7-JF26-016-IFB AD1 Instructions to Bidders Remove Replace Flooring.pdf

I N S T R U C T I O N S T O B I D D E R S

JF26-016-IFB_AD1_Instructions to Bidders_Remove & Replace Flooring March 5, 2026 JF26-016-IFB

JF26-016-IFB

Instructions to Bidders

1) Project Description: Granite School District (GSD) seeks bids from responsive and responsible

Contractor(s) to remove and replace flooring (carpet, VCT, LVT) at Matheson Jr High School per the specifications and drawings. It is anticipated that this bid will result in a single award.

Bidders must meet all current licensing requirements of the city, county and state of Utah to do the type of work required under this bid including the proper license classifications with a sufficient monetary limit as established and issued by the Utah Division of Occupational and Professional Licensing, Department of Commerce, as legally required by Code Title 58, Chapter 55. Licensing must be current and valid at the date of bid opening through completion of work.

Bidder must hold a current, valid Utah S220 - Carpentry and Flooring license (or higher).

The use of alcohol, tobacco (including smokeless or chewing tobacco) or e-cigarettes on GSD property is prohibited.

2) General Contractor/Prime Contractor/Subcontractors: Bidder must be able to perform as Prime Contractor on the Project and must be capable of providing coordination and supervision for, and direction to, Subcontractors at any tier hired by and under the Prime Contractor.

GSD reserves the right to reject any subcontractor. GSD may withhold awarding the contract to a bidder if any of the proposed subcontractors are considered by GSD to be unqualified.

Subcontractors must be held, by the general, to all requirements listed herein. A list of subcontractors and their licensing classification will be required. See requirements and form on-line at U3P. Bidder shall certify that all subcontractors are licensed as required by the State of Utah laws.

3) Site Superintendent: Successful Bidder shall have a full-time Site Superintendent on-site any time work is being performed by Contractor’s own employees and/or by Subcontractors, for the duration of the Project. The Site Superintendent must coordinate all construction activities and Subcontractor access. It will be the Site Superintendent’s responsibility to follow GSD security procedures and to provide access for the Contractor’s employees and Subcontractors for all construction activities. Failure to provide a full-time Site Superintendent on-site shall result in issuance of an immediate “stop work” order from GSD until such time as the Superintendent returns to the site. Issuance of a “stop work” order by

GSD shall not result in claim for delay or additional cost to GSD, nor shall it be grounds for extension of Contract days.

4) Pre-bid Meeting. There will be a MANDATORY pre-bid meeting held on Friday, March 13, 2026, at 9:00 A.M. All attendees shall meet at the main office of Matheson Jr High School, 3650 South Montclair St (7730 West), Magna, Utah 84044-2522.

Attendance is required for Contractor’s bid to be accepted. Failure to attend a mandatory pre-bid conference or site visit shall result in the disqualification of any bidder that does not have an authorized representative attend the entire duration of the mandatory pre-bid conference. Contractors will be considered late and will not be allowed to attend the meeting if they arrive after the attendance roll has been signed by all in attendance and the doors to the room are closed.

Nothing stated at this meeting will change this Invitation for Bids unless a change is made by written addendum and posted on the Utah Public Procurement Place (U3P).

5) Project Schedule. Work must be completed and approved for use by Granite School District.

Equipment, delivery lead time shall be coordinated with GSD. Scheduling must be closely coordinated with GSD staff, Glenn Mickelson.

The hours of construction shall be determined and mutually agreed upon after award.

Project can be started on or after June 1, 2026, and completed no later than August 3, 2026.

6) Liquidated Damages: If the Contractor fails to achieve substantial completion of a project by the mutually agreed-upon completion date, the Contractor shall be assessed liquidated damages in the amount of One Hundred Fifty Dollars ($150.00) per calendar day for each day of unexcused delay.

The parties acknowledge and agree that actual damages resulting from delayed completion of a project would be difficult to ascertain at the time of contracting, particularly for public administration, extended oversight, and user impacts, and that the liquidated damages amount represents a reasonable estimate of such anticipated damages and is not a penalty.

Liquidated damages shall accrue until substantial completion is achieved and are in addition to, and not in lieu of, any other rights or remedies available to GSD under the Contract or applicable law.

Extensions to the completion date shall be granted only by prior written approval by GSD.

No extension of time shall be implied by conduct, delay, weather conditions, material availability, or Contractor staffing issues.

7) Scope of Work: Contractor shall furnish all labor, equipment, material, tools, transportation, supplies, and incidentals necessary to perform the work as indicated on the drawings, bid documents, specifications, and as described in the scope of work below:

Plans/drawing provided are for flooring pattern reference only in a typical classroom - Media center- hallway ramp. Some rooms are not shown on drawing, some shown on drawing will not receive flooring and some will be LVT not carpet tile. The spreadsheet provided has all areas and room flooring will be installed and what materials will be used in those areas. We will be using vinyl transitions, not metal, as called out on drawings.

All areas receiving resilient flooring are to be floated in their entirety

All cold joints and divots are to be filled with proper patching material

Spreadsheet provided includes list of GSD supplied materials. All other materials and/or supplies required to complete the project are to be supplied by the Contractor.

8) Waste Disposal: Contractor shall furnish all labor and equipment to remove, and properly dispose off-site, all construction waste, debris, and packing materials. Contractor shall furnish a dumpster for disposal of all materials and waste. Contractor shall not use GSD disposal container(s). ADDENDUM #1 - 3/05/2026: GSD shall furnish a dumpster and off site waste removal. Contractor shall be responsible for disposing of all construction waste, debris, and packing materials in the GSD supplied dumpster.

9) Payment and Performance Bonds: The successful bidder must submit to the GSD school board full performance and payment bonds in amounts equal to one hundred percent (100%) of the contract price for any job that is $50,000 or greater. All surety firms must be authorized to do business in the State of Utah and be listed in the U.S. Department of the Treasury Circular 570, companies holding certificates of authority as acceptable securities on federal bonds and as acceptable reinsuring companies for an amount not less than the amount of the bond to be issued. A co-surety may be utilized to satisfy this requirement.

A purchase order will not be transmitted to the contractor, work cannot begin, and no payments will be made until payment and performance bonds have been received by GSD.

Bonding costs must be included in the bid price.

10) Questions: All questions must be submitted via the Utah Public Procurement Place (U3P) by the published deadline and will be answered on U3P. Questions submitted directly to GSD will not be answered until re-submitted through U3P. Contractor is responsible for reviewing the responses to any questions posted to U3P and acknowledges that all responses become an integral part of the bid package and project requirements.

11) Submittals and Bid Due Date: Bids are due on or before the date published on U3P and must be submitted via (U3P). Contractor shall include all information and documentation required by the U3P system. Bidders must meet or exceed all specifications and requirements as set forth in this document and all other information posted on U3P. Allow adequate time to upload all information to U3P. Untimely or incomplete bids will be considered non-responsive.

Additional attached or enclosed materials, not requested, are not required and will be discarded and may cause bid rejection if the attachments are attempts to alter or amend the bid specifications and/or requirements. Additional or alternate terms or proposals will not be accepted.

12) Amendments to Invitation for Bid: Any changes in quantity, specifications, schedules, opening date, corrections, clarifications, etc. will be in the form of an addendum.

Addendums will be posted at U3P. It is the responsibility of the bidder to obtain addendums. Bid submittal constitutes implied acknowledgment of all addenda.

13) Bid Security / Bid Bond: Bidders must provide bid security in an amount equal to at least 5% of the bid, at the time the bid is submitted, if the bid amount is $50,000 or greater.

Acceptable bid security shall be limited to:

(a) a bid bond underwritten by a company licensed to issue bid bonds in this state and listed in the U.S. Department of the Treasury Circular 570;

(b) a cashier's, certified, or official check drawn by a federally insured financial institution made payable to the GSD board of education; or (c) cash.

The bid bond, check or cash of the accepted bidder shall be forfeited in the event said bidder fails or refuses to enter into a contract and/or fails to furnish the additional bonds required herein. Checks submitted in lieu of bid bonds from unsuccessful bidders will be returned upon request. The bid bond may be scanned and uploaded with an electronic bid or delivered to the GSD purchasing department. If hand delivered to the purchasing department the bid number must be clearly indicated and it must be received prior to the bid due date and time. If submitting a certified check, it must be delivered to the GSD purchasing department prior to the bid due date and time. The successful bidder must present the original bid bond (if an electronic copy was submitted with the bid) before a purchase order will be issued.

Failure to submit a Bid Bond will cause the bid to be considered non-responsive.

14) Change Orders: No payments will be made to the contractor for additional work or materials unless a change order has been signed and executed by GSD Purchasing. Any change order which increases the contract amount shall be subject to prior written certification that the change order is within the determined project or contract budget.

15) Payments: Payments will be made no more than once per month for work completed and will not be made until an inspection and approval (signing of the invoice) is made by GSD.

No "draws" or prepayments will be allowed.

16) Conflict with Submittals/Inconsistencies in Conditions: In the event of conflict with submittals from bidders or inconsistencies in bidding documents, this bid document and the information published in the solicitation on U3P will take precedence.

17) Consideration, Award and Rejection of Bids: All bidders must be able to demonstrate that they are responsible, competent contractors with the resources to complete a project of this type and magnitude and must be prepared to provide documented proof of such upon request including references and financial statements. The contractor's past performance history, organization, equipment and demonstrated ability to perform and complete their contracts in the manner and within the time limit specified will be elements along with the dollar amount of the bid which will be considered by GSD in the letting of the contract, if any award is made. The award, if any award is made, will be on an “all or nothing” basis.

GSD reserves the right to reject any and all bids by reason of this paragraph. Bids shall be irrevocable for a period of 60 days from the bid due date.

A) Any contractor that does not perform in an exemplary professional manner for GSD or if their work quality is less than exceptional will be notified of the problem and will not be invited to quote or bid on any additional GSD jobs or perform any additional work for GSD until they have demonstrated to GSD’s satisfaction that the cause of the problem(s) has been corrected.

B) Any contractor that has not performed up to our high standards in the past for GSD will not be allowed to bid on this contract.

C) GSD reserves the right to award to award to the next low bidder if for any reason the low bid is not responsive, is withdrawn, rejected, disqualified or the bidder fails to perform.

18) Contract Clauses: Any contract arising from this invitation to bid will include the following:

a) the unilateral right of GSD to order written changes in the work and/or time of performance (changes clause);

b) suspension of work clause;

c) price adjustment clause;

d) claims based on a procurement officer’s actions or omissions clause;

e) default delay – time extension clause

f) remedies clause - any dispute arising under or out of this contract is subject to the provisions of part h (legal and contractual remedies) of the Utah procurement code;

g) liquidated damages as appropriate;

h) specific excusable delays are as follows: If the contractor is delayed by GSD or architect or by change orders.

i) GSD may terminate the contract for any reason at any time if the contractor fails to perform (default) or if it is in the best interest of GSD (convenience clause).

19) Inspections: Contractor must be prepared, willing, and accommodating to on-site inspection of all work, at any time, by a GSD representative, during job progress.

20) Insurance/Liability/Safety/Security: The contractor must secure and maintain liability insurance (general and auto) of one million dollars each occurrence and three million dollars general aggregate (or more as may be required in the project manual on contract) against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder. The contractor’s commercial general liability policy must include builders risk insurance and completed operations coverage to guarantee recovery of damages to the work in progress during construction.

Insurance must be maintained for the duration of the project. Contractor must provide proof of insurance (policy or endorsement) upon demand by GSD and agrees to, at all times, protect, indemnify, defend and hold harmless GSD and GSD employees from any and all claims.

GSD will assume no liabilities for the contractor including any of the contractor’s representatives, employees or properties.

Contractor shall, at all times, maintain safeguards for safety and protection and keep the work area in a neat, clean, safe and secure condition to avoid injury, risk of loss, theft, vandalism or sabotage.

Any damages occurring during the completion of this project, incidental or otherwise, to GSD or adjacent properties must be repaired, at the Contractors expense, to the owner’s satisfaction.

21) Laws/Codes: Contractor must abide by all Federal, State and local laws including, but not limited to employment laws such as the Americans with Disabilities Act and E-verify and meet or exceed all applicable building codes and Utah State Energy code requirements. Any contract that might arise from this invitation for bid will be governed by Utah state laws.

22) Warranty: Contractor warrants all equipment, materials, and labor furnished or performed will be free from defects for a minimum period of twelve (12) months (unless longer as listed in the technical specifications or drawings) from date of discovery (or when discovery should have been made). Upon notice from GSD of any defect during the applicable warranty period, the affected item, parts or work shall be redone, redesigned, repaired or replaced by the contractor (at the contractor’s expense) at a time acceptable to GSD.

23) Standards of Conduct: Contractor must not have direct, unsupervised contact with students. In addition to ensuring compliance with GSD’s tobacco, drug, and alcohol free workplace requirements, Contractor shall be responsible for ensuring that its employees, agents, sub-contractors, and anyone directly or indirectly employed by any of them, are appropriately identified at all times while performing work, and refrain from the following prohibited conduct:

(1) any fraternization or inappropriate interactions of any nature whatsoever with GSD students, employees, and patrons, including talking, touching, staring, or otherwise contributing to a hostile or offensive environment for GSD’s students, employees, and patrons;

(2) criminal conduct;

(3) possession of drug paraphernalia;

(4) sale, misuse or unauthorized use/possession of prescription drugs;

(5) carrying weapons (except to the extent allowed by law with a valid concealed weapons permit);

(6) the use of profanity or other offensive language;

(7) inappropriate dress (e.g., lewd, offensive, alcohol/tobacco/drug-related t-shirts, hats, or other clothing);

(8) parking anywhere except in expressly designated parking areas (violators may be towed at Contractor’s expense); and

(9) accessing areas of GSD’s property that are unnecessary to the performance of the Work.

Violation of these conduct standards shall result in immediate removal of the offending individual from all work on any of GSD’s properties. Repeated minor violations resulting in removal of Contractor’s forces, or one serious infraction (as determined within the discretion of GSD) shall constitute a substantial breach of contract and constitute grounds for termination.

24) Sales Tax: Please note that sales made to Utah school districts are exempt from sales tax (Utah Code 59-12-104). Tax exemption certificate can be provided upon request.

25) Pricing - Project Bid Form: Cost shall be submitted using the JF26-016-IFB Bid Form.

Pricing is to include all material, equipment, and labor – including all costs associated to perform the work outlined in the specifications. Pricing must include any applicable freight/delivery cost. Project Bid Form must be uploaded to the U3P site.