RFB # 24-001, DIGITAL SURVEILLANCE / SECURITY CAMERA SYSTEM
| Agency: | Crestwood School District |
|---|---|
| State: | Michigan |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14789352055864289 |
| Posted Date: | Feb 9, 2024 |
| Due Date: | Mar 7, 2024 |
| Source: | Members Only |
Attachment Preview
REQUEST FOR BIDS
DIGITAL SURVEILLANCE / SECURITY CAMERA
SYSTEM
RFB # 24-001
CRESTWOOD SCHOOL DISTRICT
27235 Joy Road
Dearborn Heights, MI 48127
Telephone: (313) 278-0906
Primary Contact: Penny L. Morgan, Chief Financial Officer
Issue date: February 9, 2024
Proposal Due Date: March 7, 2024
I. OVERVIEW
1. Purpose
Crestwood School District (the “District”), a public school district operating in the State of Michigan, hereby
publishes this Request For Bids for “DIGITAL SURVEILLANCE / SECURITY CAMERA SYSTEM”, RFB 24-XXX (the
“RFB”), accepting proposals from companies that provide Digital Surveillance System Installation. The District
is seeking an installation agreement for a turnkey system, throughout the 5 listed facilities, with the devices
being provided by the proposer as a part of the proposal. The purpose of this RFB is to obtain bids from
companies who can demonstrate a proven and successful track record of entering into agreements to provide
such Services to public entities at competitive rates, especially public school districts. Unless expressly waived,
the District will only consider bids conforming to or exceeding the requirements and specifications described
herein:
2. District Point of Contact
Unless otherwise stated herein, all questions or communication concerning and notices required by the RFB
shall be directed to Penny L. Morgan, Chief Financial Officer, 27235 Joy Road, Dearborn Heights, MI 48127, Ph:
313-274-6545, Email: pmorgan@csdmi.org.
Any communication by a bidder that is directed towards the District and not in compliance with either the
methods described in this provision or in compliance with the methods prescribed through the express written
permission of the District or its agent or designated representative identified in this provision, will for the
purpose of this RFB, be considered invalid and non-binding.
3. Anticipated Timeline
a. RFB posted to Michigan Intergovernmental Trade Network (MITN): February 9, 2024
b. Pre-Bid Conference/Building Walkthroughs: 10:00 am, February 20, 2024, at Crestwood High School,
followed by the remaining buildings impacted by this project.
Crestwood High School
1501 N. Beech Daly
Dearborn Heights, MI 48127
Riverside Middle School
25900 W. Warren
Dearborn Heights, MI 48127
Highview Elementary School
25225 Richardson St.
Dearborn Heights, MI 48127
Hillcrest Elementary School
7500 N. Vernon
Dearborn Heights, MI 48127
Kinloch Elementary School
1505 Kinloch
Dearborn Heights, MI 48127
Crestwood School District - RFB 24-001
Page 2
c. Deadline to submit inquiries: 4:00 P.M., February 23, 2024
d. District deadline to post answers to inquiries to MITN: 4:00 P.M. February 28, 2024
e. Expiration of bid period (bid due date): 2:00 P.M., March 7, 2024
The District reserves the right, at any time, to add, amend and/or cancel the above dates and events. The
District will provide reasonable notice of any change to the above timeline, in accordance with the contact
preferences included in valid bids. The District will communicate inquiries and answers to inquiries received by
any bidder, as addenda to this RFB, posted to MITN (www.bidnetdirect.com/mitn). All times referenced in this
RFB are and should be measured using the Eastern time zone time, as noted by the U.S. Atomic Digital Clock
(http://nist.time.gov).
4. Bid Conference
A post-bid issuance conference will be held on the date and location provided for in Section 3.b. above. The
purpose of this conference will be to provide a forum where the District and prospective bidders can interact
and discuss the District’s information technology infrastructure needs, as it relates to the RFB. Bidders may
attend; however it is not mandatory for this RFB.
5. Contractor Interviews
The District may require bidders and/or their employees who will be designated by the bidder to provide
Services to participate in in-person or remote interview(s), before and/or following award of the bid to discuss
bidder qualifications and bid details. The District will provide reasonable notice to any bidder selected for an
interview, according to the contact preferences included in its valid bid.
6. Proposal Submittal
One (1) sealed original Proposal, two (2) sealed copies, and one (1) digital copy shall be received no later than
the close of the Proposal period, March 7, 2024 by 2:00 P.M., local time (Eastern), as established by the U.S.
Atomic Digital clock (http://nist.time.gov). A Proposal will be considered received when placed in the mail or
hand-delivered to the delivery contact in subsection 2 above, prior to the expiration of the Proposal period.
Once “received” the Proposal packet will, aside from exceptions listed in subsection 12 below, be considered
the personal property of the District. Late Proposals will not be accepted. Any Proposal received via email,
facsimile, or other electronic or other means other than that listed herein will not be accepted and will be
considered non-conforming.
A Proposal will be deemed “late” if not received by the close of the Proposal Period or received on time, but
post-dated or marked in a way that delays, disrupts or destroys the validity of the Proposal. Unless otherwise
agreed to by the District and at the District’s discretion, all late Proposals will be rejected and destroyed after
ten (10) days following the start of the District’s possession or otherwise returned to the Proposer, at the
Proposer’s expense.
A Proposal received will not be considered valid unless the Proposal package meets all required documentation
and certification, as specified in this RFB.
7. Proposal Delivery
Proposals shall be addressed in sealed envelopes and shall include the following information on the face of the
envelope: bidder's name, address, subject matter of the proposal, and date and hour of the bid opening. The
proposals shall be mailed via tracked method U.S. Postal Service or hand delivered to the District's Primary
Contact person at:
Crestwood School District - RFB 24-001
Page 3
Penny L. Morgan, Chief Financial Officer
Crestwood School District
Re: RFB 24-001 - Digital Surveillance System
27235 Joy Road
Dearborn Heights, MI 48127
8. Requests for Clarification
Prospective bidders are encouraged to submit questions to the District to clarify information under this RFB
(known as "Requests for Clarification"), Similarly, the District reserves the right to make its own Requests for
Clarification to any or all bidders. A Request for Clarification will not be considered valid unless (1) it is received
by the Point of Contact, in writing, either by U.S. Mail, email or some other method expressly permitted by the
Point of Contact, by the date and time listed in Section 3, and (2) it is clearly marked as pertaining to this RFB.
While the District will attempt to provide a written response to all written Requests For Clarification within
three (3) business days after the receipt, the District reserves the right to answer or refrain from answering all
or part of any inquiry received, in accordance with the timelines stated herein and in accordance with its rights
and obligations under law.
9. Addenda
This RFB and all appendices incorporated by reference herein shall contain the entire invitation to make an
offer for Services, excepting any subsequent addenda the District publishes. Therefore, except as otherwise
provided herein, verbal representations by the District should be considered not effective on this bid unless
accompanied by a written addenda. Prior to the expiration of the bid period, the District may amend this RFB
through one or more addenda. If it becomes necessary to make an addendum, the District will post such to
MITN and may or may not provide notice to bidders of doing so. It is the responsibility of all bidders to monitor
MITN for updates. The validity and enforceability of such addenda will not be affected by the failure of a bidder
to acknowledge receipt or respond to the addenda within the timelines provided by Section I.3, as amended
by any applicable addenda.
10. Submission of a Valid Bid
This is a Request For Bids only. The District will treat all valid bids as an offer by a bidder to negotiate a Digital
Surveillance System Installation Contract (the "Contract") with the District. The District reserves the right to
reject any bid or bids, in whole or in part, that it determines in its sole discretion, does not comply with all of
the following: (1) the bid is not actually received by the Point of Contact, in the form required and by the date
and time specified in Section I.3; (2) the bid is not substantially reflective of or comport with bid specifications
outlined in Section II below. The Point of Contact will provide reasonable notice to any and all bidders who
submit any bid determined by the District to be invalid, pursuant to this section.
Prior to the award of a bid, the District may also reject an otherwise valid bid if it determines that a bidder
communicated about the subject of this RFB or its bid with the District, any member of its Board of Directors,
or any individual member, administrators, faculty, staff, student or employee, except for communication
permitted in this RFB, or as otherwise permitted by applicable law.
A bid that is determined to be valid by the expiration of the bid period, but which is later determined by the
District, in its sole discretion, to be based on either one of the following, may be immediately rejected by the
District, by providing notice to any or all bidders, according to the notice instructions in bids submitted: (1) a
bid found to be based on intentional misrepresentation or fraud; (2) a bid which purports to violate state or
federal law; (2) a bid which was made with prior understanding, agreement or connection with any person,
firm or corporation making a Bid for the same Services.
Crestwood School District - RFB 24-001
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A bid and all written responses to District Requests for Clarification by a bidder shall be deemed to represent
the entire bid. The District shall consider any verbal representation made by a bidder and not accompanied by
a written addenda to be not effective as to this RFB.
11. Confidentiality and Bid Materials
By submitting a bid and other supporting documentation, pursuant to this RFB, a bidder agrees that all bid and
related materials, whether hardcopy or digital, become the personal property of the District. Notwithstanding,
the District agrees to take reasonable measures to protect and prevent the unauthorized disclosure of properly
marked confidential material or industry trade secrets. The District will destroy all such materials received,
within a reasonable time, upon rejection of a bid, or in the case such materials are no longer necessary to
evaluate a bid or to inform the District in contract negotiations or during the contract period, unless otherwise
agreed to between the parties. Notwithstanding, by submitting a bid and any related material, whether valid
or not under this RFB, will be subject to the Freedom of Information Act, MCL 15.231 et. seq.
12. Valid Bid Withdrawal
A bidder may withdraw their bid at any time prior to the expiration of the bid period, as set forth in Section 3
above. By submitting a valid bid, the bidder agrees that such bid shall not be withdrawn and shall be
irrevocable, for a period of ninety (90) calendar days following the expiration of the bid period.
Notwithstanding, the District and the bidder of a valid bid may stipulate by mutual written agreement to
abandon the negotiation process following expiration of the bid period.
13. Bid Award
The District reserves the right to reject any valid bid or bids, in whole are in part, that it determines in its sole
discretion is not in the best interests of the District. Dearborn Heights based businesses may receive a
preferential credit up to 3%, depending on the amount of the bid; the preferential credit is applied to the
analysis used in determining the lowest qualified bidder. In accordance with Board Policy 6320, no award will
be granted under this RFB, except upon approval and adoption by a quorum by the Board of Education. Upon
such a vote, the District will provide, within a reasonable time, notice of the award via a post to MITN and via
written notice of the award and relevant details, made to the selected bidder, in accordance with the notice
requirements identified in the awarded bid or otherwise agreed to. The District reserves the right to award
various portions of Services requested to one or more bidders or none at all. The District's award of one or
more bids does not constitute a binding agreement between the District and any entity. By selecting a bid or
bids for award, the District agrees to enter negotiations to finalize and execute the Contract. By entering into
a bid process, neither party is bound to conclude a final contract with the other. If for any reason the District
and the bidder(s) have not agreed upon and executed the Contract within sixty (60) days of the date of award,
either party may, in its sole discretion and without incurring any liability, terminate or suspend negotiations.
In such event, the District reserves the right to proceed to finalize and execute an agreement with another
bidder.
14. Waiver of Defects
Except for a clear violation of board policy or state or federal law, the District reserves the right to waive any
irregularity or nonconformity in the RFB process or that found in any bid or its supporting documents, and the
right to make an award to a bidder, other than a bidder submitting the lowest bid. If the District determines in
its sole discretion that doing so is in the best interests of the District, the District will waive an irregularity or
nonconformity by providing written notice to any or all bidders, within a reasonable time from when the
irregularity or nonconformity was discovered.
Crestwood School District - RFB 24-001
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