2-RFB-26-011 HSE HS Varsity Gym Floor.docx

HAMILTON SOUTHEASTERN SCHOOLS

RFB-26-011

Request for Bid:

Varsity Gym Floor Replacement at HSE High School

Bid Due Date and Time:

February 20, 2026 @ 1:00 PM ET

Nicole Kenney, Procurement Specialist nicole@buywithindigo.com 317.509.7483 Request for Bid Information Overview

Introduction Hamilton Southeastern Schools (HSE) is soliciting competitive bids through this Request for Bids (RFB) in accordance with applicable Indiana Code, district policies and guidelines. The district requires the replacement of the varsity gym floor at HSE High School located at 12499 Olio Road, Fishers, IN 46037. It is the intent of the district to solicit competitive responses to this bid in accordance with the information in this document and the associated files or drawings. This bid package is posted for potential bidders on https://indigo.bonfirehub.com as well as publicly advertised in accordance with Indiana Code. Electronic bid submissions are required through the Indigo Procurement Portal.

Definitions & Abbreviations The following are explanations of terms and abbreviations appearing throughout this bid package. Other special terms may be used in the document, but they are more localized and defined where they appear, rather than in the following list.

Summary of Key Dates & Milestones The following timeline is only an illustration of the bid process. Some dates are binding as described within this document and others are subject to change. At the conclusion of the evaluation process, all bidders will be informed of the award.

Issue of Bid (newspaper 2/6, 2/13) January 28, 2026

Hamilton Southeastern High School 12499 Olio Road, Fishers, IN 46037

Microsoft Teams meeting: https://teams.microsoft.com/meet/22408251160922?p=wRHddNm4NQeHgJXjif Meeting ID: 224 082 511 609 22 Passcode: xA3rT6xZ

Project Executive Summary Total Replacement of existing Varsity gym floor including but not limited to, temporary relocation of existing bleachers (to be reused), demolition of existing wood floor/system, minor subsurface repairs as needed, installation of a new wood floor/system, bleacher reinstallation, lines, graphics and sealcoat.

· Bid amount shall include 1st grade 1-inch-thick maple floor.

· Include a product alternate in bid for ¾ inch thick maple flooring material.

· Existing bleachers were previously installed by Lee Company.

· Current lines are one main basketball court, one main volleyball court, two cross basketball/volleyball courts, custom staining, multi-color logos and lettering on court.

· Two coats of sealcoat.

Bidders are to submit a total lump sum amount for this project with a detailed scope of work that defines materials proposed, assumptions made, and any proposed subcontractors. Be sure to identify when project work can start and indicate estimated number of days to complete the project. Timely completion of the work specified is an essential condition of this contract. The work is to be completed by July 31st, 2026.

Pre-Bid Meeting and Site Visit(s) A representative from the owner along with the Procurement Specialist will conduct a pre-bid meeting at the location, date and time outlined in the Summary of Key Dates and Milestones. Attendance by potential prime bidders and interested subcontractors is highly encouraged but not mandatory to submit a bid response. This meeting provides an opportunity for potential prime contractors and subcontractors to connect as well as ask questions about the scope of the project and about the bid process.

Communication, Questions & Answers All questions/inquiries regarding this bid must be submitted by the date and time outlined in the Summary of Key Dates and Milestones. Questions/Inquiries should be submitted via the Indigo Procurement Portal and must be received by the deadline.

Following the question/inquiry due date, The Procurement Specialist will compile a list of the questions/inquiries submitted by all Respondents, redacting the name of the company who submitted the question. The responses will be posted with the bid package on the website in the form of an addendum. Only answers posted on the website will be considered binding and valid by the district.

If it becomes necessary to revise any part of this bid, or if additional information is necessary for a clearer interpretation of provisions of this bid prior to the due date for proposals, an Addendum will be posted on the website. If such Addenda issuance is necessary, the Procurement Specialist may extend the due date and time of proposals to accommodate such additional information requirements, if required. The bid due date and time may not exceed six weeks from the bid issue date.

Bid Due Date & Time Bidders must submit a response before the bid opening date and time listed in the Summary of Key Dates and Milestones. The bid response must follow the format indicated in the Bid Preparation and Submission section of this document. No other method will be accepted. Bids are required to be submitted electronically through the Indigo Procurement Portal. No more than one bid per bidder may be submitted. Bids not submitted by the deadlines will not be considered; nor will sending it via email be a viable alternative. The district accepts no obligations for costs incurred by bidders in anticipation of being awarded.

Bids will thereafter be publicly opened and read aloud via the virtual bid meeting link as outlined in the Summary of Key Dates and Milestones. No bids may be withdrawn for a period of 60 days after opening of bids. All responses received will bind contractors to the outlined requirements herein for the duration of the contract.

Bid Security – Bid Bond Bid security shall be submitted with each bid in the amount of 5% of the bid amount to be considered a valid bid. A completed bid bond is required to be deemed acceptable to the owner.

Section Two – Request for Bid Preparation & Submission

General To facilitate the timely evaluation of proposals, a standard format for bid submission has been developed and is described in this section. All bidders are required to format their proposals in a manner consistent with the guidelines described below:

· Bids will be disqualified if the bid submission is received after the bid due date and time.

· Bids will be disqualified if the bid submission is received without a bid bond.

· Please submit all attachments in the requested format electronically. Any attempt to manipulate the format of the documents that deviate from the current format may put your proposal at risk of disqualification.

· Confirmation of district receipt of bidder’s proposal is the responsibility of the bidder.

· Confidential Information must be clearly marked.

Bid Preparation The following bid package provides bidders with a comprehensive set of attachments to complete. The completed bid package must be submitted before the due date and time in the order below. This is considered the bidders response to this competitive sealed bid.

Bid Package Attachments For electronic bid submissions, follow the instructions for completing each of them in the system.

1. Form 96 – Contractor’s Bid for Public Work

2. Supplemental Scope of Work Details (Quote)

3. Bid Tabulation – Pricing Sheet

4. Bid Bond Copy

5. Confidential Information (Financial Statement Copy)

Taxes Proposals should not include any tax from which the district is exempt.

Section Three – Request for Bid Evaluation & Award Bid Evaluation Overview

· The owner reserves the right to reject any and all bids and to waive informalities and irregularities.

· The owner reserves the right to defer awarding this contract for up to 60 days from the bid opening. Pricing on this bid must be firm and remain open for a period of not less than this stated time period.

· The district may request clarifications, in writing, on bids submitted. The district will operate in a fair and consistent manner across all bidders. Clarifications will be submitted to the district in writing and be incorporated into the bidder’s official response. It is the discretion of the district to determine what, if any, items require clarification from any bidder.

Evaluation Process & Criteria A complete review of all information submitted in the bid package will be utilized by the district evaluation team to determine if the bidder meets the minimum requirements and is considered a responsive bidder. This first step determines whether the bidders are viable for award.

All bidders determined to be responsive will then be evaluated on responsible and cost. The district will award the bid to the lowest responsive and responsible bidder. The district reserves the right to consider the ability and capacity of the bidder to perform the work, the integrity, character and reputation of the bidder, as well as the competence and experience of the bidder.

The district may, if the district has reason to suspect collusion among bidders, reject the bids of all bidders involved in the collusion.

Bid Award Bidders will receive notice of the district’s award of the bid through the Indigo Procurement Portal. Work under this contract can commence upon Notice to Proceed by the owner. All bid awards are subject to board approval. Upon board approval, the awarded bidder will complete necessary documentation to finalize and sign the complete contract.

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