12-ASD100225DS Description and Scope.pdf

490 N State Street, Lindon, UT, 84042 phone (801) 610-8049 fax (801) 796-3116

Request for Proposal

Westlake High School Weight and Conditioning Room Upgrade

Solicitation # ASD100225DS

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

Alpine School District is requesting proposals for a one-time purchase, delivery, and installation of fitness equipment for weight and fitness rooms at Westlake High School in Saratoga Springs, Utah.

PRE-BID CONFERENCE

A mandatory pre-bid meeting will be held on Monday, September 29 at 10:00 a.m. @ Westlake High School.

Please meet in the front office.

Late vendors, even by 1 minute, will be considered non-responsive and unable to bid. NO EXCEPTIONS.

*There is currently construction being performed on 2100 North (Mountain View Corridor) and Pioneer Crossing (SR-145). These are 2 of the primary roads linking Interstate I-15 to Saratoga Springs. Plan Accordingly.

Westlake High School 99 North 200 West

Saratoga Springs, UT 84045

SUBMITTAL DEADLINE

Submission packets will be accepted electronically through Utah Public Procurement Place (UPPP)(Bonfire).

RFP DUE DATE: October 2nd, 2025 @ 2pm Mountain Time

RFP's received after the deadline will be late and ineligible for consideration.

Submittals should be concise and address the specific items listed in the Request for Proposal.

Length of Contract

The contract resulting from this RFP will be for a one-time purchase, delivery, and installation of fitness equipment for 2 weight rooms at Westlake High School. 1 Room is on the ground level, 1 room is in the basement. This includes the removal and installation of new flooring in one of the rooms.

DESCRIPTION OF WORK

Westlake High School seeks proposals from qualified vendors to upgrade two of its existing weight and conditioning rooms. These spaces are used for a wide array of physical education (PE) and sports team training activities. The project involves demolition, flooring replacement, equipment shipping and installation, garbage removal, and coordination of final layout designs.

Scope of Work

One room will undergo removal of the existing flooring and installation of new, high-performance athletic flooring, to be completed by the vendor, prior to equipment installation. Flooring must meet or exceed these minimum standards.

o RFS Flooring 18MM - PUR-bonded SBR granules and EPDM color flecks o Impact Resistance - 14 N/m according to EN1517 o Slip Resistance - Pass according to ASTM F2772 o Force Reduction - 19.70% according to ASTM F2772 o Energy Restitution - 80.20% according to ASTM F2772 o Coefficient of Friction - >0.95 according to ASTM D2047 o Warranty 5 Years

Both rooms will be outfitted with brand-new weight training equipment including, but not limited to:

o Squat/bench racks with combo benches o Bumper plates o Dumbbells o Storage racks o Accompanying accessories and add-ons

Vendors will be responsible for delivery, installation and assembly, and off premises trash removal.

It is the intent that this project be completed as soon as possible, preferably during December or

Christmas break (Dec 19 – Jan 5) when students are not in school, and no later than March 1, 2025.

o The building will be available during regular business hours unless otherwise approved by the Athletic Director o There is no truck loading dock at the school

A preferred equipment list and layout has been provided for reference. However, the awarded vendor will be expected to work collaboratively with the Westlake High School Athletic Director to finalize the exact layout and equipment positioning based on site conditions and training needs.

Proposals must also include a custom design plan that reflects Westlake High School’s identity. Where possible, equipment should incorporate school branding—such as colors, logos, and mascot imagery—on machines, weight plates, racks, or other visible elements. (see attachments for school colors and Logos)

Wherever in this solicitation an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invites the submission of equivalent products by the Vendors.

PROPOSAL REQUIREMENTS AND RESPONSE FORMAT

Mandatory Minimum Requirements

These mandatory minimums can be answered in the technical criteria response to this RFP.

1. Must be able to meet the Scope of Work

2. Must attend the Pre-Bid Conference.

3. Must have a minimum of 10 years’ Experience

4. Must be able to provide custom branding and colors.

5. Must submit Schedules A, B.

6. Must Submit Schedule C

7. Must upload bid bond with proposal (if applicable). As per Utah Procurement Code 63G-6a 1102, if bid exceeds $50,000 it is required to submit a bid bond of 5% of the total bid.

All proposals must include the following:

1. SCHEDULE ‘A’ - CERTIFICATION OF PROPOSAL FORM. The District’s Certification of Proposal form completed and signed.

2. SCHEDULE ‘B’ –

Provide a brief history of the company.

Provide a profile of your company including the number of employees, company experience, and years in business, location of operations, etc.

Provide information on the service department, including how many service technicians you employ, the average response time, and parts availability.

List any experience with the Alpine School District and/or similar organizations.

Provide information and specs on your products and what sets them apart from other

Brands including unique features.

Provide information highlighting your product’s strength, quality, durability, and reliability.

Provide warranty information on parts and labor, including what is covered by warranty and how long parts and labor are covered.

Provide information regarding your delivery and installation team Provide a minimum of three (3) references of similar service contracts or work performed including a description of work or services performed, dates, costs, contact information (name, phone, email, etc.).

Provide a cohesive design plan that incorporates school colors, logos, or mascots.

Demonstrate inspiring professional aesthetics that promotes school pride.

3. SCHEDULE ‘C’ - COST PROPOSAL. Cost will be evaluated using the formula and system shown in the following section. Please enumerate all costs on the attached schedule ‘C’ Cost Proposal Form.

AWARD AND CONTRACT

The District will evaluate each vendor against the weighted criteria stated below to determine the vendor that will provide the best overall value for the District.

PROPOSAL EVALUATION CRITERIA

The evaluation will be completed in two (2) stages per Part 7 of the Utah Procurement Code and Rule. A committee will evaluate each proposal against the following stage one criteria. A minimum threshold of 80% (64 points) is required in stage one to be considered in stage two. Stage one points will then be added to stage two points to determine the Vendor that will provide the best overall value for the District.

WEIGHTED CRITERIA:

STAGE ONE CRITERIA

20pts Company History and Profile

Provide a brief history of the company.

Provide a profile of your company including the number of employees, company experience, and years in business, location of operations, etc.

Provide information on the service department, including how many service technicians you employ, the average response time, and parts availability.

35pts Demonstrated Technical Capability and Expertise: Each vendor will be given a past performance rating based on past projects with Alpine School District or similar entities.

List any experience with the Alpine School District and/or similar organizations.

Provide information and specs on your products and what sets them apart from other Brands including unique features.

Provide information highlighting your product’s strength, quality, durability, and reliability.

Provide warranty information on parts and labor, including what is covered by warranty and how long parts and labor are covered.

Provide information regarding your delivery and installation team

10pts References: ASD reserves the right to contact other references and/or entities of the submitting firm that are not specifically included or listed in the RFP.

Provide a minimum of three (3) references of similar service contracts or work performed including a description of work or services performed, dates, costs, contact information (name, phone, email, etc.).

List any experience with the Alpine School District and/or similar organizations.

15pts Aesthetics/Branding

Provide a cohesive design plan that incorporates school colors, logos, or mascots.

Demonstrate inspiring professional aesthetics that promotes school pride.

STAGE TWO CRITERIA

20pts Cost:

*Evaluation of cost proposals:

Proposed costs will be evaluated based on the following:

The vendor with the Lowest total cost will receive the full 20 points.

All other vendor proposals will receive a percentage of the 20 points based on the following formula:

(Lowest Total Cost / Proposed Total Cost) x 20 � Proposed Vendor points awarded.

Example: $1,000,000 / $1,150,000 = (87%) 87% x 20 Points � 17.4 Points Awarded