Barrington HS Victory Field RFP 2025_0205.pdf

Barrington Public Schools

Request for Proposals

Victory Field Athletic Complex Renovation Project at

Barrington High School

RFP Reference Number: 25010 RFP Release Date: February 5, 2025

RFP Issued By:

Barrington Public School District

283 County Road, Barrington, RI 02806

Douglas Fiore Director of Admin & Finance

Barrington Public Schools RFP – 25010

Table of Contents Public Address System Project for Barrington High School

Request for Proposals # 25010

Section A – Introduction Section B – Instructions and Notifications to Bidders Section C – Submission Information Section D – Appendices

Appendix A: MBE/WBE Participation Plan Appendix B: Familial Relationship Affidavit Appendix C: Certificate of Non-Collusion Appendix D: Project Drawings and Specifications

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Section A - Introduction:

The Barrington School Committee has requested the Superintendent of Schools (The District) to seek proposals for the Renovation of the Victory Field Athletic Complex at Barrington High School.

These specifications should not be considered restrictive to the extent of excluding from consideration any additional service a firm may submit.

Proposals are to be submitted electronically through the Rhode Island Purchasing Group/Barrington, emailed to francisc@barringtonschools.org, or placed in sealed envelope clearly marked with the proposal subject, “RFP – 25010 - Victory Field Renovation Project” addressed to Barrington Public Schools, 283 County Road, Barrington RI on or before 11:00 a.m. Monday March 3, 2025.

Pre-Bid Conference There will be a mandatory pre-bid meeting to learn more about the scope of work and The District’s needs and expectations.

Date: February 19, 2025 Time: 10:00 AM - 11:00 AM Location: Barrington High School

Proposals will be opened at the above-mentioned time and place and read aloud in the presence of any or all interested parties.

The School Committee reserves the right to accept or reject without prejudice, any or all proposals or to waive any irregularities therein, or to accept the bid deemed to be in the best interest of the Barrington Public Schools.

The proposal, if awarded, will be to the firm that furnishes the School Committee satisfactory evidence of their ability to perform the work as outlined. The Barrington School Committee reserves the right to waive any informality in or to reject any or all proposals.

No proposal shall be withdrawn for a period of thirty (30) days subsequent to the opening of bids without the consent of the Town of Barrington School Committee.

No bid will be accepted after the date and time specified.

Douglas Fiore fiored@barringtonschools.org

Director of Administration & Finance

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Section B - Instructions and Notifications to Bidders:

General Information

1. Firms should review all sections of this RFP carefully, follow instructions as indicated, and provide all information as requested. Failure to include the requested qualification information as described within this RFP, and in subsequent official communications, may result in disqualification of the submission.

2. Although alternative approaches to accomplish the intended results of this RFP may be included with submission, proposals should not depart from or alter the terms, program requirements, or scope of work as defined by this RFP. Proposals which do not conform to this requirement may be disqualified.

3. The District assumes no responsibility for the costs of developing, completing, and submitting proposals in response to this RFP. All costs, even if the RFP is cancelled or continued, are the responsibility of the offeror.

4. Submissions are considered to be irrevocable for a period of not less than 30 days following the opening date, and may not be withdrawn, except with the express written permission of The District.

5. It is intended that an award pursuant to this RFP will be made to a prime contractor who will assume responsibility for all aspects of the work.

6. The purchase of goods and/or services under an award made pursuant to this RFP will be contingent on the availability of appropriated funds.

7. Vendors are advised that all materials submitted to The District for consideration in response to this RFP may be considered to be public records as defined in R. I. Gen.

Laws § 38-2-1, et seq. and may be released for inspection upon request once an award has been made.

8. In accordance with R. I. Gen. Laws § 7-1.2-1401 no foreign corporation has the right to transact business in Rhode Island until it has procured a certificate of authority so to do from the Secretary of State. This is a requirement only of the successful vendor(s).

For further information, contact the Secretary of State at (401-222-3040).

The District reserves the right to reject any and all proposals, to waive any informality in the proposals received, and to accept the proposal deemed most favorable to the interest of The District.

PROJECT TEAM

Awarding Authority: The Barrington Public School District (The District)

Project Oversight: Barrington School Committee (SC)

Architect / Construction Admin.: Nesra Engineering

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Project Overview The Barrington School Committee is soliciting proposals from qualified firms for the renovation of the Victory Field athletic complex at Barrington High School. The selected vendor shall furnish and install all materials, labor, and equipment necessary to complete the scope of work as indicated in the contract documents.

Scope of Services The selected vendor shall furnish and install all materials, labor, and equipment necessary to complete the scope of work as indicated in the contract documents.

and included as Appendix D: Project Drawings and Specifications

Schedule:

Please submit a preliminary project schedule with your proposal that includes an estimated project duration.

Milestone Schedule Dates

Issue Request for Proposal February 5, 2025

Pre-Bid Conference February 19, 2025

Deadline for RFIs February 21, 2025

Proposal Submission Deadline March 3, 2025

Bid Selection March 13, 2025

Commence Services June 8, 2025

Section C – Submission Information:

1. Receipts and Opening of Proposals:

Proposals are to be submitted electronically through the Rhode Island Purchasing Group/Barrington, emailed to francisc@barringtonschools.org, or placed in sealed envelope clearly marked with the proposal subject, “RFP – 25010 - Victory Field Renovation Project” addressed to Barrington Public Schools, 283 County Road, Barrington RI on or before 11:00 a.m. Monday March 3, 2025.

2. Form of Proposals:

The submission should address specifically each of the following elements in the order presented below.

A. Company Background Information

• Legal name of the company

• Number of years in business

• Headquarters location address, phone number, website

• Company type

• Number of employees

• Tax ID number

B. Company Experience and References

Please describe the product/market differentiators that distinguish you in the industry and make you capable of competing for this project.

Please provide project details for at least two (2) projects of similar size and scope to that requested by The District. Project details should include:

• Deployment date and period of performance

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• Overview of project performance, including successes, challenges, etc.

Vendors are free to submit references they wish The District to consider.

However, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years.

C. Insurance Requirements

The Contractor shall purchase and maintain insurance which will protect him from claims arising out of or resulting from his activities under this contract, whether those activities are performed by himself, by any Subcontractor or by anyone directly or indirectly employed by any one of them or by anyone whose acts may be liable. Property damage insurance to protect and cover the Town of Barrington and Barrington School Committee in acts relating to services provided on behalf of the School Committee.

Bidders shall submit proof of coverage under the Workers’ Compensation insurance system of the State of Rhode Island or other similar benefit acts which every is greater.

Bidders shall submit a valid certificate of insurance naming The Town of Barrington, Public Schools as additional insured. All coverage shall be on an “Occurrence” from with minimum acceptable coverage as follows:

Commercial General Liability $1,000,000 Each Occurrence $2,000,000 General Aggregate $1,000,000 Products and Completed Operations Aggregate $1,000,000 Personal & Advertising Injury

The company providing insurance and bonds shall be a duly authorized insurance company with a rating of or greater that “A- “as rated by the A. M. Best Co., must be listed on Department of Treasury Circular #570, and which is satisfactory to the Owner and authorized and licensed to do business in the State of Rhode Island.

The CONTRACTOR shall at all times indemnify and save harmless the OWNER, their servants and agents, from any and all claims and from any suits, litigations, damages, losses or the like arising out of injuries sustained or alleged to have been sustained by any persons or property in connection with the Contract Work, caused in whole or in part by acts or omissions of the CONTRACTOR, their subcontractors, or anyone directly or indirectly connected with the Contract Work.”.

D. Required Forms

MBE/WBE Participation Plan:

See Appendix A for the MBE/WBE Participation Plan. All respondents must complete this form.

Familial Relationship Affidavit:

See Appendix B for the Familial Relationship Affidavit. All respondents must

Certificate of Non-Collusion:

See Appendix C for the Certificate of Non-Collusion. All respondents must

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3. Submission of Proposals:

A. Any bidder may withdraw their bid by written request at any time prior to the advertised time for opening. Facsimile bids, amendments, or withdrawals will not be accepted.

B. No bid may be withdrawn for a period of thirty (30) DAYS from the date and time of opening.

C. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after it has been opened.

D. Proposals received prior to the time of opening will be securely kept unopened. No responsibility will be attached to an officer or person for the premature opening of a proposal not properly addressed and identified.

4. Acceptance or Rejection of Bid Proposal:

The District reserves the right to award the bid by item and further reserves the right to reject any and all proposals or parts thereof, to waive any informality in the proposals received and to accept the proposal, or parts thereof, which it deems to be most favorable or in the best interest of The District.

5. Commencement of Contract:

Upon the acceptance of the proposal, or portions thereof by The District, collectively the RFP, Response to RFP, and an executed agreement shall constitute a contract and the successful bidder shall commence work immediately as specified.

6. Indemnification:

The Vendor shall hold harmless, defend, and indemnify The District and its officers, agents, and employees against all claims, demands, actions, and suits (including all attorney fees and costs) brought against any of them arising from the Vendor's work or any sub-vendor's work under the contract.

7. Wages and Labor:

The Vendor shall comply with the applicable provisions of Title 37, Chapter 13, as amended, General Laws of Rhode Island (1977 Reenactment) Prevailing Wages and Davis Bacon Act. Vendor shall publish the applicable prevailing wage rate in any agreement with any contractor selected by vendor and shall provide weekly sign in documents for workers, weekly certified payroll prevailing wage for all workers and sub-vendors.

8. Safety and Health Regulations:

All work contemplated is to be governed, at all times, by applicable provisions of Federal, State of Rhode Island and Town laws, regulations, and ordinances.

9. Foreign Corporations:

Attention of bidders is hereby directed to excerpts from Chapters 1 to 6 of Title 7 of the General Laws of Rhode Island, 1956, as amended, relative to the conditions precedent, etc. to carrying on business within this State for foreign corporations.

10. Permits & License:

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Vendor shall be licensed by and allowed to conduct Business in the State of Rhode Island and the Town of Barrington. All fees associated with the submittal of plans, designs, or any other fee for approval of proposed work shall be at the cost of the Vendor.

11. Bid Evaluation:

The District contemplates award to the lowest priced, technically acceptable vendor proposal. To determine whether proposals are technically acceptable, The District will determine whether each proposal is complete; whether it is responsive to all requirements established herein; whether the proposing vendor maintains and has submitted documentation of applicable certifications from Manufacturer(s) selected; and whether references related to past performance are favorable. With regard to references, vendors are free to submit references they wish The District to consider.

However, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years. Proposals not deemed technically acceptable may be eliminated from consideration

The District may choose to seek clarifications from vendors with regard to their proposals. All responses will be provided in writing, and incomplete or unclear responses may result in a proposal being deemed technically unacceptable. However, The District reserves the right to make a selection without requesting clarification. Additionally, The District may not necessarily seek clarifications from all vendors submitting proposals.

Any contract awarded under this RFP is subject to funding, and approval by the School Committee. The District reserves the right to make no awards under this RFP.

Each vendor proposal will be reviewed and scored using the following criteria and maximum point values per topic:

Criteria Available Points Points Awarded

Pricing 35

Meets Technical Requirements 30

Past Project Experiences 25

References 10

12. MBE/WBE:

In accordance with R. I. Gen. Laws §§ 37-14.1-1 and 37-2.2-1 it is the policy of the State to support the fullest possible participation of firms owned and controlled by minorities (MBEs) and women (WBEs) and to support the fullest possible participation of small disadvantaged businesses owned and controlled by persons with disabilities (Disability Business Enterprises a/k/a “DisBE”)(collectively, MBEs, WBEs, and DisBEs are referred to herein as ISBEs) in the performance of RI State procurements and projects. 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.

As part of the evaluation process, vendors will be scored and receive points based upon their proposed ISBE utilization rate in accordance with 150-RICR-90-10-1, “Regulations Governing Participation by Small Business Enterprises in State Purchases of Goods and

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Services and Public Works Projects”. As a condition of contract award, vendors shall agree to meet or exceed their proposed ISBE utilization rate and that the rate shall apply to the total contract price, inclusive of all modifications and amendments. Vendors shall submit ISBE participation rate on the enclosed form entitled “MBE, WBE, and/or DisBE Plan Form”, which shall be submitted in a separate, sealed envelope as part of the proposal.

ISBE participation credit will only be granted for ISBEs that are duly certified as MBEs or WBEs by the State of Rhode Island, Department of Administration, Office of Diversity, Equity and Opportunity or firms certified as DisBEs by the Governor’s Commission on Disabilities. The current directory of firms certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php. Bid documents can be obtained at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php#section4. Information regarding DisBEs may be accessed at www.gcd.ri.gov.

15. Questions:

Questions concerning this solicitation should be submitted via the BidNet Direct online bidding platform no later than 5:00 p.m. on Friday, February 21, 2025. No other contact with any awarding party is permitted and may be grounds for disqualification. Answers to questions received, if any, shall be provided to all bidding parties.

ANY UNSOLICITED COMMUNICATIONS BETWEEN THE FIRM OR ITS AGENTS AND THE

BARRINGTON SCHOOL COMMITTEE, OR OTHER REPRESENTATIVES OF THE

BARRINGTON SCHOOL DEPARTMENT MAY RESULT IN FIRM’S DISQUALIFICATION FROM

THE SELECTION PROCESS, AS DETERMINED IN THE SOLE DISCRETION OF THE SCHOOL

COMMITTEE.

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Section D - Appendices:

Appendix A: MBE/WBE Participation Plan Appendix B: Familial Relationship Affidavit Appendix C: Certificate of Non-Collusion Appendix D: Project Drawings and Specifications

Appendix D:

Drawings and Specifications

Use the following link to access the Project Drawings and Specifications:

Project Drawings and Specifications https://leftfieldpm.egnyte.com/fl/gmcWzMK50t