RFP #HV-425-110920 REQUEST FOR QUALIFICATIONS FOR

RFP #HV-425-110920

REQUEST FOR QUALIFICATIONS

FOR

FURNITURE

RFP # HV-425-110920

BID SUMMARY

Commodity/Service Being Requested: Furniture

Type of Solicitation: Request for Qualifications (RFQu) - Huron Valley Schools, in partnership with the

Michigan Association of Counties (MAC) bid program, is implementing a Furniture procurement program

statewide throughout Michigan. School districts and counties across the state have been requesting a

Furniture contract vehicle be put in place that makes furniture affordable and easy to order.

Through this process, it is the goal of Huron Valley Schools to:

1. Competitively prequalify and establish a list of contractors that will provide Furniture for the next

three to five years. The resulting contract(s) will enable public municipalities, non-profit

organizations, and school districts to “piggyback” and purchase on an as needed basis from the

awarded pool of contractors. The list of entities that will be using this bid will continue to grow

statewide. Please be sure in your proposal to list the areas of the state that you provide services.

Please use Attachment B – Non-Spec Furniture pricing for this section.

2. To select one or more of the above-mentioned awarded pool of contractors to make a district wide

furniture purchase for Huron Valley Schools. Specifications for this purchase will be split into 3

phases beginning this year and continue for the next couple of years as school construction

projects are completed. Please use Attachment A – Specified Furniture Pricing for this section.

Type of Resulting Contract: Statewide Cooperative Contract - As a result of this RFQu, Huron Valley

Schools will work with the Michigan Association of Counties to market and extend the resulting contract(s)

to other government municipalities and school districts statewide. The vendor or vendors will be

competitively selected as having been qualified as defined within the qualification section of this RFQu.

Resulting Contract Term: Three (3) years with two (2) one-year renewal options.

TIMETABLE

Release of RFQu:

December 14, 2020

Question & Answer Due Date:

January 4, 2021

Questions and Answers Responses Posted:

January 6, 2021

Proposals Due by (10:00 am/ EST) *:

January 11, 2021

Notice to Award:

February 2021

Master Agreement Award Date:

February 2021

*Responses received later than the specified deadline will be disqualified.

Contacts with Huron Valley Schools Personnel: All contact with Huron Valley Schools regarding this

RFQu or any matter relating thereto must be sent to the following email: [email protected]

RFP # HV-425-110920

Contents

SECTION 1.0 – BIDDER RESPONSES TO SCOPE OF WORK AND PRICING ......................... 4

1.1 Minimum Mandatory Requirements ...................................................................................................... 4

1.2 Product and Service Categories ............................................................................................................. 4

1.3 Product Specifications ........................................................................................................................... 7

1.4 Service Specifications ............................................................................................................................ 9

1.5 Service Capabilities ............................................................................................................................. 11

1.6 Customer Service ................................................................................................................................. 12

1.7 Purchase Orders ................................................................................................................................... 12

1.8 Delivery & Acceptance ........................................................................................................................ 12

1.9 Pricing Schedule .................................................................................................................................. 13

1.10 Price Assurance ................................................................................................................................... 14

SECTION 2.0 – BIDDER INFORMATION AND ACCEPTANCE ................................................ 15

2.1 Company Profile ................................................................................................................... 19

2.2 References ............................................................................................................................. 20

2.3 Assurances and Certifications………………….……………………………………………17

2.4 Familial Relationships……………………………………………………………...……….18

SECTION 3.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS .................... 24

3.1 Huron Valley Schools Responsibility .................................................................................................. 24

3.2 Truth and Accuracy of Representations ............................................................................................... 24

3.3 Proposers Questions ............................................................................................................................. 24

3.4 Preparation of the Proposal .................................................................................................................. 25

3.5 Bid Submission Deadline ..................................................................................................................... 25

3.6 Adherence to Mandatory Requirements (Pass/Fail) ............................................................................ 26

3.7 Evaluation Process ............................................................................................................................... 26

3.8 Evaluation Criteria ............................................................................................................................... 27

3.9 Optional Tools to Enhance Evaluation Process ................................................................................... 27

3.10 Huron Valley Schools Option to Reject Proposals .............................................................................. 27

3.11 Freedom of Information Act ................................................................................................................ 27

3.12 Contacts with Huron Valley Schools Personnel .................................................................................. 28

3.13 Final Agreement Award Determination ............................................................................................... 28

Solicitation Terms and Conditions can be found at www.hvs.org/district/purchasinginfo/

RFP # HV-425-110920

SECTION 1.0 – BIDDER RESPONSES TO SCOPE OF WORK AND PRICING

1.1 Minimum Mandatory Requirements

All Bids will be reviewed for compliance with the mandatory requirements. Bids deemed non-responsive will

be eliminated from further consideration.

1. Proposer must have three (3) years’ experience, within the last five (5) years, providing Furniture

equivalent or similar to that being requested by Huron Valley Schools as described herein.

2. Provide pricing to Huron Valley Schools for a Specified list of Furniture in Attachment A. These items

will be purchased over the next 3 years by the school district. Price should include delivery, set up and

removal of all packaging from site.

3. Please include with your proposal a detailed timeline from the furniture order through delivery and set

up.

4. Provide pricing to Huron Valley Schools/MAC cooperative members on a wide range of solutions for

office, media centers, cafeterias, clinics and classroom configurations.

Proposer Response:

Please enter your responses in the “Proposer Response” text boxes provided. There is no

requirement or limitation on the amount of words for your responses.

1.2 Product and Service Categories

Huron Valley Schools is seeking a furniture provider that has the depth, breadth and quality of resources

necessary to provide furniture in the categories below. Huron Valley Schools is also interested in the

introduction of innovative products that will offer Huron Valley Schools/MAC cooperative members a wide

range of solutions for office, media centers, cafeterias, clinics and classroom configurations.

Furniture Categories

This bid will have 2 pricing components. The first section will be an actual list of products to be purchased

by Huron Valley Schools in 3 phases over the next couple of years. The purpose of the second section is

to get a wider selection of pricing on lines of furniture offered as described below.

RFP # HV-425-110920

Section 1 - Huron Valley Specified List of Products

1. For the Huron Valley specified list of products, proposers are to give pricing by item and in total for

each category they desire to bid. Please price each item as specified or a product of equal quality.

If bidding an alternate, please include detailed specifications with your bid. If bidding alternate

items, you may be required to provide a sample for testing. Please use Attachment A for the

pricing of this Section.

SPECIFICATIONS – For detailed specifications see Attachment C

Bid Category A: VS America (Tables/Desks)

Bid Category B: VS America (Chairs)

Bid Category C: VS America (Miscellaneous)

Bid Category D: Academia

Bid Category E: Fleetwood

Bid Category F: Smith Systems (Tables/Desks)

Bid Category G: Smith Systems (Chairs)

Bid Category H: Smith Systems (Storage)

Bid Category I: NOT USED

Bid Category J: Ergotron

Bid Category K: KI

Bid Category L: Lakeshore Learning

Bid Category M: Norva Nivel

Bid Category N: MJ Library Shelving by Aurora

Bid Category O: NOT USED

Bid Category P: Biofit

Bid Category Q: Allsteel (Offices/Storage)

Bid Category R: Allsteel (Seating)

Bid Category S: HON

Bid Category T: Sit On It

Bid Category U: Steelcase

Bid Category V: Media Technologies

Bid Category W: School Specialties

Section 2 – Other Furniture Offerings

2. For all other furniture offerings, proposers are to provide manufacturer’s price lists, brochures,

catalogs for furniture in the following categories. Proposers are to include product specifications

for furniture that clearly identify brand and product. Huron Valley Schools is seeking various

degrees of furniture with regard to quality, value and price: from basic ~ to mid-range ~ to high-end.

Proposers are to indicate in the pricing section of this solicitation the percentage discount off each

of the items bid. Responses may be submitted for one, multiple, or all categories below. Please

use Attachment B for the pricing of this Section.

STANDARD FURNITURE LINES –

RFP # HV-425-110920

1. Systems Furniture–The complete catalog of all systems furniture, lines, and accessories

available from the Supplier (for both open office and private office settings);

2. Freestanding Furniture–The complete catalog of all case goods, furniture and accessories

available from the Supplier (for both open office and private office settings);

3. Classroom Furniture-The complete catalog of all student desks, chairs, chair/desk

combinations, classroom partitions, storage units, bookshelves, and other classroom

furniture available from the Supplier;

4. Cafeteria Furniture-The complete catalog of all cafeteria furniture, café tables and chairs

(individual and sets), pedestal tables, booth and cluster seating, mobile stool and bench

cafeteria tables, and other cafeteria furniture available from the Supplier;

5. Seating–The complete catalog of chairs and other seating available from the Supplier;

6. Filing Systems and Equipment–The complete catalog of filing systems, freestanding file

cabinets, mail room furniture, and equipment and accessories available from the Supplier;

7. Related Products, Support Services and Solutions–Related office interior products and

design, installation, systems furniture reconfiguration assessment tools, and any other

services or solutions offered by Supplier.

8. Please be sure to add pricing for Office, Media Center, Special needs and Clinic packages.

INNOVATIVE FURNITURE LINES –

Extensive research around both instructional learning and workplace environments has evolved

into innovative product and design offerings.

Classrooms: New approaches to classroom design can adapt to varying teaching practices, such

as lecture, hands-on activities, cooperative learning groups, small groups and individual practice

areas. Classrooms are being redesigned from the ground up to change the paradigm of how

teaching and learning happens. Huron Valley Schools is interested in new age classroom furniture

and accessories developed for a classroom environment that is inviting, encourages joy in

engagement, and is conducive to learning.

Many of our cooperative members’ buildings and infrastructure are aging, and this same situation

is repeating itself across the state. One goal of this RFP is to provide a vehicle for public entities

and schools in Michigan to use to obtain competitively priced furniture and accessories that are

modern, flexible and responsive to new approaches to teaching and learning. Schools are looking

to incorporate classroom re-design into aging infrastructures to modernize the classroom and allow

both student personalization and teacher flexibility.

Workplaces: For office settings, people and real estate are the largest assets in an organization.

New office space solutions can help organizations optimize their space while also allowing

employees to have more productive workdays.

Similar to the aging infrastructure issues affecting schools, municipalities are dealing with changing

needs in the workplace, including technology advances, that need to be incorporated into existing

RFP # HV-425-110920

buildings. In addition to retrofitting aging buildings, employee work patterns are evolving.

Depending on the type of work going on in the various departments, municipal leaders may need to

consider more open spaces, meeting spaces of a greater variety, “de-stress” areas, and individual

workspaces.

Responses may include one or many innovative products in any of the following categories.

Proposers are free to introduce items that may not be easily defined or slotted into a specific

category:

1. Systems Furniture - Pod designs, relocatable walls and panels that provide for integration of

technology and design flexibility;

2. Freestanding Furniture – Case goods, desks and desking systems, conferencing and reception

furniture;

3. Classroom Furniture - Collaborative desks and tables, reading nooks, pods and enclosures;

4. Cafeteria Furniture - Mixed-media café ideas, from picnic tables, individual counter seating,

and movable club chairs;

5. Seating - Stools for active sitting (Hokki stools, wobble chairs, beanbags, ball chairs, etc.), new

ergonomic designs;

6. Filing Systems and Equipment - Smart Storage, classroom cubbies, movable storage;

7. Related Products, Support Services and Solutions.

Proposer Response:

Specifications and catalogs must be submitted. Please use the space below to provide comments regarding

the innovative furniture lines being offered.

1.3 Product Specifications

1.3.1 Reservation of Rights

Huron Valley Schools will evaluate the merits of all bids submitted and reserves the right, in its sole

and absolute discretion, to accept or reject, in whole or in part, any or all bids or portions of bids

with or without cause. Huron Valley Schools further reserves the right to waive any irregularity or

informality in the RFQu process or any bid, and the right to award to one or multiple vendors.

Huron Valley Schools reserves the right to add or delete services from the bid, extend agreements,

or change vendors, in order to best serve the eligible agencies. These changes will follow

approved bidding laws. Huron Valley Schools may use the product or service cost, or the sum of

groups of products and/or services, may group similar products, and/or total cost of ownership, to

evaluate prices and award bids. Huron Valley Schools reserves the right to request additional

information from any or all Proposers. Huron Valley Schools also reserves the right to select one

or more vendors to award a contract to under this RFQu. In the event a bid is accepted by Huron

Valley Schools and the vendor asserts exceptions, special considerations or conditions after

acceptance, Huron Valley Schools, in its sole and absolute discretion, reserves the right to reject

the bid and award other Proposer(s).

RFP # HV-425-110920

1.3.2 Warranties

The Contractor shall provide written documentation from the Manufacturer, which guarantees items

against defects in materials, manufacture and workmanship, for a period of one (1) year from the

day of final settlement with Owner for the item. Final settlement shall not relieve the Manufacturer

from liability for such defects, and upon notification from Owner, the Contractor or Manufacturer

shall, by repair, replacement, or otherwise, place the item in a condition satisfactory to the Owner

in every respect. Usual wear and tear and results of Owner's accidents are exempted from the

requirements of this guarantee. Everything required to fulfill this guarantee shall be done without

additional cost to the Owner. The products or workmanship of any Subcontractor are to be

covered in the primary Manufacturer's guarantee.

The following shall be considered defects, without being limited thereto:

Permanent etching, staining, discoloration, fading, and other deterioration of finishes.

Operational failures, binding, and the like, in finish cabinet hardware.

Deformation, warpage, opening up of joints, telegraphing of cores, delamination of veneers, or

other finishing materials, failures in fastening and anchorage, sagging of panels.

Maintenance Instructions

The Contractor shall provide Maintenance and Cleaning Instructions as written by the Manufacturer

for each item of furniture.

1.3.3 Competition Promoted

The name of a model, manufacturer or brand in Huron Valley Schools bid documents shall not be

considered as exclusive of other brands unless "NO SUBSTITUTE" is stated in the item

description. Proposers may offer a variety of brands and models, as it is the intent of Huron Valley

Schools to provide a multitude of options to the eligible agencies. Huron Valley Schools expects all

supplies, materials, equipment or products bid to meet or exceed the specifications set forth in this

RFQu. Further, it is Huron Valley Schools intent that this RFQu permit competition. Accordingly,

the use of any patent, proprietary name or manufacturer's name is for demonstrative purposes only

and is not intended to curtail competition. Whenever any supplies, materials, equipment or

products requested in this RFQu are specified by patent, proprietary name or by the name of the

manufacturer, unless stated differently, such specification shall be considered as if followed by the

words "or comparable equivalent," whether or not such words appear. Huron Valley Schools, in its

sole and absolute discretion, shall have the right to determine if the proposed equivalent

products/brands submitted by Proposer meet the specifications contained in this RFQu and

possess equivalent and/or better qualities. It is the Proposer's responsibility to notify Huron Valley

Schools in writing if any specifications or suggested comparable equivalent products/brands

require clarification by Huron Valley Schools prior to the due date for bids. The district will be

evaluating alternates to the specified list of items that have been bid and will request that samples

be delivered to the district by January 25, 2021 should they be requested.

RFP # HV-425-110920

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.4 Service Specifications

All services furnished must be in conformity with the participating agency requirements and

specifications and will be subject to acceptance by the individual customers at delivery. The right is

reserved to reject the service at the risk and expense of the vendor.

Contractor Code of Conduct

The purpose of the Huron Valley Schools and its employees is to provide a safe, positive learning

environment for the students of the District. In providing that environment it is mandatory that all

employees, visitors, and contractors follow certain levels of conduct, dress, and demeanor. This Code of

Conduct outlines the expectations of the Huron Valley Schools for persons both contemplating

performing work and performing work for Huron Valley Schools in the capacity of a contractor or

subcontractor. These rules will become part of the mandatory working conditions of the contract and

failure to comply by any contractor, subcontractor, management, employee, or contracted consultant

may result in the cancellation of the contract. In general it is expected that everyone entering a Huron

Valley Schools facility, whether a school, support facility, or the surrounding grounds, must dress, act,

and talk in a manner that is conducive to the education process of children while assuring their overall

safety and security. The following rules have been established to assure that this is done:

Every contractor employee that enters or leaves the building must sign in and out at either the school

office or the building engineer’s office as designated by the school administrator. This sign-in sheet must

record the name, time in and out, the firm, and the signature of the individual.

All contractors shall be furnished by their company a badge or identification that is to be worn while in the

building. Such identification shall clearly indicate the individual’s name and the name of the firm they are

working for.

Prior to the beginning of a job, the contractor shall furnish the building engineer with a list of individuals

expected to be on the job, contact persons with phone numbers, and a schedule of the activities to take

place.

The contractor shall provide the building engineer with a scope of work and check with him prior to

drilling or penetrating any walls, floors, or ceilings.

Each person working in a school building or on school property shall comply with the following:

RFP # HV-425-110920

No drinking or possession of liquor or alcoholic beverages and or possession of any kind of illicit drugs or

narcotics.

No use of District facilities or equipment including telephone, computers, internet access, fax, kitchen,

maintenance or office equipment.

No smoking or use of any tobacco products anywhere within the building at any time nor outside the

school on District property during normal school hours (This is a law and punishable as a civil infraction

by local authorities).

A reasonable standard of dress must be followed. Within the educational facilities where students and

parents are or can be present, this is to mean clothing or attire must be suitable for the work and must

not bear images or writing depicting anything to be construed as obscene in nature or promoting or

portraying alcoholic beverages or use, drugs, narcotics, tobacco or establishments that serve or promote

the use of these substances.

There shall be no use of profanity or obscene language or gestures. Language, gestures, or other

actions that depict sexual or ethnic harassment or intimidation will not be permitted.

The contractor is responsible for a clean and safe workplace. To that end the following will be adhered

to:

All work areas, walkways, and stairs must be kept clear of debris and loosely scattered materials.

Material storage is to be in an area designated by the Building Engineer

All work areas are to be cleaned by the contractor prior to leaving. Building staff will not be responsible

for cleaning work areas.

All trash, debris, and material must be removed from the worksite each day and disposed of off-site.

District dumpsters and trash containers are not to be used by contractors for disposal.

All contractor tools and equipment must be kept in good working order, with guards and safety devices in

place and working. Defective tools must be taken out of service. District tools and equipment will not be

loaned to contractors.

Contractors are to provide and use required protective safety equipment and comply with all local, state,

and federal safety laws and regulations.

RFP # HV-425-110920

Contractors are responsible for the reporting of accidents both to the District and their management and

to obtain any emergency treatment that may be required.

Upon leaving a jobsite all doors and windows must be locked, secured, or left as they were found prior to

beginning the work.

Contractors are to provide their own site safety plan for areas that they are working in.

Contractors are reminded that there may be asbestos insulation in our buildings. They are not to disturb

any insulation or enter any areas that contain asbestos containing building materials. If they have any

questions, contact the building engineer for direction.

Contractor is not to disable or interfere with any fire or burglary system equipment or telephone lines

servicing such equipment. If equipment needs to be removed, relocated, or temporarily disabled, the

contractor needs to coordinate this with the building engineer.

The District will not tolerate acts of theft, vandalism, fighting, or abuse of the facilities or activities that

threaten the security and safety of the school environment and its students, staff, and employees.

In summary, good judgment must be used to protect the learning environment. Failure to comply with

the above or to exhibit conduct which is deemed not in the best interest of the Huron Valley

Schools will be grounds for immediate removal from the building and the project.

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.5 Service Capabilities

1.5.1 Communication Plan/Contract Management

Proposers shall identify their company standards of communication as they relate to contract

performance, issue management, and change management. An issue is an identified event that, if

not addressed, may affect schedule, scope, service, delivery, quality, or budget. A change is

identified as a change in corporate leadership, structure, merger or acquisition.

Proposer Response:

1.5.2 Primary Account Representative

Proposers must identify by name and location the primary account representatives and key

contacts who will be responsible for the performance of a resulting contract, as well as contact

RFP # HV-425-110920

persons for reports and bid documents. Include names, titles, address, phone number, and email

addresses.

Proposer Response:

1.6 Customer Service

It is preferred that the Vendor have an accessible customer service department with an individual

specifically assigned to Huron Valley Schools. Customer inquiries should be responded to within 48

hours or two (2) business days unless it is an emergency issue. Describe your company’s Customer

Service Department (hours of operation, number and location of service centers, regular and emergency

response times, etc.)

Proposer Response:

1.7 Purchase Orders

Requests for quotes will be initiated by participating entities as specific needs arise. Participating entities

will issue individual detailed specifications to the pre-qualified vendor pool along with specific response

information required, deliverables, and any special terms and conditions. The vendors will respond

directly to the requesting agency within the timeframe specified in the request for quote. The

participating entity will evaluate the responses and determine the vendor that will be awarded a purchase

order (PO). Resulting orders are to be delivered and billed directly to these institutions.

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.8 Delivery & Acceptance

The Proposer will be required to quote prices for all known costs for the requested products and services.

Proposer should address the following items and costs in their proposal and other item/costs that they are

aware of that may not have been requested in this bid.

• Time frames for delivery of service;

• Please give a description and the costs associated with products and the service model you

recommend.

• What is your Ordering procedure and/or process?

• Policies and procedures for an organization accepting a delivery of service.

Proposer Response:

1.8.1 Reporting Capabilities

RFP # HV-425-110920

Contractors are required to submit quarterly sales reports and other reporting documents, as it

pertains to this contract.

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.8.2 Shipping Errors

The receiving entities have been instructed to make immediate inspection on receipt of

products/services and to process payment documents promptly. Payment documents, however,

will be delayed if the products/services fail to comply with specification requirements.

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

If “NO” was answered on any items in Section 1.3, 1.4, 1.7, 1.8, please explain:

1.9 Pricing Schedule

1. Price Guarantee

Price Stability Guarantee

For the first 2 years of the Agreement, the vendor must guarantee to provide the products at the

proposed rates. The vendor can propose price increases or decreases after the above stated

time period.

Promotional Pricing

Proposer may offer promotional pricing for awarded products and/or services during the contract

term. Upon promotion expiration, the pricing must return to previous item price and remain in

compliance with the Price Stability Guarantee.

Free on Board (F.O.B) Delivered/Destination (Required)

Prices shall be quoted "F.O.B. Delivered/Destination" to each Customer with transportation

charges prepaid on all orders of one (1) or more.

2. Bid Pricing

Bid pricing must reflect Net 30 payment terms.

3. Quantity Term

Vendor agrees to supply the complete quantity and products that each customer requires.

4. Rebates and Special Promotional Capabilities

All vendors are encouraged to make manufacturer promotions, rebates and special pricing

opportunities available. Huron Valley Schools must approve promotional materials referring to

RFP # HV-425-110920

the Huron Valley/MAC Agreement prior to release. Huron Valley/MAC will post rebate and

special pricing information on its web site.

Guidelines for Vendor /Contractor promotions for Huron Valley/MAC awarded items:

A. Submit all promotions for approval

B. Identify the savings amount

C. Identify the final price

D. Specify the time period in which a purchase must be made

E. Identify the link to a rebate form (preferred) or provide the form

5. Tax Excluded from Price

(a) Sales Tax: Huron Valley and local units of government are exempt from sales tax for direct

purchases. The Proposer's prices must not include sales tax.

(b) Federal Excise Tax: Huron Valley and local units of government may be exempt from Federal

Excise Tax, or the taxes may be reimbursable, if articles purchased under any resulting Contract

are used for Huron Valley Schools exclusive use. Certificates showing exclusive use for the

purposes of substantiating a tax-free, or tax-reimbursable sale will be sent upon request. If a sale

is tax exempt or tax reimbursable under the Internal Revenue Code, the Proposer's prices must not

include the Federal Excise Tax.

Proposer Response:

1.10 Price Assurance

The awarded vendor agrees to provide pricing to Huron Valley Schools and its participating entities

ensuring the lowest pricing available. The awarded vendor agrees to promptly lower the cost of any

product/service purchased through Huron Valley Schools following a reduction in the manufacturer or

publisher's direct cost. If respondent has existing cooperative contracts in place, Huron Valley Schools

requests equal or better than pricing to be submitted.

All pricing submitted to Huron Valley Schools shall include 2.0% administrative/remittance fee to be

remitted to MAC by the awarded vendor. It is the awarded vendor’s responsibility to keep all product

listings and sales reports up to date and on file with Huron Valley Schools/MAC.

RFP # HV-425-110920

SECTION 2.0 – BIDDER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the bid documents, including, without limitation, any RFP Addenda

and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified

in accordance with the Specifications, Terms & Conditions of the bid documents of RFQu # HV-

425-110920 – Furniture

3. The undersigned has reviewed the bid documents and fully understands the requirements in this

bid and that each bidder who is awarded a contract shall be, in fact, a prime contractor, not a

subcontractor, and agrees that its bid, if accepted by Huron Valley Schools, will be the basis for the

Bidder to enter into a contract with Huron Valley Schools in accordance with the intent of the bid

documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements listed in

Section 2.3:

• Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

• Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

• Assurance Regarding Access to Records and Financial Statements

• Iran Economic Sanctions Act

• Familial Relationship Disclosure

• Non-Collusion Affidavit

6. The undersigned acknowledges that bidder will be in good standing in the State of Michigan, with

all the necessary licenses, permits, certifications, approvals, and authorizations necessary to

perform all obligations in connection with this RFQu and associated bid documents.

7. It is the responsibility of each bidder to be familiar with all of the specifications, terms and

conditions and, if applicable, the site condition. By the submission of a bid, the bidder certifies that

if awarded a contract they will make no claim against Huron Valley Schools based upon ignorance

of conditions or misunderstanding of the specifications.

8. Patent indemnity: Vendors who do business with the Huron Valley Schools shall hold Huron Valley

Schools, its officers, agents and employees, harmless from liability of a nature or kind, including

cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret

process, patented or unpatented invention, article or appliance furnished or used in connection with

the contract or purchase order.

RFP # HV-425-110920

9. Insurance certificates are not required at the time of submission. However, if awarded, the

Contractor agrees to meet the minimum insurance requirements posted in the terms and

conditions. This documentation must be provided to Huron Valley Schools, prior to award, and

shall include an insurance certificate and additional insured certificate, naming Huron Valley

Schools, which meets the minimum insurance requirements, as stated in the terms and conditions.

10. A 5% bid bond or certified check must accompany the bid for those bids greater than $1,500.00 (All

submitted bid categories must be totaled together).

11. If Owner chooses to have a Performance Bond, this shall be required on Bid Proposal Form by

category. Cost of a Performance Bond, equal to 100% of the contract price for Furniture Packages

over $10,000.00, shall be stated on the Bid Proposal Form. Owner shall decide at the time of ward

of contract whether to proceed with a Performance Bond.

12. Bidders are requested to submit a bid on any category(s) that they are able to supply as specified.

Substitutions will not be considered. If the documents note “or acceptable equal” all manufacturers

will be considered. Bidders must submit model numbers and finish samples for each item number

in the specified format. Literature and isometric drawings noting proposed changes to the

documents must also be included. Products for consideration must comply with bid category

“general notes” and identify discrepancies where product does not meet or exceed the specified

(basis of design) product for design, finish, and quality.

13. Should a Bidder find discrepancies in, or omissions from the specifications, plans, drawings,

details, instructions and bid proposal form, or should the bidder be in doubt as to the meaning, the

bidder should notify, the bid contact who will send written instructions to all appropriate Bidders.

The Owner and Architect shall not be responsible for any oral instructions.

14. It is the Bidder's responsibility to note any detail or specification that, in his opinion, is not practical

or functional.

15. Bidders are required to verify product description to model numbers during bidding. Any

discrepancies shall be brought to the attention of the contact person.

16. Interpretations and supplemental instructions will be issued by Addenda. No Bidder shall rely on

any interpretations or corrections given by any other method. Interpretations, corrections, or

changes of the Bidding Documents made in any other manner will not be binding.

17. Copies of addenda will be made available for inspection wherever Bidding Documents are on file.

RFP # HV-425-110920

18. Submit requests for clarification or interpretation of the Bidding Documents in writing on bidders

letterhead stationery, pdf format. The cut-off date for submission of clarifications, interpretations,

ambiguities, inconsistencies, and or errors discovered is January 4, 2021.

19. Addenda will not be issued later than three (3) days, (72 hrs) prior to the date of receipt of bids

(excluding weekends and holidays), except an addendum withdrawing the request for bids or

postponing the bid date.

20. Failure of Bidder to receive such addenda shall not relieve him from any obligation under his bid as

submitted.

21. Failure to comply with instructions stated in this section may result in rejection of bid.

22. All information issued prior to the close of the bidding period shall be included in returned bid

proposals and acknowledged on the Bid Proposal Form.

23. The Contract shall be awarded when a Bidder has been issued a Purchase Order, but the terms of

the Contract shall not be deemed to have been perfected until a Certificate of Insurance is

delivered to the Owner. If Owner chooses to have a Performance Bond, this shall be required on

Bid Proposal Form by category.

24. After a contract agreement has been executed, the Bidder shall not be allowed any sum over and

above the price(s) specified in the contract agreement.

25. Huron Valley Schools requires all Contractor owners, employees, agents,

representatives, subcontractors, and/or other personnel who will be present on School

grounds to submit to a criminal history background check. This background check will

include a requirement for each contractor owner, employee, agent, representative,

subcontractor, and/or other personnel to be screened before he/she enters School

grounds. A valid State ID card or Driver’s License is required to complete the background

check. Once screened, the District will provide approved personnel with a Contractor

Badge with a unique number.

PRICING FORMS

Huron Valley Specified Furniture Pricing Attachment A

1. Totaled bid category prices are to be entered on Pricing Attachment A. All pricing is to include unit

cost, freight, delivery, and installation. In all cases Bidder must observe the established Pricing

Attachment A for bidding.

2. “Lump Sum” on Pricing Attachment A, means the total of all the unit prices within the Furniture

Category. “Unit Price” means the price of one item delivered, freighted, and installed. Bidder shall

provide either a typed list of unit pricing (each unit price to include freight, delivery and installation)

for each furniture item included in the bid or bidder may photocopy furnishings specification sheets

and insert unit pricing in that format.

RFP # HV-425-110920

3. Bidder shall also provide an attachment indicating the cost of storage (expressed in cost per

hundred weight) to be used in the event of a delay in the construction of the building. The costs for

extra handling required shall also be provided.

4. Bid pricing for the installation of furnishings shall include all panel to panel electrical connections as

well as panel to power source connections. Panel to power source connections are to be done by

a licensed electrician.

5. Pricing shall include the receiving of furnishings and installation at job site(s). Drop shipping is

unacceptable.

6. Bid pricing for the installation of furnishings shall include the return to the job after Owner occupies

to manage and conceal all telephone, power, computer wires.

7. All furniture items specified for a "COM" covering shall be priced with that covering. The Contractor

shall order coverage and have it delivered to the Manufacturer at the appropriate time.

8. Cost of a Performance Bond, equal to 100% of the contract price for Furniture Packages over

$10,000.00, shall be stated on the Bid Proposal Form. Owner shall decide at the time of award of

contract whether to proceed with a Performance Bond.

ORDER DELETIONS

1. Owner reserves the right to add or deduct item quantities from the original specification, up to 10%

of the original quantities without any effect on the unit prices submitted.

Huron Valley Non-Specified Furniture Pricing Attachment B

Catalogs and/or price lists must accompany the proposal. The catalog/price list must be the

regular, common available catalog/price list distributed to schools and/or government entities that

are published by the manufacturer. Respondents should indicate any discounts or promotional

pricing available. Please specify where different percentage discounts apply. If respondent has

existing cooperative contracts in place, Huron Valley requests equal or better than pricing to be

submitted.

Solicitation Terms and Condition can be found at www.hvs.org/district/purchasinginfo/

RFP # HV-425-110920

2.1 Company Profile

Official Name of Bidder:

Type of Entity/Organization (check one):

☐ Corporation

☐ Joint Venture

☐ Limited Liability Partnership

☐ Partnership

☐ Limited Liability Corporation

☐ Non-Profit / Church

☐ Other:

Street Address:

City:

State:

Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number

Primary Contact Email Address:

Dunn & Bradstreet (D&B) Number (if

applicable):

Has your company been debarred by the Federal Government? ☐ Yes ☐ No

If yes, has it been lifted and if so, when?

Has your company been debarred by State Governments? ☐ Yes ☐ No

If yes, has it been lifted and if so, when?

Brief history of your company, including the year it was established:

Signature:

Name and Title of Signer:

Date:

RFP # HV-425-110920

2.2 References

Provide a minimum of three (3) customer references for product and/or services of similar scope

dating within the past 5 years.

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

RFP # HV-425-110920

2.3 Assurances and Certifications

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

The prospective contractor certifies, by submission of this proposal, that neither it nor its principals are presently

debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for from participating in

this transaction by any Federal department of agency. Where the prospective contractor is unable to certify to any of

the statements in this certification, such prospective contractor shall attach an explanation to this proposal.

Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

The applicant herby agrees that it will comply with all federal and Michigan laws and regulations prohibiting

discrimination and, in accordance therewith, no person, on the basis of race, color, religion, national origin or

ancestry, age, sex, marital status or handicap, shall be discriminated against, excluded from participation in, denied

the benefits of, or otherwise be subjected to discrimination in any program or activity for which it is responsible or for

which it receives financial assistance from the U.S. Department of Education or the Michigan Department of

Education (MDE).

Assurance Regarding Access to Records and Financial Statements

The applicant hereby assures that it will provide the pass-through entity, i.e., the Huron Valley Schools, and auditors

with access to the records and financial statements as necessary for the pass-through entity to comply with 2 CFR,

Part 200, Subpart F, and Compliance Supplement for the U.S. Department of Education.

Iran Economic Sanctions Act

The prospective contractor certifies that its organization, by submission of this proposal, is not an Iran Linked

Business. Please refer to the “Iran Economic Sanction Act” Public Act 517 for clarifications or questions. Huron

Valley Schools as a Michigan public entity is required to follow Public Act 517 of 2012.

Vendor Signature:

Date:

Notary

State of _____________________________________

County of ____________________________________

Sworn to and subscribed before me, a notary public in

and for the above state and county, on this ________

day of ___________________________, 20 ______.

Notary Public _________________________________

My commission expires:

RFP # HV-425-110920

2.4 CONSTRUCTION BID DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

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 Huron Valley Schools Board of

Education or the Huron Valley Schools District Superintendent must be accompanied with the bid. Bids

without this disclosure statement will not be accepted.

The members of the Huron Valley Schools Board of Education are: Thomas Wiseman, Denise Pistana,

Sean Carlson, Denise Forrest, Lindsey Cotter, Jeffrey Long, Jim Pearson.

The Huron Valley Schools Superintendent is: Dr. Paul Salah

The Following are the familial relationships:

_________________________________________________________________________________________

☐ There are none.

Vendor Signature:

Date:

Notary

State of _____________________________________

County of ____________________________________

Sworn to and subscribed before me, a notary public in

and for the above state and county, on this ________

day of ___________________________, 20 ______.

Notary Public _________________________________

My commission expires:

RFP # HV-425-110920

NON-COLLUSION AFFIDAVIT

STATE OF MICHIGAN )

) ss:

[NAME OF COUNTY] )

The undersigned bidder or agent, being duly sworn on oath, says that he/she has not, nor has

any other member, representative, or agent of the firm, company, corporation or partnership represented

by him/her, entered into any combination, collusion or agreement with any person relative to the price to

be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain

from bidding, and that this bid is made without reference to any other bid and without any agreement,

understanding or combination with any other person in reference to such bidding.

He/she further says that no person or persons, firms, or corporation has, have or will receive

directly or indirectly, any rebate, gift, fee, commission or thing of value on account of such sale.

______________________________________

Bidder (Firm)

______________________________________

Signature of Bidder or Agent

Subscribed and sworn to before me this ______day of___________________, 20___.

My commission expires:_____________________

County of residence:________________________

_________________________________________

Notary Public Signature Seal

(Return this completed form with bid package)

RFP # HV-425-110920

SECTION 3.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains key project dates and activities as well as instructions to proposers on how to prepare

and submit their proposal:

TIMETABLE

Release of RFQu:

December 14, 2020

Question & Answer Due Date:

January 4, 2021

Questions and Answers Responses Posted:

January 6, 2021

Proposals Due by (10:00 am/ EST) *:

January 11, 2021

Notice to Award:

February 2021

Master Agreement Award Date:

February 2021

*Responses received later than the specified deadline will be disqualified.

3.1 Huron Valley Schools Responsibility

Huron Valley Schools is not responsible for representations made by any of its officers or

employees prior to the execution of the Master Agreement unless such understanding or

representation is included in the Master Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively unresponsive statements in connection with a

proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in

this area shall be at Huron Valley Schools Administrator/Purchasing agent designee’s sole

judgment and his/her judgment shall be final.

3.3 Proposers Questions

Proposers may submit written questions regarding this RFQu by e-mail to the address

identified below. All questions must be received by 5:00 pm EST (Eastern Standard Time)

no later than Monday, January 4, 2021. All questions, without identifying the submitting

company, will be compiled with the appropriate answers and issued as an addendum to the RFQu.

When submitting questions please specify the RFQu section and paragraph number, and quote the

language that prompted the question. This will ensure that the question can be quickly found in the

RFQu. Huron Valley Schools reserves the right to group similar questions when providing

answers. Questions should be addressed to:

Email address: [email protected]

RFP # HV-425-110920

Huron Valley Schools may modify the RFQu at any time during the bid process. All changes to the

RFQu will be posted under the bid number and each posting officially revises the RFQu.

3.4 Preparation of the Proposal

Each Proposer must submit a complete proposal in response to this RFQu. The proposal must

remain valid for at least 120 days from the due date for responses to this RFQu.

The Proposer will be responsible for completing and submitting the following sections of this RFQu:

Section 1.0 – Bid Responses to Scope of Work and Pricing - The Proposer’s proposal must

include detailed responses to each of the outlined requirements in the text boxes provided.

There is no requirement or limitation on the amount of words for these responses.

Section 2.0 – Bidder Information and Acceptance – The Proposer will be required to

complete the information in this section and provide required signatures and notarization.

Attachments A and B – Pricing Schedules – The Proposer will be required to complete the

excel spreadsheets that make up the pricing/revenue schedule.

3.5 Bid Submission Deadline

The Deadline for receipt of Bids is: Monday, January 11, 2021, 10:00 AM EST (the

"Due Date"). Any bids received after this time will not be opened.

Send or deliver Three (3) copies of the bid, clearly marked Furniture Bid HV-425-110920

along with one electronic copy on a USB Flash Drive to:

Jon Riebe - Director of Capital Improvements

Huron Valley Schools - Administrative Building

2390 South Milford Road

Highland, Michigan 48357

In the event, the Administration Building is closed due to unforeseen circumstances on

the day Proposals are due, Proposals will be due at the same time on the next day

that the District and/or the Administration Building is open. Administration Building is

open to accept bids 8:00am – 4:30pm EST.

Due to COVID 19 our Bid Opening will be virtual. Below is the Zoom invite if you are

interested in attending.

Topic: Furniture Bid Opening - Zoom Meeting

Time: Jan 11, 2021 10:00 AM Eastern Time (US and Canada)

Join Zoom Meeting

https://zoom.us/j/94071293771?pwd=Y25DQ0xFWVh5L2FDWTZBOWpNOFlEZz09

RFP # HV-425-110920

Meeting ID: 940 7129 3771

Passcode: 885043

One tap mobile

+13126266799,,94071293771#,,,,,,0#,,885043# US (Chicago)

+19292056099,,94071293771#,,,,,,0#,,885043# US (New York)

Dial by your location

+1 312 626 6799 US (Chicago)

+1 929 205 6099 US (New York)

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+1 346 248 7799 US (Houston)

+1 669 900 6833 US (San Jose)

+1 253 215 8782 US (Tacoma)

Meeting ID: 940 7129 3771

Passcode: 885043

Find your local number: https://zoom.us/u/aeIwdf4oor

3.6 Adherence to Mandatory Requirements (Pass/Fail)

Huron Valley Schools Administrator or designee shall review Section 2.0 Bidder Information and

determine if the Proposer meets the minimum requirements as outlined in this RFQu.

Failure of the proposer to comply with the minimum mandatory requirements may eliminate its

proposal from any further consideration. Huron Valley Schools may elect to waive any informality

in a proposal if the sum and substance of the proposal is present.

3.7 Evaluation Process

All bids will be reviewed for compliance with the mandatory requirements stated within this RFQu.

Bids not meeting the mandatory requirements will be deemed non-responsive and eliminated from

further consideration. Huron Valley Schools may elect to waive any informality in a proposal if the

sum and substance of the proposal is present.

A. Huron Valley Schools may contact the proposer for clarification of the proposer's bid.

B. Huron Valley Schools may use other sources of information to perform the evaluation.

C. Huron Valley Schools may require the proposer to submit additional and/or supporting

materials.

Responsive bids will be evaluated on the factors identified in this RFQu. The Proposer(s) whose

bid is advantageous to the Eligible Agencies, taking into consideration the evaluation factors, will

be recommended for award approval.

After a prospective supplier has been selected, Huron Valley Schools and the prospective

supplier(s) will negotiate a Master Agreement. If a satisfactory Master Agreement cannot be

negotiated, Huron Valley Schools may, at its sole discretion, begin negotiations with the next

qualified proposer who submitted a proposal. It is anticipated that pre-qualified contract awards will

be made to multiple vendors.

RFP # HV-425-110920

A solicitation may be cancelled, or any or all bids or proposals may be rejected in whole or in part,

when it is in the best interest of Huron Valley Schools in accordance with regulations.

3.8 Evaluation Criteria

1. Evaluation Factors for Statement of Work (Section 1) – 30 points

2. Company Profile (Section 2.1) - 10 points

3. References (Section 2.2) – 20 points

4. Pricing/Revenue (Section 1.10 and Attachment B) – 40 points

3.9 Optional Tools to Enhance Evaluation Process

Huron Valley Schools during the evaluation of proposals may find it necessary to utilize one or

multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select

the best offering to Huron Valley Schools:

• Clarifications

• Deficiency Report

• Oral Presentation

• Site Visit

• Best and Final Offer (BAFO)

• Negotiations

3.10 Huron Valley Schools Option to Reject Proposals

Huron Valley Schools may, in its sole and absolute discretion, reject any or all proposals submitted

in response to this RFQu. Huron Valley Schools and its Architect shall not be liable for any costs

incurred by the proposer in connection with the preparation and submission of any proposal.

Huron Valley Schools reserves the right to waive inconsequential disparities in a submitted

proposal.

3.11 Freedom of Information Act

This contract and all information submitted to Huron Valley Schools by the contractor and

proposers is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL

15.231, et seq.

Huron Valley Schools shall not, in any way, be liable or responsible for the disclosure of any such

record or any parts thereof, if disclosure is required or permitted under the Michigan Freedom of

Information Act or otherwise by law. The Proposer(s) must specifically label only those provisions

of the proposal, which are actually trade secrets, confidential, or proprietary in nature. A blanket

statement of confidentiality or the marking of each page of the proposal as "Trade Secret",

"Confidential", or "Proprietary" shall not be permitted. Any such designation will be disregarded.

By submitting a response to this RFQu, the Proposer shall be deemed to have agreed to indemnify

and hold harmless Huron Valley Schools for any liability arising from or in connection with Huron

RFP # HV-425-110920

Valley Schools failure to disclose, in response to a request under the Michigan Freedom of

Information Act, any portion or portions of the Proposer's response to this RFP which have been

marked "Trade Secret," "Confidential," or "Proprietary."

3.12 Contacts with Huron Valley Schools Personnel

All contact with Huron Valley Schools regarding this RFQu or any matter relating thereto must be

e-mailed as follows:

Email address: [email protected]om

If it is discovered that a Proposer contacted and received information regarding this solicitation

from any Huron Valley Schools personnel other than the Procurement Contact, Huron Valley

Schools, in its sole discretion, may disqualify its proposal from further consideration. Only those

communications made by Huron Valley Schools in writing will be binding with respect to this RFQu.

3.13 Final Agreement Award Determination

Huron Valley Schools reserves the right to make one total award, one award for each

category/section, multiple awards, or a combination of awards, and to exercise its judgment

concerning the selection of one or more proposals, the terms of any resultant agreement(s), and

the determination of which, if any, proposal(s) best serves the interests of Huron Valley Schools.