jkl bahweting school rfp · pdf file · 2017-11-17jkl bahweting school psa –...

JKL Bahweting School PSA

Request for Proposal

Gymnasium Audio, Visual,

and Lighting Systems

Theresa Kallstrom

School Superintendent

Date:

November 17, 2017

RFP # 20171117.1

JKL Bahweting School PSA – Gymnasium AVL, Request for Proposal #20171117.1

1.0 GENERAL INFORMATION

1.1 Scope of the Project 3

1.2 Bid Submission 3

1.3 Calendar of Events 3

2.0 CONTRACTOR QUALIFICATIONS 4

3.0 SITE VISIT 4

4.0 ACOUSTICAL TREATMENTS 4

5.0 AUDIO SYSTEM 5

6.0 PROJECTOR 6

7.0 STAGE LIGHTING 6

8.0 PROGRAMMING AND TRAINING 6

9.0 INSTALLATION 6

10.0 INSURANCE REQUIREMENTS 7

11.0 BID REQUIREMENTS 7

11.1 Additional Bid Requirements 7

11.2 Rejection of Bids 8

11.3 Required Information in Bid Responses 8

11.3.1 Detailed Quotation 8

11.3.2 Contact Information 8

11.3.3 Proposal Cost Overview 8

11.3.4 Iran Economic Sanction Act 8

11.3.5 Relationship Disclosure 9

11.3.6 References 9

APPENDIX FORM A – Contact Information 10

APPENDIX FORM B – Proposal Cost Overview 11

APPENDIX FORM C – Iran Economic Sanction Act 12

APPENDIX FORM D – Relationship Disclosure 13


1.0 GENERAL INFORMATION

1. Scope of the Project

The school is seeking a contractor to provide audio, visual, and lighting systems for

installation within a gymnasium.

2. Bid Submission

Bid closing is December 20, 2017 at 4:00 PM EST at which time all received bids will be

publically opened. All bids received after closing will automatically be rejected. Bids must

be sealed and clearly marked “20171117.1” and addressed to the attention of the School

Business Manager.

Sealed bids will be received at:

JKL Bahweting School

Attn: Director of Business and Finance

1301 Marquette Ave.

Sault Sainte Marie, MI 49783

Fax and electronic bid submissions will be not accepted.

Any questions concerning this bid request or any requirements should be directed to:

Robert Donaldson

[email protected]

A copy of this bid request, including any related addendums and corrections can be found at:

http://www.jklschool.org/rfp

The JKL Bahweting School Board of Education reserves the right to accept or reject any

bids received, to cancel in part or all of this bid request, and is not bound to accept the

lowest bid.

3. Calendar of Events

Release of Request to Bid November 17, 2017

Bid Closing (4:00 PM EST) December 20, 2017

School Board Approval TBD

Notification of Award TBD

Purchase/Installation TBD

http://www.jklschool.org/rfp


2.0 CONTRACTOR QUALIFICATIONS

Contractor shall have at least five years continuous experience in professional Audio-Video

installation. Contractor shall provide contact information for five comparable installations

completed in the last five years.

3.0 SITE VISIT

A site visit is highly recommended. Please contact Robert Donaldson, [email protected]

to set up a scheduled meeting.

4.0 ACCOUSTICAL TREATMENTS

Contractor shall provide and install 48 acoustical panels with suitable mounting cables and

hardware. Each panel shall measure 96"x48"x2" and shall be finished and absorbent on both sides.

Panels shall have an absorption coefficient of at least .88 at 125hz and a noise reduction coefficient

of at least 1.80. Panels shall have a class A fire protection rating. Perdue Acoustics or equivalent.

Contractor shall provide customer choices of fabric to match school colors.

Panels Locations:

1. 10 Panels shall be installed parallel to each of the long walls (8’ above the top row of the

bleachers.

2. 12 Panels shall be installed parallel to the back wall of the room with the bottom of each

panel 10’ above the finished floor.

3. 16 panels shall be suspended as high as possible evenly spaced over the playing area (long

dimension horizontal) taking care not to interfere with the operation of lighting, retractable

nets, video projector etc.

Note: The panels absorb from all sides, therefore it is important to hang them slightly out from the

walls so that sound can get around the back and be usefully absorbed. Above panels shall be

mounted so that they are no less than two inches and no more than six inches from the wall. Panels

shall be installed with the long dimension vertical.

Mounting Methods:

Wall panels must be mounted in one of the following methods. Contractor must provide pricing for

both methods.

• Suspended

All panels attached to walls would be suspended from the ceiling so as to not contact the

walls maintaining the 2”-6” separation between the panel and the wall.


• Direct Attached

All panels attached to walls may be mounted with hardware that does contact the walls but

still maintains the 2”-6” separation between the panel and the wall.

5.0 AUDIO SYSTEM

1. Loud Speakers Main speakers shall consist of 2 ea JBL CBT-70-J-1 / CBT-70-JE-1 compact line array

mounted on steel truss on each side of stage. Bottom of speaker shall be 16 feet above

finished floor.

Two supplemental loudspeakers shall be installed on rear wall aimed at the bleachers to

accommodate high noise levels during athletic events. Bottom of speaker shall be 8 feet

above finished floor. NOTE: The South wall is most critical in terms of reducing harmful

reflections. The speakers will be directed from the front stage area toward the back wall to

produce proper imaging i.e. the sound appears to come from its natural source. In addition,

far field reflections (those coming from the greatest distance) are most detrimental to speech

intelligibility.

Supplemental loudspeakers shall be JBL CBT-100AL. Provision shall be made to mute the

amplifier driving the supplemental loudspeakers during events emanating from the stage

area.

Bass enhancement shall be provided by 2 JBL PRX-818XLF powered subwoofers installed

under bleachers toward the front of the room.

2. Mixer Sixteen channel Digital Mixer shall be installed in rack located in rear closet. Allen & Heath

QU-16 or equivalent. Dual band router shall be provided to facilitate IPAD control.

3. Amplifiers Crown XLC-2800 for main loudspeakers, Crown XLC-2500 for supplemental loudspeakers.

Equivalent units acceptable.

4. Microphones Telex FMR-500 or Shure ULX. 3 Handheld systems, 3 headworn systems. Include external

antennas and rack mount.

5. Bluetooth Install bluetooth receiver to facilitate wireless playback from portable device up to 30' from

mixer.

6. Miscellaneous Provide swing out 19" rack, AC power panel, 14-2 speaker cable for main speakers, 16-2 for

supplemental speakers. All other audio interconnects shall use 2 conductor shielded cable

with XLR connectors. 1/4" phone plugs are not acceptable except for Bluetooth receiver.


6.0 PROJECTOR

Contractor shall provide and install one 8500 ANSI lumen video projector, Epson Z8350 or current

model equivalent. Projector shall be equipped with appropriate lens to produce full screen image on

customer's existing 16:9 projection screen. Projector shall be mounted in a protective cage

- positioned as high as possible while allowing an unobstructed image on screen. Contractor shall

provide an HDMI input to the projector in the A/V rack.

• Projector mounting location is 32 from the screen

• Projector screen is 18’ wide.

7.0 STAGE LIGHTING

Contractor shall provide stage lighting system to provide illumination of stage and area extending 20

feet in front of stage. Contractor shall ensure that fixtures and mounting can withstand impacts from

volleyballs, basketballs etc. All high voltage wiring shall be performed by a licensed electrician

(subcontracted if necessary).

16 ea Martin RUSH LED PAR 1 RGBW fixtures

4 ea ETC Source Four 750 watt Ellipsoidal 26 degree Spotlight

1 ea 20 foot 12” lighting truss

1 ea Jands Stage CL lighting console

All necessary rigging, cable and hardware; AC wiring from electrical panel

8.0 PROGRAMMING AND TRAINING

Contractor shall program at least six scenes on digital audio mixer and lighting console

to accommodate events such as school assemblies, plays, concerts, dances and athletic games. Audio

system to be equalized with a real-time analyzer from 80-10000hz +/- 3db. Contractor shall provide

at least two hours of instruction of equipment operation including IPAD remote mixing.

9.0 INSTALLATION

Contractor is required to provide installation services for all requested items. Where necessary,

subcontractors may be used. A separate copy of Appendix Form A must be completed for each

subcontracting company. Contractor is required to obtain all necessary permits and plan

approvals for this project. Follow up inspections must be scheduled by the contractor and be

present for such appointments.

Additional Notes:

1. All wiring to be installed in EMT or PVC electrical conduit. Conduit shall be painted white

where installed against white ceiling surfaces. Conduit shall not be installed on wall

surfaces.


2. No cable splices outside rack and junction boxes

3. Contractor to provide AC power connections for projector, subwoofers and lighting

4. IPAD tablet for audio control to be provided by customer

5. All work must meet MDE (State of Michigan) and BIA (Bureau of Indian Affairs) building

codes.

6. Contractor must utilize their own equipment for working at heights.

10.0 INSURANCE REQUIREMENTS

The awarded contractor agrees, at its sole cost and expense, to purchase, prior to commencement of

services, and maintain the follow insurance coverage in the minimum amounts indicated for the

entire duration of the contract.

Commercial General Liability Insurance: on an “Occurrence Basis” with limits of liability not less

than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit, Personal Injury,

Bodily Injury, and Property Damage. Coverage shall include the follow extensions: A) Contractual

Liability; B) Products and Completed Operations; C) Independent Contractor’s Coverage; D) Broad

Form General Liability Extensions or equivalent; E) Deletions of all Explosion, Collapse, and Under

group (XCU) Exclusions, if applicable.

Worker’s Compensation including Employer’s Liability Coverage: of $100,000 each accident,

$500,000 annual aggregate, in accordance with all applicable Michigan law.

Motor Vehicle Liability: If Contractor, or its employees, will use motor vehicles to satisfy its

responsibilities under this contract, then Contractor must have a minimum amount of $1,000,000 per

occurrence combined single limit including coverage for hired or leased vehicles, and owned and

non-owned vehicles with No-Fault coverage as required by law. If an insurance coverage furnished

by Contractor is on a “claims made” basis, the Contractor shall continue the coverage required under

this contract for a minimum period of three years after the expiration or termination of this contract.

If such insurance is not in force, JKL Bahweting School PSA may, at its option, terminate and

cancel the contract.

This insurance requirement also applies to any contractor(s) used in collaboration for completion of

this project.

The building is leased from the Sault Tribe of Chippewa Indians and the awarded contractor shall,

prior to commencement of services, add JKL Bahweting School PSA and the Sault Tribe of

Chippewa Indians as additional insured organizations for the purposes of this project.

11.0 BID REQUIREMENTS

1. Additional Bid Requirements

• All bid components (equipment, services, etc.) must be itemized and include per unit

costs and extended costs. All associated costs with this project must be listed.


• All alternates, variations, and exceptions to any requirement must be clearly stated.

• All hardware, equipment, and accessories must be new. Items classified as refurbished,

remanufactured, or “off-lease” will not be accepted.

• The school reserves the right to consider proposals based on their relative merit, risk,

and value to the school.

• The school reserves the right to cancel all or parts of this request for bid if it is in the

best interest of the school.

• This bid request does not commit us to award a contract, to pay any costs associated with

the preparation of a response, to procure or contract for services or equipment.

2. Rejection of Bids

JKL Bahweting School reserves the right to accept or reject any or all bids, and to waive any

minor discrepancies or technicalities in the bid or specifications when deemed to be in the

best interest of the school.

3. Required Information in Bid Responses

11.3.1 Detailed Quotation

A detailed quotation must be provided. Quotation should include per unit and

extended costs. Any additional costs not specifically mentioned in this document

that will be required should be included (shipping, additional materials, etc.).

Pricing must be provided into the following categories: Acoustical Treatments,

Audio System, Projector, and Stage Lighting. Installation and labor should be

included within each category and should not be provided as summation for all

categories.

The school is a tax-exempt organization and documentation can be provided at

time of purchase/ordering.

11.3.2 Contact Information – Appendix Form A

11.3.3 Proposal Cost Overview – Appendix Form B

11.3.4 Iran Economic Sanction Act – Appendix Form C

In compliance with Michigan’s Iran Economic Sanctions Act (P.A. 517 of

2012), contractor is required to provide notarized documentation certifying that

it is not an Iran linked business. Contractor submissions that do not include

this documentation will be rejected without further review or consideration.


11.3.5 Relationship Disclosure – Appendix Form D

Contractor must submit a sworn, notarized statement disclosing any familial

relationship that exists between the owner or any employee of the bidder and that

of any member of the JKL Board of Education or the School Administrator.

Contractor bid submissions that do not include this documentation will be

rejected without further review or consideration.

11.3.6 References

Contractor shall provide contractor information for a minimum of 3

references of recent completed projects (within the last 5 years) of a similar

scope and size.


APPENDIX: FORM A

CONTACT INFORMATION

Company Information:

Name

Mailing Address

Telephone Number

Fax Number

Years in Business

Primary Contact Information:

Name

Title

Telephone Number

Fax Number

Email Address

❖ This form must also be completed for any subcontracting companies to be used.


APPENDIX: FORM B

PROPOSAL COST OVERVIEW

Company Name:

COST OVERVIEW

Required Items Total Item Costs

Acoustical Treatments (suspended installation)

Acoustical Treatments (direct attached)

Audio System

Projector

Stage Lighting

Misc./Other

ESTIMATED TIME FOR COMPLETION

❖ This form does not constitute a valid quotation. A detailed formal quotation must still be

included with the proposal submission


APPENDIX: FORM C

AFFIDAVIT OF COMPLIANCE – IRAN ECONIMIC SANCTIONS ACT

The undersigned, the owner or authorized officer of the below named contractor (the “Contractor”),

pursuant to the compliance certification requirement provided in the JKL Bahweting School’s (the

“School District”) Request for Proposals for “JKL RFP #20171117.1“ (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 Economics Sanction 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 all 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 that is determined that the person submitted the false

certification.

____________________________________ Name of Contractor

Signature: ___________________________

Print: _______________________________

Title: ______________________________

Date: ______________________________

STATE OF __________________)

) ss.

COUNTY OF ________________)

Subscribed and sworn to before me this __________ day of ____________, _________.

________________________________________

Notary Public, ____________ County, ________

My commission expires: ____/ ____/ __________

Acting in the County of: ____________________


APPENDIX: FORM D

FAMILIAR RELATIONSHIP DISCLOSURE

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familiar relationships

that exists between the owner or any employee of the bidder and any member of the JKL Bahweting

School Board of Education or the JKL Bahweting School Superintendent must be accompanied

with the bid. Bids without this disclosure statement will not be accepted.

The current members of the JKL Bahweting School Board of Education are: Norma Castro, Steven

Habusta, Suzanne Menard, Bradley Pringle, Kara Batho, Nichole Causley, Evelyne Bumstead

The JKL Bahweting School Superintendent is: Theresa Kallstrom

The following are the familiar relationships:

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

There are none.

STATE OF ____________________)

)ss

COUNTY OF __________________)

The undersigned, authorized representative of bidder ________________________________ does

hereby acknowledge that bidder has read the foregoing disclosure statement and the statements

herein contained are true.

_____________________________________

Signature of Bidder Representative

_____________________________________

Print Name

_____________________________________

Title

Subscribed and sworn to before me this ______ day of __________________, ________.

_________________________________________

Notary Public, _____________County of ________

My commission expires: ____/ ____/____________

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