Irrigation & Facility Winterization RFP.pdf

REQUEST FOR PROPOSAL

Winterize District Sprinkler Systems and Athletic Facilities

Due: Monday, September 30, 2019, 2:00 p.m.

PURPOSE

Spring Lake Public Schools is requesting sealed bids for the winterization of District sprinkler systems and athletic facilities.

Contractors that wish to be considered for the bidding of services are required to submit two (1) completed proposals with full name and address of contractor; no fax copies will be accepted. Submit one (1) PDF copy via email, to Liz Boeve, Director of Operations, Spring Lake Public Schools, lboeve@springlakeschools.org

Proposals must be received no later than September 30, 2019, 2:00pm at the following address:

Spring Lake Public Schools District Office 345 Hammond Street Spring Lake, MI 49456 Attn: Liz Boeve

Each RFP proposal must be sealed in an envelope indicating “SLPS Winterization of Sprinkler and Athletic Facilities”. All RFPs must be received at Spring Lake Public Schools District Office on or before the time shown above or they will not be accepted.

345 Hammond St Spring Lake, MI 49456

(616) 846-5500 p/(616) 846-9830 f www.springlakeschools.org mailto:lboeve@springlakeschools.org

Spring Lake Public Schools 345 Hammond Street

Spring Lake, MI 49456

WINTERIZATION OF SPRINKLERS & ATHLETIC FACILITIES

SCOPE

This RFP contains instructions concerning proposals to be submitted by the selected contractor.

Specifications regarding the details provided under the RFP are located under the sections titled Project Specifications.

TYPE OF AGREEMENT

The amount of the agreement shall be inclusive of all anticipated work and expenses. An agreement shall be negotiated with the successful contractor who meets the requirements and is qualified, responsible, and capable of performing the work. Cost is important, but NOT the sole criteria for final selection.

CLARIFICATION

Clarifying questions may be directed in writing to Liz Boeve, Director of Operations at lboeve@springlakeschools.org. All questions and answers will be distributed via email to all known responding firms.

PROPOSALS

Please list and complete the name of your company with address and phone number. Provide three (3) references for which your company recently provided similar services (Attachment A).

An official who is authorized to bind the contractor to its proposal must sign the proposal. For this RFP, the proposal must remain valid for at least (90) days from the submission date.

REJECTION OF PROPOSALS

Spring Lake Public Schools reserves the right to reject any and all proposals received as a result of this request, or negotiate separately with challenging applicants. The School district reserves the right to decide not to award a contract as a result of this announcement if it does not receive proposals which it determines to have adequately addressed the requirements.

PRESENTATIONS/INTERVIEW

Companies may be required to make an oral presentation or be interviewed. Such presentations or interviews provide an opportunity for the contractor to clarify their proposal and to ensure mutual understanding of the requirements.

CONTRACTOR RESPONSIBILITIES

It is the obligation of each contractor to examine instructions, requirements and specifications before submitting a proposal. Submission of a proposal shall be proof that such examinations have been made and that each contractor has recorded their own investigation and has become thoroughly familiar with the requirements.

Spring Lake Public Schools will not be responsible for, nor honor any claims resulting from, or alleged to be the result of misunderstanding by the contractor. Contractor will be required to assume responsibility for packaged service offered in the proposal.

mailto:lboeve@springlakeschools.org

SELECTION CRITERIA

Spring Lake Public Schools will select the proposal that most closely meets the requirements of the RFP and satisfies the needs of the District.

The following criteria will be used in making the decision:

Company Qualifications – the extent to which the company demonstrates the ability to meet all requirements.

Pricing – while cost is important in choosing a contractor it will not be the sole deciding factor in awarding this contract. Value will be of great consideration when reviewing the contractor’s proposal.

Contractor approval will be based upon the following criteria:

Service Product Quality References Cost

INSURANCE

Before starting work, the following insurance will be obtained, and must be approved by the Owner:

All insurance required shall be a Workmen's Compensation Policy, including Employer's Liability, as required by law; a Comprehensive General Liability Policy including coverage of liability for Premises and Operations, Independent Contractors, Products including completed operations for one (1) year after substantial completion, contractual as applicable to the Contractor's obligations, Broad Form Property Damage on an Occurrence Basis, XC and U Property Damage, and Personal Injury; and a Comprehensive Automobile Liability Policy including coverage of liability for non-owned and hired automobiles and Property Damage on an Occurrence Basis. The insurance shall remain in force for the duration of the Contract and shall be written for not less than the following limits of liability:

Bodily Injury - Each Person $ 500,000

- Each Occurrence $ 1,000,000

Property Damage - Each Occurrence $ 500,000

- Aggregate $ 500,000

Automobile Bodily Injury - Each Person $ 500,000

- Each Occurrence $ 1,000,000

Automobile Property Damage - Each Accident $ 500,000

Personal Injury - Each Person $ 500,000

- Each Occurrence $ 1,000,000

PROJECT SPECIFICATIONS

Site Examination

Bidders not familiar with the sites are to visit the building sites before submitting a bid. To do so contact Marian Karell at mkarell@springlakeschools.org or 616/638-3679.

Protection

The Contractor will observe all laws and regulations, and protection necessary for safe prosecution of the job. Contractor is responsible for any damage caused by themselves or their workers to the property of the Owner.

Equipment

All equipment necessary for the project will be furnished by the Contractor.

Cleaning Up

It is the responsibility of the Contractor to see that the premises are kept reasonably clean and free of debris which results from work during the construction period. At the completion of the project, the Contractor will leave the area clean. Tobacco products, imitation tobacco products, and tobacco-related devices are prohibited on District properties at all times.

SCOPE OF WORK

See ATTACHMENT B – SLPS Winterization of Irrigation Systems and Facilities

Locations

HIGH SCHOOL CAMPUS – 16140 148th Avenue, Spring Lake, MI 49456

• Track Restrooms

• Lacrosse/Soccer Turf Stadium Concessions and Restrooms

• Tennis Restrooms

• Lawn/Islands

• City Water Irrigation for front of building

• Field Irrigation

ALTERNATIVE EDUCATION CAMPUS – 14707 Leonard Rd, Spring Lake, MI 49456

• Lawn/Islands

MIDDLE/INTERMEDIATE CAMPUS – 345 Hammond Street, Spring Lake, MI 49456

• Grabinski Stadium Football Field

• Middle/Intermediate School Lawn

• Grabinski Stadium Team Rooms

• Grabinski Stadium Concessions and Restrooms

• Soccer Field Restrooms

• Varsity Baseball and JV Softball Fields

• Tennis Court Drinking Fountain mailto:mkarell@springlakeschools.org

HOLMES ELEMENTARY CAMPUS – 426 River Street, Spring Lake, MI 49456

• Lawn and Islands

JEFFERS ELEMENTARY CAMPUS – 16031 144TH Avenue, Spring Lake, MI 49456

• Lawn and Islands

ATTACHMENT A

CONTRACTOR PROJECT REFERENCES

A minimum of three (3) references are required. Contractor must show evidence of completion involving work similar to that described in the proposal documents. All references listed should be within the State of Michigan, preferably West Michigan.

Reference #1:

School Name:

District Name/City:

Project Name/Title: ______

Phone Number:

Reference #2:

School Name:

District Name/City:

Project Name/Title: _____

Reference #3:

School Name:

District Name/City:

Project Name/Title: ______

ATTACHMENT B

SCOPE OF WORK

HIGH SCHOOL CAMPUS

1. Track Restrooms

• Blow out system in mechanical/storage room

• Blow restroom piping

• Drain electric hot water heater

• Disconnect water lines from sinks

• Remove flush valves from fixtures

• Pour in anti-freeze in fixtures and sink drains

• Open up all hot/cold water valves

• Mechanical room has a slop sink that needs to be blown out and anti-freeze in drain

2. Lacrosse/Soccer Stadium Concessions and Restrooms

• Blow out system in concessions service room (next to mechanical room)

• Blow out concession and restroom buildings

• Drain electric hot water heater

• Remove ice machine filter/backflow

• Open up exterior wall hydrants

• Remove flush valves from fixtures

• Disconnect water lines from sinks

• Pour in anti-freeze in fixtures and sink drains

• Service room has a slop sink that needs to be blown out and anti-freeze in drain

• Drinking fountain on outside restrooms needs to blown out

3. Tennis Restrooms

• Blow out system in manhole on north side of building

• Blow out restroom piping

• Drain electric water heater

• Remove flush valves from fixtures

• Disconnect water lines to sinks

• Pour in ant-freeze in fixtures and sink drains

• Blow out exterior wall hydrant and free standing drinking fountain

4. Lawn/Islands

• Irrigation pump house located on west side of pond

• Controller located in pump house

• Blow down irrigation for the islands and around building

• Remove algae queen from pond

5. City Water Irrigation for front of building

• Controller located in room 101

• Blow out box located outside of room 101 in gravel landscaped area

• Blow out front of building lawn

6. Grass Field Irrigation

• Pump/well/controller located between softball field and turf field

• Blow down system located in mechanical room of concession stand

• Blow down all grass fields and track field.

ALTNERATIVE EDUCATION CAMPUS

• Backflow preventer located on southeast side of building

• Controller located in custodial room inside Alternative Ed building

MIDDLE/INTERMEDIATE SCHOOL CAMPUS

1. Grabinski Stadium Football Field

• Pump house located on south end of field

• Two pumps: one for fields and one for MS/INT lawns

• Blow out football, soccer and west INT playground

• Remove algae queens from river

• Controllers: Football field located in pump house, soccer field is located south of east bleachers,

• INT playground located in the northeast corner of field.

2. Middle/Intermediate School Lawn

• Pump is located in the football field pump house

• Controller is located on east wall of transportation garage

• Blow out islands and lawns around building

3. Grabinski Stadium Team Rooms

• Blow out system located in mechanical room on south side

• Drain electric hot water heater

• Remove flush valves from fixtures

• Pour in anti-freeze in fixtures and sink drains

• Remove water lines from sinks

• Blow out exterior drinking fountains and wall hydrants

4. Grabinski Stadium Concessions and Restrooms

• Village of SL needs to be called to shut off water source at meter.

• Blow out system located in mechanical room on west side

• Drain electric hot water heater

• Remove flush valves from fixtures

• Disconnect ice machine filter/backflow

• Disconnect water lines from sinks

• Pour in anti-freeze in fixtures, sink drains

• Blow out exterior drinking fountains and wall hydrants

5. Soccer Field Restrooms

• Blow out system located in mechanical room on north side of building

• Drain electric hot water heater

• Remove flush valves from fixtures

• Disconnect drain lines from sinks

• Pour in anti-freeze in fixtures and sink drains

6. Varsity Baseball and Softball Fields (MS/INT Campus)

• Pump house and controllers located between the two fields

• Blow out irrigation for the two field via two separate pumps

7. MS/INT Tennis Courts Drinking Fountain

• Meter pit for drinking fountain located grass area

• Shut off meter

• Blow out drinking fountain

HOLMES ELEMENTARY CAMPUS

• Backflow preventer located on east side of building next to dumpster corral

• Controller and valve located in boiler room.

JEFFERS ELEMENTARY CAMPUS

• Backflow preventer located in grass island on west side of building by playground

• Controller and valve located in boiler room

ATTACHMENT C

BID PROPOSAL FROM

BID PACKAGE: District Wide Winterization of Irrigation Systems and Facilities DUE DATE: Monday, September 30, 2019 2:00PM TO: Spring Lake Public Schools

345 Hammond Street

Attn: Liz Boeve, Director of Operations

NAME OF BIDDER

Firm Name: _________________________________________________________________________________

Address: __________________________________________________________________________________

Phone: ____________________________________ Email: ____________________________________

BID PROPOSAL COST $ _______________________

AGREEMENTS

The undersigned understands that the Owner reserves the right to reject any and all bids and to waive informalities and irregularities in bidding.

Owner also reserves the right to withhold bids for a period of time (60 days) from bid opening date.

The Owner reserves the right to accept or reject any or all bids in whole or in part, or to waive any informalities therein. If in the Owner’s opinion it is in his/her best interest, the contract may be awarded to other than the lowest bidder, for reason of establishing uniformity, delivery time, etc.

If award is made to us under this proposal, we agree to enter into an Agreement with (School District) to furnish products and/or services, in strict accordance with this proposal, bid documents and all pertinent portions of plans, drawings and specifications.

LEGAL STATUS OF BIDDER

1. A Corporation organized and existing under the laws of the State of _________________

2. Name, title, and signature of individual duly authorized to execute contracts:

Name: ________________________________________________________________________________

Title: _________________________________________________________________________________

Signature: ____________________________________________________________________________