Clare Track Replacement RFP final.docx (2).pdf

201 E. State St.

Clare, MI 48617

Request for Proposal Replacement of the Existing Track at Brookwood Athletic Complex.

Posted: September 15, 2026

Issued by: Clare Public Schools (CPS) at 201 E State St., Clare MI 48617

Bid Due Date: October 2, 2026 by 9:00AM

Summary: Clare Public Schools is seeking bids to renovate the existing running track at 688 Ann Arbor Trail, Clare, MI, 48617.

Project Bidding Schedule:

● Sept 15, 2026 - RFP released

● Sept 22, 2026 - Recommended walk through, 1PM

● Sept 22, 2026 - All interested contractors email jrenner@clare.k12.mi.us to be added to bidder list

● Sept 23, 2026 - Last opportunity for questions to the district (email to jrenner@clare.k12.mi.us)

● Oct 2, 2026 - Bids due 9:00 AM & bid opening 9:05AM (201 E. State St, Clare, MI 48617)

Scope of Work:

● Coordinate with synthetic turf contractors to ensure timely completion of both projects with an occupancy date no later than 7/28/27.

● Remove existing rubber surface & lawfully dispose offsite

● Mill/Remove asphalt to base and lawfully dispose offsite

● Remove existing long jump and pole vault runways,

● Restore base where necessary to finish grade

● Install 3.5” rough broom finish concrete for pole vault and long jump runways

● Install 3.5inches of asphalt (1.75” 13A leveling, 1.75” 5EL top coat) on track, high jump and pole vault pits

● Install Seal-Flex LR-6 3/8” stranded rubber system on track, long jump and pole vault areas

● Paint entire track

● Bidders are responsible for all of their own dimensions based on existing conditions

● Restore all disturbed surfaces with top soil and grass seed

● Bid Bond and Payment and Performance bonds required

● Prevailing wage is not required on this project.

mailto:jrenner@clare.k12.mi.us

INSTRUCTION TO BIDDERS

Sealed proposals for the renovation of the track will be received at Clare Public Schools Administration office, located at 201 E. State St, Clare, MI 48617. Bids will be opened in the Superintendent's office at 9:05AM on October 2, 2026. All bids shall be submitted in sealed envelopes clearly marked with the words “Bid Opening for Track Replacement ”, the date and time of bid opening, and the name of the bidder. Formal bids shall be submitted on attachment B. Late bids will not be accepted.

BIDDER RESPONSIBILITIES

Before submitting proposals, bidders shall carefully read all of the specifications in order to avoid omissions or duplications in order to ensure a complete job. Bidders should also visit the premises to verify conditions under which work must be conducted. Submission of proposal signifies that the bidder has visited premises, has made examinations and verifications and is fully conversant with all conditions. No claims for additional compensation will be considered or paid to any contractor. The Contractor shall obtain and file with the owner, prior to commencement of any work, a current Certificate of Insurance compliant with the insurance requirements specified by the School District. The Contractor shall also complete and submit the Familial Disclosure Form with their proposal. The contractor shall pay all sales, consumer, and other taxes required by law. No proposal may be withdrawn for sixty days from the date of the opening. The owner reserves the right to accept or reject any or all proposals or to waive any irregularities. Negligence in preparations, improper preparations, errors in and/or omission from the proposals shall not relieve the bidder from fulfillment of any and all obligations and requirements of the contract documents. No responsibility shall attach to the School District, or its authorized representatives, for the premature opening of any proposal which is not properly addressed and identified. Payment and performance bonds required for all work. Familial relationship, compliance with school safety initiative, and Iran Economic Sanctions forms are required with all bids.

PROJECT SCHEDULE

The track renovation and site work will begin on or about June 1, 2027 and when the proper insurance certificates are submitted to the School District. The project shall be completed no later than September 30, 2027, with occupancy of the facility provided no later than July 28, 2027.

The school is requesting a "Seal-Flex LR-6 3/8” Synthetic Running Track Surface " to be used, identified, and bid accordingly. Products of other manufacturers will be considered for acceptance provided they are to equal or exceed the material requirements and functional qualities of the specified product. Requests for approval and complete technical data for evaluation must be received at least ten (9) days prior to the bid due date. The owner reserves the right to reject any alternative.

INSURANCE REQUIREMENTS

The successful bidder shall have all insurance listed below which shall be written for not less than any limits of liability specified herein or required by law.

Comprehensive General Liability Bodily Injury (including personal injury) Each Occurrence $500,000.

Aggregate $500,000.

Property Damage Liability Each Occurrence $500,000.

Aggregate $500,000.

or $1,000,000 Bodily Injury (including personal injury) and Property Damage Liability Combined Single Limit.

Contractual Liability (Hold Harmless Coverage) Bodily Injury Each Occurrence $500,000.

Property Damage Liability Each Occurrence $500,000.

Aggregate $500,000.

If the General Liability policy includes a General Aggregate, such General Aggregate shall not by less than $1,000,000.

Policy shall be endorsed to have General Aggregate apply to this project only.

Umbrella Excess Liability $1,000,000. over primary insurance.

Comprehensive Automobile Liability Bodily Injury Each Person $500,000.

Each Occurrence $500,000.

Property Damage Liability Each Occurrence $500,000.

or $1,000,000. Bodily Injury and Property Damage Liability Combined Single Limit.

Worker's Compensation Benefits Statutory Employer's Liability Statutory

GENERAL INSTRUCTIONS:

The Contractor shall apply a black latex 3/8 inch rubber running surface. This surface will be applied over new asphalt that has cured a minimum of 14 days.

The application shall conform to the Seal-Flex Corporation’s recommendations. The Contractor shall be a licensed Seal-Flex representative, authorized by the Seal-Flex Corporation with a minimum of five years of experience and references for a minimum of 15 similar installations. The Contractor shall furnish a five-year warranty covering workmanship, materials and labor. The Contractor shall line the track as per specifications required for a high school track and as per the Michigan High School Athletic Association, and/or National High School Athletic Association-specifications and guidelines.

SYNTHETIC SURFACE SPECIFICATIONS:

Primer SEAL-FLEX utilizes a carboxylated styrene butadiene latex having minimum resin solids of 50% as a prime coat which is applied at the rate of 0.10 gallons per square yard.

Base Mat 3/8" minimum total thickness applied in six courses as follows:

1. First Course: approximately 1 pound per square yard of course strand rubber sprayed with latex binder at a rate of 0.1625 gallons per square yard.

2. Second Course: approximately 1.2 pounds per square yard of course strand rubber sprayed with latex binder at a rate of 0.1625 gallons per square yard.

3. Third Course: approximately 1.2 pounds per square yard of course strand rubber sprayed with latex binder at a rate of 0.1625 gallons per square yard.

4. Fourth Course: approximately 1.2 pounds per square yard of medium strand rubber sprayed with latex binder at a rate of 0.1625 gallons per square yard.

5. Fifth Course: approximately 1.2 pounds per square yard of medium strand rubber sprayed with latex binder at a rate of 0.1625 gallons per square yard.

6. Sixth Course: approximately 2 pounds per square yard of medium strand rubber sprayed with latex binder at a rate of 0.1625 gallons per square yard.

Sheen Coat

The entire track surface is sprayed with latex at the rate of 0.10 gallons per square yard. All latex coverage rates are mixed, 50/50 with water.

Ultraviolet Protection In order to protect the track surface from damage by the sun, black dye is added to the latex for the top coat and the sheen coat. The application rate is approximately one-part dye to 200 parts latex.

Lines Lines shall conform to the Michigan High School Athletic Association standards. The line paint material shall be water base acrylic latex, compatible with rubber and hereinbefore specified latex material. Provide four sets of 30-inch high, shadowed lane numbers (1-8). Place numbers in locations as identified on the approved shop drawings. Provide hurdle ‘tic’ marks on both sides of each lane. Color code marks to correspond with different hurdle events. Provide typical relay exchange zone markings. Provide 2-inch wide line striping along each side of long jump/pole vault approaches.

-END OF DOCUMENT-

Site Overview

● Black Surfaces to be finished in asphalt and Seal Flex

● Red Surfaces to be finished in concrete and Seal Flex

Bidders are responsible for field verification of all dimensions.

Asphalt Core Test Report

October 2025

Attachment B-proposal form

Proposer shall provide necessary information including but not limited to the information below. Proposer can attach additional pages as necessary to provide additional information or explanation.

Bid Proposer Information:

Required Documents ☐ Acknowledgement of final addendum list (provided by district by 9/24/26)

☐ Familial relationship included

☐ School Safety Compliance form included

☐ Iran Economic Sanctions Act

☐ Required reference list attached

Base bid amount

Bond amount (required over $50,000 bid)

Alternate(s)

Voluntary Deduct(s)

The proposer agrees to coordinate the work schedule with the district with all work to be completed by July 28, 2027.

Printed Name of Bidder______________________________________

Signature of Bidder_______________________________________

Affidavit of Bidder – Familial Relationships Form

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the familial disclosure requirement provided in the Clare Public Schools (CPS) RFP, hereby represent and warrant, except as provided below, that no familial relationships exist between the Bidder or any employee of the above mentioned, and any member of the

Boards of Education of CPS or the Superintendents of CPS. List any Familial Relationships:

BIDDER: ___________________________________

By: ___________________________________

Its: ___________________________________

STATE OF ___________________)

COUNTY OF__________________)

This instrument was acknowledged before me on the______ day of ________________20__, by

_________________________________, Notary Public

_______________________________County, My Commission Expires: _________________________

Acting in the County of: _________________________

Affidavit of Bidder - Compliance with School Safety Initiative Legislation

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Clare Public Schools (CPS), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any CPS property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any “listed offenses”. 1 The Bidder further warrants and represents that all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any CPS property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Code 2 or a substantially similar law, and to immediately report to

CPS if that person is subsequently convicted, pled guilty or pled no contest to that crime.

BIDDER: _____________________________________

By: _____________________________________

Its: ____________________________________

STATE OF ___________________

COUNTY OF__________________

My Commission Expires: _________________________

Acting in the County of: _________________________

The term listed offenses means those defined in section 2 of the Sex Offenders Registration Act (SORA), MCL

28.7222MCL.380.1535a(1). 50

AFFIDAVIT OF COMPLIANCE – Iran Economic Sanctions Act

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Clare Public Schools (CPS), that any and all persons who will work directly or indirectly for the Bidder, is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012, and that in the event Bidder is awarded a Contract as a result of the aforementioned Request for Proposal, the Bidder will not become an “Iran

Linked Business” at any time during the course of performing under the Contract. The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of CPS’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on an

Invitation To Bid for three (3) years from the date that it is determined that the person has submitted the false certification.

BIDDER: _____________________________________

By: _____________________________________

Its: ____________________________________

STATE OF ___________________

COUNTY OF__________________

My Commission Expires: _________________________

Acting in the County of: ________________________

201 E. State St. Clare, MI 48617