RFP 2025-24 ~ Bottle Filling Station Installations.pdf

North Kingstown School District RFP: Bottle Filling Station Installations

RFP Number: 2025-24

1.0 RFP OVERVIEW

1.1 Company Description

The North Kingstown School District, herein referred to as “The District” is a K-12 public school district supporting North Kingstown, Rhode Island.

1.2 Purpose of the RFP

The District is seeking proposals from qualified vendors to rip out and replace existing traditional water fountains at six (6) district schools and replaced them with water fountain/bottle filling stations of appropriate size, capacity and durability

1.3 General Conditions

1.3.1 This RFP is not an offer to contract. Acceptance of a proposal neither commits The District to award a contract to any Vendor, even if all requirements stated in this RFP are met, nor limits our right to negotiate in our best interest. We reserve the right to contract with a vendor for reasons other than lowest price. We will thoroughly examine each proposal for best price, product quality, performance measures, flexibility, and customer support.

1.3.2 Proposals are to be made in good faith, without fraud, collusion, or connection of any kind with any other contractor for the same work. All bidders must complete in their own interest and on their own behalf. If you are subcontracting any portion of this agreement, you must identify the subcontractor in your proposal and agree that all subcontractors are bound to all terms and conditions of this RFP.

1.3.3 The Vendor will absorb all costs incurred in the preparation and presentation of the proposal.

1.3.4 All Vendors who submit proposals will be notified of the results of the selection process.

1.3.5 The District reserves the right to reject any or all proposals, in whole or in part, with or without cause, even if all the stated requirements are met. In addition, The District may enter into negotiations with one or more entities simultaneously and award a contract without notification. At the sole discretion of The District, bidder presentations may be requested before award of the contract. The District may also

RFP Number: 2025-24 request the opportunity to speak with other customers of the vendor submitting the bid for references and assess level of experience in executing the required services.

1.4 Proposal Effective Period

Vendors should state in writing that all furnished information, including prices, will remain valid for 90 days from the date their proposal is received by The District.

2.0 VENDOR INSTRUCTIONS

Any changes in deadlines will be communicated to all Vendors email. We reserve the right to disqualify any vendor that does not comply with these deadlines.

Bidders are strongly encouraged to visit, observe and measure the sites for service as there will be no softcopy floor plans distributed of the schools to be serviced. Bidders visiting the school sites must be escorted by a school district employee when inspecting the areas for service.

2.1 RFP Schedule

Activity Date/Time

RFP Released Friday, August 15

Site Tour Friday, August 22, 2:00 PM

Deadline for questions Tuesday, August 26, 2:00pm

Q&A Addenda Issued Monday, August 11

Proposal Submission Deadline Friday, August 29, 2025 2:00pm

Anticipated date of Project Award Friday, Sept 12

RFP Number: 2025-24

2.2 Vendor Questions and RFP Addenda

2.2.1 Questions regarding the content of or schedule for the RFP must be submitted via the BidNet Direct Online Bidding according to the above RFP schedule provided in

Section 2

2.2.2 The District will post answers to all Vendor questions, as noted in that schedule.

In the event that modifications or additions to the RFP become necessary, vendors will be notified via BidNet.

2.3 Proposal Format and Submission Requirements

2.3.1 Proposals are to be organized in the following format:

2.3.1.1 Section 1: Executive Summary. The one-page maximum executive summary is to briefly describe the vendor’s proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the Proposer. The reader should be able to determine the essence of the proposal by reading the executive summary.

2.3.1.2 Section 2: Vendor Information. Proposers must provide in-line responses to all requirements outlined in RFP Section 3.3 - Vendor Information.

2.3.1.3 Section 3: Response to RFP Requirements. Proposers must provide in-line responses to all requirements outlined in Section 3.

2.3.1.4 Section 4: Pricing. Proposers must attach a formal company quote to the last page. Additional vendor sales quotes, hardware details, or other pricing material may be included in this section. Pricing will include product and installation, as well as any other needed attachments. Shipping is to be included in the pricing.

2.3.1.5 Section 5: Additional Information. Proposers may include additional information regarding their products and services in this section.

2.3.2 Bid Submission Requirements

Two (2) printed copies of the proposal must be submitted in an envelope

RFP Number: 2025-24 clearly marked: “RFP – 2025-22 Floor Finishes”. Mail or deliver sealed bid proposals to the following address by the date and time identified in the schedule in Section 2.1.

North Kingstown School Department 100 Romano Vineyard Way, Suite 120 North Kingstown, RI 02852

Attn: Rob Mezzanotte, Asst Superintendent of NKSD Ref: RFP 2025-24, Bottle Filling Station Installations

2.3.3 Bid Evaluation

2.3.3.1.1 The District contemplates awarding the lowest price, technically acceptable vendor proposal. To determine whether proposals are technically acceptable:

2.3.3.1.2 The District will determine whether each proposal is complete

2.3.3.1.3 The solution specified in the proposal meets the technical needs of

The District and offers the most value to the schools

2.3.3.1.4 Whether it is responsive to all requirements established in the RFP and addenda.

2.3.3.1.5 Whether the proposing vendor maintains and has submitted documentation of applicable certifications from Manufacturer(s) selected.

2.3.3.1.6 Whether references related to past performance are favorable.

2.3.3.1.6.1 With regard to references, vendors are free to submit references they wish The District to consider; however, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years. Proposals not deemed technically acceptable may be eliminated from consideration

2.3.3.2 The District may choose to seek clarifications from vendors with regard to their proposals.

2.3.3.2.1 All responses to requests for clarifications will be provided in writing by email to Assistant Superintendent Robert Mezzanotte at

“robert_mezzanotte@nksd.net”. Incomplete or unclear responses may result in a proposal being deemed technically unacceptable. However, The District reserves the right to make a selection without requesting clarification. Additionally, The

District may not necessarily seek clarifications from all vendors submitting proposals.

2.3.3.3 Any contract awarded under this RFP is subject to funding, and approval by the School Committee. The District reserves the right to make no awards under this RFP.

3.0 REQUIREMENTS

3.1 Background

3.1.1 Six (6)schools within the North Kingstown School District require the traditional water fountains to be removed and replaced with a combination water fountain/bottle filling station. One of these six schools (Forest Park Elementary) requires the installation of a brand new unit that is not currently in place.

These schools, and the number of units they require to be ripped and replaced are:

a. Quidnessett Elementary 9 units

b. Forest Park Elementary - 1 rip and replace, 1 brand new install

c. North Kingstrown High School - 15 units

d. Stony Lane - 9 units

e. Davisville Middle School - 5 units

f. Davisville Academy & Early Learning Center - 3 units

TOTAL 42 units

NOTE: The above list is the order of installation the successful bidder will be installing the units

3.1.2 A site visit on the designated day and time is strongly encouraged by all bidders in order to produce the most accurate bid possible. All these units are not the same. There are single, low mount, ADA compliant units in the elementary schools.

There are low level, flush-mount units in the gymnasiums. There are some dual-level

ADA compliant units in all schools. There are single level, ADA compliant units that are necessary.

3.1.3 All units should be durable (no exterior plastic components) and ADA compliant. As an example, this ELKAY unit pictured here has all steel external construction and is ADA compliant.

3.2 Scope of Services / Product

Vendor will provide services at each school site in accordance with the below descriptions:

3.2.1

• Protection - The successful bidder will furnish and install all necessary temporary protections in the area(s) under construction as well as any adjacent building structures, wall or flooring surfaces or related nearby components.

• Remove & dispose of all plumbing fixtures being replaced.

• Provide & Install: The successful bidder will furnish and install all necessary parts components and products required to complete this project.

3.3 Vendor Information

3.3.1 Company Background Information

• Legal name of the company

• Number of years in business

• Headquarters location address, phone number, website

• Company type

• Number of employees

• Tax ID number

3.3.2 Company Experience and References

3.3.2.1 Please describe the product/market differentiators that distinguish you in the industry and make you capable of competing for this project.

3.3.2.2 Please provide project details for at least two (2) projects of similar size and scope to that requested by The District. Project details should include:

3.3.2.3 Deployment date and period of performance

3.3.2.4 Overview of project performance, including successes, challenges, etc.

3.3.2.5 Vendors are free to submit references they wish The District to consider. However, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years.

3.3.3 Vendor/Subcontractor Information

The vendor and subcontractors of the vendor will maintain at their own expense during the term of this contract, the following insurances:

3.3.3.1 Workers' Compensation Insurance with Rhode Island statutory limits and Employers Liability Insurance with a minimum limit of

$100,000 each accident for any employee.

3.3.3.2 Comprehensive/Commercial General Liability Insurance with a combined single limit of $1,000,000 each occurrence for bodily injury and property damage.

3.3.3.3 Automobile Liability Insurance covering all owned, hired, and non-owned vehicles with a minimum combined single limit of $1,000,000 each accident for bodily injury and property damage.

3.3.3.4 Insurance companies, named insurers and policy forms shall be subject to the approval of The District. Insurance policies shall not contain endorsements or policy conditions which reduce coverage provided to The District. Vendor and any subcontractors shall furnish The District Project Coordinator with certification of insurance evidencing such coverage and endorsements at least ten (10) working days prior to commencement of services under this contract.

3.3.4 Minority/Women Business Enterprise

In accordance with RI Gen. Law § 37-14.1-1, it is the policy of the State of Rhode Island to support the fullest possible participation of firms owned and controlled by minorities (MBEs) and women (WBEs). Pursuant to §§ 37-14.1-2 and 37-14.1-6, MBEs and WBEs shall be included in all state purchasing, including, but not limited to, the procurement of goods, services, construction projects, or contracts funded in whole or in part with state funds, or funds which, in accordance with a federal grant or otherwise, the state expends or administers.

MBEs and WBEs shall be awarded a minimum of fifteen percent (15%) of the dollar value of the entire procurement or project. MBE participation credit shall only be granted for firms duly certified as MBEs or WBEs by the State of Rhode Island, Department of Administration, Office of Diversity, Equity and Opportunity, MBE Compliance Office (MBECO). The current directory of firms certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php or by contacting MBECO at

(401) 574-8670

4.0 EVALUATION PROCESS

The District contemplates award to the lowest priced, technically acceptable vendor proposal. To determine whether proposals are technically acceptable, The District will determine whether each proposal is complete; whether it is responsive to all requirements established herein; whether the proposing vendor maintains and has submitted documentation of applicable certifications from Manufacturer(s) selected;

and whether references related to past performance are favorable.

With regard to references, vendors are free to submit references they wish The District to consider. However, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years.

Proposals not deemed technically acceptable may be eliminated from consideration

The District may choose to seek clarifications from vendors with regard to their proposals. All responses will be provided in writing, and incomplete or unclear responses may result in a proposal being deemed technically unacceptable. However, The District reserves the right to make a selection without requesting clarification. Additionally, The District may not necessarily seek clarifications from all vendors submitting proposals.

Any contract awarded under this RFP is subject to funding, and approval by the School Building Committee. The District reserves the right to make no awards under this RFP.

Each vendor proposal will be reviewed and scored using the following criteria and maximum point values per topic:

Criteria Available points Points awarded

Meets technical requirements 30

Pricing 35

Past project experiences 25

References 10