Request for Proposal (RFP) Tell City Troy Township School Corporation LED Conversion Proposal Tell City Troy Township School Corporation 837 17th St Tell City, In 47586 May 10, 2016
1 Table of Contents Summary and Background 2 Proposal Guidelines 3 Project Purpose and Description 4 Project Scope 10 RFP Timeline 11 Proposal Summary Coversheet 12 Bidder Qualifications 15 Evaluation Criteria 15 Non Collusion Statement 16
2 Summary and Background Tell City Troy Township School Corporation is accepting proposals to replace existing light fixtures with high efficiency LED lighting. The project will consist of three areas within the corporation, and includes parking lot lighting and gymnasium lighting. The three areas are: 1. William Tell Elementary Parking Lot 2. Tell City Jr.Sr. High School Parking Lot 3. Brian Taylor Sports Arena (Tell City Jr.Sr. High School) The purpose of this Request for Proposal (RFP) is to solicit proposals from various organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate(s) who will provide the best proposal to meet the needs of the school corporation. This RFP is only to provide light fixtures as specified. A separate optional bid, with new LED retrofit kits, will be considered using the existing fixtures currently installed in the Brian Taylor Sports Arena. All material required to complete this installation should be included in this optional bid. All other requirements for the Brian Taylor Sports Arena including specifications and warranty expectations shall be incorporated in this optional bid. Tell City Troy Township School Corporation is a small rural school that located in Tell City, Indiana. Using TIF funds, the school is endeavoring to become more energy efficient, while improving the aesthetics and safety of the campuses.
3 Proposal Guidelines This Request for Proposal is an open and competitive process. Proposals will be accepted until 1:00pm (CST) on May 31, 2016. Any proposals received after this date and time will be destroyed. All proposals must be signed by an official agent or representative of the company submitting the proposal. If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted. Organizations must be willing to work with the local redevelopment commission in completing the purchase. All costs must be itemized to include an explanation of all fees and costs. Responses submitted must be in a sealed envelope and marked on the outside as follows: Tell City Troy Township School Corporation 837 17th Street Tell City, IN 47586 Tell City Troy Township School Corporation LED Conversion Proposal DEADLINE: 1:00PM (CST) ON MAY 31, 2016 Any responses received after the scheduled closing time for the receipt for responses will not be considered. Facsimile responses will not be considered. If a mistake is discovered after the responses are received, only the Tell City Troy Township School Corporation may allow the respondent to withdraw the entire response. The School System reserves the right to accept or reject any and all proposals for any reason, and to waive informalities therein. Proposals will be awarded in full or part to the best overall respondent as determined by that which is in the best interests of Tell City Troy Township Schools. Payment will not be made until the shipment is complete, inspected, and approved as meeting all specifications by Tell City Troy Township School Corporation. Vendor must be willing to work with and accept payment from the Perry County Development Commission. Tell City Troy Township Schools encourages proposals from small, minority and female owned businesses; and does not discriminate on the basis of handicap status.
4 Project Purpose and Description This RFP will require proposals for three separate locations. Bids are only for fixtures. Installation may be bid after receipt of materials. The school will determine the most advantageous course of action, and may award projects in part or full. William Tell Elementary There are currently fifteen (15) light poles, each with two (2) lights along the perimeter of the parking areas, as indicated by the enclosed map. The poles are thirty (30) feet in height, and should remain in place. No additional poles should be included in the proposal. It is the belief of Tell City Troy Township schools that one (1) LED light can be used to replace the existing fixtures. Parking lot lights must meet the following specifications (minimum requirements): FIXTURES: 250 Watts 5000K 10,000 Lumens CRI 80 UL or ETL rated, DLC Certified Mounting supplies included, knuckle must tilt/rotate Minimum 5 year warranty (details on warranty should be provided) Lumens at End of Life = 95% Must maintain the appearance of existing fixtures and equipment A lighting pattern must be included in the proposal, and indicate min/max/average candle power at ground level. Certification must be provided indicating the minimum and maximum temperature range is within regional tolerances.
5 Project Description: William Tell Elementary School
6 Tell City Jr.Sr. High School There are currently eleven (11) light poles along the perimeter of the parking areas, as indicated by the enclosed map. The poles are thirty (30) feet in height with the exception of the four (4) in the band parking lot (top right) which are forty (40) feet in height. Flood lights are currently employed in the bus pen (top left). All existing poles should remain in place. No additional poles should be included in the proposal. Parking lot lights must meet the following specifications (minimum requirements): FIXTURES: 250 Watts 5000K 10,000 Lumens CRI 80 UL or ETL rated, DLC Certified Mounting supplies included, knuckle must tilt/rotate Minimum 5 year warranty (details on warranty should be provided) Lumens at End of Life = 95% Must maintain the appearance of existing fixtures and equipment A lighting pattern must be included in the proposal, and indicate min/max/average candle power at ground level. Certification must be provided indicating the minimum and maximum temperature range is within regional tolerances. Key: X indicates 1 pole, two lights affixed L indicates 1 pole, two lights affixed, at 90 degree angles to each other 4 indicates 1 pole, 4 lights affixed 1 indicates 1 pole, 1 light affixed
Tell City Jr.Sr. High School 7
8 Brian Taylor Sports Arena (BTSA) There are currently thirty two (32) overhead fluorescent lights (2 bulbs per unit) above the seating area of the arena. There are twenty two (22) 300 Watt lights around the perimeter of the playing surface and twenty (20) 400 W lights directly above the playing surface. These are metal halide units. Units recommended should meet required specifications for energy saving rebates, and all rebates will be received by Tell City Troy Township School Corporation. While the expectation is to replace the current fixtures, if a new lighting plan results in savings to the corporation by using less fixtures, that plan should be included in detail. BTSA lights must meet all IHSAA requirements, as well as the following (minimum requirements) for the floor lights. LED s above seating area need not conform to the below. Recommended Specifications 5000K, Horizontal Foot Candles 100, Uniformity 1.7:1 Minimum CRI 85 UL or ETL rated, DLC Certified Minimum 5 year warranty (details on warranty should be provided) Lumens at End of Life = 95%, Rate Life Nominal/hrs 100,000 Instant on/dimmable included as an option (detail expense)
9 A separate optional bid, with new LED retrofit kits, will be considered using the existing fixtures currently installed in the Brian Taylor Sports Arena. All material required to complete this installation should be included in this optional bid. All other requirements for the Brian Taylor Sports Arena including specifications and warranty expectations shall be incorporated in this optional bid.
10 Project Scope The selected proposal will be responsible for supplying the materials within one month of acceptance of the bid. Multiple proposals may be selected and parties agree to cooperate to complete the project on time and on budget. The following criteria must be met to achieve a successful project: Projected Energy Savings Safe lighting of all areas described Consistency in design of fixtures Completion of project with minimal impact on school activities Non proprietary equipment for consumable parts All fees/costs should be detailed in the bid Timely delivery of materials
11 Request for Proposal Timeline: There will be an informational meeting/walkthrough on Friday, May 20 2016. Interested parties should meet at the office of the superintendent at 9:00 am CST. Each site will be visited to view existing hardware fixtures. All questions/clarifications regarding the project should be submitted to the Office of the Superintendent no later than Tuesday, May 24, 2016. All proposals in response to this RFP are due no later than 1:00 PM CST Tuesday, May 31, 2016. Bids shall be opened and read aloud in public at 1:00pm (CST) on May 31, 2016, in the Office of the Superintendent, 837, 17th Street, Tell City, Indiana, 47586. All bids will be submitted to the Tell City Troy Township School Corporation Board of Trustees on June 7, 2016 at the School Board Work Session, 7:00pm (CST) in the Media Center of the Tell City Junior Senior High School located at 900 12th Street, Tell City, Indiana, 47586 for consideration. The selection decision for the winning bidder will be made no later than June 14, 2016 at the regularly scheduled School Board Meeting, 7:00pm (CST) in the Media Center of the Tell City Junior Senior High School located at 900 12th Street, Tell City, Indiana, 47586. Upon notification, the supplier and superintendent will discuss delivery and release of funds.
12 William Tell Elementary Proposal Summary COMPANY NAME ADDRESS TELEPHONE EMAIL AUTHORIZED COMPANY REPRESENTATIVE PRINTED SIGNATURE AUTHORIZED COMPANY REPRESENTATIVE DATE DEADLINE: 9:00 A.M., FRIDAY, MAY 16, 2016 BID AMOUNT Materials: Shipping/Other: GRAND TOTAL: *Please list all support information, item descriptions, and itemized labor charges on a separate page titled William Tell Elementary. BID GOOD THRU NOTES: Please attach this page at the top of the recommended light for the identified location. Include all specifications for the recommended light. A lighting pattern must be included for each type of fixture in the proposal, and indicate min/max/average candle power at ground level. Certification must be provided indicating the minimum and maximum temperature range is within regional tolerances.
13 Tell City Jr.Sr. High School Proposal Summary COMPANY NAME ADDRESS TELEPHONE EMAIL AUTHORIZED COMPANY REPRESENTATIVE PRINTED SIGNATURE AUTHORIZED COMPANY REPRESENTATIVE DATE DEADLINE: 9:00 A.M., FRIDAY, MAY 16, 2016 BID AMOUNT Materials: Shipping/Other: GRAND TOTAL: *Please list all support information, item descriptions, and itemized labor charges on a separate page titled William Tell Elementary. BID GOOD THRU NOTES: Please attach this page at the top of the recommended light for the identified location. Include all specifications for the recommended light. A lighting pattern must be included for each type of fixture in the proposal, and indicate min/max/average candle power at ground level. Certification must be provided indicating the minimum and maximum temperature range is within regional tolerances.
14 Brian Taylor Sports Arena Proposal Summary COMPANY NAME ADDRESS TELEPHONE EMAIL AUTHORIZED COMPANY REPRESENTATIVE PRINTED SIGNATURE AUTHORIZED COMPANY REPRESENTATIVE DATE DEADLINE: 9:00 A.M., FRIDAY, MAY 16, 2016 BID AMOUNT Materials: Shipping/Other: GRAND TOTAL: *Please list all support information, item descriptions, and itemized labor charges on a separate page titled William Tell Elementary. BID GOOD THRU NOTES: Please attach this page at the top of the recommended light for the identified location. Include all specifications for the recommended light. A lighting pattern must be included for each type of fixture in the proposal, and indicate min/max/average candle power at ground level. Certification must be provided indicating the minimum and maximum temperature range is within regional tolerances.
15 Bidder Qualifications Bidders should provide the following items as part of their proposal for consideration: Description of experience in lighting List of how many full time, part time, and contractor staff in your organization Examples of 3 or more installations of the suggested lights Testimonials from past clients A full lighting pattern for all recommended fixtures Timeframe for providing fixtures after bid award Proposal Evaluation Criteria Discussions may be conducted with the vendors which have submitted proposals determined to be reasonably likely of being considered for selection to assure a full understanding of and responsiveness to the RFP requirements. Every effort shall be afforded to assure fair and equal treatment with respect to the opportunity for discussion and/or revision of their respective proposals. Revisions may be permitted at the discretion of the corporation after the submission and prior to the award for the purpose of obtaining the best offers. The board will discuss the proposals at open meetings. The winning bid will submit the RFP timely and completely, providing fixtures that maintain the existing aesthetics of the environment. The true cost will be accurately described, and the proposed lights meet all bid specifications. The bid will be awarded based on the fixtures that best meet needs the corporation, not solely the lowest cost. After the bid is awarded, all proposals will be subject to the Open Records Act, and the proposals will be available to the public upon written request. The vendor shall indemnify School System against liability for any suits, actions, or claims of any character arising from or relating to the performance under this contract by the vendor. The School System has no obligation for the payment of any judgment or the settlement of any claim made against the vendor or its subcontractors as a result of obligations under this contract. School System may, at any time, nullify the agreement if, in the judgment of School System, the contractor(s) has failed to comply with the terms of the agreement. In the event of nullification, materials received will be returned for a refund.
16 STATEMENT OF NON COLLUSION The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other respondent, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal. Company Address Phone Fax Respondent (Signature) Respondent (Print Name and Title) Authorized Company Official (Print Name)