Otsego Public Schools RFP Peforming Arts Center Stage Floor Replacement.pdf

OTSEGO PUBLIC SCHOOLS

Invitation to Bid Otsego Public School for the High School Performing Arts Center Stage Floor Replacement

The Otsego Board of Education invites you to submit a bid to remove, dispose, furnish and install a performing arts stage floor at Otsego High School located at 550 Washington Street, Otsego Mi. 49078. All bids to be delivered to:

Mr. Jeff Haase Superintendent of Schools Otsego Public Schools 400 Sherwood Dr. Otsego, MI 49078

Bids to be clearly marked: “High School Performing Arts Center Stage Floor Replacement” and received no later than 2:00 p.m. Tuesday, October 6, 2020 at which time they will be opened and publicly read. Bids received after 2:00 p.m. Tuesday, October 6, 2020 will not be considered or accepted by the Board of Education. Faxed bids will not be accepted. The Board reserves the right to reject any and all bids.

5% Bid Bond: A certified check or bank draft payable to Otsego Public Schools, or a satisfactory bid bond executed by the bidder and a surety company in the amount equal to not less than five percent of the maximum bid amount shall be submitted with each bid.

Pre-Bid Meeting: A pre-bid meeting will be held at 3:00 p.m. Monday, September 21, 2020 at the Otsego Public Schools, Administration Office, 400 Sherwood, Otsego, MI 49078. The purpose of this meeting is to discuss contract specifications and answer any questions. The pre-bid meeting is for information only. Any answers furnished will not be official until verified in writing by the Director of Operations. Immediately after the pre-bid meeting vendors will be given the opportunity to walk through Otsego Public Schools Performing Arts Center.

FAMILIAL DISCLOSURE AND NON IRAN LINKED BUSINESS

CERTIFICATION

All Bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the District(s) and/or any employee of the Proposer and any member of the Board of Education or Superintendent of the Otsego Public Schools and a statement certifying its status as a non “Iran Linked Business” as defined by Michigan Public Act 517 of 2012. Bids that do not include these statements will not be considered or accepted by the Board of Education.

SECTION II: GENERAL TERMS & CONDITIONS:

1. All Bids to be delivered to the lobby of the Administration Office, Otsego Public Schools, 400 Sherwood St., Otsego, MI 48033, attn.: Jeff Haase, Superintendent of Schools. Bids to be in a sealed envelope clearly marked: “High School Performing Arts Center Stage Floor Replacement” and returned no later than 2:00 p.m.

EST, Tuesday, October 6, 2020 at which time Bids will be opened and publicly read. Include three copies of the bids.

2. Pre-Bid Meeting: A pre-bid meeting will be held at 3:00 p.m. Monday, September 21, 2020 at the Otsego Public Schools, Administration Office, 400 Sherwood, Otsego, MI 49078. The purpose of this meeting is to discuss contract specifications and answer any questions. The pre-bid meeting is for information only. Any answers furnished will not be official until verified in writing by the Director of Operations. Immediately after the pre-bid meeting vendors will be given the opportunity to walk through Otsego Public Schools Performing Arts Center.

3. The Board reserves the right to reject any and all Bid either in whole or in part, to reject a Bid not accompanied by the required bid security of or any other data required by the Bidding Documents or to reject a Bid which is any way incomplete or irregular and to waive informality or waive any part thereof. Bid to remain firm for sixty days. Once received, the Bid becomes the sole property of Otsego Public Schools.

4. Award - The Otsego Board of Education reserves the right to award the Bid in whole or in part and to make an award to the lowest responsible net bidder or to split the award in whatever manner may be deemed to be in the district's best interest.

5. Material questions will be answered in writing on the form of Addenda and posted on the Otsego Public School website www.otsegops.org, under the RFP page. The deadline for questions and requests for clarification is 2:00 p.m. September 28th. All questions to be written and emailed to Nate Jepkema, Director of Operations, njepkema@otsegops.org.

6. Otsego Public Schools is exempt from Michigan sales tax and most Federal taxes.

7. All respondents to this Request for Bid must submit with their Bid a list of Three (3) current and past clients where similar service has been performed. References should include: name, address, telephone number and contact of account.

8. Any licenses or permits that may be required to perform any of the work or provide any equipment anticipated by this request for Bid shall be obtained by and at the expense of the service provider. Evidence of any required licenses or permits shall be provided to the School District upon request. Any fines or penalties levied by any governmental entity for conduct by the service provider in connection with the work contemplated by this request for Bid shall be paid for by the service provider.

9. Otsego Public Schools will not be held responsible for any costs incurred by vendors for work performed in the preparation and production of a quote or for any work performed prior to the issuance of a contract.

10. FAMILIAL DISCLOSURE AND NON IRAN LINKED BUSINESS CERTIFICATION All Bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the District(s) and/or any employee of the Proposer and any member of the Board of Education or Superintendent of the Otsego Public Schools and a statement certifying its status as a non “Iran Linked Business” as defined by Michigan Public Act 517 of 2012. Bids that do not include these statements will not be considered or accepted by the Board of Education.

11. Guarantees by the Successful Vendor. The Successful Vendor guarantees: That all delivered material, equipment and/or service shall be as Bid. No substitutions will be accepted unless prior to delivery material/equipment has been inspected, found to be equal to the item(s) specified, and approved in writing by an Otsego Public Schools representative. That he/she has carefully checked the enclosed figures and understands that he/she shall be responsible for any error or omission in the bid offer. That he/she has carefully examined the instructions and specifications and will furnish this material/product with such specifications for the price set forth in this bid.

12. All respondents are required to completely inspect the project site prior to submitting a Bid in order to determine all requirements associated with this Request for Bid. Failure to do so shall not relieve the successful vendor from the necessity of furnishing and installing, without additional cost to the district, any material and equipment or performing any labor that may be required to carry out the intent of the resulting contract. To arrange an examination of the site contact Nate Jepkema 269-694-7900.

13. Insurance Requirements: The contractor will secure and maintain during the term of the contract insurance from an insurance company authorized to do business in the State of Michigan that will protect contractors and subcontractors and the School District from all liability (public liability, personal injury, and property damage) claims that may arise from operations under the contract. The contractor may not start work until evidence of all required insurance has been submitted and approved by the School District. The contractor must cease work if any of the required insurance is canceled or expires. Three copies of certificates of insurance shall be submitted to and approved by the School District prior to the execution of the contract. The Certificate shall specifically name The Otsego Public Schools as an additional insured party. The certificates must contain the agreement of the insurance company notifying the School District in writing ten days prior to any cancellation or termination of the policy. The contractor shall not allow any work under the contact to be performed by a subcontractor unless evidence of similar insurance covering the activities of the subcontractor is submitted to and approved by the District.

The limits of insurance shall not be less than the following:

A. Workers compensation insurance in the amount required by Michigan Law.

B. General Liability Bodily Injury and property damage combined.

● Each occurrence- $1,000,000

● Aggregate - $1,000,000

● Personal injury - $500,000

C. Automobile insurance for vehicles:

● Bodily injury each person- $300,000 each accident- $500,000

● Property damage each accident- $100,000

14. Warranty - All parts and workmanship shall be fully guaranteed against defect in performance, materials and construction a minimum of one (1) year of actual use. Bidder to state length of warranty in bid.

15. 5% Bid Bond: A certified check or bank draft payable to Otsego Public Schools, or a satisfactory bid bond executed by the bidder and a surety company in the amount equal to not less than five percent of the maximum bid amount shall be submitted with each bid.

16. Bids are solicited from all possible manufacturers, suppliers, and/or types and quality of products and services as outlined in the specifications. A catalog, description, or a brand and model designation when provided is included in the specification to establish minimum levels of performance, characteristics, quality, capacities, features, workmanship and materials. Use of catalog numbers and other requirements set forth in specifications are not intended to preclude use of any other approved manufacturers products or procedures which may be equivalent, solely as determined by the school district but are given for purposes of establishing standards of design, function and quality of materials, construction, and workmanship. Alternate suggestions may be offered if deviations from specifications are minor and if all deviations are properly outlined on an attached sheet, failure to outline all deviations may be grounds for rejection of your bid. The decision of the Otsego Public Schools, acting through the Superintendent, or his authorized representative, shall be final as to what constitutes acceptable deviations from specifications. The Otsego Public Schools will consider any alternates submitted, but reserve the right to reject low Bid, which are not considered equal.

Sample of the alternate bid must be made available upon request for examination.

OTSEGO PUBLIC SCHOOLS Request for Bid: The High School Performing Arts Center Stage Floor Replacement

Scope of Work: Otsego Public Schools is seeking a vendor(s) to remove stage floor, dispose, furnish and install new stage floor at Otsego High School Performing Arts Center, 550 Washington Street, Otsego, MI 49078. All miscellaneous equipment required for a complete, professional installation shall be included in the base bid. No allowances for any additional equipment, hardware, or miscellaneous will be considered unless specifically excluded from the base bid. Contractor will meet with district personnel prior to commencement of installation activities to review the installation timelines.

Specifications: Vendor to furnish and install approximately 4000 square feet of stage floor.

Bid Option 1: Removal of hardboard, dispose, furnish and install new polyonyx floor.

polyonyx+® is a stage flooring product made from aerated polymers that is inherently black, easy to cut with standard woodworking tools, available in four thicknesses, comes in 4x8 sheets and is incredibly durable. The product is an excellent replacement for ¼” hardboard flooring typically found on stages. The following points should be followed when using the product as an overlay over an existing stage floor.

Safety & Handling:

To protect hands, please wear gloves when handling this product for installation. This substance is not considered a potential carcinogen in either the NTP Annual Report on Carcinogens, the IARC Monographs or by OSHA. When cutting the material, a fine dust may accumulate. Safety glasses must be worn to prevent eye irritation. If irritation occurs, flush with plenty of water. An appropriate NIOSH-designated dust mask should be worn to prevent dust inhalation. In case of dust inhalation, move away from the source of exposure and into fresh air. Keep away from open flame and heat. Material will burn if exposed to fire.

Installation:

● Proper conditioning of both the jobsite and the flooring is necessary. The subfloor at the jobsite must be free of moisture before installation. Materials should be stored in a dry, climate controlled storage area before installation and should not be exposed to sudden changes in temperature, moisture, or humidity.

● Existing floor must be flat and have no voids greater than 1” in diameter. If fillers or leveling products are required use them as you would with any other sheet flooring.

● Existing floor must be able to support the anticipated loading requirements and the structural properties of polyonyx+® should be taken into account.

● Sheets should be laid out in a pattern that is pleasing to the eye and requires the minimum amount of cutting.

● polyonyx+® has two surface textures. It is important to have the sheets oriented with the rougher side or the smoother side up depending on the owner’s wishes and anticipated use.

● Composite deck or trim screws work very well with this product depending on the subflooring.

Testing should be done to determine if the screw heads will pull down flush with the sheet surface. If not, standard woodworking screws can be used in conjunction with a combination drill/countersink bit to provide a smooth surface. Care should be taken to ensure that screw heads aren’t driven all the way through the material. 45 screws per sheet is recommended, however the installer must determine what works best in their particular installation.

● In high heat situations (over 100º), some warping/buckling may occur. If temperature extremes are a possibility, we recommend increasing the number of screws used to attach the floor.

● A space of 1/16” should be placed between sheets on their sides and end. A good way to provide this even spacing is by using a penny between the sheets.

● polyonyx+® should be cut only with a fine tooth blade using a track saw and guide. Any curves should be cut using a rotary tool, such as a router.

● Any raised edges should be protected from wear by the use of a steel or aluminum transition piece.

● polyonyx+® can be painted with any latex paint if required. However, it is inherently black and should not need paint unless a color other than black is required.

● Petroleum based products should not be used to clean the floor. Simple detergent and water are all that should be required.

● Placing heat-generating equipment (e.g., hazers, etc.) directly on the surface for an extended period of time may cause warping. It is recommended that some sort of insulation be placed between polyonyx+® and such equipment.

Bid Option 2: Removal of hardboard, dispose, furnish and install hardboard product to match existing floor.

Materials:

● 4x8 Sheets of ¼” double-tempered hardboard. Do not use single-tempered sheets as they will almost certainly warp over time.

● 4-6mm clear plastic sheeting.

● Acrylic-latex primer (color doesn’t matter, typically white). Recommended products include Kilz or

Zinser interior water-based primer.

● Rosco Tough Prime Black, or equal finish paint.

● Clear water-based sealant. Recommended products include Rosco Clear Flat Acrylic or equal.

● 16ga Pneumatic straight brad nailer and 1¼” – 2” nails

Installation:

● Store the sheets of hardboard on the stage for several days immediately after delivery. You want them to acclimate to the space.

● Remove and discard current hardboard system and all associated fasteners.

● Go over the entire stage floor to get rid of any hardware like nails or drywall screws that may have been left behind/snapped off from previous scenery pieces.

● Lay out the sheets of hardboard and paint all of them on one face with an acrylic-latex primer.

The sheets may curl or warp as they dry, but this is not a concern.

● Once the primer is fully cured flip the sheets over and paint them on what will be the top side and on the edges with black paint. Allow to fully cure before handling.

● Give the stage one last, thorough sweeping to get rid of dust, debris, and hardware so the hardboard sheets will lay perfectly flat.

● Snap a chalk line on the existing stage floor between the back of the proscenium arch legs left and right. Then snap a line that runs all the way upstage-downstage on centerline. These two lines will serve as guides for laying out the sheets of hardboard. When it is all done, the resulting layout will give you a centerline and plasterline to reference via the seams between sheets (great for blocking, scenery placement and lighting focus.)

● Roll out the plastic sheeting left-to-right as an underlayment to the hardboard. Overlap the plastic sheets by a few inches and use minimal amounts of masking tape to keep them together and in place. This will serve as a vapor barrier between the stage floor and hardboard, prolonging the life of the hardboard. It will also catch any paint that seeps between the hardboard sheets when painting so it does not build up on the stage floor below.

● Starting downstage center, at the intersection of your chalk lines, lay out the sheets of hardboard going up one side of centerline, then along the upstage side of plasterline out to the left and to the right towards the wings.

● Provide a 1/16” minimum gap at all sides of each sheet

● Nail the sheets down with 16ga.

● Let the floor acclimate for another 24 hours before taking the next step. Keep anyone from using the stage or even walking across it to keep it clean, because there’s more painting to do. If you come back the next day and some sheets have puckered, use just one brad nail in the middle of the bump to put it back down. Keep your use of extra nails to a minimum.

● Paint the entire stage floor again with black paint. This coat should take less paint than the primer coat. Allow a full 24 hours before finishing.

● Finally Roll out a coat of clear sealant to really protect the color and the hardboard sheets themselves. Again, give it 24 hours before anyone even thinks about walking across the stage.

Otsego Public Schools Invitation to Bid:

The High School Performing Arts Center Stage Floor Replacement

Official Bid Form

We, the undersigned in compliance with the specifications will provide the Materials and installation as specified for the bid amount listed below. We acknowledge that we have read and understand the specifications and hereby submit our bid in accordance with the terms and conditions of the bid specifications:

Bid Option 1: Removal of hardboard, dispose, furnish and install new polyonyx floor.

Materials $____________________________

Installation $____________________________

Total Bid $_____________________________

Bid Option 2: Removal of hardboard,dispose, furnish and install hardboard product to match existing floor.

Materials $____________________________

Installation $____________________________

Total Bid $_____________________________

Warranty Information:________________________________________________________________

I hereby certify that I am authorized to sign as a Representative for the Firm:

Name: _________________________________________________________

Title: _________________________________________________________

Firm: _________________________________________________________

Address: ________________________________________________________

City, State, Zip _________________________________________________________

Signature: _________________________________________________________

Email Address: _________________________________________________________

Telephone: __________________________ Fax: __________________________

Affidavit of Bidder - Familial Relationships Form

The undersigned, the District or authorized officer of ________________________ (the “Bidder”), pursuant to the familial disclosure requirement provided in the Otsego Public School District (the “School District”) advertisement for service Bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the bidder(s) or any employee of the School District, and any member of the Board of Education of the School District or the Superintendent of the School District.

List any familial relationships:____________________________________________________________

_______There is no familial relationship that exists between the owner and any employee of the bidder and any member of the OtsegoPublic Schools Board of Education or the Superintendent of Otsego Public Schools. (check if none)

Bidder’s Firm Name____________________________________ By (Signature) _________________________________________ Printed Name & Title ___________________________________

Subscribed and sworn to by before me on the ____ day of ____________.

Signature____________________________________________ Printed Name___________________________________________ Notary public, State of Michigan, County of Acting in the County of ______________ S al: My commission expires___________________________________

BOARD OF EDUCATION

Jay Petty, President Becky Gross, Vice President Scot Reitenour, Secretary Rodger Gibson, Treasurer Amy Stender, Trustee Shannon Goodwin, Trustee Lisa Imus, Trustee Jeff Haase, Superintendent

CERTIFICATION OF COMPLIANCE – IRAN ECONOMIC SANCTIONS

ACT Michigan Public Act No. 517 of 2012

The undersigned, the owner, or authorized officer of the below-named company (the “Company”), pursuant to the compliance certification requirement provided in the Otsego Public School’s Request For Bid (the “RFP”), hereby certifies, represents, and warrants that the Company (which includes its officers, directors and employees) is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event the Company is awarded a contract by the Southfield Public Schools as a result of the aforementioned RFP, the Company is not and will not become an “Iran Linked Business” at any time during the course of performing any services under the contract.

The Company further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the Otsego Public School’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for bid for three (3) years from the date the it is determined that the person has submitted the false certification.

Name of Company

Name and Title of Authorized Representative

Signature

Date

Appendix A