southern kern unified school district · does not mean that the information is necessarily exempt....

Customer Title Southern Kern

Unified School

District Project Name Request for Proposals –

LED Lighting and

Controls Customer Name (Body) Southern Kern Unified School District

Customer Abbreviation SKUSD

Customer Address 2601 Rosamond Blvd.

Customer Address Line 2 Rosamond, CA 93560

Customer Contact Arik Avanesyans

Customer email [email protected]

RFP Updates https://www.skusd.k12.ca.us/Page/157

Southern Kern Unified School District

Building Automation System Request for Proposals P a g e | i

Request for Proposals – LED Lighting and

Controls

Date Event

5/31/2019 RFP Publish Date

6/07/2019 Questions Due – 5:00 p.m.

6/21/2019 RFP Due Date – 2:00 p.m.

6/26/2019 Board Review and Approval

Deliver Sealed Proposals to: Contact

Southern Kern Unified School District Contract & Procurement Services 2601 Rosamond Blvd. Rosamond, CA 93560

Arik Avanesyans Contract & Procurement Services [email protected]

Questions must be submitted via e-mail to the contact person listed above. In the e-mail subject

line, type: Questions: Request for Proposals – LED Lighting and

ControlsRequest for Proposals – LED Lighting and Controls

Q & A and Addenda will be posted on our website: https://www.skusd.k12.ca.us/Page/157

Proposals are due no later than 2:00 pm on the date indicated. Your proposals must be

delivered by mail or hand delivery in a sealed envelope or carton. Proposals received after

the specified time shall not be considered.

Proposals must be plainly marked with name and address of the Offeror and the RFP number

and title shown above.

Please submit the following:

Required

One (1) hard copy marked “original” – include signed “required” forms

One (1) digital copy on a flash drive – include signed “required” forms

One (1) hard copy marked “copy”

FAX, e-mail or other electronic proposals will not be accepted.

This solicitation is a best-value request for proposals for design-build contractor services under

California Government Code 4217.


Building Automation System Request for Proposals P a g e | ii

I. Table of Contents 1. SCOPE OF WORK ....................................................................................................................................... 2

1.1 Project Description .............................................................................................................................. 2

1.2. Scope of Contracted Services ............................................................................................................. 2

1.2.2 Bill of Material and Drawing Review: ........................................................................................... 2

1.2.3 Product Support ........................................................................................................................... 2

1.2.4 Product Delivery ........................................................................................................................... 2

2. PROPOSAL PROCESS .................................................................................................................................. 2

2.1. General ............................................................................................................................................... 2

2.1.1. Evaluation of Proposals ............................................................................................................... 2

2.1.2. Obligation to Award .................................................................................................................... 3

2.1.3. Commencement of Work ............................................................................................................ 3

2.2. Pre-Proposals Interpretation of Contract Documents ....................................................................... 3

2.2.1. Changes to RFP ............................................................................................................................ 3

2.3. Public Disclosure of Proposals ........................................................................................................... 3

2.4. Submission of Proposals .................................................................................................................... 3

2.5. Period of Irrevocability ....................................................................................................................... 4

3. PROPOSALS ............................................................................................................................................... 4

3.1. Preparation ........................................................................................................................................ 4

3.2. Required Inclusions ............................................................................................................................ 4

3.2.1. Qualification Form ...................................................................................................................... 4

3.2.2. Cost Proposal Sheet .................................................................................................................... 4

3.2.3 Lighting Equipment Documentation ............................................................................................ 4

3.2.5 Qualifications ............................................................................................................................... 5

3.2.6 Warranty, Support and Service .................................................................................................... 5

3.2.7 Product Information .................................................................................................................... 6

3.3. Contract Format ................................................................................................................................. 6

4. QUALIFICATION FORM .............................................................................................................................. 7

5. COST PROPOSAL WORKSHEET .................................................................................................................. 8

6. EVALUATION OF PROPOSALS .................................................................................................................... 9

6.1. General ............................................................................................................................................... 9

6.2. Competitive Range ............................................................................................................................. 9

6.3. Interviews and Mockups .................................................................................................................... 9


Building Automation System Request for Proposals P a g e | iii

6.4. Evaluation Criteria .............................................................................................................................. 9

7. PROPOSAL CHECKLIST ......................................................................................................................... 10

ATTACHMENT A - SKUSD STANDARD SPECIFICATIONS .............................................................................. 11

Attachment A1 - Section 26 51 13 LED Lighting Fixtures ........................................................................ 11

Attachment A2 - Section 26 09 43 Networked Lighting Controls ........................................................... 11

Attachment A3 - Section 26 09 42 Network HVAC Control .................................................................... 11

ATTACHMENT B – BASIS OF DESIGN DRAWINGS ........................................................................................ 11

ATTACHMENT C – HVAC UNIT LIST ............................................................................................................. 11

ATTACHMENT D – SAMPLE AGREEMENT ................................................................................................... 11

ATTACHMENT E – COST PROPOSAL WORKSHEET ....................................................................................... 11


LED Lighting and Controls Request for Proposals P a g e | 2

1. SCOPE OF WORK

1.1 Project Description

Pursuant to Government Code 4217.11 Southern Kern Unified School District (SKUSD) is hereby notifying

the public of intent to seek proposals from qualified manufacturers of LED luminaires and controls for

interior and exterior lighting and qualified manufacturers of networkable HVAC thermostats for

thermostat replacements.

Quotes can be provided for lighting and lighting controls, or HVAC controls independently or as a

package. Vendors who wish to only submit a quote for lighting equipment do not necessarily need to

submit a quote for HVAC controls. Likewise, vendors who only wish to submit a quote for HVAC controls

are free to do so. Quotes will be accepted for any combination of lighting equipment, lighting controls,

and HVAC controls, but for the convenience of the district partnerships are recommended.

The district will review all proposals meeting the minimum specifications and technical requirements as

set forth in this RFP and use a “best-value” selection matrix as the basis for final award.

1.2. Scope of Contracted Services

1.2.2 Bill of Material and Drawing Review:

All respondents are required to review the provided bill of materials and the submittal drawings

included with this RFP in order to provide a response to this request for proposal that meets the design

intent. The drawings provide the basis of design and any vendors providing alternates to the model

numbers specified should be careful to ensure that the correct equipment is provided to ensure the

same functionality as exhibited in the design.

1.2.3 Product Support

The selected vendor may be asked for clarification on equipment, alternates to the selected model

numbers, or other technical support questions. In addition the vendor will be required to actively assist

(on-site support) should any manufacturer-related issues arise with the installed lighting or controls

equipment.

1.2.4 Product Delivery

The selected manufacturer will be responsible for coordinating with a lighting distributor or arranging

for direct purchase of equipment with the district. Product delivery is to be coordinated with the district,

the district’s engineering consultant, and the district’s contractor and delivered on a “just-in-time” basis.

2. PROPOSAL PROCESS

2.1. General

2.1.1. Evaluation of Proposals

Proposals will be evaluated by an evaluation team selected by Southern Kern Unified School District. The

evaluation will be in accordance with Section 6 of this document, Evaluation of Proposals, and may

include requests by the team for additional information, interviews, and/or equipment mock-ups to

determine and clarify the experience and responsibility of the proposer. The evaluation team will make



a recommendation to the Southern Kern Unified School District Board (Board), who will make the final

decision to select the contractor.

2.1.2. Obligation to Award

The issuance of this RFP, and the receipt and evaluation of proposals does not obligate SKUSD to award

a contract. SKUSD will not pay any costs incurred in responding to this RFP. SKUSD may cancel this

procurement without liability at any time prior to SKUSD’s execution of a contract.

2.1.3. Commencement of Work

The successful proposer may commence work only after SKUSD delivers a fully executed contract to that

proposer.

2.2. Pre-Proposals Interpretation of Contract Documents

2.2.1. Changes to RFP

2.2.1.1. SKUSD reserves the right to make changes to the RFP. Changes will be made by written

addendum which will be issued on the district’s website.

2.3. Public Disclosure of Proposals

2.3.1. Any information provided to SKUSD pursuant to this RFP is subject to public disclosure pursuant

to California’s public records laws.

2.3.2. The general requirement for public disclosure is subject to several exemptions. Each page

containing information deemed by the proposer as necessary to remain exempt from public disclosure

after proposals have been evaluated (e.g., pages containing trade secret, economic development

information, etc.) should be plainly marked.

2.3.3. The fact that a proposer marks and segregates certain information as exempt from disclosure

does not mean that the information is necessarily exempt. SKUSD will make an independent

determination regarding exemptions applicable to information that has been properly marked and

segregated. Information that has not been properly marked and segregated may be disclosed in

response to a public records request. When exempt information is mixed with nonexempt information,

the nonexempt information must be disclosed. SKUSD will redact pages that include both exempt and

nonexempt information to allow disclosure of the nonexempt information.

2.3.4. Unless expressly provided otherwise in this RFP or in a separate communication, SKUSD does not

agree to withhold from public disclosure any information submitted in confidence by a proposer unless

the information is otherwise exempt under California law. SKUSD considers proposals submitted in

response to this RFP to be submitted in confidence only until SKUSD’s evaluation is complete and agrees

not to disclose proposals until SKUSD has completed its evaluation of all proposals and publicly

announced the results.

2.4. Submission of Proposals

Each proposer’s submission in response to this RFP must:

2.4.1.1. Include one original (marked as such), 1 copy, and 1 digital version in pdf format on a USB;

2.4.1.2. Include the completed and executed Proposals form (Section 4 of this RFP) as the first page of

the original submission of each copy;



2.4.1.3. Be submitted in a sealed envelope that is plainly marked “Proposals to Provide LED Lighting and

Controls – Southern Kern Unified School District” and bears the proposer’s name, address, telephone

number, and email address.

2.5. Period of Irrevocability

Proposals shall be offers that are irrevocable for a period of sixty (60) calendar days after the time and

date proposals are due. Proposals shall contain the name, address and telephone number of an

individual or individuals with authority to bind the company during the period in which the proposals

will be evaluated.

3. PROPOSALS

3.1. Preparation

Proposals shall be prepared simply and economically, providing a straightforward, concise description of

the proposer’s ability to satisfy the requirements of this RFP.

SKUSD will not be liable for any expense incurred in the preparation of proposals.

Proposers are encouraged to use creativity and to provide complete information in their written

proposals. However, except as provided otherwise below, a proposals response to section 3.2.2 shall be

written on 8.5” X 11” paper, in a font size no smaller than 10 points and shall not exceed 20 single-sided

pages, including pictures or diagrams. If a proposer exceeds the page limit in responding to section

3.2.2, SKUSD will consider the information on the first 20 pages and may decline to consider information

beyond the 20th page.

3.2. Required Inclusions

All proposals shall include a signed copy of the Proposal Checklist in Section 7 as the first page of the

response. The response shall be organized according to the following format:

3.2.1. Qualification Form

The qualification form is included as Section 4 of this RFP. It shall be completed, executed and included

as the second page of the proposals. The qualification form will not be counted against the 20-page limit

for proposals.

3.2.2. Cost Proposal Sheet

The cost proposal worksheet is included as section 5 of this RFP. It shall be completed, executed, and

included as the third page of the proposal. Carefully review Attachment B – Basis of Design drawings to

ensure the cost proposal sheet is complete and correct. The cost proposal worksheet will not be

counted against the 20-page limit for proposals.

3.2.3 Lighting Equipment Documentation

Include the following documents to support the proposed system:

a. Product Specification Sheets (include as an attachment)

b. Installation instructions (include as an attachment)

c. Carefully review the technical specifications for additional requirements

d. Note any exceptions to the technical requirements in section 3.2.7



3.2.4 Controls and Monitoring - (LED or HVAC or integrated)

Include the requested information that details and describes

a. Schematic design overview for the control system

b. Inter-system communication protocols

c. User to system communication protocols

d. Control system GUI and compatible devices

e. System energy tracking and reporting

f. Information Technology (IT) connection requirements and information regarding LAN security.

g. Commissioning guide for any and all substitutions to the proposed control system.

h. How software updates are performed

i. Software subscription costs, if any

j. Carefully review the technical specifications for additional requirements

k. Note any exceptions to the technical requirements in section 3.2.7

3.2.5 Qualifications

Proposals shall contain the following information in the order listed below. Concise and direct responses

are encouraged.

1. Manufacturer History and Stability

a. Manufacturer history and outlook.

b. Number of years manufacturing LED fixtures.

c. Number of years manufacturing control system.

2. System Functionality

a. Summarize the distinctive features of the proposed system.

b. Indicate the number of years that the proposed system been in production.

c. Indicate the number of similar systems that have been installed in California for K-12

districts, community colleges, and universities.

d. Discuss future upgrades to the proposed system from a technical perspective that may

affect the proposed system or require upgrades.

3. Manufacturer Information and Experience – provide documentation for the following:

a. Location of main and branch offices with staff that would be involved in project.

b. The number of years that supplier has installed field lighting systems

c. Resumes for key staff anticipated to perform work on this project.

4. References

Three references from School Districts (K-12) or community colleges on past projects where similar

systems have been installed

3.2.6 Warranty, Support and Service

a. Warranty duration

b. Availability of replacement equipment

c. Labor cost reimbursement plan

d. An example training agenda for new system installation.

e. The supplier’s ability and commitment to provide ongoing technical support and service

after initial system installation.

f. The experience, availability, and location of service staff.



g. The availability for emergency support and service.

3.2.7 Product Information

a. List any and all areas that the proposed system does not meet the minimum technical

requirements as set forth in Attachment A of this RFP.

3.3. Contract Format

The Sample Agreement presented as Attachment D will be the basis of the agreement for services

provided by the selected proposer on the project. The proposer shall identify in its proposals all

exceptions and proposed revisions to the Agreement.

SKUSD will consider all exceptions and proposed revisions but will not be obligated to accept them.



4. QUALIFICATION FORM


Request for Proposals – LED Lighting and

Controls

The undersigned proposer submits this proposal in response to Southern Kern Unified School District’s

Request for Proposals (RFP) dated May 31, 2019 for the contract named above. The proposer warrants

that proposer has carefully reviewed the RFP and that this proposal represents proposer’s full response

to the requirements described in the RFP. The proposer further warrants that if this proposal is

accepted, the proposer will contract with Southern Kern Unified School District, agrees to all terms and

conditions found in the attached contract, and will provide all necessary labor, materials, equipment,

and other means required to complete the work in accordance with the requirements of the RFP and

contract documents.

The undersigned confirms that the product requirements as set forth in this RFP have been met and the

manufacturer will be solely responsible for any future costs incurred to bring their equipment into

compliance with the minimum specifications of this RFP, notwithstanding exceptions specifically noted

in Section 3.2.9b and approved by owner.

The proposer hereby acknowledges receipt of Addendum Nos. ___ through ___ to this RFP.

Company

Business Address

Authorized Contact

Email Address

Telephone Number

Printed/Typed Name

Title

Date



5. COST PROPOSAL WORKSHEET

Directions:

Provide a commoditized breakdown of the Equipment and Controls using Attachment E – Cost Proposal

Sheet.

Column A – Luminaire Description

Column B – Basis of Design Part Number. See Attachment B – Design Intent Drawings for further details

on the basis of design.

Column C – Equipment Substitutions. Note all substitutions must be “or equivalent” as it relates to the

intent of this RFP and Attachment A – Technical Specifications.

Column D – Unit Quantities

Column E – Commoditized unit pricing.

Column F – Line Item pricing.

Vendors who fail to submit pricing using the Cost Proposal Sheet, or fail to complete the Cost Proposal

Sheet with the requested information, will be deemed non-responsive.



6. EVALUATION OF PROPOSALS

6.1. General

Proposers will be evaluated and rated based on the thoroughness of their written proposals and

interviews, if conducted. Submittal requirements for the proposals are detailed in section 3.

6.2. Competitive Range

An evaluation team will determine which proposals are within the competitive range in accordance with

the evaluation criteria set forth below. Only those proposals determined within the competitive range

will be considered for award.

6.3. Interviews and Mockups

The evaluation team may choose to interview one or more proposers to assist them with their

evaluation. Interviewed proposers should be prepared to respond to questions related specifically to

their proposals and other pertinent matters regarding the RFP. Additionally, the district may choose to

mockup the proposer equipment in a classroom for physical demonstration to other members of the

decision making team.

6.4. Evaluation Criteria

The District evaluation team will consider information provided in the written proposals and interviews

(if conducted), according to the following criteria, to rank the proposers in order of suitability to meet

the District’s needs. Proposers are required to organize the written proposals in numerical order, as

described below. Maximum available points will be 100 and the maximum points available for each

evaluation criteria are listed in parenthesis after the criteria.

1. Section 3.2.2 Cost Proposal Worksheet (30 Points Maximum)

2. Section 3.2.3 Lighting Equipment Documentation (15 Points Maximum)

3. Section 3.2.4 Control and Monitoring Documentation (15 points maximum)

4. Section 3.2.5 Qualifications (20 points maximum)

5. Section 3.2.6 Warranty and Support (10 points maximum)

6. Section 3.2.7 Product Information (10 points maximum)

After evaluation by the team, the team will recommend to the Southern Kern Unified School District

Board that the top-ranked proposers be approved to provide LED Lighting and Controls services to the

District.

The District reserves the right to waive informalities or to reject any and all proposals.



7. PROPOSAL CHECKLIST

Include as first page of response

Included Section Item Description

3.2.1 Qualification Form

Listing of all information being submitted must be included on the table of contents. List the name and phone number of the manufacturer’s local representative. A signed copy of this submittal checklist is to be included.

3.2.2 Cost Proposal Worksheet

Itemized breakdown of the total bid price which includes commoditized pricing for each of the components using the template in Attachment E.

3.2.3 Lighting Equipment Documentation

Spec sheets, installation instructions, review technical requirements for additional inclusions.

3.2.4 Control and Monitoring Documentation

Overview for the proposed control and monitoring system. Include examples of system reporting capabilities, if any. Review technical requirements for additional inclusions.

3.2.5 Qualifications Distinctives, Manufacturer information, References

3.2.6 Warranty and Support

Provide a summary of the included warranty, including all terms and conditions. Make sure the warranty specifies how labor costs are recouped on warranty claims.

3.2.7 Product Information

Include specification sheets for all luminaires and controls system components included in this RFP response. Note any areas of non-compliance with the technical requirements.

Proposal is complete and addresses each section

Signature of Authorized Representative Date

Southern Kern Unified School District – Standard Specifications


ATTACHMENT A - SKUSD STANDARD SPECIFICATIONS

Attachment A1 - Section 26 51 13 LED Lighting Fixtures

Attachment A2 - Section 26 09 43 Networked Lighting

Controls

Attachment A3 - Section 26 09 42 Network HVAC Control

ATTACHMENT B – BASIS OF DESIGN DRAWINGS

ATTACHMENT C – HVAC UNIT LIST

ATTACHMENT D – SAMPLE AGREEMENT

ATTACHMENT E – COST PROPOSAL WORKSHEET