Gym Flooring Replacement.docx

Request for Quote (RFQ)

Project #: 2025-02 December 11, 2024 Project Name: Gym Floor Replacement

Project Description: Bulloch County Schools (BCS) is considering replacing existing floors in two middle school gyms. This request is to provide interested contractors with sufficient information to enable them to submit quotes to perform work as specified.

The gyms are located at:

William James Middle School 18809 Hwy 80 West Statesboro, Georgia 30458

Langston Chapel Middle School 156 Langston Chapel Road Statesboro, Georgia 30458

GENERAL TERMS AND CONDITIONS

1.0 Bid Submission

1.1 Bids must be submitted in a sealed envelope. Each envelope should be labeled “Gym Floor Replacement”. Bids will be accepted, whether mailed or hand delivered, up to the date and time stipulated in this RFQ, and no bids will be accepted if received after. No bid may be withdrawn or modified in any way after the deadline of the bid opening.

1.2 Contractor is instructed to carefully read all terms, conditions, and specifications as set forth in the RFQ. Responses must be either typed or written in ink. Any corrections made on any proposal form (white out or strike through) must be initiated by an authorized representative of the company submitting the bid. Responses must be thorough and accurate. Incomplete responses or failure to furnish all information requested in the RFQ may disqualify the bid.

1.3 Each contractor is responsible for having knowledge and understanding of all applicable State of Georgia Code and Bulloch County Schools policies or procedures pertaining to procurement.

1.4 Conditional RFQs - Bids/Proposals that in any way qualify or vary the terms and conditions specifications of this RFQ may be considered non-responsive and disqualified from consideration of award.

1.5 Sealed bids may be mailed or delivered in person to: Attn: Ryan Macy, Director of Facilities Management, 219 Simons Road, Statesboro, Georgia 30548. Bids are due before January 22, 2025 at 2:00 PM at 219 Simons Road, Statesboro, Georgia 30458. Bids received after will not be accepted or considered for award. Bids will be opened publicly on January 22, 2025 at 2:10 PM at the above address.

***The offices located at the above address will be closed on weekend days prior to December 20, 2024, from December 21, 2025 through January 2, 2025, and on weekend days thereafter.

1.6 Telephone, Fax, or Email quotations will not be accepted. BCS cannot and will not be responsible for tardiness of receipt of any bid due to delivery delays.

1.7 Bids may not be withdrawn, corrected, or altered after submission. A responsible officer or authorized employee must sign the RFQ and all obligations by such signature must be fulfilled.

2.0 Communication with Bulloch County Schools

2.1 Questions related to this RFQ must be submitted in writing by email to Ryan Macy, Director of Facilities Management (rtmacy@bullochschools.org). Responses to questions will be shared via email with all contractor emails listed on the sign in sheet at the mandatory pre-bid meeting. Questions asked prior to the pre-bid meeting will be shared in writing with all attendees at the time of the pre-bid meeting.

3.0 Specifications

3.1 Any proposed deviation(s) from any specification must be clearly identified in a letter accompanying the RFQ. The furnishings of catalogs or printed descriptions will not relieve the contractor of this requirement. BCS shall determine at its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the RFQ. If BCS determines that the modifications or deviations from the specifications are not in compliance, the offer may be rejected.

3.2 A contractor’s failure to deliver any item/service according to the specifications set forth in the RFQ may result in cancellation of the purchase. If any items do not meet specifications, the item may be rejected and shall be picked up at the contractor’s expense and removed from BCS property at the sole expense of the contractor.

3.3 For Goods: BCS shall be the sole determiner as to the quality of goods proposed and whether such meet required specifications. BCS, at its sole determination, may accept or reject any proposed substituted item(s).

3.4 If an awarded brand/model is discontinued during the period from the awarding of the project until the start of the project (Date of Commencement of Work), the awarded contractor may offer a replacement item. The replacement brand/item must meet or exceed the minimum specifications as listed in the RFQ document as well as current industry standard. Replacements must be made available to BCS for review and approval prior to the end of the life of the awarded model. BCS reserved the right to accept or reject the replacement item.

3.5 All products and materials furnished must comply with all applicable federal, state, and local laws, codes, and regulations.

4.0 Prices Quoted

4.1 Contractor’s proposed cost shall be all inclusive including, but not limited to all audit, engineering, design, inspection, and permitting fees and shall include all materials, equipment, labor, insurance, bonding, disposal, freight, warranties and other costs to successfully fulfill all of the requirements of this RFQ.

4.2 All prices quoted shall remain firm for the duration of the contract/project period, which includes the time from awarding of the project to the selected contractor through the completion of the project in its entirety, regardless of duration.

4.3 Purchases by BCS are not subject to Federal Excise Tax or State and Local Tax. No taxes should be included in the bid amount..

4.4 A separate bid amount per location is required (see section SPECIAL TERMS AND CONDITIONS, section 2.3), the sum of which shall total the entire project cost. BCS reserves the right to accept or reject any and all bids, in its entirety or any portion thereof.

4.5 Contractor is solely responsible for conducting measurements to determine quantities of materials required to complete the project in its entirety. BCS shall not be responsible for the cost of additional materials due to contractor errors or omissions in determining material quantities.

5.0 Samples

5.1 Samples are to be furnished at the contractor's expense.

5.2 Samples not used or destroyed in testing will be returned to the contractor at the contractor’s request at the contractor’s expense. If the contractor does not arrange for the pick-up of samples, they will become the property of BCS.

6.0 Awards

6.1 BCS reserves the right to accept or reject any part of a submitted bid or proposal (in whole or in part), to accept the entire proposal from one contractor, to accept portions of the bid or proposal from multiple contractors, or to reject any and/or all bids or proposals or waive any minor irregularity or technicality.

6.2 Award will be made to the contractor whose bid or proposal is determined to be most advantageous and of maximum benefit to BCS.

6.3 During the evaluation of bids, BCS reserves the right to conduct discussions with contractors for the purpose of clarification, and to assure the full understanding of and responsiveness to the solicitation requirements.

7.0 Contract

7.1 By submitting a bid or proposal, contractors agree to all terms, conditions, and requirements of the RFQ.

7.2 This RFQ is considered to be part of the contract documents. Failure to observe any of the general or special terms of this contract may constitute grounds for rejection of award.

7.3 By submitting a bid, the contractor confirms responsibility as an authorized agent to sell and distribute all products or services as proposed. Additionally, the contractor confirms the ability and responsibility to provide all manufacturer warranties for items proposed.

7.4 Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing any documents on behalf of each party represents that person as duly authorized to enter into a contract on behalf of such party.

7.5 Choice of Law and Venue- The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum having jurisdiction in Bulloch County, Georgia.

7.6 Entirety of Contract- All documents submitted in response to the RFQ, including any attachments and appendices are incorporated into the contract between BCS and the contractor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the RFQ response by the contractor conflicts with the language of the RFQ, the language of the RFQ shall govern and control for all purposes, unless consented and agreed to by BCS in writing.

7.8 BCS reserves the right to review and accept or deny requests from price changes due to extenuating circumstances in the economy, marketplace, or acts of God. This option will only be exercised if it is deemed in the best interest of BCS.

8.0 Shipping

8.1 All prices are to include delivery/shipping. All delivery of goods are to be Freight on Board (FOB destination), with delivery to the location(s) specified by BCS.

8.2 In the event of damage, shortage, or other loss resulting from shipment to a BCS facility by a common carrier, any claim of such damage, shortage, or other loss shall be a matter between the contractor and the carrier.

8.3 BCS reserves the right to cancel the purchase of the bid items/services and/or any other pending purchase orders if the items have not been delivered by the specified delivery date, or if it is determined by BCS, at its sole discretion, that there is a low likelihood of the project being completed within the specified project duration period (June 1, 2025 through July 22, 2025, see Special Terms and Conditions, section 2.7), and no written extension of such delivery date or project duration period has been granted by BCS.

9.0 Invoicing

9.1 Payment will be made by BCS after final delivery and acceptance of all items/services, and receipt of invoices. However, final acceptance will not be made until after inspection and approval by the BCS authorized representative.

9.2 Invoices must not be altered in any way from the original by handwriting or machine. Corrected invoices must be accompanied by a written explanation and accepted by BCS. Time will be computed from the date a correct invoice is received.

9.3 Invoices may be mailed, hand delivered, or emailed to the designated BCS representative.

9.4 Invoices are paid net 30 days from the date of acceptance by BCS, regardless of the date of the invoice.

10.0 Storage

10.1 Contractors are responsible for the storage of materials, equipment, tools, and supplies. Contractors must take measures to secure items to prevent loss due to damage or theft. BCS is not responsible for the cost or replacement of lost, stolen, or damaged materials, equipment, tools, or supplies.

10.2 BCS will designate laydown or storage areas. Items may not be stored outside of areas designated by BCS, except by permission of the authorized BCS representative.

10.3 Contractor shall store all materials, equipment, tools, and supplies in an organized manner. Job sites/work areas shall be maintained in a safe and clean manner at all times. Trash and debris shall be removed daily from the job site by the conclusion of each work day.

11.0 Indemnification

11.1 The contractor shall be liable for any injury, damage or loss occasioned by negligence or omission of the contractor, its agents, or any other person the contractor has designated to visit BCS property and shall indemnify and hold harmless Bulloch County Schools and the Bulloch County Board of Education, its officers, employees, volunteers, or agents from any liability arising in the performance of this contract.

12.0 Termination

12.1 Either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach within thirty (30) days after receiving a notice specifying the breach. BCS reserved the right to terminate without warning in the event of critical and/or material breach of the contract.

13.0 Addendum

13.1 Addendum/Addenda issued in writing during the time of solicitation will be incorporated in the subsequent contract.

14.0 Special Terms and Conditions

14.1 Should the General Terms and Conditions be in conflict with any of the Special Terms and Conditions of this RFQ, the Special Terms and Conditions will be adhered to.

SPECIAL TERMS AND CONDITIONS

1.0 Mandatory Pre-Bid Meeting

1.1 Each attending contractor must sign in on the designated form as proof of attendance upon arrival at each location. Contractors not listed/signed in on the pre-bid meeting sign in sheet will be disqualified.

1.2 Contractors must attend the mandatory pre-bid meeting at each of the following two (2) locations:

Date/Time: January 7, 2025 @10:00 AM Location:

William James Middle School 18809 Hwy 80 West Statesboro, Georgia 30458

Date/Time: January 7, 2025 @11:00 AM Location:

Langston Chapel Middle School 156 Langston Chapel Road Statesboro, Georgia 30458

1.3 Attendance is mandatory. Contractors not attending the pre-bid meeting at the location/times stated in section 1.2 will be disqualified.

1.4 BCS reserved the right to conduct additional opportunities for contractors to audit specified locations, provided all contractors are afforded the same access.

2.0 Basic Contract Guidelines and Requirements

2.1 Base Bid

The scope of work includes the removal of the entirety of all flooring, to include existing Omnisports vinyl flooring and the poured-in-place urethane pad adhered to the concrete slab. Apply floor leveler to concrete slab as necessary to achieve a level, smooth surface prior to installation of the new flooring. The concrete slab shall be cleaned and properly prepared to accept new flooring.

The area to be replaced includes all flooring in each gym. The entire surround and main court in each gymshall be replaced. New flooring shall be installed consisting of Tarkett Tarkolay moisture barrier slip sheet and Omnisports Active + 8.1 mm vinyl flooring in golden maple . The slip sheet under all load bearing areas (under retractable bleachers) shall be adhered to the concrete slab using a multi poxy adhesive with a relative humidity (RH) of not less than 98%. The Omnisports vinyl flooring shall be adhered to the slip sheet throughout the entire floor using the same multi poxy adhesive.

Contractors are responsible for ensuring a proper transition between replacement flooring and existing flooring, including offices, hallways, etc.

Existing retractable bleachers are to be removed by the contractor, including both home and visitor sides ( 2 sides). All bleachers are to be reinstalled by the contractor. The contractor is responsible for complete reinstallation, including any modifications or adjustments required due to any change in floor height realized by differences in flooring thickness. The contractor shall ensure that the bleachers are in full operating condition at the conclusion of the project

Game lines shall be painted on replacement flooring to match all existing game lines at William James Middle School and Langston Chapel Middle School. Contractor shall match all existing game lines, including the school logo at center court. Game lines may exist that are for sports other than basketball.

Game line color shall be determined and approved by BCS.

Contractor shall remove all existing cove base and install a new cove base of a color to be determined by BCS throughout the entire perimeter of the gyms.

2.2 Alternate No. 1

The scope of work includes all requirements/scope included in section 2.1 ( Base bid), except that the main court shall be a golden maple and the entire surrounding flooring shall be blue.

2.3 A separate bid amount shall be specified for each middle school location. Bids shall include prices per each location with a separate amount listed for the base bid and a separate amount listed for Alternate #1 .

2.2 Contractor shall provide to Owner the manufacturer’s brochures, specifications, and installation instructions.

2.3 Manufacturer’s Certifications/Alternates

Contractor shall provide certification that accurately identifies the Original Equipment Manufacturer (OEM) of flooring furnished for this project including manufacturer’s name, address and factory location. Alternates to the flooring specified in section 2.1 ( Base bid) may be considered by Owner, provided that they are of a similar quality, construction, standard, and specification. Suppliers of private label flooring for this project must identify themselves as such and fully disclose the OEM information. All manufacturer requirements in these specifications must be complied with by the OEM, including warranties, certifications, qualifications, product data, test results, environmental requirements, performance data, etc.

2.4 Contractor shall submit for Owner’s approval samples or sample boards of all of the available colors, textures and styles. Submit color samples of all the available game line paint colors for selection and approval.

2.5 Project closeout submittals shall include Submit three (3) copies of the manufacturer’s maintenance instructions and three (3) copies of the material and installation warranties.

2.6 Quality Assurance

The proposed surfacing shall have been actively marketed for a minimum of ten (10) years. The installer of the surfacing shall have a minimum of five (5) years of experience in the field installing indoor resilient multipurpose surfacing and have worked on at least five (5) projects of similar size, type and complexity. The installer shall provide to the Owner a list of the previously completed projects, and contact information of references for the named projects. The installer shall provide to the Owner evidence of certification attesting that they are a trained installer of the proposed surfacing.

2.7 All work must be completed between June 1, 2025 and July 22, 2025. The project shall be completed in its entirety by close of business, typically 5:00PM, on July 22, 2025.

2.8 Insurance- The contractor shall provide a valid Certificate of Insurance (COI) with at least the following coverages and limits:

Commercial General Liability:

· $1,000,000 Each Occurrence

· $2,000,000 General Aggregate

· $1,000,000 Personal and Advertising Injury

· $2,000,000 Products and Completed Operation Workers Compensation:

· $100,000 Each Accident

· $100,000 Each Employee

· $500,000 Aggregate

Additional required provisions to be stated on the Certificate of Insurance:

Each certificate shall contain a provision that coverage afforded under the policies will not be canceled or allowed to lapse until at least 30 days after the certificate holder listed on the certificate of insurance has received notice thereof as evidenced by return receipt of registered letter.

Each certificate shall contain a provision that the contractor shall ensure that any and all of their subcontractors shall procure and keep in force and effect sufficient workers compensations and commercial general liability insurance coverage.

2.9 Bonding Requirements- A Performance Bond and a Payment Bond equal to 100 percent of the contract sum are required. Bonds shall be issued by a Corporate Surety authorized to do business in the State of Georgia.

2.10 BCS reserves the right, at its sole discretion, to reject any or all bids, or any portion thereof, to waive technicalities and informalities, and to award the project as deemed most advantageous to BCS.

2.11 All respondents are hereby informed that any and all document(s) submitted in response to this solicitation shall become the property of BCS. Respondents agree to waive any claims they have or may have against Bulloch County Schools, the Bulloch County Board of Education, its employees, agents, members, representatives and legal counsel, arising out of or in connection with the : (1) administration, evaluation, recommendation, or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents: (3) approval or rejection of any proposal or qualifications; and (4) award of contract.

3.0 Warranties

3.1 Warranties shall be provided to BCS upon Final Completion .Manufacturer’s materials warranties shall be directly from the manufacture or division thereof. The installer shall warranty to repair or replace sports flooring that fails due to poor workmanship or faulty installation for a period of 2 years from the date of substantial completion.

THIS CONTRACT AGREEMENT MUST BE COMPLETED BY THE CONTRACTOR AND RETURNED WITH THE BID PACKAGE.

CONTRACT AGREEMENT

We have carefully examined and fully understand the General and Special Terms and Conditions and related documents within this RFQ and do agree to all terms and conditions by signing this document.

Company Name

__________________________________________ Authorized Representative’s Signature

Authorized Representative’s Printed Name

Address

Email Address

Telephone Number and Extension