2025-1020-JES_FF_E_RFP.pdf

JOHNSTON

PUBLIC SCHOOLS

REQUEST FOR PROPOSALS

FY2026-002C

October 20th, 2025

Johnston Public Schools

Johnston Elementary School

Furniture Package

SECTION 00100 - BID/SOLICITATION INFORMATION

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JOHNSTON PUBLIC SCHOOOLS

FY2026-002 Johnston ES New Construction Furniture, Fixtures and Equipment Package

Contents:

1.0 Bid/Solicitation Information

2.0 Instructions and Notifications to Bidders

3.0 Overview

4.0 Scope of Work

5.0 Insurance

6.0 Acknowledgement of Risk and Hold Harmless Agreement

7.0 Additional Insurance Requirements

8.0 Proposal Content and Organization

9.0 Evaluation Criteria

10.0 Miscellaneous

11.0 Bid Form

12.0 Bid Sheet Furniture by Item Category

13.0 Form of Proposal

Appendix A Anti-Kickback Acknowledgement

Appendix B Furniture Category Forms

Appendix C Item Data Sheets

Appendix D List of Drawings Index

Appendix E Floor Plans FFE

Appendix F Long Lead Time Items List

Appendix G MBE Utilization Plan Form

Appendix H MBE Monthly Project Reporting Form

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1.0 - Bid/Solicitation Information

Schedule

Pre-Bid/Proposal Conference:

https://zoom.us/j/93546243118?pwd=zOJEGJFZG2ZoLzca4Kpaw8BihW9rhR.1

There will be a pre-bid conference (Virtual) on Wednesday, October 29, 2025 at 11:00

am. Attendance is highly encouraged as this will be bidders’ opportunity to visit and familiarize themselves with the related facilities where they will be providing services, so that they may respond accurately to this RFP.

Requests for Further Information:

Requests for Information during the Bidding Period will be accepted until 5:00 p.m. on

November 5th, 2025.

Requests for information or clarification must be made electronically by email to the attention of:

Colin McCarthy at Colliers Project Leaders (colin.mccarthy@collierseng.com)

Please reference the RFP number, FY2026-002 on all correspondence. Answers to RFI’s received, will be forwarded electronically to all pre-qualified bidders.

RFP Submission Deadline:

November 7th, 2025, at 10:00AM **Late submittals will not be considered**

Proposals will be publicly opened and read aloud on November 7th, 2025 at 10:05 a.m. in a public meeting.

Proposals must be mailed or hand-delivered in a sealed envelope marked as follows:

Marked as: Johnston Public Schools

Bid Package #FY2026-002

Johnston Elementary Furniture, Fixtures and Equipment

To: Johnston Public Schools

Office of the Superintendent

10 Memorial Ave

Johnston, RI 02919

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Bonds/Surety Required

Surety Bond = No Bidder is required to provide a bid surety in the form of a bid bond or certified check payable to the Town of Johnston in an amount not less than ten percent (10%) of the bid price.

Payment & Performance Bonds = No

The successful bidder will be required to furnish payment & performance bonds and all insurance documentation as outlined in the attached Purchasing Rules & Regulations and General Terms & Conditions of Purchase.

Miscellaneous

The bid process and resulting contract are subject to the Rules and Regulations and General Terms and Conditions of Purchase. Submission of a bid in response to this solicitation is acknowledgement and acceptance of these Rules and Regulations and General Terms and Conditions of Purchase.

The Johnston Public Schools reserves the right to award based on cost alone, accept or reject any or all bids, and to act in its best interest. Proposals found to be technically or substantially non-responsive at any point in the evaluation process will be rejected and not considered further.

Johnston Public Schools may, at its sole option, elect to require presentations(s) by bidders clearly in consideration for award.

2.0 - Instructions and Notifications to Bidders

• There will be a pre-bid conference on Wednesday, October 29, 2025 at 11:00 am, It is the bidder's responsibility to examine all specifications and conditions thoroughly and comply fully with specifications and all attached terms and conditions. Bidders must comply with all Federal, State, and City laws, ordinances and regulations, and meet any and all registration requirements where required for contractors as set forth by the State of Rhode Island. Failure to make a complete submission as described herein may result in a rejection of the proposal.

https://zoom.us/j/93546243118?pwd=zOJEGJFZG2ZoLzca4Kpaw8BihW9rhR.1

• All costs associated with developing or submitting a proposal in response to this Request, or to provide oral or written clarification of its content shall be borne by the bidder.

Johnston Public Schools assumes no responsibility for these costs.

• A submittal may be withdrawn by written request to Johnston Public Schools by the proposer prior to the stated RFP deadline. Contact:

Dean Huff Business Manager dhuff@johnstonschools.org

• Please submit a list of potentially long lead items Appendix F.

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• Prior to the proposal deadline established for this RFP, changes may be made to a proposal already received by the Johnston Public Schools if that bidder makes a request to the Business Manager, in writing, to do so. No changes to a proposal shall be made after the RFP deadline.

• Proposals are considered to be irrevocable for a period of not less than thirty (30) days following the opening date, and may not be withdrawn, except with the express written permission of the Business Manager. Should any bidder object to this condition, the bidder must provide objection through a question and/or complaint to the Business Manager prior to the proposal deadline.

• All pricing submitted will be firm and fixed unless otherwise indicated herein.

• The bidder has full responsibility to ensure that the proposal arrives at the stated bid location prior to the deadline set out herein. Johnston Public Schools assumes no responsibility for delays caused by the U.S. Postal Service or any other delivery service.

Postmarking by the due date will not substitute for actual receipt of response by the due date. Proposals arriving after the deadline may be returned, unopened, to the bidder, or may simply be declared non-responsive and not subject to evaluation, at the sole discretion of Johnston Public Schools. For the purposes of this requirement, the official time and date shall be that of the clock in the Johnston Public School’s Administrative office.

• Bidders are advised that all materials submitted to the Johnston Public Schools for consideration in response to this Request for Proposals shall be considered to be public records as defined in Title 38 Chapter 2 of the Rhode Island General Laws, without exception, and may be released for inspection immediately upon request once an award has been made.

• Bidders are responsible for errors and omissions in their proposals. No such error or omission shall diminish the bidder's obligations to the Johnston Public Schools.

• Johnston Public Schools reserves the right to reject any or all proposals, or portions thereof, at any time, with no penalty. Johnston Public Schools also has the right to waive immaterial defects, minor irregularities and formalities in any submitted proposal at its sole discretion.

All material submitted in response to this RFP shall become the property of the Johnston Public Schools upon delivery to the stated bid submission location.

• There will be a public bid opening immediately following the submission deadline

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3.0 - Overview

The Owner (Johnston Public Schools) through its Owner’s Project Representative (Colliers Project

Leaders) and its architect (SLAM Architects) are soliciting bids to Provide, Supervise, Store, Assemble, and Install Office and Classroom Furniture at the Johnston Elementary School.

The Bid Documents, consisting of the Project Manual along with the Plans and Specifications prepared by SLAM Architects comprises the bidding and construction documentation for this project. This Invitation to Bid provides an overview of the bidding process and logistics for this project.

4.0 - Scope of Work

The full scope of the work is illustrated on the plans and within the specifications. These documents are available to download via the link below:

LINK:

https://drive.google.com/file/d/1jxGVTF4DHS3tN4UTlijv7

L58VaLByEPv/view?usp=drive_link

PROJECT: Johnston Public Schools

FY2026-002 Johnston Elementary School Furniture

Package

OWNER: Johnston Public Schools

10 Memorial Ave

Johnston, RI 02919

OWNER’S REPRESENTATIVE: Colliers Project Leaders

72 Pine Street

Providence, RI 02903

DESIGNER: The SLAM Collaborative

1 Cedar Street, Suite 201

Providence RI, 02903

Project Description:

The scope shall consist of Providing, supervising, storing, assembling and installing office and classroom furniture in order to prepare the school to open for the 2026-2027 school year at the Johnston Elementary School, 1735 Atwood Ave, Johnston, RI 02919.

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The schedule for the work calls for Award of the contract by the middle of November, early submittal review and approval/materials acquisition to begin at this time. Work can commence immediately upon Contract Award. Substantial completion shall be achieved by May 22nd, 2026.

Final Completion shall be achieved by May 29th, 2026.

The owner may consider adjustment of substantially complete date based on availability of material at the time of award.

All work shall be completed in conformance with the NE CHPS and Rhode Island Department of Education regulations as outlined in the bid documents.

All parking, storage and logistic items for the scope will be confined to the areas as shown on the Bid Documents or as otherwise agreed to between the successful bidder, School Department, Colliers Project Leaders, and Gilbane Building Company. Smoking on School grounds is prohibited and failure to conform to this requirement will result in removal from the Project.

Bid Document Availability:

Project Documents are included in this RFP as issued by Johnston Public Schools.

Prevailing Wage:

Local wage rates apply to this project. It is the responsibility of the Contractor before bid openings to request if necessary, any additional information on local Wage Rates for those trades-people who are not covered by the applicable local Wage Decision, but who may be employed for the proposed work under this Contract. The Contractor shall obtain the latest wage rates as issued by the Department of Labor and Training.

Contractors Subject to Provisions –Weekly Payment of Employees:

All contractors who have been awarded contracts for Johnston Public Schools, by an awarding agency or authority of the state or of any city, town, committee or by any person or persons therein, in which state or municipal funds are used and of which the contract price shall be in excess of one thousand dollars ($1,000) and their subcontractors on such public works shall pay their employees at weekly intervals and shall comply with the provisions set forth in 37-13-4 to 37-13-14, inclusive of the Rhode Island General Laws of 1956 as amended.

Ascertainment of Prevailing Rate of Wages:

Before entering into any contract with the Johnston Public Schools, the bidders (General Contractor and Subcontractors) shall ascertain from the director of labor the general prevailing rate of the regular, holiday and overtime wages paid and the general prevailing payments on behalf of employees only, to lawful welfare, pension, vacation, apprentice training and educational funds (payments to said funds must constitute an ordinary business expense deduction for federal income tax purposes by contractors) in the city, town, village or other appropriate political subdivision of the state in which the work is to be performed, for each craft, mechanic, teamster, laborer or type of workman needed to execute the contract with Johnston Public Schools, and shall specify in the call for bids for the contract and in the contract itself the general prevailing rate of the regular, holiday, and overtime wages paid and the payments on behalf of employees only to such welfare, pension, vacation, apprentice training and education funds existing in the locality for each craft, mechanic, teamster, laborer or type of workman needed to execute the contract or work.

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Applicability and Determination of Prevailing Rate of Wages:

Every call for bids for (a) every contract in excess of one thousand dollars ($1,000), to which the state of Rhode Island or any political subdivision thereof is party, for construction, alteration, and/or repair, including painting and decoration, of public buildings of the State of Rhode Island or any political subdivision thereof, and which requires or involves the employment of employees shall contain a provision stating the minimum wages to be paid various types of employees which shall be based upon the wages that will be determined by the director of labor to be prevailing for the corresponding type of employees employed on projects of a character similar to the contract work in the city, town, village or other appropriate political subdivision of the State of Rhode Island in which the work is to be performed; and every contract shall contain a stipulation that the contractor or his subcontractor shall pay all said employees employed directly upon the site of the work, unconditionally and not less often than once a week, and without subsequent deduction or rebate on any account, the full amounts accrued at time of payment computed at wage rates not less than those stated in the call for bids, regardless of any contractual relationships which may be alleged to exist between the contractor or subcontractor and such employees and that the scale of wages to be paid shall be posted by the contractor in a prominent and easily accessible place at the site of the work; and the further stipulation that there may be withheld from the contractors so much of accrued payments as may be considered necessary to pay to such employees employed by the contractor or any subcontractor on the work the difference between the rates of wages required by the contract to be paid said employees on the work and the rates of wages received by such employees and not refunded to the contractor, subcontractors, or their agents; (b) the (terms) “wages,” “scale of wages,” “wage rates,” “minimum wages,” and “prevailing wages” shall include:

1. The basic hourly rate of pay; and

2. The amount of

a. the rate of contribution made by a contractor or subcontractor to a trustee or to a third person pursuant to a fund, plan, or program; and

b. the rate of costs to the contractor or subcontractor which may be reasonably anticipated in providing benefits to employees pursuant to an enforceable commitment to carry out a financially responsible plan or program which was communicated in writing to the employees affected, for medical or hospital care, pensions on retirement or death, compensation for injuries or illness resulting from occupational activity, or insurance to provide any of the foregoing, for defraying costs of apprenticeship of other similar programs, or for other bona fide fringe benefits, but only where the contractor or subcontractor is not required by other federal, state, or local law to provide any of such benefits: Provided, that the obligation of a contractor or subcontractor to make payment in accordance with the prevailing wage determinations of director of labor insofar as this chapter of this title and other acts incorporating this chapter of this title by reference are concerned may be discharged by the making of payments in cash, by the making of contributions of a type referred to in paragraph (2) (A), or by the assumption of an

00100 9 enforceable commitment to bear the costs of a plan or program of a type referred to in paragraph (2) (B), or any combination thereof, where the aggregate of any such payments, contributions, and costs is not less than the rate of pay described in paragraph (1) plus the amount referred to in paragraph (2).

Prevailing Rate of Wages for Rhode Island:

The latest revisions of the wages rates may be examined during business hours at the office of the Director of Labor or visit http://www.access.gpo.gov/davisbacon/index.html.

Minority Business Enterprise (MBE)

“In accordance with RI Gen. Law § 37-14.1-1, it is the policy of the State of Rhode Island to support the fullest possible participation of firms owned and controlled by minorities (MBEs) and women (WBEs). Pursuant to §§ 37-14.1-2 and 37-14.1-6, MBEs and WBEs shall be included in all state purchasing, including, but not limited to, the procurement of goods, services, construction projects, or contracts funded in whole or in part with state funds, or funds which, in accordance with a federal grant or otherwise, the state expends or administers. MBEs and WBEs shall be awarded a minimum of fifteen percent (15%) of the dollar value of the entire procurement or project. MBE participation credit shall only be granted for firms duly certified as MBEs or WBEs by the State of Rhode Island, Department of Administration, Office of Diversity, Equity and Opportunity, MBE Compliance Office (MBECO). The current directory of firms certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php or by contacting the MBECO at (401) 574-8670 or via email at dedi.mbeco@doa.ri.gov

Compliance with 15% MBE participation is part of the selection criteria.

State Public Works Contract Apprenticeship Requirements.

Notwithstanding any laws to the contrary, all general contractors and subcontractors who perform work on any public works contract awarded by the state after passage of this act and valued at one million dollars ($1,000,000) or more shall employ apprentices required for the performance of the awarded contract. The number of apprentices shall comply with the apprentice-to-journeyman ratio for each trade approved by the apprenticeship council of the department of labor and training. To the extent that any of the provisions contained in this section conflict with the requirements for federal aid contracts, federal law and regulations shall control.

If the general contractor employs apprentices, then the apprentices must be subject to an apprenticeship agreement as defined by R. I. Gen. Laws § 28-45-10 in order for the general contractor to qualify for payment of the applicable apprentice wage rate set forth on the wage schedule pursuant to Rule 5 herein.

Prior to bidding on a state public works contract valued at One Million Dollars ($1,000,000) or more, the general contractor shall certify compliance with apprenticeship requirements by fully executing a General Contractor Apprenticeship Certification Form. The general contractor shall

00100 10 meet one of the qualifications identified on said form. The general contractor shall attach said form to his/her application to bid and submit to the awarding authority.

No contract award for a state public works contract valued at One Million Dollars ($1,000,000) or more shall be made to any general contractor who fails to submit a fully executed and truthful General Contractor Apprenticeship Certification Form.

Collaborative for High Performance Schools:

The Collaborative for High Performance Schools (CHPS) criteria will be implemented on the project. CHPS is a leading national movement with the goal of making schools better places to learn. CHPS’ mission is to facilitate the design, construction and operation of high-performance schools: environments that are not only energy and resource efficient, but also healthy, comfortable, well lit, and containing the amenities needed for a quality education. The selected contractor shall provide all material and perform all work to adhere to the guidelines of the CHPS program and provide the necessary submittals and other documentation required for the project to achieve CHPS certification.

Form of Contract*:

Contract shall be comprised of: This RFP and any Addenda and/or bid clarifications, bid documents and bid responses. Vendor(s) awarded shall receive a written notice to proceed with and purchase order from Johnston Public Schools.

*No exception to the scope of work or contract will be considered unless such notification is given before the Bid Due date and within the Bid Submission.

Bonds: N/A

SECTION 00 50 04 - WORK PRACTICES

Part 1 - General

1.0 The construction barricades/temporary protection, where indicated on the contract documents, shall be inspected daily. Any corrections that are necessary to maintain security and keep the screening material in good shape shall be done following the daily inspection.

2.0 Contractor parking and storage will be located within the area designated by the Owner.

3.0 All construction debris and rubbish caused by the work is to be kept off the premises and in the surrounding area. The job site is to be cleaned daily, and all construction materials, tools, equipment, machinery and surplus materials shall be kept neat and orderly. The Owner reserves the right to request that the jobsite be cleaned when necessary.

4.0 Dust control will be provided when necessary or when requested by the Owner.

5.0 The contractor shall make every effort to limit the amount of noise caused by construction operations. All equipment shall be equipped with silencers or mufflers designed to operate with the least possible noise in compliance with City, State and Federal regulations. No fossil fuel powered equipment shall be operated within the building.

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6.0 Construction utilities costs such as special connections, delivery and generation costs outside of the building’s regular power system shall be included in the bid price and paid by the contractor, not the Owner.

7.0 No signs or advertisements of any kind, other than a Project Sign, will be allowed on the premises unless prior written consent has been obtained from the Pawtucket School Department.

8.0 The employer and supervisor are always held responsible for the actions and behavior of their employees. It is expected that all contractors/vendors and their employees/workers will act appropriately while on the property of Johnston Public Schools. Obscenity, inappropriate behavior and loud and vulgar language will not be tolerated. Any contractor/vendor or employee/worker overheard employing such language or observed behaving in an inappropriate manner will be removed from the site immediately.

9.0 All personnel shall have appropriate attire, shirts and shoes, are always required. All necessary safety equipment shall be worn where and when required.

10.0 OSHA 10 CERTIFICATION for all workers and employees to be employed at the worksite is required. Each individual shall have successfully completed required course in construction safety and health approved by the United States Occupational Safety and Health Administration.

11.0 Firearms, the use or possession of alcohol or illegal drugs or tobacco on the Pawtucket School Department property is strictly prohibited. Any individual who is in possession of a firearm (whether or not properly registered) or is under the influence of illegal drugs or alcohol, or in possession of such shall be removed immediately from the property.

12.0 Johnston Public Schools may at any time require criminal record check of any and all personnel onsite. Any personnel not passing or providing proper information to complete the check shall be removed immediately from the property.

5.0 - Insurance

The vendor shall maintain and keep in force such comprehensive general liability insurance as shall protect them from claims which may arise from operations under any contract entered into with Johnston Public Schools, whether such operations be by themselves or by anyone directly or indirectly employed by them.

The amounts of insurance shall be not less than $1,000,000.00 combined single limit for any one occurrence covering both bodily injury and property damage, including accidental death.

Johnston Public Schools, Town of Johnston, Architect and OPM shall be named as additional insured on the vendor's General Liability Policy.

The vendor shall maintain and keep in force such Workers' compensation insurance limits as required by the statutes of the State of Rhode Island, and Employer's Liability with limits no less than $500,000.

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6.0 - Acknowledgement of Risk & Hold Harmless Agreement

In addition to the indemnity provisions specified in the Contract Documents and to the fullest extent permitted by law, the selected bidder, its officers, agents, servants, employees, parents, subsidiaries, partners, officers, directors, attorneys, insurers, and/or affiliates (Releasers) agree to release, waive, discharge and covenant not to sue Johnston Public Schools, Town of Johnston, its officers, agents, servants or employees (Releasees) from any and all liability, claims, cross-claims, rights in law or in equity, agreements, promises demands, actions and causes of action whatsoever arising out of or related to any loss, damage, expenses (including without limitation, all legal fees, expenses, interest and penalties) or injury (including death), of any type, kind or nature whatsoever, whether based in contract, tort, warranty, or other legal, statutory, or equitable theory of recovery, which relate to or arise out of the Releasers use of or presence in and/or on Johnston Public Schools and/or Town of Johnston property. The Releasers agree to defend, indemnify and hold harmless the Releasees from (a) any and all claims, loss, liability, damages or costs by any person, firm, corporation or other entity claiming by, through or under Releasers in any capacity whatsoever, including all subrogation claims and/or claims for reimbursement, including any court costs and attorneys fees, that may incur due to Releasers use of or presence in and on Johnston Public Schools and/or Town of Johnston property; and (b) any and all legal actions, including third-party actions, cross-actions, and/or claims for contribution and/or indemnity with respect to any claims by any other persons, entities, parties, which relate to or arise out of Releasers use of or presence in and on Johnston Public Schools and/or Town of Johnston property.

The Releasers acknowledge the risks that may be involved and hazards connected with use of or presence in and on Johnston Public Schools and/or Town of Johnston property but elect to provide services under any contract with the Johnston Public Schools and/or Town of Johnston with full knowledge of such risks. Releasers also acknowledge that any loss, damage, and/or injury sustained by Releasers are not covered by Releasees insurance. Releasers agree to become fully aware of any safety risks involved with the performance of services under any contract with the Johnston Public Schools and/or Town of Johnston and any safety precautions that need to be followed and agree to take all such precautions.

The duty to indemnify and/or hold harmless Johnston Public Schools and/or Town of Johnston shall not be limited by the insurance required by the Contract Documents.

7.0 - Additional Insurance Requirements

In addition to the insurance provisions in the Contract Documents, the liability insurance coverage, except Professional Liability, Errors and Omissions or Workers’ Compensation insurance required for performance of a contract with the Johnston Public School and the Town of Johnston shall include Johnston Public Schools, Town of Johnston, its divisions, officers and employees, the Architect and OPM as Additional Insureds but only with respect to the selected bidder’s activities under the contract. The insurance required through a policy or endorsement shall include:

A. a Waiver of Subrogation waiving any right to recovery the insurance company may have against the Johnston Public Schools and/or Town of Johnston; and

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B. a provision that the selected vendor’s insurance coverage shall be primary with respect to any insurance, self-insurance or self-retention maintained by Johnston Public Schools and/or Town of Johnston and that any insurance, self-insurance or self-retention maintained by Johnston Public Schools and/or Town of Johnston shall be in excess of the selected vendor’s insurance and shall not contribute.

There shall be no cancellation, material change, potential exhaustion of aggregate limits or non-renewal without thirty (30) days written notice from the selected vendor or its insurer(s) to the Johnston Public Schools’ Chief Financial Officer. Any failure to comply with the reporting provision of this clause shall be grounds for immediate termination of the contract with Johnston Public Schools and/or Town of Johnston.

Insurance coverage required under the contract shall be obtained from insurance companies acceptable to Johnston Public Schools. The selected vendor shall pay for all deductibles, self-insured retentions and/or self-insurance included hereunder.

Johnston Public Schools’ Chief Financial Officer reserves the right to consider and accept alternative forms and plans of insurance or to require additional or more extensive coverage for any individual requirement.

8.0 - Proposal Content and Organization

Each Bid shall be submitted on the Bid Form and Category Summary Sheets included in the attached Bid Documents. The Bid Form and ONLY the Category Summary Sheets you are bidding on shall be removed from the Bid Documents, filled in as required below, and submitted to Pawtucket School Department. Bidders must fill in all blank spaces on the Bid Form and Category Summary Sheets for Bid prices, including without limitation unit prices, add alternates, extended prices and total price; or the Bid will not be considered and shall be void. BIDDER DO NOT NEED TO BID ON ALL CATEGORIES

BUT MUST SUBMIT A PRICE FOR ALL THE ITEMS IN EVERY CATEGORY THEY ARE

BIDDING ON. PARTIAL BIDS FOR A SINGLE CATEGORY ARE SUBJECT TO REJECTION.

Unit prices on Category Summary Sheet are to include the unit cost for the item, the cost for tax, shipping, installation, including all supervision, labor, services & equipment necessary and any other cost that would be added for procurement. No additional lines are to be added for cost on the Category Summary Sheet. The total lump sum shown on the Category Summery Sheet is to include all cost associated with procurement for all items listed in each category and no additional sums to be added are to be included on the sheets. If there are multiple numbers shown as lump sums, and /or if math if required to calculate the true total sum of procurement for the category then the bid may be rejected.

Bidders must submit cut sheets for all furniture and equipment substitutes that are not basis of design, showing manufacturer, style, dimensions and finish option. Acceptable substitutes are as specified on the Item Data Sheets. Substitutions that are not deemend as acceptable on the Item Data

Sheets will only be considered for items that list acceptable substitutes as “Or Equal” on the Item

Data Sheet. If alternates have a variation on the standard dimensions from the basis of design, the dimension of the alternate item must be included with submittal documents at the time of bidding

Bid Forms and Category Summary Sheets shall be completed digitally. The Bid Unit Price and the Bid Total Price must be entered on the form. The Bid Total Price for Category on the form shall be stated in

00100 14 words and in figures. The Bid cost per item must include the cost of delivery/install and be included in the Bid Total Price per Category. Delivery and Install is not to be a separate line item, it must be calculated into the unit price. Bids may be rejected if the Bid Unit Price, Bid Total Price or the Bid Total Price for Category are not included on the bid form. Bidders are to double check all math to ensure that the unit cost and total cost are mathematically correct. If an error in calculation is found on the submitted bid form discrepancies between unit prices and their respective total amounts will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

Pricing must include all costs as specified in this solicitation. Pricing for this proposal must be indicated on the Bid Form, Category Summary Sheet, and Bid Tabulation in Section 11.0 & attached documents, and must be submitted in a separate, sealed envelope labeled as previously stated above.

All Bid Forms must be signed.

Bidders must include on the Bid Form a list of at least four (4) references with whom they have contracted to do similar work by including the company name, telephone number, contact person, and number of years they have served this customer.

Bidders must also include an overview of their company’s experience including, but not limited to, the number of years the company has been providing these services, the size of the company (including the number of employees and locations), a description of work undertaken that is similar to what is being requested in this RFP, and, if applicable, certifications that show a knowledge of equipment that would be serviced or provided under this contract.

If any subcontractors are to be used in the performance of any work contracted for under this RFP, please list their name(s), contractor license #, address and phone number, and specific description of the subcontract work to be performed.

Four (4) copies of your proposal, one (1) original and three (3) copies, must be submitted at the time of submission. Proposals must be in the following format:

Bid Forms Form of Proposal Category Summary Sheets Company overview

Length of time your firm has been in business Length of time at current address

All licensing (List types and business license number(s), certification and permits as required in the Scope of Work Long Lead Time Items List

Please state any and all additions, deletions, and exceptions, if any, that you are taking to any portion of this proposal. If not addressed specifically, Johnston Public Schools assumes that the bidder will adhere to all terms and conditions listed in this RFP.

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9.0 - Evaluation Criteria

The evaluation of proposals will be conducted in an expeditious time frame convenient to Johnston Public Schools.

Bids will be awarded to the lowest qualifying bidder BY CATEGORY or by a combination of categories if combined bids presented is lower than the sum of the individual lowest bids per category, based on the review and determination of Johnston Public Schools and its representatives. Low bidders that do not meet qualifications, do not comply with the directives within the Project Manual, or do not meet the requirements of the specifications may not be awarded the winning bid.

Johnston Public Schools reserves the right to award on the basis of cost alone, accept or reject any or all proposals, and to otherwise act in its best interest. Further, Johnston Public Schools reserves the right to waive irregularities it may deem minor in its consideration of proposals.

Proposals will be evaluated in three (3) phases:

1. The first phase is an initial review to determine if the proposal, as submitted, is complete.

To be complete, a proposal must meet all the requirements of this RFP.

2. The second phase is an in-depth analysis and review based on criteria below and their associated weights.

Evaluation Criteria Importance

Experience/Qualifications, 35% compliance MBE participation and inclusion of Johnston Businesses

References 35%

Cost 30%

3. The third is a comparison of each proposal’s weighted evaluation relative to the costs proposed.

In the event that Johnston Public Schools requires further information and/or a demonstration of any equipment or process offered in any proposal, all vendors asked for same will do so at no cost to Johnston Public Schools.

10.0 - Miscellaneous

Bidders shall at all times comply with all federal, state, and local laws, ordinances and regulations and shall defend, indemnify and save harmless Johnston Public Schools and/or Town of Johnston against any claims arising from the violation of any such laws, ordinances and regulations, including but not limited to challenges as to the legality of any and all vendor installations.

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Johnston Public Schools is exempt from the payment of the Rhode Island State Sales Tax under the 1956 General Laws of the State of Rhode Island, 44-18-30, Paragraph 1, as amended. Further, the Pawtucket School Department is also exempt from the payment of any excise or federal transportation taxes. The proposal prices submitted must be exclusive of same, and will be so construed.

Johnston Public Schools reserves the right to cancel an agreement with the bidder with thirty (30) days written notice and to award the contract to the next highest evaluated bidder.

Item Data Sheets (specifications) are written with a Basis of Design for product and manufacturer, as well as two, or more, approved alternate manufacturers and product, when applicable. Provide ONLY the accepted alternate products/manufacturers listed. Where no specific alternate product is listed provide an equal product by one of the manufacturers listed that complies with the requirements. Other Manufacturer’s will not be considered unless deemed an acceptable alternate by the interior designer during the question period of the bidding process.

If unforeseen circumstances cause the approved manufacturer and/or product to not be available then the interior designer will determine accepted alternate manufacturers and/or products.

Where Item Data Sheets only list Basis of Design and alternates are listed as “Or Equal”, provide a product by the manufacturer listed or a product that is equal in value & quality and meets the specs listed. Adequate information on the proposed substitution such as images, dimensions, full specifications, actual color/material samples and any pertinent information must be provided with your bid in order to be considered.

This successful bidder shall furnish for approval, as required by the Architect/Designer, shop drawings, all samples of construction, finishes and actual physical samples of colors. Items shall be offered in colors or combinations of colors, as per specified. If standard colors of any item are not a close match for the specified finishes, then a COM may be required per specifications. All items shall be furnished in accordance with such approved samples. Written approval of finishes must be obtained from the Architect/Designer prior to placing orders. Before ordering any furniture and/or equipment, the successful bidder must send submittal(s) of all awarded items, including but not limited to; cut sheets, drawings and finish samples, as necessary, to Brittany Doddio, The S/L/A/M Collaborative. bdoddio@slamcoll.com and Colin McCarthy Colliers Project Leaders, colin.mccarthy@collierseng.com for final review and approval and request for resubmittal is necessary. Submittal Binder format: As specified in Section 01 3310 “Submittal Procedures”. Documents should be in order by category; item number and quantity clearly marked accordingly with Item Data Number. Fabric & colors samples should also be submitted for final review and approval. IF YOU ARE BIDDING PER APPROVED ALTERNATES, SUBMITTALS ARE STILL REQUIRED FOR APPROVAL WITH EXACT PRODUCT

INFORMATION.

All Equipment having accessories (i.e. shelving, etc.) shall be unfastened from shipping position and placed as appropriate for their use. All Industrial shelving must also be secured to the building. All items that require counterweights for stability must have counterweight included in order regardless of it being specified in Item Data Sheets. Cost must be included in your bid. To ensure proper attachment of FF&E items, where “items” are attached to wall, ceiling, and /or floor, specifications shall require Vendor to provide

00100 17 information adequate for architect to verify that fixtures. Furnishings, and equipment attached to wall, ceiling and/or floor are attached securely. Review may be implemented during submittal process.

Provide a set of (3) keys per lock for all lockable furniture. (2) keys are to be attached to its corresponding item and additional master set of keys (1 per item) is to be tagged with item number and room and provided to the Installation Coordination Manager upon completion of installation.

The vendor and/or installer shall provide moving equipment and protection appropriate for the floor finishes, elevators and walls encountered. The vendor shall provide protection of all finished surfaces. Payment for repairs required for damages caused by the Vendor and/or installers is the responsibility of the vendor.

The contractor is responsible for ordering and storing all material ahead of the installation date to ensure that all FF&E items are installed by the Final Completion date noted within this RFP.

All wrapping, scrap and debris resulting from delivery, packaging and this work shall be removed from the premises by this Supplier/Installer AT THE END OF EACH WORKDAY.

Use of the Construction Manager or Owner’s dumpsters is not permitted and accumulation of any kind of trash beyond one work day will not be tolerated.

If for any reason items cannot be delivered as required by schedule, or if any missing parts/pieces that will renders the item unusable in any way, the Vendor will immediately provide temporary furnishing, of the same quality and quantity, as place holder until undelivered or damaged / punch list items are remedied, and will absorb all costs associated with ordering, shipping, delivering, and installing temporary furnishings. If the contractor is unable to provide temporary furnishing by the final completion date, liquidated damages of $1,000.00 per calendar day will be applied to the contractor.

Item Data Sheets (specifications) are written with a Basis of Design for product and manufacturer, as well as two, or more, approved alternate manufacturers and product, when applicable. Provide ONLY the accepted alternate products/manufacturers listed. Where no specific alternate product is listed provide an equal product by one of the manufacturers listed that complies with the requirements. Other Manufacturer’s will not be considered unless deemed an acceptable alternate by the interior designer during the question period of the bidding process.

If unforeseen circumstances cause the approved manufacturer and/or product to not be available then the interior designer will determine accepted alternate manufacturers and/or products.

Where Item Data Sheets only list Basis of Design and alternates are listed as “Or Equal”, provide a product by the manufacturer listed or a product that is equal in value & quality and meets the specs listed. Adequate information on the proposed substitution such as images, dimensions, full specifications, actual color/material samples and any pertinent information must be provided with your bid in order to be considered.

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This successful bidder shall furnish for approval, as required by the Architect/Designer, shop drawings, all samples of construction, finishes and actual physical samples of colors. Items shall be offered in colors or combinations of colors, as per specified. If standard colors of any item are not a close match for the specified finishes, then a COM may be required per specifications. All items shall be furnished in accordance with such approved samples. Written approval of finishes must be obtained from the Architect/Designer prior to placing orders.

The authorized furniture Installation Coordination Manager is; Brittany Doddio of The S/L/A/M Collaborative, 1 Cedar Street, Suite 201 Providence RI, 02903, PH 401-314-0224, bdoddio@slamcoll.com, Colin McCarthy, Colliers Project Leaders, colin.mccarthy@collierseng.com, and Martin Warrington, Colliers Project Leaders, martin.warrington@collierseng.com. All coordination of delivery, install and onsite issues, including but not limited to; scheduling, site requirements, truck access, elevator access, staging areas, storage, trash removal, and any other inquiries, changes or requests MUST be directed solely to the installation coordination manager. The Construction Manager, Construction personnel, School Department personnel, Architect and Interior Designer will not be authorized to answer questions, approve schedules of delivery, approve/accept/ sign for deliveries, or give direction for any portion of delivery and installation without the prior knowledge and consent to do so given by the Installation Coordination Manager.

The successful bidder(s) shall coordinate delivery with the authorized installation coordination manager, a minimum of three (3) weeks in advance of actual shipment. The successful bidder(s) shall notify the Installation Coordination Manager, in writing, of the items ready and scheduled for shipment. The successful bidder’s delivery schedule MUST be approved by the Installation Coordination Manager, in the expressed time frame, otherwise the delivery may be denied.

The vendor and/or installers must report to the Installation Coordination Manager as soon as they arrive on site, prior to unloading or installing any furniture or equipment. The Vendor must have a local representative assigned to be responsible for meeting the delivery truck, initial verification of inventory, coordinating with the Installation Coordination Manager all aspects of the delivery and installation process, as well as directing installers with necessary instruction for completing installation in accordance with direction given by the Installation Coordination Manager. Installers arriving onsite without a Vendor Representative will not be allowed to unload, deliver or install any items until the Vendor Representative is onsite. If no Vendor Representative is available or does not arrive as scheduled the delivery may be denied.

The vendor and/or installer shall provide moving equipment and protection appropriate for the floor finishes encountered. The vendor shall provide protection of all finished surfaces.

Payment for repairs required for damages caused by the Vendor and/or installers is the responsibility of the vendor.

Partial Owner Occupancy: Owner will occupy the premises during the installation period, with the exception of areas under construction. Cooperate with Owner during installation to minimize conflicts and facilitate Owner usage. Perform the work so as not to interfere with Owner’s operations. Maintain existing exits, unless otherwise indicated.

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Maintain access to existing walkways, corridors, and other adjacent occupied or used facilities.

Do not close or obstruct walkways, corridors, or other occupied or used facilities without written permission from Owner and authorities having jurisdiction.

Provide a minimum of 72 hour notice to Installation Coordination Manager of activities that will affect Owner’s operations.

PRODUCTS AND MATERIALS:

The intent of this Specification is to ensure the installation of quality furniture, equipment and technology as listed. The Owner, and those authorized to represent them, shall be the judge as to the acceptability of any other than that specified.

All products shall be provided as specified and as indicated in the final quotations. All materials furnished shall be provided by a manufacturer regularly engaged in the manufacture or production of these products. No substitutions are to be made to manufacturers, finishes, colors, quantity, or aspect of any product without the written request by the Vendor to the Architect and their written approval. If products are provided that have been substituted or vary from the quotation in any way it may be determined that the product will be rejected and replacement with the exact specified product is to be provided, or payment may be withheld. Greenwich Public Schools and /or its representatives may determine if products will be accepted if they differ in any way from specified products in quotations.

Materials shall conform to all applicable and current specific local, state, and federal regulatory safety codes and Specifications.

In order to meet the needs of persons with disabilities, when applicable all items shall comply with the current Connecticut Basic Building Code including 2003 ICC/ANSI A117.1, Section 504 Rehabilitation Act 1973, including the 2010 ADA Standards for Accessible Design and Section 504 Regulations, and the Americans with Disabilities Act Title II, including the 2010 ADA Standards for Accessible Design and ADA Regulations. Accessible knee and toe clearances shall comply with 2010 ADA Standards for Accessible Design, Section 306.

Compliance with the current Connecticut Fire Safety Code and current O.S.H.A - Title 29/Labor is also required. The items shall include, but are not limited to, fixtures, furnishings, equipment, workstations (including built-ins), playground equipment, laboratory fume hoods, darkroom equipment, welding stations, shop equipment and etc. Secure Attachment of FF&E Items. Refer to Article 16.4 for Secure Attachment information.

Product & Manufacturers:

a. Item Data Sheets (specifications) are written with a Basis of Design for product and manufacturer, and include the approved alternate manufacturers and product, when applicable. Provide ONLY the basis of design or the accepted alternate manufacturers and product lines as specified in the Item Data Sheets. Where no specific alternate product series is listed, provide an equal product by one of the manufacturers listed that

00100 20 complies with the requirements. Manufacturers and product lines may be considered but must be submitted as a question, along with cut sheets and all product data, during the question period of the bidding process for review. If deemed an acceptable alternate by the interior designer all bidders will be notified via addendum of additional approved manufacturers and /or product lines. If unforeseen circumstances cause the approved manufacturer and/or product to not be available, then the interior designer will determine accepted alternate manufacturers and/or products.

b. Where Item Data Sheets only list Basis of Design and alternates are listed as “Or Equal Product by any…