Exhibit A - Scope of Services.pdf

Exhibit A - SCOPE OF SERVICES

INTRODUCTION

West Virginia University (“WVU”, “University”, or “Owner”) is requesting construction Proposals to replace the stage rigging system in the Church McKee Arts Center auditorium (CMAC), at Potomac State College, located at 121 Arnold Street, Keyser, WV 26726.

The Church McKee Arts Center is partially occupied but there are no events scheduled in the auditorium until early February 2026. There will be other projects underway during this project including the replacement of the roof and replacement of the boilers in the main mechanical room.

The building was constructed in the late 1960’s. The University is not in possession of any submittals or shop drawings of the existing rigging system in place at the auditorium, but certain components bear “R Clancy” stamped markings.

The current hanging plot is included as an attachment with this RFP (Exhibit G).

WORK SCOPE

The Proposal includes but is not limited to material, equipment, and labor to remove and dispose of the existing rigging system and replace it with new equipment of equal performance and capacity.

This project is Delegated Design, meaning that the successful Proposer shall be responsible for designing and engineering the rigging system as well as its integration with the building’s structure. Architectural and Structural drawings of the building are included in this RFP (Exhibit D) for use in the design and engineering of the new rigging system.

The successful Proposer shall submit product data on all components and shall prepare detailed and dimensional shop drawings for the layout and installation of the new equipment.

These documents shall be submitted to the University for review and approval. Final “as-built” drawings and Operation & Maintenance (O&M) manuals shall be prepared by the Proposer and submitted to the University upon completion of the project. The rigging design shall identify any modifications to the building’s structure necessary to integrate the new rigging system.

Each Proposer shall be responsible for visiting the Church McKee Arts Center auditorium before submitting their Proposal to familiarize themselves with the nature of the building’s structure, the nature of the existing equipment to be removed, and to take all field measurements necessary to develop accurate quantities for the new equipment in their Proposal. The Proposer shall determine the maximum load per line set, overall rigging capacity and batten travel limits. The new system shall meet or exceed the requirements of the original system regarding performance and capacity.

The items noted in the RFP are gathered from an inspection report performed by Sapsis Rigging, Inc. dated January 1, 2022. A copy of that report is included in this RFP for information only (Exhibit F).

All components of the manually operated double-purchase rigging system shall be replaced including, but not limited to, all guide tracks, arbors, head and loft blocks, cabling, rope locks, tension blocks, purchase lines, chains, hardware, and battens.

The scope of this project includes re-hanging the battens, curtains, and one electric for the first seven-line sets (as noted by the left column in the hanging plot). This includes the dead hung horizontally drawn stage curtain and track. These were previously taken down to facilitate removal of the fire curtain. These items are currently stored on the stage.

Fire Curtain Line Set “FC”

The work of this rigging project is to remove and dispose of the double purchase counterweight line set “FC” for the Fire Curtain. This includes all arbors & rods, counterweights, lift line cabling, manila purchase line, guide channel, hardware, blocking, rods, head block, loft blocks, etc. associated with the fire curtain. The fire curtain itself has already been removed under an earlier abatement package and will not be replaced. The smoke pockets shall remain.

Miscellaneous

Remove unused loft blocks, extension cables, lumber and other debris on the grid.

Label the loading gallery rail with numbers to match the locking rail.

Counterweights

There is a quantity of counterweights on the premises. They are available for re-use, providing they’re compatible with the new arbors being proposed for this project. Otherwise, the Proposer shall remove and dispose of them and provide their own compatible counterweights in the sizes and quantities noted. The quantity and physical dimensions of the existing counterweights are noted in the spreadsheet included in the RFP documents.

Locking Rail

Replace aluminum locking rail top with a steel member designed to support the expected loads.

Replace all rope locks.

Tension Blocks

Provide new steel tension blocks. These are to be installed at the proper height to prevent interference with the purchase lines.

The combination floor block for line set #14 for the cyclorama shall be replaced with one that has an adjustable tension block, allowing the purchase line to be trimmed without having to adjust the knot at the arbor bottom.

The new rigging shall incorporate a tie-off rail at the bottom of the T-track so the purchase lines for line sets 1 through 13 can bypass the tension blocks and tie off directly to this rail.

Counterweight Arbors

Replace all arbors with new ones.

Purchase Lines

Replace all manilla purchase lines with mew synthetic lines

Guide Tracks

Provide new guide tracks and any supporting substructure and anchorage necessary to securely attach them to the building walls.

Provide stop or crash rail to prevent the arbors from contacting the tension blocks. Likewise, the arbor shall not be allowed to contact the head block beam.

All tracks shall be checked to verify they are true and plumb. Arbor travel shall be in line with head blocks.

Hardware

All hardware for the rigging system shall be SAE J429 Grade 5 or better and feature locking nuts.

Loft and Head Blocks

The loft blocks shall be aligned such that the angle of the wire rope lift lines relative to the sheave grooves does not exceed 1.5 degrees.

Grooves in all blocks shall match their corresponding lift lines.

Lift Lines

Due to the distance between the head block and the loft blocks, sag bars are to be installed to prevent the lift lines from dragging onto the grid surface. This will also prevent the lift lines from snagging on the loft block hardware

The lift lines shall be run in such a matter that they do not interfere with each other, the grid support steel, electrical junction boxes, and electrical wire. The alternative is to relocate these items as necessary to avoid interference with the lift lines.

All lift lines shall be terminated with the proper hardware (thimbles, drop forged rope clips, copper compression sleeves), and quantity thereof, torqued to the proper setting.

Trim Chains

Trim chains at all battens are to be ¼” Grade 30 proof coil or better and shall be properly wrapped at the battens. Trim chains shall be stationed and secured at the battens to prevent them from sliding to remain plumb with the loft blocks.

The hardware connecting the chains to battens at the electrics shall be load rated anchor shackles.

Battens

The current battens are 1-1/4” diameter schedule 40 pipe and shall be replaced with 1-1/2” diameter schedule 40 pipe. Connecting multiple sections of this pipe shall be in accordance with ANSI E1.4-1-2022, Section 3.2.2 - Manual Counterweight Rigging Systems (Exhibit H).

Static Battens and Tracks

The suspension chains for supporting these shall be of the properly rated Grade 30 proof coil or better. Provide a proper hanging clamp at the grid steel. Terminate chains with the proper hardware.

EXISTING CONDITIONS

A. This is a proscenium theater. The onstage rigging systems consist of:

• Fire safety curtain on a double purchase counterweight line set. (fire curtain has been removed)

• Fourteen (14) double purchase counterweight line sets that include:

o Aluminum J-track guided line sets.

o One (1) aluminum channel track guided line set. (Line Set #14)

• One (1) double purchase, aluminum channel guided, counterweight line set.

• Twelve (12) dead hung tracks that include:

o Two (2) full stage bi-parting traveler tracks.

o Five (5) sets of leg tracks.

• Fly gallery.

• Loading gallery.

• Grid.

B. The loft blocks are mounted upright on the grid surface. The locking rail is located stage left at the fly gallery level.

C. The front-of-house (FOH) rigging systems consist of:

• Four (4) Wall mounted side lighting positions.

• One (1) Ceiling cove lighting catwalk.

D. Access to the stage is via a pair of rear-exiting doors to a parking area. There is one step up from the asphalt to the stage floor.

E. Structural and architectural drawings of the building are included with this RFP for information only (Exhibit D).

F. Various photographs of the stage and rigging are included with this RFP for information only.

(Exhibit E)

PROPOSER RESPONSIBILITIES

A. Trash Removal: The Proposer shall provide the dumpster and garbage service for the removal and disposal of the old rigging equipment, construction debris, packaging, etc., necessary for the completion of this project. Dumpster can be stationed at the rear of the building outside the rear stage entrance.

B. Commissioning: The Proposer shall inspect and certify the new rigging system has been installed in accordance with OSHA and ANSI E1.4-1-2022 Manual Counterweight Rigging Systems standards (Exhibit H), and that the system has been tested and is safe for operation.

Written documentation and certificates to this effect shall be provided to the University.

C. Training: The Proposer shall provide the end user with four (4) hours of training on the operation of the new rigging system.

OWNER’S RESPONSIBILITIES AND WORK BY OTHERS

A. The existing fire curtain has been removed under separate contract.

B. WVU will engage the services of an electrical contractor to re-connect the electric service to line set #5 above the stage. This line set was disconnected for the abatement of the fire curtain. This electrical contractor shall also improve the level of lighting in the loading gallery and grid.

C. Many of the older lighting instruments have asbestos insulating jackets. These will be removed and replaced by others.

D. WVU will engage the services of a steel fabrication shop to fabricate and install:

• An OSHA approved railing shall be installed at the downstage right storage area above the exit doors.

• The railings at the fly gallery are currently not OSHA 1910.23(e)(1) compliant. They shall be 42” above the platform.

• Provide 6” tall kickplates along the fly gallery and along the upstage end of the loading gallery. The kickplate on the onstage side of the loading gallery is to be raised to 10”.

• Secure the grating floor sections to the grid beams to prevent shifting.

E. WVU will provide safety cables on all lighting fixtures

F. WVU will contract directly with any mechanical, electrical, plumbing or sprinkler contractors as necessary to move or relocate such existing items to facilitate demolition and installation of the rigging system.

GENERAL GUIDELINES

A. Proposers shall reference the enclosed documents indicating the work areas and design intent. Proposers shall be responsible for familiarization of existing conditions, field measuring and information gathering necessary for the completion of this contract.

B. The selected Proposer shall work with WVU’s representatives and appointed outside parties, which include but not limited to WVU and Potomac State College Facilities Management.

C. Any measurements, dimensions or quantities given are for reference only, Proposers are responsible for material take-off and field dimensions necessary to complete the intended scope of work.

D. Proposers are instructed to submit all questions in writing per the solicitation documents.

Questions will only be answered via addenda and will only address written questions. An addendum will be published prior to the RFP due date, to include all questions and clarifications.

E. Any discrepancies between the scope of work herein and industry standards shall be brought to the Owner’s attention prior to providing or installing the work. When conflicts between the two are found the Proposer shall notify the Owner immediately. The decision will be at the Owner’s discretion.

F. It is the Owner’s intent that all work described herein shall be completed in one activity during the allotted work period. Where it becomes necessary for the Proposer to work outside normal work hours to complete the scope of work in the contract time, (i.e., weekends, after-hours, etc.), the Proposer shall do so at no additional costs to the Owner.

All work shall be in accordance with OSHA and industry standards, complying with all applicable codes, ANSI E1.4-1-2022 Manual Counterweight Rigging Systems (Exhibit H), and shall be of the highest quality construction practices.

SCHEDULE

A. The Substantial Completion date for this project is February 6, 2026, to allow ample time to prepare for the first event. Final Completion is February 13, 2026.

B. The Proposer shall submit a schedule for the work on the project with the Proposal, taking the information below into account. The schedule should indicate durations for the following tasks based on an anticipated contract execution date as of Mid-Late September 2025.

• Contract Execution: Mid-Late September 2025

• Preparation and delivery of submittals:

• Review and approval of submittals: Allow two weeks for review and turnaround.

• Fabrication and delivery after submittal approval:

• Installation:

• Inspection and Certification:

• Substantial Completion: February 6, 2026.

• Final Completion: February 13, 2026.

C. Note: If there is a conflict in meeting the substantial completion date of February 6, 2026, WVU requires this to be brought to our attention.

D. PSC Student Recess Schedule:

Summer Recess 2025: May 19 to August 19, 2025

Fall Break 2025: October 9 and 10, 2025

Fall Thanksgiving Recess 2025: November 22 to 30, 2025

Winter Christmas Recess 2025: December 20 to January 11, 2026

E. Contractors should be prepared to work extended hours if necessary to meet the completion dates.

WARRANTY

A. The Proposer shall provide the University with a one-year workmanship warranty on their installation work. This warranty is to commence from the date of Substantial Completion.

B. The Proposer shall provide the University with manufacturer’s standard product warranty information relating to the rigging equipment installed on this project. This warranty is to commence from the date of Substantial Completion.