BAY COUNTY LIBRARY SYSTEM

Transcription

1 BAY COUNTY LIBRARY SYSTEM REQUEST FOR PROPOSAL (THIS IS NOT AN ORDER OR OFFER) DATE OF REQUEST REFERENCE PROPOSAL NUMBER RFP DATE PROPOSALS ARE DUE SUBMIT PROPOSAL TO: MARK PROPOSAL: DELIVERY DATE: QUESTIONS CONCERNING THIS RFP CAN BE DIRECTED TO: KEVIN AYALA, A/D BAY COUNTY LIBRARY SYSTEM 500 CENTER AVE. BAY CITY, MI SOLAR PANEL SYSTEM TBD KEVIN AYALA, ASSISTANT DIRECTOR (989) EXT The Bay County Library System Board of Trustees is seeking proposals for a new Solar Panel System. All applicants must be in conformity with the following specifications/requirements: 1

2 GENERAL INSTRUCTIONS Scope of Work The selected vendor will install an array of solar panels on the south side roof of the Wirt Library sufficient to consistently produce at least 25 kw of electrical energy. Vendor must also have experience working with a third party to lease the system and be able to procure maximum tax efficiencies within the current tax structure. The system will include solar panels, a ballasted racking system, an optimizer/ inverter and any other wiring, monitoring equipment or other equipment needed to produce the appropriate amount of energy. Preference will be given for use of Michigan or American made parts. Submittals Vendor must submit a complete cost proposal for the system, as well as a clear explanation of the warranties on all parts and/or labor. Delivery Installation should be completed by September 15, 2016 Payment Terms Vendor to provide specific payment terms, if applicable. 2

3 REQUIREMENTS OF BIDDER 1. All bid prices must be good for 90 days after bid opening date. 2. Each bidder will submit a sample contract that will be used as the official contract, if applicable. 3. Each bidder will provide a brief narrative on their company s history. 4. Each bidder shall complete the Formal Cost Summary Form identifying the total cost to install the solar system, their company name, address, telephone, fax, contact person and an authorized signature. (SEE ATTACHMENT A) 5. Each bidder will provide a list of three (3) client references identifying the name of the company, address, contact person, phone number and a brief description of the type of installation sold. (SEE ATTACHMENT B) 6. Each bidder is required to accompany his/her formal bid with a written sworn statement affirming they have not been a party to a collusive agreement. (SEE ATTACHMENT C) 7. Each bidder is required to submit a complete listing of the solar system specifications using our specifications as a guideline. (SEE ATTACHMENT D) 8. INSURANCE: The Contractor shall purchase and maintain such insurance as will protect him/her from claims set forth below which may arise out of or result from the Contractor s service, whether such service be by himself/herself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable: a. Worker s compensation insurance for claims under Michigan s Workers Compensation Act or other similar employee benefit act of any other state applicable to an employee. b. Employer s liability insurance, in conjunction with workers compensation insurance, for claims for damages because of bodily injury, occupational sickness or disease or death of an employee when workers compensation may not be an exclusive remedy, subject to a limit of liability of not less than $100,000 each accident. 3

4 c. Motor vehicle liability insurance required by Michigan law including no-fault coverage for claims arising from ownership, maintenance or use of a motor vehicle with liability limits of not less than $1,000,000 per occurrence combined single limit bodily injury and property damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. d. General liability insurance for claims for damages because of bodily injury or death of any person, other than the contractor s employees, or damage to tangible property of others, including loss of use resulting by other specific liability insurance and are ordinarily insurable under general liability insurance, subject to bodily injury limits of not less than $3,000,000 each occurrence and mandatory $5,000,000 annual aggregate and property damage limits of not less than $3,000,000 each occurrence; or combined bodily injury/property damage limits of not less than $3,000,000 each occurrence, and $5,000,000 annual aggregate. Insurance required shall be in force until acceptance by the Bay County Library System of the entire completed work, and shall be written for not less than any limits of liability specified above. The contractor has the responsibility of having any subcontractor comply with these insurance requirements. Certificates of insurance, acceptable to the Bay County Library System, shall be filed with the Bay County Library System prior to commencement of the project. These certificates shall contain a provision that coverage s afforded under the policies will not be modified or canceled without 30 days prior written notice to the Bay County Library System. The following wording shall appear on the certificates of insurance: It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction, and/or material change in coverage will be mailed to owner. Commercial general liability and motor vehicle liability insurance, as described above, shall include an endorsement stating the following shall be ADDITIONAL INSUREDS: This coverage shall be primary to the additional insureds, and not contributing with any other insurance or similar protection available to the additional insureds, whether said other available coverage be primary, contributing, or excess. 9. Proposals must be returned no later than 11:00 a.m. EST August 3, 2016 marked "SOLAR PANEL SYSTEM". The same should be mailed or hand delivered to the Alice and Jack Wirt Public Library, Administrative Office, 500 Center Ave., Bay City, Michigan The Bay County Library System will not accept proposals sent by a FAX machine or . 4

5 10. Any individual or business entity providing goods and/or services to the Bay County Library System shall be required to comply with current provisions of the Equal Opportunity Act for Individuals With Disabilities (42 USCA et seq.) and Equal Employment Opportunities (42 USCA 2000e) in projects receiving federal assistance; and the Elliot-Larsen Civil Rights Act (MCL et seq.) and the Michigan Handicappers Civil Rights Act (MCL et seq.). Such individual or business entity shall not discriminate against any individual with respect to hire, tenure, terms, conditions or privileges of employment because of a handicap that is unrelated to the individual s ability to perform the duties of a particular job position, or because of race, color, religion, national origin, age, sex, height, weight, or marital status. Breach of this covenant shall be regarded as a material breach of any transaction or agreement between Bay County Library System and the individual or business entity. The Bay County Library System shall vigorously enforce this covenant through use of sanctions available within the Purchasing Policy or legal action. There will be a public bid opening immediately following the deadline to receive proposals at the Alice and Jack Wirt Public Library in the Administrative Office, located at 500 Center Avenue, Bay City, Michigan. All bidders are invited to attend and hear the proposals read. A Notice of Intent to Award will be used to notify all bidders of our intent to award the bid to the lowest/highest-qualified bidder. If a bidder disagrees with this intent, the bidder may obtain from the Finance Department a bid protest form, which must be completed and returned to Kevin Ayala, Assistant Director, Alice and Jack Wirt Public Library in the Administrative Offices, 500 Center Avenue, Bay City, MI 48708, (517) ext within ten (10) working days from the date of the notice of intent to award. The Bay County Library System Board of Trustees reserves the right to accept or reject any or all bids, the right to split the bid, to waive any irregularities and to make the final determination as to the best lowest/highest qualified bid, and to make awards in any manner deemed to be in the best interest of the Bay County Library System. The Bay County Library System award of any bid is subject to and conditioned upon the approval of a formal agreement for products and services between the Bay County Library System and the selected bidder within the (10) days after the date that the bidder receives such agreement, if any, from the Bay County Library System. In submitting a proposal, the bidder acknowledges that the contents of the RFP will become incorporated within any formal agreement, and that this RFP does not necessarily include every term and provision which shall appear in the formal agreement. In the event that the bidder fails to execute the formal agreement within said time period, the Bay County Library System may reject the selected bidder, and proceed to accept another qualified bid, or reject all bids. 5

6 Invoices/Payments: submitted to the Bay County Library System are processed (2) times per month. Invoices must reach us by approximately the 10th or 25 th to be paid on the 15 th or 30 th of each month. The Bay County Library System will provide the successful bidder a tax exempt certificate and federal I.D. number. ADA Assistance: The Bay County Library System will provide necessary and reasonable auxiliary aids and services, such as signers for the hearing impaired and audiotapes of printed materials being considered, to individuals with disabilities upon 10 days notice to the Bay County Library System. Individuals with disabilities requiring auxiliary aids or services should contact the Bay County Library System by writing or calling: Kevin Ayala, Assistant Director Bay County Library System 500 Center Ave. Bay City, MI (517) ext TDD (517)

7 ATTACHMENT A FORMAL COST SUMMARY FORM Solar Panel System Cost Training Cost (if applicable) Other Costs (if applicable) $ $ $ Total Cost $ The authorized signature below represents the bidder s understanding and agreement to comply with all bid specifications and bidder requirements for this proposal. COMPANY NAME: ADDRESS: PHONE: ( ) FAX: ( ) CONTACT PERSON: PRINTED SIGNATURE: AUTHORIZED SIGNATURE: (Please print) DATE: 7

8 ATTACHMENT B (3) CLIENT REFERENCES Company Name: Address: Contact Person: Phone: Type of Installation ( ) Company Name: Address: Contact Person: Phone: Type of Installation ( ) 8

9 ATTACHMENT B (continued) (3) CLIENT REFERENCES Company Name: Address: Contact Person: Phone: Type of Installation ( ) 9

10 ATTACHMENT C ANTI - COLLUSION CERTIFICATION AND AGREEMENT The undersigned certifies and agrees that: 1. This proposal was solely developed and prepared without any collusion with any competing proposer. 2. The content of this proposal has not and will not knowingly be disclosed to any competing or potentially competing bidder prior to the proposal opening date, time, and location indicated. 3. No action to persuade any person, partnership, or corporation to submit or withhold a bid has been made. 4. The undersigned certifies and agrees having a complete understanding regarding the accuracy of the statements in this proposal and the potential penalties associated with this certification. Signature: Print Name: Title: Company Name: Date: 10

11 ATTACHMENT D SOLAR PANEL SPECIFICATIONS 11