Bleacher Rental Bid Document_2017.pdf

ATHLETIC FIELD BLEACHER RENTAL BID

DUDLEY-CHARLTON REGIONAL SCHOOL DISTRICT

68 DUDLEY-OXFORD ROAD

DUDLEY, MA 01571

SUBMISSION DEADLINE: APRIL 11, 2017

TABLE OF CONTENTS

68 DUDLEY-OXFORD ROAD

Phone (508) 943-6888 Fax (508) 943-1077

1.0 PUBLIC NOTICE

2.0 GENERAL INFORMATION AND BID SUBMISSION REQUIREMENTS

2-3

2.1 Proposal and contract

2.2 Addendum

2.3 Questions

2.4 How to Modify or Withdraw Bids

2.5 District Right to Cancel IFB or Reject Bids

2.6 Bid Price Requirement

2.7 Unexpected Closures

2.8 Bid/Performance Check

3.0 GENERAL INFORMATION AND REQUIREMENTS

3-4

3.1 Timelines 3

3.2 Bleacher Requirements 3

3.3 Vendor Requirements 4

4.0 RULE OF AWARD

5.0 BILLING REQUIREMENTS

6.0 TERMINATION OF CONTRACT

7.0 TAX COMPLIANCE CERTIFICATION FORM

8.0 NON-COLLUSION FORM

9.0 BID ACCEPTANCE FORM

10.0 BID PRICING FORM 8

11.0 CHECKLIST FORM

1.0 PUBLIC NOTICE

PUBLIC NOTICE

Phone (508) 943-6888 ~ Fax (508) 943-1077

The Dudley-Charlton Regional School District hereby invites sealed bids for “ATHLETIC FIELD BLEACHER RENTAL BID” at Shepherd Hill Regional High School.

Specification and bid proposal forms are available from March 27, 2017 through April 10, 2017 at:

Superintendent of Schools Dudley-Charlton Regional School District

68 Dudley-Oxford Road Dudley, MA 01571

(508) 943-6888

All bids must be in conformity with all pertinent statutes and regulations of the Commonwealth of Massachusetts.

All bids must be sealed and labeled "ATHLETIC FIELD BLEACHER RENTAL BID” and received in the Office of the Superintendent, Dudley-Charlton Regional School District, 68 Dudley-Oxford Road, Dudley, MA not later than 10:00 a.m. on April 11, 2017.

The School District reserves the right to reject any or all bids, or any part thereof, when it appears to them that the best interests of the district are served by doing so.

Richard J. Mathieu Director of Finance and Operations

2.0 GENERAL INFORMATION AND BID SUBMISSION REQUIREMENTS

2.1 Proposal and Contract

This bid document and all related appendices, bid proposal forms, compliance forms, addenda and bidder’s response is an integral part of the contractor’s bid proposal and contract for services.

Sealed Bids must be delivered to: Office of the Superintendent

Dudley-Charlton Regional School District 68 Dudley-Oxford Road Dudley, MA 01571

By 10:00 a.m. on April 11, 2017, at which time all bids will be publicly opened and read. It should be clearly marked on the outside: "ATHLETIC FIELD BLEACHER RENTAL BID".

All bids must include a non-collusion form, tax compliance certificate, bid pricing form, and if required, bid/performance deposit, and bid acceptance form.

Sealed bids will be found acceptable only if hand-delivered, delivered by courier, or received through the mail.

2.2 Addendum

If any changes are made to this Invitation for Bid (IFB), an addendum will be issued. Addenda will be mailed or faxed to all bidders on record as having picked up the IFB.

2.3 Questions

Questions concerning this invitation for bids should be directed to Richard J. Mathieu, 68 Dudley-Oxford Road, Dudley, MA before 3:00 p.m. on April 5, 2017. Questions may be delivered, mailed, telephoned (508-943-6888) or faxed (508-943-1077). Written responses will be mailed or faxed to all bidders on record as having picked up the IFB.

2.4 How to Modify or Withdraw Bids

A bidder may correct, modify, or withdraw a bid by written notice received by the Dudley- Charlton Regional School District prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled "Modification No.__."

Each modification must be numbered in sequence, and must reference "Athletic Field Bleacher Rental Bid" the original IFB.

After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to the interests of the Dudley-Charlton Regional School District or fair competition. Minor informalities will be waived or the bidder will be allowed to correct them. If a mistake on the intended bid is clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid, and the bidder will be notified in writing; the bidder may not withdraw the bid. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.

2.5 District Right to Cancel IFB or Reject Bids

The District may cancel this IFB, or reject in whole or in part any and all bids, if the District determines that cancellation or rejection serves the best interests of the District.

2.6 Bid Price Requirement

All bid prices submitted in response to this IFB must remain firm for sixty (60) days following the bid opening on April 11, 2017.

2.7 Unexpected Closures

If, at the time of the scheduled bid opening, Dudley-Charlton Regional School District’s District Office is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed until 11:00 a.m. on the next normal business day. Bids will be accepted until that date and time.

2.8 Bid/Performance Check

THIS PROVISION WILL BE STRICTLY ENFORCED BY THE DISTRICT

Each bid shall include a bid deposit consisting of a certified check or cashier's check made payable to the Dudley-Charlton Regional School District in the amount of five percent (5%) of this bid. Bid bonds will not be accepted. Bid deposit checks will be returned to unsuccessful bidders after award to the successful bidder(s). If the successful bidder(s) fail(s) to or is unable to accept a Purchase Order, its bid deposit check will be forfeited to the Dudley-Charlton Regional School District. The successful bidder's check will be held until successful completion of the order. If the successful bidder fails to complete the contract within timelines specified, the check, or a portion thereof, may be forfeited to the Dudley-Charlton Regional School District.

3.0 GENERAL INFORMATION AND REQUIREMENTS

The District is looking to rent stadium bleachers for its football athletic field for up two seasons and up to three one-year extensions at the Districts’ option, while it pursues a more permanent solution. Rental bleachers must provide seating for approximately 950 people and be elevated and ADA compliant. Vendors must include a conceptual design of bleachers, and ensure compatibility with available space (site plans available upon request).

3.1 Timelines

All pricing must be inclusive of delivery and setup.

Delivery and installation must be complete by August 31, 2017. For the two-year rental period bleachers must remain on-site until approximately Spring 2019. Removal of bleachers from the existing pad must be scheduled for within 4 weeks of District request (this would be to accommodate potential construction of permanent structures).

If the District exercises its option for extension(s), removal of bleachers would still occur in the Spring timeframe – at the end of spring season sports (approximately June). Bleachers must be removed within 4 weeks of District request.

3.2 Bleacher Requirements

Elevated bleacher Seating for a minimum of 950 people

Elevation of the bleachers to a minimum of 4’ 6” 10 Row height, minimum of 100’ length ADA compliant seating with ADA compliant ramp Meets all IBC2009 code requirements Meets all ICC 300-2007 (or subsequent) code requirements

Bleachers to be constructed of galvanized steel support structure Aluminum seating Aluminum footboards preferred 48” aisles with fully enclosed steps Enclosed risers shall include panels enclosing the area between footboards preventing items or people from falling to the ground and to prevent feet from slipping off the boards.

3.3 Vendor Requirement

Vendor must provide three (3) references.

Vendor must show history of providing similar short-term solutions, preferably to secondary and higher education organizations.

Vendor must provide a Certificate of Insurance showing the District-Charlton Regional School District listed as additionally insured. A minimum of $1 Million combined single limit bodily injury and property damage plus a $1 Million to $2 Million umbrella policy are required.

4.0 RULE OF AWARD

The contract will be awarded to the responsive and responsible bidder with the lowest total cost.

5.0 BILLING REQUIREMENTS

Invoices should include the name and address of vendor, date, and total cost. At the discretion of the district, invoices may not be paid until orders are complete.

No charge will be allowed for federal, state or municipal sales or excise taxes from which the School Committee or Department is exempt.

6.0 TERMINATION OF CONTRACT

The Dudley-Charlton Regional School District reserves the right to terminate this contract immediately and to seek damages if successful bidder does not meet the timeline terms specified.

7.0 TAX COMPLIANCE CERTIFICATION FORM

TAX COMPLIANCE CERTIFICATION

Athletic Field Bleacher Rental Bid

Pursuant to M.G.L. Chapter 62C, 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth related to taxes, reporting of employees and contractors, and withholding and remitting child support.

Social Security Number or Signature of Individual or Corporate Name Federal Identification Number

Corporate Officer (If Applicable)

Date

8.0 NON-COLLUSION FORM

NON-COLLUSION FORM

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

___________________________________ Date: ______________ Signature

___________________________________ Title: _______________ Print Name

Company Name: __________________________________________________

Address: ________________________________________________________

City, State, Zip: __________________________________________________

Phone Number: ___________________ Fax Number: __________________

9.0 BID ACCEPTANCE FORM

BID ACCEPTANCE FORM

I agree to comply with the bid specifications as outlined in the Dudley-Charlton Regional School District Athletic Field Bleacher Rental Bid.

___________________________________ Title: _______________ Print Name

Company Name: __________________________________________________

Address: ________________________________________________________

10.0 BID PRICING FORM

BID PRICING FORM

BLEACHER

RENTAL –

YEAR ONE

BLEACHER

RENTAL –

YEAR TWO

TOTAL

BLEACHER

RENTAL COST

– TWO YEARS

District Option Extensions

BLEACHER

RENTAL -

YEAR

THREE

BLEACHER

RENTAL –

YEAR FOUR

BLEACHER

RENTAL –

YEAR FIVE

All pricing must include delivery and set-up. Rental bleachers must provide seating for approximately 950 people and be elevated and ADA compliant. Vendors must include a conceptual design of bleachers, and ensure compatibility with available space.

Delivery and installation must be completed by August 31, 2017. This is for a two-year rental. Bleachers will remain on-site until approximately Spring, 2019, unless additional year extension(s) exercised by District. The bleachers must be removed within 4 weeks of District request if additional year extension(s) are not exercised by the District. If contract is extended for additional year(s) then bleachers must remain until the end of spring sports (approximately June). Three current references must also accompany this pricing form.

___________________________________ Title: _______________ Print Name

Company Name: __________________________________________________

Address: ________________________________________________________

11.0 CHECKLIST FORM

CHECKLIST FORM

Phone (508) 943-6888 ~ Fax (508) 943-1077

Please include the following items in your bid proposal.

ITEM COMPLETED and INCLUDED

Non-Collusion Form

Tax Compliance Certification

Bid Acceptance Form

Bid Pricing Form

References (3)