5-26-34 - Bid Specs - Graduation Rentals.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-34

DATE PUBLISHED:

November 12, 2025

GOODS / SERVICE AREA:

Graduation Rentals

BID OPENING:

Date: November 26, 2025 Time: 2:00 PM

CONTRACT PERIOD:

One Time Purchase

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at

SB-1 GENERAL INFORMATION:

Parkway School District (District) is seeking bids from vendors capable of supplying stages, stage curtains and skirts, ramps (including ADA) and chairs for various events. Most of these events take place annually in the month of May leading up to graduations for PSD’s high and middle schools.

● A standard agreement which results from this bid shall be for a period of one (1) year from the effective date of the bid award.

● Vendors have the opportunity to offer the district multi-year bids in item number two of the vendor signature section.

● The estimated quantities provided is no guarantee of what the District intends to spend in the future.

● Based on bid award, a delegate for each school will request a PO issuance to the bid awardee for their unique rental needs. The vendor will be responsible to provide a Rental Confirmation reflecting the issued PO number.

● All high and middle schools are listed below as a reference and not to indicate that all the schools will have rental needs each school year:

Parkway Central High School 369 North Woods Mill Rd. Chesterfield 63017 Parkway South High School 801 Hanna Rd Manchester 63021 Parkway North High School 12860 Fee Fee Road St. Louis 63146 Parkway West High School 14653 Clayton Rd. Chesterfield 63011 Parkway Southwest Middle School 701 Wren Ave Ballwin 63021 Parkway South Middle School 760 Woods Mill Rd Manchester 63011 Parkway Fern Ridge High School 13157 N. Olive Spur Rd. St. Louis 63141 Parkway West Middle School 14653 Clayton Rd Chesterfield 63011

SB-2 BID AWARD METHOD:

It is the District's policy to award a bid based on the lowest or best bid. However, the District retains the right to award in whatever manner serves the best interests of the District.

SB-3 FORM OF SUBMISSION:

● Vendors must submit their responses electronically via Bonfire:

● Any response not received via Bonfire before the response Submission Deadline will not be considered. Each vendor is solely responsible for ensuring that their response is acknowledged and confirmed. Responses will receive a Bonfire email confirmation upon receipt.

● All bids shall be considered valid for acceptance until such time an award is made unless the vendor provides for a different time period within its bid response. However, the District reserves the right to reject a bid if the Vendor’s response is unacceptable and the Vendor is unwilling to extend the validity of its proposal.

● The District reserves the right to purchase any quantities of bid without altering the unit purchase price upon award.

SB-4 PROPOSAL FORMAT AND CONTENTS

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor is to use company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

6. SPECIFICATION SHEET/MANUALS

The vendor must provide a complete set of comprehensive and easy to understand manuals (as applicable) for service, operation, parts, and repair. All manuals must be written in American English.

7. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

8. PRICING SHEET

The vendor shall complete the Bonfire Bid Table BT-35KM.

SB-5 PRICING:

Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges.

Equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-6 DELIVERY:

All bids MUST be F.O.B. to the Parkway Warehouse, located at 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be made to Parkway School District Receiving Warehouse, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be accepted Monday through Friday between 7:00 a.m. and 2:00 p.m., excluding holidays and during inclement weather events the district is closed.

SB-7 WARRANTY:

The contractor must provide the standard manufacturer’s warranty. The warranty will commence upon written acceptance of the equipment by the Parkway School District or payment of such, whichever occurs first.

SB-8 SUBSTITUTIONS:

No substitution shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable material will be returned with no expense to the District.

SB-9 RELATED AND/OR SIMILAR ITEMS:

Parkway School District reserves the right to order similar and/or related items under the same terms and conditions stated herein.

SB-10 CONTACT METHOD:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-11 SPECIFICATIONS:

See bid table (BT-35KM) for list of items for bid.

● Equipment:

Equipment rental will be ordered by the day.

o Folding White Plastic Chairs

▪ White plastic seat and back with white metal frame o STAGE: 16' x 32' x 24" Stage Deck Sections - 4x4 o STAGE: 12' x 20' x 24" Stage Deck Sections - 4x4 o STAGE: 12' x 16' x 24" Stage Deck Sections - 4x4

▪ Stage Legs - 24" high

▪ Stage Steps with handrail - 24"

▪ Access Ramp for Stage

▪ ADA Ramp

▪ 4 rails and 2 stage sections fall protection

▪ 29"Black Skirt - 12' long

▪ 29" Royal Blue Skirt - 12' long

▪ Plastic Skirt Clips

▪ Crossbar - Extends 6'-10' Wide

▪ 8' Upright Pole

▪ 15" Base

▪ Royal Blue Drape - 9' tall

▪ Black Drape - 9' tall

▪ Mesh Linen Bag

▪ Labor - Pipe & Drape Setup

● Services:

o Vendor must provide timed delivery and pickups o Vendor must provide rental changes without additional costs o Vendor must provide a Delivery/Pickup Confirmation for each rental need

● Cancellation Policy o Bid responses must include the vendor’s cancellation policy

● Delivery and pickup charges o Deliveries and pickups must be done according to the information on the bid table

(BT-35KM). Zip codes for possible deliveries are:

▪ 63017

▪ 63021

▪ 63146

▪ 63141

SB-12 INSURANCE PROVISIONS:

The successful vendor will be required to provide to the District at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractor’s protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment: $1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverage are provided by a commercial liability policy, the:

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by a Certificate of Insurance.

b. Fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 on any one person.

7. Parkway School District shall be named as "Additional Insured".

SB-13 PROCUREMENT TIMELINE:

*all times are CST

Action Date* Bid Published November 12, 2025 10:00 AM Q&A End November 19, 2025 10:00 AM Intent to bid November 26, 2025 1:30 PM Bid Close November 26, 2025 2:00 PM Vendor Notified of Award (Tentative) December 3, 2025 3:00 PM