Hardwood Courts Floor Refinishing Maintenance for the Greensboro Sportsplex.pdf

REQUEST FOR BIDS

Event #12442

Hardwood Courts Floor Refinishing Maintenance for the Greensboro Sportsplex

Parks & Recreation Department

SECTION 1

OVERVIEW

1. Request for Bids (“RFB” or “Event”): The City of Greensboro (“City”) hereby solicits and invites bids from qualified Companies and Businesses (“Contractor”), with proven experience and expertise, to submit a response to the requirements outlined in this RFB.

2. Non-Mandatory Pre-Bid Meeting: This pre-bid meeting will be held on August 19, 2026 at

11:00AM EST in the upstairs conference room of Greensboro Sportsplex, located at 2400 Sixteenth Street, Greensboro, NC. Parking is available in front of the Sportsplex. This meeting will be an opportunity for bidders to view the floors to be refinished. Answers to questions or additional information will not be available at the job site outside of this meeting or the GePS event portal question and answer period.

3. Period and Terms of Contractual Agreement: The selected Contractor(s) will enter into a service agreement with the City to cover the proposed scope of work outlined in Section 2 of this RFB. The contract term will be for a one-time service. Services shall begin approximately on September 28, 2026. Any and all work must be completed by or before October 2, 2026.

4. Evaluation Process: After the close of this RFB, Contractor bids will be reviewed and evaluated for responsible and responsive submissions, ensuring that all required documents outlined in the RFB (if required) were submitted. The City will award to the lowest responsive, responsible bidder.

A Contractor that wishes to be considered for selection shall submit a complete, concise, and comprehensible bid in the form and manner required by this RFB.

All bids, inquiries, or correspondence relating to this RFB, and all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor will become the property of the City upon receipt. All bids received are subject to North Carolina Public Records laws found in Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause in this RFB regarding public access to such documents, and any statements or endorsements inconsistent with therewith will be disregarded. All proprietary information disclosed to the City shall be held to Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause.

5. Minimum Requirements: Contractors must meet the minimum specifications and requirements contained in the RFB. Contractors are required to acknowledge all exceptions to the minimum specifications, terms and conditions in their bids. Failure to do so may result in the response being deemed nonresponsive.

6. Awarded Contractor Responsibilities:

• Provide Certificate of Insurance with Endorsements covering the minimum insurance requirements within (3) three days of the notice of intent to award, and upon every renewal thereafter during the contract period.

• Answer all questions on the event and upload the requested documents.

• Must have a current Maple Flooring Manufactures Association (MFMA)

Certification. (Certification will be verified)

• Must have at least (3) three years’ experience providing the requested services in this RFB.

• Must be actively registered with the NC Secretary of State.

• Must acknowledge and agree to provide a comprehensive and up to date background check for each employee at the Contractor's own expense, within (3) three days of the notice of intent to award. This must also be updated before each new employee is allowed to come on the project site. The background screening must include a nationwide search. A local County or State only search will not be accepted and will not be considered responsive.

7. RFB Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within one week of the close of the Question-and-Answer Period; see Item 12: Submission and Response Schedule.

For the duration of this bid process, all correspondence regarding this RFB must be directed to Procurement Services. If it is determined that a Contractor fails to comply to this requirement and initiates correspondence with any other City staff, local elected officials, or representative about this bid process, they may be subject to disqualification.

8. Rights of the City – Bids and Additional Documentation: As a result of this RFB, the City reserves the right to accept or reject any and all bids received in whole or in part, to waive minor technicalities, or to negotiate with all responsive and responsible Contractors. The City also reserves the right to request financial documentation, such as independently audited financial statements, most recent tax returns, or profit loss statements, before awarding this contract.

9. Rights of the City – Multiple Awards: The City reserves the right to award contract(s) in whole or in part, whichever is in the City’s best interest as it determines in its sole discretion.

The City reserves the right to award multiple contracts.

10. Terms and Conditions: The Contractor will abide by all the Terms and Conditions posted on the event. It is the Contractor’s responsibility to read the Terms and Conditions as they are incorporated into the final contract. Within the Terms and Conditions, you will find insurance requirements and reference to the North Carolina State Statutes regarding confidentiality requirements.

11. Due Date: Submittals in response to this RFQ must be submitted to the City’s Procurement Services Division via GePS no later than August 26, 2026, by 2:00 PM EST, as determined by the City’s computer server. Although the City tries to maintain continuous access to the

GePS website, service may be interrupted. Therefore, suppliers are encouraged to submit bids 24 hours prior to the event closing.

12. Submission and Response Schedule:

RFB Issuance-Question/Answer Period Opens August 5, 2026 Questions and Answer Period Closes August 21, 2026 2:00 PM EST Submission Period Ends August 26, 2026 2:00 PM EST Anticipated Award Notification* September, 2026 Anticipated Start Date September 28, 2026

*Some awards may require Council approval

13. Submittal Requirements: Contractors submitting a bid must meet the minimum requirements outlined in Section 2: Scope of Work, Section 4: Submittal Materials, and submit the following information with their response:

• Submit a current Maple Flooring Manufactures Association (MFMA) Certification.

• Submit two (2) two locations where like size hardwood gym floor maintenance is/was provided as outlined in Section 2 Scope of Services of this RFB.

• Submit (2) two references in relation to the above projects and their contact information, name, phone number, email address, and location address is required.

14. Contractor will bear all costs associated with the preparation of the bid response and any presentations(s) requested by City.

15. Any bids may be withdrawn or modified prior to the RFB Submission Period End date and time stated in the Submission and Response Schedule.

SECTION 2

SCOPE OF WORK

Scope of Work All work performed on the City of Greensboro; Greensboro Sportsplex hardwood floors shall be accomplished utilizing the most current MFMA guidelines. MFMA guidelines shall rule in case of any discrepancies between these specifications and the MFMA guidelines.

MAINTENANCE

Perform screening and refinishing of the flooring at the Greensboro Sportsplex (approx. 36,000 sq.

ft. unless otherwise specified). Please provide separate quotes for the Sportsplex using both water-based and oil-based finishes. Due to schedule events the maintenance on these floors will take place from September 28th, 2026, to October 2, 2026.

General Requirements

1. All reasonable care shall be taken to protect surrounding areas/surfaces from dust and related contamination. All reasonable care shall also be taken to minimize disturbances during operating hours.

2. Upon receipt of order to proceed, Contractor shall coordinate work schedule with City’s Representative. Contractor shall provide City’s Representative with insight as to the expected level of dust, air contamination resulting from VOC emissions, etc. so suitable scheduling and adequate accommodation may be made for the protection of the public.

Screen and Refinish

1. Fill cracks with industry approved putty and replace boards on floor as necessary.

2. Thoroughly clean entire floor with properly treated dust mop; make sure floor is free of soil, polishes, waxes, and oily residues.

3. Fiber screen-disc on the entire floor with a fine-grit screen back or steel wool to abrade the top layer of old finish. Use dust containment precautions and dust masks when dry abrading floor.

NOTE: Do not use steel wool when applying water-based urethane product.

4. Vacuum and tack entire floor.

5. Touch-up any game-line paint or markings, if necessary, and lightly abrade those areas when dry.

6. Tack rag the entire surface until it is thoroughly clean, paying attention to edges and corners.

7. Immediately before applying the coat of finish, floors should be thoroughly cleaned and free of saw dust, giving particular attention to edges and corners. Dust around the building columns, pipes, soccer field walls, and any other areas where dust can collect to be sure that no dust will fall into the seal or finish once they are applied.

8. Floor temperature should be between 60-95F, adequate ventilation should be maintained and direct drafts on the floor should be avoided. Apply (1) one even coat of finish. For Gym floors, use Bona Gym Floor Finish, or approved equal in accordance with the finish manufacturer’s instructions, and National Wood Flooring Association (NWFA) standards.

9. Turn exhaust system on for two to four hours after application. Allow to thoroughly dry.

10. After applying an even coat of finish do not use the floor until finish manufacturers’ recommended cure time has lapsed. Avoid heavy traffic on the floor surface for at least one week.

PRODUCT DELIVERY, STORAGE and HANDLING

1. Deliver materials to City site in manufacturers’ original, unopened containers with labels indicating brand names, colors and patterns, and quality designations legible and intact.

2. Close containers after use.

3. Safely store and protect accepted materials in accordance with manufacturer's directions and recommendations.

WORKMANSHIP

1. All work under this contract shall be performed in a skillful and workmanlike manner. The City may, in writing, require the Contractor to remove from the work any employee the City deems incompetent, careless, or otherwise objectionable.

2. The Contractor shall promptly correct work rejected by City or failing to conform to the requirements of the contract documents, whether discovered before or after substantial completion and whether or not fabricated, installed or completed. Costs of correcting such rejected work shall be at the Contractor’s expense.

SAFETY

1. Contractor is responsible for making sure that all conditions are safe for City staff, the public, and workers. Any precautionary measures such as the use of warning signs, barricades, etc., that might be necessary shall be at the expense of the Contractor and provided for in the quoted price.

2. Safety measures shall include, but are not limited to:

- Respirators are recommended during the application of products.

- Ensuring there is adequate ventilation (but no draft directly on the floor) during the application.

- Turning on the exhaust system (2) two to (4) four hours after each application.

- Closing floor to all traffic for (72) seventy-two hours.

CLEAN-UP

The Contractor is responsible for keeping the job site clean at all times. Also, after the job is completed, Contractor is responsible for removing all tools, equipment, excess material and debris from the site and leaving the area in a clean condition that meets the approval of the City. All waste/refuse materials shall be removed from City property and properly disposed of. Disposal at City property, other than landfill, is prohibited.

DAMAGES TO CITY PROPERTY

Awarded vendor shall provide protection and exercise care not to damage gym walls and flooring.

The awarded vendor will be financially responsible for any damage made to the equipment, facilities or floors while the products are being installed at the City site.

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

The City reserves the right to accept any bid deemed to be in the best interest of the City, to waive any irregularities in any response, to reject any or all responses, and to re-advertise for new responses. The City intends to proceed with the bid review and selection process, then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFB dates are subject to change.

Evaluation Criteria

The City's Selection Committee will evaluate all submissions. All responses properly submitted and received will be evaluated against the criteria outlined below. The absence of required information may result in the response being excluded from further analysis or evaluation.

Award Process

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFB and attached appendices (if applicable). The City may engage in discussions with any potential Contractor prior to final determination and award. The City will award this contract to the lowest responsive, responsible Contractor(s).