AEPA 017-A Athletic Facility Lighting Techline Sports Lighting 2/1/2017 017-A

AEPA Bid Checklist Proposal: Awarded Vendor(s): Award Date: Contract Number:

Copy of Public Notice

Copy of Bid Specifications

Opening Record/List of Bids Received

Copy of Bids Received

Recommendation for New Contracts

Tally Sheets with Notes/Executive Summary

Copy of Signed Contract(s)

Board Acceptance of Bid

AEPA 017-A Athletic Facility Lighting

Techline Sports Lighting

2/1/2017 017-A

AEPA IFB #017 Page | 1

Part A – Terms and Conditions Due: October 5, 2016 at 1:30 p.m. EDT

Invitation for Bid

AEPA IFB #017

Part A – Terms and Conditions

Notice to Bidders Sealed Bids will be received by the Association of Educational Purchasing Agencies (AEPA) on behalf of its Member Agencies until:

1:30 p.m. EDT, Wednesday, October 5, 2016 For Catalog Bids: Digital Multi-Function Devices/Copiers, Printers and Related Services, LED Lighting, Kitchen Equipment & Supplies. For Construction Related Bids: Athletic Surfaces - Hardwood & Synthetic Flooring, Athletic Field Lighting, Roofing & Building Envelope Servcies. Each bid package consists of multiple parts: Part A – Notice to Bidders, Bid Procedures, and Terms and Conditions Part B – Commodity Specifications Bid Proposal Checklist Forms A – G Part D - G – Additional Bid Forms if required (varies by commodity) All bids shall be submitted online via Public Purchase by the due date and time listed below in the bid and contract timeline. Note that Bidders must be able to provide their proposed products and services in up to 26 states including California, Colorado, Connecticut, Florida, Indiana, Iowa, Kansas, Kentucky, Massachusetts, Michigan, Minnesota, Missouri, Montana, Nebraska, New Jersey, New Mexico, North Dakota, Ohio, Oregon, Pennsylvania, Texas, Virginia, Washington, West Virginia, Wisconsin and Wyoming. AEPA bid documents can be downloaded after registering, at no cost, on Public Purchase at www.publicpurchase.com. AEPA and/or the respective Member Agencies reserve the right to reject any or all bids in whole or in part; to waive any formalities or irregularities in any bids, and to accept the bids, which in its discretion, within state law, are for the best interest of any of the AEPA Member Agencies and/or their Participating Entities. Bids will be opened and an opening record will be posted to Public Purchase. Bids will be publicly opened at 1:30 PM EDT on October 5, 2016, at Oakland Schools, 2111 Pontiac Lake Road, Waterford, MI 48328. Bid & Contract Timeline: August 15, 2016 Publication of IFB available through Public Purchase. Notification

will also be posted to the AEPA website, www.aepacoop.org. September 7, 2016 Pre-Bid Conference Call – Must register by Sept. 1, 2016 to

participate September 23, 2016 Deadline for questions from Bidders October 5, 2016, 1:30 pm CST Deadline for Bid Submittals and Bid Reading via Public

Purchase

http://www.aepacoop.org/



November 9, 2016 Contract Recommendations posted on Public Purchase and the AEPA website, www.aepacoop.org

November 30, 2016 AEPA Approval of bids December 7, 2016 Bidders are advised of the results of the bid via Public Purchase December 7, 2016 to February 1, 2017 Vendor Partner’s submit required documentation to Member

Agencies No later than March 1, 2017 to February 28, 2018

Initial contract term (up to fifteen months) – See Term of Contract and Extensions in General Terms & Conditions

March 1, 2018 - 2020 Annual contract renewal dates subject to approval by AEPA For information on how to address all questions regarding this Invitation for Bid (IFB), reference Section II. Bid Procedures, Section C. Questions. AEPA Member Agency Information

State Agency Name Contact Email Students

California Monterey County Office of Education d/b/a CalSAVE

Ted Witt [email protected] 6,000,000

Colorado Colorado BOCES Association John Tillman [email protected] 889,000

Connecticut Capitol Region Education Council (CREC)

Cara Hart [email protected] 538,000

Florida Panhandle Area Education Consortium

Larche Hardy [email protected] 2,700,000

Indiana Wilson Education Center Phil Partenheimer [email protected] 1,046,026

Iowa Iowa Educators Consortium Joni Puffett [email protected] 510,010

Kansas Southeast Kansas Education Service Center

Tina Smith [email protected] 468,510

Kentucky Green River Regional Educational Cooperative

Ann Burden [email protected] 675,000

Massachusetts The Education Cooperative Joan Preble [email protected] 955,739

Michigan Oakland Schools Tim Loock [email protected] 1,550,802

Minnesota Cooperative Purchasing Connection Jeremy Kovash [email protected] 830,482

Missouri Cooperating School Districts Matt Goodman [email protected] 650,000

Montana Montana Cooperative Service Dave Puyear [email protected] 144,129

Nebraska Nebraska ESU Cooperative Purchasing

Craig Peterson [email protected] 300,000

New Jersey Middlesex Regional Educational Services Commission

Pat Moran [email protected] 1,369,000

New Mexico Cooperative Educational Services Dotty McKinney [email protected] 338,223

North Dakota North Dakota Educators Service Cooperative

Jane Eastes [email protected] 104,278

Ohio Ohio Council of Educational Purchasing Consortium

Elmo Kallner [email protected] 1,700,000

Oregon Intermountain ESD Rob Naughton [email protected] 570,857

Pennsylvania Central Susquehanna Intermediate Unit d/b/a Keystone Purchasing Network

Jeff Kimball [email protected] 5,700,000



mailto:[email protected]





































Texas Region 16 Education Service Center d/b/a TexBuy

Andrew Pickens [email protected] 5,232,065

Virginia Fairfax County Public Schools Michelle Pratt [email protected] 1,249,000

Washington King County Directors Association Dave Mahalko [email protected] 1,000,000

West Virginia WV Regional Education Service Agencies Cooperative Purchasing

Amy McComas [email protected] 279,899

Wisconsin Cooperative Educational Service Agency (CESA) #2

Lisa Melby [email protected] 873,000

Wyoming Northeast Wyoming Board of Cooperative Educational Services

Julie Cudmore [email protected] 91,000

Total Students: 35,765,020















Part A – Table of Contents

I. ABOUT AEPA …………………………………………………………………………………………….4

II. BID PROCEDURES ……………………………………………………………………………………....4

A. ISSUING AGENCY …………………………………………………………………….........................................4

B. PRE-BID VOLUNTARY CONFERENCE - SEPTEMBER 7, 2016 ....…………………...…………..5

C. QUESTIONS……………………………………………………………………………………………..……….…..5

D. BIDDER QUALIFICATIONS…………………………………………………………………………...….…....5

E. BID SECURITY…………………………………………………………………………………………....…….…..6

F. BID SUBMISSION………………………………………………………………………………………...….….…6

1. Preparation of the Bid Response …………………………………………………...6

2. Format of a Bid Submission ………………………………………………………….6

3. Bid Transmittal …………………………………………………………………………...8

G. BID EVALUATION ………………………………………………………………………………………………………………….8

H. CONTRACT AWARD AND IMPLEMENTATION ………………………………………………………………………...8

III. RESPONSIBILITIES OF A VENDOR PARTNER ………………………………….………………....….9

IV. RESPONSIBILITIES OF AEPA MEMBER AGENCIES …….………………....……………………...10

V. GENERAL TERMS AND CONDITIONS FOR ALL AGENCIES…………….…………………........10

VI. MEMBER AGENCY STATE SUMMARY TABLE………………………….………............................37

VII. STATE TERMS AND CONDITIONS ………………………………………………………………………..38



I. About AEPA The Association of Educational Purchasing Agencies (AEPA) is a school procurement consortium established in 2000 through a Memorandum of Understanding, and incorporated in 2007 under the state laws of Nevada. Currently, twenty-six (26) states have joined to issue simultaneous Invitations for Bids (IFB) generating sales in forty-nine (49) states. AEPA requires that Bidders only respond if they are able to offer prices equal to or lower than what they ordinarily offer on separate, single school district, single state or multi-state contracts that have equal or lesser volume. AEPA’s mission is to cooperatively serve our members though a continuous effort to explore and solve present and future purchasing needs. Our goals include working to secure multi-state volume purchasing contracts with benefits that are measurable, cost-effective and continuously exceed our members’ expectations. AEPA is committed to accomplish this mission lawfully and ethically, using leading edge technology and futuristic business practices. AEPA designates one Member Agency per state that is operating legally under the rules and regulations of that state. Any additional agencies that wish to participate will negotiate with the authorized Member Agency and participate through them in a manner in which they mutually agree is not in conflict with AEPA procedures. The Member Agency will be the only agency allowed to represent that state at AEPA and will be the only communication link between AEPA and that state. Each Member Agency, along with the awarded Vendor Partner, represents, supports and promotes the AEPA contracts within their respective state. While the consortium was initially created to support educational entities, the Member Agency for each state determines which public entities (higher educational institutions, cities, counties, townships, states, etc.) can utilize the competitively bid contracts (see the Summary of State Participation by Bid Category Table).

II. Bid Procedures A. Issuing Agency

The great benefit to the Bidder is that one response may be prepared for approval by AEPA and award

by multiple AEPA Member Agencies and utilized by their Participating Entities located throughout many

states. Some of these 26 AEPA Member Agencies have Participating Entities in other non-AEPA states as

identified in the Part B - Specifications document. Bidders responding to this IFB will submit their

response in the required formats (PDF, Word, Excel) of all files requested along with complete catalogs

via Public Purchase by the due date and time of this IFB. Bidders selected in response to this single IFB

have the potential to provide products and services to local education agencies serving over 34,000,000

(excludes non-represented AEPA states) students.

Each AEPA Member Agency will individually publish notice of the IFB. Bidders will submit their response

online, electronically via Public Purchase (www.publicpurchase.com). Responses will be evaluated by

bid oversight committees comprised of AEPA Member Agencies representatives who have indicated they

will participate in the category of products and services being solicited, and after AEPA approval, individual AEPA Member Agencies may award contracts to the AEPA Approved Vendor Partners or reject

their offers.’

The procurement activities of AEPA are limited to document preparation, distribution of the IFB, initial evaluation, and recommendation for possible approval to AEPA Member Agencies. AEPA consists of agency officials who have agreed to assist one another in meeting the public purchasing needs of local

school districts and other political subdivisions.

Contracts awarded through cooperative purchasing must meet the procurement laws of the states of each AEPA Member Agency. When these laws are satisfied, an individual entity using these contracts is

http://www.publicpurchase.com/



deemed in compliance with bidding regulations. As allowed by specific state statutes, they can issue

purchase orders for any amount without the necessity to prepare their own IFB, Request for Proposal (RFP), or Request for Quotations (RFQ). This saves the entity time and allows for economical and efficient purchasing.

State laws that permit or encourage cooperative purchasing contracts do so in the belief that it saves the

participants both time and money. Time is saved by having access to volume discounted contracts

publicly solicited and being able to purchase what is needed without having to wade through the

solicitation process (write solicitation, advertise the IFB, open each response, evaluate and make a

selection). Money is saved in procurement cost and lower prices will be the result of volume purchasing.

Therefore, a contract issued by a cooperative can be used by hundreds of separate political units; but if it

has the same or higher prices than what a single agency or state contract can get through its own bid, a cooperatively bid contract makes no sense.

The AEPA policy for membership permits new agencies to become AEPA Member Agencies upon

approval of existing members. If additional Agencies are added, they and their members may procure

from existing contracts upon approval of the awarded Vendor Partners and in accordance with their state

laws.

B. Voluntary Pre-Bid Conference Call Pre-Registration Required by 3:00 p.m. EDT, September 1, 2016 (No Exceptions).

AEPA will host a voluntary pre-bid conference call on Wednesday, September 7, 2016, for any interested

Bidders or potential Bidders. The conference call times are set in the following schedule for each of the

four contiguous United States time zones. Bidders must register no later than 3 p.m. EDT, Thursday,

September 1, 2016, by faxing the Pre-bid Conference Call Registration Form (found on AEPA Bid website)

to Sue McDermott to 888-490-3184. No registration will be accepted after this date. Bidders must

indicate which bid category or categories that they would like to participate in their registration. An email confirmation with details of the phone conference will be sent to the Bidder at least 24 hours prior to the

conference call. Each Bidder will be allowed only one phone line to participate in conference call. It will be the Bidder’s responsibility to have one primary person responsible for asking questions during the

conference call. Recording of the conference call will be posted on the AEPA Website.

Voluntary Pre-Bid Conference Call Schedule – Wednesday, September 7, 2016

IFB Eastern Central Mountain Pacific

Athletic Field Lighting 10:00 AM 9:00 AM 8:00 AM 7:00 AM

Copiers & MFPs 10:30 AM 9:30 AM 8:30 AM 7:30 AM

Hardwood & Synthetic Flooring 11:00 AM 10:00 AM 9:00 AM 8:00 AM

Kitchen Equipment & Supplies 11:30 AM 10:30 AM 9:30 AM 8:30 AM

LED Lighting 12:00 PM 11:00 AM 10:00 AM 9:00 AM

Roofing & Related Services 1:00 PM 12:00 PM 11:00 AM 10:00 AM

C. Questions All questions from Bidders must be submitted online through Public Purchase, AEPA will not accept question in any other format. All questions received during the IFB process will be available via Public

Purchase. All Bidders will be automatically notified through email when AEPA responds to a question

asked by a Bidder. It is the Bidders responsibility to check Public Purchase for any questions and answers



prior to the bid deadline. Questions received less than fourteen (14) days prior to the bid due date will not be answered.

Should AEPA issue an addenda during the solicitation process, all Bidders will be automatically notified

through email of the released addenda. All Bidders must acknowledge the issued addenda prior to the

bid due date. (AEPA is not responsible for Bidders not acknowledging the issued addenda and not

submitting a response according to those changes.)

Questions regarding this IFB after Bid Opening (October 5, 2016) but prior to the approval of the contract, should be submitted to [email protected].

Questions regarding this IFB after Notification of Approval should be submitted to [email protected].

D. Bidder Qualifications An essential part of the bid evaluation process is an evaluation to qualify the company being considered.

All bids must contain answers, responses and/or documentation to the information requested in the Bid

Documents. Any Bidder failing to provide the required information/ documentation may be considered

non- responsive.

Bidders, within their response, must demonstrate their ability, capacity and available resources to

provide the proposed products and services to all of the AEPA Member Agencies indicating an interest in

participating in the categories being solicited. The Bidders are required to communicate and

demonstrate within their response they have extensive knowledge, background and at least five (5) years

of experience with manufacturing, obtaining, delivering, installing, maintaining and/or supporting the

product lines of products, equipment, services or software offered. AEPA and/or its Member Agencies

reserve the right to accept or reject newly formed companies or companies failing to demonstrate their abilities or capacity solely based on information provided in the bid response and/or its own

investigation of the company.

E. Bid Security If required, bids shall be accompanied by a satisfactory bid security as noted in Part B. A bidder

must include a PDF copy of the bid security with their response on Public Purchase. The Bidder must mail and AEPA must receive the official bid security by the bid due date and time in order to be

considered responsive. If a Bidder fails to submit a copy of the bid security via Public Purchase and/or

fails to submit the bid security by the due date and time, its response shall be deemed non-responsive

and will not be considered.

The amount of the bid security for each category will be listed in Part B. An acceptable bid security will have the principal being the Bidder and the Association of Educational Purchasing Agencies listed as the

Agency of Record. Bid Security may be a one- time bid bond underwritten by a surety company licensed

to issue bid bonds in the state of Nevada and said surety to be approved in federal circular 570 as

published by the United States treasury department or the equivalent in cash or an irrevocable letter of

credit from a FDIC financial institution. The bid security shall remain in force for one hundred twenty

(120) days of bid opening.

F. Bid Submission 1. Preparation of the Bid Response






a. The IFB is published in multiple parts. Part A contains the terms and conditions that apply to all

IFB’s in the current series of bids. Part B is the specifications for the bid commodity. The IFB also

contains a Bid Proposal Checklist, Forms A – G, all of which are to be filled out in their entirety

and submitted online via Public Purchase in their required formats with the Bidder’s response. Some bid categories may contain additional Parts or Forms.

b. All bid responses shall be on the forms provided by AEPA for each IFB found in Public Purchase.

c. Bid Forms requiring signatures shall be submitted by the person authorized to sign the bid

response. Failure to properly sign the bid documents will result in the response being deemed

non-responsive. d. In case of an error in extension of prices in the bid, unit prices shall govern. e. Periods of time, stated as a number of days, shall be in calendar days, not business days. f. It is the responsibility of all Bidders to examine the entire IFB package, to seek clarification of any

item or requirement that may not be clear, and to check all responses for accuracy before

submitting a bid. Negligence in preparing a bid confers no right of withdrawal after due time and

date. g. The Bidders’ ability to follow the bid preparation instructions set forth in this solicitation will

also be considered to be an indicator of the Bidders’ ability to follow instructions should they

receive an award as a result of this solicitation. Any contract between the AEPA Member Agency

and a Bidder requires the delivery of information and data. The quality of organization and

writing reflected in the bid will be considered to be an indication of the quality of organization and writing which would be prevalent if a contract was awarded. As a result, the bid will be

evaluated as a sample of data submission.

2. Format of Bid Submittal a. Bidders will submit all documents, in their required formats, online via Public Purchase by the

due date and time of the IFB. b. The Bid Security, if applicable, must be submitted following the guidelines mentioned in II. Bid

Procedures, E. Bid Security.

3. Bid Submittal Documents

a. Document Development: Bid forms for this IFB are published in Public Purchase, in both Word, Excel and PDF formats. Bidders may download the documents once they are registered with

AEPA on Public Purchase. All documents must be titled properly and submitted in their required

format as noted in the Bid Proposal Checklist. b. Bid Security: If required, include a scanned PDF copy of the Bid Security with the Bidder’s

proposal on Public Purchase. NOTE: Bidder’s must follow the Bid Security guidelines mentioned

above in II. Bid Procedures, E. Bid Security. Failure to follow these guidelines will result in the

Bidder being deemed non-responsive and will not be considered. c. B – Specifications: Using Part B – Specifications, this document represents the need and

interests of AEPA Member Agencies and the Participating Entities. Alternatives or deviations

may be proposed unless otherwise specified. While deviations may be acceptable, the Bidder

who is able to comply with the greater number of specifications may be considered more

responsive. Bidders must check either the ‘Comply’ or ‘Deviate’ column for all specifications listed in this section. The authorized representative must sign the form, scan to a PDF format and

title as per the instructions in Document Development above. d. Bid Proposal Checklist: This checklist is a final reminder of what documents are needing to be

submitted by a Bidder, the required title and format when submitting a response online via Public

Purchase.

e. Form A – Bid Affidavit: Complete the form provided. A signature of the Bidder’s authorized

representative is required and a Notary Public must complete this form. Scan to a PDF format



and title as per the instructions in Document Development above. If the bid is awarded, the Bidder

will be required to produce an original signed and notarized document in paper (hard copy) form

for each participating AEPA Member Agency.

f. Form B – Acceptance of Bid & Contract Award: Complete the form provided. A signature of the Bidder’s authorized representative is required. Scan to a PDF format and title as per the

instructions in Document Development above. If the bid is awarded, the Bidder will be required to

produce an original signed and notarized document in paper (hard copy) form for each

participating AEPA Member Agency.

g. Form C – Service Questionnaire: Complete the form provided. The Service Questionnaire seeks

information about the Bidder’s pricing structure, service areas, past performance and commerce

processes. The authorized representative must sign the completed document. Scan to a PDF

format and title as per the instructions in Document Development above. h. Form D – Company Information: Complete the form provided. The Company Information form

provides background information on the Bidder’s company. The authorized representative must sign the completed document. NOTE: An attached letter of line of credit from the Bidder’s chief

financial institution is required unless the company is publicly traded and then a complete

Annual Financial Report from the most recent year is REQUIRED. Scan to a PDF format and

title as per the instructions in Document Development above. Scan the Letter of Line of Credit

and/or Annual Report into a PDF document and title as per the instructions in Document Development above.

i. Form E – Exceptions: Complete the form provided. Exceptions to Terms and Conditions set forth

in Parts A and B of this IFB must be noted on this form. If there are no exceptions, the form must be returned with the “no exceptions” box checked and signed by the authorized representative. Scan to a PDF format and title as per the instructions in Document Development above.

j. Form F – Deviations: Complete the form provided. Explanations of deviations noted in response

to standard, product, category and service specifications in Part B - Specifications are required

on this form. If there are no deviations, the form must be returned with the “no deviations” box

checked and initialed by the authorized representative. Scan to a PDF format and title as per the

instructions in Document Development above. k. Form G – Discount & Pricing Schedules: Complete the form provided. This form is intended as

the cover document for the Bidder’s discount pricing schedule. This form must be signed by the

authorized representative. Scan to a PDF format and title as per the instructions in Document Development above.

l. Forms G1-4 Templates – Discount & Pricing Schedules Workbook: Complete the Excel workbook provided. Title the Excel document as per the instructions in Document Development

above. Be sure to complete the required tabs as outlined on Form G. m. Form G.5 – Warranties, Additional Services: In response to Form G, the Bidder may be asked

to provide a price schedule for warranties, etc. This document is created by the Bidder (it is not provided by AEPA) and should be presented in an Excel workbook and titled as per the

instructions in Document Development above. n. Form G.6 – Additional Discounts: In response to Form G, the Bidder may be select to offer

additional discounts/bonuses to AEPA members based on a dollar volume, sizes of orders or

other criteria, and must state the formula for arriving at these discounts. This document is

created by the Bidder (it is not provided by AEPA) and should be presented in an Excel workbook

and titled as per the instructions in Document Development above. o. Price Lists and/or Catalogs: For catalog bids, PDFs of the Bidder’s most recent published

catalog(s) or price lists must be included for catalog bids. Each PDF document must be titled as

per the instructions in Document Development above. p. State Specific Forms: If required, according to Part A, submit all state specific required forms,

scanned to a PDF format and title as per the instructions in Document Development above.



Please scan and upload to Public Purchase with the Bidder’s proposal, any additional documents

or files other than those listed above that may be requested and/or related to the this IFB.

If the bid is awarded, the Bidder will be required to produce signed forms A and B, in paper (hard

copy) for each participating AEPA Member Agency. Additionally, if required, a copy of the bid

security to each participating AEPA Member Agency as indicated for that bid category.

4. Bid Transmittal – Uploaded to Public Purchase by October 5, 2016, at 1:30 p.m. EDT.

It is the responsibility of the Bidder to be certain that the bid submittal has been uploaded in its

entirety to Public Purchase, on or prior to the exact due date and time of October 5, 2016, at 1:30 PM

EDT. If applicable, a hard copy of the bid security must be in the actual possession of AEPA at Lakes

Country Service Cooperative, 1001 E. Mount Faith Avenue, Fergus Falls, MN 56537, on or prior to the

exact due date and time mentioned above. Failure to send the official bid security to AEPA will result in the Bidder being deemed non-responsive and will not be considered. Bids and bid securities not meeting the due date and time will not be accepted. Bid securities must be submitted in a sealed

envelope properly addressed to Association of Educational Purchasing Agencies, with the Bid

Number, Bid Category being offered, Bid Due Date and Time, and Bidder’s Name and Address clearly

indicated on the envelope or box. Bid securities received late will not be opened and will be deemed

non- responsive. Anyone who downloads the bid documents and fails to submit a bid shall be deemed

as a No-Bid Response.

If the designated location for receiving bids is closed due to an unforeseen circumstance on the day

bid responses are due, responses will be due at the same time on the next day the building is open.

Responsive bids will be opened and the name of each Bidder and other appropriate information will be posted to Public Purchase.

G. Bid Evaluation Bid responses will be reviewed, analyzed and evaluated based on the evaluation criteria stipulated within

this bid document (Refer to the Evaluation, Approval and Award section located in Section V. General

Terms and Conditions for All Agencies).

H. Contract Award and Implementation

An AEPA oversight committee will perform initial bid response review and evaluation and will prepare

and make a recommendation to AEPA for its consideration and approval. Those selected Bidders who

are approved by AEPA will then be considered by the individual AEPA Member Agencies for contract award. It should be noted that once AEPA has approved the bid response, a Bidder becomes a “Vendor

Partner” for AEPA.

Recommendations for approval by AEPA will be posted to Public Purchase and the AEPA website on

November 9, 2016. If the AEPA category committee recommends the contract at the Winter Meeting

November 28, 2016 through November 30, 2016, the Vendor Partner will be invited to present for 15

minutes to the group to educate all 26 states on your company, products, etc. It is the Bidder’s

responsibility to access this information. It should be noted that while a company may be recommended

for approval, there is no guarantee of an approved contract until the AEPA Member Agencies vote on the

recommendation.



Once the approved Bidders have been notified, it is their responsibility to contact those AEPA

Member Agencies (up to 26) who had indicated an interest in participating and send Forms A and B

along with a Flash Drive containing all electronic documents that they had uploaded to Public

Purchase to each of the participating AEPA Member Agencies. Each AEPA Member Agency will review,

evaluate and determine which, if any, it will award contracts to.

The approved Vendor Partner and the AEPA Member Agency will hold final contract negotiations, if necessary, to work out state specific details of contract implementation including: 1. Acquiring additional information and having discussions on how the awarded contract will be

executed. 2. Signing the contract with the AEPA Member Agency. 3. Jointly develop marketing strategies and a plan for contract roll-out activities to the AEPA Member

Agency’s Participating Entities (Advertising, flyers, website access, etc.). 4. Establish how orders will be processed, handled and reported. 5. Contract management: Establish how and by whom the day-to-day contract management will be

handled and who will be the AEPA Member Agency’ representative. It is not guaranteed that each AEPA Member Agency will enter into a contract with AEPA approved

Vendor Partners. The final decision as to the appropriateness of a contract for a Member Agency rests

solely with that AEPA Member Agency.

II. Responsibilities Of A Vendor Partner

A. As an approved AEPA Vendor Partner, the following is expected in support of the contract: 1. Designate and assign a dedicated senior-level contract manager (one authorized to make decisions)

to each of the Member Agency accounts. This employee will have a complete copy and must have

working knowledge of the contract. 2. Train and educate sales staff on what the AEPA cooperative contract is including pricing, who can

order from the contract (by state), terms/conditions of the contract and the respective ordering

procedures for each state. It is expected that Vendor Partners will lead with AEPA contracts. 3. Develop a marketing plan to support the AEPA contract in collaboration with respective AEPA

Member Agencies. Plan should include, but not be limited to, a website presence, electronic mailings, sales flyers, brochures, mailings, catalogs, etc.

4. Create an AEPA-specific sell sheet with a space to add a Member Agency logo and contact information

for use by the Member Agencies and the Vendor Partner’s local sales representatives to market within each state.

5. On a quarterly basis, complete the sales and administrative fee report (see attached PDF example)

and submit to each Member Agency along with the respective administrative fees to be paid. If there

are no sales, a $0 report is required. 6. Have ongoing communication with the Bid Oversight Chairperson, AEPA Member Agencies and

the Member Agencies Participating Entities. 7. Annually attend two (2) AEPA meetings: Annual meeting which is typically in April and the Winter

Meeting which is typically the end of November or early December and has historically been held in

conjunction with the Association of Educational Service Agencies (AESA) annual conference. At the

Annual meeting, Vendor Partners participate in a round table meeting with each of the AEPA Member

Agencies. Vendor Partners that have paid the registration fees can participate in the meetings. 8. Trade show support: Strongly encourage participation in national and local conference trade shows

to promote the AEPA contracts including, but not limited to the Association of School Business

Officials (ASBO), the National Institute of Governmental Purchasing (NIGP), and the National Association of Educational Procurement (NAEP).



9. Increasing sales over the term of the contract with all participating AEPA Member Agencies.

III. Responsibilities of AEPA Member Agencies

A. In support of the Vendor Partner and respective contract, each AEPA Member Agency should provide the following support: 1. Designate a staff member(s) that will serve as a point person for the AEPA program within that state. 2. Provide a staff member to work collaboratively with the Vendor Partner to determine the best

marketing plan for the respective Member Agency state. Marketing efforts may include but not be

limited to the education and use of sales force, a website presence, electronic mailings, brochures, mailings, etc.

3. Develop marketing materials for the Member Agency to use that would include representation of the

awarded contracts. Materials may include, but not be limited to, a website presence, electronic

mailings, sales flyers, brochures, mailings, catalogs, etc. as determined by the respective Member

Agency and what works best within their state. 4. Assist the Vendor Partner to jointly market the contract to potential Participating Entities within the

state. 5. Work with the Vendor Partner to identify eligible Participating Entities within the state possibly

including providing a list of potential customers. 6. Attendance at the two (2) AEPA meetings which provides for opportunity to interact with Vendor

Partners.

IV. General Terms And Conditions For All Agencies

For the purposes of this INVITATION FOR BID, the following terms shall be defined as indicated

below:

The terms Bidder, Offeror and Vendor Partner are interchangeable and are used to identify the

person(s) or firm(s) submitting a response to an Invitation for Bid.

The term Participating Entity is used to identify those Public and Private School Districts, Educational Service Agencies, Intermediate School Districts, Higher Education Institutions, Federal Agencies, State

Agencies, Local Public Bodies and Non-Profit Non-Public Corporations, Organizations, etc. that have

authorizations to utilize the AEPA Member Agencies’ Awarded Contracts.

The term Buyer is used to identify the AEPA Member Agencies and their Participating Entities that acquire and purchase commodities, supplies, materials, equipment and services under AEPA Member

Agencies’ awarded contracts.

V. Glossary of Terms

Administrative Fee: The percentage of sales that each Vendor Partner pays the Member Agency for sales

in their respective state or states that they extend the AEPA pricing to. Administrative Fees shall be paid

to each Member Agency on a quarterly basis. See the Summary of State General Overview for the

administrative fees by Member Agency (state). Advertising: Vendor Partner shall not advertise or publish information concerning this contract prior to

the award being announced by the AEPA Member Agencies. Once the award is made, the Vendor Partner

may advertise to the individual Participating Entities that products/services are available. Vendor

Partner shall submit ad copy to the AEPA Member Agency for review and approval prior to issuing the

advertisement. AEPA Bi-Annual Meetings: AEPA holds two general meetings each year: one in the Spring (usually in

the month of April or May) and the other in the Fall (currently the week after Thanksgiving). AEPA



requires that all successful contract holders attend both meetings and participate in the vendor round

tables at the Spring meeting. AEPA request that all vendor partners register in advance and stay at the

AEPA official hotel if rooms are available. All registrations for the meetings are required by the official

registration due date as announced by AEPA. AEPA Member Agency: Refers to the entities identified in the table on page two of this document and

are listed on the table presented in Part B - Specifications, Item 3: Anticipated Member Agency

Participation on this bid, that has chosen to participate in this bid/category. "Direct or Indirect Participation" may include their involvement through the formulation of any part of a procurement

activity; the influencing of the content of any term, condition and/or specification; the evaluation,

investigation, auditing and/or the rendering, of advice, recommendation, decision, approval, disapproval

and the award and implementation of procurement contract. Not every listed entity may elect to

participate in this bid once the responses are reviewed and approved. Amendment of Bid: A bid may be amended up to the time of opening by submitting a sealed letter to the

place where the bids are received as indicated on the front of this solicitation. Applicable Law: The laws of the state of the respective AEPA Member Agency shall govern any resulting

contract of this bid. Suits pertaining to this contract may be brought only in courts in the County and

State as prescribed by the AEPA Member Agency. Both parties agree that the Uniform Commercial Code,

as adopted by the State of the AEPA Member Agency, shall fully apply. The Vendor Partner shall comply

with any and all laws, whether local, state, federal or otherwise, applicable to any aspect of the work to

be performed in relation to the resulting contract. It shall be the Vendor Partner’s responsibility to identify, make themselves aware of and determine the applicability and requirements of any such laws

and to abide by them. Approval and Awarding of Contract: AEPA and its AEPA Member Agencies reserves the right to

approve and award a contract to one Bidder, to make multiple approvals and awards, to reject any or all bids in whole or in part, to waive any minor formalities or irregularities in any bids, and to accept bids, which in its discretion and according to law may be in the best interest of the AEPA Member Agencies

and their Participating Entities. A response to this solicitation is an offer to contract with the AEPA

Member Agencies based upon the terms, conditions, and scope of work and specifications contained in

this invitation. A solicitation does not become a contract unless and until it is accepted, recommended

and approved by AEPA and awarded by the individual AEPA Member Agency. A contract is formed when

an AEPA Member Agency administrator and, if required, an AEPA Member Agency Board approves and

signs the Acceptance of Bid and Contract Award Form (see Form B) document, eliminating the need for

a formal signing of a separate contract. Assignment: No right or interest in this contract shall be assigned or transferred by the Vendor Partner

without prior written permission by AEPA and its AEPA Member Agencies, and no delegation of any duty

of the Vendor Partner shall be made without prior written permission by the AEPA Member Agency.

AEPA and its AEPA Member Agencies shall not unreasonably withhold approval and shall notify the

Vendor Partner within fifteen (15) days of receipt of written notice by the Vendor Partner. Audit Rights: In accordance with applicable law of the State of the AEPA Member Agency, the Vendor

Partner’s books and pertinent records related to this contract may be audited at a reasonable time and

place. Authority: This solicitation, as well as any resulting contract/agreement, is issued under the general authority of the State laws of the AEPA Member Agency and those identified within the AEPA Member

Agencies’ Specific Terms and Conditions, Part A, Section VI (see also Procurement Code below). Internal or external Cooperative Purchasing Agreements between the AEPA Member Agency and Participating

Entities may exist. Bid Opening: Bids shall be opened in the manner designated in this document. The name of each Bidder

shall be posted to Public Purchase and the AEPA website. Bid Security: There are AEPA Member Agencies that require that respondents to a bid submit a form of bid security executed by a surety company authorized to do business in the state of Nevada and said



surety to be approved in federal circular 570 as published by the United States treasury department or

the equivalent in cash or an irrevocable letter of credit from a FDIC or nationally recognized financial institution. The bid security shall remain in force for a period of One Hundred Twenty (120) days of bid

opening. Bid Security must accompany the Vendor Partner’s bid response when submitted and be

uploaded with other bid documents to Public Purchase. If applicable, a hard copy of the bid security must be in the actual possession of AEPA at Lakes Country Service Cooperative, 1001 E. Mount Faith Avenue, Fergus Falls, MN 56537, on or prior to the exact due date and time mentioned above. If the Bidder fails

to submit the bid security, its response will be deemed non-responsive. Bidder/Vendor Partner Definitions: 1. “Prospective Bidder” has notified AEPA of a desire to bid by registering on the AEPA website. “Bidder”

has submitted a bid to AEPA in response to an Invitation for Bid (IFB). 2. “Recommended Bidder” has been approved by AEPA for its AEPA Member Agencies for contract

consideration. 3. “Vendor Partner” has entered into a contract with a participating AEPA Member Agency or

subsequently a Participating Entity. Bidder Acceptance Period: In order to allow AEPA Member Agencies the opportunity to evaluate the

bids, AEPA requires that a bid in response to this solicitation be valid and irrevocable for one hundred

twenty-days (120) after opening time and date. Bonding: The Vendor Partner agrees to provide all performance and payment bonds executed by a

surety company authorized to do business in the individual AEPA Member’s state and said surety to be approved in federal circular 570 as published by the United States treasury department, the state or the

local governing authority, in an amount equal to one hundred percent of the price specified in the

contract; when required by an AEPA Member Agency or Participating Entity at the time a contract is

executed. If the Vendor Partner fails to deliver any required performance or payment bonds, the AEPA

Member Agency or Participating Entity shall not execute the contract with the Vendor Partner and the

appropriate AEPA Oversight Committee shall be notified of such failure and shall take the appropriate

action. Brand Names: The use of the name of a manufacturer, brand, make or catalog number does not restrict the Bidder. Brand names and model numbers are used to indicate the character, quality and/or

performance equivalence of the commodity on which bids are submitted. Bidders may submit alternates.

However, the AEPA reserves the right to decide whether alternatives to the identified manufacturer and

brand are in fact equal to the product, equipment and/or service described in the invitation. AEPA’s

decision shall be final. Buyer: Identifies the AEPA Member Agencies and their Participating Entities that acquire and purchase

commodities, supplies, materials, equipment and services under AEPA Member Agencies’ awarded

contracts. Captions, Headings and Illustrations: The captions, illustrations, headings and subheadings in this

solicitation are for convenience, enjoyment and ease of perusal only and in no way define, limit or

describe the scope or intent of the request. Catalog Bid: (See Types of Bids)

Certificate of Insurance: (See Insurance)

Certification: By signature in the bid section of the Contract Award page, the Bidder certifies: The

submission of the bid did not involve collusion or other anti-competitive practices; 1. The Bidder shall not discriminate against any employee, or applicant for employment in violation of

Federal and State Laws (see Federal Executive Order 11246); 2. The Bidder has not given, offered to give, nor intends to give at any time hereafter any economic

opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public

servant in connection with the submitted bid; and

3. The Bidder agrees to promote and offer to AEPA Member Agencies and Participating Entities only

those materials and/or services as stated in and allowed under resultant contract(s) awarded.



Christian Doctrine: Any federal, state and local governing authority’s/jurisdiction’s statutes, codes,

rules and regulations referenced and/or govern the products, services and activities relating to and are

part of this solicitation, whether or not physically noted or included, shall be complied with and adhered

to as required. It is sole responsibility of the Bidder to perform and complete any necessary research and

investigation required to make themselves aware of and comply with this item. Clarification: As used in this solicitation, clarification means communication with a Bidder for the sole

purpose of eliminating minor irregularities, informalities or apparent clerical mistakes in the bid. It is

achieved by explanation or substantiation, either in response to an inquiry by the AEPA Member Agency

or as initiated by the Bidder. Clarification does not give the Bidder an opportunity to revise or modify its

bid. Commercially Available Catalog: A published paper catalog or an online website that is widely

distributed or accessible. It is made available to the general public or schools and contains a verifiable

price, along with product descriptions, SKU numbers, and photographs. A commercially available catalog

is distinct from a custom catalog or website, whose prices and offerings are tailored to niche audiences. Competitive Range: AEPA and its AEPA Member Agencies reserve the right to establish a competitive

range of acceptable responses as part of the evaluation process as defined herein. Responses below the

competitive range will be determined to be unacceptable and will not receive further consideration. Contract Documents: AEPA Member Agency will review proposed contract documents. Vendor

Partner’s contract document shall not become part of AEPA Member Agency’s contract with Vendor

Partner unless and until an authorized representative of an AEPA Member Agency reviews and accepts it. Construction: Each AEPA Member Agency within their state statutes defines what constitutes

construction, identifies the policies, rules, regulations and codes that govern construction projects. AEPA

has defined construction as building, altering, repairing, installing or demolishing in the ordinary course

of business any road, highway, bridge, parking area or related project; building, stadium or other

structure; airport, subway or similar facility; park, trail, athletic field, golf course or similar facility; dam, reservoir, canal, ditch or similar facility; sewage or water treatment facility, power generating plant, pump station, natural gas compressing station or similar facility; sewage, water, gas or other pipeline; transmission line; radio, television or other tower; water, oil or other storage tank; shaft, tunnel or other

mining appurtenance; electrical wiring, plumbing or plumbing fixture, gas piping, gas appliances or

water conditioners; air conditioning conduit, heating or other similar mechanical work; or similar work, structures or installations. Construction shall also include: leveling or clearing land; excavating earth;

drilling wells of any type, including seismographic shot holes or core drilling; and similar work, structures or installations. Cooperative Procurement: Some individual state procurement codes may contain cooperative

purchasing statutes that state any state agency or local public body may either participate in, sponsor or

administer a cooperative procurement agreement for the procurement of any services, construction or

items of tangible personal property with any other state agency, local public body or external

procurement unit in accordance with an agreement entered into and approved by the governing

authority of each of the state agencies, local public bodies or external procurement units involved. The

cooperative procurement agreement shall clearly specify the purpose of the agreement and the method

by which the purpose will be accomplished. Any power exercised under a cooperative procurement

agreement entered into pursuant to each state’s procurement code shall be limited to the central purchasing authority common to the contracting parties, even though one or more of the contracting,

parties may be located in different states. Cooperative Purchasing Contracts: The Bidder agrees that all the prices, terms, warranties and

benefits granted by the Bidder to AEPA Member Agencies or Participating Entities through this contract

will be equal to or better than with equivalent terms and conditions to those offered to any present or

future customer or cooperative that have equal or lesser volume. If the Bidder shall, during the term of this Contract, enter into arrangements with any customer or cooperative providing greater benefits or



terms that are more favorable, the Bidder shall notify the AEPA oversight committee chairman and offer

said prices, terms, warranties and benefits to all AEPA Member Agencies. The following shall be noted: 1. AEPA and its AEPA Member Agencies reserves the right to accept or reject the Bidder’s response if it

is determined it does not comply with the above based on their knowledge, investigation, review and

findings of Bidders’ submitted prices. 2. In the event the Vendor Partner offers lower prices to another customer or cooperative, AEPA and

its AEPA Member Agencies shall notify the Vendor Partner of the deviation and request written

justification. Based on AEPA and its AEPA Member Agencies’ investigation, review and findings, AEPA

reserves the right to take following actions: a. To request the Vendor Partner to immediately adjust its AEPA’s offered prices to match the

lower prices offered. b. To work with the Vendor Partner to mediate and resolve the situation; or

c. To notify the Vendor Partner that it intends to suspend and/or terminate their contract. Cost of Bid Preparation: Neither AEPA nor any AEPA Member Agency shall reimburse the cost of developing, presenting or providing any response to this solicitation. Credit Hold: The Bidder must agree not to place the AEPA Member Agency and/or its Participating

Entity on “credit hold” without 10-days advanced notice in writing, either by letter, facsimile or email to

the AEPA Member Agency and the Participating Entity. [The AEPA Member Agencies believes it is better

for the Vendor Partner if the AEPA Member Agency places the slow-paying Agency Member on “credit

hold;” if a Vendor Partner places the Participating Entity on credit hold, agencies that pay promptly are penalized. If, on the other hand, the Member Agency places the offending Participating Entity on “credit hold”, payment is more likely to result and only the offender is disciplined. Delivery Terms, Conditions and Requirements: 1. Delivery: is to be made within the specified time identified in Part B Specifications for each bid

category, unless otherwise stipulated in writing and accepted by all parties (Buyer placing order and

Vendor Partner). The Vendor Partner agrees to notify Buyer if an order cannot be processed within

the specified period and/or the agreed upon timelines. 2. The title and risk of loss of material or service: shall not pass to the Buyer purchasing the material

or services until it actually receives the material or service at the point of delivery and they have been

accepted, unless otherwise provided within this document or individual project’s contract. 3. Ownership of products and services: happens only after receipt and acceptance of delivery by the

Buyer. The Buyer will be the determining judge of whether materials and services delivered under

the purchase order/contract satisfy the specifications and requirements as identified in the

contract/order. 4. Fungible Goods: Title to an undivided share or quantity of an identified mass of fungible goods will

not pass to a Buyer until a separation of the purchased share has been made, delivered and received. 5. Shipping Terms: See Part B Specifications to determine how the shipping and handling costs are to

be addressed; this varies based on the specific bid category. Vendor Partner shall retain title and

control of all goods until they are delivered and received. All risk of transportation and all related

charges shall be the responsibility of the Vendor Partner. Shipping shall be F.O.B. destination. The

Vendor Partner shall file all claims for visible or concealed damage. AEPA Member Agency, or the

receiving Buyer, will notify the Vendor Partner and/or Freight Company promptly of any damaged

goods and shall assist the freight company/Vendor Partner in arranging for inspection. No F.O.B. vessel, car or other vehicle terms will be accepted. a. Shipping Costs: Products may be shipped without additional cost. If shipping is allowed per Part

B Specifications and charged, the actual cost of delivery may be added to an invoice. No COD

orders will be accepted. b. Shipment under Reservation: Vendor Partner is not authorized to ship materials under

reservation and no tender of a bill of lading will operate as a tender of the materials.



c. Shipping Errors: Vendor Partner agrees that shipping errors will be at the expense of the Vendor

Partner. For example, if a Vendor Partnerships a product that was not ordered, it is the

responsibility of the Vendor Partner to pay for return mail or shipment. 6. Stored Materials: Upon prior written agreement between Vendor Partner and Buyer, payment may

be made for materials not incorporated in the work but delivered and suitably stored at the site or

some other location, for installation at a later date. An inventory of the stored materials must be

provided to Buyer prior to payment. Such materials must be stored and protected in a secure location, and be insured for their full value by Vendor Partner against loss and damage. Vendor Partner agrees

to provide proof of coverage and/or addition of Buyer as an additional insured upon Buyer’s request. Additionally, if stored offsite, the materials must also be clearly identified as property of Buyer and

be separated from other materials. Buyer must be allowed reasonable opportunity to inspect and

take inventory of stored materials, on or offsite, as necessary. Until final acceptance by Buyer, it shall be Vendor Partner's responsibility to protect all materials and equipment. Vendor Partner warrants

and guarantees that title for all work, materials and equipment shall pass to Buyer upon final acceptance. Payment for stored materials shall not constitute final acceptance of such materials.

7. Improper delivery: Unless contrary to other parts of this solicitation, if the goods, services or tender

of delivery fail in any respect to conform and adhere to the terms, conditions, specifications of the

resulting contract based on this solicitation and/or the individual Buyer’s contract/order. The Buyer

may reject the whole, accept the whole, or accept any commercial unit or units and reject the rest. 8. Defective Goods: Vendor Partner agrees to pay for return shipment on goods that arrive in a

defective or inoperable condition. Vendor Partner must agree to arrange for return shipment of damaged goods.

9. Liquidated Damages: The Buyer may suffer financial loss if the project is not substantially complete

or products or services are not delivered on the established date. The Vendor Partner (if applicable

Surety) shall be liable for and shall pay to the Buyer, not as a penalty, the sums that may be

hereinafter agreed upon as liquidated damages per calendar day of delay until the work and/or

delivery is determined by Buyer to be complete and/or delivered. Liquidated damages will be

determined on a project-by-project basis. 10. No Replacement of Defective Tender: Every tender of materials must fully comply with all

provisions of this contract. If tender is made which does not fully conform, this shall constitute a

breach and Vendor Partner shall not have the right to substitute a conforming tender without written

consent of all parties involved. 11. Default in One Installment to Constitute Total Breach: Vendor Partner shall deliver conforming

materials in each installment or lot of this contract and may not substitute nonconforming

materials. The AEPA Member Agency reserves the right to declare a breach of contract if the

Vendor Partner delivers nonconforming materials or services to any Buyer under this contract. 12. Restocking Fees: A restocking fee may only be charged on products ordered and that have been

delivered to the Buyer’s site in accordance with the order/contract. Restocking fees in excess of 15%

will not be allowed. Restocking fees may be waived, at the option of the Vendor Partner. 13. The Vendor Partner must identify, specify and justify any exceptions or deviations taken. Deviations or Exceptions to Requirements: Deviations or exceptions stipulated in a Bidder’s proposal may result in rendering of the response non-responsive. AEPA and its AEPA Member Agencies reserve

the right to determine whether the deviation or exception does or does not serve the interest of or is not advantageous or acceptable to AEPA, its AEPA Member Agencies or Participating Entities. Disbarment and Suspension: By signature accepting Terms and Conditions, it is certified on behalf of the company and their key employees that neither the company nor its key employees have been

proposed for debarment, debarred, or suspended by any State or Federal Agency within the last five

years.



EDGAR Compliance: Vendors may be required to complete Education Department General

Administrative Regulations(EDGAR) compliance certification. EDGAR regulations govern all federal grants awarded by the U.S. Department of Education on or after Dec. 26, 2014. Eligible Entities: The individual AEPA Member Agency’s state procurement code and statutes provides

for cooperative procurement and identifies those types of agencies, entities and organizations that are

allowed to participate in and take advantage of cooperative procurement contracts solicited and

approved by AEPA and awarded by AEPA Member Agencies. Therefore, depending on the individual state

procurement codes and statutes federal agencies, state agencies, local public bodies and Non-Profit/Non-Public entities may be allowed to participate in and utilize AEPA solicited, approved and AEPA Member

Agency awarded contracts. Estimated Quantities: In Part B: Bid Specifications of this solicitation AEPA and AEPA Member Agencies’ have indicated their anticipated volume for the products and services being solicited in this solicitation.

It is anticipated that a considerable amount of activity will result from this solicitation; however, there is

no guarantee of future order quantities due to the fact that this is an indefinite quantity contract. Usage

depends on the actual needs of the AEPA Member Agencies, their Participating Entities and the marketing

by the Vendor Partner. Experience, Proven Track Record and Past Performance Information: has been determined by

AEPA and its AEPA Member Agencies to be a major factor in considering if a Bidder possesses the

ability, capacity and resources to acquire, manufacture, deliver, construct, install, services and support all of the procurement functions and activities involved in a national contract of this nature. AEPA and its AEPA Member Agencies reserves the right to accept or reject an offer, if in its judgment, the Bidder

failed to demonstrate the following. 1. Has a proven track record in the products and services offered (qualifications, knowledge and

background). 2. Is willing and able to deliver the proposed products and/or services to ninety (90%) percent of those

participating AEPA Member Agencies identified in Part B: Specifications. 3. Has provided relevant information regarding its actions under previously awarded contracts to

schools, local, state, or federal agencies. It includes the Bidder’s record of conforming to specifications

and to standards of good workmanship; the Bidder’s record of containing and forecasting costs on

any previously performed cost reimbursable contract schedules, including the administrative

aspects of performance; the Bidder’s history for reasonable and cooperative behavior and

commitment to customer satisfaction; and generally, the Bidder’s businesslike concern for the

interests of the customer. Evaluation, Approval and Award: Bid responses received will be evaluated in accordance with

acceptable standards of cooperative purchasing, set forth in and governed by the Procurement Codes of AEPA Member Agency’s states; AEPA by-laws, policies and procedures; AEPA Member Agencies’ policies

and procedures. Approval of prospective Vendor Partners and award of contracts will be made to the

lowest responsive and responsible Bidder utilizing the criteria listed below and elsewhere in this bid. Responsive Bidder: A responsive bid reasonably and substantially conforms to all material

requirements of the solicitation. Bids must be responsive and approved by AEPA to receive award

consideration by AEPA Member Agencies. To be determined responsive, the response must meet all of

the requirements below: 1. Submitted on time. 2. Materially satisfy all mandatory requirements identified throughout the IFB. 3. Must substantially conform to all of the specified requirements in the IFB in the judgment of AEPA

and its AEPA Member Agency representatives. 4. Any deviation from requirements indicated herein must be stated, in writing, and included with the

bid submittal. Otherwise, it will be considered that bids are in strict compliance with all requirements, and any successful Bidder will be held responsible therefore.



5. Deviations or exceptions stipulated in Bidder’s response may result in the bid being classified as non- responsive. Language to the effect that the Bidder does not consider this bid to be part of a

contractual obligation will result in that Bidder’s response being disqualified. Terms of the IFB that any Bidder considers particularly unwarranted, and to which that Bidder would have to take

significant exception in his bid, should be stated clearly and concisely as exceptions and/or

deviations. 6. In preparing a proposal, the Bidder’s inability to follow the proposal preparation instructions set

forth in this solicitation and its inability to provide written responses, narratives, requested and

support documentation relating to the Bidder’s qualifications; abilities; capacity; products; specifications; delivery, installation, setup, maintenance; support services and pricing utilized by

AEPA evaluators may result in the Bidder’s response to be deemed non-responsive. Non-responsive Bid: Any bid that does not conform to all material requirements of the solicitation

including but not limited to: bids received after the deadline; bids that do not contain required items

and/or provided in the format required, such as proper and/or signed forms, pricing, catalogs, electronic

files; bids that do not contain the proper bid bond where required; failure to meet the specified

qualifications, product specifications, stipulated documentation or pricing equal to or better than

individual customers and/or cooperatives with equal or lesser volume. Non-responsive bids will not be

considered for approval and award. Responsible Bidder: A responsible Bidder is a firm or person with the qualifications, capability and

capacity to perform the contract requirements with integrity and reliability, which will assure a good faith performance. AEPA’s approval of a Bidder’s response will make the Bidder available for

consideration to the AEPA Member Agencies for contract award. Prior to this recommendation the

Contract Oversight committee will determine whether a Bidder is responsible. If a Bidder is approved by

AEPA, the AEPA Member Agency reserves the right to determine if said Vendor Partner is responsible in

their respective state. Factors to be considered in determining whether the standard of responsibility

has been met may include but is not limited to whether a Bidder has: 1. Submitted a responsive bid; 2. The qualifications stipulated herein that may include but are not limited to adequate financial

resources, production or service facilities, personnel, service reputation and experience to make

satisfactory delivery of the products, services, or construction, described in the invitation for bids

to those AEPA member states who have indicated their participation; 3. A demonstrated and documented satisfactory track record of performance in the national market

place. 4. A satisfactory record of integrity and a reputation of responding to and meeting educational

institutions’ needs, adherence of and compliance with federal, state, local and industry standards, rules, regulations and codes;

5. Quality and suitability of products and services offered to meet and perform to the specifications, expectations and requirements identified in this bid;

6. Supplied all necessary information and data in connection with determining whether a Bidder meets

the standard of responsibility. Cost Evaluation: 1. Cost and price schedules conform to and provide the information required in Part B and C of this bid; 2. Pricing offered that is equal to or better than those offered to individual entities or cooperatives with

same or lesser volume. 3. Methodology used by AEPA and its AEPA Member Agencies to approve prospective Vendor Partners

and award contracts. a. Line Item Bid: Lowest responsive, responsible Bidder(s); or

b. Catalog Bid: Lowest responsive, responsible Bidder(s) is/are determined based on the price

evaluation criteria; and by a “Core List” and/or by creating a “Market Basket Study” to compare

overall pricing between Bidders. A “Market Basket” is a list of items typically purchased by AEPA



Member Agencies and their Participating Entities that represent a cross-section of the types of those items purchased. The selection and quantity of line items evaluated will be at the sole

discretion of the AEPA evaluators; 4. Based on the cost evaluation, a recommendation will be made to approve a single bidder or make a

multiple bidder award. External Procurement Unit: means any procurement organization not located in a current AEPA

Member Agency state which, if located in the state, would qualify as a federal or state agency or a local public body. Various state procurement codes allow external procurement units to offer their contracts

and for agencies within those states to utilize those contracts to acquire goods and services. Federal Agency [25] USC 3001 (4): Is defined as any department, agency, or instrumentality of the

United States, any executive department, military department, government corporation, government-controlled corporation, or other establishment in the executive branch of government, including the

Executive Office of the President or any independent regulatory agency established through legislative

and/or administrative action. Federal Requirements: Vendor Partner agrees, when working on any federally assisted projects with

more than $2,000 in labor costs, to comply with the Contract Work Hours and Safety Standards Act (40

U.S.C. 327 et seq.) and all applicable sections of the act and the Department of Labor’s supplemental

regulations (29 CFR parts 5 and 1926), the Civil Rights Act of 1964 as amended, the Davis-Bacon Act

(Section 29, CFR Part 5), the Copeland “Anti-Kickback” Act (18 U.S.C. 874) as supplemented in the

Department of Labor regulation (29 CFR part 3), and the Equal Opportunity Employment requirements of Executive Order 11246 as amended by Executive Order 11375 (Labor regulations (41 CFR Part 60)). In such projects, the Vendor Partner agrees to post wage rates at the work site and submit a copy of their

payroll to the AEPA Member Agency for their files. In addition, to comply with the Copeland Act, the

Vendor Partner must submit weekly payroll records to the AEPA Member Agency. The Vendor Partner

must keep records for three (3) years and allow the federal grantor agency access to these records, upon

demand. All federally assisted contracts to AEPA Member Agency that exceed $10,000 may be terminated

by the federal grantee for noncompliance by the Vendor Partner. In projects that are not federally funded,

Bidder must agree to meet any federal, state or local requirements, as necessary. In addition, if compliance with the federal regulations increases the contract costs beyond the agreed on costs in this

solicitation, the additional costs may only apply to the portion of the work paid by the federal grantee. On all other projects, the prices must agree with this contract. Vendor Partner shall comply with all applicable standards, orders, or requirements issued under Section 306 of the Clean Air Act (42 U.S.C.)

187 [h], and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et. Seq.); and, Executive

Order 11738 and Environmental Protection Agency (EPA) regulations (40 CFR Part 15), which prohibit

the use under non-exempt federal contracts, grants, or loans of facilities included in the EPA list of violated facilities

Force Majeure: Except for payments of sums due, neither party shall be liable to the other, nor be

deemed in default under this contract, if and to the extent that such party’s performance of this contract is prevented by reason of force majeure. The term “force majeure” means an occurrence that is beyond

the control of the party affected and occurs without its fault or negligence, including, but not limited to

the following: acts of God; acts of the public enemy; war; riots; strikes; mobilization; labor disputes; civil disorders; fire; flood; snow; earthquakes; tornadoes or violent winds; hail storms; lockouts; injunctions-intervention-acts, or failures or refusals to act by government authority; and other similar occurrences

beyond the control of the party declaring force majeure, which such party is unable to prevent by

exercising reasonable diligence. The force majeure shall be deemed to commence when the party

declaring it notifies the other party of the existence of the force majeure, and shall be deemed to continue

as long as the results or effects of the force majeure prevent the party from resuming performance in

accordance with the contract. Force majeure shall not include late deliveries of equipment or materials

caused by congestion at a manufacturer’s plant or elsewhere, an oversold condition of the market,



inefficiencies, or similar occurrences. If either party is delayed at any time by force majeure, the delayed

party shall notify the other party in writing of such delay within forty-eight (48) hours. Form of contract: The form of contract for this solicitation shall be the Invitation for Bid, the awarded

Bidder response and properly issued purchase orders and/or contracts in accordance with this

Invitation for Bid. If a firm submitting a bid requires AEPA Member Agency and/or Participating Entities

to sign an additional contract, a copy of the proposed contract must be included with the bid. Gratuities: AEPA Member Agency may, by written notice, cancel this contract if it is found that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Vendor Partner or any agent

or representative of the Vendor Partner, to any employee of the AEPA Member Agency with a view

toward securing a contract or with respect to the performance of this contact. However, paying the

expenses of normal business meals, which are generally made available to all eligible school and

government employees, shall not be prohibited by this paragraph. Samples of software, equipment, or

hardware provided to the AEPA Member Agency for demonstration, evaluation, or loan purposes are not considered gratuities. Indemnification: Vendor Partner will indemnify, defend and save harmless AEPA, its Members, Participating Entities, its employees from any and all claims, demands, suits, proceedings, loss, cost and

damages of every kind and description, including any attorney’s fees and/or litigation expenses, which

might be brought or made against or incurred by, AEPA, its Members, Participating Entities, its

employees on account of loss or damage to any property or for injuries to or death of any person, caused

by, arising out of, or contributed to, in whole or in part, by reasons of any act, omission, professional error, fault, mistake, or negligence of Vendor Partner, its employees, agents, representatives, or

Subcontractors, their employees, agents, or representatives in connection with or incident to the

performance of this agreement, or arising out of worker’s compensation claims, unemployment compensation claims, or unemployment disability compensation claims of employees of Vendor Partner,

and/or its Subcontractors or claims under similar such laws or obligations. Vendor Partner’s obligation

under this section will not extend to any liability caused by the sole negligence of AEPA, its Members,

participating Entities, its employees. The liability of AEPA, its Members, Participating Entities or its

employees will be subject in all cases to the immunities and limitations of Nevada or the AEPA Member

Agency’s state laws. Installation: Equipment and items of construction shall be installed in accordance

with the manufacturer’s instructions, specifications, in accordance with any federal, state, local rules, regulations, codes and the schedule determined by the AEPA Member Agency and/or Participating

Entity. Insurance: Prior to executing a contract with the AEPA Member Agency or a Participating Entity under

this solicitation, if required, the Vendor Partner shall procure, maintain and provide certification from

insurer(s) for minimal coverage during the life of any resulting contract/agreement, to include but not limited to comprehensive public and/or commercial liability, errors and omissions, workman’s

compensation, unemployment and other insurance coverage required by and applicable to each AEPA

Member Agency state’s statutes and federal laws in which proposed products and services will be offered

and provided.

1. Evidence of the required insurance for each of those AEPA Member Agencies' state, who indicated an

interest to participate in this solicitation, identified in Part B: Specifications by providing written

evidence and/or documentation from your insurer(s) indicating your firm has in place the type and

amount of coverage required by each of the states. The Bidder has the sole responsibility to conduct and perform the necessary research to make themselves aware of and to understand each states

requirements. 2. Certificate of Insurance: The Vendor Partner shall provide, as required, a certificate of insurance for

commercial liability insurance naming the AEPA Member Agency and or its Participating Entity as

the certificate holder (co-insurer).

3. All insurance policies are to be executed by an insurance company authorized to do business in those

AEPA Member Agency’s states participating in this solicitation.



4. Subcontractor’s Insurance: Prior to commencing any work, any Subcontractor shall procure and

maintain, at its own expense until final acceptance of the work, insurance coverage in a form and

from insurers acceptable to the prime Vendor Partner. All Subcontractors shall hold the appropriate

type and amount of insurance coverage required by the AEPA Member Agency state in which the

work is being done and will provide insurance, which waives all subrogation rights against the prime

Vendor Partner, AEPA Member Agency and its Participating Entities. Invalid Term or Condition: If any term or condition of this solicitation and any resulting contract shall be held invalid or unenforceable, the remainder of this solicitation and any resulting contract shall not

be affected and shall be valid and enforceable. Late Bids: Late bids will not be accepted. All bids must be submitted online via Public Purchase by the

due date and time of this IFB. Leases and Rentals: Vendor Partner may allow AEPA Member Agency or Participating Entity to rent,

lease or lease purchase. Buyer must receive a copy of the executed leasing documents prior to processing

a purchase order. Vendor Partner agrees that leases will be in compliance with the Uniform

Commercial Code and the Buyer’s individual state laws. All terms of leasing must be included in the bid,

with interest rates described as related to a published government standard. Vendor Partner must

indicate in their response to this solicitation and in any leasing/rental agreement, all costs (must be

itemized) associated with early termination and/or the returning of leased or rented equipment that are

the responsibility of the Buyer. No sale of a contract to a third party will be made without informing the

Buyer of the transfer. If Vendor Partner sells a lease contract to a third party, the cost of return of the product must not be greater than the cost of return to the original Vendor Partner. Legal Remedies: All claims and controversies shall be subject to the Procurement Code of the state in

which the AEPA Member Agency or Participating Entity resides. Licenses and Registration: Each state and local jurisdictions in which a transaction may occur may

require various types of licenses and/or registrations (business, construction Vendor Partner, etc). Likewise, there are various policies, procedures, rules, regulations, codes and laws that govern such

licensing/registration within federal, state and local jurisdictions, therefore, it is the Bidder’s/Vendor

Partner’s responsibility to be aware of, obtain and maintain in current status all federal, state and local licenses, registrations and bonds required for the performance and delivery of any and all products and

services offered in its response to this solicitation. It is also the responsibility of the Bidder/Vendor

Partner to ensure that any Subcontractors performing under this bid hold and maintain the appropriate

licenses/registrations. The Bidder will submit copies of licenses, registration and/or other

documentation to substantiate they hold the appropriate licenses/registration required by individual

jurisdictions covered by this solicitation. Liens: All materials and services shall be free of all liens. Local Public Body: A political subdivision of the state and the agencies, instrumentalities and

institutions thereof. Such agencies may include but are not limited to two-year and four-year post-secondary educational institutions, pre-k-12 institutions, counties, cities and municipalities, except as

exempted pursuant to the Procurement Code within each state. Entities within these groups may include

but are not limited to political subdivisions, administrative units, councils, commissions, boards and

organizations that either by federal, state or local legislative or administrative action or appointment and

have been established or given the responsibility and authority to act, conduct and perform various

activities on behalf of the federal or state agency or local public body. Manufacturer's Representative: Dealers, distributors and installers of specialized facility technology, electrical, mechanical systems and equipment, who, if permitted by the Scope of Work, submit an offer

as a manufacturer’s representative, must be able to provide documented evidence from and/or between

it and the manufacturer certifying that the Bidder is a bona fide manufacturer’s agent for the specific

products/services proposed, the Bidder is authorized to submit an offer on such products/services, and

a guarantee that, should the Bidder fail to satisfactorily fulfill any obligations established as a result of the award of contract, the manufacturer will either assume and discharge such obligations covered by



warrantees or provide for their competent assumption by one or more bona fide representatives for the

term of the contract/warrantee period. Bidders of software, mechanical devices, electrical

products/systems and other commodities that make up systems/networks must be able to provide the

same information from a manufacturer. Modification by Buyer: Vendor Partner shall have no obligation with respect to any patent and

copyright infringement claim based upon Buyer’s modification of the equipment and/or software, or its

operation or use with apparatus, data or programs not furnished by Vendor Partner. However, one

Buyer’s action will not preclude Vendor Partner’s obligation to others not having modified their

equipment or software. Money: All transactions are payable in U.S. currency only. Multiple Approvals and Awards: Throughout the United States, AEPA Member Agencies have a large number of Participating Entities who take

advantage of and utilize awarded contracts. In order to assure that any issued contract will allow these

entities to fulfill current and future needs and requirements, AEPA and its AEPA Member Agencies

reserve the right at its discretion to approve and/or award one contract, multiple contracts or no

contracts. The actual use of any contract will be at the sole discretion of the AEPA Member Agency or

the Participating Entity. Nonexclusive Contract: Any contract resulting from this solicitation shall be approved and awarded

with the understanding and agreement that it is for the sole convenience of the AEPA, its AEPA Member

Agencies, their Participating Entities and they reserve the right to obtain like goods and services from

another source. Non-Profit, Non-Public Educational Institutions and other Non-Profit Organizations (Section

501(c)(3) of the Internal Revenue Code, Federal Tax Code): is defined as charitable, religious,

educational, public service, support and scientific organizations, entities, corporations that qualify as

exempt organizations under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of the Federal Tax Code. Notice: Notices under this solicitation/contract will be in writing and will, for all purposes, be deemed

to have been fully given when sent by registered or certified mail, return receipt requested, postage

prepaid, email with appropriate verification, properly addressed to the respective parties as specified

herein or at such other address as may be specified by either party from time to time. Novation: If the original Vendor Partner sells or transfers all assets or the entire portion of the assets

used to perform this contract, a successor in interest must guarantee to perform all obligations under

this contract. AEPA and its AEPA Member Agencies reserves the right to recommend approval, acceptance or rejection of the new party. A simple change of name agreement will not change the

contractual obligations of the Vendor Partner. Ordering Procedures: AEPA has established a standard and special ordering process as defined below. Additionally, some AEPA Member Agencies also prefer or utilize electronic ordering as the method for

the transactions. For details on the ordering processes utilized for each AEPA Member Agency, please

reference the Summary of State General Overview. 1. Standard Ordering Process:

a. Buyer will select items for purchase from provided published catalog/price list or Vendor Partner

will issue a quote upon request; the vendor will also send a copy of their quote to the state AEPA

Member Agency for all construction related bids

b. Buyer will prepare and issue a purchase order to the Vendor Partner based on the product catalog, pricelist or Vendor Partner’s quote;

c. Vendor Partner will deliver and invoice the Buyer; d. Buyer will acknowledge delivery and acceptance by issuing the Vendor Partner payment; e. Vendor Partner, based on the agreed to process, will report and submit payment for the AEPA

Member Agency’s administrative fee to the AEPA Member Agency (quarterly). f. Vendor Partner shall provide the transaction and volume reporting in the AEPA report format.

2. Special Ordering Process:



a. Buyer will select items for purchase from provided published catalog/price list or Vendor Partner

will issue a quote upon request; b. Buyer will prepare and issue a purchase order to the AEPA Member Agency based on the

product catalog, pricelist or Vendor Partner’s quote; c. Vendor Partner will deliver the goods and/or service to the Buyer and will invoice the AEPA

Member Agency; d. AEPA Member will invoice the Buyer and add their administrative fee to the invoice price; e. AEPA Member will pay Vendor Partner for the goods and/or service once the Buyer has

confirmed acceptance. f. Vendor Partner shall provide the transaction and volume reporting as stipulated on a quarterly

basis in the AEPA report format. 3. Electronic Ordering (Optional by AEPA Member Agency):

a. When a Vendor Partner based online ordering system is available, the following functionality is

preferred: b. Electronic ordering systems shall be secure and password protected. Entering the system with

the designated password shall automatically send the user to AEPA contract pricing. c. When the Buyer requires purchase orders, electronic ordering system shall require entry of a

purchase order number, credit card or purchasing card prior to accepting an order. d. Electronic ordering systems shall block excluded items not covered by the AEPA contract from

any order. e. Electronic ordering systems shall automatically assign correct contract prices to applicable

orders. f. Electronic ordering systems that list catalog price and AEPA discounted price. g. Electronic ordering systems shall track orders and purchases covered by the AEPA contract for

reporting and audit purposes. Vendor Partner shall provide the transaction and volume reporting

in the AEPA format. h. Electronic ordering systems’ pricing shall include the AEPA Member Agencies administrative

fee required by the AEPA Member Agencies. i. Electronic ordering systems that allow AEPA Member Agencies to print an archived (historical)

copy of a Buyer’s order. 4. Order of Precedence: In the event a conflict occurs the following order of precedence shall prevail:

a. Member Agency Specific terms and conditions

b. Specifications and scope of work

c. General terms and conditions

d. Attachments and exhibits

e. Documents referenced or included in the solicitation

Overcharges by Antitrust Violations: Member Agency maintains that, in actual practice, overcharges

resulting from antitrust violations are borne by the Buyer. Therefore, to the extent permitted by law, the

Vendor Partner hereby assigns to the Member Agency any and all claims for such overcharges as to the

goods or services used to fulfill the contract. Parole Evidence: This contract represents the final written expression of agreement. All agreements are

contained herein and no other agreements or representations that materially alter it are acceptable. Participating Entity: Those Public and Private School Districts, Educational Service Agencies, Intermediate School Districts, Higher Education Institutions, Federal Agencies, State Agencies, Local

Public Bodies and Non- Profit Non-Public Corporations, Organizations, etc. that have authorizations to

utilize the AEPA Member Agencies’ Awarded Contracts. Patent and copyright indemnification: To the extent permitted by law, Vendor Partner shall indemnify

and hold harmless Member Agency and its Participating Entities against any liability, including costs and

expenses, for infringement of any patent, trademark or copyright arising out of contract performance or

use by Member Agency and its Participating Entities of materials furnished or work performed under



this contract. Member Agency and its Participating Entities shall reasonably notify Vendor Partner of any

claim for which it may be liable under this paragraph. Piggy Back Contracts: In the event a new Member Agency joins AEPA, the Member Agency may elect to

award any and all existing contracts if permissible by their State laws. Pricing: Within Part B: Bid Specifications and Part C: Bid Forms of this solicitation, AEPA has identified

and stipulated the type of bid and the pricing methodologies that are to be utilized to price and submit bid prices. The Vendor Partner agrees that the cost for any item bid or offered on this contract will be

uniform for all states, and that any differences in pricing are due to state specific installation and labor

costs, AEPA Member Agency’s Administrative Fee, etc. The Bidder must provide their pricing as

requested utilizing the various pricing methodologies specified. Please note the following that relate to

pricing: 1. Most Advantageous Pricing: The Bidder/Vendor Partner must agree that they will not offer or

provide a better price to any individual entities or cooperatives with equal or lesser volume than that through AEPA.

2. Primary Pricing/Secondary Pricing Strategies: All Bidders will be required to submit “Primary

Pricing” in the form of either “Catalog Pricing” or “Line-Item Pricing” or a combination of these two

pricing strategies as defined in the bid specifications. Bidders are also encouraged to offer OPTIONAL

pricing strategies including “Hot List” and “Volume Discounts”. a. Primary Pricing: All Bidders are required to submit the required primary pricing as indicated

in each bid category’s Part B: Specifications and Part C: Bid Forms (requirements vary based on bid category). i. Catalog Pricing: Catalog pricing is utilized when the products and/or services solicited are

clearly identified with set and specific characteristics, attributes and configurations that are

identifiable as a stand-alone single unit and can be listed and priced as a single unit with

options that can be added to enhance and/or improve its operation and functionality. The

Bidder offers a fixed discount(s) off retail price, catalog price, published price or list price.

The discounts may be for the entire commercially available catalog, for specific products,

product lines, manufacturers or category of products as determined by the Bidder. 1. Discounts: Discount offers must clearly identify percent of discount to apply to a

commercially available catalog, manufacturer, MSRP, retail or nationally published price

lists. Bidders shall identify and stipulate if the discounts apply to the entire catalog/price

list, specific product lines, manufacturers and/or categories of products. Bidder shall agree that there will be no reduction in discount(s) during the term of the contract.

2. New Catalogs/Price Changes: New catalogs and corresponding nationally published

price lists may be submitted throughout the term of the contract and shall be submitted

to the AEPA Contract Oversight Committee for review prior to release to all AEPA

Member Agencies. Prices may change based on manufacturer’s price changes, new

published pricing or price lists, but the original discount bid shall remain firm for the

duration of the contract. 3. Core List: In a Catalog Priced bid, a category (i.e. office supplies) may include a “core list”

which contains a selection of the most commonly used products/services with the

expectation that a deeper discount would be bid for these items. If a new catalog and price

list is published during the contract term, the original discounts shall be applied to the

new published prices to establish the AEPA price for these core items. 4. Product Addition/Discontinuation: New products, within the same scope of work, may

be added at the established percentage discounts at any time. Discontinued products may

be dropped at any time during the year. In the event a Core item is discontinued by the

manufacturer during the term of the contract, Vendor Partner is required to add a

functionally equivalent substitute at the same discount structure.



ii. Line-Item Pricing: Line-item pricing is utilized when products and/or services that are

broken down in detail by element, component, product categories, product type and each

product and/or service is presented as an individual item which needs to be combined with

other items to make up a final project or solution. The Bidder offers firm pricing for specific

line items in response to this bid; a project’s cost is derived by the Vendor Partner preparing

and providing a quote based on the project’s terms, conditions and requirements based on

the line item pricing provided in the bid. The information provided in this bid for each item

includes: 1. Product Category

2. Product Description

3. Manufacturer

4. Manufacturer SKU

5. Vendor SKU

6. Unit of Measure

7. Item List Price

8. AEPA Bid Price

iii. Fixed prices: Prices bid shall be firm until each anniversary date of contract, unless there is

an occurrence of one or more economic price adjustment contingencies outlined in the bid. Fixed price offers shall include prices for any and all items.

iv. Routine Price Adjustments (Without Economic Price Adjustment): Vendors may only request adjustments to the prices once a year at the time of renewal at the AEPA Winter

meeting that goes into effect March 1st. Vendor Partner’s must submit a fully documented

written request to the AEPA Contract Oversight Committee thirty (30) days prior to the AEPA

Winter meeting. The request must specifically detail and document the cause and/or reason

for price changes and include any supporting documentation (manufacturer’s letter, indexes, etc.). All price changes require approval by the AEPA Member Agencies at the AEPA Winter

meeting to go into effect the following contract term. v. Unpredictable Economic Price Adjustment: If economic price adjustment contingencies

occur, Vendor Partner may submit a fully documented request (manufacturer’s letter, indexes, etc.) for price adjustment to AEPA Contract Oversight Committee for review and

approval by the committee and the AEPA Member Agencies. The documentation must substantiate the cause and/or reason for the requested price increase and demonstrate that it was unpredictable at the time of bid submittal and/or contract renewal and out of the

Vendor Partner’s control. Pricing will take effect thirty (30) days after approval and

acceptance. vi. New Products/Services: Vendor Partner may submit new products or technologies that are

within the original scope of work for the bid, to be added to the contract at the time of renewal pending review and approval of the AEPA Bid Oversight Committee and AEPA Membership. Requests should be submitted to the AEPA Contract Oversight Committee thirty (30) days

prior to the AEPA Winter meeting. 3. Automated System for Pricing (ASP): The method consisting of an ASP and/or software

application (RSMeans, Gordian) that is self- contained and consists of a turn-key solution that includes a complete line-item listing of all of the products, supplies, materials, equipment, services, accessories and options with their description, specifications, terms, conditions and associated

pricing for each item, sub-assemblies and/or assemblies. The Bidder provides a percent of discount or fixed multiplier/factor to be applied to total project cost to allow for individual state conditions

and requirements and to arrive at the AEPA price. 4. RSMeans (Construction Related Bids Only): It is important for Vendor Partners to breakout all

costs (quantity and price) of all items listed under RS Means or an Alternative Pricing method. This



includes all quoted items not on the approved AEPA bid submittal. The following are minimum

requirements for using RSMeans for quoting projects to AEPA Member Agencies. a. The Contractors must use the current year and standard cost data. Only the following cost data

titles will be excepted: i. Building Construction Cost Data Book

ii. Facilities Construction Cost Data

iii. Facilities Maintenance & Repair Cost Data

iv. Site Work & Landscape Cost Data Book. b. All work proposed under RSMeans must use RSMeans format, even if subcontractors are used.

Subcontractors’ invoices must tie to the RSMeans spreadsheet. c. A RSMeans spreadsheet must be submitted to substantiate the quote given to the AEPA Member

Agency. The spreadsheet columns must reveal the full RSMeans number and a sufficient amount

of the description. This also applies to change orders. d. Pricing must be done by Location Codes. National Average will not be allowed. In order to

choose the “closest” location code, the first three (3) numbers of the zip code will be used to

determine the city location index in the AEPA Member Agency State. e. The AEPA contract holder factor, bonding cost, AEPA discount and taxes if applicable must be

shown as separate line items at the bottom of the RSMeans spreadsheet. This information can

be shown on a separate summary sheet. The summary sheet must start with the RSMeans

spreadsheet total and show the detail for each of the items stated above. This detail will be provided to the AEPA State Agency and AEPA Customer as required.

f. All change orders which list items covered by RSMeans must be supported by an RSMeans

spreadsheet. 5. Alternative Method of Costing: This method covers any product and /or service not covered by

catalog pricing, published price list, line-item price list, automated system for pricing, or is a product and/or service due to the projects or applications specifications, conditions and /or requirements

that need to be custom designed, developed, manufactured and/or produced to meet the

requirements of an individual project or sole source. The alternative pricing is calculated as follows: a. The Bidder must prepare, issue and receive three written quotes from available suppliers and

select the supplier that offers the products and services that meet the stipulated requirements

and specifications and the most cost effective solution. All quotes must be made available upon

request. b. The Bidder must indicate the percent of overhead and /or markup as part of their response to be

added to these costs to obtain the normal and customary retail price. c. The Bidder must indicate the percent of discount offered to AEPA and its Participating Entities

on the normal and customary retail price. d. The AEPA price is calculated by taking the product and services cost to the Contractor plus the

indicated percent of profit/overhead to equal the normal and customary retail price. The

Contractor will then subtract the approved AEPA discount to obtain the AEPA price. Example: item cost $1,000; percent of profit/overhead of 20% equals retail price of $1,200; less the AEPA

discount of 10% or $120 equals the AEPA price of $1,080. 6. Secondary Pricing Methods: Bidders are required to offer Customized Price Lists (Catalog Bids

ONLY) and encouraged to offer Hot Lists and Volume Discounts as follows: a. Customized Price List: Bidders are required to offer customized price lists to Participating

Entities for items within the Bidder’s Commercially Available Catalog for Catalog Bids ONLY (not pertinent to Line Item Bids). Customized price lists shall be allowed under the following

conditions: i. Up to 100 items within the Vendor Partner’s Commercially Available Catalog may be included

on the customized price list providing they are not already on the Core Item list.



ii. Items are to be determined by the Participating Entity; Vendor Partner may object to up to ten

(10) of the suggested items proposed by the customer and must offer substitutes until an

agreement of the customized list is reached. iii. Items on the customized price list shall be sold with an additional discount (deeper than what

was originally bid on the non-core or catalog discount)

iv. Items may not include special order or customized service products unless agreed to by the

Vendor Partner. b. Hot List Pricing: Bidders are invited, at their option, to offer a selection of products/services,

defined as a Hot List, at greater discounts than those listed in the standard catalog or core list discounts. Special, time-limited reductions are permissible under the following conditions: i. The price reduction is available to all AEPA Member Agencies equally.

ii. The price reduction is for a specific time period, no less than thirty (30) days. iii. May be used to discount and liquidate close-out and discontinued products/services as long

as those items are clearly labeled as such. iv. The original price for products/services is not exceeded after the time limit. v. The AEPA Oversight Committee and all AEPA Member Agencies shall be notified of any special

or time limited price reduction. New prices must be on record fifteen (15) days prior to any

offer of the new prices being proposed or offered to AEPA Member Agencies and Participating

Entities. vi. Pricing for all Hot List items must be updated on the Vendor Partner’s online catalog and

submitted to all AEPA Member Agencies in an electronic format that can be posted to websites, emailed and shared with Participating Entities/Buyers.

c. Volume Price Discounts: Bidders are encouraged to offer additional pricing discounts that may be offered for a group of agencies in a local geographic area that desire to combine

requirements (one time purchase or annual spend), i.e. local city, county, school district(s), etc. and/or for large one time purchases. Additional volume price discounts are permissible under

the following conditions: i. Discounts should be tiered and based on spend ranges as established by the Bidder on the

Pricing Forms. ii. Volume determination shall be determined between the Vendor Partner and the individual

Buyers on a case-by-case basis. iii. All additional discounts are to be offered equally to all AEPA Member Agencies and

Participating Entities and be based on the Volume Price Discounts originally bid providing the

same or similar volume commitment, specific needs, terms and conditions, a similar time

frame, seasonal considerations and provided the same manufacturer support is available to

the Vendor Partner. 6. Price Warranty/Market Competitiveness Guarantee

Bidder / Vendor represents and warrants that the prices set forth in the Bidder / Vendor’s response

are, and during the Term of this Agreement, shall remain market competitive (“Market Competitiveness Guarantee”). If the AEPA receives information from any source that Bidder /

Vendor is not in compliance with the Market Competitiveness Guarantee of this Section, Bidder /

Vendor shall, within ten (10) days of receiving written notice of such non-compliance, either (i)

advise AEPA of all adjustments necessary to ensure compliance with the Market Competitiveness

Guarantee and make all such adjustments within thirty (30) days, unless other time arrangements

are made, or (ii) provide documentation refuting the allegations of non-compliance, in which case, the parties shall work in good faith to resolve the dispute.

Prime Vendor Partner: For the purpose of this bid, a Vendor Partner will be considered a prime

Vendor Partner and not a Subcontractor. Any Vendor Partner paid directly by the AEPA Member

Agency or Participating Entity is a prime Vendor Partner; a Vendor Partner pays a Subcontractor. Prime Vendor Partners using Subcontractors are responsible for all actions of its Subcontractors.



Procurement Code: All Bidder/Vendor Partner’s must make themselves aware of and comply with

all federal, state, and local statutes and regulations. Products and Services: 1. Product Line: If applicable, contracts will be an awarded to Bidders able to provide their

complete product line(s) of commodities, supplies, equipment, software and services that meets

the scope of work and specifications of this solicitation. Bidders with a published, priced catalog

may submit their entire catalog; AEPA reserves the right to select or reject products within the

catalog for recommendation without having to award all the contents. 2. Serial Numbers: Bids must be for equipment on which the original manufacturer’s serial number

has not been altered in any way. 2. Current Products: All bids shall be for commodities, supplies, equipment, supplies and software

in current production; meet or exceed commercial and industry standards; and marketed and

provided nationally to the general public and/or educational/governmental agencies. 3. Construction Products and/or Services: are associated with building, erecting, altering,

repairing, installing or demolishing in the ordinary course of business any: (1) road, highway, bridge, parking area or related project; (2) building, stadium or other structure; (3) airport, subway or similar facility; (4) park, trail, athletic field, golf course or similar facility; (5) dam, reservoir, canal, ditch or similar facility; (6) sewage or water treatment facility, power generating

plant, pump station, natural gas compressing station or similar facility; (7) radio, television or

other tower; (8) shaft, tunnel or other mining appurtenance; (9) electrical wiring, plumbing or plumbing fixture, gas piping, gas appliances or water conditioners; (10) air conditioning

conduit, heating or other similar mechanical work; or similar work, structures or installations; (11) leveling or clearing land; (12) excavating earth; (13) drilling, wells of any type, including

seismographic shot holes or core drilling; and similar work, structures or installations. 4. Services: are defined as the furnishing of labor, time or effort by a Vendor Partner not involving

the delivery of a specific tangible product other than reports and other materials which are

merely incidental to the required performance. 5. Professional Services: Services relating to architects, archeologists, engineers, surveyors,

landscape architects, medical arts practitioners, scientists, management and systems analysts, certified public accountants, registered public accountants, lawyers, psychologists, planners, researchers, educational specialist, construction managers and other persons or businesses

providing similar professional services, which may be designated as part of this solicitation. 6. Peripheral & Optional Items: Bidder can include various peripheral products, equipment,

accessories, services, deliverables and related items that are associated with and function with

the primary offering. Optional equipment or products may be added to the contract during the

term of the contract. AEPA reserves the right to accept or reject such offerings under the following

conditions: a. The enhancement is recommended by AEPA and approved by the Member Agency; b. The option is priced at a discount similar to other options; c. The option is an enhancement to the unit.

7. Descriptive Literature and Brand Names: All bids are to include a complete set of the

manufacturer’s descriptive literature regarding the commodities, supplies, materials, equipment and software offered. Brand names, trade names and/or catalog numbers used in the solicitation

will be intended to describe and identify the type, level and quality of products, equipment and

software being requested. 8. Discontinued Products: If a product or model is discontinued by the manufacturer, Vendor

Partner may substitute a new product or model if the replacement product meets or exceeds the

specifications and performance of the discontinued model and if the discount is the same or

greater than the discontinued model.



9. Product Specifications: This solicitation is designed to enable a Bidder to satisfy a requirement for a commodity, supply, material, equipment, software, process, or service. A specification may

be expressed as a standard, a part of a standard, or independent of a standard; by specifying a

manufacturer’s brand and model. No specification is intended to unnecessarily limit competition

by eliminating items capable of satisfactorily and/or meeting the actual needs of the

procurement. When a brand name product is specified and is only available for a single source, Bidders are encouraged to offer alternative products which they believe to adhere to and

comply materially, functionally and operationally equal to or better than the brand name

product specified. Any Bidder believing a specification is unnecessarily restrictive, shall indicate

such in the form of a question during the solicitation process and prior to bid due date. The fact that a manufacturer or supplier chooses not to produce or supply the commodity, supply, material, equipment, software or services to meet these specifications will not be considered

sufficient cause to adjudge these specifications as restrictive. If the Bidder deviates from these

specifications, reasons must be stated for such deviation and state why, in their opinion, the

commodity, supply, material, equipment, software or services they bid will render equivalent reliability, coverage, performance and/or service. Failure to detail all such deviations may

comprise sufficient grounds for rejection of the entire bid. 10. Quality: Unless otherwise modified elsewhere in this solicitation, Vendor Partner warrants the

commodities, supplies, materials, equipment, and services delivered as stipulated in the Buyer’s

purchase order/contract, shall be: a. Of a quality to pass without objection in the industry and professional standards normally

associated with them; b. Fit for the intended purpose(s) for which they are used; c. Of even kind, quantity and quality within each unit and among all units, within the variations

permitted by the contract; d. Adequately offered, presented, delivered, accomplished and complete as the contract may

require; and

e. Conform to the written promises and/or oral affirmations of fact made by Vendor Partner. Product Information | Catalogs | Price Lists: Bidders shall include an electronic and paper copy of the latest edition of the commercially available catalog and price lists that the discount will be applied

to with the bid response. Throughout the term of the contract, Vendor Partner(s) shall furnish all AEPA Member Agencies and their Participating Entities with copies of approved commercially

available catalogs and price lists in the format desired (electronic, paper, online shopping cart, etc.). Progress Payments: Progress payments are allowed on purchases for goods and services under the

following conditions: 1. The Buyer and the Vendor Partner agree to the terms of the progress payments prior to issuing

a purchase order;

2. The purchase order describes the amounts to be paid and the date of payment; 3. The Buyer has a satisfactory method of verifying progress described in writing in a letter or on

the purchase order; 4. That payments will only be made when actual goods and/or services are verified/received; and

5. That any such payments be made in full compliance of Buyer’s local board rules and any and all

other applicable state rules and regulations. Protests: Under this public procurement and AEPA’s Solicitation, any Bidder who is aggrieved in

connection with this procurement, can file a protest in accordance with (1) AEPA’s Solicitation

Document; (2) AEPA’s Policies and Procedures; and (3) AEPA Member Agency’s State Procurement Code and Board Policies. Venue for any and all legal actions regarding or arising out of the

transactions covered herein shall be solely in the court of jurisdiction located in the state and county

of the AEPA Member Agency and will govern any resulting transactions.



1. Procurement Phases: AEPA’s procurement/solicitation process is broken down into three (3)

phases. Any Bidder who is aggrieved in connection with any of the three (3)

procurement/solicitation phases listed below and/or any functions or activities associated with

each shall file their protest with the AEPA representative indicated below. a. Bid Due Date: The preparation and contents of the solicitation, its terms, conditions and

specifications, the notification, distribution of solicitation documents and addendums (date

published through the bid due date and time). b. AEPA Approval: The receiving, opening, recording, evaluating, recommending and

approving Bidders to be considered for AEPA approval and/or actions relating to contract

renewal and extension. (Date received and opened through date of individual contract award

and future renewals). c. Contract Award: The awarding, implementing and administering of resulting contracts and

the disclosure of confidential data. (Date individual contracts awarded by AEPA Member

Agencies or 120 days from AEPA approval). 2. Protest contents: Protests shall be in writing and must be filed with the appropriate AEPA

represented below. A protest must include: a. The name, address and telephone number of the protester; b. The original signature of the protester or its representative; c. Identification of the procurement function and/or contract activity with the solicitation or

the contract number; d. A detailed statement of the factual grounds or legal basis for the protest; e. Supporting exhibits, evidence or documents to substantiate any claim unless not available

within the filing time, in which case, the expected availability date shall be indicated; and

f. The form of relief requested. 3. Protest Submittal: Protester shall submit the bid protest in accordance with the requirements

of the above three (3) procurement functions immediately or within ten days of the date the

protester knows or should have known the basis of the protest per the following: a. Bid Due Date: Knows or should have known the basis of the protest upon the bid due date or

10 days after the bid due date. b. AEPA Approval: Knows or should have known the basis of the protest upon notification from

AEPA of the bid category approval. c. Contract Award: Knows or should have known the basis of the protest or ten days after the

notification from the AEPA Member Agency award. Procurement Phase Who to Contact Email Address

Bid Due Date Bid Question Coordinator

AEPA Approval Bid Coordinator [email protected]

Contract Award Individual AEPA Member Agency with a

copy to the AEPA President See AEPA Member Agency

Information sheet

4. Protest Resolution: Protest shall be resolved, in accordance with AEPA’s Board Policies, Procedures and/or the appropriate state statutes where the AEPA Member resides. It is the intent of AEPA that all bid protest decisions from the point a bid has been published through contract approval or rejection, will be resolved by AEPA. Bid protests concerning contract award by AEPA

Member Agencies will be resolved by the respective AEPA Member Agency. 5. Protest Costs: The losing party to the protest shall be responsible for the reasonable and

justifiable costs of the protest. The protest costs shall be based on the costs and expenses

incurred by the AEPA and its Member

Agencies, including but not limited to staff salaries, attorneys' fees, hearing, reproduction, transcription and travel costs.



Provisions Required By Law: By submitting a response to this solicitation, bidders are

acknowledging they have conducted and performed the required research to make themselves aware

and knowledgeable of all federal, state and local laws/statutes that are referenced herein, may

pertain to and/or govern the procurement activities and transactions covered by this bid. These

provisions of law and any clause required by law that is associated with and relates to this bid and

any resulting contract will be read and enforced as though it were included herein. Public Purchase: An easy-to-use platform that provides Bidders with the automatic notification of open solicitations, automatic notification of answered questions and issued addenda, and a way to

electronically submit an organization’s solicitation response. All changes, updated, uploads, and

downloads are time stamped and logged as part of the solicitation process. Public Record: All bids submitted to this invitation shall become the property of the AEPA and will become a matter of public record, available for review, subsequent to the bid due date. Bids may be

viewed, by appointment only, at the Oakland Schools, 2111 Pontiac Lake Road, Waterford, MI 48328, under the supervision of the AEPA Executive Director or his designee, from 8:30 a.m. to 3:30 p.m., Monday through Friday. Within fifteen days, the Bid Receipt Summary Report will be posted to Public

Purchase and the AEPA website (www.aepacoop.org). Questions: Inquiries and questions related to this solicitation, must be submitted online in Public

Purchase per IFB and be submitted as follows: 1. From the time the solicitation is published until the deadline for questions for Bidders, questions

should be submitted online via Public Purchase. 2. From the time bids are opened but prior to the approval of the contract by AEPA, questions

should be submitted to [email protected]. 3. After notification of AEPA contract approval, questions should be submitted via

email to [email protected]. 4. Once a contract has been awarded by an individual AEPA Member Agency any inquiries and

questions relating to contract implementation, execution, transactions and/or concerns/issues

occurring within that state should be addressed to the individual AEPA Member Agency. All other inquiries and questions should be addressed and submitted to the AEPA President by email at [email protected].

Reporting: Vendor Partners are required to submit quarterly detailed sales reports to all AEPA

Member Agencies. Access to reports will be granted after contract approval. If there are no sales, $0

reports are required. Right to Assurance: Whenever one party to this contract in good faith has reason to question the

other party’s intent to perform, he/she may demand that the other party give a written assurance of this intent to perform. In the event that a demand is made and no written assurance is given within

ten (10) days, the demanding party may treat this failure as an anticipatory repudiation of the

contract. Right to Request Additional Information: AEPA, and its respective bid representatives, reserves

the right to request any additional information during the procurement process that might be

deemed necessary to better understand the submitted bid response including, but not limited to, clarifying questions. Bidders may be requested to submit such answers in writing but will not be

allowed to change or alter their bid. Safety Measures: Vendor Partners shall take all necessary precautions for the safety of employees

on the worksite, and shall erect and properly maintain at all times, as required by job conditions and

progress of the work, all necessary safeguards for the protection of the workers and public. They

shall post danger-warning signs against the hazards created by their operation and work in progress. Proper precautions shall be taken pursuant to state law and standard construction practices in order

to protect workers, the general public and existing structures from injury or damage.







Safety Standards: All items supplied on this contract shall comply with the current applicable

Occupational Safety and Health Standards, the National Electric Code, and the National Fire

Protection Association Standards. Severability: The provisions of this contract are severable to the extent that any provision or

application held to be invalid shall not affect any other provision or application of the contract that may remain in effect without the invalid provision or application. Substance Use & Conduct: All Vendor Partners and Subcontractors must adhere to local substance

(alcohol, drug, smoking, etc.) and conduct (dress code, language, parking, etc.) policies while on AEPA

Member Agencies and Participating Entities premises. State Agency: means any department, commission, council, board, committee, institution, legislative

body, agency, government corporation, educational institution or official of the executive, legislative

or judicial branch of the government of this state. Survival: All applicable software license agreements, warranties or service agreements that were

entered into between Vendor Partner and Buyer under the terms and conditions of the Contract shall survive the expiration or termination of the Contract. All Purchase Orders issued and accepted by

Vendor Partner shall survive expiration or termination of the Contract. Suspension or Debarment Status: If within the past five (5) years, any Bidder has been disbarred, suspended or otherwise lawfully precluded from participating in any public procurement activity

with a federal, state or local government, the Bidder must include a letter with its response or bid

setting forth the name and address of the public procurement unit, the effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. Any failure to supply such a letter or to not disclose in the letter all the pertinent information may result in the cancellation of any resulting

contract. By signing the bid section, the Bidder certifies that no current suspension or debarment exists. Tare: If the Vendor Partner requires the Buyer to pay for shipping, the weight of the empty container

and any material used for packing shall be of the lightest weight practical for safe delivery of the

contents. Taxes: Different jurisdictions taxing authorities have different tax laws, rules, regulations and

processes, therefore, prices offered will not include applicable federal, state and local taxes. All applicable taxes must be listed as a separate item on all cost proposals, invoices. Term of Contract and Extensions: The initial term of the contract shall be for up to fifteen (15)

months and will commence on the date as indicated by each Participating Member Agency on the

Acceptance of Bid and Contract Award (Form B). The contract shall continue in accordance with the

dates stipulated in the Bid and Timeline schedule located in Part A of this bid unless terminated, canceled or extended. By mutual written agreement, the contract may be extended for three

additional 12-month periods, ending on the last day of ebruary. AEPA may choose to recommend the

contract extension. If so recommended, an individual Member Agency may choose, at their sole

discretion, to extend the contract. In the event AEPA does not recommend or approve a contract extension, a Member Agency reserves the right to offer month-by-month extensions not to exceed six

(6) months until a new contract is awarded by that Member Agency. Termination by Non-Approval of AEPA: AEPA Member Agencies on annual basis assess, evaluate

and review existing AEPA vendors to determine if the organization as a whole desires to extend its

approval of those vendors. If an existing AEPA vendor’s approval is not extended for an additional term, the AEPA Member Agencies can not extend the dis-approved vendor’s contract. (See Term of Contract and Extensions)

Termination by AEPA Member Agency: An AEPA Member Agency may cancel any contract secured

by the solicitation without any further obligation if any person significantly involved in initiating, negotiating, securing, drafting, or creating the contract on behalf of the AEPA Member Agency is or

becomes, at any time while the contract or any extensions of the contract is in effect, an employee of,



or a consultant to any other party to this contract with respect to the subject matter of the contract. Such cancellation shall be effective when the parties to this contract receive written notice from the

AEPA Member Agency unless the notice specifies a later time. Cancellation by one AEPA Member

Agency does not require other Agencies to cancel their contracts. Termination for Convenience: AEPA Member Agency reserves the right to immediately terminate

this contract, without penalty or recourse, in whole or in part, if the AEPA Member Agency

determines that termination is in the best interest of Participating Entities. The Vendor Partner, after

receipt of a “Notice of Termination,” shall not accept any new orders after the termination date

specified in the notice. Any termination shall have no effect on projects that are in progress at the

time the cancellation is received by the AEPA Member Agency. Vendor Partner shall be entitled to receive just and equitable compensation in accordance with

applicable contract pricing for work in progress, work completed and materials accepted before the

effective date of the cancellation. The Vendor Partner will not be reimbursed for any anticipated

profit. The AEPA Member Agency reserves the right to cancel, or suspend the use thereof, any

contract resulting from this IFB if the Vendor Partner files for bankruptcy protection, or is acquired

by an independent third party. Vendor Partner may cancel this contract upon written notice to the

AEPA Member Agency prior to the intended termination date (or on the yearly anniversary of the

bid). Any termination shall have no effect on projects that are in progress at the time the cancellation

is received by the AEPA Member Agency. Termination for Default: If either party is in default under this contract, it shall have an opportunity to cure the default within the time indicated (ten business days in most states) after it is given written

notice of default by the other party, specifying the nature of the default. Upon receipt of the notice of default, the defaulting party shall have ten business days to provide a satisfactory response to the

AEPA Member Agency. Failure on the part of the defaulting party to adequately address all issues of concern may result in contract termination. If the default is not cured within the time specified in the

notice of default, the non-defaulting party shall have the right, in addition to all other remedies at law

or equity, to immediately terminate this contract. Failure to complain of any action, non-action or

default under this Agreement shall not constitute a waiver of any of the parties’ rights hereunder. The AEPA Member Agency reserves the right to terminate this contract, or any part hereof, for cause

in the event of any default by the Vendor Partner, or if the Vendor Partner fails to comply with any

contract terms and conditions, or fails to provide the AEPA Member Agency, upon request, with

adequate assurances of future performance. In the event of termination for cause, the AEPA Member

Agency shall not be liable to the Vendor Partner for any amount for supplies or services not accepted, and the Vendor Partner shall be liable to the AEPA Member Agency or any Participating Entity for

any and all rights and remedies provided by law. If it is determined that the AEPA Member Agency

improperly terminated this contract for default, such termination shall be deemed a termination for

convenience. The AEPA Member Agency will issue written notice to the Vendor Partner for acting or

failing to act in any of the following: 1. The Vendor Partner provides material that does not meet the specifications of the contract; 2. The Vendor Partner fails to adequately perform the services set forth in the specifications of the

contract; 3. The Vendor Partner fails to complete the work required or to furnish the materials required

within a reasonable amount of time; 4. The Vendor Partner fails to make progress in the performance of the contract and/or gives the

AEPA Member Agency reason to believe that the Vendor Partner will not or cannot perform to

the requirements of the contract; 2. The Vendor Partner fails to extend lower pricing that has been offered to another customer or

cooperative that have equal or lesser volume. 3. The Vendor Partner fails to observe any of the terms and conditions of the contract;



4. The Vendor Partner fails to follow the established procedure for purchase orders, invoices and

receipt of funds as stipulated by the AEPA Member Agency.

Termination for Non-Appropriation: Any individual Buyer’s procurement/contract covered by

this bid and executed in accordance with resulting contract may be terminated if insufficient appropriations and/or authorizations do not exist due to changes in state or federal law, or because

of court order, or because of insufficient appropriations made available to the Buyer’s governing

board and/or it State Legislature. Such termination will be effected by sending fifteen (15) days

written notice to the Vendor Partner. The Buyer’s decision as to whether sufficient appropriations

and authorizations are available shall be accepted by the Vendor Partner and shall be final. Title and Risk of Loss: The title and risk of loss of material or service shall not pass to the Buyer

purchasing the material or services until it actually receives the material or service at the point of delivery, unless otherwise provided within this document. Trade-in Equipment: Equipment for trade-in shall be dismantled by the Vendor Partner and

removed at its expense. The conditions of the trade-in equipment at the time it is turned over to the

Vendor Partner shall be the same as when the original agreement was made, except as affected by

normal wear and tear from use between the time of the bid and the trade-in. Values placed on trade-in products are between the Buyer purchasing the new unit and the Vendor Partner. Type of Bids: Due to the various types, kinds and levels of products and services solicited by AEPA

in its IFBs; the various pricing methodologies/methods utilized and offered to price the various

products and services offered; and the type of contracts that results from any one of AEPA’s/bids, AEPA has established the following two types of bids. 1. Catalog Bid: A catalog bid is utilized when the products and/or services solicited are clearly

identified with set and specific characteristics, attributes and configurations that are identifiable

as a stand-alone single unit and can be listed and priced as a single unit with options that can be

added to enhance and/or improve its operation and functionality. The Bidder offers a fixed

discount(s) off retail price or prices in a Commercially Available Catalog. The discounts may be

for the entire Commercially Available Catalog, for specific products, product lines, manufacturers

or category of products as determined by the Bidder. See Pricing section for detailed information

on Catalog Pricing. 2. Line Item Bid: A Line-item bid is utilized when the products and services solicited cannot be

identified or listed as a single unit; consists of a number of different variables and configurations, it is necessary to identify the specific project or application; the end product or solution is made

of individually priced elements or components and the end product’s or solution’s cost is derived

by the Vendor Partner specially prepared and providing a quote based on the project’s terms, conditions and requirements. See Pricing section for detailed information on Line-Item Pricing.

Vendor Partner: Bidder who has been approved and awarded a contract for the delivery of

construction, tangible personal property, supplies, or services in response to this IFB. Vendor Partner Contact: Vendor Partner will designate one individual who will represent them to

the AEPA, its AEPA Member Agencies during the contract period. This contact person will correspond

with each AEPA Member Agency for technical assistance, problems, or questions that may arise. If other staff, distributors and/or independent Vendor Partners will be performing the sales or support functions for different geographical areas (states), Vendor Partner shall include instructions and

contact information that can be distributed to AEPA Member Agencies upon approval of this bid. Warranty: Vendor Partner warrants that all commodities, supplies, materials, equipment, software

and service delivered under this contract shall conform to the specifications of this contract. All items

should carry a warranty equal to the intended life cycle or a minimum 12-month manufacturer’s

warranty that includes parts and labor unless otherwise specified and agreed to. The manufacturer

has the primary responsibility to honor a manufacturer’s warranty; a distributor or dealer agrees to

assist the purchaser reach a solution in a dispute with the manufacturer over a warranty’s terms. Any

extended manufacturer’s warranty will be passed on to the Buyer. For example, if a voice board has



a three-year warranty, but the board is in a turnkey system that has a one-year warranty, the voice

board’s three-year warranty must be honored by the manufacturer and the Vendor Partner. All extended warranties must be passed on, without exception. If, upon discovery, the Vendor Partner

charges a Buyer for a replacement part that the Vendor Partner actually received at no cost under a

warranty, the Vendor Partner will rebate the amount billed and the Buyer reserves the right to cancel the contract.

VI. Member Agency Specific Terms and Conditions

A single IFB is being published and distributed on behalf of the Member Agencies in many states. Differences in contract implementation and operation will exist between the Member Agencies. Each

state may have special laws relating to this procurement that must be adhered to in addition to the

previously stated constraints. When Member Agency/State Specific Terms and Conditions differ from the General Terms and Conditions, the Member Agency/State Specific Terms and Conditions will prevail.

Common Terms and Conditions of all individual states are as follows: Active Promotion of Contract: Agencies require that the Vendor Partner take ownership and actively

promote the contract in cooperation with the AEPA Member Agency to all of the Agencies’ qualified

Participating Entities. Sales to Participating Entities: AEPA Member Agencies require that all awarded Vendor Partners offer

the Member Agency contract opportunity to all qualified Participating Entities of the cooperative. Legal Obligations: All Vendor Partners shall comply with all applicable Federal, State and Local Laws,

Codes and Regulations while fulfilling the contract. It is the Bidder’s responsibility to be aware of and

comply with all state and local laws governing this procurement. Applicable laws, codes, and regulations

(etc.) must be followed even if not specifically identified herein. Administrative Fees: AEPA Member Agencies charge Vendor Partners an administrative fee (a

percentage of sales in their respective state or states that they extend the AEPA pricing to). Administrative Fees are generally paid to each Member Agency on a quarterly basis. Additional details of how these fees are charged may be found under each state’s Terms and Conditions.

A summary of each State’s Administrative Fee, any special terms and conditions, and special ordering

process requirements is listed here for the convenience of the Bidders.

AssociationofEducationalPurchasingAgencies(AEPA)Bid017-SummaryofStateGeneralOverview

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CA 2% No No Yes Yes No N/A N/A N/A N/A Yes No Yes Yes No Yes Yes Yes Yes Yes Yes YesCO 2% No No Yes No No No No No No No Yes Yes No No Yes Yes Yes Yes Yes No YesCT 2% Opt No Yes Yes No Yes Opt Yes Yes No Yes No No No Yes Yes Yes Yes Yes Yes YesFL 2% No No Yes Yes No Yes No Yes Yes No Yes Yes No No Yes Yes Yes Yes Yes Yes YesIN Various No No No No Yes N/A N/A N/A N/A N/A N/A N/A N/A N/A Yes Yes Yes Yes Yes Yes YesIA 2% No Yes Yes Yes No ** Yes Limited Limited ** Yes Yes Yes No Yes Yes YesKS 2% No n Yes Yes No Yes Yes Yes Yes No Yes No No No Yes Yes Yes Yes Yes Yes YesKY 2% No No Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes No Yes Yes Yes Yes Yes Yes YesMA 2% No No Yes Yes Yes No No No No No No No No No Yes Yes Yes Yes Yes Yes YesMI 2% No No Yes Yes No Yes Yes Yes Yes Yes Yes Yes No No Yes Yes Yes Yes TBD Yes YesMN 2% No Yes Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes/No* No Yes Yes Yes Yes Yes Yes YesMO 2% No Yes Yes Yes No Yes No No Yes No Yes No No Yes Yes Yes Yes Yes Yes Yes YesMT 2% Yes No Yes Yes Yes Yes Yes Yes Yes No Yes Yes No No Yes Yes Yes Yes Yes Yes YesNE 2% No No Yes No No Yes Yes Yes Yes No Yes Yes No No Yes Yes Yes No No No NoNJ 2% Yes No Yes Yes No Yes Yes Yes Yes Yes No Yes No No Yes Yes Yes Yes No No YesNM 2% Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes Yes No Yes Yes Yes Yes Yes Yes Yes YesND 2% Yes Yes Yes Yes No No Yes Yes Yes Yes Yes Yes Yes/No* No Yes Yes Yes Yes Yes Yes YesOH 2% Yes Yes Yes Yes No Yes Yes Yes Yes No Yes Yes No No Yes Yes Yes Yes Yes Yes YesOR 2% No Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes No No Yes Yes Yes Yes Yes Yes YesPA 2% No Yes Yes Yes Yes Yes Yes Yes Yes No Yes No No No Yes Yes Yes Yes Yes Yes YesTX 2% No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No Yes Yes Yes Yes Yes Yes YesVA 2% No No Yes Yes Yes No No Yes Yes Yes Yes Yes No No Yes Yes Yes Yes Yes Yes YesWA 2% No Yes No Yes Yes Yes Yes Yes Yes No Yes Yes Yes Yes Yes Yes No No No Yes YesWV 2% Yes No Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes YesWI 2% No No Yes Yes No Yes Yes No Yes Yes Yes Yes Yes No Yes Yes Yes Yes Yes Yes YesWY 2% Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

* Dependinguponthetypeofagencymakingthepurchaseproductsmayormaynotbetaxable**IowaCodeChpt.26&273

PotentialCustomersConstructionProductsandSerivces

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11. Minnesota, Cooperative Purchasing Connection (CPC) A. General Terms and Conditions that apply for all categories

1. Hazardous Substances: All hazardous products purchased by members shall include a Safety Data Sheet (SDS) with the delivery.

2. Lease and Rental Agreements: Vendor may allow CPC participating agencies to enter into rental, lease, or lease purchase agreements, providing such agreements are in compliance with Minnesota Statutes and guidelines. CPC must receive a report annually summarizing the executed lease purchases along with a summary of the agencies’ purchases. CPC will not collect lease payments or be involved in the terms and conditions of the lease. All lease arrangements are between the vendor and the CPC participating agency. Vendor agrees that leases will be in compliance with the Uniform Commercial Code. A two percent (2.0%) administrative fee must be included in the lease cost based on the total value of the goods and applicable services purchased. This fee is referred to under ordering process.

3. CPC Training Seminar: Contracted vendors and their participating sub-contractors are required to participate in an online CPC training session (CPC 101) that is designed to educate the vendor (and subcontractors) on the purpose and nature of CPC. A contracted vendor will not be marketed to CPC participating agencies until they have completed the CPC 101 training.

B. Additional Participating Agency Terms and Conditions for Non-Construction Products and Services If requested by CPC, the contracted vendor will work with CPC to develop an order form, or order forms, containing the most commonly purchased items, that CPC can utilize to market the contracted vendor to its participating agencies.

C. Additional Participating Agency Terms and Conditions for Construction Related Products and Services Upon acceptance and approval of the Vendor’s offer by AEPA, CPC will independently consider the offer and conduct a conference call with the Vendor to determine if the Vendor is able to meet the necessary requirements for construction related products and services and to enter and execute a contract in the state of Minnesota. The contracted vendor will be required to work with CPC’s participating agencies and require that an architect’s signature or certification is noted on the specifications as required by Minnesota Statute §326.12 subd. 3. With certain exceptions, Minnesota Rules part 1800.5200, subpart 1, requires a licensed architect or engineer to prepare and certify specifications for building alterations or renovations. Once CPC and the Vendor are able to confirm that business is able to be conducted in Minnesota, CPC will make a final decision to complete the contract execution process.

For all quotes provided to participating agencies, for construction related projects, products and services, the contracted vendor must also send a duplicate quote to CPC. The quote provided to CPC must include the contact information of the participating agency.

D. Procedure for Contract Award, Notification and Processing Orders Once the award is recommended by the AEPA Review Committee, CPC considers the recommendation based on the value of the potential contract for its participating agencies. Participating agency is defined as any city, county, public or private educational agency, nonprofit or governmental agency that is a participant of CPC as described in Section E. In the event of an award by the Board of Directors, CPC will inform its members of the award and contract by the following methods along with contract instructions and ordering process.

1. The contract opportunity is listed and promoted on the CPC website (www.purchasingconnection.org).

2. Announcing the award in CPC newsletters. 3. CPC will publish the contract and marketing information through a hard copy marketing

https://www.revisor.mn.gov/statutes/?id=326.12&year=2015

https://www.revisor.mn.gov/rules/?id=1800.5200

https://www.revisor.mn.gov/rules/?id=1800.5200

http://www.purchasingconnection.org/



flier and electronic email. Contracts are promoted through PDF and a hard copy product catalog distributed at statewide trade shows and agency meetings on a regular basis. CPC will require a marketing flier, brochure, or other similar marketing pieces, in an editable, electronic format, from each vendor promoting the available contract with the vendor, and/or a web page or link. CPC may assist in the development of the marketing flier and material (if requested by vendor), but in all cases shall have authority to review and approve any marketing materials. If a web site is used, the link will be made available from the CPC web page. Any web page or link, or other marketing tool shall be dedicated to AEPA information only.

4. When the member identifies a desired product or service, the member and the vendor may

negotiate with each other to establish a description of items and/or services. The vendor

shall quote a price to the member, in writing, using AEPA established discounts and

including the two percent (2%) administrative fee in the quoted price. The administrative

fee shall be based upon the total cost of goods and/or services including installation costs. The administrative fee shall not be listed as a separate line item on the quote. When a

member decides to purchase through the CPC-AEPA contract, the member issues the

purchase order directly to the vendor. The purchase order must include the total invoiced

cost, based on the total cost of goods, service, and installation, including the 2%

administrative fee. 5. Notification will be made to the vendor in the event the purchase order is not in compliance

with the contract and adjustments will be made at that time. NDESC and the vendor will mutually resolve any issues with regard to past purchases. The purchase orders are to

continue to be processed and viewed as approved unless notified by NDESC otherwise. All sales and transactions may continue without delay or in anticipation of the NDESC purchase

order verification. 6. Once all the items and services on the purchase order have been delivered to the member in

a complete and satisfactory manner, the vendor then files a copy of the final invoice, which is

available to NDESC by request in support of the quarterly sales summary. The invoice is to be

marked ''Copy". 7. Vendor makes all deliveries and installations of products and services. CPC does not

warehouse items or provide installation services. 8. CPC’s participating agencies purchasing construction related products and/or services may,

as required by statute, or at their discretion, require the vendor to post a performance bond.

9. This administrative fee is to be paid by the vendor to CPC, quarterly, within 20 working days after the end of each fiscal quarter. The AEPA vendor shall also submit to CPC a sales report, in Excel format, listing the following information:

• Name of service cooperative region • Name of purchasing agency • Address of purchasing agency • Date of sale • Standard sale price • Sale price with AEPA discount • Administrative fee generated by sale • Savings generated by sale

This report shall include all sales made and payments received by the vendor in said quarter. The sales report shall be emailed to Melissa Mattson at [email protected] and copied to Lori Mittelstadt at [email protected]. The administrative fee payment shall be delivered to Melissa Mattson, CPC, 1001 E. Mt. Faith, Fergus Falls, MN 56537. The check shall be made out to Lakes Country Service Cooperative.

10. In the event of a lease, the total administrative fee for the value of goods shall be paid to CPC by the vendor at the front end of the lease. CPC reserves the right to review all purchase orders, lease documents and invoices to insure contract compliance.


mailto:[email protected].



11. CPC requires that all participating vendors offer the contract opportunity to all CPC participating agencies. Participating agencies is defined under Section E (below).

E. Agencies Allowed to Purchase under the Member Agency In Minnesota, the Service Cooperatives, organized pursuant to Minnesota Statute 123A.21, are public, nonprofit cooperatives designed to provide a variety of services to their participating agencies, including, but not limited to, cooperative purchasing services. The service cooperatives currently provide purchasing contracts to over 3,000 participating agencies (schools, cities, counties, other governmental organization and nonprofit agencies) in Minnesota and South Dakota through the Cooperative Purchasing Connection. Participation with CPC is required for contract participation.

F. Governing Law

The laws of the State of Minnesota govern all contracts resulting from this IFB. Each and every provision of law and clause required by law to be included in a contract shall be deemed to be inserted herein and the contract shall be read and enforced as though it were included. If through mistake or otherwise any such provision is not included, or is not currently included, then upon application of either party the Contract shall be physically amended to make such inclusion or correction.



17. North Dakota, North Dakota Educators Service Cooperative (NDESC) A. Additional Agency Terms and Conditions

1. Hazardous Substances: All hazardous products purchased by members shall include a Safety

Data Sheet (SDS) with the delivery. 2. Lease and Rentals: Vendor may allow NDESC members to enter into rental, lease, or lease

purchase agreements, providing such agreements are in compliance with North Dakota

Statutes and guidelines as well as the State Department of Education policies, rules and

regulations. NDESC will not collect lease payments or be involved in the terms and conditions

of the lease. All lease arrangements are between the Vendor and the NDESC member. Vendor

agrees that leases will be in compliance with the Uniform Commercial Code. A two percent (2%) administrative fee must be included in the lease cost based on the total value of the

goods and applicable services purchased. This fee is referred to under ordering process. 3. Training Seminar: The contracted Vendor and their participating sub-contractors are

required to participate in an online training session that is designed to educate the vendor

and subcontractor on the purpose and nature of NDESC. The contracted Vendor will not be

marketed to NDESC participating agencies until they have completed the training seminar.

B. Additional Participating Agency Terms and Conditions for Non-Construction Products and Services

If requested by CPC, the contracted Vendor will work with CPC to develop an order form, or order

forms, containing the most commonly purchased items, that CPC can utilize to market the Vendor to its

participating agencies. C. Additional Participating Agency Terms and Conditions for Construction Related Products and

Services

Upon acceptance and approval of the Vendor’s offer by AEPA, NDESC will independently consider the offer and conduct a conference call with the Vendor to determine if the Vendor is able to meet the necessary requirements for construction related products and services, according to Chapter 48-01.2 of the North Dakota Century Code, and to enter and execute a contract in the state of North Dakota. Once NDESC and the Vendor are able to confirm that business is able to be conducted in North Dakota, NDESC will make a final decision to complete the contract execution process. For all quotes provided to participating agencies, for construction related projects, products and services, the contracted vendor must also send a duplicate quote to CPC. The quote provided to CPC must include the contact information of the participating agency.

D. Procedure for Contract Award, Notification and Processing Orders

Once the award is recommended by the AEPA Review Committee, NDESC considers the recommendation based on the value of the potential contract for its qualified members. Member is defined in Section C. In the event of an award by the NDESC Board of Directors, NDESC will inform its members of the award and contract by the following methods along with contract instructions and ordering process.

1. The contract opportunity is listed and promoted on the NDESC website. 2. Announcing the award in NDESC newsletters. 3. NDESC will publish the contract and marketing information through a hard copy marketing

flier and electronic email. Contracts are promoted through PDF and hard copy product catalog distributed at statewide trade shows and member meetings on a regular basis. NDESC will require a marketing flier, brochure, or other similar marketing pieces, in an

editable, electronic format, from the Vendor promoting the available contract with the

Vendor, and/or web page link. NDESC may assist in the development of the marketing flier

and material (if requested by Vendor), but in all cases shall have authority to review and

http://www.legis.nd.gov/cencode/t48c01-2.pdf




approve any marketing materials. If a web site is used, the link will be made available from

the NDESC web page. Any web page or link, or other marketing tools shall be dedicated to

AEPA information only. 4. When the member identifies a desired product or service, the member and the Vendor may

negotiate with each other to establish a description of items and/or services. The Vendor

shall quote a price to the member, in writing, using AEPA established discounts and including

the two percent (2%) administrative fee in the quoted price. The administrative fee shall be

based upon the total cost of goods and/or service including installation costs. The

administrative fee shall not be listed as a separate line item on the quote. When a member

decides to purchase through the NDESC-AEPA contract, the member issues the purchase

order directly to the vendor. The purchase order must include the total invoiced cost, based

on the total cost of goods, service, and installation, including the two-percent (2%)

administrative fee.

5. Notification will be made to the Vendor in the event the purchase order is not in compliance

with the contract and adjustments will be made at that time. NDESC and the Vendor will mutually resolve any issues with regard to past purchases. The purchase orders are to

continue to be processed and viewed as approved unless notified by NDESC otherwise. All sales and transactions may continue without delay or in anticipation of the NDESC purchase

order verification. 6. Once all the items and services on the purchase order have been delivered to the member in

a complete and satisfactory manner, the Vendor then files a copy of the final invoice, which

is available to NDESC by request in support of the quarterly sales summary. The invoice is to

be marked ''Copy". 7. Vendor makes all deliveries and installations of products and services. NDESC does not

warehouse items or provide services. 8. NDESC’s participating agencies purchasing construction related products and/or services

may, as required by statute, or at their discretion, require the Vendor to post a performance

bond. 9. This administrative fee is to be paid by the vendor to NDESC quarterly within 20 working

days after the end of each fiscal quarter. The AEPA vendor shall also submit to NDESC a sales

report, in Excel format, listing the following information: • Name of service cooperative region

• Name of purchasing agency

• Address of purchasing agency

• Date of sale

• Standard sale price

• Sale price with AEPA discount

• Administrative fee generated by sale

• Savings generated by sale

This report shall include all sales made and payments received by the vendor in said quarter. The sales report shall be e-mailed to Jane Eastes at [email protected] and copied to Lori Mittelstadt at [email protected]. The administrative fee payment shall be delivered to Jane Eastes, NDESC, 1001 E. Mt. Faith, Fergus Falls, MN 56537. The check shall be made out to NDESC.

10. In the event of a lease, the total administrative fee for the value of goods shall be paid to

NDESC by the Vendor at the front end of the lease. NDESC reserves the right to review all

purchase orders and lease documents to insure contract compliance. 11. NDESC requires that all participating vendors offer the contract opportunity to all NDESC

qualified members. Qualified membership is defined under section E (below).





12. NDESC has designated Lakes Country Service Cooperative (LCSC), 1001 E. Mt. Faith, Fergus

Falls, MN as its purchasing agent. All vendors agree to work with LCSC on all purchasing

issues related to NDESC.

E. Members Purchasing Under the Agency

The NDESC has been established pursuant to the provisions of Chapter 54-40.3 of the North Dakota

Century Code, as amended. The purpose of NDESC is to assist in meeting those specific needs of the

members which are determined to be better provided by a cooperative effort, including without limitation the joint purchasing of programs, goods, and services which are deemed to be priority needs

of the members. NDESC currently has approximately 200 participating agencies. Qualified agencies of NDESC include all North Dakota public schools, private schools and higher education institutions and

any other North Dakota political subdivisions eligible to enter into a joint powers agreement with

NDESC.

F. Governing Law

The laws of the State of North Dakota govern the Contract. Each and every provision of law and clause

required by law to be included in the Contract shall be deemed to be inserted herein and the Contract

shall be read and enforced as though it were included. If through mistake or otherwise any such

provision is not included, or is not currently included, then upon application of either party the Contract shall be physically amended to make such inclusion or correction.



AEPA IFB 017-A Athletic Facility Lighting Page 1 of 66 Due Date:

Part B - Specifications October 5, 2016, 1:30 p.m. EST

INVITATION FOR BID

AEPA IFB #017-A ATHLETIC FACILITY LIGHTING

PART B – SPECIFICATIONS

TABLE OF CONTENTS

1. Scope of Bid .................................................................................................................. 1 2. Anticipated AEPA Member Agency Participation .......................................... 2 3. Glossary of Terms ...................................................................................................... 3 4. Special Terms and Conditions ............................................................................... 9 5. Specifications ............................................................................................................21 6. Substantiating Documentation ...........................................................................59

1. Scope of Bid

AEPA is seeking qualified, experienced contractor(s) who possess the necessary resources and capabilities to acquire, deliver and perform the required supplies, materials equipment and labor to all 26 member states necessary to:

Respond to request from a number of different types of educational, governmental and public institutions seeking athletic, recreational, activity and general public event facility indoor and outdoor lighting solutions.

Types of public facilities/complexes and events/activities may include but is not limited to: athletic (multi-purpose, football, soccer, hockey, basketball, volleyball, tennis, baseball/softball, track and Field, etc.); public (golf courses, parks, playgrounds, swimming pools/waterparks, skateboard parks, open space theaters, campgrounds, rodeo/horse arenas, convention, exhibit and visitor areas, etc.); and related areas (parking lots, grandstands, concessions areas, walkways, etc.)

Types of products and services may or may not include, but are not limited to: assessing and evaluating existing facilities/lighting systems and/or new project sites; designing, engineering and developing project specific lighting solutions; obtaining, manufacturing, delivering, constructing/erecting and making operational the provided lighting solution; and maintenance, repair, renovate and replace existing lighting systems.

Please Note the Following: Due to a number of the entities that may utilize the resulting contracts of this solicitation may possess their own available construction resources and that various state and local jurisdictions’ procurement and construction laws, regulations, codes and requirements differ AEPA for the purpose of this solicitation has established the following three lots. Lot 1: Provider of turn-key indoor/outdoor facility light solutions that includes all of the products and services noted above (Types of products and services). Lot 2: Provider of indoor/outdoor facility lighting evaluation, troubleshooting, maintenance, repair and adjusting products and services for existing lighting systems.



Lot 3: Provider of indoor/outdoor facility lighting products (supplies, materials, wiring, fixtures, poles, controls, equipment, accessories, etc.) and if requested consulting services (system design/configuration, engineering and technical support). No construction services can be provided under this lot.

Due to the potential that any project site/project performed under any resulting contract based on this solicitation will be located within various AEPA Member states and must adherer to and comply with a number of different federal, state and local governing authorities’/jurisdiction’s rules, regulations, codes and other requirements. The Offeror/Contractor is forewarned and will be held accountable/responsible for performing and researching each AEPA’s Member state’s jurisdiction’s requirements where they will be providing products and performing services to ensure their products and services proposed and offered in response to this solicitation meet or exceed all requirements. Ares to be considered may or may not include: construction laws, codes and regulations, building/electrical codes (lighting control requirements, restrictions, calculations, safety requirements, dark sky/light pollution laws, etc.), environmental conditions (weather wind/temperature etc.,), physical site conditions (surrounding areas/facilities, soil, subsurface, geotechnical, structural, available power sources, etc.), facility type/purpose/application (athletic, recreational, activity, etc.), and energy usage/performance (lighting fixtures, reflectors, optics, lumens/output, energy savings)

The Offeror/contractor based on their review of this solicitation document, their own investigation and research into the above noted lots and areas to be addressed will need to determine which lot and/or lots they are qualified for and capable of providing the products and services they will be responding to. It should note that AEPA Member states prefer providers/contractors that can provide and/or perform the scope of work and meet the specifications indicated within each lot noted above and the specifications herein. However, it is also recognized that there are providers/contractors that may specialize in only one of the lots and are encouraged to respond to an individual lot. Under the terms of this solicitation, AEPA reserves the right to accept or reject offeror responses that do not demonstrate they possess the qualifications, capabilities, available resources, products and/or services to meet solicitation’s/lot’s minimum terms, conditions, specifications/requirements.

Rational/Purpose for soliciting the above noted products and services: Athletic, recreational, activity and public event facilities owned and operated by public educational and governmental institutions used by schools, colleges, universities, community groups and organizations are being impacted and effected by shrinking budgets, reduction in funding and operational costs, which are becoming a concern due to rising energy costs. Therefore, when these educational and governmental institutions are maintaining, retrofitting/renovating, or re-lamping of an existing facility, or building a new facility they look for and strive to acquire and install the highest quality, most energy efficient and cost effective indoor/outdoor lighting products and services to meet their individual needs. It is nationally known and AEPA members through their past cooperative purchasing efforts have found they have been able to bring economic leveraging to these entities and a variety and diversity of high quality products and services at reduced direct and indirect costs (procurement and construction) while streamlining the procurement process, providing quality control and assurance, added value and support throughout the entire process.

2. Anticipated AEPA Member Agency Participation

State Participate? Yes/No/ Undecided Other States Member Sells In

Est. 1st Year Purchase Volume

% Growth for Year 2-4

California AZ,NV

Colorado Yes $ 10,000 1%

Connecticut Yes MA,ME,NH, NY, RI,VT $ 50,000 5%

Florida Yes AL,GA 0%

Indiana No



Iowa Yes IL,SD $ 50,000 1%

Kansas Yes OK $ 400,000 1%

Kentucky Yes AL,GA,LA,MS, NC,SC,TN,WV $ 200,000 5%

Massachusetts No

Michigan Yes $ - 0%

Minnesota Yes SD $ 180,000 20%

Missouri AR,IL,LA,SD

Montana Yes ID 5%

Nebraska Yes $ 50,000 5%

New Jersey No

New Mexico

North Dakota Yes $ 180,000 20%

Ohio Yes $ 450,000 2%

Oregon

Pennsylvania No DE,HA, MD,NY,

Texas Yes $ 500,000 3%

Virginia Yes $ 50,000 3%

Washington No AK,ID

West Virginia Yes $ 150,000 2%

Wisconsin

Wyoming Yes SD,UT $ 120,000 5%

Total $2,390,000

Please note that individual AEPA state agencies that have indicated above they would like to participate in any contract awarded under this solicitation does not guarantee or mean that the individual AEPA Member Agency will enter into a contract with any AEPA approved vendor. Each AEPA Member Agency will make that determination after reviewing vendor responses and AEPA’s recommendation for acceptance and bid award. The AEPA Member Agency’s contracting decision shall be final.

The above information relating to the estimated/projected volume for the first year for this solicitation is provided based on submittals from its members. AEPA Member Agencies anticipate that purchase volumes will increase in contract years two through four (2-4). This information is provided as an aid to offerors in preparing bids only. It is not to be considered a guarantee of volume under this IFB. The successful vendor’s discount and pricing schedule shall apply regardless of the volume of business under the contract.

3. Glossary of Terms

AAMA: American Architectural Manufacturers Association (847) 303-5664, www.aamanet.org

AAU: Amateur Athletic Union (407) 934-7200, www.aauathletics.org

Abbreviations and Acronyms for Standards and Regulations: Where abbreviations and

acronyms are used in specifications or other contract documents, they shall mean the recognized name of the organizations responsible for the standards and regulations in the following list. Names, telephone numbers, and websites are subject to change and are believed to be accurate and up-to-date as of the date of the contract documents.

ACI: American Concrete Institute (248) 848-3700, www.aci-int.org

ADA: Americans with Disabilities Act (800) 872-2253, www.access-board.gov

ADAAG: Americans with Disabilities Act Architectural Guidelines (800) 872-2253,

www.access-board.gov

AIA: American Institute of Architects (The), www.aia.org

http://www.aamanet.org/

http://www.aauathletics.org/

http://www.aci-int.org/

http://www.access-board.gov/

http://www.access-board.gov/

http://www.aia.org/



AGCA: Associated General Contractors of America (The) (703) 548-3118, www.agc.org

ANSI: American National Standards Institute (202) 293-8020, www.ansi.org

Approved: Is defined as, conveying authorization or action on the Contractor's submittals, applications, and/or requests. The owner shall identify and establish within the contract documents who its’ designated representative is and the parameters of the individual’s duties, responsibilities and authority.

ASBA: American Sports Builders Association (866) 501-2722, www.sportsbuilders.org

ASCE: American Society of Civil Engineers (800) 548-2723, www.asce.org ASTM: American Society for Testing and Materials International (610) 832-9585, www.astm.org

BF: BICSI:

Ballast factor

Building Industry Consulting Service International, Inc.

Building Codes – Current Federal, State and/or local Commercial Building Code Energy Conservation Code Solar Energy Code Electrical Code Electrical Safety Code International Building Code International Energy Conservation Code National Electrical Code National Electrical Safety Code Public Works Registration and Regulations Solar Energy Code (IAPMO)

Building Permit: The requirements for building permits are identified within each states’

statutes, and the provisions states, no building or structure shall be erected, constructed, enlarged, altered, repaired, moved, improved, removed, converted or demolished, and no electrical wiring, plumbing or mechanical work as defined and described in the applicable states’ construction codes can be performed on such building or structure, unless the applicable permit has first been obtained from the governing authority. It is the bidder’s responsibility to secure all required building permits for the construction services offered under this Category and Lots.

CCT: Correlated color temperature

CPSC: U.S. Consumer Product Safety Commission

CRI: Color Rendering Index – A scale of the effect of a light source on the color

appearance of an object compared to its color appearance under a reference light source. Expressed on a scale of one to 100, where 100 indicates no color shift. A low CRI rating suggests that the colors of objects will appear unnatural under that particular light source.

CSI: Construction Specifications Institute (The) (800) 689-2900, www.csinet.org

CV: Coefficient of variance: A measure of uniformity. The formula for calculating CV

values is given in IES RP-6, section 2.3.2 (page 6).

Daylight Compensation: A dimming system controlled by a photocell that reduces the output of the lamps when daylight is present. As daylight levels increase, lamp intensity decreases. An energy-saving technique used in areas with significant

http://www.agc.org/

http://www.ansi.org/

http://www.sportsbuilders.org/

http://www.asce.org/

http://www.astm.org/

http://www.csinet.org/



daylight contribution all around New Mexico.

DOE US Department of Energy (http:www1.eere.energy.gov)

Down light: A type of ceiling luminary, usually fully recessed, where most of the light is directed downward. May feature an open reflector and/or shielding device.

Construction Drawings, Specifications and Reports: For the purpose of this solicitation

category is a term for a project architect’s/engineer’s/manufacturer’s drawings, product and/or services descriptions/specifications and related technical/lab reports/documents which become part of the project’s contract documents.

EECGB:

EMI: Electromagnetic Interference – High frequency interference (electrical noise) caused

by electronic components or fluorescent lamps that interfere with the operation of electrical equipment. EMI is measured in microvolts, and can be controlled by filters. Because EMI can interfere with communication devices, the Federal Communication Commission (FCC) has established limits for EMI.

FIBA: The International Basketball Federation, www.fiba.com

FIVB: The International Volleyball Federation, www.fivb.ch

Group Relamping – Replacing all lamps on a given lighting system at one time

GSI: Geosynthetic Institute (610) 522-8440, www.geosynthetic-institute.org

Harmonic Distortion: A harmonic is a sinusoidal component of a periodic wave having a

frequency that is multiple of the fundamental frequency. Harmonic distortion from lighting equipment can interfere with other appliances and the operation of electric power networks. The total harmonic distortion (THD) is usually expressed as a percentage of the fundamental line current.

HID – High Intensity Discharge: Generic term describing mercury vapor, metal halide, high-pressure sodium, and (informally) low-pressure sodium light sources and luminaries.

HPS – High Pressure Sodium Lamp: A high intensity discharge (HID) lamp whose light is

produced by radiation from sodium vapor (and mercury).

IBF: International Badminton Federation (6-03) 9283-7155, www.intbadfed.org

ICRI: International Concrete Repair Institute, Inc. (847) 827-0830, www.icri.org

IEC: International Electrical Commission

IES: Illuminating Engineering Society

IESNA: Illuminating Engineering Society of North America an organization which establishes recommendations and practices for sports lighting facilities.

Illuminance: A photometric term that quantifies light incident on a surface or plane.

Illuminance is commonly called light level. It is expressed as lumens per square foot (foot-candles), or lumens per square meter (lux).

Industry Design Guidelines

IESNA RP-33-99 Lighting for Exterior Environments IESNA RP-20-98 Lighting for Parking Facilities IESNA RP-8-00 Roadway Lighting IESNA RP-6-01 Sports Lighting IESNA TM-11-00 Light Trespass: Research, Results and Recommendations IESNA TM-10-00 Addressing Obtrusive Light (Urban Sky Glow and Light

Trespass) in Conjunction with Roadway Lighting ANSI/EIA/TIA Standards 568A & 569, NFPA 70 (National Electrical Code)

http://www.fiba.com/

http://www.fivb.ch/

http://www.geosynthetic-institute.org/

http://www.intbadfed.org/

http://www.icri.org/



Standards for installing and configuring LED lighting systems ANSI/NFPA 70, National Electric Code

IEEE C62.41, Guide on the Surge Environment in Low-Voltage (1000 V and Less) AC Power Circuits

FCC 47 CFR Part 15, Federal Code of Regulation (CFR) testing standard for electronic equipment

(FCC) Title 47, Subpart B, Section 15 regulations concerning the emission of electronic noise

IESNA LM-79, Electrical and Photometric Measurements of Solid-State Lighting Products

IESNA LM-80, Approved Method for Measuring Lumen Maintenance of LED Light Sources UL

1283, UL 1449, UL 1598, Standard for Safety of Luminaires

Individual Project Contract Documents: Should consist of the construction contract,

conditions of the contract, drawings (if required) and specifications defining the scope of work, product specification, delivery timelines, etc. These should be issued prior to signing the construction contract.

Initial illuminance level: The illuminance level after a 100 hour burn-in period. Install: Operations at project site including unloading, temporarily storing, unpacking,

assembling, erecting, placing, anchoring, applying, working to dimension, finishing, curing, protecting, cleaning, and similar operations.

Instant Start: A fluorescent circuit that ignites the lamp instantly with a very high starting

voltage from the ballast. Instant start lamps have single-pin bases.

ISO: International Organization for Standardization www.iso.ch Available from ANSI (202) 293-8020, www.ansi.org

LDD : Luminaire dirt depreciation

LED: Light Emitting Diode: An illumination technology

LLD: Lamp Lumen Depreciation

LLF: Light loss factor: The formula for calculating the light loss factor is as follows LLF = BF X LTF X LLD X LDD

Low Pressure Sodium: A low-pressure discharge lamp in which light is produced by

radiation from sodium vapor. Considered a monochromic light source (most colors are rendered as gray).

LPD: Lighting Power Density

LTF: lamp tilt factor

Lumen: A unit of light flow, or luminous flux. The lumen rating of a lamp is a measure of the

total light output of the lamp.

Luminaire: A complete lighting unit consisting of a lamp or lamps, along with the parts designed to distribute the light, hold the lamps, and connect the lamps to a power source. Also called a fixture.

Luminance: A photometric term that quantifies brightness of a light source or of an

illuminated surface that reflects light, it is expressed as foot lamberts (English units) or candelas per square meter (Meteoric units).

Maintained illuminance level: The illuminance value at 70 percent rated lamp life.

Mercury-Vapor Lamp: A type of high intensity discharge (HID) lamp in which most of the light

http://www.iso.ch/

http://www.ansi.org/



is produced by radiation from mercury vapor. Emits a blue-green cast of light and is available in clear and phosphor-coated lamps.

Metal Halide: A type of high intensity discharge (HID) lamp in which most of the light is

produced by radiation of metal halide and mercury vapors in the arc tube. Available in clear and phosphor-coated lamps.

MHIA: Material Handling Industry of America (800) 345-1815, www.mhia.org

NAGWS: National Association for Girls and Women in Sports (800) 213-7193, ext. 453,

www.aahperd.org/nagws/

NAIMA: North American Insulation Manufacturers Association (703) 684-0084, www.naima.org

NCAA: National Collegiate Athletic Association (The) (317) 917-6222, www.ncaa.org

NFSHSA: National Federation of State High School Associations (317) 972-6900,

www.nfhs.org

NEMA: National Electrical Manufacturers Association NSSGA: National Stone, Sand & Gravel Association (800) 342-1415, www.nsf.org

NVLP: National Voluntary Accreditation Program

Owner’s Representative: An individual identified by the Member as a contact person for

individual project. Member’s representative has authority to make decisions and to authorize any actions as defined for the project.

Ownership of Materials and Documents: AEPA and its Members shall be the sole owner of

all right, title and interest, including copyright, in and to all software, plans, diagrams, facilities and tools (hereafter "materials") which are originated or created through Contractor’s work pursuant to any contract entered into between AEPA Member and Contractor. Contractor, for valuable consideration herein provided, shall execute all documents necessary to assign and transfer to, and vest in AEPA, and its Members rights, titles and interests in and to such original materials, including any copyright, patent and trade secret rights which arise pursuant to Contractor’s work under any contract entered into between AEPA Member and Contractor.

OSHA: Occupational Safety and Health Administration (800) 321- 6742, www.osha.gov

Par Lamp: A parabolic aluminized reflector lamp. An incandescent, metal halide, or

compact fluorescent lamp used to redirect light from the source using a parabolic reflector. Lamps are available with flood or spot distributions.

Parabolic Luminaire: A popular type of fluorescent fixture that has a louver composed of

aluminum baffles curved in a parabolic shape. The resultant light distribution produced by this shape provides reduced glare, better light control, and is considered to have greater aesthetic appeal.

Performance Specification: Specifies the subsequent performance of completed

construction work rather than prescribing how the work shall be constructed and installed.

Primary event/playing area: An area including the event/playing field and extending 15 feet

beyond the boundaries of the event/playing field in all directions.

Project Site: Space available for performing construction activities. The extent of Project site is shown on Drawings and may or may not be identical with the description of the land on which Project is to be built.

RFI – Radio Frequency Interference: Interference to the radio frequency band caused by

other high frequency equipment or devices in the immediate area. Fluorescent

http://www.mhia.org/

http://www.aahperd.org/nagws/

http://www.naima.org/

http://www.ncaa.org/

http://www.nfhs.org/

http://www.nsf.org/

http://www.osha.gov/



light systems generate RFI.

R.S. Means - A division of Reed Business Information that provides cost information to the construction industry so contractors in the industry can provide accurate estimates and projections for their project costs.

Shop Drawings: Drawings made for production purposes by persons other than a designer.

Spot Relamping – Replacing only lamps that are burned out or no longer working

SSL: Solid-state lighting

Tungsten Halogen Lamp: A gas-filled tungsten filament incandescent lamp with a lamp

envelope made of quartz to withstand the high temperature. This lamp contains some halogens (namely iodine, chlorine, bromine and fluorine), which slow the evaporation of the tungsten. Also commonly called a quartz lamp.

UG: Uniformity gradient: A measure of uniformity. UG is a measure of the rate of change of illuminance expressed as a ratio between the illuminance levels of adjacent measuring points on a uniform grid.

UL: Underwriters Laboratories: An independent organization whose responsibilities include

rigorous testing of electrical products. When products pass these tests, they can be labeled (and advertised) as “UL listed”. UL tests for product safety only.

USAV: USA Volleyball (888) 786-5539, www.usavolleyball.org

Value Engineering: The comparison and economic evaluation of alternate lighting sources,

systems and construction methods that could be considered for a specific project. 4. Special Terms and Conditions

4.1. Bid Bond – A bid bond is required to be submitted in the amount of $25,000.

It will be returned within 10 days of award to vendors not receiving an

award.

The following items are in addition to applicable General Terms and Conditions stated in Part A of this solicitation. If the bidder is unable or unwilling to comply with the following Categorical/Lot Terms and Conditions, a detailed explanation for the deviation must be listed on the Acceptance of Categorical Terms and Conditions Form – E, for this Category.

4.2. General (Applies to all Lots) 4.2.1. Due to the individual AEPA Member Agency’s individual, state and local

requirements, any bidder responding to this solicitation, who fails to provide the requested information required by the solicitation and on the Contractor’s Qualifications Form (F) or failed to demonstrate their past performance/proven track (on offer solutions, conduct and complete project, warranty work or has been found guilty of violating of state and/or local construction/labor codes, as judged by previous clients or AEPA. AEPA reserves the right to consider or not consider the bidder’s response as being responsive based on its own investigation and findings.

4.2.2. By responding to this solicitation, the bidder agrees to and will be solely responsible for doing the research to ascertain that its solutions offered complies with, meet or exceed all federal, state, local and industry regulations, rules, standards and/or requirements applicable to any project(s) covered by scope of work of this solicitation.

4.2.3. The successful bidder must abide by and ensure that any subcontractor abides by all applicable federal, state, and local laws, codes, regulations and ordinances governing the products and/or services proposed in response to this solicitation, awarded and rendered under any resulting contract. Must have all required permits, licenses, agreements, tariffs, bonding and insurance required by same.

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No claims for additional payment will be approved for changes required to comply with any such requirements unless submitted as part of a project’s cost proposal and approved by the Owner.

4.2.4. The indoor and outdoor lighting products and services being requested within this solicitation relates to and involves the construction, erection or repair of public facilities, the contractor is required to make themselves aware and knowledgeable of and comply with each state’s Procurement Code as they relate to the procurement and acquisition of construction products and services it is proposing to offer in response to this solicitation.

4.2.5. For any project constructed under this solicitation, the contractor must comply with the Americans With Disabilities Act (ADA) (42 USC Section 12101 ET SEQ.) and the Americans With Disabilities Act Architectural Guidelines (ADAAG), as well as the implementing requirements, 28 CFR Part 36, federal register, Vol. 56, No. 144, July 26, 1991, as amended.

4.2.6. Applicability of industry standards, unless the individual project contract documents include more stringent requirements, applicable construction, manufacturer/industry standards have the same force and effect as if bound or copied directly into the individual project’s contract documents to the extent referenced. Such standards are made a part of this solicitation by reference provided under Item 3 Glossary of Terms located above.

4.1.6.1 Publication Dates: Comply with standards in effect as of date of the individual project’s contract documents, unless otherwise indicated.

4.1.6.2 The contractor and subcontractors engaged in a lighting project covered by this solicitation should be familiar with industry standards applicable to its products being offered and activity being performed. Copies of applicable standards are not provided as part of this solicitation and when copies of standards are needed to perform a required project, they may be directly obtained from publication source as identified herein.

4.1.6.3 Where abbreviations and acronyms for standards and regulations are used within the solicitation, individual project’s specifications or other contract documents, they shall indicate the recognized name of the organizations/agency responsible for the standards and regulations utilized.

4.2.7. Any contract awarded under this solicitation is an indefinite-quantity contract for products and services requested. All costs associated with preparing quotes/job orders/cost proposals shall be the responsibility of the contractor and must be based on a detailed scope of work and in compliance with one of the approved pricing methodologies identified herein.

4.2.8. The contractor shall hold AEPA Member and its Member Agencies harmless from penalties, fines and/or damages assessed due to the contractors failing to comply with and/or meet 4.1.1 and 4.1.2 above.

4.2.9. The successful Contractor must provide AEPA Members and its Member agencies the benefit of all general price reductions extended to its other customers at any time during the period of this contract or any extension thereof. Likewise, the contractor may during the annual contract renewal process, submit to AEPA any additional products or services covered by their award and may request for price adjustments on published price lists. Any request must be in writing and submitted to the oversight committee chairman who has been designated by AEPA for that solicitation/category. The chairman will process the request and submit it to the AEPA board of directors for their approval/disapproval. If approved, each AEPA state agency will be responsible for notifying its Member Agencies. In the event of a decrease in the prevailing contract price, the oversight committee may approve the change and it will become effective immediately upon notification.

4.2.10. If the bidder intends to utilize independent agents/distributors, subcontractors



and/or third-party agents to perform and/or provide any part (before, during and/or after the sale) of the products and services offered herein the bidder must ensure that activities, products and/or prices form these parties are in accordance with the terms, conditions and pricing submitted and approved by AEPA.

4.2.11. Responses must clearly identify all charges and components necessary for performance of the contract even if such are not specifically addressed in any paragraph, sub-paragraph or forms that are a part of this solicitation.

4.2.12. Additional and optional products and services must be identified separately, and must include clear descriptions and specifications of proposed items.

4.2.13. Products offered under this solicitation shall be “eco-labeled” by one of three methods: seal of approval as an environmentally preferable product (that is, Energy Star and Green Seal); label with energy or environmental information (that is, Energy Guide or Scientific Certification Systems [SCS] Certified Eco- Profile); verification labeling (that is, SCS Claims Certification and UL, Inc., Energy Verification Label). Exceptions will be permitted if the energy efficiency status of a product can be independently verified by a source satisfactory to the project’s owner.

4.2.14. When the bidder has a choice between similar eco-labeled energy-star products, the highest environmental and energy saving products shall be utilized while satisfying the minimum performance standards at the most reasonable cost.

4.2.15. Bidders are asked to make available new products and services as they become available and have been tested and proven to be reliable, suitable and appropriate for use within educational and governmental athletic, recreational and public

facilities covered under this solicitation. It shall be communicated to and detailed information provided to the individual owners indicating that the product and/or service is new technology and any test results or past performance history necessary to allow the owner to make an informed decision on accepting the product/service for the proposed project.

4.2.16. The bidder must have the human, physical and fiscal resources necessary to

offer, propose and provide a comprehensive technical support and assistance program, training, maintenance and support program to individual owner within the 23 AEPA states which will allow the owner to properly and successfully acquire, utilize and maintain the lighting products installed within their facilities through their stated life cycle. The programs offered must be appropriate for the owner’s staff that will be responsible for acquiring, operating, maintaining and using the purchased products. The bidder must provide documentation that proves these resources and programs do exist and can be successfully delivered on a nation-wide-basis. If there are associated cost terms, conditions and stipulations relating to the programs offered they must be clearly identified and stated within the bidder’s response.

4.2.17. Any contract between the individual owner and the contractor under this

solicitation shall consist of a detailed scope of work (a description of the work to be performed and the products to be provided by the contractor) and will include all specifications, drawings, contractor’s cost proposal and other project related documents. All applicable industry standards, manufacturer’s instructions and requirements, technical specifications and general conditions, federal, state and local codes around which the contract is made shall be included, as if they were

physically part of the contract documents. 4.2.17.1. A schedule for performance of work that can be met without planned overtime,

special manufacturing, processing and/or handling is the responsibility of the contractor, unless otherwise requested by the owner.

4.2.17.2. Terms for what constitutes project completion and acceptance by the owner and



taking title/ownership of products and services rendered must be clearly identified, described and agreed upon and made a part of any contract. If any part of the project’s executions requires the owner to assume control/ownership before the project’s completion, this needs to be defined with all of the agreed to terms, conditions and stipulations. Both parties must agree on the definition of what constitutes total acceptance of the project and must be accomplished before final payment is made to the contractor.

4.2.17.3. The contractor will pay for any failure to conform or for any defect. In addition, contractor will fix any damage to AEPA Member controlled, real or personal property when that damage is the result of contractor’s failure to conform to contract requirements or any defect in equipment, material, workmanship, or design furnished or in compliance with federal, state and local laws, codes, regulations and standards. Contractor’s warranty with respect to work done, repaired or replaced under these conditions will run for one (1) year from the date of repair or replacement or completion.

4.2.17.4. If contractor fails to remedy any failure, defect or damage within a reasonable time after receipt of notice, the AEPA Member will have the right to replace, repair or otherwise remedy the failure, defect or damage at the contractor’s expense in accordance with laws of the AEPA Member state.

4.2.18. The contractor must warrant the products and services provided materials, for a period of not less than one (1) year against defects and poor workmanship. Even if final payment is made, if the owner discovers a defective component, or poor workmanship that should have been identified and noted during final inspection and close-out process, the contractor will repair/replace the products in a timely fashion at no additional cost to the owner. This warranty does not cover damage caused by acts of God, fire, winds, floods, chemicals or owners’ negligence of reasonable precaution to properly operate and maintain the products. Furthermore, this warranty does not cover damage caused by ordinary wear and tear.

4.2.19. The bidder may offer extended warranties or maintenance agreements if available at an additional cost to members. The extended warranties or maintenance contract must be offered as a separate line item.

4.2.20. If the bidder submitting a response to this solicitation to provide athletic, recreational, public facility lighting products and service is not a manufacturer, then the bidder must provide written documentation between it and its manufacturer(s) indicating that the product manufacturer(s), for the purpose of this solicitation, is aware of the bidder’s intent to offer the manufacturer’s product line(s) and both parties are jointly committed and are aware of the terms, conditions and stipulations in this IFB, and that the manufacturer acknowledges and agrees to and will stand behind the bidder’s performance under this IFB. Failure of non-manufacturers to submit sufficient documentation to meet this requirement can result in it response be deemed non-responsive.

4.2.21. In its response, the bidder must provide a complete electronic copy of and/or internet access to product listings/catalogs of all products and services offered with their associated costs. This will enable AEPA Members and its Member Agencies/owner’s staff, architect or general contractor to verify the bidder’s individual project quotes for lighting products and services needed for new construction, renovation, retrofit or general maintenance and repair. This



listing/catalog must provide complete specifications on each product/service. (This information is required in electronic format.)

4.2.22. Quality Assurance (bidder qualifications) 4.2.22.1. The bidder must within its response demonstrate through written documentation

and information its’ knowledge, understanding and ability in dealing and working with the various indoor and outdoor lighting technologies that are currently available and their unique design, configurations, structure, operational attributes and characteristics. And how they are applicable and suitable to the various types of facilities covered by this solicitation.

4.2.22.2. The bidder must demonstrate through documentation submitted with its response that it has completed at least one (1) project with a total project cost of twenty- five to one hundred thousand dollars ($25,000 - $100,000); one (1) project with a total project cost of one hundred and one thousand to five hundred thousand dollars ($101,000 - $500,000); and one (1) project with a total project cost that exceed five hundred thousand dollars or more ($500,000 or more) in each of the AEPA Member states that have indicated section 3: Anticipated AEPA Member Agency Participation above they have shown an interested in any resulting contract based on this solicitation for a total of sixty-three indoor and/or outdoor athletic, recreations and/or public facilities lighting projects that were completed and accepted by the owner as meeting and complying with the applicable governing bodies’, jurisdictions’ and/or industry organizations’/associations’ (listed in section 4: Glossary of Terms above) construction codes, regulations, rules, guidelines, standards and requirements for the specific lighting project listed. The lighting products/systems/solutions provided meet or exceed the specific project’s terms, conditions, performance specifications stated and stipulated in project’s executed contract documents.

4.2.22.3. The bidder must demonstrate through written documentation in their response that they are a nationally recognized manufacture/provider/ supplier specializing in indoor and/or outdoor lighting products/ systems/solutions for athletic, recreational and public facilities. If the bidder is not a manufacturer, then it must provide written documentation form the lighting product/system/solution manufacturer(s) indicating that the bidder is qualified, certified, indorsed and authorized to offer, provide, install and service the manufacturer’s lighting products/systems/solutions in the AEPA Member states. Likewise, any restrictions and/or limitations regarding the services area and/or product lines shall be clearly addressed.

4.2.22.4. If the bidder is offering professional lighting system/solution consulting, design, engineering and/or construction services for assessing, planning, and/or constructing athletic, recreational and public facilities, then they must demonstrate through written documentation in its response that it and/or its subcontractors are fully qualified (educated, trained, experienced, factory certified and if applicable hold current licenses and registrations in those states where required) which enables them to offer and provide the prosed construction products and services in response to this solicitation.

4.2.23. Quality Assurance (General) 4.1.26.1 The contractor will only utilize qualified, trained, experienced, manufacturer

approved and if applicable licensed tradesman to perform all work done under this solicitation.

4.1.26.2 During the course of the executed contract, the owner or its designee may request and/or secure samples/items/components, according to construction industry



standards, guidelines or ASBA standards, of supplies, materials and/or system/solution components being delivered and/or installed from the job site. The owner may then submit the samples/items/components to an independent industry qualified/certified consultant to test and evaluate the samples/item/component to determine that the lighting products being delivered and/or installed meet or exceed project’s specifications. The cost for these tests and services will be paid for by the owner.

4.1.26.2.1 Should the test results prove that the tested product is not equal to or better than specified, or the end product does not meet minimum requirements, the contractor will reimburse the owner for the cost of the tests and/or services acquired. The contractor will also pay for all costs incurred and associated to replace, remove and dispose of non-compliant product in order to bring the lighting final system/solution up to project specifications and requirements.

4.1.26.2.2 Should the test results and services prove that the product tested were equal to specified lighting system/solution specifications and the work performed meets the project’s specifications and requirements, the contractor will be notified of the results and the owner will pay all associated costs.

4.1.26.2.3 Project quality control 4.1.26.2.3.1 All testing shall be arranged, scheduled and coordinated by the contractor with

the facility’s owner. Testing activities and their timelines shall be established as part of the development of the contract documents.

4.1.26.2.3.2 Testing methods/protocols and instruments shall meet all applicable federal, state, local, industry and manufacturer instructions.

4.1.26.2.3.3 Testing equipment for measurement of footcandle levels shall be performed using a Konica Minolta T-10 Illuminance Meter or equal. Supplier must show proof of calibration prior to testing as required by the manufacturer. Accuracy shall be ± 4% or less of recording. Measuring functions shall be in footcandles.

4.1.26.2.3.3.1 Readings shall be recorded for each point and the results confirmed by Owner and/or Engineer.

4.1.26.2.3.3.2 Horizontal illuminance readings shall be taken in accordance with "IES Standard for Photometric Measurement of Area and Sports Lighting Installations".

4.1.26.2.3.3.3 Measurements shall be taken at 36" inches above grade, with meter held horizontally. Dark clothing shall be worn by individuals performing test.

4.1.26.2.3.4 The contractor shall take voltage and current readings at each pole base during the time of the test for the purpose of ascertaining the approximate fixture operating condition. Voltage at the pole base shall be adjusted within ± 5% of rated ballast voltage.

4.1.26.2.3.5 The contractor shall provide stakes or other identifiable markings at all test points on the field at the time of the test.

4.1.26.2.3.6 The measured values shall be within plus or minus ten percent of the calculated values indicated on the computer derived lighting plan of the initial illuminance levels.

4.1.26.2.3.7 Failure to meet criteria shall require that the fixtures be re-aimed and retested and added to until satisfactory results are obtained. Any expense of re-aiming, subsequent retesting additional fixtures and installation, if any, shall be borne by the contractor with no additional cost to the owner, architect or engineer.

4.1.26.2.3.8 Apparent "hot spots" or "dark spots" shall be eliminated by further fixture adjustment as required.



4.1.26.2.3.9 If in the judgment of the owner's representative, the manufacturers computed results cannot be obtained, this contractor shall furnish and install additional

fixtures, wire, conduit, breakers, etc., as required to achieve the manufacturers predicted results at no additional cost to the owner, architect or engineer.

4.2. Lots 1 and 2. 4.2.1 In its’ response, the bidder must demonstrate and present paperwork to

communicate its ability to adhere to, utilize and ensure the following: 4.2.1.1 The contractor must hold and maintain a current and valid contractor’s license

for any of the AEPA states that allows it to supervise others, to construct, alter, repair, add to, subtract from, improve, move, or demolish any athletic facility covered by this solicitation and found within those states that have such requirement.

4.2.1.2 The contractor will ensure that all individuals, firms or subcontractors being used to perform or supervise work performed, materials and equipment installed under this contract hold a current contractor’s license, as required by those individual AEPA states. All subcontractors to be used for each individual project performed under this contract must be clearly identified and a list submitted with the name, address, trade or type of work, contractor’s license number if applicable and their federal ID number included.

4.2.1.3 AEPA states and local building/electrical codes covers all electrical work, including work identified in less comprehensive electrical classifications, premises wiring systems 600 volts, nominal, or less, underground distribution raceway systems regardless of voltage, and wiring systems and terminations 600 volts, nominal, or less, with the exception noted and identified within each of the individual state’s codes require the individual and/or firm hold a current electrical contractor’s license in order to bid on and/or perform electrical work involving commercial/public facilities.

4.2.1.4 Only utilize qualified, trained, experienced, manufacturer approved and/or if applicable licensed tradesman to perform all work done under this solicitation.

4.2.1.5 The bidder shall employee and maintains for the term of any resulting contract an ASBA or other nationally recognized certified athletic and recreational lighting specialist/consultant on staff to ensure quality control in all aspects of a project conducted under this solicitation. Failure of the bidder/contractor to meet this requirement at the solicitation due date will be deemed their response non- responsive or during the term of the resulting contract, their AEPA contract will be terminated.

4.2.1.6 The contractor shall hold AEPA Member and its Member Agencies harmless from damage from trespassing on property of others. There shall be no dumping of construction debris or other material on Member’s property. Any material that requires special handling as dictated by federal or state law shall be removed in compliance with the requirements of those laws. All such materials shall be removed from the site and properly disposed of by the contractor.

4.2.1.7 The Contractor will conduct and perform all required research, investigations and activities necessary to familiarize itself with the project’s site, its propose, utilization and needs in order to obtain a complete and comprehensive knowledge and understanding of required scope of work, product and service specifications and requirements; to anticipate unseen problems that may develop as the project progresses. Failure to have visited the site before submitting a job order/quote/cost proposal shall in no way relieve the contractor from furnishing any materials or performing any work required to complete the project in accordance with the contract documents, without additional cost to AEPA Member and its Member Agencies.

4.2.1.8 The contractor understands and agrees that it will offer and accept only projects



in which they have their own due diligence in assessing, evaluation exploring and determining existing site conditions, the level, quality and appropriateness of the lighting construction products and services being requested, and whether or not the project, as requested, allows the contractor to comply with all applicable laws, regulations, codes, manufacturer specifications/instructions and industry standards. During the contractor’s due diligence and/or completion of the project, a concern or issue arises, the contractor must immediately notify the AEPA Member and/or Its Member Agency representative in writing, so that it can be corrected or properly addressed.

4.2.1.9 The contractor will not begin a project for which the site is not prepared or in the condition agreed upon in writing by the AEPA Member or its Member and the contractor. Site preparation may include but not limited to, moving or relocating equipment, grading, soil testing, clearing and securing the site, installation and relocation of utilities, and any other task as identified by AEPA Member or its Member Agency.

4.2.1.10 When required by an AEPA member state or local jurisdiction, building permits may be required. It is the Contractor’s responsibility to submit for and secure all required building permits for the lighting products and construction services offered/rendered, unless otherwise specified in the project’s contract documents between the AEPA member Agency and the contractor.

4.2.1.11 All work will be in compliance with OSHA safety requirements and any additional applicable federal, state or local fire and safety requirements. When specifications or scope of work result in a violation of a code or result in an unsafe condition, the contractor must inform AEPA Member and/or its Member Agencies representative of the situation. The contractor will not construct any sub-assembly, structure, or device or produce any condition that intentionally violates a fire, health, safety or building codes or safety standard.

4.2.1.12 During all phases of a project, the contractor will have a qualified and experienced foreman, supervisor and/or superintendent in the area of construction being performed, and in charge of and in full control of the products being provided, worksite and all construction activities being performed on the project. The individual assigned must be knowledgeable, qualified and aware of all aspects, specifications and requirements of the project and provide continuous supervision, coordination, communication and inspections in order to assure quality control standards and the project’s outcomes are met.

4.2.1.13 All equipment, tools and machines used in the performance of construction services by either the prime contractor or subcontractors will be maintained in satisfactory working conditions and meet or exceed industry standards at all times.

4.2.1.14 If a contractor intends to subcontract any part of an individual project, the contractor will be responsible for ensuring, notifying and furnishing subcontractor(s) the following:

4.2.1.14.1 Checking and verifying the subcontractor is qualified (licensed, registered, insured, manufacturer/factory certified, etc.)

4.2.1.14.2 If performance and payments bonds are required, they are in place for the

appropriate amount. 4.2.1.14.3 Provided the description of the construction products to be provided, the tasks to

be performed, the project’s drawings, standard specifications, requirements and timelines the subcontractor must meet.

4.2.1.14.4 The contractor will instruct subcontractors to complete their own investigation,

assessment and careful examination of all elements of a project before it submits a quote or proposal to provide construction products and/or perform construction



services for the project. The subcontractor will promptly notify the contractor if it finds any discrepancies in, or omissions from, any plans, drawings, specifications and/or any other documents associated with the project. The contractor will immediately issue written notification to the AEPA Member and its Member Agencies representative. The involved parties’ representatives will jointly work with each other to resolve the concerns or issues raised and issue written instructions to the contractor on how the matters raised are to be handled. The contractor will be responsible for ensuring the subcontractor is aware of and incorporates any modifications into its quote/proposal. The AEPA Member and its Member Agencies representative will not be responsible for communicating instructions and/or information to subcontractors.

4.2.1.15 The contractor will not use materials, equipment and/or structures that exist on

and/or removed from the project site or other sites except as required by the project’s contract documents and/or approved by the owner.

4.2.1.16 All cost quotes/proposals submitted by subcontractors must be in a format that

the contractor needs to prepare and submit its cost quote/proposal in compliance with one of the pricing methodologies defined herein.

4.2.2 The R.S. Means price shall be adjusted when the new updates (usually January 1st of

each year) become available. 4.2.3 The prime contractor must warrant the work performed, materials, equipment

installed for a minimum period of not less than one (1) year against defects and poor workmanship. Even if final payment is made, if the owner discovers an unfinished and/or improperly installed component, defect or poor workmanship that should have been identified and noted during final inspection, the contractor will complete the work in a timely fashion at no additional cost to the owner. This warranty does not cover damage caused by fire, winds, floods, chemicals or owners’ negligence of reasonable precaution to provide adequate operational conditions ventilation. Furthermore, this warranty does not cover damage to lighting products caused by ordinary wear and tear. AEPA is aware of and understand that various individual lighting product/system/solution manufacturer warrantees/guarantees terms, conditions, timelines, stipulations and requirements differ. Therefore, the solicitation stated warrantee/guarantee is a minimum and if the manufacturer’s warrantee/guarantee exceeds the minimum it shall be offered and provided to the extent that the lighting product/system/solution manufacturer has indicated and stated.

4.2.3.1 The product/system/solution was manufactured, shipped, stored, installed and/or configured in accordance with the contract documents, industry standards, manufacturer's specifications and instructions.

4.2.3.2 Once the lighting product/system/solution was installed, final inspections and testing was conducted and the product/system/solutions performed as identified and indicated in the manufacturer’s product information, literature and specification sheets provided as part of the project’s contract documents. The owner accepted and approved the project as being in full compliance with the project’s contract documents specifications and requirements.

4.3. Lot 3. 4.3.1 Purpose and rational for soliciting the indoor/outdoor electrical and lighting

products and services covered by this lot. 4.3.1.1. During the AEPA’s twelve years of procuring a variety of construction related

products and services it has found that due to the number of AEPA Members and their Member agencies; the number of physical sites/locations; the various types and sizes of buildings and facilities they operate within these locations; the ongoing



responsibility for new construction and the maintenance, repair and upkeep of buildings and facilities; each AEPA Member’s state and local procurement codes that govern the soliciting for, acquiring and conducting projects that involve construction products and services differ; and the available resources (work crew, equipment etc.) dictates how they accomplish and meet their individual building and facilities construction related needs.

4.3.1.2. In order to assist and meet and provide AEPA Member’ and its Member Agencies’ with all of the available options possible for them to procure, acquire indoor and outdoor athletic, recreational and public facilities electrical and lighting supplies, materials, fixtures, components, structures, equipment, accessories and related items only. Bidders awarded under this lot shall not provide and/or perform services/work defined as construction services by any of the AEPA Member states’ procurement codes and/or governmental agencies’/entities’ construction related codes, ordnances policies, rules and/or regulations the govern the construction of, maintenance, repair and renovation of public buildings/facilities. Or requires a trade/contractor’s license.

4.3.1.3. AEPA is seeking manufacturers/distributors/ suppliers who are able and capable of provide electrical and lighting supplies, materials, fixtures, complete systems, system components, structures, equipment, accessories and related items for the various indoor/outdoor lighting systems found and/or used within the various sizes and types of athletic, recreational and public facilities owned and operated by federal, state, and local educational and governmental agencies as described herein. The resulting AEPA Member contracts would put in place volume discount contracts which would allow their Member Agencies to purchase as much or as little of the products offered on an as-needed basis without having to put out their own individual bids which saves the Member Agency time and money.

4.3.2 Bidder in its response must demonstrate and present documentation communicating it possesses the necessary ability, capacity and resources (physical, fiscal and personnel) to make it aware of, adhere to, and ensure the following.

4.3.2.1 With in-house resources and/or have subcontractors (manufacturers, distributers, suppliers, providers) to provide one or more comprehensive product line(s) of name brand, generic and/or custom manufactured electrical and lighting supplies, materials, fixtures, complete systems, system components, structures, equipment, accessories and related items for the various indoor/outdoor lighting systems found and/or used within the various sizes and types of athletic, recreational and public facilities owned and operated by federal, state, and local educational and governmental agencies as described herein.

4.3.2.2 The bidder will ensure that all employees, individuals, firms or subcontractors being used to provide and perform under the resulting contract are aware of its terms, conditions, stipulations and requirements. Possess the skill sets, expertise, knowledge, background, training and experience to offer AEPA Members and its Member Agencies located throughout the US with easily accessible, highly responsive and timely before, during and after the sale electrical and lighting product line information (descriptions, design, performance and operational specifications, applicability, availability, etc.), and customer service (project consulting, technical support and assistance, problem troubleshooting and resolution, etc.).

4.3.2.3 Will be solely responsible for ensuring the necessary research, inquiries, required and applicable questions are asked and the information is obtained relating to and required to provide the highest quality, appropriate and suitable electrical and lighting product(s) to meet the owner’s project’s specifications, needs, requirements and meet or exceed all applicable existing lighting system



manufacturer’s, industry, federal, state and local specifications, regulations, rules, standards, best practices and requirements.

4.3.3 There are AEPA Member agencies that possess their own in-house licensed resources and/or have conducted a public solicitation in accordance with the state’s procurement codes to acquire and contract with a local licensed construction contractor to construct an athletic, recreational or public facility, erect, install, maintenance, repair and or renovate an existing facility’s lighting system. Intend to utilize the resulting contract(s) form this solicitation to acquire the electrical and lighting products/systems to be installed as part of the project. If this is the case the contractor shall:

4.3.3.1 Hold and conduct the required phone conferences/meetings with the facility’s owner to obtain a complete and comprehensive understanding of the projects scope of work and the quality, kind, type and level of electrical and lighting products (supplies, materials, fixtures, complete systems, system components, structures, equipment, accessories and related items) needed to complete the project’s detailed scoped of work.

4.3.3.2 Conduct and perform all required research, investigations and activities necessary to become familiarized with the project’s site physical and environmental conditions, the type and level of activities/events held at the facility, its utilization and needs, in order to obtain a complete and comprehensive knowledge and understanding of the requested products needed to meet or exceed owners expectations and project requirements.

4.3.3.3 Consult, advise and provide the technical support and related services to the project owner’s in-house and/or subcontractors staff to allow them to develop the required knowledge, understanding and background relating to the products acquired installation, performance and operating specifications, requirements, installation instructions.

4.3.3.4 Contractor must be willing and able if the size, type and scope of the identified project requires and/or owner request the contractor to make site visits before, during and at the completion of the project to ensure proper design, development, construction/installation and successful completion of the project to ensure that all product manufacturer warrantees can be executed successfully.

4.3.3.4.1 Failure for the contractor to conduct the site visits if required or requested by the owner as part of the project develop or preparing and submitting its cost proposal shall in no way relieve the contractor from furnishing the appropriate, suitable products required to meet or exceed the project requirements.

4.3.3.4.2 If applicable and depending on the size and scope of the owner’s designated lighting project, the contractor shall hold AEPA Member and its Member Agencies harmless form costs encored due to damage caused, fines levied and expenses to return and replace products if the contractor fails to make the necessary inquires, investigations and research to ensure products requested are applicable, appropriate and suitable for the designated project.

4.3.4 The contractor understands and agrees that it will offer and accept only projects in which they have completed their own due diligence in assessing, evaluation exploring and determining the level, quality and appropriateness of the lighting construction products being requested, and whether or not the project, as requested allows the owner to comply with all applicable laws, regulations, codes, manufacturer specifications/instructions and industry standards. During the contractor’s due diligence and/or the delivery and the installation of the provided products, the contractor becomes aware of a concern or issue that may impact the successful completion of the project. The contractor must immediately notify the AEPA Member and/or Its Member Agency representative in writing, so that it can be corrected or properly addressed.



4.3.5 If offering electrical and lighting products (maintenance and repair supplies, material, parts and components) for existing lighting systems only offer original manufacturer parts and if original manufacturer parts are no longer available and third-part substitute parts are, ensure such parts/components are of the highest quality and meet or exceed all Applicable manufacturer specifications and industry standards. Applicable construction, manufacturer/industry standards have the same force and effect as if bound or copied directly into the individual project’s contract documents to the extent referenced. Such standards are made a part of this solicitation by reference provided under Item 3 Glossary of Terms located above.

4.3.6 For products offered under this contract, descriptive product literature, physical attributes, operational and performance specifications must be made available either in hard copy, electronically and/or by providing access through the contractor’s website. Product literature shall provide information sufficient for AEPA Members and its Member Agencies to determine appropriateness, suitability for their proposed project. In addition, the supplier must agree to provide applicable printed MSDS information to each purchasing member with delivery of the product.

4.3.7 All product labels shall be in full compliance with applicable OSHA laws. Labels shall clearly identify container/packaging contents, handling and storage instructions and related safety information. The labels must be resistant to deterioration during normal handling and storage. All labels shall have the information necessary for full compliance with applicable OSHA Hazard Communication Standards.

4.3.8 Just-----in-----time (JIT) delivery services shall be made available to interested owners. The JIT method should assist owners with ensuring that the electrical and lighting products ordered are delivered in a timely manner to allow owners to provide and perform day-to-day maintenance and repair on their athletic, recreational and public facility’s lighting systems. Bidders must provide detailed information as to how the JIT delivery system will function within this contract, exactly what these services would cover and what the average JIT delivery time would be after the receipt of an order.

4.3.9 The contractor is expected to participate in cooperative marketing efforts with AEPA member, to promote its catalog to affiliate Members agencies.

4.3.10 The successful Contractor must provide AEPA Members and its Member agencies the benefit of all general price reductions extended to its other customers

at any time during the period of this contract or any extension thereof. Likewise, the contractor may update its pricing throughout the contract period when its commercial publish price lists/catalogs are updated. Additional products covered by their award may be added when they become available to their commercial and general public customers. Contractor must ensure that such updates are communicated to the oversight committee chairman who has been designated by AEPA for that solicitation/category. The contractor will be responsible for communicating and/or or providing AEPA Members and it Member Agencies with the updated price list/catalogs.

4.3.11 If the bidder intends to utilize independent subcontractors and/or third-party (agents, distributors, retailers) to perform and/or provide any part (before, during and/or after the sale) of the products offered herein the bidder must ensure that activities, products and/or prices form these parties are in accordance with the terms, conditions and pricing submitted and approved by AEPA.

4.3.12 Responses must clearly identify all charges and components necessary for performance of the contract even if such are not specifically addressed in any



paragraph, sub-paragraph or forms that are a part of this solicitation. 5. Specifications

5.1. General (All Lots) 5.1.1. Upon request by an AEPA Member’s local member agency/owner, the contractor

shall schedule a scoping meeting with the owner to ascertain and develop a comprehensive and complete understanding of the scope of work being requested by the owner. The contractor shall conduct and perform a site visit and review on the potential site or existing facility with the owner to discuss potential lighting products and services options that it has to offer.

5.1.2. All lighting and lighting system devices offered shall be in direct accordance with the following codes and standards, as applicable to the device: National Electrical Code (NEC), American National Standards Institute (ANSI), American Society of Testing Materials (ASTM), Electronic Industries Association (EIA), Federal Communications Commission (FCC), Institute of Electrical and Electronic Engineers (IEEE), ISO/OSI, Building Industry Consulting Service International, Inc. (BICSI) and Underwriters Laboratories (UL).

5.1.3. All equipment and materials must be new, unused and UL or CSA listed for the purpose intended. All electronics (fixtures included) shall be designed for continuous use without degradation of function or performance. When practical, one manufacturer shall be used to assure compatibility of the project. All equipment offered on this contract will be from manufacturers regularly engaged in offering and rendering energy-efficient indoor and outdoor athletic, recreational and public facility lighting and shall be the latest designs standard at the time of delivery. Only UL or CSA-classified materials and equipment will be placed on contract and shall comply with the applicable standards of ANSI, ASTM, NEMA, NFPA, UFC, NEC, EIA/TIA and other specified standards. No equipment or materials will be substituted for equipment in this contract without approval by AEPA Member and/or its member agency at least thirty (30) days prior to the start of any work. Proof of “as equal or better” status must be provided showing that the substituted equipment or material is, in fact, equal in features, functions, performance and quality to the approved equipment or materials. Cost of substituted equipment must be the same or lower. AEPA Members and/or its Member Agency reserve the right to reject substitutions.

5.1.4. All indoor and outdoor lighting system/solution components and their installation methods shall be designed, engineered and manufactured for use on and within the various facilities and applications covered by this solicitation’s scope of work. The materials proposed for an individual lighting project shall be able to withstand full climatic exposure and/or environmental conditions found in the various AEPA Member States, be resistant to rot, rust, moisture, ultra-violet light and heat degradation, fade, crack or wear during the required and stipulated life cycle stated under normal use and intended purpose as communicated in the project’s contract documents.

5.1.5. The contractor and/or its subcontractors are responsible for ensuring that any of the proposed and/or performed project’s, as a result of this solicitation, clearly indicate, identify and communicate the products, services and/or testing before, during and after the project, the components and installation of lighting systems are in accordance and comply with applicable ASBA, AAU, NCAA, NFHSA, NEMA, UL, CSA, NEC, NECA/IESNA and local jurisdictions’ codes and requirements.

5.1.6. If the Contractor is providing only the lighting fixtures and mounting hardware, the Contractor must consult with and provide the owner with installation and construction plans and drawings, requirements and recommendations for the site preparation, and ensure that project plans/drawings are stamped by an engineer or architect licensed in the state of facility owner.



5.1.7. If any part of the design or construction work is to be performed by the facility owner’s own crews, owner’s architect and/or a third party Contractor not associated with the awarded Contractor, prior to shipping the products and/or taking possession of the project site or proceeding with its work, the Contractor must provide the owner with a signed affidavit stating that it has reviewed all applicable project documents and/or inspected and has accepted all specifications, project requirements and current site conditions and any site prep and work completed as meeting and/or exceeding its, the manufacturers, industry and governmental standards and requirements. If the work is not acceptable, the Contractor must notify the owner immediately in writing, stating what is not acceptable and how the determination was made.

5.1.8. During lighting product installation and/or project close-out, all structures, connections, lighting fixtures and controls will be fully tested by an acceptable testing method/protocol and an agreed up on technical technician fully qualified and experienced on the type of lighting system/products installed met or exceeded specifications/standards stipulated by the product manufacturer and/or the governing jurisdiction.

5.1.9. A lighting system will be accepted only after a satisfactory test of the entire project in the presence of approved representative of the owner. Acceptance shall be in writing.

5.2. Lot 1

5.2.1 Provide a complete and extensive line of consulting, design, engineering and construction services; energy and cost effective indoor and/or outdoor lighting products, systems and solutions specifically for all kinds of athletic, recreational and pubic event facilities owned and operated by federal, state and local k-12 and higher educational institutions, governmental entities and non-for-profit organizations located in the various states service by the AEPA Members. Such facilities may include but are not limited to small gymnasiums to large arenas; small baseball fields to multi-baseball field complexes; small football fields to large track and football facilities; single tennis court to large tennis facilities; small and large multi-purpose recreational fields; small and large swimming pools and water parks, small and large parks and playgrounds; small and large event and convention centers; ancillary buildings, structures and associate walkways and parking lots. Work may include but is not limited to the following:

5.2.1.1 Provide technical and consulting services to assess and determine existing site conditions, owner’s expectations, project’s specifications, needs and requirements for the lighting products and services to be provided.

5.2.1.1.1 Provide site inspection/investigation of physical and environmental conditions to identify conditions (surface, subsurface, structural, climatic, power resources, surrounding area attributes, etc.)

5.2.1.1.2 Research and investigate the owner’s past, current and future planned usages of the facility (type of activity/events, time used, level and lighting requirements, etc.

5.2.1.2 Work in conjunction with the owner to review the data and information obtained through the research, sight inspection and pre-project investigation; the available lighting solution options with their various configurations, operational attributes, characteristics, operational and maintenance costs to developing a proposed solution/project to meet the facilities needs, conform to and meet the owner’s expectations and available financial resources.

5.2.1.2.1 The lighting products/solutions offered are to be of an industrial quality, energy efficient and provide adequate lighting to support and facilitate, the activities and/or events being conducted within the facility and must be adequate for the



current and projected site conditions and environment. 5.2.1.2.2 Lighting products/solutions offered must be designed, engineered and

manufactured to meet current energy efficiency and industry standards, electric and building code requirements, while meeting the specific lighting requirements of the individual facility by providing relatively high levels of smooth lighting over the various usable areas. For the purpose of this solicitation and to communicate to potential bidders the level and quality of products/systems being requested, AEPA has selected those products/systems offered by Musco Lighting Inc. a nationally known and recognized provider as a minimum standard and will welcome and consider manufacturer’s products/systems that are equal to or better than those lighting products offered by Musco Lighting Inc. Bidders submitting alternate products must provide a comparison that demonstrates equality.

5.2.1.2.3 The lighting manufacturer and/or supplier must have an extensive background and experience in manufacturing, producing, obtaining, delivering, installing, servicing and supporting the products/systems offered in response to this solicitation to public entities throughout the AEPA Member states.

5.2.1.2.4 The bidder will only offer, provide and install lighting products/systems (structures, fixtures, equipment, control systems and accessories that are factory certified and approved for the intended use by a nationally-recognized manufacturer. Products/systems have been tested, installed, monitored and have a documented and proven track record of their stated quality, performance, life cycle, purpose and suitability for the type and level of facility and activities/events conducted.

5.2.1.2.5 Provide the necessary lighting maintenance, repair and replacement supplies, materials, hardware, equipment and accessories required to properly maintain the proposed lighting systems/solutions.

5.2.1.3 Assist and work with the owner to plan, design, implement and construct the

lighting project as proposed, accepted and authorized, while meeting or exceeding industry standards for the particular type of facility.

5.2.1.3.1 Provide all labor, materials, equipment, drawings and design/engineering services as required by the owner/s request to provide a project cost proposal and a complete scope of work, including all lighting product and service specifications, terms, conditions and stipulations with their proposed construction schedule and

associated costs that if accepted can be used to develop project contract documents.

5.2.1.3.2 Provide all labor, materials, equipment, project drawings, product/solution and performance specifications required to prepare, finalize, and execute the specific project’s construction/contract documents necessary to establish, construct, and complete the lighting project as identified within the project documents for the individual owner’s project.

5.2.1.3.3 Provide all, labor, supplies, materials and equipment required to perform and complete any warranty work required in accordance with this solicitation’s requirements, manufacturer’s instructions, specifications and industry standards on an as need basis.

5.2.1.3.4 Provide all labor, materials and equipment required during the installed lighting system/solution stated life cycle to assess and evaluate the installed system’s/solution’s operational condition, status and performance to determine if it meeting stated expectations and performance standards. Develop, establish and communicate a plan of action and maintenance program required by both the contractor and owner to maintain, repair and/or service the system/solution as need to keep in good operational condition and meeting the facility’s needs and requirements stated and stipulated in the product’s ligature and/or project



documents. Provide on an as needed basis ongoing technical support and training services for owner’s staff relating to the maintenance and operations of the installed products/solutions ensure their cost effective operational condition through the life cycle stipulated. This may be accomplished through maintenance and support agreements.

5.2.1.3.5 Have indoor and outdoor lighting service technicians that can provide upon request system assessment, evaluation, aiming, retrofit and repair services for the product lines offered in response to this solicitation.

5.2.2 As an indefinite-quantity solicitation and because there are twenty-three AEPA Members who are located throughout the US that have indicated their interest in potentially utilizing the resulting contract(s) based on this solicitation, and without knowing the type and kind of potential project’s and their locations, as well as other factors and conditions that are unknown. AEPA is providing the following details, instructions, specifications and information as a basic specification, foundation and guideline for bidders to become aware of and understand the nature and scope of this indefinite-quantity solicitation; the type, level and quality of indoor and outdoor lighting products, systems, solutions and services being solicited. The following is not all inclusive and therefore bidders are asked to provide an extensive and complete product line to meet the needs and requirements of lighting projects covered by this solicitation’s scope of work. In preparing for, developing, conducting and completing projects covered by Lot 1, the bidder and its lighting system manufacturer or manufacturer’s representative must meet the following criteria:

5.2.2.1 The contractor’s project manager shall in conjunction with the owner’s representative conduct a pre-inspection prior to any pre-construction, construction or close-out meeting where the owner is expected to take action, accept and/or sign-off on work that has been completed. This is to ensure that all work meets or exceeds the projects specifications and requirements. Any discrepancies shall be corrected and/or communicated to the owner.

5.2.2.2 The lighting system manufacturer shall inspect and certify to the facility owner

that the solution installed meets and/or exceeds the manufacturer’s specifications and installation requirements.

5.2.2.3 The bidder and the lighting system manufacturer shall guarantee the usability of the lighting system installed is appropriate for the site conditions that exist and for the intended uses as identified with the project’s scope of work for a the period stipulated within to project’s contract documents, commencing with the date of substantial completion and acceptance by the owner. The warranty coverage shall not be limited to the amount of usage.

5.2.2.4 Any/all warranty terms, conditions, stipulations and/or requirements must be provided, discussed and accepted, in writing, by the owner prior to the issuing and execution of the project’s contract documents and the owner’s purchase order.

5.2.2.5 Provide quality electrical services to include, but not limited to: 5.2.2.5.1 Evaluating new project site or existing facility; 5.2.2.5.2 Discussing available product/system/solution, their specifications, features,

performance, options and determining the proper and applicable product/system/solution to meet the owner’s project’s needs and requirements;

5.2.2.5.3 Upgrading, renovating and/or rewiring the facility’s electrical distribution system and lighting fixtures; and/or

5.2.2.5.4 Provide the Owner’s maintenance staff with technical assistance, training and additional resources to safely maintain and operate the installed lighting system.

5.2.2.5.5 Test, assesse and/or evaluated provided lighting products/systems/solutions/ components as required by the manufacturer’s instructions, industry standards



contract documents, federal, state and local codes. The contractor shall schedule the inspections/test in advance and provide the owner’s representative in advance written information on who will be conducting the activity, how it will be conducted, clearly identifying the methods, procedures and protocols to be utilized, the applicable standards in which results will be analyzed, based on and compared to and when the results will be available.

5.2.2.6 Project Submittals may include, but are not limited to. 5.2.2.6.1 Project Description – Provide a description of all site preparation, materials and

supplies to be furnished, even if provided by others. 5.2.2.6.2 Detailed description of the lighting system components, their performance and

operational specifications to allow the architect, owner’s representative and/or AEPA Member to achieve an understanding of what is being proposed and how it will meet their project’s needs and requirements.

5.2.2.6.3 Detailed and stamped construction drawing by a licensed design and/or engineering professional in the AEPA state where the project is to be performed.

5.2.2.6.4 Maintenance Instructions – Instructions on how to inspect and maintain the lighting system’s components on an ongoing basis.

5.2.2.6.5 Warranty – Written warranty to the project owner upon completion. 5.2.2.6.6 Cost Proposal – Detailed breakdown of all costs associated with the design,

manufacture, delivery, site preparation, installation and warranty of the proposed lighting system based on the project’s detailed scope of work.

5.2.2.7 Project site considerations, investigation, inspections and preparations. 5.2.2.7.1 For each indoor and outdoor lighting system solution, the contractor must provide

the information necessary for AEPA Member and/or its Members Agency to determine the quality, level, construction components and the performance of the solution proposed.

5.2.2.7.2 Site Inspection and Investigation – The ultimate performance and lifecycle of any indoor/outdoor lighting system solution depends to a significant degree on the type, level and construction of materials and equipment being installed for the existing site condition and operational environment. The placement of lighting fixtures, the exposure to adverse weather conditions and the construction of adjacent buildings, facilities and structures can create problems and cause poor performance. It is, therefore, necessary for the Contractor, in cooperation with the owner, to ensure that a complete and accurate site inspection/investigation has been performed.

5.2.2.7.2.1 The scope and level of any site inspection/investigation must be flexible and dependent on the nature of the conditions that exist at a particular site and the degree of risk that the owner is willing to acknowledge and accept regarding adverse effects. During the design and development of the project, the Contractor will advise and consult with the owner to determine the scope and level of site inspection required. Obviously, the more serious site conditions may require an adequate study, which would include, but not be limited to:

5.2.2.7.2.1.1 Adverse environmental site conditions. 5.2.2.7.2.1.2 Special usage of the facility for a variety of activities. 5.2.2.7.2.1.3 Adjoining facilities and their impact of the project site conditions. 5.2.2.7.2.2 Soils should be classified, in general, in accordance with the visual manual

method of identification of soils, utilizing the Unified Soil Classification System (ASTM Methods D 2488 “Description of Soil Visual Manual Procedure”, and D 2487 “Classification of Soils for Engineering Purposes”). It is not intended, however, that a rigorous use of these methods be required, but only use of terminology that will describe the soil conditions in terms of soil types using the Unified Soil Classification symbols, such as CL, CH, etc.



5.2.2.7.2.3 Data obtained from this investigation should be prepared and submitted as part of the project record documents for later reference, if necessary, or for review by a qualified engineer if an evaluation is decided upon by the owner and/or the Contractor.

5.2.2.7.2.4 Once a site study has been completed, identified risks require the owner and the contractor to make a joint decision as to the level of site preparation required before the project is started. This is done so that an adequate site can be available for the field construction and, in the event of any problems developing because of sub-grade conditions, the responsibility can be clearly allocated between the owner and the Contractor.

5.2.2.7.2.5 All information and communications relating to the site inspection and investigation shall become part of the project’s documentation.

5.2.2.7.3 Site Preparation: Earthwork and Sub-Base Construction. 5.2.2.7.3.1 For new installation construction, the site must be properly prepared in

accordance with project design documents that were prepared based on the site inspection and investigation which addressed:

5.2.2.7.3.1.1 Site grade and elevations relating to the proper placement of the light pole foundations.

5.2.2.7.3.1.2 The sub-soil, topsoil and drainage conditions. 5.2.2.7.3.1.2.1 The existence of peat or other unacceptable organic soils at the site. 5.2.2.7.3.1.2.2 Uncontrolled fill materials at the site. 5.2.2.7.3.1.2.3 Expansive soils at the site. 5.2.2.7.3.1.2.4 High ground water conditions or surface water retention areas (low area flooding). 5.2.2.7.3.1.2.5 If an existing athletic facility, type of facility, how is it being utilized and by

whom. 5.2.2.7.3.2 Sub-Base Embankment. 5.2.2.7.3.2.1 Embankment is fill material necessary to raise the grade at the site, after removal of

unsuitable materials identified during the site investigation, to provide the surface on which to place the lighting system pole foundations for the proposed project.

5.2.2.7.3.2.2 While well-graded granular soil is preferred for embankment fill, normally locally available soil is used for economic reasons. The material should be free of organic or expansive material, and of particles greater than 1 ½” in dimension. It should be compacted to 95% of the maximum density determined by ASTM Method D 698 (Modified Proctor). The water content of the fill should be reduced by aeration or increased by adding water, as necessary to achieve the required compaction.

5.2.2.7.3.2.3 Where the natural soil at the bottom of the sub-base course is stable, as evidenced by soil testing, hand auger or other exploration, base course materials can be placed on this soil. Soft clay and plastic soils should be appropriately stabilized.

5.2.2.7.3.3 As noted herein, some owners may choose to have the project site designed, developed and prepared by its own crews or by another Contractor. In all cases, prior to the lighting product/system/solution contractor/manufacturer/installer tacking possession/control of the project site, shall make arrangements for and conduct an inspection of the current site conditions, sub-base and supply a written certificate indicating that the current project site/sub-base meets or exceeds the manufacturer’s, industries’, contract documents specifications and requirements for the installation of the lighting system or components and accepts the responsibility for the project site from that date forward for the purpose of obtaining manufacturer’s warranty for the finished athletic/recreational facility lighting project.



5.2.2.8 Design Requirements. 5.2.2.8.1 Proposed indoor/outdoor lighting products/systems/solutions shall be designed,

engineered and manufactured by a nationally-recognized manufacturer(s) by the national/international lighting industry and professional associations/organizations for specializing in the designing and providing indoor and/or outdoor lighting system products/systems/solutions for all levels and types of educational and public athletic, recreational and other public facilities.

5.2.2.8.1.1 Manufacturer must have a minimum of ten (10) years of experience in the manufacture of indoor and/or outdoor lighting systems which meet and/or exceed the standards and guidelines established and adopted by – IESNA, ASBA and other related professional and industry organizations activity involved with the governing and overseeing of sporting, recreational and public events and facilities covered by this solicitation.

5.2.2.8.1.2 The manufacturer and/or contractor must have on staff, or have under contract and available, an engineer(s) or architect(s) registered and licensed to design lighting projects in the various AEPA states. They must have a minimum of five (5) years of actual indoor and/or outdoor lighting system/project design and engineering experience working with the proposed products/systems/solutions being offered. They shall possess the background, knowledge and ability to review and certify that the proposed project sites, site conditions and lighting system being proposed and to be installed meets or exceeds the design criteria of the project specifications, site conditions, industry standards, state and local building and electrical codes, exceed the minimum requirements of the system’s design performance standards set by the manufacturer in order for the end product to meet its projected lifecycle and functionality. AEPA understands and acknowledges that there are established codes and standards that require that these facilities have an architect’s or engineer’s seal/stamp on the plans, which is registered in the individual AEPA state and the contractor may not have an individual on staff that is licensed in all of the AEPA states, however through the bidders noted past experience in the AEPA states will indicate its ability and capacity to acquire the required professional services when needed.

5.2.2.8.2 Lighting system design 5.2.2.8.2.1 The initial illuminance level shall be calculated using the published lumen output

of the lamp, after a 100 hour burn in period as per the manufacturer’s specification sheet, multiplied by the light loss factor (LLF).

5.2.2.8.2.2 The initial illuminance level shall be calculated using the appropriate ballast factor for the lamp/ballast combination in accordance with the manufacturer’s specification sheet. Initial light levels for “constant light level” systems must be 10% higher than specified maintained light levels. Light levels shall never drop below defined “maintained footcandle level” specified.

5.2.2.8.2.3 The initial illuminance level shall be calculated using a LLD value of 1.00. 5.2.2.8.2.4 The maintained illuminance level shall be calculated using the published lumen

output of the lamp, at 70 percent of the rated lamp life as per the manufacturer’s specification sheet. The maintained illuminance level shall also be calculated using the combined light loss factor (LLF).

5.2.2.8.2.5 The maintained illuminance level shall be calculated using the appropriate ballast factor for the lamp/ballast combination in accordance with the manufacturer’s specification sheet.

5.2.2.8.2.6 The maintained illuminance level shall be calculated using a LTF value as per the manufacturer’s specification sheet.

5.2.2.8.2.7 The maintained illuminance level shall be calculated using a LLD value of 0.9. 5.2.2.8.2.8 The maintained illuminance level shall be calculated using a LDD value of 0.95.



5.2.2.8.2.9 Glare and spill light control may be achieved by internal and/or external hardware. Glare shall be minimized from the lamp and the reflector when standing in front of the lighting assembly beyond the property line and when standing 90 degrees perpendicular to the lighting assembly beyond the property

line. 5.2.2.8.2.10 Structural Strength: The luminaire assembly as shown in the manufacturer's

submittal shall be capable of withstanding forces equal or greater than those stated for the location of the lighting project site location and/or state/local codes to wind speeds based on AASHTO structural design criteria.

5.2.2.9 System Description. 5.2.2.9.1 Materials. 5.2.2.9.1.1 For outdoor facilities, the light poles must be a minimum of 4’ round, straight

painted galvanized steel to protect from caustic environments for low maintenance.

5.2.2.9.1.1.1 Concrete foundations for the light poles must be designed by a registered professional engineer to take into account any surface/subsurface conditions, withstand wind loadings exceeding the 50 year mean recurrent isotach wind maps identified wind speed for the individual location in which the lighting system is to be installed. Foundation shall be drilled pier type with structural steel as required. Pre-cast concrete bases are acceptable as long as they meet or exceed the local code requirements.

5.2.2.9.1.1.2 Concrete for the foundations shall have 28 days, 3,500 psi compressive strength. 5.2.2.9.1.1.3 Anchor Bolts: Galvanized conforming to ASTM-A36 with minimum yield

strength of 36,000 psi. Anchor bolt (4) size to be 3/4” x 30” with two (2) zinc plated nuts and washers per bolt. Anchor bolts to be placed in an 11” diameter bolt circle pattern with a bolt projection of 3-1/4” above foundation.

5.2.2.9.1.2 Lighting pole structure 5.2.2.9.1.2.1 The pole shaft structure shall be designed for the combined effective projected

area (EPA) and weight of all applicable appurtenances (i.e. mounting brackets) and fixtures. Concrete poles or pole sections are not acceptable due to excessive weight.

5.2.2.9.1.2.2 Each section of the pole shaft shall be of single-ply material and be made from a single sheet of steel with no circumferential welded splices.

5.2.2.9.1.2.3 The pole shafts cross-section shall be round. The pole shaft sections shall be high- strength steel meeting the requirements of ASTM A570 GR65(65 ksi yield) and/or ASTM A595 GR55(55 ksi yield).

5.2.2.9.1.2.4 Each slip joint shall be assembled in the field by telescoping the upper female section over the lower male section by a minimum lap of 1.5 times the inside diameter of the “female” section. The female, telescoped area must be welded both inside and out to insure 100% weld penetration in an area equal to the minimum slip distance plus 10 inches.

5.2.2.9.1.2.5 Embedment Shaft Section: 5.2.2.9.1.2.5.1 The shaft section of the pole structure shall be a single piece round tapered shaft

section. The taper rate and material cross section properties shall match the adjoining section.

5.2.2.9.1.2.5.2 The lower shaft section shall be embedded into the earth a minimum distance of 10% of the free standing height of the structure plus 2’ or as recommended by Engineer.

5.2.2.9.1.2.5.3 The shaft section shall be galvanized in accordance with ASTM A123 specifications. The entire embedded shaft portion shall also be externally coated with Corrocote II epoxy coating up to 6” above the ground line. Concrete poles or



pole sections are not acceptable due to excessive weight. 5.2.2.9.1.2.5.4 Foundation shall be 3,500 psi concrete. 5.2.2.9.1.2.6 The Pole shaft sections shall be hot dip galvanized in accordance with the

requirements of ASTM A123 specifications. Each shaft assembly must be completely coated, inside and out, in a single dip. Double dipping will not be permitted in compliance to USGA (United States Galvanizing Association) recommended practices and procedures to prevent acid entrapment. All miscellaneous connecting hardware shall be galvanized in accordance with ASTM A153 specifications.

5.2.2.9.1.2.7 All crossarms shall be factory pre-wired and assembled. The lighting pole system shall consist of concrete encased galvanized steel poles with a factory pre-wired crossarm assembly. All wiring/connections should be factory assembled from the fixture mounting location to the base of the pole. No field connections or plug type connectors are allowed. Strain relief device(s) must be factory installed in pre-wired crossarm assembly to ensure no weight or tension is placed on electrical connections.

5.2.2.9.1.2.8 All factory pre-wiring must be done in a manner that requires no electrical connections inside the pole or crossarm assembly to be made in the field. Lighting supplier must provide warranty as outlined herein.

5.2.2.9.1.2.9 No outdoor lighting system proposing direct buried wood or steel light poles will be accepted.

5.2.2.9.1.3 Lighting fixtures and wiring systems offered must be designed and manufactured to protect from deterioration from environmental conditions such as weather and ultraviolet exposure. The reflector system must control and redirect the spill light, minimize glare and light trespass in order to meet local environmental restrictions.

5.2.2.9.1.4 Luminaires 5.2.2.9.1.4.1 Luminaires shall comply with current NEMA standard publication "Outdoor

Floodlighting Equipment" as applicable with appropriate mounting hardware. Luminaires shall be provided with electrical component housing and optical assembly as an integral unit.

5.2.2.9.1.4.2 Each integral floodlight shall be a complete assembly of lamp, ballast, reflector and housing to allow each floodlight to be removed and replaced as a single unit.

5.2.2.9.1.4.3 In order to insure adequate heat dissipation, each ballast shall be mounted within its own enclosure with a minimum surface area of 4.5 square feet. Multiple ballasts in a single enclosure are not acceptable.

5.2.2.9.1.4.4 The ballast housing shall be light-weight, corrosion-resistant, hydroformed aluminum or "die cast" ballast housing and shall be thermally as well as mechanically isolated from the lamp socket and its associated operational heat

buildup. 5.2.2.9.1.4.5 Socket housing shall be cast aluminum, thermally and mechanically removed

from direct contact with the ballast enclosure. The socket shall have a white glazed porcelain body. The leads shall be welded directly to the copper alloy, nickel-plated screw shell and center contact. Socket leads shall be #16 AWG 200 degrees C, 600 V. silicone. The optical assembly shall mount directly to the socket assembly by a 4 hole, key-hole slot pattern. A one piece closed cell, vulcanized silicone gasket shall be between the socket and optical housing providing weather tight integrity. Material containing asbestos will not be allowed. The socket housing shall provide the vertical aiming function of the optical assembly and be equipped with an anodized aluminum vertical degree aiming scale and repositioning stop. Vertical aiming shall be accomplished by loosening the aiming scale set screw (1) 5/8 - 11 UNC cadmium plate optical



adjustment locking nut and bolt assembly. 5.2.2.9.1.4.6 The reflectors shall be anodized spun aluminum with galvanized steel mounting

support ring.

5.2.2.9.1.4.7 Luminaire shall be UL Listed with a minimum reflector diameter of as specified. Lens shall be thermal shock and impact resistant, clear tempered glass sealed to reflector by high temperature silicone gaskets. Lens ring shall be stainless steel secured by a minimum four point latching and a stainless steel hinge.

5.2.2.9.1.4.8 Luminaires shall be UL listed for wet locations and 25 degrees C. ambient operation.

5.2.2.9.1.4.9 All external screws and fasteners shall be stainless steel unless otherwise specified.

5.2.2.9.1.4.10 All external surfaces and components not of stainless steel (unless otherwise specified above) shall be painted to match the pole and crossarm assembly. The finish shall be oven cured polyester enamel, electrostatically applied. Written documentation shall be provided verifying compliance with ASTM B117 parameters. However, the salt fog test shall be conducted for not less than 1000 hours.

5.2.2.9.1.4.11 Each fixture shall have a removable, clear, flat, impact and thermal resistant glass lens. The lens rim shall be stainless steel and shall be attached to the reflector with a stainless steel hinging mechanism and four fixed position stainless steel spring retention latches. The lens assembly shall incorporate a one piece non-leaching EPDM (Ethylene Propylene Diene Methylene) gasket that encompasses the glass lens on both internal and external surfaces, the full circumference of its edge as well as the formed reflector lip detail.

5.2.2.9.1.4.12 The lighting manufacturer shall provide computer aiming to assure lighting is aimed per photometric design.

5.2.2.9.1.4.13 Lamps shall be 1500 watt metal halide and shall meet ANSI specification. Lamps shall be as manufactured by General Electric, EYE or Sylvania.

5.2.2.9.1.4.14 The lamp shall be 1500 watt Metal Halide rated for 3000 hour life and shall meet ANSI designation BT56 and be manufactured to current industry standards. The lamps used must be commercially available through local electrical distribution.

5.2.2.9.1.4.15 Ballasts shall be integral mounted to optimize heat dissipation within its own enclosure with a minimum surface area of 4.5 square feet. Ballasts shall be a 100% copper wound peak-load auto-transformer as manufactured by Advance Transformer or Howard Transformer. Ballast losses shall not exceed 110 watts for 1500 watts. The ballast and capacitor shall be mounted horizontally opposed to one another to minimize the effect of ballast heat on the capacitor. Both the ballast and capacitor shall be heat sinked to ballast housing. All ballasts electrical data shall be confirmed by manufacturers published data.

5.2.2.9.1.5 The lighting control system must allow for the variety of situations that exist. For

example, a control and sensor system to turn lights on and off according to a preset schedule or by environmental light levels. If wireless options are available, they should be offered.

5.2.2.9.1.5.1 Remote Monitoring System shall monitor lighting performance and notify owner if individual luminaire outage is detected so that appropriate maintenance can be scheduled. The controller shall determine switch position (Manual or Auto) and

contactor status (open or closed). 5.2.2.9.1.5.2 Remote Lighting Control System shall allow the owner with a security code to

schedule on/off system operation via a website, phone, fax, or email for up to 10 years in advance. Manufacturer shall provide trained staff and shall be available



24/7 to provide support as needed by the owner. The owner needs the option to assign various security levels to schedulers by function and/or fields. This function must be flexible to allow a range of privileges, such as full scheduling capabilities for all fields and/or to only have permission to execute “early off”

commands by phone. Control unit shall accept and store 7-day schedules, be protected against memory loss during power outages, and shall reboot once power is regained and execute any commands that would have occurred during outage.

5.2.2.9.1.6 Manufacturers shall provide a web-based database of actual field usage and provide reports by facility and user group.

5.2.2.9.1.7 All outdoor structures shall be equipped with lightning protection meeting NFPA 780 standards.

5.2.2.9.1.8 Voltage drop to the disconnect switch located on the poles should not exceed three (3) percent of the rated voltage per IESNA RP-6-01.

5.2.2.9.1.9 The product lines offered must contain lighting systems that could be used to retrofit or replace existing systems, using as much of the existing physical infrastructure as possible.

5.2.2.9.1.10 The system control and monitoring cabinets offered must be designed, manufactured and available for both indoor and outdoor installation to meet individual facility requirements. The cabinets must be equipped with some kind of access control mechanism, constructed of aluminum and rated NEMA Type 4, and cabinet shall contain custom-configured contactor modules for 30, 60, and 100 amps, labeled to match field diagrams and electrical design and manual Off- On-Auto selector switches.

5.2.2.9.1.2 Performance. 5.2.2.9.1.2.1 Lighting System 5.2.2.9.1.2.1.1 The calculated horizontal average illuminance level for each primary playing area

shall be as follows: (Alternate systems require formal may be offered including photometric lighting designs. Acceptable alternates will be approved as part of the contract award process.

Field Size Pole Setback Pole Quantity (Mtg. Ht.) Light Level (Initial FC)

330'x195' 30' 4 (60’) 37.5 FC

330'x195' 30' 4 (60’) 62.5 FC

360'x225' 30' 4 (70’) 37.5 FC

360'x225' 30' 4 (70’) 62.5 FC

Field Size Base Path Pole Quantity (Mtg. Ht.) Light Level (Initial FC)

200’ Radius 60’ 4 (60’) 62.5 FC (infield)

37.5 FC (outfield)


62.5 FC (outfield)

310 x 350 x 310 90’ 6 (70’) 62.5 FC(infield)

37.5 FC (outfield)

310 x 350 x 310 90’ 6 (70’) 87.5 FC(infield)

62.5 FC (outfield)

325 x 380 x 325 90’ 8 (70’) 62.5 FC(infield)

37.5 FC (outfield)

325 x 380 x 325 90’ 8 (70’) 87.5 FC(infield)

62.5 FC (outfield)




360’ x 160’ 65’ 4 (70’) 37.5 FC

360’ x 160’ 65’ 4 (70’) 62.5 FC

360’ x 160’ 65’ 4 (80’) 87.5 FC

360’ x 160’ 110’ 4 (100’) 62.5 FC (infield)

37.5 FC (outfield)

# Courts Pole Setback Pole Quantity (Mtg. Ht.) Light Level (Initial FC)

4 15’ 4 (60’) 37.5 FC

4 15’ 4 (60’) 62.5 FC

5 15’ 4 (60’) 62.5 FC


330’ x 195’ 30’ 4 (60’) 37.5 FC

330’ x 195’ 30’ 4 (60’) 62.5 FC

360’ x 195’ 30’ 4 (70’) 37.5 FC

360’ x 195’ 30’ 4 (70’) 62.5 FC

Field Size Base Path Pole Quantity (Mtg. Ht.) Light Level (Initial FC)


37.5 FC (outfield)


62.5 FC (outfield)

310 x 350 x 310 90’ 6 (70’) 62.5 FC(infield)

37.5 FC (outfield)

310 x 350 x 310 90’ 6 (70’) 87.5 FC(infield)

62.5 FC (outfield)

325 x 380 x 325 90’ 8 (70’) 62.5 FC(infield)

37.5 FC (outfield)

325 x 380 x 325 90’ 8 (70’) 87.5 FC(infield)

62.5 FC (outfield)


360’ x 160’ 65’ 4 (70’) 37.5 FC

360’ x 160’ 65’ 4 (70’) 62.5 FC

360’ x 160’ 65’ 4 (80’) 87.5 FC

360’ x 160’ 110’ 4 (100’) 62.5 FC (infield)

137.5 FC (outfield)

# Courts Pole Setback Pole Quantity (Mtg. Ht.) Light Level (Initial FC)

4 15’ 4 (60’) 37.5 FC

4 15’ 4 (60’) 62.5 FC

5 15’ 4 (60’) 62.5 FC

5.2.2.9.1.2.1.1.2 The maximum-to-minimum uniformity ratio for all lighting on the primary playing/event area shall meet I.E.S. Recommendations for the type and level of sporting and/or recreational event/activity being conducted on the field/court.

5.2.2.9.1.2.1.1.3 The coefficient of variance for the primary event/activity area shall I.E.S. Recommendations for the activity/event being conducted on the field/court.\

5.2.2.9.1.2.1.1.4 The uniformity gradient of the primary activity/event area shall meet I.E.S. Recommendations for the activity/event being conducted on the field/court.



5.2.2.9.1.3 Light level must meet or exceed those standards established and published by

IESNA RP-6-01, which identifies minimum and maximum requirements for horizontal foot-candles maintained, light uniformity, grid size, and grid points for

the various types of playing areas and surfaces. 5.2.2.9.1.4 Playing surfaces shall be lit to an average constant or target light level and

uniformity. Lighting calculations shall be developed and field measurements taken on the grid spacing with the minimum number of grid points specified with the light meter held horizontally 36 inches above the field surface. Measured average illumination level shall be +/- 10% of predicted mean in accordance with IESNA RP-6-01, and measured at the first 100 hours of operation.

5.2.2.9.1.4.1 The pre- and post-project light tests shall be submitted on forms that show the readings laid out in a grid. The grid shall vary depending on the type of athletic/recreational field.

5.2.2.9.1.4.1.1 Football: 30’ X 30’ grid with a minimum of 60 readings. 5.2.2.9.1.4.1.2 Baseball with 90’ Base Paths: 30’ X 30’ grid with a minimum of 25 readings in

the Infield. The number of readings in the Outfield will vary with the dimensions of the Outfield. Standard IESNA guidelines shall apply when laying out the grid.

5.2.2.9.1.4.1.3 Baseball with 60’ Base Paths: 20’ X 20’ grid with a minimum of 25 readings in the Infield. The number of readings in the Outfield will vary with the dimensions of the Outfield. Standard IESNA guidelines shall apply when laying out the grid.

5.2.2.9.1.4.1.4 Softball with 60’ Base Paths: 20’ X 20’ grid with a minimum of 25 readings in the Infield. The number of readings in the Outfield will vary with the dimensions of the Outfield. Standard IESNA guidelines shall apply when laying out the grid.

5.2.2.9.1.4.1.5 Soccer: 30’ X 30’ grid. The number of readings will vary with the dimensions of the field. Standard IESNA guidelines shall apply when laying out the grid.

5.2.2.9.1.4.1.6 Multi-Use fields: Multi-purpose fields shall be reported based on a 30’ X 30’ grid.

5.2.2.9.1.4.2 The illumination trespass limitations on neighboring properties/areas from stadium/event area lighting shall be by local zoning codes of the facilities location. Maximum computed or measured footcandles at the neighboring property/area line shall not exceed the local ordinances/codes or the following, whichever is more stringent:

Footcandles

Horizontal Vertical Single family and two-family residential districts 0.5 1.0

Multiple family residential districts 0.5 1.0 Non-residential districts, streets 3.0 3.0 Light industrial districts 5.0 5.0

5.2.2.9.1.4.3 Shop drawings shall clearly identifying the lighting system layout and indicating the number of poles and their locations that are required to provide the necessary lighting. The drawing shell indicates the number, kind, wattage and position of each fixture to be utilized on an individual light pole.

5.2.2.9.1.4.4 Workmanship – The completed lighting system shall be plumb, both in line and transverse to the layout of the field. Details of installation not shown or specified shall be performed in keeping with good electrical practices and per manufacturer’s instructions and recommendations.

5.2.2.9.1.4.5 Excavation – Contractor must take care when trenching for conduit. Check plans and with appropriate local authorities for the location of utilities, sprinklers, etc., on site. Contractor to backfill trenches and remove excess debris.

5.2.2.9.1.4.6 Erection, installation and configuration of lighting system components shall be



done according to approved project plans and manufacturer’s installation instructions and federal, state and local codes.

5.2.2.9.1.4.7 Supply of voltage selected should be the highest available, 277/480 volt, three phase system for large applications or 120/208 volt, single phase for smaller

applications. Voltage drop to be limited to 3% or less from the source of the luminaire. All wiring to comply with the National Electrical Code, applicable state and local electric and building codes.

5.2.2.9.1.5 Warranty. 5.2.2.9.1.5.1 The Contractor shall submit its manufacturer’s warranty that guarantees the

usability of the lighting system for its intended use for a ten (10) year period commencing with the date of acceptance of the owner. The warranty coverage shall not be prorated nor limited to the amount of usage. The warranty submitted must have the following characteristics:

5.2.2.9.1.5.1.1 Must be a warranty from a single source covering workmanship, all self- manufactured/produced or procured materials.

5.2.2.9.1.5.1.2 Any warranty offered under this solicitation must be secured by an insurance/bonding company nationally recognized and licensed to do business in the individual AEPA state or have in place a funded financial reserve (fund) to assure fulfillment of the warranty for the full term. Note: depending on the size and/or the amount of individual projects, the facility owner may waive this requirement in writing.

5.2.2.9.1.5.1.3 Must comply with governing federal, state and/or local laws and provide full coverage for ten (10) years from the date of warranty activation.

5.2.2.9.1.5.1.4 Must warrant materials and workmanship. 5.2.2.9.1.5.1.5 Must warrant that the materials installed meet or exceed the product specifications

and industry standards and federal, state and local codes. Guarantee the availability of supplies, replacement materials and components for the athletic and recreational indoor and outdoor athletic lighting systems/solutions installed for

the full warranty period. 5.2.2.9.1.5.1.6 Structure warrantee must cover the repair or replace any structural component that

proves to be defective for a period of 30 years. Warranty must cover both parts and labor.

5.2.2.9.1.6 Maintenance. 5.2.2.9.1.6.1 The Contractor shall supply the owner with a complete set of written maintenance

and instruction manual for proper use and care of the athletic and recreational indoor and outdoor lighting products/systems/solutions provided shall be specific to the indoor and outdoor lighting products/system/solution installed with any specific operational and/or use restrictions/limitations.

5.2.2.9.1.6.2 As an option, the Contractor may provide services to the owner, at an additional cost, to perform regular and ongoing maintenance-related services.

5.2.2.9.1.7 System Performance Characteristics. 5.2.2.9.1.7.1 All fixtures, ballasts, poles, wires, bulbs, cross members are to meet or exceed

the following standards: UL, CSA, NEMA, NEC and local codes. 5.2.2.9.1.7.2 When provided lighting products/systems/solutions are to be tested, assessed

and/or evaluated as required by the manufacturer’s instructions, industry standards, contract documents, federal, state and/or local codes. The contractor shall schedule the inspections/test in advance and provide the owner’s representative in advance written information on who will be conducting the activity, how it will be conducted, clearly identifying the methods, procedures and protocols to be utilized, the applicable standards in which results will be analyzed,



based on and compared to and when the results will be available. 5.2.2.9.1.8 Project Close-Out System Performance Characteristics. 5.2.2.9.1.8.1 The Contractor and the Owner’s representative shall conduct a complete and

extensive site inspection of all work performed and if applicable perform appropriate tests and note the results of the products/system/solutions provided and installed.

5.2.2.9.1.8.2 The Contractor shall provide the owner’s personnel with the training necessary for them to develop a complete knowledge and understanding of the supplies, materials and equipment required to maintain and keep the installed lighting system/solutions in good working condition through its stated lifecycle.

5.2.2.9.1.8.3 Based on the owners individual project requirements, provide at least two (2) copies of the project record documents that may include, but is not limited to:

5.2.2.9.1.8.4 As-built drawings showing the actual locations of all electrical supply lines, control equipment, lighting pole (foundations, structure, dominations), lighting system mounting (structure, fixture, dominations and configuration) of the installed/provided system.

5.2.2.9.1.8.5 Any installed equipment manufacturer’s product specifications (materials, operating, and performance), instruction, maintenance and training manuals, bill of materials, warranties and other project related information and materials.

5.2.2.9.1.8.6 Any state, local and/or manufacturer’s inspection/testing reports or certificates certifying that all state, local and manufacturer’s specifications, standards, codes

and requirements have been met. 5.2.2.9.1.8.7 Warranty Documents may include but are not limited to. 5.2.2.9.1.8.7.1 Manufacturer’s warranty with all of the forms that were completed and submitted

in owner’s name and registered with the manufacturer. Within this documentation, the lighting system manufacturer must verify that its factory representative has inspected the installation of the completed project and that all work conforms to the manufacturer’s specifications and requirements.

5.2.2.9.1.8.7.2 The Prime Contractor shall provide a written warranty to the owner that covers defects in the prep-work, installation, and workmanship, and further warrants that the installation was done in accordance with both the manufacturer’s recommendations and any written directives of the manufacturer’s representative.

5.2.2.9.1.8.8 All project and close-out documents shall be provided to the owner on CD-R or DVD-R in one of the following formats (“AutoCad”, MS Word, Excel, PowerPoint, Access, Project, Adobe Acrobat, etc.).

5.2.2.9.1.9 Date of final inspection shall be scheduled in advance, with appropriate notice and agreed upon by all parties. The contractor shall provide the owner or its designee, with copies of the printed check-off list, proposed pay application, state and local inspector’s sign-off/reports acquired since the last meeting. Any discrepancies will be noted as a punch list item and corrected prior to the next meeting or within the time specify in the contract documents.

5.2.2.9.2 If required the, cost for temporary utility services (electrical, etc.) is part of/utilized during the construction process, such costs will be identified and agreed upon in writing by the owner and contractor. Utility services (electrical, water, etc.) utilized by the contractor to maintain a project office trailer, maintenance shop, storage facilities, security lighting, etc., will be the responsibility of the contractor and can only be transferred to the owner on written agreement specifically stating for what contractor’s utilities it will be responsible. Copies of such agreements shall be part of the project contract documents and provided prior to any purchase order being issued.

5.2.2.9.3 Products used in the construction will be stored in accordance with the manufacturer’s instruction, with seals and labels intact and legible. Any materials



stored outdoors will be protected from weather (including rain, sleet, hail, wind, sun and snow) by being covered with impervious sheets, but with ventilation to avoid condensation.

5.2.2.9.4 By accepting the Member’s notice/order to proceed and executing the construction process, the Contractor acknowledges that it has visited the site, is familiar with the current conditions under which the work is to be performed, and understands the scope of work as defined in the contract documents and the product specifications requested.

5.2.2.9.5 Final payment shall only be made after the close-out process and the contractor has address and completed all punch-list items and has accepted the project as being completed.

5.2.3 Substantiating Documentation 5.2.3.9 Required Written Responses: Please Note: AEPA reserves the right to deem a

bidder’s response non-responsive if bidder fails to address the following items by provides the necessary information and/or documentation requested below. The bidder must:

5.2.3.10 Respond to and provide all of the necessary documentation requested within Form F Contractor’s Qualifications.

5.2.3.11 Through written narrative, clearly identify the type, kind, level of indoor and outdoor lighting products/systems/solutions and services it is proposing to provide AEPA Members under this IFB. The response shall include:

5.2.3.11.1 The manufacturer’s name(s). 5.2.3.11.2 The various indoor/outdoor lighting products/systems/solutions offered from

each. For bundled lighting systems/solutions include the major component manufacturers/supplier’s names and contact information.

5.2.3.11.3 Information on the lighting products/systems/solutions being proposed 5.2.3.11.3.2 Samples of photometric design layouts for each scene level showing point by

point “initial” footcandle levels for each of the fields listed in item 5.2.2.9.3.2.1 above.

5.2.3.11.3.3 Letter on lighting product’s/system’s/solution’s manufacturer’s letterhead stating the energy consumption during its lifecycle and guaranteeing the energy consumption will not increase over time.

5.2.3.11.3.4 Letter on lighting products’/systems’/solutions’ manufacturer’s letterhead stating and guaranteeing its lighting products/systems/solutions designs meet ALL recommendations of The Illumination Engineering Society of North America RP6-01.

5.2.3.11.3.5 Provide and/or allow access by internet to complete technical specifications, data sheets and information on all proposed indoor/outdoor lighting technologies (products/ systems/solutions) being offered. Product data shall include, but is not limited to.

5.2.3.11.3.5.1 Photometric designs(including scene lighting); 5.2.3.11.3.5.2 System/solution controls ; 5.2.3.11.3.5.3 Luminaires ; 5.2.3.11.3.5.4 Lampes ; 5.2.3.11.3.5.5 Ballasts ; 5.2.3.11.3.5.6 Pole assembles ; and 5.2.3.11.3.5.7 Engineered fondation 5.2.3.11.3.6 On Form F2 note any product/system/solution exceptions, deviations and/or

discrepancies taken relating to industry standards, federal, state and/or local electrical codes.

5.2.3.11.4 Certified copies of independent (third-party) laboratory testing and analysis



reports stating the products/systems/solutions meets, exceeds and/or complies with the industry standards identified herein.

5.2.3.11.5 Provide or make available through internet access product/system/solution specification/data sheets and related product information.

5.2.3.12 Completed information on any subcontractor that will be utilized to provide, install and/or perform services proposed in response to this solicitation.

5.2.3.13 Samples of the lighting product/systems/solution manufacturer warranty to be provided to the owner covering defects in materials, workmanship, performance failure, and any other feature which is not deemed ordinary wear and tear of the lighting product/system/solution of the type provided for the stated lifecycle from the date of Substantial Completion. The method/protocols utilized by the lighting manufacturer to verify that their onsite representative has inspected the installation and that the work conforms to the manufacturer’s specifications and requirements for the warranty to be issued.

5.2.3.14 Provide documentation demonstrating the lighting product/system/solution manufacturer's/contractor’s warranties are supported by an insurance policy, performance bond or other security.

5.2.3.15 Provide a sample of the subcontractor’s warranty to be provided to the AEPA contractor covering defects in the work performed, installation workmanship, and further warrant that the installation was done in accordance with both the manufacturer’s recommendations and any written directives of the manufacturer’s designated representative.

5.2.3.16 Demonstrate its ability and capacity to provide and perform the required professional, construction and/or related services for the lighting products/systems/solutions offered herein by providing one (1) project with a total project cost of twenty-five to one hundred thousand dollars ($25,000 - $100,000); one (1) project with a total project cost of one hundred and one thousand to five hundred thousand dollars ($101,000 - $500,000); and one (1) project with a total project cost that exceed five hundred thousand dollars or more ($500,000 or more) in each of the twenty-three (23) AEPA Member states who are listed in section 3: Anticipated AEPA Member Agency as interest in participating by providing prior experience of completed jobs. The documentation shall include:

5.2.3.16.1 The general scope of work for each project and the type of lighting products/system/solution installed.

5.2.3.16.2 The manufacturer’s product used for each project listed. 5.2.3.16.3 The total cost of each project. 5.2.3.16.4 The institution’s name, address, phone number, contact person’s name and title

for each project. 5.2.3.16.5 Provide the time line (start and end date) for each project listed and provide a

brief narrative of the pre-sale and follow-up consulting services offered to ensure institution’s satisfaction.

5.2.3.16.6 Provide a brief narrative of the types of warrantee work that you had to go back and perform on the installed products/system/solution since the project was completed and signed off on. Please include the following:

5.2.3.16.6.2 Through your evaluation of the problem, what did you find as the cause of the problem?

5.2.3.16.6.3 What products and/or services did you have to provide to resolve the problem? 5.2.3.16.6.4 Was the customer satisfied with your solution and would they be willing to give

you a letter of reference if requested to? 5.2.3.16.6.5 Name of institutions, contact person and phone number. 5.2.3.16.7 Provide a narrative of your company’s policies, procedures and strategies to



ensure quality control, response to concerns before, during and after the project. Indicate what follow-up, review and oversight process your management team has in place to ensure owner satisfaction.

5.2.4 Cost Considerations 5.2.4.9 The bidder must provide a complete listing of and/or internet access to all

indoor/outdoor lighting products/systems/solutions and services that it is proposing to offer under this solicitation. All pricing must be determined by one of the pricing methods defined herein.

5.2.4.10 Price sheets and/or catalogs: For those lighting products/systems/solutions and services that are to be priced using a manufacturer’s/bidders published price list or product catalog. Provide and/or allow access to complete price list and/or catalogs that include product number, product description, unit of measure the product is available, the item’s price and what that price includes (delivery, installation, etc.).

5.2.4.10.1 The bidder will indicate within their response the amount of discount to be applied to each item to arrive at the individual AEPA state agency’s price. Within the terms of this IFB, different manufacturers/products can have different discounts as long as the discounts are clearly stated within the bidder’s response. If a price list or MSRP is not available, than the bidder must utilize one of the other established pricing methodologies.

5.2.4.10.2 AEPA understands the basic cost of the product/services listed on a published price list indicates the cost of obtaining, manufacturing, and preparing the product/services to ship to the project site. It is also understood that the cost incurred by the bidder to deliver, store, and install the product/service to an individual project site will differ depending on the AEPA state that the project site is located and the distance from the bidder’s the distribution point. Therefore, for each of the AEPA states list herein, provide your multiplier/factor to be applied the base AEPA price shown on the published price list to arrive at the individual AEPA state price.

5.2.4.10.3 Example: if the published price on the price list is $1,000 and the AEPA discount is twenty (20%). The AEPA price would be ($1,000 x .20 = $200 amount of AEPA discount and $1,000 - $200 = an AEPA price of $800). If the of the bidder bid a state multiplier/factor of 1.02%, the calculation would be ($800 x 1.02 = $816) to arrive at the AEPA state price $816.

5.2.4.11 The R.S. Means Company publishes a CD Rom and books covering the areas specified in the General Terms and Conditions of this IFB. The current CD/books will be the basis for all quotes and proposals.

5.2.4.12 For individual construction cost items within the R.S. Means cost-book (including labor, overhead and profit) will be charged to the member for construction items. Please note that costs relating to non-construction items/assemblies (General Condition items) such as season of the year; home office costs; insurance; project management and supervision; office and storage trailers; pickup trucks, mileage, per diem, transportation/delivery; safety equipment, weather conditions, etc., must be included as part of the contractor’s multiplier/factor to be applied to the R.S. Means cost proposal to achieve the AEPA Member’s cost for the project. A bid multiplier/factor of 92% indicates that the contractor will charge the R.S. Means total cost times .92 as the billable amount. A bid multiplier/factor of 102% indicates that the contractor will charge the R.S. Means Total Cost times 1.02 as the billable amount. Note the following:

5.2.4.12.1 When using the R.S. Means assembly cost items, the contractor must for each individual cost item/assembly indicate and document any of the R.S. Means special factors that are applicable, including factors affecting cost, quality of materials, productivity of labor force, size of project and location.



5.2.4.12.2 No R.S. Means (General Conditions Items) such as contract management/supervision, home office costs, travel, per diem, pickup trucks, office trailers, storage facilities etc, are to be included in a project’s cost proposal unless it has been requested and approved by the owner.

5.2.4.12.3 Any costs associated with permits, state gross receipts and tribal taxes, performance and payment bond costs and other applicable reimbursable cost approved in advance by the member will appear as separate line items on the contractor’s quote/proposal.

5.2.4.12.4 As noted above the most recent edition of the R.S. Means will be utilized and this will adjust for inflation, material cost and labor rates effective January 1 of each year.

5.2.4.12.5 The contractor’s R.S. Means bid factor/multiplier will be adjusted on the bidder’s contract anniversary date by applying the escalation/de-escalation as measured by the Construction Cost Index (CCI) published in the ENR (formerly known as Engineering News and Record).

5.2.4.12.6 If there are goods and services provided under this contract that are not covered by R.S. Means, then the cost of these items will be calculated by utilizing one of the other costing methodologies defined herein.

5.2.4.13 Alternative costing methodology: Any items not covered by R.S. Means and/or published price list/catalog. The price will be obtained by issuing, receiving and evaluating three (3) written quotes/bids based on individual AEPA state procurement codes which shall be submitted in advance and approved by the owner prior to being included into any final contract documents. AEPA Members and its Member Agencies/owners reserve the right to accept or reject any quote or proposal including such items and may obtain these items through other procurement means (other existing contracts). The AEPA price will be determined by utilizing two percentages.

5.2.4.13.1 Based on the most advantages and cost effective quote received by the contractor. The contractor will apply its normal and customary overhead and profit percentages to the total cost submitted by the subcontractor and add that amount to obtain the normal and customary retail price. (item cost multiplied by percent for overhead/profit equals amount of profit and overhead to be add to item cost equal retail price).

5.2.4.13.2 Taking the normal and customary retail price as established in item 1 above the contractor will apply the AEPA discount percentage and subtract this amount from the normal and customary retail price to obtain the AEPA price (item retail price multiplied by percent of AEPA discount equals amount of discount to be subtracted to obtain AEPA price).

5.2.4.14 Sole Source: If products or services are required as part of the performance under this contract that can only be obtained and/or manufactured from a single source and fall under the sole source provision that is found within most states procurement codes. The contractor must provide the owner with the necessary documentation to substantiate the purchasing method as sole source.

5.2.5 Bidder Qualification Evaluation Criteria for Lot 1. 5.2.5.9 Bidder who do not currently possess the necessary qualifications, trained and

experienced personnel, financial capacity, and meet the other requirements stated herein will be disqualified and their response considered non-responsive.

5.2.5.10 Bidder shall have been in business at least 10 consecutive years under the same name and shall have performed a minimum of sixty-three (63) athletic, recreational and public facility lighting projects. The bidder must specialized in commercial lighting systems at its primary business and be focused in providing the various indoor and outdoor lighting technologies covered by this solicitation.



5.2.5.11 The bidder’s past experienced and proven track record in providing, installing, servicing and supporting the lighting products/systems/solutions proposed in response to this solicitation nationwide (indicated AEPA states) as specified herein.

5.2.5.12 Bidder demonstrated its ability, capacity, available resources to meet the athletic, recreational and public facility lighting requirements state herein by communicating.

5.5.5.4.1 Bidder holds current and has maintained in good standings the necessary manufacturer’s, industry, federal, state and/or local certifications, licenses, registrations, insurance and/or bonding required to design, engineer, manufacturer, deliver, install, service and support the indoor/outdoor athletic, recreational and public facilities lighting products/systems/solutions offered in response to this solicitation to the indicated AEPA Member states.

5.5.5.4.2 The quality, level, background and experience of its in-house and/or contracted personnel/subcontractors (professional design, engineering, consulting, sales, project management, installers, inspectors and support personnel to meet the solicitation’s requirements.

5.5.5.4.3 Maintains and/or has access to an adequate inventory of indoor/outdoor lighting and electrical supplies, materials, equipment, structures, fixtures, etc., to manufacturer, provide, install, configure, service and support the products/ systems/solutions offered in response to this solicitation and complies with its requirements.

5.5.5.4.4 AEPA reserves the right to reject any bid if the evidence/documentation submitted by, or investigation of, such bidder fails to satisfy the AEPA that the bidder can properly qualify to carry out the obligation of any part of the products and services proposed in response to this solicitation.

5.5.5.4.5 The ability of any bidder to demonstrate its ability and capacity; obtain and/or hold the appropriate certifications, licenses and/or registrations required by any of the indicated AEPA Member states; possess the financial resources to obtain and proved individual project performance and payment bonds and provide the products and services offered as required; and has the necessary insurances in place to protect both itself, its subcontractors, and the individual project owners as required.

5.5.6 Cost evaluation will be based on a point system with points being awarded for being a low to high bidder for each cost evaluation item, that is, contractor, discount off R.S. Means, overhead and profit percentage markup, mileage charge, per diem rate, travel time, etc. If a bidder leaves out an item that is required, AEPA will allot zero (0) points to that item, and if awarded a contract, cannot be used in providing products or services. The low bidder will receive the full point value and all other bidders will receive points calculated as follows:

(Lowest Bid / Other Bid) x point value 5.5.6.4 Cost Evaluation Information (Form G): The following factors will be used to

evaluate and award this solicitation. Please note that these are only a few items selected to do the cost evaluation. They must provide all of the necessary pricing information required herein.

5.5.6.4.1 General Cost Items 5.2.2.1.1.1 Performance and Payment Bond Costs: This represents the cost the Contractor

incurs to provide a performance and payment bond to the owner for an individual project when it is required. The bidder is to indicate the percentage rate charged on the total cost of an individual project to obtain a bond, and the documentation to substantiate the rate, that is, two percent (2%).

5.2.2.1.1.2 Bonding Capacity: This represents the bidder’s maximum level of bonds that it can obtain at any one time. Bidder is to indicate its bonding capacity and provide



documentation from a security company to substantiate the amount indicated. 5.2.2.1.1.3 Bidder’s bid factor/multiplier off R.S. Means costing of products and services

relating to construction projects during Normal Hours (Monday through Friday 7:30 am to 4:30 pm) and not covered by other costing methods.

5.2.2.1.1.4 Bidder’s bid factor/multiplier off R.S. Means costing of products and services relating to construction projects Outside Normal Hours (Monday through Friday 4:30 pm to 7:30 am, Saturday and Sunday) and not covered by other costing methods.

5.2.2.1.1.5 Alternative Method of Costing: Percentage of overhead and profit. This method includes custom manufactured items, items not covered by other R.S. Means or sole source items. Bidder is to indicate the percent of overhead and/or markup to be applied to these costs to obtain the retail cost. Example: Item cost $1,000 multiplied by percent of profit/overhead 20% equals $200 for overhead and profit. Item cost is $1,000 plus overhead and profit of $200, equals a retail price of $1,200. Note this percentage has no relationship to the R. S. Means costing method indicated above.

5.2.2.1.1.6 Alternative Method of Costing: Percentage of AEPA Discount to obtain AEPA Price (item retail price multiplied by percent of AEPA discount equals amount of discount to be subtracted from retail price to obtain AEPA price). Example: Item retail cost $1,200 multiplied by percent of 10% AEPA discount equal discount of $120. Retail cost $1,200 less the AEPA discount of $120, equals the AEPA price of $1,080. Note this percentage has no relationship to the percentage of discount of manufacturer’s/suppliers price sheets or catalogs indicated below.

5.2.2.1.1.7 Discounts Provided on Price List and Catalogs: This represents the average discount provided by the bidder on stated prices. Note different product lines and/or category of products on published price sheets may be offered at different discount percentages. If different discount percentages are offered, AEPA will calculate an average percentage for evaluation purposes.

5.2.2.1.1.8 Provide for each of the AEPA states listed, your multiplier/factor to be applied to the AEPA price, calculated from the published price list to arrive at the individual AEPA state price.

5.2.2.1.1.9 Bidder’s Support for AEPA Pricing: This is the percent of difference between what the bidder’s price to AEPA and the price that the bidder would offer the same products directly to any public educational/governmental institution in another state. The bidder’s AEPA price is $100, the bidder’s direct price to public educational/governmental institutions is $103. The difference is 3% percent.

5.2.2.1.1.10 Utilizing the bids submitted for the above items, individual items will be selected for evaluation purposes. Bidders must indicate for each of the items what their cost would be to provide and install each of the items listed in each of the twenty- four AEPA states.

5.3 Lot 2 5.3.1 Provide a complete and extensive line of consulting, design, engineering,

inspection, maintenance, repair and renovation (construction) services; energy and cost effective indoor and/or outdoor lighting and electrical products (supplies, materials, fixtures, structures, equipment system components, etc.) related to the various manufactured indoor and outdoor athletic, recreational and pubic event facilities owned and operated by federal, state and local k-12 and higher educational institutions, governmental entities and non-for-profit organizations located in the various states service by the AEPA Members. Such facilities may include but are not limited to small gymnasiums to large arenas; small baseball fields to multi-baseball field complexes; small football fields to large track and



football facilities; single tennis court to large tennis facilities; small and large multi-purpose recreational fields; small and large swimming pools and water parks, small and large parks and playgrounds; small and large event and convention centers; ancillary buildings, structures and associate walkways and parking lots. Work may include but is not limited to the following:

5.3.1.1 Provide consulting, inspection, technical, professional design and engineering services to assess, evaluate and determine existing indoor and outdoor lighting systems’ physical/structural, environmental, and operational conditions/components. Review and discuss with the owner the lighting system’s current status; submit suggestions, recommendations and required products and services necessary to bring the lighting system into good working conditions. Ascertain owner’s expectations and develop the project’s scope of work, specifications, needs, requirements and timelines for the proposed project.

5.3.1.2 Services provided may include, but are not limited to. 5.3.1.2.1 Conducting a detailed and extensive inspection/investigation of existing lighting

components (electrical infrastructure and distribution system; pole foundation and structure, lighting fixtures and assemblies; lighting control system, etc.) physical environmental and operational conditions to identify conditions that need to be addressed in order to bring the lighting system back into good operating condition based on the manufacturer’s specifications, industry standards and applicable federal, state and local codes as identified and referenced in Section 3: Glossary of Terms above.

5.3.1.2.2 Consult with, advise and work in conjunction with the owner to review the findings, data and information obtained, collected, compiled, analyzed, summarized and reported during the lighting system’s review and inspection/evaluation process based on the existing lighting system manufacturer’s operating and performance specifications and guidelines (system’s construction, configuration operational attributes, and characteristics). Review facilities past, current and future uses (type, kind and level of the athletic, recreational and/or public activities/events) hosted at the facility and their lighting uses and requirement etc.

5.3.1.2.3 Jointly with the owner develop a proposed indoor/outdoor lighting project that will address the facilities’ identified lighting system’s deficiencies and allow the athletic, recreational and/or public facility to be operated, maintained and used efficiently, cost effectively, while meeting the owner’s expectations. The proposed project ensure energy efficiency while provide adequate lighting to support and facilitate the activities and/or events being conducted within the facility and must be adequate for existing site conditions and environment. The maintenance, repair and/or renovation project’s scope of work may include but is not limited to.

5.3.1.2.3.1 Inspecting, assessing, evaluating, analyzing, summarizing, reporting findings and making recommendations for the maintenance, repair, replacement and renovation of an existing indoor/outdoor facility’s lighting system.

5.3.1.2.3.2 Spot Relamping Services. 5.3.1.2.3.2.1 Clean glass lenses and inside of reflectors. 5.3.1.2.3.2.2 Replace burned out lamps with new lamps of appropriate type, wattage and arc

tube configuration. (Straight arc tubes vs. Phillips Z lamp arc tubes.) 5.3.1.2.3.2.3 Inspect cross arms, exposed wiring and mounting hardware for possible problems.

Make repairs, if possible, and notify Owner of potential future problems or maintenance needs.

5.3.1.2.3.3 Group Relamping Services. 5.3.1.2.3.3.1 Prior to group relamping, perform a light test and record existing lighting

performance levels on the playing/activity/event area.



5.3.1.2.3.3.2 Clean glass lenses on all fixtures. Replace missing lenses, if available. 5.3.1.2.3.3.3 Clean the inside of all reflectors. 5.3.1.2.3.3.4 Replace all lamps with new lamps of appropriate type, wattage and arc tube

configuration. (Straight arc tubes vs. Phillips Z lamp arc tubes.) 5.3.1.2.3.3.5 Inspect cross arms, exposed wiring and mounting hardware for possible problems.

Make repairs, if possible, and notify owner of potential future problems or maintenance needs.

5.3.1.2.3.3.6 Re-aim fixtures, as necessary, to ensure best possible uniformity of light across the field.

5.3.1.2.3.3.7 Perform a post relamping light test and record new lighting performance levels on the playing/activity/event area. Submit a report summarizing the project, including: pre- and post-relamping light levels, including completed light test

forms; Scope of Work completed; general observations regarding the system’s design and general condition; recommendations for the future.

5.3.1.2.3.4 Relamping and re-aiming light fixtures. 5.3.1.2.3.5 Upgrading, renovating, replacing and or rewiring the facility’s electrical

distribution system, lighting fixtures and control system. 5.3.1.2.3.6 Maintenance, renovate and/or replace the lighting system’s poles and foundations. 5.3.1.2.4 If required and requested by the owner provide all labor, materials, equipment,

drawings and professional design/engineering services as required by the project to properly design, develop, execute and complete the proposed indoor/outdoor lighting project’s scope of work in accordance the existing lighting system’s manufacturer’s specifications, guidelines, industry standards, federal, state and local codes.

5.3.1.2.5 Provide all, labor, supplies, materials and equipment required to perform and complete any warranty work required in accordance with this solicitation’s requirements, manufacturer’s instructions, specifications and industry standards on an as need basis.

5.3.1.2.6 If requested provide all labor, materials and equipment required to perform

ongoing maintenance and technical support services on the existing facility’ lighting system. Scope of work may include, but is not limited to.

5.3.1.2.3.1 The assessment and evaluation of lighting components to assess and evaluate the system’s physical and operational condition, status and performance to determine if it is meeting and performing at stated expectations and performance specifications and standards.

5.3.1.2.3.2 Perform preventative and repair services (Adjusting, reconfiguring, aiming, retrofits, repairing and replacing broken and non-functioning light system parts/components.

5.3.1.2.3.3 Provide technical support, training and assistance to owner’s in-house staff that will allow them to properly operate, maintain, repair and service the lighting system to keep it in good operating condition while meeting the facility’s ongoing needs and requirements and ensuring efficient and cost effective operation. (on- call services, maintenance and support agreements/ programs).

5.3.1.3 Provide all indoor/outdoor electrical and lighting supplies, materials, equipment, structures, fixtures, hardware, assemblies and accessories needed, required and request by the owner. To maintenance, repair, renovate and/or replace existing facility’s lighting infrastructure, distribution system, lighting fixtures and components with original/current system manufacturer’s products to comply with the manufacturer’s lighting system’s operating and performance specifications, instructions and guidelines; industry standards; federal, state and local codes and



requirements. 5.3.2 Based on the developed agreed upon detailed indoor/outdoor lighting project’s

detailed scope of work, specifications, requirements, required products and services prepare and submit a project cost proposal that includes the following.

5.3.2.2 Detailed scope of work identifying the lighting system’s manufacturer operating and performance specifications/information/literature, industry standards, state and local building and electrical codes that will be utilized and adhered to.

5.3.2.3 Electrical and lighting products and services to prepare for, manufacturer, obtain, deliver, store, install, configure and complete the project’s detailed scope of work agreed to by the contractor and owner. Due to the unavailability of certain lighting products; new technologies/upgrades offered by lighting system manufacturer; new electrical and lighting code requirements and/or project time requirements it may be necessary for the contractor to offer/propose alternatives/options for the owner to consider and approve. For each product and/or services offered provide associated line item, unit pricing utilizing one of the acceptable pricing methods stated herein (Project schedule of values).

5.3.2.4 Provide a listing of all subcontractors to be utilized with their contact information; the products and/or services they will be providing; total dollar amount of their contract; and their factory certification, license and registration information if applicable; project’s payment and/or performance bond if required.

5.3.2.5 Any item, service, assistance, site-prep, product storage, facility access and/or information, etc. that the owner will need to coordinate, perform and/or provide before, during and after the proposed lighting project.

5.3.2.6 Project’s timelines, mile-stones. 5.3.2.7 Manufacturer’s, contractors and/or subcontractor’s product and services

warrantees/guarantees the will be provided for the project. 5.3.2.8 If applicable project contract document between the owner and contractor to be

executed. 5.3.3 As an indefinite-quantity solicitation and because there are twenty-three AEPA

Members who are located throughout the US that have indicated their interest in potentially utilizing the resulting contract(s) based on this solicitation, and without knowing the type and kind of potential project’s and their locations, as well as other factors and conditions that are unknown. AEPA is providing the following details, instructions, specifications and information as a basic specification, foundation and guideline for bidders to become aware of and understand the nature and scope of this indefinite-quantity solicitation; the type, level and quality of indoor and outdoor lighting products, systems, solutions and services being solicited. The following is not all inclusive and therefore bidders are asked to provide an extensive and complete product line to meet the needs and requirements of lighting projects covered by this solicitation’s scope of work. In preparing for, developing, conducting and completing projects covered by Lot 2, the bidder and its lighting system manufacturer or manufacturer’s representative must meet the following criteria.

5.3.3.1 The contractor’s project manager shall in conjunction with the owner’s

representative conduct a pre-inspection prior to any pre-construction, construction or close-out meeting where the owner is expected to take action, accept and/or sign-off on work that is proposed, in-progress and has been completed. This is to ensure that all work meets or exceeds the projects specifications and requirements. Any discrepancies shall be corrected and/or communicated to the owner.

5.3.3.2 The contractor is familiar with and is a manufacturer/factory certified/approved to maintenance, repair, and services and provides supplies, materials, equipment,



fixtures, etc. as an installer/distributor/supplier of the owner’s facility existing lighting system.

5.3.3.3 The lighting system manufacturer/supplier shall be willing, able and capable of acknowledging, endorsing and certify in writing to the facility owner that the contractor is qualified and possesses the knowledge, background, experience to assess, evaluate, maintenance, repair, service and support the manufacturer’s/suppliers indoor/outdoor electrical and lighting products in which it the contractor is offering in response to this solicitation.

5.3.3.4 The bidder and the lighting system manufacturer/supplier shall guarantee the usability of the lighting system products and/or services being proposed, offered and provided is equal or better than the original lighting system parts/equipment/ components and meets or exceeds the system’s stipulated/stated operational and performance specifications and standard.

5.3.3.5 The contractor as part of the project’s contract documents/project close-out process shall issue along with its subcontractor(s) and the indoor/outdoor lighting system manufacturer(s)/supplier(s) a written warranty the clearly states and identifies the specific products and services covered; the terms, conditions, stipulations, requirements, restrictions, limitation and time limits; and the process and procedures of making a claim against the warrantee. The warrantee’ coverage shall not be limited to the amount of usage. Any/all warranty terms, conditions, stipulations and/or requirements must be provided, discussed and accepted, in writing, by the owner prior to the issuing and execution of the project’s contract documents and/or owner’s purchase order.

5.3.3.6 Upon request provide all labor, materials and equipment and/or laboratory services required to conduct and perform testing, assessment and/or evaluation of both existing indoor/outdoor electrical and lighting system components (infrastructure, distribution, structures, fixtures, etc.) in accordance with and required by the manufacturer’s instructions, industry standards, contract documents, federal, state and local codes. The contractor shall schedule the inspections/test in advance and provide the owner’s representative in advance written information on who will be conducting the activity, how it will be conducted, clearly identifying the methods, procedures and protocols to be utilized, the applicable standards in which results will be analyzed, based on and compared to and when the results will be available.

5.3.3.6.1 Pre- and post- project testing. 5.3.3.6.1.1 Project light tests shall be submitted on forms that show the readings laid out on a

grid. The grid shall vary depending on the type and level of athletic, recreational and/or activity/event area(s) involved. For the existing facility’s lighting system the contractor shall utilize the original lighting system’s specifications/test grids, analyze and compare test date/results with the stipulated, expected readings and performance specifications and industry standards.

5.3.3.6.1.2 All testing equipment shall be calibrated in accordance with industry standards and approved by the lighting system’s manufacturer for testing its lighting system.

5.3.3.6.2 Existing lighting system site conditions, infrastructure, distribution system and lighting component inspection and investigation.

5.3.3.6.2.1 When responding to an owner’s request to provide indoor/outdoor facility lighting system products and perform maintenance, repair and/or renovation services, the contractor must conduct a site visit and lighting system assessment to ascertain the type, kind and level of the existing lighting system that exist in order to develop and provide the facility’s owner with a project proposal to meet their needs. The contractor’s visit may include but is not limited to:

5.3.3.6.2.1.1 Inspection and Investigation of existing lighting system site conditions,



infrastructure, distribution and system components – The ultimate success of providing the necessary and/or required lighting system maintenance, repair and renovation products and services depends on the contractor ascertaining existing lighting system’s physical condition and operational performance based the

existing site and environment conditions; changes in the type and level of athletic, recreational and public activities and events hosted by the facility; changes in and new constructions of adjacent buildings, facilities and structures which may be impacting the existing lighting system’s operation and/or performance. It is, therefore, necessary for the contractor, in cooperation with the owner, to ensure that a complete and accurate lighting system site and system inspection/investigation is completed.

5.3.3.6.2.1.2 The scope and level of any project site and lighting system inspection/investigation must be flexible and dependent on the nature of the conditions that exist at a particular site; the current lighting system’s performance and the willingness, available financial resources and the time available to address and correct the discovered and identified lighting system’s structural, operational and performance deficiencies. During the development of the project, the contractor will advise and consult with the owner to determine the scope and level of site and lighting system inspection and that is required prior to project development with any associated costs to be incurred by the owner. Obviously, the more serious site conditions may require an adequate study, which would include, but not be limited to:

5.3.3.6.2.1.3 Adverse environmental site conditions. 5.3.3.6.2.1.4 Special usage of the facility for a variety of activities. 5.3.3.6.2.1.5 Adjoining facilities and their impact of the project site conditions and/or lighting

system performance. 5.3.3.6.2.1.6 Lighting system pole foundation and soil conditions or building structures and

support mechanism should be classified, in general, in accordance with the visual manual method of identification of soils, utilizing the Unified Soil Classification System (ASTM Methods D 2488 “Description of Soil Visual Manual Procedure”, and D 2487 “Classification of Soils for Engineering Purposes”). It is not intended, however, that a rigorous use of these methods be required, but only use of terminology that will describe the soil conditions in terms of soil types using the Unified Soil Classification symbols, such as CL, CH, etc.

5.3.3.6.2.2 Data obtained from this investigation should be prepared and submitted as part of the project record documents for later reference, if necessary, or for review by a qualified engineer if an evaluation is decided upon by the owner and/or the Contractor.

5.3.3.6.2.3 Once a site study has been completed, identify risks and concerns requiring the owner and the contractor to make a joint decision as to the level of site preparation required before the project is started. This is done so that an adequate site can be available for the maintenance, repair and/or renovation of the lighting

existing lighting system. In the event of any problems developing because of sub- grade conditions, the responsibility can be clearly allocated between the owner and the Contractor.

5.3.3.6.2.4 All information and communications relating to the site inspection and investigation shall become part of the project’s documentation.

5.3.3.6.3 Project Submittals may include, but are not limited to. 5.3.3.6.3.1 Project Description – Provide a description of all site preparation, materials and

supplies to be furnished, even if provided by others. 5.3.3.6.3.2 Detailed description of the lighting system components, their performance and



operational specifications to allow the architect, owner’s representative and/or AEPA Member to achieve an understanding of what is being proposed and how it will meet their project’s needs and requirements.

5.3.3.6.3.3 If required detailed and stamped construction drawing by a licensed design and/or

engineering professional licensed in the AEPA state where the project is to be performed.

5.3.3.6.3.4 Maintenance Instructions – Adjust existing maintenance instructions if applicable on how to inspect and maintain the existing lighting system’s components and/or upgraded components on an ongoing basis.

5.3.3.6.3.5 Written warranty to the project owner upon completion. 5.3.3.6.4 Cost Proposal shall include but is not limited to a detailed breakdown of all costs

associated with the inspection and investigation, design, manufacture, delivery, site preparation, maintenance, repair, renovation and warranty of the proposed lighting project based on the project’s detailed scope of work. If required the, cost for temporary utility services (electrical, etc) is part of/utilized during the maintenance, repair and renovation process, such costs will be identified and agreed upon in writing by the owner and contractor. Utility services (electrical, water, etc.) utilized by the contractor to maintain a project office trailer, maintenance shop, storage facilities, security lighting, etc., will be the responsibility of the contractor and can only be transferred to the owner on written agreement specifically stating for what contractor’s utilities it will be responsible. Copies of such agreements shall be part of the project contract documents and provided prior to any purchase order being issued.

5.3.3.7 Products used in the maintenance, repair and renovation of an existing lighting system shall be stored in accordance with the manufacturer’s instruction, with seals and labels intact and legible. Any materials stored outdoors will be protected from weather (including rain, sleet, hail, wind, sun and snow) by being covered with impervious sheets, but with ventilation to avoid condensation.

5.3.3.8 By accepting the Owner’s notice/order (executed contract document/purchase order) to proceed and executing the maintenance, repair and/or renovation process, the Contractor acknowledges that it has visited the site, is familiar with the current conditions under which the work is to be performed, and understands the scope of work as defined in the contract documents; the product specifications requested; and the manufacturer’s specifications, industry standards, state and local codes in which the project’s end result must comply with and adhere to.

5.3.4 Design Requirements. 5.3.4.1 Proposed indoor/outdoor lighting maintenance, repair and renovation products

(supplies, materials, wiring, fixtures, equipment, pole structures, lighting system components) shall be designed, engineered and manufactured by a nationally- recognized manufacturer(s) by the national/international lighting industry and professional associations/organizations for specializing in the designing and providing indoor and/or outdoor lighting system products for all levels and types of educational and public athletic, recreational and other public facilities.

5.3.4.1.1 Manufacturer must have a minimum of ten (10) years of experience in the manufacture of indoor and/or outdoor lighting systems which meet and/or exceed the standards and guidelines established and adopted by – IESNA, ASBA and other related professional and industry organizations activity involved with the governing and overseeing of sporting, recreational and public events and facilities covered by this solicitation.

5.3.4.1.2 The manufacturer and/or contractor must have on staff, or have under contract and available, an engineer(s) or architect(s) registered; licensed to assess, evaluate existing lighting systems; and design lighting systems to be placed within the various AEPA states. They must have a minimum of five (5) years of actual



indoor and/or outdoor lighting system/project design and engineering experience working with the existing lighting systems and proposed products being offered. They shall possess the background, knowledge and ability to review and certify that the proposed lighting products and services are appropriate and compatible with the project site, site conditions and existing lighting system components and if provided, installed and configured will meets or exceeds the design criteria of the project specifications, site conditions, industry standards, state and local building and electrical codes, exceed the minimum requirements of the system’s design performance standards set by the existing lighting system’s manufacturer in order for the end product to meet its projected lifecycle and functionality. AEPA understands and acknowledges that there are established codes and standards that require that these facilities have an architect’s or engineer’s seal/stamp on the plans, which is registered in the individual AEPA state and the contractor may not have an individual on staff that is licensed in all of the AEPA states, however through the bidders noted past experience in the various AEPA states will indicate its ability and capacity to acquire the required professional services when needed.

5.3.4.2 Lighting system design 5.3.4.2.1 The contractor shall conduct the necessary research and investigation to obtain the

existing owner’s facility’s original lighting system’s manufacturer’s specifications/information and develop a comprehensive knowledge and understanding of the lighting system’s original installation and stated performance specifications for the specific facility it was design for and installed.

5.3.4.2.2 Obtain form the owner the necessary testing reports indicating the initial illuminance level calculated using the lumen output of the lamps, after the 100 hour burn in period as per the manufacturer’s specification sheet, multiplied by the light loss factor (LLF) determined by the age for the system.

5.3.4.2.3 The current illuminance level shall be calculated using the appropriate ballast factor for the lamp/ballast combination in accordance with the manufacturer’s specifications. Light levels shall never drop below defined “maintained footcandle level” specified based on the age of the system.

5.3.4.2.4 The illuminance level shall be calculated using the LLD value of 1.00. 5.3.4.2.5 The maintained illuminance level shall be calculated using the published lumen

output of the lamp, at 70 percent of the rated lamp life as per the manufacturer’s specification sheet. The maintained illuminance level shall also be calculated using the combined light loss factor (LLF) and stipulated by the manufacturer’s product specifications.

5.3.4.2.6 The maintained illuminance level shall be calculated using the appropriate ballast factor for the lamp/ballast combination in accordance with the manufacturer’s specification sheet.

5.3.4.2.7 The maintained illuminance level shall be calculated using a LTF value as per the manufacturer’s specification sheet.

5.3.4.2.8 The maintained illuminance level shall be calculated using a LLD value of 0.9. 5.3.4.2.9 The maintained illuminance level shall be calculated using a LDD value of 0.95. 5.3.4.2.10 The existing system’s internal and/or external hardware glare and spill control

function shall be tested and verified against the original lighting system’s specifications. The glare and spill shall be minimized from the lamp and the reflector when standing in front of the lighting assembly beyond the property line and when standing 90 degrees perpendicular to the lighting assembly beyond the property line.

5.3.4.3 Structural Strength: The luminaire assembly shall be checked and verified to ensure the meet the original lighting system/project’s specifications and shall be capable of withstanding forces equal or greater than those stated for the location



of the owner’s facility location and/or state/local codes to wind speeds based on AASHTO structural design criteria.

5.3.4.4 System Description: The contractor shall conduct the necessary research to obtain the knowledge and understanding of the original lighting systems material’s specifications, requirements and design. Depending on the existing install lighting system and its components, the items/areas to be address may include, but are not limited to the following. (examples given)

5.3.4.5 Materials. 5.3.4.5.1 Outdoor facilities light pole structures; 5.3.4.5.1.1 Pole foundations (pole mounting hardware, surface/subsurface conditions. Anchor

bolts, etc.); 5.3.4.5.1.2 Poles (pole shaft, mounting brackets, fixtures, etc.) 5.3.4.5.1.3 Crossarms (structure, lighting fixtures, assemblies, reflectors, wiring etc.) 5.3.4.5.1.4 Luminaires (equipment, mounting hardware, electrical component housing and

optical assembly, lamp socket, ballast, lens, etc.) 5.3.4.5.1.5 The original lighting manufacturer’s computer aiming photometric design

schematic. 5.3.4.5.2 Original Lighting system’s control system type, configuration and operation

specifications. (electrical components, wire/wireless hardware, sensors, remote lighting control and monitoring hardware and software, etc.). If available access and review Manufacturer’s server/web-based database to ascertain lighting system usage.

5.3.4.6 Electrical and lighting system product lines offered (supplies, materials, equipment, structures, wiring, fixtures, assemblies, software, accessories, etc.) to maintenance, repair and/or renovate the owner’s existing facility’s lighting system must:

5.3.4.6.1 Be from the original lighting system’s component manufacturer and be constructed of materials equal to or better than the original component.

5.3.4.6.2 Contain the same or enhanced physical, structural, operational, performance attributes and characteristics of the original lighting components.

5.3.4.6.3 Allow the existing owner’s facility to function and be utilized by the existing athletic, recreational and/or public activities/events and any additional activities/events anticipated during the lifecycle of the existing lighting system.

5.3.4.6.4 AEPA and its owners understand the product manufacturers come and go, product lines (lighting systems) are discontinued and/or due to the existing system components over time being maintained, repaired or renovated by different providers. The contractor may need to acquire lighting system parts/components form alternative sources other than the parts/ components original manufacturer. If so, such parts/components shall be of same material, structure, physical, functional and operational attributes and characteristics and be compatible and suitable for the existing lighting system which will allow it to perform as designed and intended.

5.3.4.7 Performance: 5.3.4.7.1 The contractor shall obtain, review and develop knowledge and understanding of

existing lighting system’s performance specifications and requirements when it was designed and installed based on the type, kind and level of athletic, recreational and public activity/event areas established within the facility at the time. From the owner ascertain if the type, kinds and levels of activities/events are the same and if there are any future planed changes. The contractor will perform the necessary research, inspections/investigations/testing to ascertain the existing system’s current performance conditions and operational status. Based on its finding shall insure that the products and services offered and provided brings



the existing lighting system into good performance and operational conditions by addressing the following.

5.3.4.7.2 Illuminance level for each primary activity/event area; 5.3.4.7.3 The maximum-to-minimum uniformity ratio for all lighting on the primary

activity/event areas; 5.3.4.7.4 The coefficient of variance for the primary event/activity areas; 5.3.4.7.5 The uniformity gradient of the primary activity/event area; 5.3.4.7.6 Light level must meet or exceed those standards established and published by

IESNA RP-6-01, which identifies minimum and maximum requirements for horizontal foot-candles maintained, light uniformity, grid size, and grid points for the various types of activities/event areas and surfaces.

5.3.4.7.7 The pre- and post-project light tests shall be submitted on forms that show the readings laid out in a grid. The grid shall vary depending on the type and level of athletic, recreational and/or public activities/events held at the facility.

5.3.4.7.8 The illumination trespass on neighboring properties/areas from stadium/event area lighting shall be in accordance and comply with local zoning codes of the facilities location.

5.3.4.7.9 If available existing drawing shall be verified and updated and if not available new shop drawings shall be created clearly identifying the lighting system layout and indicating the number of poles and their locations. Indicate the number, kind, wattage and position of each fixture located on each individual light pole.

5.3.4.8 Workmanship – All work/services performed shall be of the highest quality and meet or exceed industry and professional standards and practices established by the various electrical and lighting trade associations/organizations, while comply with all federal, state and local trade/licensing codes and regulations and product manufacturer’s instructions. Work/services areas that need to be addressed may include but are not limited to.

5.3.4.8.1 Consulting, testing, architectural and engineering; 5.3.4.8.2 Excavation/trenching; 5.3.4.8.3 Erection; and 5.3.4.8.4 Electrical supply and wiring. 5.3.4.9 Warranty. 5.3.4.9.1 The manufacturer’s warranty shall guarantees the usability of the lighting system

for its intended use for a stipulated period commencing on the date of acceptance of the owner. The warranty coverage shall not be prorated nor limited to the amount of usage. The warranty submitted must have the following characteristics:

5.3.4.9.1.1 Must be a warranty from a single source covering workmanship, all self- manufactured/produced or procured materials.

5.3.4.9.1.2 Depending on the size, complexity and/or the amount (total cost of products and services provided), the owner may require that the warranty offered for the individual project be secured by an insurance/bonding company nationally recognized and licensed to do business in the individual AEPA state or have in place a funded financial reserve (fund) to assure fulfillment of the warranty for the its full term.

5.3.4.9.1.3 Must comply with governing federal, state and/or local laws and provide full coverage for the stipulated period from the date of warranty activation.

5.3.4.9.1.4 Must warrant the electrical and lighting supplies, materials, equipment, structures, fixtures, assemblies, components etc. and workmanship.

5.3.4.9.1.5 Must warrant that the electrical and lighting products provided and installed meet or exceed the existing lighting system’s manufacturer product specifications, industry standards and federal, state and local codes. If applicable guarantees the



availability of replacement materials, parts and components for the full warranty period.

5.3.4.9.2 Structure warrantee: for any existing lighting system structure component additions, modifications, deletions and/or repair. The warranty must.

5.3.4.9.2.1 Must cover the repair or replace of any structural component that proves not to

meet or exceed the existing lighting system’s manufacturer’s specifications; 5.3.4.9.2.2 Repair and/or replace an part/component that is defective or is not performing up

to stipulated expectations for the stated warrantee period; and 5.3.4.9.2.3 Must clearly state and identify all warrantee terms, conditions, stipulations,

limitations, restriction, obligations and requirements placed on the for the facility owner for the warrantee to remain in place.

5.3.4.10 Maintenance. 5.3.4.10.1 If due to the contractor’s work on the existing facility’s lighting system the way or

manner in which the system is to be maintain needs to be modified and/or is different from the original maintenance plan/instructions provided to the owner. The contractor shall supply the owner with such a complete set of written maintenance and instruction changes for proper use and care of the athletic, recreational and/or public facility’s indoor/outdoor lighting systems and/or products provided/installed with any specific operational and/or use restrictions/limitations.

5.3.4.10.2 As an option, the Contractor may provide services to the owner, at an additional cost, to perform regular and ongoing maintenance-related products and services.

5.3.4.11 System Performance Characteristics. 5.3.4.11.1 All products (fixtures, ballasts, poles, wires, bulbs, cross members, etc.) are to

meet or exceed the original manufacturer’s system performance specifications and the current standards/requirements stipulated by the following UL, CSA, NEMA, NEC and local codes.

5.3.4.11.2 If applicable, required and the products/services provided impacts, changes and/or effects the existing lighting performance, the lighting system is to be tested. When assessing and evaluating the system after completing the project, the existing lighting system manufacturer’s instructions for testing, performance specifications, industry standards, federal, state and/or local codes are to be utilized. The contractor shall schedule the inspections/test in advance and provide the owner’s representative in advance written information on who will be conducting the activity, how it will be conducted, clearly identifying the methods, procedures and protocols to be utilized, the applicable standards in which results will be analyzed, based on and compared to and when the results will be available.

5.3.4.12 Project Close-Out System Performance Characteristics. 5.3.4.12.1 The Contractor and the Owner’s representative shall conduct a complete and

extensive site inspection of all work performed and if applicable perform appropriate tests and note the results of the impact, and effect on the existing facility’s lighting system’s operation and/or performance due to the products and services provided.

5.3.4.12.2 If applicable and/or requested by owner, the Contractor shall provide the owner’s personnel with the training necessary for them to develop a complete knowledge and understanding of the supplies, materials and equipment required to maintain and keep the existing lighting system in good working condition through its stated lifecycle.

5.3.4.12.3 If applicable and based on the owners individual project requirements, provide at least two (2) copies of the project record documents that may include, but is not limited to:

5.3.4.12.4 As-built drawings showing the actual locations of all electrical supply lines,



control equipment, lighting pole (foundations, structure, dominations), lighting system mounting (structure, fixture, dominations and configuration) of the installed/provided system.

5.3.4.12.5 Any installed equipment manufacturer’s product specifications (materials, operating, and performance), instruction, maintenance and training manuals, bill of materials, warranties and other project related information and materials.

5.3.4.12.6 Any state, local and/or manufacturer’s inspection/testing reports or certificates certifying that all state, local and manufacturer’s specifications, standards, codes and requirements have been met.

5.3.4.12.7 Warranty Documents may include but are not limited to. 5.3.4.12.7.1 Manufacturer’s warranty with all of the forms completed and submitted in

owner’s name and registered with the manufacturer. If applicable within this documentation, the lighting system manufacturer must verify that its factory representative has inspected the installation of the completed project and that all work conforms to the manufacturer’s specifications and requirements.

5.3.4.12.7.2 The Prime Contractor shall provide a written warranty to the owner that covers defects in the prep-work, installation, and workmanship, and further warrants that the installation was done in accordance with both the manufacturer’s recommendations and any written directives of the manufacturer’s representative.

5.3.4.12.7.3 All project and close-out documents shall be provided to the owner on CD-R or DVD-R in one of the following formats (“AutoCad”, MS Word, Excel, PowerPoint, Access, Project, Adobe Acrobat, etc.).

5.3.4.12.8 Date of final inspection shall be scheduled in advance, with appropriate notice and agreed upon by all parties. The contractor shall provide the owner or its designee, with copies of the printed check-off list, proposed pay application, state and local inspector’s sign-off/reports acquired since the last meeting. Any discrepancies will be noted as a punch list item and corrected prior to the next meeting or within the time specify in the contract documents.

5.3.5 If required the, cost for temporary utility services (electrical, etc.) is part of/utilized during the construction process, such costs will be identified and agreed upon in writing by the owner and contractor. Utility services (electrical, water, etc.) utilized by the contractor to maintain a project office trailer, maintenance shop, storage facilities, security lighting, etc., will be the responsibility of the contractor and can only be transferred to the owner on written agreement specifically stating for what contractor’s utilities it will be responsible. Copies of such agreements shall be part of the project contract documents and provided prior to any purchase order being issued.

5.3.6 Products used in the construction will be stored in accordance with the manufacturer’s instruction, with seals and labels intact and legible. Any materials stored outdoors will be protected from weather (including rain, sleet, hail, wind, sun and snow) by being covered with impervious sheets, but with ventilation to avoid condensation.

5.3.7 By accepting the Member’s notice/order to proceed and executing the construction process, the Contractor acknowledges that it has visited the site, is familiar with the current conditions under which the work is to be performed, and understands the scope of work as defined in the contract documents and the product specifications requested.

5.3.8 Final payment shall only be made after the close-out process and the contractor has address and completed all punch-list items and has accepted the project as being completed.

5.3.9 Pricing methods and procedures 5.3.9.1 AEPA has established three (3) pricing methodologies that may be utilized,

depending on the individual project’s scope of work, to establish the project’s



total cost to be paid by the Member/Participating Entity. It is understood that the contractor will be required to perform whatever investigation is necessary and to request whatever information (scope of work, drawings, specifications, outcomes, etc.) necessary to develop a comprehensive and clear understanding of the types, kinds, and levels of construction products and services required to complete the proposed lighting system maintenance, repair and renovation project. Therefore, the contractor shall carefully examine and work through the following pricing methodologies with their terms, conditions, stipulations, calculations and requirements prior to preparing their cost proposal in response to Lot 2 of this solicitation.

5.3.9.1.1 R.S. Means Pricing Methodology: As indicated herein, the R.S. Means Company publishes a CD Rom and hard copy books with a number of individual sections that covers construction products and services that relate to the various types, kinds and levels of construction products and services required by an individual project’s scope of work, terms, conditions, specifications and requirements that may be requested under this Lot.

5.3.9.1.1.1 The Offeror responding to this Lot will acquire the current version of the R.S. Means CD/Software or copies of the bound books that are required in order to prepare a cost proposal covered by this Lot.

5.3.9.1.1.2 The R.S. Means pricing method is one of the methods used for pricing projects covered by this Lot, unless it does not clearly and accurately reflect the line-item costs of the project. In those cases, the project may require the use other pricing methods or multiple pricing methodologies as defined herein.

5.3.9.1.1.3 When utilizing the R.S. Means pricing methodology, there are options/configurations that can be established that will govern how individual construction cost items within the R.S. Means software/cost books can effect and modify the individual item’s costs as a global setting and will determine the actual item’s cost that appears on the project’s price quote/cost proposal. Any/all such options/settings/configurations must be disclosed and noted within the Offeror’s cost submittal response.

5.3.9.1.1.4 Within the individual item’s cost shown in the R.S. Means’ cost-listing, it indicates the materials, equipment, labor, overhead and profit that will be charged the Owner for the construction item.

5.3.9.1.1.5 Costs relating to non-construction items/assemblies (General Condition items) such as contract management/supervision, proposal preparation, paperwork preparation; season of the year; home office costs; insurance; project management and supervision; office and storage trailers; pickup trucks, mileage, per diem, transportation/delivery; safety equipment; weather conditions; etc., must be included as part of the contractor’s factor/multiplier to be applied to the R.S. Means cost proposal total to achieve the subtotal for the R.S. Means portion of the project’s costs. These general condition items will not be included as part of the Contractor’s R.S. Means construction cost proposal.

5.3.9.1.1.6 AEPA understands that there may be project(s) performed under this Lot that, due to unusual, extraordinary and/or special circumstances, conditions, situations and/or project needs, may require these general condition items be utilized. If so, a separate R.S. Means cost proposal listing these items must be submitted with justification and other backup documentation to the project owner for its review and approval prior to their being included as part of a total project’s cost proposal.

5.3.9.1.1.7 The owner reserves the right to approve or disapprove such request and, if the vendor feels the owner’s decision is in error, the contractor may request third- party review. The findings of the third party’s review will determine whether the Contractor or owner pays for the review. Items that may fall within this area may include, but are not limited to:



5.3.9.1.1.7.1 Architectural and engineering services, if required. 5.3.9.1.1.7.2 Pre-construction site investigation to ascertain and discover conditions that may

effect, impact and/or change the project’s detailed scope of work. It is understood that unforeseen conditions and/or circumstances may arise and/or be encountered during the construction process that may need to be addressed in a change order.

5.3.9.1.1.7.3 Special requests made by the Owner that are outside the normal and customary process.

5.3.9.1.1.8 R.S. Means cost quotes/proposal will be governed by the following: 5.3.9.1.1.8.1 All cost items/assembly required by a project to clearly provide and accurately

represent and describe the construction products and/or services required to complete the project’s detailed scope of work provided must be listed.

5.3.9.1.1.8.2 The contractor must, for each individual cost item/assembly shown on their cost proposal, indicate and document any of the R.S. Means special factors that are applicable, including factors affecting cost, quality of materials, productivity of labor force, size of project, physical location/height of where the item is being stored/utilized, constructed/installed, etc.

5.3.9.1.1.8.3 Since the most recent edition of R.S. Means is utilized and a new edition comes out January 1st of each year, adjustments and updates to reflect current material costs, equipment costs, labor rates, market conditions, etc., are included in the new edition and will limit the need for item prices to be adjusted. It should be noted that within an individual trade/industry and due to economic/market conditions, material shortage, etc., out of the control of AEPA or the Contractor, an adjustment may be required. If a price anomaly/increase should occur during the year that is felt across the trade/industry, the Contractor may request AEPA’ approval for an adjustment.

5.3.9.1.1.8.4 The quantity of the item (unit measure) indicated must accurately represent the amount to be utilized. If the Contractor feels that it is necessary to either increase or decrease the quantity to arrive at an extended price, the item selected does not clearly identify and/or represent construction products/tasks/processes needed by the project. If this situation should arise, the Contractor must utilize one of the other pricing methodologies allowed under this solicitation.

5.3.9.1.1.8.5 A subtotal of all of the items selected will be presented, and the Contractor’s

factor/multiplier awarded for the AEPA Member state will be applied to arrive at the R.S. Means project cost.

5.3.9.1.1.9 Contractor’s R.S. Means factor/multiplier. 5.3.9.1.1.9.1 As part of the Offeror’s response to this Lot, it will propose a factor/multiplier

that will be applied to the R.S. Means’ construction cost proposal to reflect the additional contractor’s costs to prepare for, mobilize, take possession of, secure and take control of the project site, and manage, supervise and complete all activities required by the project and the individual AEPA Member’s administrative fee (Percentage) identified within this solicitation.

5.3.9.1.1.9.2 The bidder’s Factor/Multiplier must include all non-construction (General Conditions) items such as contract management/supervision, proposal preparation, paperwork preparation; season of the year; home office costs; insurances; project management, supervision, construction management; office and storage trailers; pickup trucks, tools and tool boxes, mileage, per diem, transportation/delivery; safety equipment; weather conditions; etc., and the AEPA Member’s administrative fee.

5.3.9.1.1.9.3 Since all mobilizations, transportation and travel costs for both its and its subcontractor’s employees/staff are to be included in the bidder’s factor/multiplier and because the bidder is proposing to service multiple AEPA States, than the state in which bidder is located and intends to utilize subcontractor’s that may not be located within the AEPA state and/or local communities where the project is



located, the bidder must take into consideration all of these variables and appropriately allow for them in its factor/multiplier for each AEPA state it will be servicing.

5.3.9.1.1.10 The bidder will propose a factor/multiplier for each of the AEPA states covered by this solicitation. This factor/multiplier will be expressed as a whole number plus three (3) decimals places. For example, if the bidder proposes (0.925) and the project’s construction quote/cost proposal subtotal is Ten Thousand Dollars ($10,000), then the calculation would be $10,000 multiplied by 0.925 equals $9,250, total construction cost. If the bidder proposes (1.125) and the project’s construction quote/cost proposal subtotal is Ten Thousand Dollars ($10,000), then the calculation would be $10,000 multiplied by 1.125 equals $11,250, total construction cost.

5.3.9.1.1.11 The bidder will propose the following multipliers/factors for each AEPA Member covered by this solicitation.

5.3.9.1.1.11.1 Normal Working Hours (Defined as 7:00 a.m. to 5:00 p.m. Monday-Friday)

(project located on tribal lands or in remote locations). 5.3.9.1.1.11.2 One for work in normal hours when the total project cost (job order) is in excess

of the individual AEPA state’s, requiring state wage rates. 5.3.9.1.1.11.3 One for work in normal hours when the total project cost (job order) is less than

the individual AEPA state’s wage rates and does not require state wage rates. 5.3.9.1.1.11.4 Other Than Normal Working Hours (Defined as all hours not defined as normal

hours above), (project located on tribal lands or in remote locations). 5.3.9.1.1.11.5 One for work in other than normal working hours when the total project cost

(job order) is in excess of the individual AEPA state’s , requiring state wage rates. 5.3.9.1.1.11.6 One for work in other than normal working hours when the total project cost

(job order) is less than the individual AEPA state’s wage rates and does not require state wage rates.

5.3.9.1.1.11.7 One for work performed during normal hours when the total project cost (job order) is in excess of $2,000, requiring federal wage rates.

5.3.9.1.1.11.8 One for work performed during normal hours when the total project cost (job

order) is less than $2,000 and does not require federal wage rates. 5.3.9.1.1.11.9 One for work performed outside of normal hours when the total project cost (job

order) is in excess of $2,000, requiring federal wage rates. 5.3.9.1.1.11.10 One for work performed outside of normal hours when the total project cost (job

order) is less than $2,000 and does not require federal wage rates. 5.3.9.1.1.12 The Offeror’s awarded factor/multiplier will be adjusted on the bidder’s AEPA

contract anniversary date by applying the escalation/de-escalation as measured by the Construction Cost Index (CCI) published in the ENR (formerly known as Engineering News and Record).

5.3.9.1.1.13 Cost of permits, performance and payment bond costs, tribal taxes and individual AEPA state’s Gross Receipt Taxes are shown as separate line items on the cost proposal.

5.3.9.1.2 Published/Retail Price Lists: For products and services not covered by R.S. Means, the bidder may prepare and submit suppliers’, distributors’, and/or manufacturers’ published/retail price lists as another pricing methodology. The line-item cost of these items will be determined and calculated by taking the published/retail price list and applying an AEPA discount to obtain the price paid by the AEPA Member and/or its Member agency.

5.3.9.1.2.1 The published price list may include, but is not limited to: 5.3.9.1.2.1.1 Product and material costs; 5.3.9.1.2.1.2 Equipment costs; 5.3.9.1.2.1.3 Labor, tradesmen and operator costs;



5.3.9.1.2.1.4 Testing and analysis costs; and 5.3.9.1.2.1.5 Transportation and freight costs when only products and materials are provided. 5.3.9.1.3 Alternative Pricing Methodology: If there are R.S. Means cost items/assemblies

and/or published/retail price lists that cannot accurately identify or describe the individual construction products and/or services required by the project’s detailed scope of work, the cost of these items/assemblies will be calculated by utilizing the alternative pricing methodology. Bidders should take note and understand that the various AEPA Member States Procurement Codes that govern alternative pricing methods clearly identify and stipulate the process, requirements, limitations and restrictions. The following is a general overview of the process and individual state’s procurement codes will apply and be adhered to.

5.3.9.1.3.1 The costs of these items/assemblies (construction products and services) will be obtained by the Contractor requesting, receiving and evaluating three (3) written quotes/bids specifying the terms, conditions, specifications and requirements from the available qualified and experienced suppliers, distributors, and service providers/subcontractors. The contractor will rank and submit to the project’s Owner the quotes received from the providers that best meet the item/assembly specifications and requirements and are most cost effective. The quotes must be submitted and approved by the Owner prior to being made part of any project’s cost proposal.

5.3.9.1.3.2 Once the quote/bid to be utilized in the project’s quote/cost proposal is approved, the contractor will take the total on the quote and apply the percentage awarded to establish the normal and customary standard/retail price. For example, the total cost of the quote/cost proposal is Ten Thousand Dollars ($10,000) and the Contractor’s awarded percentage is eighteen percent (18%), the standard/retail price would be determined by taking $10,000 multiplied by 1.18 equals $11,800. In developing this percentage, the Offeror must take into account any non- construction general conditions and include them as part of its percentage.

5.3.9.1.3.3 The AEPA price would be calculated by taking the alternative standard/retail price of $11,800 and multiplying it by the Contractor’s discount percentage awarded as the AEPA discount off the alternative standard/retail price of five percent (5%). $11,800 (the standard/retail pricing) multiplied by .05 equals $590 (AEPA discount), and by taking $11,800 (the standard/retail pricing) and subtracting $590 (the AEPA discount), $11,210 would be the final cost and be made a part of the project’s quote/cost proposal.

5.3.9.1.3.4 The bidder, as part of its cost submittal, will propose a percentage that includes the bidder’s overhead, markup and profit.

5.3.9.1.3.5 The bidder, as part of its cost submittal, will propose a percentage that reflects the

amount of discount offered to AEPA Member and its Members Agencies to establish the AEPA price.

5.3.9.2 The Contractor must provide the project owner with all of the quotes and documents associated with its final project quote/cost proposal for any of the pricing methodologies defined herein are utilized to prepare a project’s cost proposal so that all aspects of the contractor’s cost proposal (cost development, considerations and associated documentation is available to AEPA Members, its Member Agencies, internal/external auditors and for public review to verify and audit.

5.3.9.3 AEPA understands that are various natural resources copper and petroleum-based products and concrete costs occasionally are influenced by international, national and/or local conditions or governmental actions through the contract term. If material costs covered by this Lot should substantially increase or decrease beyond the prices established at the time of solicitation due date due to conditions beyond the control of the contractor, a temporary price increase/decrease may be



approved by AEPA, upon written request, prior to the development and submittal of a cost quote/proposal to an AEPA Member and/or its Member Agency for their consideration and approval on an individual project. Upon receipt of such a request, AEPA will verify and issue a written determination accepting or rejecting the contractor’s request.

5.3.10 Substantiating Documentation 5.3.10.1 Required Written Responses: Please Note: AEPA reserves the right to deem a

bidder’s response non-responsive if bidder fails to address the following items by provides the necessary information and/or documentation requested below. The bidder must:

5.3.10.2 Respond to and provide all of the necessary documentation requested within Form F Contractor’s Qualifications.

5.3.10.3 Through written narrative, clearly identify the type, kind, level of indoor and outdoor lighting products/systems/solutions and services it is proposing to provide AEPA Members under this IFB. The response shall include:

5.3.10.3.1 The manufacturer’s name(s). 5.3.10.3.2 The various indoor/outdoor lighting products/systems/solutions offered from


5.3.10.3.3 Information on the lighting products/systems/solutions being proposed 5.3.10.3.4 Samples of photometric design layouts for each scene level showing point by

point “initial” footcandle levels for each of the fields listed in item 5.2.2.9.3.2.1 above.

5.3.10.3.5 Letter on lighting product’s/system’s/solution’s manufacturer’s letterhead stating the energy consumption during its lifecycle and guaranteeing the energy consumption will not increase over time.

5.3.10.3.6 Letter on lighting products’/systems’/solutions’ manufacturer’s letterhead stating and guaranteeing its lighting products/systems/solutions designs meet ALL recommendations of The Illumination Engineering Society of North America RP6-01.

5.3.10.3.7 Provide and/or allow access by internet to complete technical specifications, data sheets and information on all proposed indoor/outdoor lighting technologies (products/ systems/solutions) being offered. Product data shall include, but is not limited to.

5.3.10.3.7.1 Photometric designs(including scene lighting); 5.3.10.3.7.2 System/solution control ; 5.3.10.3.7.3 Luminaires ; 5.3.10.3.7.4 Lampes ; 5.3.10.3.7.5 Ballasts ; 5.3.10.3.7.6 Pole assembles ; and 5.3.10.3.7.7 Engineered foundation 5.3.10.3.8 On Form F2 note any product/system/solution exceptions, deviations and/or

discrepancies taken relating to industry standards, federal, state and/or local electrical codes.

5.3.10.3.9 Certified copies of independent (third-party) laboratory testing and analysis reports stating the products/systems/solutions meets, exceeds and/or

complies with the industry standards identified herein. 5.3.10.3.10 Provide or make available through internet access product/system/solution

specification/data sheets and related product information. 5.3.10.3.11 Completed information on any subcontractor that will be utilized to provide,

install and/or perform services proposed in response to this solicitation.



5.3.10.3.12 Samples of the lighting product manufacturer warranty to be provided to the owner covering defects in materials, workmanship, performance failure, and any other feature which is not deemed ordinary wear and tear of the lighting product/system/solution of the type provided for the stated lifecycle from the date of Substantial Completion. The method/protocols utilized by the lighting manufacturer to verify that their onsite representative has inspected the installation and that the work conforms to the manufacturer’s specifications and requirements for the warranty to be issued.

5.3.10.3.13 Provide documentation demonstrating the lighting product manufacturer's/ contractor’s warranties are supported by an insurance policy, performance bond or other security.

5.3.10.3.14 Provide a sample of the subcontractor’s warranty to be provided to the AEPA contractor covering defects in the work performed, installation workmanship, and further warrant that the installation was done in accordance with both the manufacturer’s recommendations and any written directives of the manufacturer’s designated representative.

5.3.10.4 Demonstrate its ability and capacity to provide and perform the required professional, construction and/or related services for the lighting products offered in response to this solicitation by providing one (1) project with a total project cost of twenty-five to one hundred thousand dollars ($25,000 - $100,000); one (1) project with a total project cost of one hundred and one thousand to five hundred thousand dollars ($101,000 - $500,000); and one (1) project with a total project cost that exceed five hundred dollars thousand or more ($500,000 or more) in each of the twenty-three (23) AEPA Member states who are listed in section 3: Anticipated AEPA Member Agency as interest in participating by providing prior experience of completed jobs. The documentation shall include:

5.3.10.4.1 The general scope of work for each project and the type of lighting products/system/solution installed.

5.3.10.4.2 The manufacturer’s product used for each project listed. 5.3.10.4.3 The total cost of each project. 5.3.10.4.4 The institution’s name, address, phone number, contact person’s name and title

for each project. 5.3.10.4.5 Provide the time line (start and end date) for each project listed and provide a

brief narrative of the pre-sale and follow-up consulting services offered to ensure institution’s satisfaction.

5.3.10.4.6 Provide a brief narrative of the types of warrantee work that you had to go back and perform on the installed products since the project was completed and signed off on. Please include the following:

5.3.10.4.6.1 Through your evaluation of the problem, what did you find as the cause of the problem?

5.3.10.4.6.2 What products and/or services did you have to provide to resolve the problem? 5.3.10.4.6.3 Was the customer satisfied with your solution and would they be willing to give

you a letter of reference if requested to? 5.3.10.4.6.4 Name of institutions, contact person and phone number. 5.3.10.5 Provide a narrative of your company’s policies, procedures and strategies to


5.3.11 Cost Considerations 5.3.11.1 The bidder must provide a complete pricing information, terms and conditions

associated with the indoor/outdoor facility lighting system maintenance, repair, and renovation products and services that it is proposing to offer under this



solicitation. All pricing must be determined by one of the three (3) pricing methods defined herein.

5.3.11.2 The bidder shall conduct the necessary research required to prepare, submit and/or provide internet access to the proposed athletic, recreational and public facility lighting products it is proposing in responding to this solicitation.

5.3.11.2.1 Product price sheets, catalogs and/or website shall include product number, product description, unit of measure of product available, the item’s price and what that price includes (delivery, installation, etc.).

5.3.11.2.2 The bidder will indicate the amount of discount to be applied to each item to arrive at the individual AEPA state agency’s price. Within the terms of this IFB, different manufacturers/products can have different discounts as long as the discounts are clearly stated within the bidder’s response.

5.3.11.2.3 AEPA understands the basic cost of the product/services listed on a published price list indicates the cost of obtaining, manufacturing, and preparing the product/services to ship to the project site. It is also understood that the cost incurred by the bidder to deliver, store, and install the product/service to an individual project site will differ depending on the AEPA state that the project site is located and the distance from the bidder’s the distribution point. Therefore, for each of the AEPA states list herein, provide your multiplier/factor to be applied the base AEPA price shown on the published price list to arrive at the individual AEPA state price.

5.3.11.3 The bidder shall review and conduct the necessary research of the R.S. Means pricing system and its various applicable factors, as they relate to pricing of construction items for each AEPA state. Prepare and submit the various R.S. Means bid factor/multiplier as requested and identified herein.

5.3.11.4 The bidder shall consider all of the circumstances/situations along with the products and services it offers that are not identified within and/or covered by either its published price list or R.S. Means and will need to be obtained and priced by the alternative costing method identified herein. The bidder shall prepare and submit its multiplier/factor to be utilized to obtain the normal/customary retail price and its AEPA discount to be applied to obtain the AEPA price.

5.3.11.5 If products or services are required as part of the performance under this solicitation and can only be obtained and/or manufactured from a single source and are acquired under the sole source provisions of the AEPA states’ procurement code. The bidders multipliers/factors bid for the Alternative pricing method will be utilized to obtain the AEPA price.

5.3.12 Bidder Qualification Evaluation Criteria for Lot 1. 5.3.12.1 Bidder who do not currently possess the necessary qualifications, trained and

experienced personnel, financial capacity, and meet the other requirements stated herein will be disqualified and their response considered non-responsive.

5.3.12.2 Bidder shall have been in business at least 10 consecutive years under the same name and shall have performed a minimum of sixty-three (63) athletic, recreational and public facility lighting projects. The bidder must specialized in commercial lighting systems at its primary business and be focused in providing the various indoor and outdoor lighting technologies covered by this solicitation.

5.3.12.3 The bidder’s past experienced and proven track record in providing, installing, servicing and supporting the lighting products/systems/solutions proposed in response to this solicitation nationwide (indicated AEPA states) as specified herein.

5.3.12.4 Bidder demonstrated its ability, capacity, available resources to meet the athletic, recreational and public facility lighting requirements state herein by communicating.



5.3.12.4.1 Bidder holds current and has maintained in good standings the necessary manufacturer’s, industry, federal, state and/or local certifications, licenses, registrations, insurance and/or bonding required to design, engineer, manufacturer, deliver, install, service and support the indoor/outdoor athletic, recreational and public facilities lighting products/systems/ solutions offered in response to this solicitation to the indicated AEPA Member states.

5.3.12.4.2 The quality, level, background and experience of its in-house and/or contracted personnel/subcontractors (professional design, engineering, consulting, sales, project management, installers, inspectors and support personnel to meet the solicitation’s requirements.

5.3.12.4.3 Maintains and/or has access to an adequate inventory of indoor/outdoor lighting and electrical supplies, materials, equipment, structures, fixtures, etc., to manufacturer, provide, install, configure, service and support the products/ systems/solutions offered in response to this solicitation and complies with its requirements.

5.3.12.5 The Owner reserves the right to reject any bid if the evidence submitted by, or investigation of, such bidder fails to satisfy the Owner that the bidder can properly qualify to carry out the obligation of any part of the products and services it has proposed in response to this solicitation and/or meet the minimum solicitation requirements.

5.3.13 Cost evaluation will be based on a point system with points being awarded for being a low to high bidder for each cost evaluation item, that is, contractor, discount off R.S. Means, overhead and profit percentage markup, mileage charge, per diem rate, travel time, etc. If a bidder leaves out an item that is required, AEPA will allot zero (0) points to that item, and if awarded a contract, cannot be used in providing products or services. The low bidder will receive the full point value and all other bidders will receive points calculated as follows:

(Lowest Bid / Other Bid) x point value 5.3.13.1 Cost Evaluation Information (Form G): The following factors will be used to

evaluate and award this solicitation. Please note that these are only a few items selected to do the cost evaluation. They must provide all of the necessary pricing information required herein.

5.3.13.2 Cost Items 5.3.13.2.1 Performance and Payment Bond Costs: This represents the cost the Contractor

incurs to provide a performance and payment bond to the owner for an individual project when it is required. The bidder is to indicate the percentage rate charged on the total cost of an individual project to obtain a bond, and the documentation to substantiate the rate, that is, two percent (2%).

5.3.13.2.2 Bonding Capacity: This represents the bidder’s maximum level of bonds that it can obtain at any one time. Bidder is to indicate its bonding capacity and provide documentation from a security company to substantiate the amount indicated.

5.3.13.2.3 Bidder’s bid factor/multiplier applied to R.S. Means costing of products and services relating to construction projects during Normal and outside normal Hours, federal funded, project located on tribal lands and in remote areas.

5.3.13.2.4 Bidders factor/multiplier applied to the Alternative Pricing Method utilized to obtain AEPA Pricing.

5.3.13.2.5 Bidder’s discounts provided on Price List and Catalogs. Note different product lines and/or category of products on published price sheets may be offered at different discount percentages. If different discount percentages are offered, AEPA will calculate an average percentage for evaluation purposes.

5.3.13.2.6 Bidder’s multiplier/factor for each AEPA state and applied to the AEPA price to arrive at the individual AEPA Member’s state price.



5.3.13.2.7 Bidder’s Support for AEPA Pricing: This is the percent of difference between what the bidder’s price to AEPA and the price that the bidder would offer the same products directly to any public educational/governmental institution in another state.

5.3.13.2.8 Utilizing the bids submitted for the above items, individual items will be selected for evaluation purposes.

5.4 Lot 3 5.4.1 Purpose and rational for soliciting the indoor/outdoor electrical and lighting

products and services covered by this lot. 5.4.1.1 During the AEPA’s twelve years of procuring a variety of construction related

products and services it has found that due to the number of AEPA Members and their Member agencies; the number of physical sites/locations; the various types and sizes of buildings and facilities they operate within these locations; the ongoing responsibility for new construction and the maintenance, repair and upkeep of buildings and facilities; each AEPA Member’s state and local procurement codes that govern the soliciting for, acquiring and conducting projects that involve construction products and services differ; and the available resources (work crew, equipment etc.) dictates how they accomplish and meet their individual building and facilities construction related needs.

5.4.1.2 In order to assist and meet and provide AEPA Member’ and its Member Agencies’ with all of the available options possible for them to procure, acquire indoor and outdoor athletic, recreational and public facilities electrical and lighting supplies, materials, fixtures, components, structures, equipment, accessories and related items only. Bidders awarded under this lot shall not provide and/or perform services/work defined as construction services by any of the AEPA Member states’ procurement codes and/or governmental agencies’/entities’ construction related codes, ordnances policies, rules and/or regulations the govern the construction of, maintenance, repair and renovation of public buildings/facilities. Or requires a trade/contractor’s license.

5.4.1.3 It should be noted that AEPA is seeking manufacturers/distributors/suppliers who are able and capable of provide electrical and lighting supplies, materials, fixtures, complete systems, system components, structures, equipment, accessories and related items for the various indoor/outdoor lighting systems found and/or used within the various sizes and types of athletic, recreational and public facilities owned and operated by federal, state, and local educational and governmental agencies as described herein. The resulting AEPA Member contracts would put in place volume discount contracts which would allow their Member Agencies to purchase as much or as little of the products offered on an as-needed basis without having to put out their own individual bids which saves the Member Agency time and money.

5.4.2 Lot Scope of Work: 5.4.2.1 Offer and Make available their entire and comprehensive line of high quality and

commercial/industrial electrical and lighting products (supplies, materials, fixtures, mounting hardware, devices, structures, lighting systems and components, equipment, and related items) from nationally recognized manufacturers.

5.4.2.2 Provide electrical and lighting safety related supplies, materials, gear, equipment, devices, and accessories used by tradesmen/workers to test, construct, erect, maintenance, repair and/or renovate facilities’ lighting systems found within athletic, recreational and public facilities located within the various AEPA states.

5.4.2.3 Products provided shall have a proven tract record of durability, reliability and meeting or exceeding electrical and lighting system performance and operational



specifications, industry standards and meeting national goals for environmentally friendly, energy efficient and green/energy star compliant.

5.4.2.4 Contractor shall have and maintain a sufficient product inventory that will allow AEPA Member and their Member Agencies to order electrical and lighting

products on an as-needed basis to maintenance and repair their existing lighting system. Delivery shall be made within five (5) business days or less form receipt and acceptance of owner’s order. Products for new construction, replacement or renovation of existing lighting systems delivery shall occur within sixty (60) days or less unless other arrangements have been made and agreed upon by all parties.

5.4.2.5 Provide the owner in-house staff and/or its contracted design professional, engineer, general contractor and/or consultant with technical assistance and

support services to include but not limited to. 5.4.2.5.1 Product design, performance and operational specifications; 5.4.2.5.2 Site preparation, construction plans/drawings; 5.4.2.5.3 System installation specifications, instructions and requirements; 5.4.2.5.4 Testing and analysis methods, protocols and standards; and 5.4.2.5.5 Maintenance and upkeep process and procedures. 5.4.2.6 Prior to preparing a cost quote/proposal and accepting any order and depending

on the size and type of lighting project and/or owner’s requirements review, inspect and evaluate the specific project’s scope of work and its requirements; the project site’s physical and environmental conditions; and the type, level and kind of activities, sporting and public events to be held utilizing the lighting products being requested to ensure they are:

5.4.2.6.1 Appropriate, suitable and provide adequate lighting to support and facilitate, the activities and/or events being conducted within the facility;

5.4.2.6.2 Adequate for the current and projected site conditions and environment characteristics and will perform and meet the owner’s needs and expectations; and

5.4.2.6.3 Products/equipment that complies with all applicable laws, regulations, codes, industry and association standards.

5.4.2.7 For the purpose of this solicitation and to communicate to potential bidders the level and quality of products being requested, AEPA has selected those products/systems offered by Musco Lighting Inc. a nationally known and recognized provider as a minimum standard and will welcome and consider manufacturer’s products/systems that are equal to or better than those lighting products offered by Musco Lighting Inc.

5.4.2.8 Utilize the latest technologies available to provide easy access to AEPA Members and their Member Agencies through state of the art website, ordering and delivery systems to communicate product information, product availability, product pricing and shipping and delivery information.

5.4.2.9 The contractor shall have an extensive knowledge, background and experience in manufacturing, producing, obtaining, delivering, servicing and supporting the products/systems offered in response to this solicitation to public entities throughout the AEPA Member states.

5.4.2.10 Offer and provide electrical lighting products/systems (structures, fixtures, equipment, control systems and accessories that are factory certified and approved for the intended use by a nationally-recognized manufacturer based on industry standards. Products/systems have been tested, installed, monitored and have a documented and proven track record of their stated quality, performance, life cycle, purpose and suitability for the type and level of facility and

activities/events conducted. 5.4.2.11 The bidder and the lighting system manufacturer shall guarantee the usability of



the lighting system installed is appropriate for the site conditions that exist and for the intended uses as identified with the project’s scope of work for a the period stipulated within to project’s contract documents, commencing with the date of substantial completion and acceptance by the owner. The warranty coverage shall not be limited to the amount of usage.

5.4.2.12 Provide manufacturer’s warranty with all of the forms that were completed and submitted in owner’s name and registered with the manufacturer. Within this documentation if applicable the lighting system manufacturer must verify that its factory representative has inspected the installation of the completed project and that all work conforms to the manufacturer’s specifications, instructions and requirements.

5.4.2.13 Any/all warranty terms, conditions, stipulations and/or requirements must be provided, discussed and accepted, in writing, by the owner prior to the issuing and execution of the project’s contract documents and the owner’s purchase order.

5.4.2.14 Cost/quote proposal shall contain a detailed breakdown of all costs associated with the manufacturing, obtaining and delivering of the proposed electrical and

lighting products/system based on the project’s detailed scope of work. 5.4.2.15 Final payment shall only be made after the project contract requirements have

been meet and the owner has signed off on the project as being completed. 5.4.3 Substantiating Documentation 5.4.3.1 Required Written Responses: Please Note: AEPA reserves the right to deem a

bidder’s response non-responsive if bidder fails to address the following items by not providing the necessary information and/or documentation requested below. The bidder must:

5.4.3.1.1 Respond to and provide all of the necessary documentation requested within Form F Contractor’s Qualifications.

5.4.3.1.2 Through written narrative, clearly identify the type, kind, level of indoor and outdoor electrical lighting products, systems and services it is proposing to provide AEPA Members under this IFB. The response shall include:

5.4.2.1.2.1 The manufacturer’s name(s). 5.4.2.1.2.2 The various indoor/outdoor electrical and lighting products/systems offered from


5.4.2.1.2.3 Information on the lighting products and systems being proposed 5.4.2.1.2.4 Letter on lighting products’/systems’/solutions’ manufacturer’s letterhead stating

and guaranteeing its lighting products/systems/solutions designs meet ALL recommendations of The Illumination Engineering Society of North America RP6-01.

5.4.2.1.3 Provide and/or allow access by internet to complete technical specifications, data sheets and information on all proposed indoor/outdoor lighting technologies (products/systems) being offered.

5.4.2.1.4 On Form F2 note any exceptions, deviations and/or discrepancies taken relating to minimum specifications, industry standards, federal, state and/or local electrical codes.

5.4.2.1.5 If offering lighting systems as a complete package provide certified copies of independent (third-party) laboratory testing and analysis reports stating the products/systems meets, exceeds and/or complies with the industry standards identified herein.

5.4.2.1.6 Completed information on any subcontractor that will be utilized to provide and/or perform services proposed in response to this solicitation.

5.4.2.1.7 Samples of the lighting products and/or systems manufacturer warranty to be provided to the owner covering defects in materials, workmanship, performance



failure, and any other feature which is not deemed ordinary wear and tear of the lighting product/system of the type provided for the stated lifecycle from the date of Substantial Completion. If applicable the method/protocols utilized by the lighting manufacturer to verify that their onsite representative has inspected the

installation and that the work conforms to the manufacturer’s specifications and requirements for the warranty to be issued.

5.4.2.1.8 Demonstrate its ability and capacity to work with AEPA Members and their Member Agencies assess and evaluate the bidders product offerings; select the most appropriate and suitable products to meet their project’s needs and requirements; provide timely and responsive pre-sales consulting and assistance; adequate ordering and just-in-time delivery services; proficient technical support and assistance before, during and after the purchasing transaction involving the electrical and lighting products offered herein by providing one (1) project with a total project cost of twenty-five to one hundred thousand dollars ($25,000 - $100,000); one (1) project with a total project cost of one hundred and one thousand to five hundred thousand dollars ($101,000 - $500,000); and one (1)

project with a total project cost that exceed five hundred thousand dollars or more ($500,000 or more) in each of the twenty-three (23) AEPA Member states who are listed in section 3: Anticipated AEPA Member Agency as interest in participating by providing prior experience of completed jobs. The documentation shall include:

5.4.2.1.8.1 The general scope of work for each project and the type of electrical and lighting products/systems provided.

5.4.2.1.8.2 The manufacturer(s) whom products used for each project listed. 5.4.2.1.8.3 The total cost of each project. 5.4.2.1.8.4 The institution’s name, address, phone number, contact person’s name and title

for each project. 5.4.2.1.8.5 Provide the time line (start and end date) for each project listed and provide a

brief narrative of the pre-sale and follow-up consulting services offered to ensure

institution’s satisfaction. 5.4.2.1.8.6 Provide a brief narrative of the types of warrantee work that you had to go back

and perform on the products/system since the project was completed and signed off on. Please include the following:

5.4.2.1.8.6.1 Through your evaluation of the problem, what did you find as the cause of the problem?

5.4.2.1.8.6.2 What products and/or services did you have to provide to resolve the problem? 5.4.2.1.8.6.3 Was the customer satisfied with your solution and would they be willing to give

you a letter of reference if requested to? 5.4.2.1.8.6.4 Name of institutions, contact person and phone number. 5.4.2.1.9 Provide a narrative of your company’s policies, procedures and strategies to


5.4.3 Cost Considerations 5.4.3.1 The bidder must provide a complete listing of and/or internet access to all

indoor/outdoor electrical and lighting products/systems and related services that it is proposing to offer under this solicitation. All pricing must be determined by one of the pricing methods defined herein.

5.4.3.2 Price sheets and/or catalogs: 5.4.3.2.1 For those electrical and lighting products/systems and related services that are to

be priced using a manufacturer’s/bidders published price list or product catalog.



Provide and/or allow access to complete price list and/or catalogs that include product number, product description, unit of measure the product is available, the item’s price and what that price includes (product consulting, technical support and/or delivery, etc.).

5.4.3.2.2 The bidder will indicate within their response the amount of discount to be applied to each item to arrive at the individual AEPA state agency’s price. Within the terms of this IFB, different manufacturers/products can have different discounts as long as the discounts are clearly stated within the bidder’s response. If a price list or MSRP is not available, than the bidder must utilize the Alternative pricing method defined herein.

5.4.3.3 Alternative costing methodology: 5.4.3.3.1 Any items not covered by a published price list/catalog. The price will be obtained

by issuing, receiving and evaluating three (3) written quotes/bids based on individual AEPA state procurement codes which shall be submitted in advance and approved by the owner prior to being included into any final contract documents. AEPA Members and its Member Agencies/owners reserve the right to accept or reject any quote or proposal including such items and may obtain these items through other procurement means (other existing contracts). The AEPA price will be determined by utilizing two percentages.

5.4.3.3.1.1 Based on the most advantages and cost effective quote received by the contractor. The contractor will apply its normal and customary overhead and profit percentages to the total cost submitted by the subcontractor and add that amount to obtain the normal and customary retail price. (item cost multiplied by percent for overhead/profit equals amount of profit and overhead to be add to item cost equal retail price).

5.4.3.3.1.2 Taking the normal and customary retail price as established in item 1 above the contractor will apply the AEPA discount percentage and subtract this amount from the normal and customary retail price to obtain the AEPA price (item retail price multiplied by percent of AEPA discount equals amount of discount to be subtracted to obtain AEPA price).

5.4.3.4 Sole Source: If products or services are required as part of the performance under this contract that can only be obtained and/or manufactured from a single source and fall under the sole source provision that is found within most states procurement codes. The contractor must provide the owner with the necessary documentation to substantiate the purchasing method as sole source.

5.4.3.5 Individual AEPA Member state multiplier/factor. 5.4.3.5.1 AEPA understands the basic cost of the product/services listed on a published

price list, obtained through the alternative pricing method and/or sole source indicates the cost of obtaining, manufacturing, warehousing and preparing the product for shipping it to the project site and provide the associated services to the owner. It is also understood that because of the nature of and shipping requirements of the electrical and lighting products offered that additional delivery costs may be incurred due to the distance from the bidder’s distribution point/warehouse and the AEPA Member’/Member Agency’s project location/site. Therefore, for each of the AEPA states list herein, provide your multiplier/factor to be applied the base AEPA price shown on the published price list/alternative pricing method and/or sole sources to arrive at the individual AEPA state price.

5.4.3.5.2 Example: if the published price on the price list is $1,000 and the AEPA discount is twenty (20%). The AEPA price would be ($1,000 x .20 = $200 amount of AEPA discount and $1,000 - $200 = an AEPA price of $800). If the of the bidder bid a state multiplier/factor of 1.02%, the calculation would be ($800 x 1.02 = $816) to arrive at the AEPA state price $816.

5.4.4 Bidder Qualification Evaluation Criteria for Lot 3.



5.4.4.1 Bidder who do not currently possess the necessary qualifications, trained and experienced personnel, financial capacity, and do not meet the other requirements stated herein will be disqualified and their response considered non-responsive.

5.4.4.2 Bidder shall have been in business at least 10 consecutive years under the same name and shall have provided electrical and lighting products/ systems to a minimum of sixty-three (63) athletic, recreational and public facility lighting projects. The bidder must specialized in commercial electrical and lighting products/systems at its primary business and be focused in providing the various indoor and outdoor electrical and lighting technologies covered by this solicitation.

5.4.4.3 The bidder’s past experienced and proven track record of obtaining, manufacturing and delivering the products being offered in response to this solicitation. Providing timely and quality consulting, technical, support and related services for the electrical and lighting products/systems offered on a nationwide bases (indicated AEPA states) as specified herein.

5.4.4.4 Bidder demonstrated its ability, capacity and available resources to meet the athletic, recreational and public facility electrical and lighting project requirements covered by this solicitation by communicating.

5.4.4.5 Bidder holds current and has maintained in good standings the necessary manufacturer’s, industry, federal, state and/or local certifications, business licenses/registrations, insurance and/or bonding if required to design, develop, manufacturer, deliver, warrantee and support the indoor/outdoor athletic, recreational and public facilities electrical lighting products/systems offered in response to this solicitation to the indicated AEPA Member states.

5.4.4.6 The quality, level, background and experience of its in-house and/or contracted personnel/subcontractors (professional design, engineering, consulting, sales, project management, inspectors and support personnel to meet the solicitation’s requirements.

5.4.4.7 Maintains and/or has access to an adequate inventory of indoor/outdoor lighting and electrical supplies, materials, equipment, structures, fixtures, devices, etc., to manufacturer, provide, deliver, configure, service and support the products/systems offered in response to this solicitation and complies with its

requirements. 5.4.4.8 AEPA reserves the right to reject any bid if the evidence/documentation

submitted by, or investigation of, such bidder fails to satisfy the AEPA that the bidder can properly qualify to carry out the obligation of any part of the products and services proposed in response to this solicitation.

5.4.4.9 The ability of any bidder to demonstrate its ability and capacity; to obtain and keep current the appropriate manufacturer’s certifications and authorizations; business licenses and/or registrations required by any of the indicated AEPA Member states; possess the financial resources to manufacturer, obtain and deliver the electrical and lighting products on an as needed bases to the various AEPA Member states located throughout the US; and has the necessary insurances in place to protect both itself, its subcontractors, and the individual project owners as

required by individual AEPA Member state laws. 5.4.5 Cost evaluation will be based on a point system with points being awarded for

being a low to high bidder for each cost evaluation item, that is, contractor’s discount off published price list/catalogs, overhead and profit percentage markup, individual AEPA state’s multiplier/factor to be added to AEPA price, etc. If a bidder leaves out an item that is required, AEPA will allot zero (0) points to that item, and if awarded a contract, cannot be used in providing products or services. The low bidder will receive the full point value and all other bidders will receive



points calculated as follows: (Lowest Bid / Other Bid) x point value

5.5.6.5 Cost Evaluation Information (Form G): The following factors will be used to evaluate and award this solicitation. Please note that these are only a few items selected to do the cost evaluation. They must provide all of the necessary pricing information required herein.

5.5.6.5.1 Alternative Method of Costing: Percentage of overhead and profit. This method includes custom manufactured items or sole source items. Bidder is to indicate the percent of overhead and/or markup to be applied to these costs to obtain the retail cost. Example: Item cost $1,000 multiplied by percent of profit/overhead 20% equals $200 for overhead and profit. Item cost is $1,000 plus overhead and profit of $200, equals a retail price of $1,200. Note this percentage has no relationship to the R. S. Means costing method indicated above.

5.5.6.5.2 Alternative Method of Costing: Percentage of AEPA Discount to obtain AEPA Price (item retail price multiplied by percent of AEPA discount equals amount of discount to be subtracted from retail price to obtain AEPA price). Example: Item retail cost $1,200 multiplied by percent of 10% AEPA discount equal discount of $120. Retail cost $1,200 less the AEPA discount of $120, equals the AEPA price of $1,080. Note this percentage has no relationship to the percentage of discount of manufacturer’s/suppliers price sheets or catalogs indicated below.

5.5.6.6 Discounts Provided on Price List and Catalogs: This represents the average discount provided by the bidder on stated prices. Note different product lines and/or category of products on published price sheets may be offered at different discount percentages. If different discount percentages are offered, AEPA will calculate an average percentage for evaluation purposes.

5.5.6.7 Provide for each of the AEPA states listed, your multiplier/factor to be applied to the AEPA price, calculated from the published price, alternative and sole source pricing methodologies list to arrive at the individual AEPA state price.

5.5.6.8 Bidder’s Support for AEPA Pricing: This is the percent of difference between what the bidder’s price to AEPA and the price that the bidder would offer the same products directly to any public educational/governmental institution in another state. The bidder’s AEPA price is $100, the bidder’s direct price to public educational/governmental institutions is $103. The difference is 3% percent.

5.5.6.9 Utilizing the bids submitted for the above items, individual items will be selected for evaluation purposes.

AEPA IFB #017-A Athletic Facility Lighting Bid Proposal Checklist

Bidder Name:

Name of Authorized Representative:

Office Address:

Time Zone: Eastern Central Mountain Pacific

Telephone: Fax:

Email: Website:

Instructions: Please complete the checklist below, confirming that the following documents have been uploaded to Public Purchase, in their required format, by the due date and time listed for this IFB. Bidders are reminded that failure to follow, comply with, and adhere to these instructions of this solicitation may result in their response being deemed non-responsive. AEPA, its member agencies, affiliate agencies and authorized representatives are not responsible for bid proposals that are incomplete, unreadable, or received after the deadline.

“x” Document Title, Uploaded to Public Purchase (Bidder must submit forms in the required title/format)

Format of Uploaded Document

Notes

Part B – Specifications – Name of Bidder Scanned PDF Signature required

Bid Proposal Checklist – Name of Bidder Scanned PDF

Form A – Bid Affidavit – Name of Bidder Scanned PDF Signature and notarization required

Form B – Acceptance of Bid & Contract Award – Name of Bidder

Scanned PDF Signature required

Form C – Service Questionnaire – Name of Bidder Scanned PDF Signature required

Form D – Company Information – Name of Bidder Scanned PDF Signature required

Form E – Exceptions – Name of Bidder Scanned PDF Signature required

Form F – Deviations – Name of Bidder Scanned PDF Signature required

Form G – Discount & Pricing Schedules – Name of Bidder

Scanned PDF Signature required

Form G.1-4 - Discount & Pricing Schedules Workbook – Name of Bidder

Excel Workbook Must not be password protected

Form G.5 – Warranties, Additional Services – Name of Bidder

Scanned PDF Not provided by AEPA, Bidder Created

Form G.6 – Additional Discounts (optional) Not provided by AEPA, Bidder Created

Letter of Line of Credit and/or Annual Report – Name of Bidder

Not provided by AEPA, Bidder Created

State Specific Required Forms (See Part A) Not provided by AEPA, Bidder Created

AEPA IFB #017-A Athletic Facility Lighting Form A – Bid Affidavit

Name of Bidder: Instructions: This form must be signed by the Bidder’s authorized representative and notarized below. The completed document must be scanned to a PDF format and uploaded to Public Purchase with the Bidder’s proposal. If awarded, the Bidder is required to produce a copy of this document for each of the member agencies with which it contracts. 1. The undersigned, duly authorized to represent the persons, firms and corporations joining and participating in

the submission of the foregoing bid (such persons, firms and corporations hereinafter being referred to as the bidder), being duly sworn, on his/her oath, states that to the best of his/her belief and knowledge no person, firm or corporation, nor any person duly representing the same joining and participating in the submission of the foregoing bid, has directly or indirectly entered into any agreement or arrangement with any other bidders, or with any official of the Member Agency, or any employee thereof, or any person, firm or corporation under contract with the Member Agency whereby the bidder, in order to induce the acceptance of the foregoing bid by the Member Agency, has paid or is to pay to any other bidder or to any of the aforementioned persons anything of value whatever, and that the bidder has not, directly nor indirectly entered into any arrangement or agreement with any other bidder or bidders which tends to or does lessen or destroy free competition in the letting of the contract sought for by the foregoing bid.

2. This is to certify that the bidder, or any person on his/her behalf, has not agreed, connived, or colluded to produce a deceptive show of competition in the manner of the bidding or award of the referenced contract.

3. This is to certify that neither I, nor to the best of my knowledge, information and belief, the bidder, nor any officer, director, partner, member or associate of the bidder, nor any of its employees directly involved in obtaining contracts with the State of Member Agency, Member Agency, or any subdivision of the state has been convicted of false pretenses, attempted false pretenses, or conspiracy to commit false pretenses, bribery, attempted bribery or conspiracy to bribe under the laws of any state or federal government for acts or omissions after January 1, 1985.

4. This is to certify that the bidder or any person on his behalf has examined and understands the terms, conditions, scope of work and specifications, and other documents of this solicitation and that any and all exceptions have been noted in writing and have been included with the bid submittal.

5. This is to certify that if awarded a contract, the bidder will provide the equipment, commodities, and/or services to members and affiliate members of the Agency in accordance with the terms, conditions, scope of work and specifications and other documents of this solicitation in the following pages of this bid.

6. This is to certify that the bidder is authorized by the manufacturer(s) to sell all proposed products on a national basis.

7. This is to certify that we have completed, reviewed, approved and have included all information that is required in Sections C, D, E, F and G of these bid forms.

_______ Authorized Representative (Please print or type) Mailing Address Title (Please print or type) City, State, Zip Signature of Authorized Representative Date Phone Subscribed and sworn to before me this _______ day of Notary Public in and for County of _______ State of My commission expires: Signature:

AEPA IFB #017-A Athletic Facility Lighting Form B – Acceptance of Bid & Contract Award

Name of Bidder: Instructions: PART I of this form is to be completed by the Bidder and signed by its Authorized Representative. PART II will be completed by the AEPA Member Agency only upon the occasion of the bid award. The completed document must be scanned to a PDF format and uploaded to Public Purchase with the Bidder’s proposal. If approved by AEPA, the Bidder is required to produce a copy of the document for each of the AEPA Member Agency with which it contracts. PART I: BIDDER In compliance with the Invitation For Bid (IFB), the undersigned warrants that I/we have examined the Instructions to Bidders, associated documents, and being familiar with all of the conditions surrounding the proposed projects, hereby offer and agree to furnish all labor, materials, supplies and equipment incurred in compliance with all terms, conditions, specifications and amendments associated with this IFB and any written exceptions to the bid. Signature also certifies understanding and compliance with the certification requirements of the AEPA Member Agency’s Terms and Conditions and/or Special Terms and Conditions. The undersigned understands that their competence, ability, capacity and obligations to offer and provide the proposed tangible personal property, professional services, construction services and other services on behalf of the Vendor Partner as well as other factors of interest to the AEPA Member Agency as stated in the evaluation section, will be a consideration in making the award.

Company Name Date

Company Address City State Zip

Contact Person Title

Authorized Signature Title

Email Address Phone PART II: AWARDING MEMBER AGENCY Your bid response for the above identified bid is hereby accepted. As a Vendor Partner you are now bound to offer and provide the products and services identified within this IFB, your response and approved by AEPA, including all terms, conditions, specifications, exceptions and amendments. As Vendor Partner, you are hereby not to commence any billable work or provide any products or services under this contract until an executed purchase order is received from the AEPA Member Agency or Participating Entities. The intent of this contract is to constitute the final and complete agreement between the AEPA Member Agency and Vendor Partner, and no other agreements, oral or otherwise, regarding the subject matter of this contract, shall bind any of the parties hereto. No change or modification of this contract shall be valid unless in writing and signed by both parties to this contract. If any provision of this contract is deemed invalid or illegal by any appropriate court of law, the remainder of this contract shall not be affected thereby. The initial term of this contract shall be for up to fifteen (15) months and will commence on the date indicated below and continue until February 28, 2018 unless terminated, canceled or extended. By mutual written agreement as warranted, the contract may be extended month by month up to six (6) months or for three (3) additional 12-month periods.

Awarding Agency

Agency Executive

Awarded this day of Contract Number

Contract to commence (Member Agency to select): or March 1, 2017

AEPA IFB #017-A Athletic Facility Lighting Form C – Service Questionnaire

Name of Bidder: Instructions: Please respond to Yes/No and choice questions by using an (X). If a text reply is required, respond in the space below. Scan this form and any attachment pages into a single document and convert to a PDF file. The scanned PDF file must be uploaded to Public Purchase with the Bidder’s proposal. As part of evaluating the Bidder’s qualifications, the following is being requested and the Bidder is forewarned failure to respond and/or meet the minimum specifications in these areas, may deem their response as non-responsive. 1. The following chart indicates which AEPA Member States intend to participate in this bid category. Please place

an “X” in response to questions in the last three (3) columns. Note: A Bidder must be willing and able to deliver the proposed products and/or services to ninety (90%) of the participating AEPA Member States.

AEPA Member States

Participating in this bid category?

Has the bidding company sold products/services in these states for the past three (3) years?

If awarded, which states does the bidding company propose to sell in?

Indicate which states the bidding company has sales reps, distributors or dealers in.

California Colorado Yes Connecticut Yes Florida Yes Indiana No Iowa Yes Kansas Yes Kentucky Yes Massachusetts No Michigan Yes Minnesota Yes Missouri Montana Yes Nebraska Yes New Jersey No New Mexico North Dakota Yes Ohio Yes Oregon Pennsylvania No Texas Yes Virginia Yes Washington No West Virginia Yes Wisconsin Wyoming Yes

2. e-Commerce: Does this company have an e-commerce website? Yes No

If Yes, what is the website?

3. Customer and Support Service: It is understood depending on the type, kind and level of products and/or services being proposed in response to this bid will impact and determine the type and level of services required and these are identified in Part B Bid Specifications of this IFB.

a. Does this company have online customer support options? Yes No b. Does this company have a toll-free customer support phone option? Yes No c. Does this company offer local customer and support service options? Yes No d. Describe the type, level, available and location(s) of your customer and support service options, including

number of dedicated customer/support staff and hours of operation.

4. Training: If applicable, does this company offer customer training for the products and services sold? Yes No

If Yes, describe what types/kinds of training you offer, the venues where training occurs and the location(s) of your trainers, include number of staff dedicated to training and their qualifications and hours of operation.

5. Pricing:

a. Is your pricing methodology guaranteed for the term of the contract? Yes No b. Will you offer customized price lists to Participating Entities as required per the Pricing terms of Part A?

Yes No c. Will you offer hot list pricing (optional) as described in the Pricing terms of Part A? Yes No d. Will you offer Volume Price Discounts as described in the Pricing terms of Part A? Yes No

6. Competitiveness: In order for your bid to be considered, your company must offer AEPA prices that are equal

to or lower than what your company offers to individual customers and/or cooperatives with equal to or lower volume. Is the pricing that is proposed to AEPA equal to or lower than pricing offered to individual customers and/or cooperatives with equal to or lower volume? Yes No

Indicate which of the following apply and the level of competitive range you are offering in response to this IFB.

Pricing offered to AEPA is EQUAL TO pricing offered to individual customer and/or cooperatives. Pricing is LESS THAN individual customer and/or cooperatives. Lower by %

7. Cooperative Contracts: Does your company currently have contracts with other cooperatives (local, regional,

state, national)? Yes No

If Yes, identify which cooperative and the respective expiration date(s). If Yes, and your company is awarded an AEPA contract, which contract will you lead with in marketing and sales representative presentations (sales calls)?

8. Administrative Fee: Which of the following best reflects how your pricing includes the individual AEPA

Members’ administrative fee. Mark with an “X”. The pricing for the products and/or services are the same for each AEPA Member Agency, shipping,

handling administrative fee and other specific state costs are added to arrive at total price offered to the Individual AEPA Member Agency.

The pricing for the products and/or services is inclusive of the administrative fee and therefore the pricing is the same for all AEPA Member Agencies. Shipping, handling and other state specific costs are added to the adjusted AEPA Member Agency’s price.

The pricing for the products and/or services includes all (shipping, handling, administrative fee, other) costs to arrive at a single price for all AEPA Member Agencies.

9. Shipping & Handling: Orders that are $50.00 or more shall include free shipping and handling. What is

the flat rate your company will charge, regardless of where shipped in the continental United States, for orders less than $50.00? $

10. Product Returns: Does your company have a return policy? Yes No

If Yes, describe your return policy and if you charge a restocking fee, what is it? (AEPA allows up to 15% for supplies and up to 25% for equipment).

11. Payment Terms: Will you offer AEPA Buyer’s a quick pay discount? Yes No

If Yes, what is the discount? % Net

12. Leasing: Do you offer leasing arrangements under this bid? Yes No

If Yes, remember to indicate the rate factor and other cost factors on Form G – Discount & Pricing Schedules Workbook.

13. If an AEPA contract is approved and awarded by the Member Agencies, as a Vendor Partner, I agree to:

Responsibilities of an AEPA Vendor Partner Yes, indicate with an “X”

No, indicate with an “X”

1. Designate and assign a dedicated senior-level contract manager (one authorized to make decisions) to each of the Member Agency accounts. This employee will have a complete copy and must have working knowledge of the contract.

2. Train and educate sales staff on what the AEPA cooperative contract is including pricing, who can order from the contract (by state), terms/conditions of the contract and the respective ordering procedures for each state. It is expected that Vendor Partners will lead with AEPA contracts.

3. Develop a marketing plan to support the AEPA contract in collaboration with respective AEPA Member Agencies. Plan should include, but not be limited to, a website presence, electronic mailings, sales flyers, brochures, mailings, catalogs, etc.

4. Create an AEPA-specific sell sheet with a space to add a Member Agency logo and contact information for use by the Member Agencies and the Vendor Partner’s local sales representatives to market within each state.

5. On a quarterly basis, complete the sales and administrative fee report (see attached PDF example) and submit to each Member Agency along with the respective administrative fees to be paid. If there are no sales, a $0 report is required.

6. On a quarterly basis, complete the online Vendor Partner sales report for each Member Agency.

7. Have ongoing communication with the Bid Oversight Chairperson, AEPA Member Agencies and the Member Agencies Participating Entities.

8. Attend two (2) AEPA meetings each year (see page 9 in Part A) 9. Participate in national and local conference trade shows to promote the

AEPA contracts including, but not limited to the Association of School

Business Officials (ASBO), the National Institute of Governmental Purchasing (NIGP), and the National Association of Educational Procurement (NAEP).

10. Increase sales over the term of the contract with all participating AEPA Member Agencies.

Signature Must be same signature as on Bid Affidavit and Acceptance Forms

AEPA IFB #017-A Athletic Facility Lighting Form D – Company Information

Name of Bidder: Company Contact Information Company Name Website Company Address City State Zip Contact Person Title Contact Phone Contact Email Background Note: Generally, AEPA will not accept an offer from a business that is less than five (5) years old or which fails to demonstrate and/or establish a proven record of business. If the bidder has recently purchased an established business or has proof of prior success in either this business or a closely related business, provide written documentation and verification in response to the questions below. AEPA reserves the right to accept or reject newly formed companies based on information provided in this response and from its own investigation of the company. This business is a: public company privately owned company. In what year was this business started under its present name? Under what other or former name(s) has your business operated? Is this business a corporation? No Yes. If Yes, please complete the following: Date of incorporation: State of incorporation:

Name of President: Name(s) of Vice President(s):

Name of Secretary: Name of Treasurer:

Is this business a partnership? No Yes. If yes, please complete the following: Date of organization: State founded:

Type of partnership, if applicable:

Name(s) of general partner(s):

Is this organization individually owned? No Yes. If yes, please complete the following: Date of organization: State founded:

Name of owner:

This organization is a form other than those identified above. No Yes. If Yes, describe the company’s format, year and state of origin, and names and titles of the principals. _______________________________________________________________________________________________________________ _______________________________________________________________________________________________________________ Company Headquarter Location Company Address City State Zip Main Phone Number How long at this address?

Company Branch Locations Branch Address City State Zip Branch Address City State Zip Branch Address City State Zip Branch Address City State Zip If more branch locations, insert information here or add another sheet with above information. Sales History Provide you company’s annual sales for 2014, 2015, 2016 YTD in the United States by the various public segments:

2014 2015 2016 YTD K-12 (public & private), Educational Service Agencies

Higher Education Institutions Counties, Cities, Townships, Villages States Other Public Sector & Non-profits Private Sector Total

Work Force 1. Key Contacts and Providers: Provide a list of the individuals, titles, and contact information for the

individuals who will provide the following services on a national and/or local basis: Function Name Title Phone Email Contract Manager Sales Manager Customer & Support Manager

Distributors, Dealers, Installers, Sales Reps

Consultants & Trainers Technical, Maintenance & Support Services

Quotes, Invoicing & Payments

Warranty & After the Sale

Financial Manager 2. Sales Force: Provide total number and location of salespersons employed by your company in the United

States by completing the following: (To insert more rows, hit the tab key from the last field in the State column.) Number of Sales Reps City State

3. Service/Support and Distribution Centers: Provide the type (service/support or distribution) and location

of centers that support the United States by completing the following: (To insert more rows, hit the tab key from the last field in the State column.)

Center Type City State

Marketing 1. Key Marketing Contact(s): List the name(s), title(s) and contact information of the business’s key national

and regional marketing office(s). (To insert more rows, hit the tab key from the last field in the Email column. Name Title Phone Email

2. Marketing Activities: Describe how this company marketed its products and services to schools and other

public sector audiences in Fiscal Year 2015 – 2016 (July 1 – June 30). List all conventions, conferences and other events at which this company exhibited.

3. Cooperative Marketing: Describe ways in which this business can collaborate with Member Agencies in

marketing the bid.

4. Sales Training: Explain how your company will education your sales staff on the AEPA contract including timing,

methods, etc.

Environmental Initiatives 1. Describe how your products and/or services support environmental goals.

2. Describe the company’s “green” objectives (i.e. LEED, reducing footprint, etc.).

Independent Subcontractors, Distributors, Installers, etc. If the Bidder is not the sole provider of all goods and services provided under this contract, the following must be answered: 1. Selection Criteria for Independent Providers: Describe the criteria and process by which the business selects,

certifies and approves subcontractors, distributors, installers and other independent services. 2. Current Subcontractors, Distributors, Installers, Etc.: Provide a list of current subcontractors, distributors,

installers and other independent service providers who are contracted to perform the type of work outlined in this bid in the member agency states (listed in Part A of this IFB). Include, if applicable, contractor license information and the state(s) wherein they are eligible to provide services on behalf of this business.

Disclosures 1. Letter of Line of Credit or Annual Financial Report (REQUIRED): Attach a letter from the business’s chief financial

institution indicating the current line of credit available in its name and evidence of financial stability for the past three calendar years (2013, 2014 and 2015). This letter should state the line of credit as a range (ie. “credit in the low six figures” or “a credit line exceeding five figures”). If company is a publicly traded company a complete Annual Financial Report is required in place of Line of Credit Letter.

2. Legal: Does this business have actions currently filed against it? No Yes. If Yes, AN ATTACHMENT IS REQUIRED: List and explain current actions such as Federal Debarment (on US General Services Administration’s “Excluded Parties List”), appearance on any state or federal delinquent taxpayer list, or claims filed against the retainage and/or payment bond for projects.

References Provide contact information of your company’s ten largest public agency customers:

Agency Name Title Phone Number Email 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Signature Must be same authorized signature that appears on the Bid Affidavit and Acceptance Form.

AEPA IFB #017-A Athletic Facility Lighting Form E – Exceptions

Name of Bidder: Instructions: 1. If “no” is marked with an “X” below, complete this form by signing it at the bottom. 2. If “yes” is marked with an “X” below, insert answers into the form shown below, providing narrative explanations

of exceptions. (To insert more rows, hit the tab key from the last field in the last row and column.) 3. If adding pages, the bidder’s name and identifying information as to which item the response refers must appear

on each page. 4. Scan this form plus any attachments into a single PDF document. 5. Title the file as per the instructions and upload your PDF document to Public Purchase with the Bidder’s

proposal. 6. Exceptions to local, state or federal laws cannot be accepted under this bid.

No, this bidder does not have exceptions to the Terms and Conditions incorporated in Parts A and B of this IFB.

Yes, this bidder has the following exceptions to the Terms and Conditions incorporated in Parts A and/or B of this IFB.

IFB Section and Page Number

Outline Number

Term and Condition Exception


AEPA IFB #017-A Athletic Facility Lighting Form F – Deviations

Name of Bidder: Instructions: 1. If “no” is marked with an “X” below, complete this form by signing it at the bottom. 2. If “yes” is marked with an “X” below, insert answers into the form shown below, providing narrative explanations

of deviations. (To insert more rows, hit the tab key from the last field in the last row and column.) 3. If adding pages, the bidder’s name and identifying information as to which item the response refers must appear

on each page. 4. Scan this form plus any attachments into a single PDF document. 5. Title the file as per the instructions and upload your PDF document to Public Purchase with the Bidder’s

proposal. 6. Deviations to local, state or federal laws cannot be accepted under this bid.

No, this bidder does not have deviations (exceptions or alternates) to the specifications listed in Part B of this IFB.

Yes, this bidder has the following deviations to the specifications listed in Part B of this IFB.

Outline Number Part B

Specification (describe) Details of Deviation


AEPA IFB #017-A Athletic Facility Lighting Form G – Discount & Pricing Schedule

Name of Bidder: Instructions: Bidders are reminded as they prepare the discount pricing schedule that they are responsible for administrative fees on purchases to be remitted to Member Agencies. (See Part A of this IFB, Pricing.) 1. There is one (1) Discount & Pricing Schedule Workbook (in Excel) provided for Bidders to complete with your

discounts, pricing, etc. Please note that there are several tabs in the Workbook that should be completed. You must use the provided Excel Workbooks. Pricing must be submitted in the Excel Workbook format with the file name “Form G – Pricing & Discount Schedule Workbook – Name of Bidder.”

2. In addition to the provided Excel Workbook, copies of the Bidder’s most recent catalog or pricelist showing the products available under this bid should be included as PDF documents.

3. Upload the Excel workbook in its required format along with any additional catalogs or pricelists (PDF format) to Public Purchase with the Bidder’s proposal.

These forms are provided on individual tabs on the Excel Workbook: G.1. Base Bid & State Multiplier (REQUIRED)

Complete the form for this IFB, reset the ‘print area’ if lines were added, and save the file according to directions.

G.2 Price Schedule (REQUIRED) Use this tab of the workbook to provide the bid pricing for the various field sizes and requirements.

G.3 Services Price Schedule (OPTIONAL) If your company provides any design, installation, training or support services to support the items you are bidding, use this form to provide your bid prices.

G.4 Volume Discounts Schedule (OPTIONAL) Use this form if your company is offering additional discounts off of the base discounts bid for one time purchases AND for public agencies that group their requirements together (based on their estimated total annual spend for commodity). Each Bidder must specify the dollar ranges required in order for the agency(ies) to receive the additional discount.

Additional Forms that may be provided by Bidder: G.5. Warranties, Additional Services or Incidental Price Schedule (Not Provided by AEPA – Bidder Created):

Provide a price schedule for any and all extended warranties, additional or incidental services, products, equipment and/or supplies.

G.6. Additional Discounts (Not Provided by AEPA – Bidder Created): If additional discounts/bonuses are available to AEPA members based on a dollar volume, sizes of orders or other criteria, state the formula for arriving at these discounts:


Instructions to Bidders

Description of Cost Factors All Lots Cost Eval Points

Unit of Measure

Offeror's Bid

Per diem rate - meals and lodging per 24 hour period 70 Per DayPerformance and payment bond - bonding rate (percent of project) 40 Percent

Bonding capacity - total amount of capacity available 50 Dollar Amount

AEPA Discounts offered on individuaal manufacturer's published price lists/catlaogs. 100 Percent

Alternative methods of costing - percent of overhead/markup to cost 70 Percent

Discounts offered of alternative costing methods (cost + profit & overhead) Rate of discount. 70 Percent

R.S. Means Mutiplier Normal Hours - Average of State Non-Prevailing Wage Multipler/Factors 80 Percent

R.S. Means Mutiplier Normal Hours - Average of State Prevailing Wage Mutiplier/Factors 80 Percent

R.S. Means Mutiplier Normal Hours - Average of State Davis Bacon Wage Multiplier/Factors 80 Percent

R.S. Means Mutiplier Outside of Normal Hours - Average of State Non-Prevailing Wage Multipler/Factors 40 Percent

R.S. Means Mutiplier Outside of Normal Hours - Average of State Prevailing Wage Mutiplier/Factors 40 Percent

R.S. Means Mutiplier Outside of Normal Hours - Average of State Davis Bacon Wage Multiplier/Factors 40 Percent


Unit of Measure

Offeror's Bid

Offeror's Support for AEPA Pricing, Percent off the Offeror's Support for AEPA pricing Page 50

Service Rates Cost Eval Points

Unit of Measure

Regular Cost

Consulting Services 70 Per HourElectricial Engineering and Lighting System Design 70 Per HourAuto-Cad (Draftsman) 50 Per Hour

Project typesCA State

MultiplierCO State

MultiplierCT State

MultiplierIN State

MultiplierKS State

MultiplierKY State

MultiplierMN State

MultiplierMT State

MultiplierMD State

MultiplierNE State

Multiplier0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%

Non-prevailing wage project: Normal Hours Non-prevailing wage project: Outside Normal Hours Prevailing wage project: Normal Hours Prevailing wage project: Outside Normal Hours Davis Bacon wage project: Normal HoursDavis Bacon wage project: Outside Normal Hours

Project typesNM State

MultiplierND State

MultiplierOH State

Multiplier OR State

MultiplierPA State

MultiplierSD State

MultiplierTX State

MultiplierVA State

MultiplierWA State

MultiplierWY State

Multiplier0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%

Non-prevailing wage project: Normal Hours

Form G.1 - Base Bid Pricing & State Multiplier


In the form below, enter your bid prices for those items indicated, the prices and/or discounts offered for providing all equipment, goods, services, supplies and related items. The prices you offer on these pages affirm that you have accepted the specifications to obtain, deliver and provide those goods and services requested. Each bidder is encouraged to offer its complete product line and provide the lowest and best prices for the complete product line(s) offered. Bidders are encouraged to include new technologies and may add additional pricing sheets as necessary. Bidders may also provide catalogs or pricing sheets that provide different discounts by category to ensure the most aggressive pricing structure. Please provide price lists and/or catalogs that state a list/retail/regular price, AEPA discount and the AEPA price.

Duplicate the individual forms to submit with your bid. If additional clarification, price sheet(s) and/or catalog(s) pertaining to the bid being submitted are needed, include them behind Tab 4. Clearly indicate and identify the items involved and what you wish to communicate in your response.

For each of the states list below provide your multiplier/factor to be applied to the base product cost provided to arrive at the AEPA state price for the product.

Non-prevailing wage project: Outside Normal Hours Prevailing wage project: Normal Hours Prevailing wage project: Outside Normal Hours Davis Bacon wage project: Normal HoursDavis Bacon wage project: Outside Normal Hours

Project types

Average of All State Multiplers

0.00%Non-prevailing wage project: Normal Hours Non-prevailing wage project: Outside Normal Hours Prevailing wage project: Normal Hours Prevailing wage project: Outside Normal Hours Davis Bacon wage project: Normal HoursDavis Bacon wage project: Outside Normal Hours


Field Size Pole Setback Pole Quantity (Mtg. Ht.) Light Level (Maintained) Metal Halide Pricing LED Pricing330'x195' 30' 4 (60') 30 FC 330'x195' 30' 4 (60') 50 FC 360'x225' 30' 4 (70') 30 FC 360'x225' 30' 4 (70') 50 FC

Field Size Base Path Pole Quantity (Mtg. Ht.) Light Level (Maintained) Metal Halide Pricing LED Pricing200' Radius 60' 4 (60') 50 FC(Infield) / 30 FC(Outfield) 200' Radius 60' 4 (60') 70 FC(Infield) / 50 FC(Outfield)

Field Size Base Path Pole Quantity (Mtg. Ht.) Light Level (Maintained) Metal Halide Pricing LED Pricing310'/350'/310' 90' 6 (70') 50 FC(Infield) / 30 FC(Outfield) 310'/350'/310' 90' 6 (70') 70 FC(Infield) / 50 FC(Outfield) 325'/380'/325' 90' 8 (70') 50 FC(Infield) / 30 FC(Outfield) 325'/380'/325' 90' 8 (70') 70 FC(Infield) / 50 FC(Outfield)

Pole Setback Pole Quantity (Mtg. Ht.) Light Level (Maintained) Metal Halide Pricing LED Pricing360' x 160' 65' 4 (70') 30 FC 360' x 160' 65' 4 (70') 50 FC 360' x 160' 65' 4 (80') 70 FC 360 x 160 110' 4(100) 50 FC

# Courts Pole Setback Pole Quantity Light Level (Maintained) Metal Halide Pricing LED Pricing4 15' 4 (60') 30 FC 4 15' 4 (60') 50 FC 5 15' 4 (60') 50 FC

Form G.2 - Price Schedule


For each of the types of fields listed below, provide pricing for Metal Halide lighting and LED lighting for those facilities. If you have additional lighting options, add necessary rows and columns as needed.

Tennis

Football

Baseball

Softball

Soccer

NOTE: If your company provides any of the services listed below, please complete the price schedule. Form G.3 is an OPTIONAL FORM

Description Regular Price or Rates

Discounted Price or Rates

Per Diem Charges (if any) Mileage Charges (if any) *Additional Discount on Large Projects: Y/N










Trai

ning

Se

rvic

esSu

ppor

t Se

rvic

es

*Please detail additional discounts on large projects.

Form G.3 – Services Price ScheduleAEPA IFB #017-A Athletic Facility Lighting

Bidding Company Name: Enter company name hereD

esig

n Se

rvic

esIn

stal

lati

on

Serv

ices

Enter company name here

Dollar Amount FROM

Dollar Amount

TO CatalogAdditional Discount

Offered (%)Example - $0 $50,000 MyCompanyGeneral 2014 Catalog 5.0%

Bidding Company Name:

Form G.4 is an OPTIONAL FORMAdditional Discount for One Time Purchase OR a Group of Local Agencies in a Geographic Area

Combining Requirements (Estimate Annual Spend):

Form G.4 – Volume Discounts ScheduleAEPA IFB #017-A Athletic Facility Lighting

Customer Name

Street Address

City State Zip PO # Item # Item Description Manufacturer # Qty Extended Advertised Price Extended AEPA Price Savings

Total Purchases

Total Administrative Fee

AEPA IFB 017 – Pre-Bid Conference Call Registration Form

Only one registration form for each company will be

accepted.

Please Print or Type – This Form is Fillable PDF Name ___________________________________________________________ Company _______________________________________________________ E-mail ___________________________________________________________ Phone _____________________________________________________ Fax _______________________________________________________ Your Time Zone: c Eastern c Central c Mountain c Pacific Please check off each bid category that you would like to participate in: _________ Copiers/MFPs & Related Services _________ Athletic Surfaces - Hardwood & Synthetic Flooring _________ Kitchen Equipment & Supplies _________ LED Lighting _________ Athletic Field Lighting _________ Roofing & Building Envelope Services Please refer to AEPA 017 Part A Page 5 for time of conference call for your time zone. Please fax to Sue McDermott at 888-490-3184 or email to

[email protected] no later than Thursday,

September 1, 2016, by 3:00 PM EDT

Notifications ReportAgency Association of Educational Purchasing Agencies

Bid Number 017-A

Bid Title Athletic Facility Lighting

Vendor Name State Invitation Date Email ReasonAleddra, Inc. WA Classification 2016-09-27 10:13:17 [email protected] Bid NotificationAll American Tracks Corp OH Classification 2016-08-25 09:54:42 [email protected] Bid NotificationAllied Construction Industries OH Classification 2016-09-02 07:50:41 [email protected] Bid NotificationAllied Construction Industries OH Classification 2016-09-07 12:36:44 [email protected] Addendum NotificationAllied Construction Industries OH Classification 2016-09-07 14:36:33 [email protected] Addendum NotificationAllied Construction Industries OH Classification 2016-09-20 07:37:08 [email protected] Addendum NotificationAll Purpose Erectors IL Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationAll Purpose Erectors IL Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationAll Purpose Erectors IL Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationB&D Industries, Inc. NM Classification 2016-08-22 15:41:06 [email protected] Bid NotificationB&D Industries, Inc. NM Classification 2016-09-07 12:36:44 [email protected] Addendum NotificationB&D Industries, Inc. NM Classification 2016-09-07 14:36:33 [email protected] Addendum NotificationB&D Industries, Inc. NM Classification 2016-09-20 07:37:08 [email protected] Addendum NotificationBidClerk IL Self Invited 2016-09-08 09:08:46 [email protected] Addendum NotificationBidClerk IL Self Invited 2016-09-08 09:08:47 [email protected] Addendum NotificationBidClerk IL Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationBravo Lighting Southwest NM Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationBravo Lighting Southwest NM Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationBravo Lighting Southwest NM Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationConstructConnect OH Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationConstructConnect OH Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationConstructConnect OH Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationConstruction Journal FL Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationConstruction Journal FL Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationConstruction Journal FL Self Invited 2016-09-08 07:57:38 [email protected] Addendum NotificationConstruction Journal FL Self Invited 2016-09-08 07:57:38 [email protected] Addendum NotificationConstruction Journal FL Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationConstruction Journal FL Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationConstruction Software OH Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationConstruction Software OH Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationConstruction Software OH Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationCustom Construction & Roofing NM Classification 2016-08-30 09:31:06 [email protected] Bid NotificationDodge Data & Analytics AR Self Invited 2016-09-09 12:43:35 [email protected] Addendum NotificationDodge Data & Analytics AR Self Invited 2016-09-09 12:43:35 [email protected] Addendum NotificationDodge Data & Analytics AR Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationGrand Cayon Minority AZ Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationGrand Cayon Minority AZ Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationGrand Cayon Minority AZ Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationGreener Light Source LLC TX Self Invited 2016-09-15 12:43:36 [email protected] Addendum NotificationGreener Light Source LLC TX Self Invited 2016-09-15 12:43:57 [email protected] Addendum NotificationGreener Light Source LLC TX Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationI Sqft Plan Room OH Self Invited 2016-09-22 04:50:45 [email protected] Addendum NotificationI Sqft Plan Room OH Self Invited 2016-09-22 04:50:45 [email protected] Addendum NotificationI Sqft Plan Room OH Self Invited 2016-09-22 04:50:45 [email protected] Addendum NotificationJohn Tortelli NM Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationJohn Tortelli NM Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationJohn Tortelli NM Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationJ. Ranck Electric, Inc. MI Self Invited 2016-09-09 07:36:35 [email protected] Addendum NotificationJ. Ranck Electric, Inc. MI Self Invited 2016-09-09 07:36:35 [email protected] Addendum NotificationJ. Ranck Electric, Inc. MI Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationMusco Sports Lighting, LLC IA Self Invited 2016-09-19 14:45:48 [email protected] Addendum NotificationMusco Sports Lighting, LLC IA Self Invited 2016-09-19 14:45:49 [email protected] Addendum NotificationMusco Sports Lighting, LLC IA Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationNorth America Procurement CO Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationNorth America Procurement CO Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationNorth America Procurement CO Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationPEPPM PA Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationPEPPM PA Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationPEPPM PA Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationPremier Building Materials Inc. OH Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationPremier Building Materials Inc. OH Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationPremier Building Materials Inc. OH Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationProjectdog MA Classification 2016-08-30 10:47:10 [email protected] Bid NotificationProjectdog MA Classification 2016-09-07 12:36:44 [email protected] Addendum NotificationProjectdog MA Classification 2016-09-07 14:36:33 [email protected] Addendum NotificationProjectdog MA Classification 2016-09-20 07:37:08 [email protected] Addendum NotificationR.A.D. Corp. MA Classification 2016-08-30 08:26:57 [email protected] Bid NotificationR.A.D. Corp. MA Classification 2016-09-07 12:36:44 [email protected] Addendum NotificationR.A.D. Corp. MA Classification 2016-09-07 14:36:33 [email protected] Addendum Notification

R.A.D. Corp. MA Classification 2016-09-20 07:37:08 [email protected] Addendum NotificationReed Construction Data GA Self Invited 2016-09-07 17:43:34 [email protected] Addendum NotificationReed Construction Data GA Self Invited 2016-09-07 17:43:34 [email protected] Addendum NotificationReed Construction Data GA Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationResource Lighting NM Classification 2016-09-01 13:59:45 [email protected] Bid NotificationResource Lighting NM Classification 2016-09-07 12:36:44 [email protected] Addendum NotificationResource Lighting NM Classification 2016-09-07 14:36:33 [email protected] Addendum NotificationResource Lighting NM Classification 2016-09-20 07:37:08 [email protected] Addendum NotificationRobert Cohen Co., LLC NM Classification 2016-09-06 10:00:07 [email protected] Bid NotificationSam Anderson Pvt Ltd AL Self Invited 2016-09-22 00:22:47 [email protected] Addendum NotificationSam Anderson Pvt Ltd AL Self Invited 2016-09-22 00:22:47 [email protected] Addendum NotificationSam Anderson Pvt Ltd AL Self Invited 2016-09-22 00:22:47 [email protected] Addendum NotificationSimply Bright Ideas MO Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationSimply Bright Ideas MO Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationSimply Bright Ideas MO Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationTechline Sports Lighting TX Classification 2016-08-15 15:34:19 [email protected] Bid NotificationTechline Sports Lighting TX Classification 2016-09-07 12:36:44 [email protected] Addendum NotificationTechline Sports Lighting TX Classification 2016-09-07 14:36:33 [email protected] Addendum NotificationTechline Sports Lighting TX Classification 2016-09-20 07:37:08 [email protected] Addendum NotificationW.H. Hughes, Inc. MA Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationW.H. Hughes, Inc. MA Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationW.H. Hughes, Inc. MA Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationWhiting-Turner MA Self Invited 2016-09-07 12:36:44 [email protected] Addendum NotificationWhiting-Turner MA Self Invited 2016-09-07 14:36:33 [email protected] Addendum NotificationWhiting-Turner MA Self Invited 2016-09-20 07:37:08 [email protected] Addendum NotificationWizer Electric LLC. NM Classification 2016-08-19 09:01:48 [email protected] Bid NotificationWizer Electric LLC. NM Classification 2016-09-07 12:36:44 [email protected] Addendum NotificationWizer Electric LLC. NM Classification 2016-09-07 14:36:33 [email protected] Addendum NotificationWizer Electric LLC. NM Classification 2016-09-20 07:37:08 [email protected] Addendum Notification

1/31/2017 Public Purchase: Bid IFB #017-A - Athletic Facility Lighting - Addendum # 1

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Bid IFB #017A Athletic Facility LightingAddendum #1 Addendum

Bid Type IFB

Bid Number 017A

Title Athletic Facility Lighting

Start Date Aug 15, 2016 4:03:55 PM CDT

End Date Oct 5, 2016 12:30:00 PM CDT

Agency Association of Educational Purchasing Agencies

Bid Contact Andrew Pickens(806) 236[email protected] Bell StreetAmarillo, TX 79109

Description

AEPA is seeking qualified, experienced contractor(s) who possess the necessary resources and capabilities toacquire, deliver and perform the required supplies, materials equipment and labor to all 26 member statesnecessary to:

1. Respond to request from a number of different types of educational, governmental and public institutionsseeking athletic, recreational, activity and general public event facility indoor and outdoor lightingsolutions.

2. Types of public facilities/complexes and events/activities may include but is not limited to: athletic (multipurpose, football, soccer, hockey, basketball, volleyball, tennis, baseball/softball, track and Field, etc.);public (golf courses, parks, playgrounds, swimming pools/waterparks, skateboard parks, open spacetheaters, campgrounds, rodeo/horse arenas, convention, exhibit and visitor areas, etc.); and related areas(parking lots, grandstands, concessions areas, walkways, etc.)

3. Types of products and services may or may not include, but are not limited to: assessing and evaluatingexisting facilities/lighting systems and/or new project sites; designing, engineering and developing projectspecific lighting solutions; obtaining, manufacturing, delivering, constructing/erecting and makingoperational the provided lighting solution; and maintenance, repair, renovate and replace existing lightingsystems.

PreBid Conference

Date: Sep 7, 2016 9:00:00 AM CDTLocation: Voluntary PreBid Conference Call: PreRegistration Required by 3:00 p.m. EDT, September 1, 2016 (No

Exceptions)Notes: AEPA will host a voluntary prebid conference call on Wednesday, September 7, 2016, for any interested

Bidders or potential Bidders. The conference call times are set in the following schedule for each of thefour contiguous United States time zones. Bidders must register no later than 3 p.m. EDT, Thursday,September 1, 2016, by faxing the Prebid Conference Call Registration Form (found on AEPA Bid website)to Sue McDermott to 8884903184. No registration will be accepted after this date. Bidders must indicatewhich bid category or categories that they would like to participate in their registration. An emailconfirmation with details of the phone conference will be sent to the Bidder at least 24 hours prior to theconference call. Each Bidder will be allowed only one phone line to participate in conference call. It willbe the Bidder's responsibility to have one primary person responsible for asking questions during theconference call. Recording of the conference call will be posted on the AEPA Website.

Voluntary PreBid Conference Call Schedule Wednesday, September 7, 2016



NoAttachments

017 PreBid Conference Call Registration Form.pdf [download]

Documents

Name Posting Date Acceptance

Part A Terms and Conditions AEPA 017A Athletic Facility Lighting.pdfAug 15, 2016 11:07:33 AM CDT Yes

Part B Specifications AEPA 017A Athletic Facility Lighting.pdfAug 15, 2016 11:07:48 AM CDT Yes

Bid Proposal Checklist AEPA 017A Athletic Facility Lighting.docxAug 15, 2016 11:07:51 AM CDT Yes

Form A Bid Affidavit AEPA 017A Athletic Facility Lighting.docxAug 15, 2016 11:07:57 AM CDT Yes

Form B Acceptance of Bid & Contract Award AEPA 017A Athletic Facility Lighting.docxAug 15, 2016 11:08:00 AM CDT Yes

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Form C Service Questionnaire AEPA 017A Athletic Facility Lighting.docxAug 15, 2016 12:05:17 PM CDT Yes

Form D Company Information AEPA 017A Athletic Facility Lighting.docxAug 15, 2016 11:08:12 AM CDT Yes

Form E Exceptions AEPA 017A Athletic Facility Lighting.docxAug 15, 2016 11:08:15 AM CDT Yes

Form F Deviations AEPA 017A Athletic Facility Lighting.docxAug 15, 2016 11:08:19 AM CDT Yes

Form G Discount & Pricing Schedule AEPA 017A Athletic Facility Lighting.docxAug 15, 2016 11:08:24 AM CDT Yes

Forms G.1G.4 AEPA 017A Athletic Facility Lighting.xls Aug 15, 2016 11:08:29 AM CDT Yes

State Specific Required Bid Documents for New Jersey updated 5_16.pdfAug 15, 2016 11:08:38 AM CDT Yes

AEPA 017 Athletic Facility Lighting Conference Call Recording.mp3Sep 7, 2016 1:08:00 PM CDT No

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Customer Support: [email protected] | Copyright 19992017 © | The Public Group, LLC. All rights reserved.

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Bid Type IFB

Bid Number 017A






Description





PreBid Conference







NoAttachments


Documents


Part A Terms and Conditions AEPA 017A Athletic Facility LightingAug 15 Sep 7, 2016 113:0722:33 AM 24 PM Yes

Part B Specifications AEPA 017A Athletic Facility LightingAug 15 Sep 7, 2016 113:0722:48 AM 45 PM Yes














http://www.publicpurchase.com/gems/docviewer/bidDoc/Part%20A%20-%20Terms%20and%20Conditions%20-%20AEPA%20017-A%20Athletic%20Facility%20Lighting_Amended%209.7.2016.pdf?ffd=true&outlineId=169845&docId=17509145&sectionId=758276&orgId=512070

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Form C Service Questionnaire AEPA 017A Athletic Facility LightingAug 15 Sep 7, 2016 123:0523:17 06 PM CDTYes








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Bid Type IFB

Bid Number 017A






Description





PreBid Conference







NoAttachments


Documents


Part A Terms and Conditions AEPA 017A Athletic Facility Lighting_Amended 9.7.2016.pdfSep 7, 2016 3:22:24 PM CDT Yes

Part B Specifications AEPA 017A Athletic Facility Lighting_Amended 9.7.2016.pdfSep 7, 2016 3:22:45 PM CDT Yes














http://www.publicpurchase.com/gems/docviewer/bidDoc/Part%20A%20-%20Terms%20and%20Conditions%20-%20AEPA%20017-A%20Athletic%20Facility%20Lighting_Amended%209.7.2016.pdf?ffd=true&outlineId=171303&docId=17509145&sectionId=758276&orgId=512070

http://www.publicpurchase.com/gems/docviewer/bidDoc/Part%20B%20-%20Specifications%20-%20AEPA%20017-A%20Athletic%20Facility%20Lighting_Amended%209.7.2016.pdf?ffd=true&outlineId=171303&docId=17509146&sectionId=758277&orgId=512070







Form C Service Questionnaire AEPA 017A Athletic Facility Lighting_Amended 9.7.2016.docxSep 7, 2016 3:23:06 PM CDT Yes








AEPA_Vendor_Quarterly_Report_Template (1).pdf Sep 20, 2016 8:19:33 AM CDT Yes

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Access ReportAgency Association of Educational Purchasing Agencies

Bid Number 017-A

Bid Title Athletic Facility Lighting

Vendor Name Accessed First Time Most Recent Access Documents

Most Recent

Response DateThe Public Group 2016-12-16 02:32 PM CST 2016-12-16 02:32 PM CSTBuilders Exchange of Michigan

2016-10-04 08:52 AM CDT 2016-10-04 08:52 AM CDT

Construction Software Technologies

2017-01-18 11:03 AM CST 2017-01-18 11:04 AM CST

Dodge Data & Analytics 2016-09-09 01:40 PM CDT 2016-10-12 05:47 PM CDT AEPA_Vendor_Quarterly_Report_Template (1).pdfAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3Forms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.pdfState Specific Required Bid Documents for New Jersey - updated 5_16.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.pdfForm F - Deviations - AEPA 017-A Athletic Facility Lighting.pdfForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.pdfForm D - Company Information - AEPA 017-A Athletic Facility Lighting.pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.pdfBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.pdf

R.A.D. Corp. 2016-08-30 09:29 AM CDT 2016-09-07 01:37 PM CDT AEPA 017 Athletic Facility Lighting Conference Call Recording.mp3Part B - Specifications - AEPA 017-A Athletic Facility Lighting.pdf

BidClerk 2016-08-25 04:37 PM CDT 2016-12-30 08:45 AM CST AEPA 017 Athletic Facility Lighting Conference Call Recording.mp3Form F - Deviations - AEPA 017-A Athletic Facility Lighting.pdfState Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.pdfForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.pdfForm D - Company Information - AEPA 017-A Athletic Facility Lighting.pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.pdfBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf017 Pre-Bid Conference Call Registration Form.pdfForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf

Vendor Support Account 2017-01-20 10:11 AM CST 2017-01-20 10:12 AM CST Part A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf

John Tortelli 2016-09-01 12:50 PM CDT 2016-09-01 12:54 PM CDT 017 Pre-Bid Conference Call Registration Form.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdf

Allied Construction Industries 2016-09-02 08:47 AM CDT 2016-10-05 04:31 PM CDT AEPA_Vendor_Quarterly_Report_Template (1).pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3017 Pre-Bid Conference Call Registration Form.pdfState Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xlsForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docxForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.docxForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docxBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf

State Electric Supply Co. 2016-09-28 02:27 PM CDT 2016-09-28 02:27 PM CDTWizer Electric LLC. 2016-08-19 10:09 AM CDT 2016-08-19 10:38 AM CDT 017 Pre-Bid Conference Call Registration Form.pdf

J. Ranck Electric, Inc. 2016-09-09 08:35 AM CDT 2016-09-09 09:23 AM CDT State Specific Required Bid Documents for New Jersey - updated 5_16.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docxForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.docxForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docxBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xlsPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3

Premier Building Materials Inc.

2016-08-29 10:06 AM CDT 2016-10-03 09:23 PM CDT AEPA_Vendor_Quarterly_Report_Template (1).pdfState Specific Required Bid Documents for New Jersey - updated 5_16.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xlsForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.docxForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf017 Pre-Bid Conference Call Registration Form.pdf

Simply Bright Ideas 2016-08-29 10:05 AM CDT 2016-09-08 12:40 PM CDT AEPA 017 Athletic Facility Lighting Conference Call Recording.mp3State Specific Required Bid Documents for New Jersey - updated 5_16.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docxForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.docxForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docxBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf017 Pre-Bid Conference Call Registration Form.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xls

CMD Group 2016-09-08 11:10 AM CDT 2016-09-08 11:10 AM CDTSam Anderson Pvt Ltd 2016-08-31 06:46 AM CDT 2017-01-31 08:10 AM CST Part B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf

AEPA_Vendor_Quarterly_Report_Template (1).pdf

Precision Sports Surfaces 2016-09-12 04:03 PM CDT 2016-09-12 04:03 PM CDTFLORIDA RESEARCH 2016-08-23 06:44 PM CDT 2016-08-23 06:44 PM CDTConstructConnect 2016-08-30 08:19 AM CDT 2016-08-30 08:40 AM CDT Form A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.pdf

North America Procurement Council

2016-08-25 04:51 PM CDT 2016-09-20 09:58 AM CDT Part A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf

Construction Journal 2016-09-08 08:51 AM CDT 2017-01-25 06:47 AM CST AEPA_Vendor_Quarterly_Report_Template (1).pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3

Projectdog 2016-09-02 10:58 AM CDT 2016-09-20 10:26 AM CDT AEPA_Vendor_Quarterly_Report_Template (1).pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3Forms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xlsState Specific Required Bid Documents for New Jersey - updated 5_16.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docxForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.docxForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docxBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf017 Pre-Bid Conference Call Registration Form.pdf

Onvia 2016-10-04 03:13 AM CDT 2016-10-04 03:29 AM CDT AEPA_Vendor_Quarterly_Report_Template (1).pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf

Bravo Lighting Southwest 2016-08-17 12:52 PM CDT 2016-08-23 05:30 PM CDT Part A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdf017 Pre-Bid Conference Call Registration Form.pdf

Grand Cayon Minority Contractors Association and iSqFt Planroom Partnership

2016-08-30 10:26 AM CDT 2016-09-15 10:29 AM CDT Part B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf017 Pre-Bid Conference Call Registration Form.pdfState Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.pdfForm F - Deviations - AEPA 017-A Athletic Facility Lighting.pdfForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.pdfForm D - Company Information - AEPA 017-A Athletic Facility Lighting.pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.pdfForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.pdfForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.pdfBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf

Worldwide Technologies 2016-08-16 09:20 PM CDT 2016-08-16 09:20 PM CDT

PEPPM 2016-08-25 09:16 AM CDT 2016-09-07 02:43 PM CDT State Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xlsForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docxForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.docxForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docxBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf

All Purpose Erectors 2016-09-07 09:31 AM CDT 2016-09-07 09:39 AM CDT Bid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxState Specific Required Bid Documents for New Jersey - updated 5_16.pdf

Techline Sports Lighting 2016-08-16 10:16 AM CDT 2017-01-20 10:15 AM CST Form B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxAEPA_Vendor_Quarterly_Report_Template (1).pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.docxAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3Form G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docxForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxState Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xlsForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docxBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdf017 Pre-Bid Conference Call Registration Form.pdf

2016-10-04 06:07 PM CDT

Resource Lighting 2016-09-01 03:00 PM CDT 2016-09-20 08:46 AM CDT Part B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf

Greener Light Source LLC 2016-09-15 01:40 PM CDT 2016-09-15 01:40 PM CDT Part B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf

Construction Software Technologies

2016-08-25 11:28 PM CDT 2016-09-22 10:59 AM CDT Part B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfState Specific Required Bid Documents for New Jersey - updated 5_16.pdfBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.pdf

B&D Industries, Inc. 2016-08-22 04:44 PM CDT 2016-10-05 09:58 AM CDT State Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xlsForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docxForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.docxForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docxBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf017 Pre-Bid Conference Call Registration Form.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdf

ConstructConnect 2016-11-09 04:09 PM CST 2016-11-09 04:10 PM CST AEPA_Vendor_Quarterly_Report_Template (1).pdfForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.pdf

W.H. Hughes, Inc. 2016-09-01 07:36 AM CDT 2016-09-01 07:59 AM CDT 017 Pre-Bid Conference Call Registration Form.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdf

Construction Journal 2016-08-23 06:17 AM CDT 2017-01-25 12:13 AM CST State Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.pdfForm F - Deviations - AEPA 017-A Athletic Facility Lighting.pdfForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.pdfForm D - Company Information - AEPA 017-A Athletic Facility Lighting.pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting.pdfForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.pdfForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.pdfBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.pdfBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting.pdf

Musco Sports Lighting, LLC 2016-09-19 03:38 PM CDT 2016-09-23 01:33 PM CDT Forms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xlsBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.docxForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.docx017 Pre-Bid Conference Call Registration Form.pdfAEPA_Vendor_Quarterly_Report_Template (1).pdfAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3State Specific Required Bid Documents for New Jersey - updated 5_16.pdfForm F - Deviations - AEPA 017-A Athletic Facility Lighting.docxForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.docxForm D - Company Information - AEPA 017-A Athletic Facility Lighting.docxForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.docxForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.docxPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.docx

Whiting-Turner 2016-08-24 01:37 PM CDT 2016-08-24 01:37 PM CDT Part B - Specifications - AEPA 017-A Athletic Facility Lighting.pdf

Reed Construction Data 2016-09-07 05:33 PM CDT 2016-12-02 02:02 PM CST 017 Pre-Bid Conference Call Registration Form.pdfAEPA_Vendor_Quarterly_Report_Template (1).pdfAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3State Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.pdfForm F - Deviations - AEPA 017-A Athletic Facility Lighting.pdfForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.pdfForm D - Company Information - AEPA 017-A Athletic Facility Lighting.pdfForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.pdfForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.pdfBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf

Custom Construction & Roofing LLC

2016-08-30 11:20 AM CDT 2016-09-06 04:39 PM CDT

McGraw-Hill Construction DODGE/McGraw-HillFinancial

2016-08-26 11:55 AM CDT 2016-08-26 11:55 AM CDT

I Sqft Plan Room 2016-09-07 02:57 PM CDT 2016-09-22 05:44 AM CDT AEPA_Vendor_Quarterly_Report_Template (1).pdfAEPA 017 Athletic Facility Lighting Conference Call Recording.mp3State Specific Required Bid Documents for New Jersey - updated 5_16.pdfForms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.pdfForm G - Discount & Pricing Schedule - AEPA 017-A Athletic Facility Lighting.pdfForm F - Deviations - AEPA 017-A Athletic Facility Lighting.pdfForm E - Exceptions - AEPA 017-A Athletic Facility Lighting.pdfForm D - Company Information - AEPA 017-A Athletic Facility Lighting.pdfForm C - Service Questionnaire - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfForm B - Acceptance of Bid & Contract Award - AEPA 017-A Athletic Facility Lighting.pdfForm A - Bid Affidavit - AEPA 017-A Athletic Facility Lighting.pdfBid Proposal Checklist - AEPA 017-A Athletic Facility Lighting.pdfPart B - Specifications - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdfPart A - Terms and Conditions - AEPA 017-A Athletic Facility Lighting_Amended 9.7.2016.pdf

Global Support Group, Inc. 2016-10-05 08:18 AM CDT 2016-10-05 08:19 AM CDT Forms G.1-G.4 - AEPA 017-A Athletic Facility Lighting.xls

AEPA Bid Opening Record - Bid 017Due: October 5, 2016 at 1:30 p.m. EDT

Form Description: Part B -

SpecificationsBid Proposal

ChecklistBid Security -

$25,000Form A - Bid

AffidavitForm B - Acceptance of Bid & Contract Award

Form C - Service

QuestionnaireForm D - Company

InformationForm E -

ExceptionsForm F -

DeviationsForm G - Discount &

Pricing SchedulesCatalogs and / or

Price list

Letter of Line of

Credit and/or

Annual Report

State Specific

Required Forms

90% of Member

Agencies

Is Pricing <= Other

Customers?

Forward to Bid

Oversight

Committee?Comments

Special Requirements: (Electronic

required unless stated otherwise)

Scanned PDF &

Signature

RequiredScanned PDF

Paper & Electronic; Licensed in state of

Nevada

Scanned PDF, Signature &

Notarization

Required

Scanned PDF & Signature

RequiredScanned PDF &

Signature RequiredScanned PDF & Signature

Required

Scanned PDF &

Signature

Required

Scanned PDF &

Signature

Required

Scanned PDF & Signature

Required PDF Bidder Created Bidder Created See Form C

Question #6

A - Athletic Facility Lighting G.1-4: Discount &

Pricing SchedulesG.5: Warranties,

Additional ServicesG.6: Additional

DiscountsTechline Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes15303 Storm driveAustin, TX 78734512-977-8880Stive Jones

Miscellaneous - Bidder Created

All Pricing to be Provided in Excel

Forms Pricing Spreadsheets

REVISED: September 2013 1

AEPA IFB #017-A Athletic Facility LightingBid Proposal Checklist

Bidder Name: Techline Sports Lighting

Name of Authorized Representative: Steve ]ones

Office Address: 15303 Storm Drive, Austin, Tx 78734

Time Zone: [] Eastern Central

Telephone: 512-977-8880 Fax:

Emaih [email protected] Website:

Mountain

512-977-8882

Pacific

www.sportslighting.com

Instructions: Please complete the checklist below, confirming that the following documents have been uploaded

to Public Purchase, in their required format, by the due date and time listed for this IFB. Bidders are reminded thatfailure to follow, comply with, and adhere to these instructions of this solicitation may result in their response

being deemed non-responsive. AEPA, its member agencies, affiliate agencies and authorized representatives arenot responsible for bid proposals that are incomplete, unreadable, or received after the deadline.

Document Title, Uploaded to Public Purchase(Bidder must submit forms in the required title/format)

Part B - Specifications - Name of Bidder

Format of UploadedDocument

v/

//

jf

Bid Proposal Checklist- Name of Bidder

Form A - Bid Affidavit - Name of Bidder Scanned PDF Signature andnotarization required

Form B - Acceptance of Bid & Contract Award - Scanned PDF Signature requiredName of Bidder

Form C - Service Questionnaire - Name of Bidder Scanned PDF Signature required

Form D - Company Information - Name of Bidder Scanned PDF Signature required

Form E - Exceptions - Name of Bidder Scanned PDF Signature required

/' Form F - Deviations - Name of Bidder

b/'Form G - Discount & Pricing Schedules - Name ofBidder

Form 6.1-4 - Discount & Pricing Schedules Excel Workbook Must not be passwordWorkbook - Name of Bidder protected

Form G.5 - Warranties, Additional Services - Name Scanned PDF Not provided by AEPA,of Bidder Bidder Created

Form G.6 -Additional Discounts (optional) Not provided by AEPA,Bidder Created

Letter of Line of Credit and/or Annual Report - Not provided by AEPA,Name of Bidder Bidder Created

State Specific Required Forms (See Part A) Not provided by AEPA,Bidder Created

jScanned PDF

Scanned PDF

Scanned PDF

Scanned PDF

Notes

Signature required

Signature required

Signature required

AEPA IFB #017-A Athletic Facility LightingForm A - Bid Affidavit

Name of Bidder: Techline Sports LightingInstructions: This form must be signed by the Bidder's authorized representative and notarized below. The

completed document must be scanned to a PDF format and uploaded to Public Purchase with the Bidder's

proposal. If awarded, the Bidder is required to produce a copy of this document for each of the member agencieswith which it contracts.

1. The undersigned, duly authorized to represent the persons, firms and corporations joining and participating inthe submission of the foregoing bid (such persons, firms and corporations hereinafter being referred to as thebidder), being duly sworn, on his/her oath, states that to the best of his/her belief and knowledge no person,firm or corporation, nor any person duly representing the same joining and participating in the submission ofthe foregoing bid, has directly or indirectly entered into any agreement or arrangement with any other bidders,or with any official of the Member Agency, or any employee thereof, or any person, firm or corporation undercontract with the Member Agency whereby the bidder, in order to induce the acceptance of the foregoing bidby the Member Agency, has paid or is to pay to any other bidder or to any of the aforementioned personsanything of value whatever, and that the bidder has not, directly nor indirectly entered into any arrangementor agreement with any other bidder or bidders which tends to or does lessen or destroy free competition in theletting of the contract sought for by the foregoing bid.

2. This is to certify that the bidder, or any person on his/her behalf, has not agreed, connived, or colluded toproduce a deceptive show of competition in the manner of the bidding or award of the referenced contract.

3. This is to certify that neither I, nor to the best of my knowledge, information and belief, the bidder, nor anyofficer, director, partner, member or associate of the bidder, nor any of its employees directly involved inobtaining contracts with the State of Member Agency, Member Agency, or any subdivision of the state hasbeen convicted of false pretenses, attempted false pretenses, or conspiracy to commit false pretenses, bribery,attempted bribery or conspiracy to bribe under the laws of any state or federal government for acts oromissions after January 1, 1985.

4. This is to certify that the bidder or any person on his behalf has examined and understands the terms,conditions, scope of work and specifications, and other documents of this solicitation and that any and allexceptions have been noted in writing and have been included with the bid submittal.

5. This is to certify that if awarded a contract, the bidder will provide the equipment, commodities, and/orservices to members and affiliate members of the Agency in accordance with the terms, conditions, scope ofwork and specifications and other documents of this solicitation in the following pages of this bid.

6. This is to certify that the bidder is authorized by the manufacturer(s) to sell all proposed products on anational basis.

7. This is to certify that we have completed, reviewed, approved and have included all information that isrequired in Sections C, D, E, F and G of these bid forms.

Steve ]onesAuthorized Representative (Please print or type)

15303 Storm DriveMailing Address

Title Busine/ Development Manager(Please pri

....__

Signature of Author ' d Representative

Austin, TX 78734City, State, Zip

9/30/16 512-977-8880Date Phone

Notary Public in and for County of " (_b/I'g

My commission expires: Signature: .21jk OVV

o0- 02- 030 o

Subscribed and sworn to before me this day of OC-- be r

State of T_a.AZ q,S

tl SUSA, M ARLE SCH[L.LER11

o,

1.1 '../-*&..:. - Comm. Expires 06-08-2020 II"-,7.*£6 ". ,,,<II ",,,,,,,,' No,o,,,o ,a069=8,o !I

I _ ...... ILL,l_ : := •

AEPA IFB #017-A Athletic Facility LightingForm B - Acceptance of Bid & Contract Award

Name of Bidder: Techline Sports Lighting

Instructions: PART I of this form is to be completed by the Bidder and signed by its Authorized Representative.PART II will be completed by the AEPA Member Agency only upon the occasion of the bid award. The completeddocument must be scanned to a PDF format and uploaded to Public Purchase with the Bidder's proposal. If

approved by AEPA, the Bidder is required to produce a copy of the document for each of the AEPA Member Agencywith which it contracts.

PART h BIDDERIn compliance with the Invitation For Bid (IFB), the undersigned warrants that I/we have examined theInstructions to Bidders, associated documents, and being familiar with all of the conditions surrounding the

proposed projects, hereby offer and agree to furnish all labor, materials, supplies and equipment incurred in

compliance with all terms, conditions, specifications and amendments associated with this IFB and any written

exceptions to the bid. Signature also certifies understanding and compliance with the certification requirements of

the AEPA Member Agency's Terms and Conditions and/or Special Terms and Conditions. The undersigned

understands that their competence, ability, capacity and obligations to offer and provide the proposed tangible

personal property, professional services, construction services and other services on behalf of the Vendor Partner

as well as other factors of interest to the AEPA Member Agency as stated in the evaluation section, will be a

consideration in making the award.

Company Name Techline Sports Lighting Date

Company Address 15303 Storm Drive City

Contact Person Steve lone, g") Title

Authorized Signature ¢ Title

Email Address sjones@s ortlighting.com

9/30/16

Austin State TX Zip 78734

Business Development Manager

Phone 512-977-8880

PART Ih AWARDING MEMBER AGENCYYour bid response for the above identified bid is hereby accepted. As a Vendor Partner you are now bound to offer

and provide the products and services identified within this IFB, your response and approved by AEPA, includingall terms, conditions, specifications, exceptions and amendments. As Vendor Partner, you are hereby not to

commence any billable work or provide any products or services under this contract until an executed purchase

order is received from the AEPA Member Agency or Participating Entities. The intent of this contract is toconstitute the final and complete agreement between the AEPA Member Agency and Vendor Partner, and no other

agreements, oral or otherwise, regarding the subject matter of this contract, shall bind any of the parties hereto.

No change or modification of this contract shall be valid unless in writing and signed by both parties to thiscontract. If any provision of this contract is deemed invalid or illegal by any appropriate court of law, the

remainder of this contract shall not be affected thereby. The initial term of this contract shall be for up to fifteen(15) months and will commence on the date indicated below and continue until February 28, 2018 unlessterminated, canceled or extended. By mutual written agreement as warranted, the contract may be extended

month by month up to six (6) months or for three (3) additional 12-month periods.

Awarding Agency

Agency Executive

Awarded this day of Contract Number

Contract to commence (Member Agency to select): [] or [] March 1, 2017

AEPA IFB #017-A Athletic Facility LightingForm C - Service Questionnaire


Instructions: Please respond to Yes/No and choice questions by using an (X). If a text reply is required, respond

in the space below. Scan this form and any attachment pages into a single document and convert to a PDF file. The

scanned PDF file must be uploaded to Public Purchase with the Bidder's proposal. As part of evaluating theBidder's qualifications, the following is being requested and the Bidder is forewarned failure to respond and/ormeet the minimum specifications in these areas, may deem their response as non-responsive.

. The following chart indicates which AEPA Member States intend to participate in this bid category. Pleaseplace an "X" in response to questions in the last three (3) columns. Note: A Bidder must be willing and able to

deliver the proposed products and/or services to ninety (90%) of the participating AEPA Member States.AEPA MemberStates

Participatingin this bidcategory?

Has the bidding companysold products/services inthese states for the past

If awarded, which statesdoes the biddingcompany propose to sell

dealers in.

California Yes X X

Colorado Yes No X XConnecticut Yes Yes X XFlorida Yes Yes X XIndiana Yes Yes X XIowa No No X X

X Kansas Yes Yes X XKentucky Yes Yes X XMassachusetts No Yes X XMichigan Yes Yes X XMinnesota Yes NO X XMissouri Yes X X

Montana Yes Yes X XNebraska Yes Yes X XNew Jersey No No X XNew Mexico Yes Yes X XNorth Dakota Yes Yes X XOhio Yes Yes X XOregon Yes X XPennsylvania No Yes X XTexas Yes Yes X XVirginia Yes Yes X XWashington No Yes X XWest Virginia Yes Yes X XWisconsin Yes Yes X XWyoming Yes NO X X

in?three (3) years?

Indicate which states thebidding company hassales reps, distributors or

2. e-Commerce: Does this company have an e-commerce website? __.Yes X No

If Yes, what is the website?

. Customer and Support Service: It is understood depending on the type, kind and level of products and/orservices being proposed in response to this bid will impact and determine the type and level of servicesrequired and these are identified in Part B Bid Specifications of this IFB.

a. Does this company have online customer support options?__ Yes X Nob. Does this company have a toll-free customer support phone option? X Yes Noc. Does this company offer local customer and support service options7 X Yes Nod. Describe the type, level, available and location(s) of your customer and support service options,

including number of dedicated customer/support staff and hours of operation.24 x 70nsite and telephone support. 3 dedicated support staff 8AM-5PM central, 1

dedicated 24 x 7 support staff

. Training: If applicable, does this company offer customer training for the products and services sold? X YesNo

If Yes, describe what types/kinds of training you offer, the venues where training occurs and the location(s) ofyour trainers, include number of staff dedicated to training and their qualifications and hours of operation. __

Onsite and remote support services (telephone and/or Webex). Trainers are based inAustin and training can be performed onsite at our facili _ty or onsite at the installation location. Wehave 2 trainers with over 5 years' experience,

5. Pricing:a. Is your pricing methodology guaranteed for the term of the contract? X* Yes Nob. Will you offer customized price lists to Participating Entities as required per the Pricing terms of Part

A7 X* Yes Noc. Will you offer hot list pricing (optional) as described in the Pricing terms of Part A? Yes X* Nod. Will you offer Volume Price Discounts as described in the Pricing terms of Part A7 __ Yes X* No

* Due to the unique circumstances of each project, all pricing is current best available net pricing. Factors that can impact

pricing are geographic location of site, specifically wind zone location, and geologic considerations (i.e. slurry drilling, rockdrilling, and pole casing requirements can all affect the ultimate pricing on a project).

6. Competitiveness: In order for your bid to be considered, your company must offer AEPA prices that are ualto or lower than what your company offers to individual customers and/or cooperatives with equal to or lowervolume. Is the pricing that is proposed to AEPA equal to or lower than pricing offered to individual customersand/or cooperatives with equal to or lower volume7 X Yes __ No

.

Indicate which of the following apply and the level of competitive range you are offering in response to thisIFB.

__. Pricing offered to AEPA is EQUAL TO pricing offered to individual customer and/or cooperatives.

X** Pricing is LESS THAN individual customer and/or cooperatives. Lower by %** All pricing is current best available net pricing. Other existing contracts may appear lower pricing but do not include our state ofthe art control systems (EcoLink for metal halide systems, MrMesh for LED) and latest technology energy saver luminaires.

Cooperative Contracts: Does your company currently have contracts with other cooperatives (local, regional,state, national)? X Yes ___ No

If Yes, identify which cooperative and the respective expiration date(s). Buyboard(expires 9/30/17) andTIPS (expires 2/28/17)

If Yes, and your company is awarded an AEPA contract, which contract will you lead with in marketing andsales representative presentations (sales calls)7 AEPA

, Administrative Fee: Which of the following best reflects how your pricing includes the individual AEPAMembers' administrative fee. Mark with an "X".

The pricing for the products and/or services are the same for each AEPA Member Agency,shipping, handling administrative fee and other specific state costs are added to arrive at totalprice offered to the Individual AEPA Member Agency.The pricing for the products and/or services is inclusive of the administrative fee and thereforethe pricing is the same for all AEPA Member Agencies. Shipping, handling and other state specificcosts are added to the adjusted AEPA Member Agency's price.

X other) costs to arrive at a single price for all AEPA Member Agencies.The pricing for the products and/or services includes all (shipping, handling, administrative fee,

. Shipping & Handling: Orders that are $50.00 or more shall include free shipping and handling. What isthe flat rate your company will charge, regardless of where shipped in the continental United States, for orderslessthan $50.00? $ n/a

10. Product Returns: Does your company have a return policy? Yes X No

If Yes, describe your return policy and if you charge a restocking fee, what is it? (AEPA allows up to 15% forsupplies and up to 25% for equipment).

11. Payment Terms: Will you offer AEPA Buyer's a quick pay discount? X . Yes __.No

If Yes, what is the discount? 1 % Net i0

12. Leasing: Do you offer leasing arrangements under this bid? X . Yes ___ NoIf Yes, remember to indicate the rate factor and other cost factors on Form G - Discount & Pricing SchedulesWorkbook.

13. If an AEPA contract is approved and awarded by the Member Agencies, as a Vendor Partner, I agree to:Responsibilities of an AEPA Vendor Partner Yes, indicate No, indicate

with an "X" with an "X"

1. Designate and assign a dedicated senior-level contract manager (oneauthorized to make decisions) to each of the Member Agency accounts.

XThis employee will have a complete copy and must have workingknowledge of the contract.

2. Train and educate sales staff on what the AEPA cooperative contract isincluding pricing, who can order from the contract (by state),terms/conditions of the contract and the respective ordering Xprocedures for each state. It is expected that Vendor Partners will leadwith AEPA contracts.

3. Develop a marketing plan to support the AEPA contract in collaborationwith respective AEPA Member Agencies. Plan should include, but not be

Xlimited to, a website presence, electronic mailings, sales flyers,brochures, mailings, catalogs, etc.

4. Create an AEPA-specific sell sheet with a space to add a MemberAgency logo and contact information for use by the Member Agenciesand the Vendor Partner's local sales representatives to market within Xeach state.

5. On a quarterly basis, complete the sales and administrative fee report(see attached PDF example) and submit to each Member Agency along Xwith the respective administrative fees to be paid. If there are no sales,a $0 report is required.

6. On a quarterly basis, complete the online Vendor Partner sales report Xfor each Member Agency.

7. Have ongoing communication with the Bid Oversight Chairperson,AEPA Member Agencies and the Member Agencies Participating XEntities.

8. Attend two (2) AEPA meetings each year (see page 9 in Part A) X

9. Participate in national and local conference trade shows to promote theXAEPA contracts including, but not limited to the Association of School

Business Officials (ASBO), the National Institute of GovernmentalPurchasing (NIGP), and the National Association of EducationalProcurement (NAEP).

10, Increase sales over the term of the contract with all participating AEPA XMember Agencies.

SignatureMust be same sonature [on Bid Affidavit and Acceptance Forms

AEPA IFB #017-A Athletic Facility LightingForm D - Company Information


Company Contact InformationCompany Name Techline Sports LightingCompany Address 15303 Storm Drive

Website www.sp ortlighting.com

City Austin State TXContact Person Steve Jones TitleContact Phone 512-977-8880 Contact Email

Zip 78734Business Development [email protected]

BackgroundNote: Generally, AEPA will not accept an offer from a business that & less than five (5) years old or which fails todemonstrate and/or establish a proven record of business. If the bidder has recently purchased an establishedbusiness or has proof of prior success in either this business or a closely related business, provide writtendocumentation and verification in response to the questions below. AEPA reserves the right to accept or reject newlyformed companies based on information provided in this response and from its own investigation of the company.

This business is a: __ public company _X_ privately owned company.In what year was this business started under its present name? 1999Under what other or former name(s) has your business operated? n/a

Is this business a corporation?Date of incorporation:

X No Yes. If Yes, please complete the following:State of incorporation:

Name of President:Name(s) of Vice President(s]:Name of Secretary:Name of Treasurer:

Is this business a partnership? No X Yes. If yes, please complete the following:Date of organization: 3/1/99 State founded: TXType of partnership, if applicable: LLCName(s) of general partner(s): Rodney Hawthorne, Lewis Rhoden

Is this organization individually owned?Date of organization:Name of owner:

NoState founded:

Yes. If yes, please complete the following:

This organization is a form other than those identified above. No Yes.If Yes, describe the company's format, year and state of origin, and names and titles of the principals.

Company Headquarter LocationCompany Address 15303 Storm DriveCity Austin State TX Zip 78734

How long at this address?Main Phone Number 512-977-8880 11 years

Company Branch LocationsBranch Address 10457 ColeridgeCity Dallas State TX Zip 75218Branch Address 5133 Taos Dr.

City Mont Clair State CA Zip 91763Branch Address 102 Pine StCity Jacksonville State FL Zip 32266Branch Address 235 Ridge Field CrCity Andover State KS Zip 67002If more branch locations, insert information here or add another sheet with above information.

Sales HistoryProvide you company's annual sales for 2014, 2015, 2016 YTD in the United States by the various public segments:

2014 2015 2016 YTDK-12 (public & private), EducationalService AgenciesHigher Education InstitutionsCounties, Cities, Townships, VillagesStatesOther Public Sector & Non-profitsPrivate SectorTotal

Techline is a privately held company and does not as amatter of practice release financial results. If this

impacts the bid, we can make arrangements to release

limited information to satisfy this request

] T

Work Force1. Key Contacts and Providers: Provide a list of the individuals, titles, and contact information for the

individuals who will provide the following services on a national and/or local basis:Function Name Title Phone EmailContract Manager Steve Jones Business Dev Mgr 512-571-1740Sales Manager Rodney

HawthornePresident 512-977-8880

Quotes, Invoicing &Payments

Warranty & After the Wes Wiese Director of 512-977-8880 wesOsportlighting.comSale OperationsFinancial Manager Wes Wiese 512-977-8880 [email protected]

Technical,Maintenance &Support Services

Consultants &Trainers

Mike Helton

Mark Reynolds

Jim Thomas

Matt Jameson

Ryan Buchanan

Todd Krohn

Rich Lamb

Colton QuinnRich Lamb

Travis Williams

Wes Wiese Director ofOperationsRegional SalesManagerRegional SalesManagerRegional SalesManagerRegional SalesManagerRegional SalesManagerRegional SalesManagerOperations/Trainer

OperationsOperations/Trainer

Directorof Production &LogisticalOperations

Director ofOperations

Customer & SupportManagerDistributors, Dealers,Installers, Sales Reps

512-977-8880

512-977-8880

512-917-3937

859-940-8569512-917-3937

512-733-4377

[email protected]@sportlighting.com

[email protected]

[email protected]

rich@sDortli htin .com

[email protected]@sportlighting.com

[email protected]

512-977-8880

512-977-8880

909-973-4702

972-978-2673

904-386-4747

[email protected]

it@sDortli htin .com

[email protected]

rvan@sDortli htin .com

[email protected]

.

States by completing the following:Number of Sales Reps

2

Sales Force; Provide total number and location of salespersons employed by your company in the United"To insert more rows, hit the tab key

cityAustin

Neptune Beach FL1 Montclair CA

1 Dallas1 Andover1

Tom the last field in the State column.StateTXTX

KS

3. Service/Support and Distribution Centers; Provide the type (service/support or distribution) and locationof centers that support the United States by completing the following: (To insert more rows, hit the tab key fromthe last field in the State column.)

Center Type City StateManufacturing, Service, Support Austin TX

Marketing1. Key Marketing Contact(s); List the name(s), title(s) and contact information of the business's key national

and regional marketing office(s). (To insert more rows, hit the tab key from the last 'eld in the Email column.Name Title Phone EmailTammi Berry Director of Marketing 512-977-8880 [email protected]

, Marketing Activities; Describe how this company marketed its products and services to schools and otherpublic sector audiences in Fiscal Year 2015 - 2016 (July 1 - June 30). List all conventions, conferences andother events at which this company exhibited.

• THSBCA (Texas High School Baseball Coaches Association)• THSADA (Texas High SchoolAthletic Directors Association)• THSCA (Texas High School Coaches Association)• TASA Mid-Winter (Texas Association of SchoolAdministrators)• TRAPS (Texas Recreation and Parks)• TREA (Texas Rural Educators Association)• TEMA (Texas Energy Management Association)• TASA/TASB (Texas Association of School Administrators/Texas Association of School Boards)• DFW Coaches (Dallas/Ft. Worth Coaches Show)• TIPS/TAPS (Texas Interlocal Purchasing System)• TML (Texas Municipal League)• AEPA (Association of Educational Purchasing Agencies)• BOSCA (Business of Small Colleges Association)• IPRA (Indiana Parksand Recreation)• ISBA (Indian School Boards Association)• Ohio HSBCA (Ohio High School Baseball Coaches Association)• CPRS (California Parks and Recreation)• MASA (Missouri Association of SchooIAdministrators)• MIAAA (Missouri Interscholastic Athletic Administrators Association)• KIAAA (Kansas Interscholastic Athletic Administrators Association)

• NAIA (NationalAssociation of Intercollegiate Athletics)• NACDA (National Association of Collegiate Directors of Athletics)• IASBO (Indiana Association of School Board Officials)• OSBA (Ohio School Board Association)• OPRA (Ohio Parks and Recreation Association)• KSBA (Kansas School Board Association)• CAFS (Campus Athletic Facilities Summit)• GRPA (Georgia Recreation and Parks Association)• GAEL (Georgia Association of Educational Leaders)• MSADA (Missouri School Athletic Directors Association)• KYAEPA (Kentucky Association of Educational Purchasing Agencies)• PAEC (Panhandle Area Educational Cooperative)• GMA(GeorgiaMunicipalAssociation)

. Cooperative Marketing: Describe ways in which this business can collaborate with Member Agencies inmarketing the bid. Participation in member agencies' exhibits and trade shows, sponsorship of memberagency publications 0.e. print collateral such as calendars and daily planners for school staff), quarterlyelectronic newsletters, email 'special offer' blasts, participation in AEPA Fall and Spring meetings.

, Sales Training: Explain how your company will education your sales staff on the AEPA contract includingtiming, methods, etc. We review the status of our AEPA contract, including prior quarter activity, in all ofour sales meetings. Regional Sales Managers include AEPA cooperative pricing and literature in sales calls toeligible leads and in discussions with the various lighting representatives with whom we do business. Our CRMsoftware classifies AEPA eligible leads and tracks activity_ from the initial call to the final order, and ourstructured quoting system includes AEPA pricing as an option, front and center of each transaction.

Environmental Initiatives1. Describe how your products and/or services support environmental goals. Techline's only business is

sports lighting, and within that industry, there are 2 standard luminaire products: HID Metal Halide lamps andLED lights. Our state of the art metal halide luminairies exhibit energy reduction efficiencies in excess of 40%over older metal halide fixtures, and in conjunction with our EcoLink Control System, efficiencies can reach50% or more. LED luminaires promise the greatest promise in regard to increased performance along withsignificant reductions in energy usage and maintenance demands. Our LED luminaires offer a 50% reductionin energy demand out of the box, and through expert lighting design and the addition of our Airmesh controlsystem, energy reductions of greater than 70% can be achieved.

. Describe the company's "green" objectives (i.e. LEED, reducing footprint, etc.). Carbon footprint reduction isall about reduce/reuse/recycle; to this end, Techline Sports Lighting is committed to promoting and replacingolder technology lighting with LED based luminaires. This transition from high intensity discharge (HID)lighting products to all LED-based luminaires will result in a reduction of energy usage to a fraction of thedemand of the older technology. Additionally, LED lights have rated lifespans of over 180,000 hours or more,so replacement is a non-issue. Plus, they require virtually zero maintenance, which reduces overall fuelconsumption through the elimination of travel to site and the transportation and operation of fossil-fueledcranes to remove and replace old HID lamps. Finally, LED lights are mercury-free, so the ultimate dispositionof LED lights poses less threat to the environment than filament-based luminaires.

Independent Subcontractors, Distributors, Installers, etc.If the Bidder is not the sole provider of all goods and services provided under this contract, the following must beanswered:1. Selection Criteria for Independent Providers: Describe the criteria and process by which the business

selects, certifies and approves subcontractors, distributors, installers and other independent services.2. Current Subcontractors, Distributors, Installers, Etc.' Provide a list of current subcontractors, distributors,

installers and other independent service providers who are contracted to perform the type of work outlined inthis bid in the member agency states (listed in Part A of this IFB). Include, if applicable, contractor licenseinformation and the state(s) wherein they are eligible to provide services on behalf of this business.

Disclosures1. Letter of Line of Credit or Annual Financial Report (REQUIRED): Attach a letter from the business's chief

financial institution indicating the current line of credit available in its name and evidence of financial stabilityfor the past three calendar years (2013, 2014 and 2015). This letter should state the line of credit as a range(ie. "credit in the low six figures" or "a credit line exceeding five figures"). If company is a publicly tradedcompany a complete Annual Financial Report is required in place of Line of Credit Letter.

2. Legal: Does this business have actions currently filed against it? X No Yes.

If Yes, AN ATTACHMENT IS REQUIRED: List and explain current actions such as Federal Debarment (on USGeneral Services Administration's "Excluded Parties List"), appearance on any state or federal delinquenttaxpayer list, or claims filed against the retainage and/or payment bond for projects.

ReferencesProvide contact information of your company's ten largest public agency customers:Agency Name Title Phone Number Email1. City of Osawatomie Gary French Superintendent 913-755-4172

2. City of Munfordville Jason Cook Project Manager 270-670-81373. Garrard County School4. Musselman High School

Paul MullinsDon Dellinger

Superintendent

8. City of Clute9. City of Whitehouse10. Chisum ISD

SignatureMust be

Ryan GreensladeGilbert AlarconScott MuellerDana Pomerenke 979-482-6603Kevin Huckabee

5. Clyde High School6. Fabens High School7. City of Buhler

Deputy SuperintendentAthletic DirectorAsst. Superintendent

Asst City Managertendent 903-737-2830

same authorizea sflature 7£ee Bid Affidavit a F-orm.

270-763-7546304-267-3510419-547-9511915-472-4262316-941-5533

903-839-4914

800.500.3161

15303 Storm Drive Austin, Texas 78734

www.sportlighting.com

____________________________________________________________________________________________________________________________________

Angelo State University (2014)

Football San Angelo, TX Clayton Smith, Dir. Facilities (325) 942-2380 Alcorn State University

Baseball Stadium Alcorn State, MS Dr. Malvin A. Williams (601) 877-6509

Arkansas Tech University (2011)

Football Stadium Russellville, AR Gaylon Rounsaville, Const. Engr (479) 692-9444

Belhaven University-NAIA (2013)

Football Jackson, MS Scott Little, AD (601) 968-5956

BC Lions – Empire Stadium (2010)

CFL Football Stadium Vancouver, BC Patrick Wallain (604) 561-5017

Bourne Braves Baseball Club (2008)

Cape Cod Collegiate BB League Baseball 100/70FC Bourne, MA Don Provost (617) 232-3229

Classics Elite Soccer (2006/’10/’14)

Soccer Fields (10) San Antonio, TX Marco Barros, Pres. (210) 771-7134

Coolidge ISD (2015) Football Coolidge, TX Robert Lowry, Supt. (254) 786-2206

Cy-Fair Sports Association (2014)

Football , Baseball, Practice Cypress, TX James Kainer (281) 543-4760 Edmond – Route 66 (2014)

Softball Fields Edmond, OK Randy Drew 405-359-4629

Faulkner University (2010)

Football Montgomery, AL Dr. Billy Hilyer, President (334) 386-7103

Garden City Junior College (2013)

Football Garden City, Kansas Herb Swender, Pres. 620-640-3136

Georgia Gwinnett College-NAIA (2013)

Soccer, Baseball, Softball Lawrenceville, GA Dr. Darin Wilson, AD (678) 407-5810

Georgia State University (2012)

Football Atlanta, GA Ray Ash, Architect (404) 876-3800

Jones County Jr College

Football Ellisville, MS David Thornton, Head FB Coach (601) 477-4000

Mid-Buchanan R-V Schools

Football, Baseball Faucett, MO John James, Supt. (816)238-1648

Mineola Youth Foundation

Baseball Alba, Tx Bobby Williams, VP (903) 952-3468

Oklahoma Christian University (2011)

Softball, Soccer Edmond, OK Curtis Janz, Ath. Dir. (405) 425-5358

Oklahoma City University

Baseball, Soccer Oklahoma City, OK Jim Abbott, AD (405) 208-5301

Rattan I.S.D. (2014)

Baseball Rattan, OK Shari Pillow, Supt. 580-587-271

Southern Virginia University (2013)

Football, Softball, Soccer Buena Vista, VA Scott Doxey (540) 784-5592

Stade Sylvio Cator – FIFA (2012)

International Soccer Stadium (TV Level Lighting) Port Au Prince, Haiti

Sul Ross State University (2013)

Baseball/Softball Alpine, TX Patty Roach, Purch. Dir. (915) 837-8045

Texas A&M Texarkana-NAIA

Soccer Texarkana, TX Michael Galvan (903) 223-3013

University of Central Arkansas

(2011/’13/’14)

Football Stadium Soccer Track Conway, AR Darrell Walsh, Assoc. Ath Dir. (501) 450-3255

University of North Texas (2014)

Tennis, Basketball Colliseum Denton, TX Donald Douglas (940) 565-2700

Wayland Baptist University-NAIA

Baseball Plainview, TX Brad Bass (806) 291-1157

Wheaton College (2012)

Baseball Carol Stream, IL Matt Husted (630) 752-7164 The Woodlands Township

Falconwing, Shadowbend, Harper’s

Landing & Creekview Parks

(2012/’13/’14/’15)

Baseball, Soccer The Woodlands, TX Chris Nunes (281) 210-3906

AEPA IFB #017-A Athletic Facility LightingForm F - Deviations


Instructions:1. If"no" is marked with an "X" below, complete this form by signing it at the bottom.2. If "yes" is marked with an "X" below, insert answers into the form shown below, providing narrative

explanations of deviations. (To insert more rows, hit the tab key from the last field in the last row and column.)3. If adding pages, the bidder's name and identifying information as to which item the response refers must

appear on each page.4. Scan this form plus any attachments into a single PDF document.5. Title the file as per the instructions and upload your PDF document to Public Purchase with the Bidder's

proposal.6. Deviations to local, state or federal laws cannot be accepted under this bid.

X No, this bidder does not have deviations (exceptions or alternates) to the specifications listed in Part B ofthis IFB.Yes, this bidder has the following deviations to the specifications listed in Part B of this IFB.

Outline Number Specification (describe) Details of DeviationPart B

SignatureMust be same authorized e that appears on the Bid Affidavit and Acceptance Form.

15303 Storm Drive ∙ Austin, Texas 78734 Ph: (800) 500-3161 ∙ Fax: (512) 977-8882

TECHLINE 10 YEAR WARRANTY

Techline Sports Lighting, LLC will repair or replace any product shipped as part of our Sports Lighting System that proves to be defective for a period of ten years. This warranty covers the cost for both labor and material the entire 10 years.

Warranty guarantees light levels, system energy consumption, maintenance and structural integrity.

Techline Sports Lighting, LLC maintains specifically funded financial reserves to assure fulfillment of the warranty for the full term.

This warranty excludes fuses, storm damage, vandalism, abuse and unauthorized repairs or alterations.

Project Name:

Effective Date: Upon Signed P.O.

Signed: Rodney M. Hawthorne, President

TECHLINE 30 YEAR WARRANTY

Techline Sports Lighting, LLC will repair or replace any structural element shipped as part of our Sports Lighting System that proves to be defective for a period of thirty years. This warranty covers the cost for both labor and material for the entire 30 years including (1) Group Lamp replacement at the end of the lamps expected useful life (3000 hrs).

Warranty guarantees light levels, system energy consumption, maintenance and structural integrity.

This warranty covers poles, ballasts, enclosures, crossarm assemblies and lamps against any manufacturing defects.

This 30 year warranty includes both labor and material for (1) Group Lamp replacements as defined below:

- Lamps will be group replaced after they have exceeded their useful life which is expected to be 3,000 hours.

- Spot relamps will occur when more than 1 fixture is out on any pole or 10% of all fixtures are out.

Techline Sports Lighting, LLC maintains specifically funded financial reserves to assure fulfillment of the warranty for the full term.

This warranty excludes damage caused by vandalism, major storms, lightning or any unauthorized repairs.

15303 Storm Drive ∙ Austin, Texas 78734 Ph: (800) 500-3161 ∙ Fax: (512) 977-8882

AEPA IFB #017-A Athletic Facility LightingForm G - Discount & Pricing Schedule


Instructions: Bidders are reminded as they prepare the discount pricing schedule that they are responsible foradministrative fees on purchases to be remitted to Member Agencies. (See Part A of this IFB, Pricing.)

1. There is one (1) Discount & Pricing Schedule Workbook (in Excel) provided for Bidders to complete with yourdiscounts, pricing, etc. Please note that there are several tabs in the Workbook that should be completed. Youmust use the provided Excel Workbooks. Pricing must be submitted in the Excel Workbook format with the filename "Form G - Pricing & Discount Schedule Workbook - Name of Bidder."

2. In addition to the provided Excel Workbook, copies of the Bidder's most recent catalog or pricelist showing theproducts available under this bid should be included as PDF documents.

3. Upload the Excel workbook in its required format along with any additional catalogs or pricelists (PDF format)to Public Purchase with the Bidder's proposal.

These forms are provided on individual tabs on the Excel Workbook:G.1. Base Bid & State Multiplier (REQUIRED)

Complete the form for this IFB, reset the 'print area' if lines were added, and save the file according todirections.

G.2 Price Schedule (REQUIRED)Use this tab of the workbook to provide the bid pricing for the various field sizes and requirements.

G.3 Services Price Schedule (OPTIONAL)If your company provides any design, installation, training or support services to support the items you arebidding, use this form to provide your bid prices.

G.4 Volume Discounts Schedule (OPTIONAL)Use this form if your company is offering additional discounts off of the base discounts bid for one timepurchases AND for public agencies that group their requirements together (based on their estimated totalannual spend for commodity). Each Bidder must specify the dollar ranges required in order for theagency(ies) to receive the additional discount.

Additional Forms that may be provided by Bidder:G.S. Warranties, Additional Services or Incidental Price Schedule (Not Provided by AEPA - Bidder Created):

Provide a price schedule for any and all extended warranties, additional or incidental services, products,equipment and/or supplies.

G.6. Additional Discounts (Not Provided by AEPA - Bidder Created): If additional discounts/bonuses areavailable to AEPA members based on a dollar volume, sizes of orders or other criteria, state the formula forarriving at these dis

//otsCd... .._

SignatureMust be same authorized signature that appears on the BidAffidavit andAcceptance Form.



Unit of Measure Offeror's Bid

Per diem rate - meals and lodging per 24 hour period 70 Per Day $150.00Performance and payment bond - bonding rate (percent of project) 40 Percent 1.25%

Bonding capacity - total amount of capacity available 50 Dollar Amount $2,000,000.00

AEPA Discounts offered on individuaal manufacturer's published price lists/catlaogs. 100 Percent na

Alternative methods of costing - percent of overhead/markup to cost 70 Percent na

Discounts offered of alternative costing methods (cost + profit & overhead) Rate of discount. 70 Percent na

R.S. Means Mutiplier Normal Hours - Average of State Non-Prevailing Wage Multipler/Factors 80 Percent 15%

R.S. Means Mutiplier Normal Hours - Average of State Prevailing Wage Mutiplier/Factors 80 Percent 15%

R.S. Means Mutiplier Normal Hours - Average of State Davis Bacon Wage Multiplier/Factors 80 Percent 15%

R.S. Means Mutiplier Outside of Normal Hours - Average of State Non-Prevailing Wage Multipler/Factors 40 Percent 15%

R.S. Means Mutiplier Outside of Normal Hours - Average of State Prevailing Wage Mutiplier/Factors 40 Percent 15%

R.S. Means Mutiplier Outside of Normal Hours - Average of State Davis Bacon Wage Multiplier/Factors 40 Percent 15%


Unit of Measure Offeror's Bid

Offeror's Support for AEPA Pricing, Percent off the Offeror's Support for AEPA pricing Page 50 $ Net(Note 1)

Service Rates Cost Eval Points

Unit of Measure Regular Cost

Consulting Services 70 Per Hour $ 150.00 Electricial Engineering and Lighting System Design 70 Per Hour $ 150.00 Auto-Cad (Draftsman) 50 Per Hour $ 50.00

Project typesCA State

MultiplierCO State

Multiplier CT State Multiplier IN State Multiplier

KS State Multiplier

KY State Multiplier

MN State Multiplier

MT State Multiplier

MD State Multiplier

NE State Multiplier

0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%Non-prevailing wage project: Normal Hours 1.25% 1.00% 1.40% 1.00% 1.00% 1.00% 1.00% 1.00% 1.40% 1.00%Non-prevailing wage project: Outside Normal Hours 1.25% 1.00% 1.40% 1.00% 1.00% 1.00% 1.00% 1.00% 1.40% 1.00%Prevailing wage project: Normal Hours 1.25% 1.00% 1.40% 1.00% 1.00% 1.00% 1.00% 1.00% 1.40% 1.00%Prevailing wage project: Outside Normal Hours 1.25% 1.00% 1.40% 1.00% 1.00% 1.00% 1.00% 1.00% 1.40% 1.00%Davis Bacon wage project: Normal Hours 1.25% 1.00% 1.40% 1.00% 1.00% 1.00% 1.00% 1.00% 1.40% 1.00%Davis Bacon wage project: Outside Normal Hours 1.25% 1.00% 1.40% 1.00% 1.00% 1.00% 1.00% 1.00% 1.40% 1.00%

Project typesNM State

MultiplierND State

Multiplier OH State Multiplier OR State Multiplier

PA State Multiplier

SD State Multiplier

TX State Multiplier

VA State Multiplier

WA State Multiplier

WY State Multiplier

0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%Non-prevailing wage project: Normal Hours 1.00% 1.00% 1.10% 1.00% 1.10% 1.00% 1.00% 1.20% 1.00% 1.00%Non-prevailing wage project: Outside Normal Hours 1.00% 1.00% 1.10% 1.00% 1.10% 1.00% 1.00% 1.20% 1.00% 1.00%Prevailing wage project: Normal Hours 1.00% 1.00% 1.10% 1.00% 1.10% 1.00% 1.00% 1.20% 1.00% 1.00%Prevailing wage project: Outside Normal Hours 1.00% 1.00% 1.10% 1.00% 1.10% 1.00% 1.00% 1.20% 1.00% 1.00%

Form G.1 - Base Bid Pricing & State Multiplier


In the form below, enter your bid prices for those items indicated, the prices and/or discounts offered for providing all equipment, goods, services, supplies and related items. The prices you offer on these pages affirm that you have accepted the specifications to obtain, deliver and provide those goods and services requested. Each bidder is encouraged to offer its complete product line and provide the lowest and best prices for the complete product line(s) offered. Bidders are encouraged to include new technologies and may add additional pricing sheets as necessary. Bidders may also provide catalogs or pricing sheets that provide different discounts by category to ensure the most aggressive pricing structure. Please provide price lists and/or catalogs that state a list/retail/regular price, AEPA discount and the AEPA price.

Duplicate the individual forms to submit with your bid. If additional clarification, price sheet(s) and/or catalog(s) pertaining to the bid being submitted are needed, include them behind Tab 4. Clearly indicate and identify the items involved and what you wish to communicate in your response.

For each of the states list below provide your multiplier/factor to be applied to the base product cost provided to arrive at the AEPA state price for the product.

Davis Bacon wage project: Normal Hours 1.00% 1.00% 1.10% 1.00% 1.10% 1.00% 1.00% 1.20% 1.00% 1.00%Davis Bacon wage project: Outside Normal Hours 1.00% 1.00% 1.10% 1.00% 1.10% 1.00% 1.00% 1.20% 1.00% 1.00%

Project types

Average of All State Multiplers

0.00%Non-prevailing wage project: Normal Hours 1.07%Non-prevailing wage project: Outside Normal Hours 1.07%Prevailing wage project: Normal Hours 1.07%Prevailing wage project: Outside Normal Hours 1.07%Davis Bacon wage project: Normal Hours 1.07%Davis Bacon wage project: Outside Normal Hours 1.07%


Field Size Pole Setback Pole Quantity (Mtg. Ht.) Light Level (Maintained) Metal Halide Pricing LED Pricing330'x195' 30' 4 (60') 30 FC $68,900.00 $145,900.00330'x195' 30' 4 (60') 50 FC $79,900.00 $222,900.00360'x225' 30' 4 (70') 30 FC $83,900.00 $176,900.00360'x225' 30' 4 (70') 50 FC $89,900.00 $229,900.00

Field Size Base Path Pole Quantity (Mtg. Ht.) Light Level (Maintained) Metal Halide Pricing LED Pricing200' Radius 60' 4 (60') 50 FC(Infield) / 30 FC(Outfield) $52,900.00 $104,900.00200' Radius 60' 4 (60') 70 FC(Infield) / 50 FC(Outfield) $59,900.00 $121,900.00

Field Size Base Path Pole Quantity (Mtg. Ht.) Light Level (Maintained) Metal Halide Pricing LED Pricing310'/350'/310' 90' 6 (70') 50 FC(Infield) / 30 FC(Outfield) $95,900.00 $220,900.00310'/350'/310' 90' 6 (70') 70 FC(Infield) / 50 FC(Outfield) $108,900.00 $291,900.00325'/380'/325' 90' 8 (70') 50 FC(Infield) / 30 FC(Outfield) $98,900.00 $228,900.00325'/380'/325' 90' 8 (70') 70 FC(Infield) / 50 FC(Outfield) $115,900.00 $325,900.00

Pole Setback Pole Quantity (Mtg. Ht.) Light Level (Maintained) Metal Halide Pricing LED Pricing360' x 160' 65' 4 (70') 30 FC $75,900.00 $156,900.00360' x 160' 65' 4 (70') 50 FC $89,900.00 $220,900.00360' x 160' 65' 4 (80') 70 FC $108,900.00 $266,900.00360 x 160 110' 4(100) 50 FC $121,900.00 $245,000.00

# Courts Pole Setback Pole Quantity Light Level (Maintained) Metal Halide Pricing LED Pricing4 15' 4 (60') 30 FC $46,800.00 $79,900.004 15' 4 (60') 50 FC $54,900.00 $113,900.005 15' 4 (60') 50 FC $61,700.00 $133,900.00

Extended warranty options are available on all systems for up to 30 years. Contact Techline for specific proposal.

Additional discounts are available for multi-field purchases. Contact Techline for specific proposal.

Lease/finance options are available on all systems based on local State Laws. Contact Techline for specific proposal.

Partial Installation is also available. It includes mounting, wiring and aiming each fixture, augering holesand erecting poles with concrete foundation. Partial Installation price typically ranges from$4,000.00 to $8,000.00 per pole depending on size of pole, # of fixtures, foundation size, etc.Contact Techline Sports lighting at 800-500-3161 for firm pricing on your project.

Standard turnkey and partial install foundations assume 2000 psi soil conditions. Other conditionsthat may be present upon installation (i.e. rock, water, etc.) that cause additional foundation designor modification (i.e. rebar, pole casing, slurry drilling, etc.) may require additional charges.

EcoLink Wireless Control and Energy Management System is included with all metal halide systems, AirMesh Control systems are included in LED systems above

Additional "turnkey installation" services are available and will be provided using a 15% Discount offof the RS Means recommended pricing for the services being provided(as shown on Form G, pages 234-235.

Pricing assumes purchasing member is exempt from sales tax. Therefore, no sales taxes are includedin above listed pricing. Purchasing entity must file sales tax exemption certificate with Techline SportsLighting, LLC.

Pricing excludes any State specific Arcitectural/Engineering requirements(ie - CA DSA, coastal area wind loading, etc)

Form G.2 - Price Schedule


For each of the types of fields listed below, provide pricing for Metal Halide lighting and LED lighting for those facilities. If you have additional lighting options, add necessary rows and columns as needed.

Tennis

Football

Baseball

Softball

Soccer

NOTE: If your company provides any of the services listed below, please complete the price schedule. Form G.3 is an OPTIONAL FORM













Trai

ning

Se

rvic

esSu

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t Se

rvic

es

*Please detail additional discounts on large projects.

Form G.3 – Services Price ScheduleAEPA IFB #017-A Athletic Facility Lighting

Bidding Company Name: Techline Sports LightingD

esig

n Se

rvic

esIn

stal

lati

on

Serv

ices

Enter company name here

Dollar Amount FROM

Dollar Amount

TO CatalogAdditional Discount

Offered (%)Example - $0 $50,000 MyCompanyGeneral 2014 Catalog 5.0%

Bidding Company Name:

Form G.4 is an OPTIONAL FORMAdditional Discount for One Time Purchase OR a Group of Local Agencies in a Geographic Area

Combining Requirements (Estimate Annual Spend):

Form G.4 – Volume Discounts ScheduleAEPA IFB #017-A Athletic Facility Lighting

October 3, 2016

AEPA

Association of Educational Purchasing Agencies

Oakland Schools

2111 Pontiac Lake Road

Waterford, MI 48328

To whom it may concern,

Austin Commercial Department

Compass Plaza

1703 W. 5th

St. Suite 500

Austin, TX 78703

Techline Sports Lighting has been a valued client of BBVA Compass for over 13 years. At

present the company maintains a seven figure depository account with the bank and is

provided with basic services. The bank also maintained a revolving credit facility for the

company until 2010 when it was closed at the company's request. This facility was originally

opened in 2004 and had a line amount of more than $1,000,000. It was paid as agreed and this

client is still in good standing with the bank.

Best regards,

John Burer

Senior Vice President

BBVA Compass

1

10/4/2016 License lookup

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License/Certificate/Registration Detail

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Application No: 163693 Status: ISSUED

Expire Date: 2/28/2018 Effect Date: 3/1/2016

Orig Date: 3/1/1986 Print Date: 2/15/2016

Enforcement Action: NO

Name: PRAIRIE ELECTRIC CO INC

Address: 6595 EDENVALE BLVD SUITE 120EDEN PRAIRIE , MN 55346

Phone: 952-949-0174 Fax: Other: 952-746-0163

Business Relationship Requirements

Name: SUMMERVILLE, BRIAN K Lic/Reg No: AM004985

Status: ISSUED Application No: 174474

Expire Date: 2/28/2017 Effect Date: 3/1/2015

Orig Date: 6/11/1993

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tel:7013289522

M ERCHANTS' BONDING COM PANY,

MERCHANTS BONDING COMPANY (MUTUAL) . MERCHANTS NATIONAL BONDING, INC.2100 FLEUR DRIVE ' DES MOINES, IOWA 50321-11S8 • (800) 678-8171 • (51,5) 243-3854 FAX

BID BONDPUBLIC WORK

Bond No. Bid Bond

KNOW ALL PERSONS BY THESE PRESENTS:

That Techline Sports Lighting, LLC

(hereinafter called the Principal) as Principal, and the MERCHANTS NATIONAL BONDING, INC., a corporation of

the Slate of low& with its Home Office in the City of Des Moines, Iowa, (hereinafter called Surety), as Surety, are held

and firmly bound to Association of Educational Purchasing Agencies

2111 Pontiac Road, Waterford, MI 58328

(hereinafter called the Obligee) in the full and just sum of (

Twenty Five Thousand Dollars and 00/100 .....

$25,000 )

Dollars

good and lawful money of the United States of America, to the payment of which sum of money well and truly to bemade, the Principal end Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointlyand severally, firmly by these presents.

Signed and dated this 5th day of October 2016

THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the Obligee shall make any award to the Principal forAssociation of Educational Purchasing Agencies Purchasing Co-Op Bid 2016

according to the terms of the proposal or bid made by the Principal therefore, and the Principal shall duly make andenter into a contract with the Obligee in accordance with the terms of said proposal or bid and award, and shall givebond for the faithful performance thereof with MERCHANTS NATIONAL BONDING, INC., and Surety, or with otherSurety or Sureties approved by the Obligee; or if the Principal shall, in case of failure to do so, pay to the Obligeethe damageswhich the Obligee may suffer by reason of such failure, not exceeding the penalty of this bond, then thisobllgationshall be null and void; otherwise it shall be and remain in full force and effect.

IN TESTIMONY WHEREOF, the Principal and Surety have caused these presents to be duly signed and sealed.

Witness: Techline Sports Lighting, LLC

.Z/i5 1 cip al

Attest:

Cynthia Giesen, Witness

MERCHANTS NATIONAL BONDING, INC. "-'--

Courtney J. Gouldin l (J,Attorneyqn-Fact ..J

NBC 0231 TX (1112)

MERCHANTBONDING COMPANYPOWER OF ATTORNEY

Know All Persons By These Presents, that MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING,[NC., both being corporations of the State of Iowa (herein collectively called the "Companies ) do hereby make, constitute and appoint,individ uaIly,

Brian Kenyon; Courtney J Goulding; Cynthia Giesen; Wesley M Pitts; William EGellhausen; William H Pitts Jr

their true and lawful Attorney(s)-in-Fact, to make, execute, seal and deliver on behafi of the Companies, as Surety, bonds, undertakingsand other written obligations in the nature thereof, subject to the limitation that any such Instrument shall not exceed the amount off

THREE MILLION ($3,000,000.00) DOLLARSThis Power-of-Attorney is granted and is signed and sealed by facsimile under and by authodty of the following By-Laws adopted by theBoard of Directors of Merchants Bonding Company (Mutual) on April 23, 201f and adopted by the Board of Directors of MerchantsNational Bonding, Inc., on October 24, 2011.

"The President, Secretary, Treasurer, or any Assistant Treasurer or any Assistant Secretary or any V ce President shall have power andauthority to appoint Attorneys-ifi-Fact, and to authorize them to execute on behalf of the Company, and attach the seal of the Companythereto, bonds and undertakifigs, recognizances, contracts of indemnify and other writings obligatory in the nature thereof."

"The signature of any authorized officer and the seal of the Company may be affixed by facsimile or electronic transmission to any Power ofAttorney or Certification thereof authorizing the execution and delivePJ of any bond, undertaking, recognizance, or other suretyshipobligations of the Company, and such signature and seal when so used shall have the same force and effect as though manually fixed."

In connection with obligations in favor of the FIodda Depadment of Transporiafion only, it is agreed that the power and authority hereby givento the Attorney-in-Fact includes any and all consents for the release of retained percentages and/or final estimates on engineering andconstruction contracts required by the State of Florida Department of Transportation. It is fully understood that consenting to the State of FIoddaDepartment of Transportation making payment of the final estimate to the Contractor and/or its assignee, shall not relieve this surety companyof any of its obligations under its bond.

In connection with obligations in favor of the Kentucky Department of Highways only, it is agreed that the power and authority hereby givento the Attorney-in-Fact cannot be modified or revoked unless pdor written personal notice of such intent has been given to the CommissionerDepartment of Highways of the Commonweagh of Kentucky at least thirty (30) days prior to the modification or revocation.

In Witness Whereof, theCompanieshavecausedthisifistrumenttobesignedandsealedthis 5th dayof October 2015 .hl*llll fteJt *#

,O,,": O/ 4 "%," ,. G dZo, MERCHANTS BONDING COMPANY (MUTUAL)• v, • ' * ' • • ?7,4, •,,," . .. ....... . '-. • .. . . MERCHANTS NATIONAL BONDING, INC.

" "([ 'E= •=" " •

= '. ., $ By

,,., : ......... . o , .,,, •. ,

;,; ........ &, .•

STATE OF IOWA ",,,q *t ,,' ••:¢ "# -••• ro ii, j lit ii', • • • • • • •

COUNTY OF Dallas ss. PresidentOn this 5th day of October , 201 fi , before me appeared Larry Taylor, to me personally known, who being by me sworn did say thathe is President of the MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC.; and that the seals affixedto the foregoing instrument are the Corporate seals of the Companies; and that the said instrument was signed and sealed in behalf of theCompanies by authority of their respective Boards of Directors.

[ 4-', 4 e WENDY WOODY

o ,. " Commission Number 784654. 7 My Commission Expires

o .l June 20, 2017

(Expiration of notary's commissiondoes not invalidate this instrument)

I, V Iliarn Warner, Jr., Secretary of the MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC.,do hereby certify that the above and foregoing is a true and correct copy of the POWER-OF-AqqORNEY executed by said Companies,which is still in full force and effect and has not been amended or revoked.

In Witness Whereof, I have hereunto set my hand and affixed the seal of the Companies on this - " day of (' _; qL ___ i

, ,... -. . . .x,.

. , ,,.,,, POR ". .

= • , o - z: . • Secretary

\ ."-'," ,":;....'.,%,,,,

PeA 0014 (6/15)

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