11-5410-002 BID 26-0626E4-012 ELECTRONIC PARTITIONS INSPECTIONS AND REPAIRS.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

BID#: 26-0626E4-012

ELECTRONIC PARTITION, CURTAINS, BLEACHERS

AND BACKSTOP INSPECTIONS AND MINOR REPAIRS

Offering Specification

SUMMARY:

The Buffalo Public Schools (BPS) is seeking vendors for the inspection and minor repairs of electrically operated partitions, roll down curtains, electrically operated bleachers, free-standing bleachers, and basketball backstops.

DESIGNATED CONTACTS:

Owner (Primary): Yvette Gordon, Director of Safety and Health Buyer (Copy To): Scott Keller Jr.

The dates specified on the timeline of this offering are subject to change via addendum

TIMELINE:

Release Date: 07/28/2025 8:00 AM Advertise Dates:

Questions Due*: 08/11/2025 4:00 PM - Website/BONFIRE 07/28/2025 Answers Posted: 08/15/2025 4:00 PM - Buffalo News 07/27/2025 Offering Closed: 08/22/2025 11:00 PM - Contract Reporter 07/28/2025 Presentations: TBD - Rocket 07/31/2025 Tentative Award: 09/17/2025 - Criterion 08/02/2025

Public Opening Time and Location: 65 Niagara Sq.

Buffalo, NY 14202

*Questions regarding this offering must be submitted via the online offering portal @ https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

PROCUREMENT DATA:

Requisition: 3503922 BPS Commodity Code: 111 Electrical Equipment & Services Prior Offering: 21-0622E2-072 Prior Awardee: Tri-State Folding Partitions Inc.

Prior Award Period: 3 Years Current Year Award: $25,000

OFFERING DATA:

Dates are approximate and dependent upon the award date.

Initial Award & Contract Term: Board Approval – 06/30/26 Extensions: Four (4) Potential One (1) Year Extensions Maximum Term End: 06/30/2030 https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

ELECTRONIC PARTITION, CURTAINS, BLEACHERS

AND BACKSTOP INSPECTIONS AND MINOR REPAIRS

Offering Specification

OTHER OFFERING PARAMETERS:

Type of Offering: BID Basis of Award: Lowest Responsible Bidder Award may be split among respondents: No Award may be consolidated: No Subcontractors may be used: Yes Insurance is required: Yes NYS DOL Prevailing Reference: 1593348 Response Surety Required (“Bid Bond”) No Performance Bond Required: No Formal contract required: Yes Proposals valid for: 90 days past closing minimum

SUBMITTAL OPTIONS:

Please refer to the “Standard Terms, Conditions, and Disclaimers” document for more detailed instructions. Only one method of submittal should be used; mailed responses will be entered into the electronic portal by the BPS Purchase Department for evaluation/scoring purposes.

Submittals may be mailed OR submitted electronically per the instructions below:

Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at:

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities.

Technical assistance with submitting your response electronically is available by contacting the Buyer at the contact information listed on previous page.

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

ELECTRONIC PARTITION, CURTAINS, BLEACHERS

AND BACKSTOP INSPECTIONS AND MINOR REPAIRS

Offering Specification

1) GENERAL INFORMATION

a. GENERAL DEFINITIONS: Please refer to “Standard Terms, Conditions, & Disclaimers”.

b. OFFERING SPECIFIC DEFINITIONS:

c. VENDOR INFORMATION:

Qualified vendors are encouraged to submit a response for providing the goods and / or services described. If the vendor plans to subcontract any of the work described in the Scope of Work the vendor must complete all response requirements for the subcontractor.

If a vendor plans a joint venture with another company and/or utilizes subcontractors, the vendor shall specify accordingly and complete all response requirements for each company involved in the offering response.

d. RESPONSES:

Any and all contracts awarded as a result of this offering are subject to the Terms & Conditions stated in the offering. The submission of any other terms or conditions by a respondent may be cause for rejection of the response.

All responses should clearly state/include the following:

STANDARD REQUIREMENTS:

1. Completion of “Offering Questionnaire”, Question Set 1 “Standard Response

Requirements”.

2. Current W-9.

3. Current Certificate of Liability Insurance.

4. Completed “Equal Employment Opportunity Employee Information Report”; form provided.

5. Signed “Non-Collusive Bidding Certification”; form provided.

6. Respondent must provide a list of at least three (3) client references and their contact information. References will be contacted at the sole discretion of the District.

7. Cost proposal in the requested format.

8. Optional items as required by responses to the “Offering Questionnaire”, including but not limited to:

a. “Vendor Information Form”; form provided.

b. “Disclosure Narrative”, any format.

c. “Debarment Narrative”, any format.

d. “Certifications” such as MBE/WBE/SDVOB

e. “Policy 5414 Compliance Narrative”, any format.

f. “Subcontractor Documentation”, any format.

g. “Anti-Lobbying Narrative”, any format.

ELECTRONIC PARTITION, CURTAINS, BLEACHERS

AND BACKSTOP INSPECTIONS AND MINOR REPAIRS

Offering Specification

9. Respondents may submit any other information they consider relevant to their response to this offering by using the “Other Vendor Information” document upload.

2) SCOPE OF WORK

The Buffalo Public Schools (BPS) is seeking vendors for the inspection and minor repair of electrically operated partitions, roll down curtains, manually and electrically operated bleachers, and basketball backstops per the attached list of locations and equipment.

Vendors must have at least five years’ experience with inspection, repair, and installation of electrically operated partitions, roll down curtains, and bleachers and provide documentation with the bid.

Vendors shall submit three (3) references for which similar work has been performed within the past three (3) years

The vendor performing repairs should be an authorized service representative for Hufcor and Safepath System

Annual inspection for safe and proper operation of electrically operated partitions, roll down curtains, electrically operated bleachers and regular bleachers, and basketball backstops in approximately 44 schools throughout the Buffalo Public School District.

Minor repairs will be performed to correct any deficiencies noted during the inspection.

Inspections and minor repairs must be performed during times least disruptive to classes and gatherings.

A separate report form should be submitted for each school and each type of equipment inspected. The report must include the school's name, date, time, type of equipment, inspector name and signature, checklist of inspection items, compliance status, repairs needed with cost, and any comments, recommendations, or actions needed as per all applicable federal, state and building codes. (A sample of the service report forms must be provided with the bid)

A signed copy of the report must be left with the building engineer (or designee) and a copy of the report must be sent to the Director of Building Safety and Health.

Tags shall be placed on inspected equipment and shall include the name of the company, name of inspector, date of service and list of any work done on the equipment.

ELECTRONIC PARTITION, CURTAINS, BLEACHERS

AND BACKSTOP INSPECTIONS AND MINOR REPAIRS

Offering Specification

INSPECTIONS

• The electrically operated partition and roll down curtain inspection report should include a detailed description of the physical condition listed on the service report form. Partitions or roll down curtains requiring minor repairs should be completed.

o Inspection items for the electrically operated partitions should include but not be limited to:

Proper wiring and operation of key switches Operation of partition to be reversed at any time during extend or stack cycle Proper operation of detection devices (sensors) to be able to stop moving forward or backward when an object or body passes between the lead panel and wall or other termination point

Checking all safety features and making sure they have not been tampered with, overridden or bypassed, and are operating in accordance with Manufacturer’s Instructions and all applicable codes, regulations

Notices are posted regarding safe operation and procedures All equipment is installed in a fail-safe manner o Inspection items for the roll down Curtains should include but not be limited to:

Check for tears, cuts, or punctures in the curtain fabric and for fraying and unraveling of edges and seams Inspect welds and joints for any signs of separation or weakening for curtains.

Examine all hooks, rollers, tracks, and grommets for signs of wear, rust, or damage. Ensure that the warehouse curtain wall is still hanging properly and hasn’t become detached or loosened from its mountings.

Test the movement of sliding or rolling curtains to ensure they open and close smoothly

Check all set screws, nuts and bolts on the motor/winch unit to ensure they are secure

Check the limit switch to ensure that it is working properly Visually inspect the bottom batten for bends or separation of the splices.

Check for abnormal wear (i.e. fraying) in the hoist belts.

Provide minor parts and repairs

• Electrically operated and free-standing bleacher inspection report should include a detailed description of the physical condition of the bleachers listed on the service report form.

Bleachers requiring minor repairs should be performed to bring the bleachers up to code.

Inspection items for electrically operated bleachers and regular bleachers inside or outside should include but not limited to:

ELECTRONIC PARTITION, CURTAINS, BLEACHERS

AND BACKSTOP INSPECTIONS AND MINOR REPAIRS

Offering Specification

Inspection for damage, wear and misalignment Inspection for loose seating and walkways Handrails and guardrails secured properly Bleachers open and close evenly and safely Bleachers are fully extended when open Motors are operating properly Key Switches are operating properly Ensure bleachers are level Ensure bleachers are stable when walked on Inspect structure for signs of wear, rust, or rot Inspect for splintered, fractured, broken seating or foot boards Check for proper anchor/ground sill attachment Inspection stickers indicating the date of inspection

• Basketball backstop inspections will include, but not be limited to, inspection of backboard material for fatigue, all nuts and bolts holding baskets and other devices.

o Inspection items for basketball backstops should include but not be limited to:

Inspect the backboard, goal and padding for safety compliance as required Inspect all assembly hardware of the structure, tighten and replace as needed Inspect goal and backboard for regulation height and adjust as needed Inspect backboard for plumb and level as well as alignment with the court Inspect winches(if applicable) for condition Inspect hoist cable Inspect goal and test breakaway goals for proper function Check key switch or electrical system if so equipped Check safety straps

REPAIRS

• Following inspections, any minor repairs necessary to correct deficiencies which include but are not limited to key switch or cage replacement, sensor replacements or adjustments, control box relays are to be completed at time of inspection.

• Major repairs will require a detailed quote with parts and material, labor hours, and markup percentage. Major repairs will be bid out.

• Emergency repairs may be required to be performed at any time during normal working hours (7:00 a.m. - 5:00 p.m.). Maximum response time is twenty-four (24) hours or less from receipt of the call.

• Vendor may also be called upon to perform routine repairs as needed during the school year

ELECTRONIC PARTITION, CURTAINS, BLEACHERS

AND BACKSTOP INSPECTIONS AND MINOR REPAIRS

Offering Specification

The contract term shall be effective for one (1) year from July 1, 2025, through June 30, 2026. The Board of Education reserves the option to extend the agreement for four (4) one (1) year periods (July 1, 2026 – June 30, 2027, July 1, 2027 – June 30, 2028, July 1, 2028 – June 30, 2029, and July 1, 2029

– June 30, 2030), upon mutual agreement with the awarded vendor.