Pack 2 or older model Windows
NT 2000 Service Pack 4.
3.0 GHz, Pentium 4 Processor
1.0 Gigabyte of Memory
80 GB SATA. 3.0Gb and 8 MB Data Burst Cache Hard Drive
17
Enter Bidder Name Here
Components
A. Curriculum
Requirements
Insert name of curriculum bid here
Curriculum designed to meet the training and education requirements for
testing in all certification areas above.
Instructional delivery must include online courseware for the above
certification areas with delivery accessible to learners from a standard web
browser.
Online instructional media utilizes text, graphics, photo, and/or animations to
enforce learning and understanding.
Regular system updates for software
System requirements:
Cost per Campus
Comply?
Management system is accessible online through a standard web browser.
Online system will manage curriculum/course information/options – will list
and defined course/units/modules with the ability to assign individual
-
0
$
-
0
$
-
0
$
-
0
$
-
0
$
$
$
$
$
$
$
$
-
$
-
 Yes  No
 Yes  No
 Yes  No
 Yes  No
Online system will manage student’s information – maintain a listing of
students (active and not active).
 Yes  No
 Yes  No
 Yes  No
 Yes  No
 Yes  No
 Yes  No
 Yes  No
Insert name of Equipment bid here
D. Equipment
$
 Yes  No
Online system will manage Instructors information – maintain a listing of
staff with the ability to link staff to students, classes/courses, and curriculum.
Assessments – online system will include:
*test item bank
*the ability to build tests for the test item bank
*the ability to add instructor developed test items to the test item bank
Scores/Grades:
*ability to auto score student assessments
*report scores to student file
*provide classroom and building-wide reports on student achievement
Extended Price
 Yes  No
Insert name of Assessment system bid here
C. Assessment
Unit Price
 Yes  No
Insert name of Management System bid here
B. Management System
Quantity
Recommended
0
Students per Station:
Digital Home Technology Integration training station(s) to include:
 Yes  No
*audio video system setup and installation
 Yes  No
*home networking
 Yes  No
*home security
 Yes  No
*residential telephone network
 Yes  No
*power service
 Yes  No
*remote controls
 Yes  No
*integration of any other home device/system
In addition to the online instructional courseware/media, please list and provide the unit cost for any of the following:
Attach a sheet to list all of the items.
E. Additional
a. Telephone Support Service 24 hours, 7 days per week
b. Ability to service equipment/hardware within 48 hours.
Location servicing from: ___________________________
c.
d.
e.
f.
g.
h.
i.
j.
F. Total Cost
G. Internship Opportunities
 Yes  No
 Yes  No
 Yes  No
0
Associated instructor guides
 Yes  No
0
PowerPoint presentations
 Yes  No
0
Videos
 Yes  No
0
Consumable material sets (Provide recommended list and pricing per student)
 Yes  No
Textbooks, workbooks, resource guides
0
 Yes  No
Related tool sets
0
 Yes  No
Available teacher training programs
0
Indicate any additional charges that might apply under an awarded contract. Provide a description and price for each below
and total to the right:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________
(A + B + C + D + E (a - j))
Corporate internship and/or work-based training program for certified students. Provide details of program offered:
(Voluntary Alternate)
Bidder _______________________________________________
$
-
SECTION VII: CERTIFICATION
Invitation for Bid: ENTER HERE
Contractor hereby certifies the following by checking yes or no by each item.
Yes
No
1.
That the Contractor has carefully examined the instructions and specifications and will furnish
this material/product with such specifications for the price set forth in this bid.
□
□
2.
All conditions noted in the bid are understood and acknowledged.
□
□
3. Contractor’s terms as specified are true and correct.
□
□
4.
That the Contractor has carefully checked the enclosed figures and understands that they shall
be responsible for any error or omission in the bid offer.
□
□
5. Respondents shall attest in writing that they have sought answers to any questions they may have
regarding the form or substance of this IFB, and that they waived any right to protest the selection
process up to the point of selection of firms to be interviewed.
□
□
6. This bid contains the entire understanding of the parties and supersedes all prior understandings,
agreements, or representations by or between the parties, whether oral or written, which in any
way relate to the subject matter of this agreement.
□
□
7.
Execution of this contract constitutes a representation by the Contractor that to the best of the
Contractor’s knowledge no conflict of interest exists between the District representatives and
the Contractor or its employees and agents.
□
□
8.
This bid is made without any previous understanding or agreement with any other person, firm or
corporation submitting a bid for the same purpose and in all respects is fair and without collusion
or fraud. The bidder certifies that it has not divulged, discussed or compared its bid with other
bidders and has not colluded with any other bidder or parties to a bid whatsoever.
□
□
As an awarded contract, the above bidder agrees to provide the scope of work in this Invitation for Bid, including
all terms and conditions, special provisions, specifications, addenda, questions and corresponding answers, and the
bid as set forth in these Contract Documents. The parties intend for this to constitute the final and complete
agreement between Oakland Schools and the Contractor.
________________________________________
Name (Print)
Title
______________________________
Signature
____________
Date
ACCEPTANCE OF BID: (To be completed by the contracting officer AFTER Board approval)
This bid for contracting supplies, materials or equipment is hereby selected and has been approved by the Board of
Education at date indicated below. As an awarded Contractor, your firm is bound to sell the supplies, materials or
equipment listed on the attached bid based upon the IFB, including all terms, conditions, specifications, and
addenda as set forth in the Invitation For Bid. The parties intend this award to constitute the final and complete
agreement between the Oakland Schools and Contractor, and no other agreements, oral or otherwise, regarding the
subject matter of this agreement, shall bind any of the parties hereto.
________________________________________
Name (Print)
Title
______________________________
Signature
____________
Date
C:\Users\brunettek\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\J9BWE984\IFB Template (revised
032714).doc
Page 19
PRE-BID MEETING SIGN-IN SHEET
Project:
Meeting Date:
Facilitator:
Place/Room:
Name
Page 1 of 1
Company
Phone
E-Mail
SOLICITATION NAME AND IFB #
Pre-bid Meeting Minutes – DATE
Vendors Present: (OPTIONAL or ATTACH SIGN IN SHEET)
LIST
LIST
CONTRACTING OFFICER NAME highlighted the following in the IFB document:
1.
2.
3.
4.
5.
6.
7.
8.
All proposals are due on DATE no later than TIME, EST and shall be delivered
(INCLUDE CORRECT INSTRUCTIONS – ONLINE OR PHYSICALLY DELIVERED).
LATE PROPOSALS WILL NOT BE ACCEPTED.
One original and NUMBER paper copies shall be submitted along with electronic copies
provided on six CD’s. (IF APPLICABLE)
All questions shall be submitted via email to [email protected] . Answers will be
shared with all bidders on the website; it is the bidder’s responsibility to access.
During this procurement process there shall be no communication with anyone except
CONTRACTING OFFICER NAME.
The contract term shall begin DATE.
A bid bond in the amount of 5% of the total price shall be submitted with the proposals.
(IF APPLICABLE)
The IFB schedule was reviewed.
The Bid Submission requirements were reviewed. (IF APPLICABLE)
Question and Answers:



QUESTION? ANSWER
QUESTION? ANSWER
QUESTION? ANSWER
BID OPENING SIGN-IN SHEET
Project:
Meeting Date:
Facilitator:
Place/Room:
Name
Page 1 of 1
Company
Phone
E-Mail
CONFLICT OF INTEREST DISCLOSURE FORM
I, ____________________________________, am disclosing that a substantial conflict of interest
□ may exist
□ does not exist
between myself and __________________________________ .
(Company/Contractor)
Substantial conflict of interest may be defined as (Check all boxes that apply):
A contract between the district and:
‰
A professional limited liability company if a board member, administrator, building administrator or
employee involved in the contracting process, or family member is a member of the company.
‰
A firm, partnership, or other unincorporated association in which a board member, administrator,
building administrator or employee involved in the contracting process, or family member is a partner,
member or employee.
‰
A corporation or firm that has a debt owed to a board member, administrator, building administrator or
employee involved in the contracting process, or family member.
‰
A company where a board member, administrator, building administrator or employee involved in the
contracting process or a member of their immediate family was previously employed by the company
in the past fifteen (15) years.
A corporation in which a board member, administrator, building administrator or employee
involved in the contracting process or family member is:
‰
A stockholder owning 1% or more of the total stock outstanding in any class if the stock is not
listed on a stock exchange;
‰
A stockholder owning stock with a present market value of $25,000 or more if the stock is listed
on the stock exchange;
‰
A director, officer, or employee of the company.
A corporation in which a trust under which a board member, administrator, building administrator
or employee involved in the contracting process or family member is:
‰
‰
A beneficiary if the trust owns 1% or more of the total stock if the stock is not listed on the stock
exchange;
‰
A beneficiary if the trust owns stock with a present market value of $25,000 or more if the stock is
listed on the stock exchange.
Other:
________________________________________________________________
________________________________________________________________
Explanation:
________________________________________________________________
________________________________________________________________
Signature/Title:_________________________________________________ Date:___________
Project/Bid:____________________________________________________________________
For Procurement & Contracting Only:
Conflict of Interest exists? ___ Yes ___ No
Comments: ____________________________
Contracting Officer Signature/Date: _____________________________________________________
BID SUMMARY
District Logo
Here
DUE DATE:
PROJECT NAME:
BID NUMBER: IFB # 2014-XX NAME OF BID
company 1
Bid Bond?
company 2
TIME:
Number of Bidders
XX Notified of IFB
XX Downloaded IFB documents
XX Bids received
company 3
Yes or No
Yes or No
Yes or No
Familial Disclosure Form? Yes or No
Yes or No
Yes or No
Iran Sanctions Form?
Yes or No
Yes or No
Yes or No
Item Meet Specifications? Yes or No
Yes or No
Yes or No
Base Bid
$
-
$
-
$
-
Alternate 1
$
-
$
-
$
-
Alternate 2
$
-
$
-
$
-
Total:
$
-
$
-
$
-
Ranked (low to high):
C:\Users\brunettek\Desktop\.OPC Files Feb 2013\Bid Templates\BidSummaryTemplate
Prepared by :
POST BID REVIEW FORM
Bid Package: ___________________
Date/Time: _______________
Attendees:
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
1.
2.
3.
4.
5.
6.
7.
8.
Base Bid $__________________
Include Addenda No.: _________
Include Pre-Bid Minutes?
___ Yes ___ No ___ None
Include Pre-Bid Clarifications?
___ Yes ___ No ___ None
Alternates?
___ Yes ___ No ___ None
Voluntary Alternates?
___ Yes ___ No ___ None
Unit Prices Provided?
___ Yes ___ No ___ None
Union Labor?
___ Yes ___ No ___ None
Comments concerning labor availability, labor contract expirations, etc.?
______________________________________________________________
______________________________________________________________
9. Sales Tax Included?
___ Yes ___ No ___ None
10. Warranty Included?
___ Yes ___ No ___ None
11. Permits Included?
___ Yes ___ No ___ None
12. Clean-up Included?
___ Yes ___ No ___ None
13. Temporary protection measures required? ___ Yes ___ No ___ None
14. Bond Included?
___ Yes ___ No ___ None
a. Name of Bonding Company: _____________________________
b. Licensed to do business in state of Michigan? ___ Yes ___ No
15. Has Contractor visited the site?
___ Yes ___ No ___ None
16. Does Bid contain any qualifications or exclusions to the scope of work?
___ Yes ___ No ___ None
17. Were there any exceptions to the terms and conditions noted in the bid?
___ Yes ___ No ___ None
18. Has Contractor reviewed the insurance coverage and limits and can they
obtain the specified limits?
___ Yes ___ No ___ None
19. Does Contractor understand the schedule start and completion dates,
and are all costs included to meet them? ___ Yes ___ No ___ None
20. Time required for material/equipment deliver:
______________________________________________________________
21. Time required for installation:
______________________________________________________________
22. Does the bid account for all overtime and shift time necessary to
complete work and meet the schedule?
___ Yes ___ No ___ None
23. Contractors proposed field organization:
______________________________________________________________
24. Contractors site requirements (i.e., site trailer, parking, staging area,
etc.):
______________________________________________________________
______________________________________________________________
25. Proposed major subcontractors:
______________________________________________________________
26. Does the contractor have an understanding of Owner facilities, utilities,
power, storage, etc.?
___ Yes ___ No ___ None
27. Does Contractor have a safety plan?
28. Name of Safety Representative: __________________________________
29. Does the Contractor have documented procedures for process control,
including: drawings, submittals, inspections/surveillance and training?
___ Yes ___ No ___ None
30. What measures are used for inspection/surveillance of daily activities?
______________________________________________________________
31. How does Contractor ensure employees have been trained appropriately
for the job they are doing?
______________________________________________________________
______________________________________________________________
32. Remarks or comments:
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
NOTE: This post-bid review meeting is in no way intended to indicate award of contract
Contractor: _______________________
Owner: Oakland Schools
.
Signed:
_______________________
Signed: ________________________
Date:
_______________________
Date:
________________________
VENDOR NAME
SOLICITATION NAME Reference Checks
Contracting Officer: Review questions and update as appropriate per solicitation
Reference: District/company, contact, number
1. Who was their lead contact?
2. What types of services did they provide for you?
3. How long ago did you work with them?
4. Were you satisfied with their performance?
5. Are there any areas of performance that you think they could have improved on?
6. Would you hire them again?
Reference: District/company, contact, number
1. Who was their lead contact?
2. What types of services did they provide for you?
3. How long ago did you work with them?
4. Were you satisfied with their performance?
5. Are there any areas of performance that you think they could have improved on?
6. Would you hire them again?
Reference: District/company, contact, number
1. Who was their lead contact?
2. What types of services did they provide for you?
3. How long ago did you work with them?
4. Were you satisfied with their performance?
5. Are there any areas of performance that you think they could have improved on?
6. Would you hire them again?
Cindy Leemon
Executive Manager of Purchasing & Budgets
(Date)
(Contact Person)
(Company Name)
(Street Address)
(City, State, Zip code)
Dear (Mr./Ms) (last name of contact person):
Subject: (Title of Bid – (Bid No.)
The Bloomfield Hills Board of Education at their meeting held (Board Meeting date), accepted your bid
in the amount of (dollar amount of Bid awarded). In accordance with the specifications, this bid includes
furnishing all (this should state the conditions stated in the first paragraph of the ad/or proposal) at
(school/dept) for the Bloomfield Hills Schools.
This letter is your authority to proceed with the planning necessary to complete the project. Work
should not commence until you have provided the school district with the necessary insurance certificate, performance bond and labor and materials payment bond. Bid job number and Bloomfield Hills Schools as additional insured with respect to General Liability must be noted on the
insurance certificate. Insurance certificates and bonds shall be sent to the attention of Cindy Leemon,
Purchasing & Budgets, Business Office, Bloomfield Hills Schools, P.O. Box 2027, Bloomfield Hills,
Michigan 48303-2027.
Thank you for your continued interest. If you have any further questions, please feel free to contact Purchasing & Budgets at 248.341.5455.
Sincerely,
Cindy Leemon
Executive Manager of Purchasing and Budgets
(your initials here)
c: (Maintenance person responsible for project)
(responsible administrator)
7273 Wing Lake Road • Bloomfield Hills, Michigan 48301 • 248.341.5455 • www.bloomfield.org
OFFICE OF PROCUREMENT CONTRACTING
DEPARTMENTAL METRICS
PROCUREMENT & CONTRACTING
FY2012
FY2011
FY2010
FY2009
FY2008
FY2007
OPC Department FTE
5.00 5.00 5.00 5.00 5.00 4.00
Total Formal Solicitations Conducted ‐ Fiscal Year
35 35 32 58 58 60
Invitations for Bids (IFB) 20
21 17 27 18 26
Requests for Proposals (RFP) 15
14 15 31 40 34
Documents Processed (Quantity) ‐ Fiscal Year
2,487
3,743
1,497 1,522
2,053 2,067
Purchase Orders
694 736 1,098 1,152 1,635 2,623
Standard Contracts* (CT)
697 ‐ ‐ ‐ ‐ ‐
Vendor Contracts* (SC)
106 786
955 915 852 1,120
*Starting in FY12, OPC began to track OS standard versus vendor contracts
Documents Processed ($ Amount) ‐ Fiscal Year
$ 72,564,054 $ 70,960,959 $ 130,406,383 $ 43,841,988 $ 83,827,944 $ 131,497,326
Purchase Orders
$ 55,896,817 $ 55,898,469 $ 110,056,863 $ 28,587,527 $ 67,063,706 $ 104,163,445
Standard Contracts* (CT)
$ 9,534,529 ‐ ‐ ‐ ‐ ‐
Vendor Contracts* (SC)
$ 7,132,708 $ 15,062,491 $ 20,349,520 $ 15,254,461 $ 16,764,237 $ 27,333,881
*Starting in FY12, OPC began to track OS standard versus vendor contracts
OPC Cost Savings ‐ Fiscal Year
$ 1,328,675
Cost Avoidance
$ 1,152,148
Negotiated Savings
$ 122,251
MITN Savings (Eliminate 1%)
$ 54,276
P‐Card Processing (change to Calendar year????)
FY2012
FY2011
FY2010
FY2009
FY2008
FY2007
Number of Transactions
8,143 8,949 7,611 10,007 8,260 6,666
Amount Processed
$ 2,575,206 $ 2,993,009 $ 2,503,052 $ 3,675,070 $ 2,619,638 $ 1,565,223
Ave/Transaction
$ 316 $ 334 $ 329 $ 367 $ 317 $ 235
Rebate (Based on Spend from December to December)
$ 22,377 $ 21,271
P‐Card Audits ‐ Fiscal Year
Number of Audits Conducted
2012
139
Number of Staff with Infractions
52
Number of Infractions Noted
91
C:\Users\brunettek\Desktop\.OPC Files Feb 2013\OPC Dashboard 3‐8‐2013
RICK SNYDER
GOVERNOR
STATE OF MICHIGAN
DEPARTMENT OF EDUCATION
LANSING
MICHAEL P. FLANAGAN
STATE SUPERINTENDENT
FOOD SERVICE
ADMINISTRATIVE POLICY NO. 6
SCHOOL YEAR 2013-2014
SUBJECT:
Guidance on Procurement Procedures for United States Department
of Agriculture (USDA) Child Nutrition Programs
DATE:
September 23, 2013
Replaces Previous Version of
Administrative Policy No. 6
School Year 2012-2013
As a result of recent United States Department of Agriculture (USDA) memoranda and
recent legislation passed in Michigan, procurement procedures have been modified. The
purpose of this memorandum is to (1) describe the required threshold for the purchase of
food, services, and/or supplies (non-food items) used in USDA Child Nutrition Programs
and funded by a non-profit food service account, and (2) provide specific guidelines and
procurement methods (formal and informal) applicable to all participants in the Child
Nutrition Programs (CNP) for the purchase of food, services, and/or supplies.
FOOD and/or SERVICES
Non-public school and non-school institution1 participants in the CNP are required to
obtain competitive bids (formal purchase method defined later in this guidance) for
procuring food and/or services purchased in a single transaction2 if the purchase is
$150,000 or more. This is referred to as the small purchase threshold. However, a
school’s board of education or an institution’s board of directors can set small purchase
thresholds lower than $150,000 for food and/or services. Participants must use a lower,
more restrictive threshold if their respective organizational thresholds are set at a lower
amount as indicated in the agencies’ adopted policies. All participants in the CNP must have
policies in place regarding procurement, and all transactions must be conducted as outlined
in these policies.
Participants in the CNP, including public schools, public school academies, and
intermediate school districts, are required to obtain competitive bids (formal purchase
1
Non-school institutions are non-profit and for-profit institutions, local government agencies, and community service
agencies.
2
Single transaction is a single purchase order or contract.
STATE BOARD OF EDUCATION
JOHN C. AUSTIN – PRESIDENT • CASANDRA E. ULBRICH – VICE PRESIDENT
DANIEL VARNER – SECRETARY • RICHARD ZEILE – TREASURER
MICHELLE FECTEAU – NASBE DELEGATE • LUPE RAMOS-MONTIGNY
KATHLEEN N. STRAUS • EILEEN LAPPIN WEISER
608 WEST ALLEGAN STREET • P.O. BOX 30008 • LANSING, MICHIGAN 48909
www.michigan.gov/mde • (517) 373-3324
Administrative Policy No. 6
Page 2 of 8
method defined later in this guidance) for procuring food purchased in a single transaction3
if the purchase is $100,000 or more (M.C.L. 380.623a and 380.1274).
Participants in the CNP, including public schools, public school academies, and
intermediate school districts, are required to obtain competitive bids (formal purchase
method defined later in this guidance) for procuring services (relating to the food
service program) purchased in a single transaction3 if the purchase is $150,000 or more.
This is referred to as the small purchase threshold.
However, a school’s board of education or an institution’s board of directors can set small
purchase thresholds lower than $100,000 for food and $150,000 for food services.
Participants must use a lower, more restrictive threshold if their respective organizational
thresholds are set at a lower amount as indicated in the agencies’ adopted policies. All
participants in the CNP must have policies in place regarding procurement, and all
transactions must be conducted as outlined in these policies.
SUPPLIES (non-food items)
In addition, non-public schools and non-school institutions are required to obtain
competitive bids for procuring supplies (non-food items) purchased in a single transaction
if the purchase is $150,000 or more. However, school boards or boards of directors can set
thresholds lower than $150,000 for supplies and the lower threshold must be used.
The small purchase threshold for the purchase of supplies (non-food items) is lower for
public schools, public school academies, and intermediate school districts. Schools
are required to obtain competitive bids for purchasing supplies (non-food items)
purchased in a single transaction if the purchase is $22,766 or more. However, school
boards can set thresholds lower than $22,766 for supplies. The lower threshold must be
used in these situations. This base amount, or threshold, is for the 2013-2014 school
year. It is set by Michigan legislation and is adjusted annually. The Michigan Department
of Education (MDE) communicates changes to this base amount on an annual basis to all
affected schools.
In order to assist participants in the CNP in determining which method of procurement,
formal or informal, to use, a flow chart is attached. The chart is divided into two sections:
one for the purchase of Food and/or Services, and one for the purchase of Supplies
(non-food items). Note that all participants follow the same thresholds for Food and/or
Services. However, thresholds for Supplies (non-food items) vary by type of
organization.
PROCUREMENT PROCESS
As the flow chart indicates, there are two types of procurement methods that all participants
in the CNP must use when purchasing food, services, and/or supplies (non-food items):
formal or informal.
Formal Procurement procedures are used to purchase food or services when the single
transaction cost exceeds the small purchase threshold. Schools and non-school institutions
3
Single transaction is a single purchase order or contract.
Administrative Policy No. 6
Page 3 of 8
must use a competitive process by issuing an Invitation for Bid (IFB) or a Request for
Proposal (RFP) for any procurement over the small purchase threshold. Both must be
formally advertised and contain reasonable bid specifications.
•
Invitation for Bid, also called a sealed bid, is a formal competitive procurement
procedure used to publicly solicit bids for securing food, services, and/or supplies that
cost more than the small purchase threshold. A firm fixed price contract is awarded
to the responsible bidder whose bid conforms to all of the material terms and
conditions of the Invitation for Bid and is the lowest in price.
•
Request for Proposal, also called a competitive proposal, is a procedure conducted
where more than one source submits an offer for securing food, services, and/or
supplies, which costs more than the small purchase threshold, and where either a
fixed price or cost reimbursable contract is awarded. It is generally used when
conditions are not appropriate for the use of sealed bids.
Informal Procurement procedures are used when the purchase of food, services, and/or
supplies from a supplier (wholesaler, retailer, and/or vendor) for a single transaction is less
than the small purchase threshold. The school and non-school institution must contact at
least three known suppliers of the food, services, and/or supplies needed and obtain
competitive price quotations. Bid quotes obtained by telephone should be followed up with a
written document or communication from the vendor confirming items and prices discussed.
Bid quotes should be obtained in writing. The negotiation of prices and terms with one
or more of the suppliers contacted is permitted. All information and prices discussed must
be documented in the program’s procurement files.
Schools and non-school institutions must ensure that all suppliers receive the same
information about the food, services, and/or supplies. To the extent possible, a comparison
should be made of equivalent food, services, and/or supplies, and all suppliers should be
informed of any special need that could affect the price. An example of a special need would
be the delivery of the product to a specific building or kitchen. A sample procurement log
and instructions for completing this log are provided to facilitate documentation of purchases
using the informal procurement process by the school or non-school institution. (Refer to
attachment – Instructions for Completing Informal Procurement Log.)
Informal and formal procurement must be done to assure compliance with all applicable
federal regulations and guidance, including:
•
A standard of conduct.
•
Open and full competition.
•
Equal employment opportunity.
•
Any price adjustments allowed for changes in the base price of a product are validated
using standards (Consumer Price Index, Market Basket, etc.) specified in the bid. It
should be noted that methods allowing “cost plus a percentage of cost” or “cost plus
percentage of income” are not allowed.
Administrative Policy No. 6
Page 4 of 8
•
Procedures are properly documented and all documentation is kept for three years
after the close of the fiscal year or as long as there are unresolved audit findings or
investigations related to those records.
•
Bid specifications do not limit supplier companies’ operation or structure based on
geographic preference. However, the purchase of unprocessed, locally grown and
locally raised agricultural products is exempt from the geographic preference
requirement.
•
Any person that develops specifications, requirements, statements of work, invitations
for bid, requests for proposals, contract terms and conditions, or other documents is
excluded from competing for contract awards resulting from that procurement.
Participants in the National School Lunch Program or the Summer Food Service Program that
wish to obtain a vended meal contract or a food service management contract should
contact MDE for the prototype contracts and to satisfy pre-review requirements prior to
starting a competitive procurement process.
Questions regarding this memo may be directed to 517-373-8642.
Attachments:
Procurement Procedures Flow Chart
Instructions for Completing Informal Procurement Log
Informal Procurement Log
Administrative Policy No. 6
Page 5 of 8
Michigan Department of Education
Office of School Support Services
Procurement Procedures Flow Chart – Public School Districts, Academies and ISDs
SERVICES *
Public Schools, Public School Academies,
Intermediate School Districts
FOOD
Public Schools, Public School Academies,
Intermediate School Districts
SUPPLIES (NON-FOOD ITEMS)
Public Schools, Public School Academies, and
Intermediate School Districts
Ð
If purchase by single transaction is:
Ð
If purchase by single transaction is:
Ð
If purchase by single transaction is:
Less than $150,000,
use informal method
$150,000 or more,
use formal method
Less than $100,000,
use informal method
$100,000 or more,
use formal method
Less than $22,766,
use informal method
$22,766 or more,
use formal method
Ð
Contact three (3)
known suppliers and
document price
quotes
Ð
Complete “Informal
Procurement Log”
Ð
Determine bid
specifications
Ð
Contact three (3)
known suppliers and
document price
quotes
Ð
Complete “Informal
Procurement Log”
Ð
Determine bid
specifications
Ð
Contact three (3)
known suppliers and
document price
quotes
Ð
Complete “Informal
Procurement Log”
Ð
Determine bid
specifications
Ð
Ð
Ð
Ð
Ð
Ð
Select and notify
suppliers according to
informal procurement
procedures in the
agency’s policy.
Issue Invitation For
Bid (IFB) or Request
For Proposal (RFP)
Select and notify
suppliers according
to informal
procurement
procedures in the
agency’s policy
Issue Invitation
For Bid (IFB) or
Request For
Proposal (RFP)
Select and notify
suppliers according
to informal
procurement
procedures in the
agency’s policy
Issue Invitation For
Bid (IFB) or Request
For Proposal (RFP)
Ð
Advertise
Ð
Award contract
according to predetermined criteria
Ð
Advertise
Ð
Award contract
according to predetermined criteria
Ð
Advertise
Ð
Award contract
according to predetermined criteria
*For the procurement of a food service management company or vended meal contracts in the National School Lunch Program, School Food
Authorities are required to notify Michigan Department of Education before beginning formal and informal procurement to obtain prior written
approval before issuing Request for Proposal or Request for Quotation, and prior to executing final contracts.
Administrative Policy No. 6
Page 6 of 8
Michigan Department of Education
Office of School Support Services
Procurement Procedures Flow Chart – Non-Public School and Non-School Institutions
FOOD and/or SERVICES *
Non-Public Schools and Non-School
Institutions
SUPPLIES (NON-FOOD ITEMS)
Non-Public Schools and Non-School
Institutions
Ð
If purchase by single transaction is:
Ð
If purchase by single transaction is:
Less than $150,000,
use informal method
$150,000 or more,
use formal method
Less than $150,000,
use informal method
$150,000 or more,
use formal method
Ð
Contact three (3)
known suppliers and
document price
quotes
Ð
Complete “Informal
Procurement Log”
Ð
Determine bid
specifications
Ð
Contact three (3)
known suppliers and
document price
quotes
Ð
Complete “Informal
Procurement Log”
Ð
Determine bid
specifications
Ð
Ð
Ð
Ð
Select and notify
suppliers according to
informal procurement
procedures in the
agency’s policy
Issue Invitation For
Bid (IFB) or Request
For Proposal (RFP)
Select and notify
suppliers according
to informal
procurement
procedures in the
agency’s policy
Issue Invitation For
Bid (IFB) or Request
For Proposal (RFP)
Ð
Advertise
Ð
Award contract
according to predetermined criteria
Ð
Advertise
Ð
Award contract
according to predetermined criteria
*For the procurement of a food service management company or vended meal contracts for the Summer Food Service Program, Non-School
Institutions are required to notify Michigan Department of Education before beginning formal and informal procurement to obtain prior written
approval before issuing the Invitation for Bid or Informal Quote Request, and prior to executing final contracts.
Administrative Policy No. 6
Page 7 of 8
Instructions for Completing Informal Procurement Log
The Informal Procurement Log is to be used to document all competitive price quotations during the
informal procurement procedure. The institution must contact at least three known suppliers of the
food, services, and/or supplies needed and obtain competitive price quotations. The negotiation of
prices and terms with one or more of the suppliers contacted is permitted. All information and prices
discussed should be followed up with a written document or communication from the vendor
and must be documented in program files. Bid quotes should be obtained in writing. Institutions
must ensure that all potential vendors receive the same information about the food, services, and/or
supplies required. It is not permissible for the institution to split a purchase into smaller units
or subgroups for the purpose of avoiding the formal procurement process. Procurement
records must be kept for three years after the close of the fiscal year.
Attached to this document is an "Informal Procurement Log” that may be used or may guide you in
developing your own form. Below is a sample of how this form can be used.
Items to be
Purchased
Peaches,
diced 6/10
cans
Pears, sliced
6/10 cans
Pineapple,
chunks 6/10
cans
Quantity
Expected
to Buy
25 cs
Vendor #1: XYZ
Company
Unit
Extended
Price
Price
(Quantity x
Unit Price)
$20.19 $504.75
Vendor #2: ABC
Company
Unit
Extended
Price
Price
(Quantity x
Unit Price)
$18.87 $471.75
Vendor #3: LMN
Company
Unit
Extended
Price
Price
(Quantity x
Unit Price)
$22.40 $560.00
10 cs
$20.94
$209.40
$23.01
$230.10
$23.26
$232.60
15 cs
$25.98
$389.70
$28.03
$420.45
$24.89
$373.35
Total
Vendor Selected
Date and Method of
Contact
$1,103.85
Ima Sample
$1,165.95
…
5
…
September 27
Faxed in price quotes
(Quote sheets must be
attached)
September 28
Price given per phone.
Will confirm in writing.
September 28
Visited store and
obtained prices. (Price
sheets must be
attached)
Best price but will
need to drive 15 miles
to pick up product.
Estimate that this will
raise costs by 10%,
making this a more
costly alternative than
Vendor #2.
Signature of person completing this form:
Additional Notes:
$1,122.30
Slightly higher price,
but 5 minute drives
from site.
Date:
09/30/13
Although this
example only
compares
three items,
school and
non-school
institutions
are expected
to compare
all the food,
services,
and/or
supplies they
plan to
purchase.
INFORMAL PROCUREMENT LOG
Items to be
Purchased
Quantity
Expected
to Buy
Vendor #1
Extended
Price
Unit
(Quantity x
Price
Unit Price)
$
TOTAL
Vendor Selected
Date and Method of Contact
Vendor #2
Extended
Price
Unit
(Quantity x
Price
Unit Price)
Vendor #3
Extended
Price
Unit
(Quantity x
Price
Unit Price)
$
…
$
…
…
Additional Notes:
Signature of person completing this form:
Date: