AUM-2023-0000055 Theatre Curtains and Installation.pdf

Request for Bid

Theatre Curtains and Installation

AUM-2023-0000055

Due: by 3:00 PM CST on Friday, January 6, 2023

AUM-2023-0000055 Theatre Curtains and Installation

Contents I. Scope of Services

A. Specifications

B. Installation

II. Pricing

III. Insurance Requirements

IV. Calendar of Events

I. Scope of Services

Auburn University at Montgomery, hereinafter referred to as AUM, is requesting sealed bids from qualified suppliers (Proposers) for the purchase of theatre curtains and installation services for Theatre AUM which meet the following specifications. AUM will only accept bids from suppliers that can both manufacture and install the curtains. It is the responsibility of the Supplier to determine if any services are required outside the scope of AUM’s specifications to ensure the success of the contract.

A. Specifications

1. All curtains and equipment sizes listed within shall be field verified prior to production.

2. Existing rigging system shall be re-used. Vendor must supply T-track carriers and chain (to be included in price estimate).

3. As part of the bid, provide an estimated timeline for production based on an order date of

January 16, 2023.

4. As a reference, the following information was collected from the tag on the current curtains

(this is for informational purposes only):

Norcostco

MADE FOR AUBURN UNIV/MONTGOMERY JOB# 8877A

DATE: 11/95

FLAME RETARDANT: YES 16 OZ BLACK VELOUR SIZE: 14 X 15

Curtains

All fabrics must be inherently flame retardant.

Vendor must indicate the type/brand of velour fabric that is being proposed.

Description

- Twelve (12) curtains, unlined (all curtains are mobile, none are stationary)

- 16 OZ Black velour, IFR

- Curtains should be made from the same dye lot

- All nap in the same direction-down

- (Finished) 15' wide x 14' tall/height with 50% fullness through box pleats

- Top is box pleated at each grommet

- Bottom has an additional 6" pocket hem finished bottom edge is 21” across PLUS 3" each side for turn backs

- Grommets with bitsnaps (one-foot centers) / webbing on the top include T-track carriers and a chain in the bottom o Must fit with T-track carriers (H & H 301B) to be used on existing I-beam style curtain track o Black grommets, if available in this color

B. Installation

1. The Supplier shall remove and legally dispose of the existing curtains, off-site.

2. The delivery and installation of curtains will need to be coordinated with AUM

Communications and Theatre. Supplier should provide a proposed schedule and requirements for prior approval (this is not necessary during the bid process).

3. Delivery location will be noted on the Purchase Order issued by AUM.

II. Pricing

• Proposers shall indicate all costs associated with materials, production, labor/services, equipment and any other incidentals necessary to successfully complete the work.

• Proposed costs shall remain firm for a period of no less than 60-days from the date of the bid opening.

• Products must be shipped FOB destination.

• AUM will issue a Purchase Order to the successful supplier.

o No deposit shall be required, AUM’s Purchase Order is a commitment to pay

• There will be no immediate payment of goods upon delivery.

• Payment will be made after the completion of satisfactory services. Invoice must be net 30 terms.

• Prices should exclude federal excise tax and state sales tax as AUM is exempt from both forms of taxes. If a tax exemption certificate is required, one will be furnished to the successful vendor.

III. Insurance Requirements

The successful Supplier must provide the following insurance as a minimum:

Commercial General Liability:

- $1,000,000 Each Occurrence

- $2,000,000 Aggregate

- $2,000,000 Products & Completed Operations Aggregate

- $1,000,000 Personal & Advertising Injury

- $100,000 Fire Damage (Any One Fire)

- $5,000 Medical Expense (Any One Person)

Workers’ Compensation:

- Statutory Limits Plus

- Employers Liability Insurance shall be written with minimum limits of:

a) Bodily Injury by Accident - $1,000,000 each accident

b) Bodily Injury by Disease - $1,000,000 each employee

Commercial Auto Liability:

- $1,000,000.00 Combined Single Limit

1. The Supplier’s insurance coverage shall be primary insurance and non-contributory with respect to all other available sources.

2. The Supplier hereby grants to Auburn University at Montgomery a waiver of any rights to subrogation which any insurer of said Other Party may acquire against the University by virtue of the payment of any loss under such insurance. Supplier agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Supplier has received a waiver of subrogation from the insurer.

3. Auburn University at Montgomery, its Board of Trustees, Trustees Individually, Faculty, Staff, Administrators and Agents shall be named additional insured by endorsement with respect to liability arising out of the activities performed by, or on behalf of, the Supplier.

4. On insurance policies where AUM is named as an additional insured, the University shall be an additional insured to the full limits of liability purchased by the Supplier, even if those limits of liability are in excess of those required by this contract.

5. Each policy shall provide that coverage shall not be suspended, voided or canceled, except with 30 days prior written notice to the University, except when cancellation is for non-payment of premium; then ten 10 days prior written notice may be given. Any insurers who refuse to provide the required notice, the Vendor or its insurance broker shall agree to notify the University of any cancellation, suspension or non-renewal within 7 days of receipt of insurer’s notification to that effect.

6. All insurers must be licensed to do business in the State of Alabama, and possess a minimum A.M. Best Rating of A-, size VII.

7. Supplier shall furnish AUM with certificates of insurance (ACORD form or equivalent) before work commences.

IV. Calendar of Events

Schedule Milestones Date Request for Bid Issued 12/08/2022 at 5:00pm Last Day for Questions 12/30/2022 at 5:00pm Question Reponses Due Ongoing, final responses by 01/04/23 before noon Deadline for Submission of Bids 01/06/2023 before 3:00pm Tentative Notice of Award 01/16/2023

Auburn University at Montgomery will be closed on the following dates during this process:

• 12/19/22 thru 01/02/23 (returning on 01/03/23)

The times listed in the RFP Schedule are in Central Standard Time (CST). The schedule provided is an estimate only and may be subject to change. AUM reserves the right to make any revision it deems necessary.