JJHS Athletic FItness Center Bid Document- Final.pdf

INFORMATION TO BIDDERS

KATONAH-LEWISBORO UNION FREE

SCHOOL DISTRICT

NOTICE TO BIDDERS – Bid # 01-26/27

John Jay High School Athletic Fitness Center Project

The Katonah-Lewisboro Union Free School District ("District") invites sealed bids from qualified contractors for the furnishing, delivery, and installation of fitness center flooring systems at John Jay High School, 60 North Salem Road, Cross River, New York 10518.

The successful bidder shall furnish all labor, materials, equipment, supervision, insurance, transportation, permits, and incidentals necessary to complete the project in accordance with these specifications.

This project is a public works contract and is subject to New York State Prevailing Wage Law.

Project Location

John Jay High School Athletic Fitness Center 60 North Salem Road Cross River, New York 10518

Instruction to Bidders

Questions about or clarifications to the technical specifications must be made in writing to the Director of Athletics, Christian McCarthy, at cmccarthy@klschools.org prior to the bid opening.

Such questions must be in the possession of the Director of Athletics by 2pm on Monday, October 26th. Verbal questions may not be entertained.

Bidders must use all forms as specified in the bid documents. Bids must be clearly marked in a sealed envelope referencing bid number, bid name, opening date, opening time and contractor name. Such bids must be delivered to Karen Carroll or her designee no later than 12:00 p.m. on Wednesday, October 28, 2026 at the District Office, 60 North Salem Road, Cross River, NY 10518 or emailed to kcarroll@klschools.org. The District will not open or consider any bid unless it is received at the District Office no later than 12:00 p.m on Wednesday, October 28, 2026.

Bidders are solely responsible for the arrival of each bid package at the place of bid opening by the appointed time regardless of means of delivery. The Board of Education will not be responsible for the premature opening of any bid that has not been marked and received according to above guidelines. Bids opened prior to 12:00 p.m on Wednesday, October 28, 2026 are invalid.

mailto:cmccarthy@klschools.org mailto:kcarroll@klschools.org

To the fullest extent allowed by law, the District reserves the right to reject bids that contain omissions, exceptions, modifications or in their sole discretion to waive any informalities in the bids or to reject all bids, or to accept any bid which in the opinion of the Board of Education will be in their best interest.

Each bidder shall deposit with his/her bid a certified check, or bid bond in the amount not less than 5% of their total base bid. Should the successful bidder fail to execute the form of contract within ten days after notice of award, bid check, cash or bond will be forfeited to the District as liquidated damages. The bid deposit or bid bond of the successful bidder will be held until the contract has been executed and all required insurances and bonds are submitted and accepted by the District.

Bid deposits or bid bonds of the unsuccessful bidders will be held until the successful bidder has executed the contract or all bids rejected.

If the successful bidder fails to perform in any manner inconsistent with these contract documents, the District has the right to cancel this contract and the bid security shall be considered liquidated damages and shall be forfeited to the District.

Bidders Qualifications Each bidder, when requested by the District, shall present evidence that they are normally engaged in the type of work bid upon and shall satisfy the Board as to their financial qualifications. Bidders shall make themselves thoroughly familiar with the specifications before submitting a proposal in order that no misunderstanding shall exist in regard to the work to be performed under this contract. No bids will be considered from bidders who are unable to show that they are normally engaged in the type of work on which they are bidding on.

General Information

Method Of Award:

The contract if awarded will be to the lowest responsive/responsible bidder in whole who meets all the terms of the specifications in the District’s best interest. The Board of Education may reject any proposal where there is substantial evidence that the bidder has performed previous work in willful contravention of the terms and conditions of the specifications and contract, and who has delayed such work unnecessarily. The District reserves the right to reject any or all bids not accompanied by specified documentation and bid security, to omit any item or items, to waive any informality in the proposal or to approve minor changes in the specifications if deemed advisable in the interest of the District.

Qualification Of Bidder:

Bids will only be accepted from established installers or manufacturers. In the event an installer submits a bid, the bidder shall guarantee that he/she is an authorized installer of the manufacturer and the manufacturer has agreed to supply the dealer with the materials offered in the proposal and that the dealer is authorized by the manufacturer to sell and install the materials within Westchester

County New York. Further, the installer agrees to submit a certificate from the manufacturer acknowledging that he/she is an authorized installer, if so requested.

The bidder is to provide a brief summary of projects performed of similar size and scope to this project for Municipal and/or School District customers. Projects to support this capability should have been completed within the last 3 years. The bidder must provide names and contact information for projects that can be checked by the district or its designee(s) for reference information.

Award Of Bid:

The award, if any, will be made within forty-five (45) calendar days of the opening date. The successful bidder shall be notified by the Katonah-Lewisboro Union Free School District , Business Office. Notice of awards shall be in the form of an award letter after approval to contract by the Board of Education.

Financing Of Material Or Equipment Purchases:

The District shall only deal with the vendors actually submitting the bid AND supplying the material, service or equipment described in the attached specifications. Any financial or other arrangements made between the vendor and any other party as a part of this bid are strictly between those parties and the District shall not be included or be required to participate in them in any way.

Furthermore, the District shall only make payments directly to the vendor awarded a contract as a result of that vendor submitting a valid bid, being deemed the successful vendor, awarded a contract and issued a purchase order. The District shall not make partial or prepayments of any kind unless stipulated in the specifications by the District.

Term Of Contract:

Any contract resulting from the award of this bid shall be in effect until completion of awarded track maintenance operations and/or improvements as described in the specification documents.

Assignment:

The Contractor shall not assign by power of attorney or otherwise the work, or any part thereof, without the prior written consent of the District and shall not either legally or equitably assign any of the money payable under the Contract or its claim thereto unless by and with the prior written consent of the District.

Termination Clause:

The District reserves the right to terminate any contract resulting from this bid with (10) ten calendar days written notice to the vendor. The District agrees to show cause and allow the vendor the opportunity to rectify problems. However, if in the sole opinion of the District Attorney, Purchasing and the using department, the vendor has not resolved the problem to the satisfaction of the District in a timely and workman like manner, said contract shall be terminated and the vendor agrees to remove said equipment from District property within seven (7) calendar days and refund the District in full for the equipment within that same time frame

Tax On Materials:

The District is tax exempt.

Payment:

The District will pay the contractor awarded the contract within thirty (30) calendar days of receipt and acceptance of the fitness flooring as fully functional and operational including training of District staff by the contractor in the maintenance and care of flooring and upon receipt and approval of a correct invoice from the vendor.

Prior to the contractor receiving payment for goods and/or services rendered, the District requires the contractor to have a current completed IRS form W-9 on file with the District Business Office.

Because this project is deemed public work, certified payrolls are required to be provided to the District in order to effect payment.

Fuel Surcharges:

The District will not pay any type of fuel surcharge on any item or contract unless specifically indicated as such by the District in the solicitation or contract. Any fuel charges added and not authorized by the District will be deleted from any payments made to the contractor.

Bid Form Responses:

When filling out the attached bid form be certain that:

1. All blanks are filled in with the requested information

2. All forms are signed in blue or other non-black ink

3. All areas requiring a price are to be filled in as follows:

• Supply a total price for all products or services to be provided.

• The words “No Bid” if you are not interested in or unable to perform any particular portion for the bid

• All markings other than those indicated above or any blank spaces where prices are indicated shall be deemed as a “no bid” by the District and shall make the vendor non-responsive for that particular item (s). No exceptions shall be made in this case

Failure To Perform:

Should the contractor fail to perform as advertised at any point within the timeframe of the guarantee, the contractor shall, at its own expense, and at the District option, repair or replace said installation.

Judgments/Legal Findings:

By submitting this bid for consideration, the bidder affirms that they currently have no judgments or other legal findings nor have any pending judgments or other legal findings against the company or any of its executives, with any federal, state or local governmental entities that in any way could impact or have the potential to impact their ability to complete any contract awarded them as a result of this bid. Failure to disclose any such judgments and/or findings will result in the termination of the contract and other penalties as deemed legal and appropriate by the District.

Contract Insurance Requirements:

Insurance Requirements

The Contractor shall provide:

Commercial General Liability

• $1,000,000 per occurrence

• $2,000,000 aggregate

Automobile Liability

• $1,000,000 combined single limit

Workers Compensation

• Statutory Coverage

Disability Benefits

• Statutory Coverage

A certificate of insurance naming the Katonah-Lewisboro Union Free School District as additional insured, in form satisfactory to the District’s Attorney, with limits as described above insuring the District, its officers, employees and agents against any liability for personal injury or property damage, directly or indirectly resulting from or arising out of the performance of such work under the contract, or any negligent act or omission in connection therewith on the part of the contractor, his employees or agents.. In the event of cancellation a thirty (30) day written notice will be given to the District prior to cancellation.

Warranty

Contractor shall provide:

• Minimum one (1) year installation warranty.

• Manufacturer warranty for flooring materials.

• Manufacturer warranty for turf materials.

Any defects resulting from workmanship or installation shall be corrected at no cost to the District.

Miscellaneous:

The follow stipulations from the Labor Law applicable to all municipal contracts:

This contract requires that the employment of laborers, workmen or mechanics shall comply with the requirements of Article B (Sections 220-223) of the New York State Labor Law:

1. No laborer, workman or mechanic in the employ of contractor, subcontractor or other person doing or contracting to do the whole or a part of the work contemplated by the contract shall be permitted or required to work more than eight hours in any one calendar day or more than five days in any one week except in the extraordinary emergencies set forth in the Labor Law or where a dispensation is granted by the Commissioner of Labor. (See Section 220.2)

2. Each laborer, workman or mechanic employed by the contractor or subcontractor shall be paid not less than the prevailing rate of wages at the time the work is performed, and shall be paid or provided not less than the prevailing supplements at the time the work is performed, as determined by the fiscal officer. If the prevailing rate of wages or the prevailing supplements change after the contract is let, each workman, laborer or mechanic shall be paid or provided not less than the new rates. (See Section 220.3).

3. The contractor and every subcontractor shall post in a prominent and accessible place at the work site a statement of the current prevailing wage rates and supplements for the various classes of mechanics, workmen or laborers. (See Section 220.3a)

4. No employee shall be deemed to be an apprentice unless individually registered in a program registered with the New York State Department of Labor. The allowable ratio of apprentices to journeymen in any craft classification shall not be greater than the ratio permitted to the contractor as to his workforce on any job under the registered program. Any employee who is not registered as above, shall be paid the prevailing wage rate for the classification of work he actually performed. The contractor or subcontractor will be required to furnish written evidence of the registration of his program and apprentices as well as of the appropriate ratios and wage rates for the area of construction, prior to using any apprentices on the contract work. (See Section 220.3)

5. No contractor, subcontractor, nor any person acting on his behalf, shall by reason of race, creed, color, disability, sex or national origin discriminate against any citizen of the State of New York who is qualified and available to perform the work to which the employment relates. (See Section 220-3(a)

6. No contractor, subcontractor, nor any person acting on his behalf shall, in any manner, discriminate against or intimidate any employee on account of race, creed, color, disability, sex or national origin. (See Section 220-e (b) Note: The Human Rights Law also prohibits discrimination in employment because of age, marital status or religion.

7. The contract may be cancelled or terminated by the state or municipality, and all moneys due or to become due thereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of the anti-discrimination sections of the contract. (See Section 220-e).

8. If at any time during the prosecution of this contract a harmful dust hazard is created for which appliances or methods for the elimination of harmful dust have been approved by the Board of Standards and Appeals, such appliances or methods for the elimination of harmful dust shall be installed, maintained and effectively operated. If the provisions of this paragraph are not complied with this contract shall be void.

Minimum Wage Rates In compliance with Section 220-d of the Labor Law of the State of New York hourly minimum rates of wages shall apply to this contract per New York State Prevailing wage requirements (see New York State Prevailing Wage Schedule included in this contract). The fact that there is no minimum wage rate hereinafter stated for some classification or classifications found to be necessary on the project will not vary or affect the obligation of the Contractor or his compensation therefor.

Scope of Work:

The Contractor shall furnish all labor, materials, equipment, supervision, transportation, insurance, permits, and incidentals necessary to complete and install the following:

Fitness Room

Approximately 5,800 square feet of premium athletic rubber flooring system consisting of:

8mm vulcanized rubber flooring – ECORE Premium Fit – EL101 Vikings 15mm shock-absorbing underlayment system Adhesives and installation materials Seam treatment and finishing materials

Custom Logo Platforms

Provide and install twelve (12) custom logo lifting platforms integrated within the flooring system.

Logo designs shall incorporate District branding and colors as approved by the District prior to fabrication.

Turf Training Area

Provide and install approximately 1,080 square feet of high-performance athletic turf suitable for: Purple Turf with White Yard Line Markers Purple turf with white yard lines.

Sled training, functional fitness activities, speed and agility training Functional fitness activities Turf shall include custom graphics and markings as approved by the District.

General Requirements

Contractor shall provide:

Field verification of dimensions Material ordering and procurement Delivery and unloading Surface preparation Flooring installation Turf installation Transition strips Adhesives Layout and alignment Final cleaning Disposal of waste materials Manufacturer warranties

Minimum Material Requirements:

The flooring system shall be equal to or exceed the following performance standards:

Rubber Flooring

• Minimum thickness: 8mm

• Commercial-grade vulcanized athletic flooring

• Non-porous and slip-resistant

• Designed for weight room and fitness center applications

• Resistant to impact, abrasion, and heavy equipment loads

Shock Pad

• Minimum thickness: 15mm

• Modular interlocking or approved equal

• Designed to reduce impact forces and improve athlete safety

Turf

• Minimum thickness: 5mm

• Non-infill athletic training turf

• Suitable for sled pushes and functional fitness training

Approved Manufacturers

The following manufacturers are approved:

• Ecore Athletic Flooring

• Approved Equal

Prevailing Wage Requirements

This project is a public work project subject to the requirements of New York State Labor Law.

The successful bidder shall pay all workers not less than the prevailing wage rates and supplements established by the New York State Department of Labor

(NYSDOL).

Certified payroll records shall be maintained and uploaded every 30 days from the project commencement date to the NYSDOL portal.

Contractor Requirements

The successful bidder shall:

• Have a minimum of five (5) years of athletic flooring installation experience..

• Provide evidence of having completed at least three (3) comparable fitness center projects within the past five (5) years.

• Provide references for similar school, collegiate or commercial athletic facilities.

• Utilize installers trained or certified by the flooring manufacturer.

• Carry all required licenses and registrations.

• Provide evidence that it is registered with the NYSDOL as a public work contractor.

• Maintain insurance coverage meeting District requirements, including:

o Commercial General Liability o Automobile Liability o Workers' Compensation o Disability Benefits Insurance o Umbrella/Excess Liability Coverage o The District shall be named as an Additional Insured on all applicable policies.

Bid Submission Bids shall be submitted in a sealed envelope clearly marked:

"John Jay High School Athletic Fitness Center Project"

The bid shall include:

• Lump sum base bid.

• Manufacturer's product specifications.

• Project schedule.

• References for comparable projects.

• Insurance certificates.

• Non-collusive bidding certification.

• Certification that the bidder is not on the Iran Divestment Act List.

Project Schedule

Work shall commence upon issuance of a Notice to Proceed and shall be substantially completed prior to the start of the fall athletic season or as otherwise directed by the District.

District Rights

The Katonah-Lewisboro Union Free School District reserves the right to:

• Reject any or all bids.

• Waive informalities and irregularities.

• Accept the bid deemed to be in the best interest of the District.

• Request additional information from bidders as necessary.

Bid Form

Project: John Jay High School Athletic Fitness Center Project

Base Bid

The bidder shall provide a single lump-sum bid including:

• Material procurement

• Shipping and delivery

• Labor

• Prevailing wage costs

• Equipment

• Installation

• Cleanup

• Warranty services

Base Bid Amount: $________________________

Bidder Name: __________________________________

Company: _____________________________________

Address: _____________________________________

Phone: _______________________________________

Email: ________________________________________

Authorized Signature: ___________________________

Date: ________________________________________

NON-COLLUSIVE BIDDING CERTIFICATION FORM

General Municipal Law, §103-d. Statement of non-collusive in bids and proposals to political subdivision of the state. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation or local law, for work or services performed or to be performed or goods sold or to be sold shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury:

Non-collusive bidding certification.

a. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under the penalty of perjury, that to the best of knowledge and belief:

1. The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor.

2. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly to any other bidder or to any competitor; and

3. No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

NAME OF BIDDER:

BY: _________________________________

TITLE

CERTIFICATION AS TO IRAN DIVESTMENT ACT LIST

PURSUANT TO STATE FINANCE LAW 165-a, The Commissioner of General Services is required to develop a list of persons that it determines engage in investment activities in Iran, which is defined as provision of goods, services or credit of $20,000,000 or more, relating to the energy sector.

General Municipal Law §103-g(4) states as follows:

Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation or local law, for work, or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under penalties of perjury:

A. “By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law.”

NAME OF BIDDER:

BY: _________________________________

TITLE