RFP # 26-003 - Refinishing of Gymnasium Floors - Full Packet.pdf

Kayla Quirk Craig Enos Business & Procurement Manager Executive Director of Finance

Warwick Public Schools Finance Department

69 Draper Avenue Warwick, Rhode Island 02889

The following notice is to appear on the Rhode Island Purchasing Group (BidNetDirect) on Wednesday, August 13th, 2025.

Documentation can be found at: bidnetdirect.com/rhode-island/warwickschools

WARWICK PUBLIC SCHOOLS

BIDS REQUESTED FOR

RFP # 26-003 - Refinishing of Gymnasium Floors

Specifications Warwick Public Schools has partnered with the Rhode Island Purchasing Group for all solicitations. To register at no charge, simply follow the registration path and select the "Limited Access" option which will provide you with automatic e-mail notification at no charge. This option will alert you anytime you match with new bidding opportunities from Warwick Public Schools, as well as with any other participating agencies. If you are already registered as a vendor on this system, you do not need to register again. We hope you find this service useful in expanding your visibility to the broad array of bid opportunities from the growing number of agencies that are part of the Rhode Island Purchasing Group.

If you need help registering, please call BidNet’s Support Department at 800-835-4603, Option 2.

All bidding documents, as well as any posted communications, and addendums, can be found on our BidNet Direct page. Please contact the Purchasing Department at Warwick Public Schools if you have any further questions.

Pre-Bid Site Visit There will be a mandatory pre-bid meeting to walk through the bid sites on Monday, August 18th, 2025 at

9:00 AM.

The site visit will begin at Pilgrim High School (111 Pilgrim Parkway, Warwick, RI 02888) and will continue to all sites in the following order: Pilgrim High School, Warwick Veterans Middle School, Winman Middle School, and finishing at Toll Gate High School.

http://bidnetdirect.com/rhode-island/warwickschools http://bidnetdirect.com/rhode-island/warwickschools

Submissions All bids should be submitted electronically through BidNet Direct, and the file should be named “Company Name_Bid # 26-003”. No bids will be accepted via email or by mail unless otherwise requested in submission notes. Bids will be received by the Purchasing Department no later than 3:00 PM, on Tuesday, August 26th, 2025. Bids will be opened publicly and read aloud at the Administrative Offices, 69 Draper Avenue, Warwick, RI, 02889 – Room 204 at this specified date and time.

Awards Awards will be made based on the lowest evaluated or responsive bid price. The purchase of goods and/or services under an award made according to this RFP will be contingent on the availability of appropriated funds. The District reserves the right to reject any and all proposals, to waive any informality in the proposals received, and to accept the proposal deemed most favorable to the interest of the District.

Questions Please direct questions related to the bidding process, how to fill out forms, and how to submit a bid to the Purchasing Department.

● Email: kayla.quirk@warwickschools.org

● Phone: 401-734-3035

Please submit all questions related to the specifications outlined through the BidNet Direct platform. All vendor questions will have answers posted publicly on the solicitation page, for all bidders to review.

Questions related to this solicitation will be accepted on the BidNet Direct bidding platform until 3:00 PM on Friday, August 22nd, 2025.

Thank you, Kayla Quirk

Business & Procurement Manager

Warwick Public Schools

69 Draper Avenue, Warwick, Rhode Island 02889 401-734-3100 | www.warwickschools.org

WARWICK PUBLIC SCHOOLS DO NOT DISCRIMINATE ON THE BASIS OF AGE, SEXUAL ORIENTATION, RACE, RELIGION, NATIONAL ORIGIN, COLOR, OR DISABILITY IN ACCORDANCE WITH APPLICABLE LAWS AND REGULATIONS mailto:kayla.quirk@warwickschools.org http://www.warwickschools.org

WARWICK PUBLIC SCHOOLS

REQUEST FOR PROPOSALS

RFP # 26-003 - Refinishing of Gymnasium Floors

Warwick Public Schools is committed to the concept of performance bids. All vendors are encouraged to submit bids that conform to the stated specifications, as well as, suggest deviations from the specifications, which in the vendor's opinion would be beneficial to the District in terms of price and performance. The District reserves the right to accept or reject any bid under these terms.

I. INSTRUCTIONS TO BIDDERS

Bids must be typed or clearly printed in ink and signed by a duly authorized representative of the firm submitting the bid.

All bids should be submitted electronically through BidNet Direct, and the file should be named “Company Name_Bid # 26-003”.

Bids must be received by Warwick Public Schools no later than 3:00 PM, on Tuesday, August 26th, 2025.

II. CONDITIONS APPLICABLE TO BIDS

Applicable Laws: The Ordinances and Charter of the City and laws of the State of Rhode Island concerning competitive bidding, contracts, and purchases will be employed.

Taxes: Warwick Public Schools is exempt from the State of Rhode Island Sales Tax. Prices should not include tax.

Tariffs: Changes in price (increase or decrease) resulting directly from a new or updated federal tariff, excise tax, or duty, must be noted in your proposal. Any tariffs imposed after contract award may be adjusted during the contract period or before delivery into the United States via a contract amendment.

If the bidder elects to deviate from the specifications stated; all exceptions or other changes must be clearly noted.

The District reserves the right to reject any and all bids, waive informalities or defects in bids, or accept such bids as it deems to be in the best interest of Warwick Public Schools.

The District does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services.

III. PROJECT OVERVIEW AND TIMELINE

RFP Release Date: Wednesday, August 13th at 2:00 PM

Mandatory Pre-Bid Meeting: Monday, August 18th at 9:00 AM

Question Deadline: Friday, August 22nd by 3:00 PM

Bid Opening: Tuesday, August 26th at 3:00 PM

Warwick Public Schools is requesting proposals for gymnasium floor refinishing for our Secondary Schools:

1. Pilgrim High School - 111 Pilgrim Parkway, Warwick, RI 02888

2. Warwick Veterans Middle School - 2401 West Shore Road, Warwick, RI 02888

3. Winman Middle School - 575 Centerville Road, Warwick, RI 02886

4. Toll Gate High School - 575 Centerville Road, Warwick, RI 02886

The work includes a thorough cleaning, light sanding, and refinishing of gymnasium floors at the locations listed above.

IV. PROJECT SPECIFICATIONS

All proposals should follow the below specifications:

1. The contractor shall provide all labor, materials, equipment, etc. necessary for the completion of this project.

2. Each gymnasium floor needs the following: a thorough cleaning, light sanding, complete dust removal, and at least one finishing coat.

3. The finish shall match the existing floor finish, ensuring proper inter-coat adhesion. The materials used must be compatible with the existing floor and manufacturer recommendations.

4. Material deliveries and installation schedules shall be coordinated with the Facilities Department at Warwick Public Schools prior to any shipments or work.

5. All interested bidders are required to attend the mandatory site visit in order to familiarize themselves with the existing conditions, dimensions, and project requirements.

V. PRE-BID MEETING

There will be a mandatory pre-bid meeting to walk through the bid sites on Monday, August 18th, 2025 at

9:00 AM.

The site visit will begin at Pilgrim High School (111 Pilgrim Parkway, Warwick, RI 02888) and will continue to all sites in the following order: Pilgrim High School, Warwick Veterans Middle School, Winman Middle School, and finishing at Toll Gate High School.

VI. PROPOSAL REQUIREMENTS

1. Prevailing Wages and Certified Payroll are required. Current rates may be viewed on the Department of Labor and Training website. Please see the attached Notice for Bidders for more information.

2. Completed Bid Form and updated W-9 with all necessary signatures.

3. Cost Proposal - The Bid Form will include a section for the Cost Proposal for the total bid prices.

Please also attach your own quote/summary of work where the price breaks down all associated costs for this project, such as labor, installation, and materials per location, etc.

4. Proposals should include a timeline with proposed start and completion dates for the project.

Once awarded, contractors are expected to provide a detailed schedule of work to the Facilities Department one week prior to the start date.

5. Please include Material Safety Data Sheets for all products being used for this work.

6. Required licenses and certifications to complete all work requested in this solicitation. Including, but not limited to, Liability Insurance, and Workers’ Compensation.

VII. PAYMENT & CONTRACT TERMS

Invoices are accepted upon delivery inspection and acceptance of all materials.

Final invoices are accepted upon completion and acceptance of all work.

Payments may take up to 45 days to process from the date of invoice.

The contractor shall begin contractual work only after receiving a Warwick Public School Purchase Order and acknowledgment from District Staff that the Contractor may begin.

VIII. QUESTIONS

Please submit all questions related to the specifications outlined through the BidNet Direct platform. All vendor questions will have answers posted publicly on the solicitation page, for all bidders to review.

Questions related to this solicitation will be accepted on the BidNet Direct bidding platform until 3:00 PM on Friday, August 22nd, 2025.

https://dlt.ri.gov/regulation-and-safety/prevailing-wage

RFP # 26-003 - Refinishing of Gymnasium Floors

PLEASE COMPLETE THE FOLLOWING PAGES AND SUBMIT WITH YOUR PROPOSAL.

FAILURE TO DO SO WILL RESULT IN AUTOMATIC REJECTION.

I. BID FORM

The undersigned as a bidder on the indicated project declares that this proposal in all respects is fair and made without collusion with any other person, firm, or corporation proposing this work, and that the bidder has carefully examined the specifications and proposes and agrees, if this proposal is accepted, that the said bidder will contract with the Warwick School Committee to furnish all materials specified in the manner and time herein stated.

The only persons or parties interested as principals in this proposal, other than the one whose signature is affixed hereto are to be listed here as follows. List any member of your organization who is an employee of the Warwick Public Schools and who has a five percent (5%) or greater ownership of stockholding in your company. If there are none, state the fact. This includes any intention for subcontracting and must be so signified.

Name Address

Name Address

In submitting this bid it is understood that the right is reserved by the Warwick Public School Department to waive any informalities in or to reject any bids in part or in whole, and it is agreed that this bid may not be withdrawn for sixty (60) days from the date due. The Warwick School Committee further reserves the right to award a contract in part or whole and accept the proposal deemed most favorable to the interest of the District.

Solicitation Number

Company Name

Representative

Mailing Address

Telephone

E-Mail Address

Authorized Signature & Title

Tax ID Number

Each bidder is required to complete this inquiry form as part of your bid submission, regardless of past projects completed at the Warwick Public Schools.

A minimum of three contracts that were performed recently of a similar nature with the following details.

Name: Address:

Value of Contract: Completion Date:

Contact Person at Job:

Detail of contract performed:

Name: Address:

Value of Contract: Completion Date:

Contact Person at Job:

Detail of contract performed:

Authorization to investigate is hereby granted to Warwick Public Schools officials by:

Name & Title

Company

Signature

Bank Reference

Contact Person at Bank

Name: Address:

Value of Contract: Completion Date:

Contact Person at Job:

Detail of contract performed:

Acknowledgment of Addendums - please include the addendum reference number (if applicable), and sign off to confirm.

Addendum Number

Addendum Number

Addendum Number

Addendum Number

Signature

II. COST PROPOSAL FORM

The following cost proposal should include the total per site location listed, as well as a grand total of all four (4) job sites. The pricing submitted should include everything necessary to complete the project, such as labor, materials, equipment, etc. Please include an additional attachment where all pricing is broken down in more detail.

COST PROPOSAL FORM

RFP # 26-003 - Refinishing of Gymnasium Floors

ITEM # ITEM DESCRIPTION BID PRICE

1 Pilgrim High School

2 Warwick Veterans Middle School

3 Winman Middle School

4 Toll Gate High School

5 Grand Total Bid Price (All 4 Schools)

III. CERTIFICATION & WARRANT FORM

All proposals shall contain a certification and warrant that they comply with all relevant and pertinent statutes, laws, ordinances, and regulations, in particular, but not limited to Chapter 16 - Conflicts of Interest, of the Code of Ordinances of the City of Warwick. Any proven violation of this warranty and representation by a bidder at the time of the bid or during the course of the contract, including, but not limited to negligent acts, either directly or indirectly through agents and/or sub-contractors, shall render the bidder’s contract terminated and the bidder shall be required to reimburse the Warwick School Department for any and all costs incurred by the District, including reasonable attorney fees, to prosecute and/or enforce this provision.

Signature Date

Company Name

III. AWARD AND CONTRACT

WARWICK PUBLIC SCHOOL, acting as duly authorized through its Purchasing Coordinator/Finance Director/Superintendent, accepts the above bid and hereby enters into a contract with the above party to pay the bid price upon completion of the project or receipt of the goods unless another payment schedule is contained in the specifications. All terms of the specifications, both substantive and procedural, are made terms of this contract.

DATE:_________________________________ _______________________________________

Bid # 26-003 Procurement Manager

WARWICK PUBLIC SCHOOLS

GENERAL NOTICE TO ALL BIDDERS

The IRS Form W-9 is available on the IRS website and is included within your bid packet. This form should be completed and submitted with the bid if the bidder falls under IRS requirements to file this form.

All bids should be typed. If there is a correction with whiteout, the bidder should initial the change.

Any deviation from the specifications must be noted in writing and attached as part of the bid proposal.

The bidder should indicate the item or part with the deviation and indicate how the bid will deviate from specifications.

Bids received prior to the time of the opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a bid not properly addressed and identified.

Once the date and time specified for the bid opening has passed, no other bids will be accepted and any such bid will be deemed late and result in automatic disqualification.

Negligence on the part of the bidder in preparing the proposal confers no rights for the withdrawal of the proposal after it is open.

The contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap for any position for which the employee or applicant is qualified and in the event of non-compliance the District may declare the contractor in breach and take any necessary legal recourse including termination or cancellation of the contract.

A bidder filing a bid thereby certifies that no officer, agent, or employee of Warwick Public Schools has a pecuniary interest in the bid or has participated in contract negotiations on the part of the District, that the bid is made in good faith without fraud, collusion, or connection of any kind with any other bidder for the same call for bids, and that the bidder is competing solely in their behalf without connection with, or obligation to, any undisclosed person or firm.

All proposals submitted become the property of Warwick Public Schools and the City of Warwick and will not be returned. If the company intends to submit confidential or proprietary information as part of the proposal, any limits on the use or distribution of that material should be clearly delineated in writing. This information should be submitted in a sealed envelope, clearly labeled confidential, and where it should be submitted in the response. Please be advised of the Freedom of Information Act as it may pertain to your submission.

For a bid to be awarded to a corporation, limited liability company, or other legal entity, prior to commencing work under the awarded bid, that corporation, company, or legal entity may be required to provide to the Purchasing Department a Certificate of Good Standing dated no more than thirty (30) days before the date upon which the bid approval was made.

If required, the successful bidder will provide a Certificate of Good Standing within ten (10) calendar days after notification or the District reserves the right to rescind said award.

https://www.irs.gov/pub/irs-pdf/fw9.pdf

Prices are to be held firm for one (1) year unless specified that the solicitation is for a one-time purchase.

Any active term contracts may be extended for one (1) additional term upon mutual agreement unless otherwise stated.

Prevailing Wages will apply for any construction, alteration, and/or repair services rendered for Warwick Public Schools. Current rates may be viewed on the Department of Labor and Training website.

The contractor must keep themself informed of and comply with all laws, ordinances, and regulations of the federal, state, and municipal governments which may apply and be in force during the life of the contract, in any manner that may impact employees or the conduct of the work or the materials used or employed in the project. Before submitting bids, prospective bidders should examine the terms, covenants, and conditions of all codes, permits, and laws that may apply. By submitting a bid, the bidder agrees to comply with all pertinent laws/regulations if awarded a contract.

Bid security in the form of a bank check, original bid bond, or certified check in the amount of ten (10) percent of the total bid price must be submitted with each bid. If a bid bond is submitted, it must be duly executed by the bidder as principal and having as surety thereon a surety company licensed to do business in the State of Rhode Island and approved by the owner.

The successful bidder must furnish a performance and payment bond in the amount of 100 percent of the total bid price.

The contractor must carry sufficient liability insurance and agree to indemnify the District against all claims of any nature, which might arise as a result of his operations or conduct of work. Failure to provide adequate insurance coverage within the specified duration of time as set forth is a material breach of contract and grounds for termination of the contract.

The successful bidder must provide Warwick Public Schools with an original Certificate of Insurance for General, Automotive, and Professional Liability in a minimum amount of $1 million, naming Warwick Public Schools as the additional insured and so stated on the certificate with the bid name and bid number. It is the vendor’s responsibility to provide the District with an updated Certificate of Insurance upon expiration of the original certificate.

Warwick Public Schools is exempt from the payment of the Rhode Island Sales Tax under the 1956 General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.

The Finance Department, on behalf of Warwick Public Schools, reserves the right to reject any and all bids, to waive any minor deviations or informalities in the bids received, and to accept the bid deemed most favorable to the interest of the District.

Warwick Public Schools reserves the right to terminate the contract or any part of the contract in the best interests of the District, upon 30-day notice to the contractor. The District will incur no liability for materials or services not yet ordered if it terminates in the best interests of Warwick Public Schools. If the District terminates after an order for materials or services has been placed, the contractor will be entitled to compensation upon submission of invoices and proper proof of claim, in that proportion which its services and products were satisfactorily rendered or provided, as well as expenses necessarily incurred in the performance of work up to the time of termination.

No extra charges for delivery, handling, or other services will be honored. All claims for damage in transit will be the responsibility of the successful bidder. Deliveries must be made during normal working hours unless otherwise agreed upon.

https://dlt.ri.gov/regulation-and-safety/prevailing-wage

All costs directly or indirectly related to the preparation of a response to this solicitation, or any presentation or communication to supplement and/or clarify any response to this solicitation that may be required or requested by Warwick Public Schools will be the sole responsibility of and will be borne by the respondent.

If the respondent is awarded a contract in accordance with this solicitation and fails or refuses to satisfy fully all of the respondents’ obligations thereunder, Warwick Public Schools will be entitled to recover from the respondent any losses, damages, or costs incurred by the District as a result of such failure or refusal.

Warwick Public Schools reserves the right to award in part or full and to increase or decrease quantities in the best interest of the District and will be contingent on the availability of appropriated funds.

Any quantity reference in the bid specifications are estimates only and do not represent a commitment on the part of Warwick Public Schools to any level of billing activity. It is understood and agreed that the official purchase order will cover the actual quantities ordered during the contract period.

Warwick Public Schools reserves the right to rescind the award for non-compliance to bid specifications.

The successful bidder must adhere to all City, State, and Federal Laws, where applicable.

Warwick Public Schools, in addition to soliciting bids in response to this posting, may consult, consider, and make an award for any and all open bid offers for a comparable unit as sought herein at the following websites:

RI State MPA: www.ridop.ri.gov NASPO: www.naspo.org MHEC (Massachusetts Higher Education Consortium): www.mhec.net Sourcewell: www.sourcewell-mn.gov Omnia Partners: www.omniapartners.com http://www.ridop.ri.gov http://www.naspo.org/ http://www.mhec.net http://www.sourcewell-mn.gov http://www.omniapartners.com