RFP_Verellen_Gym_Flooring.pdf

ESSEXVILLE-HAMPTON PUBLIC SCHOOLS

303 Pine Street, Essexville, MI 48732

REQUEST FOR PROPOSAL (RFP)

Verellen Elementary School – Gymnasium Flooring Replacement

Key Dates

Milestone Date

RFP Issue Date October 8, 2026

Mandatory Site Walkthrough October 14, 2026 1:00pm

Verellen Elementary Gymnasium

612 W Borton Rd, Essexville, MI 48732

Proposal Submission Deadline October 23, 2026 2:00pm

Anticipated Board Award As soon as possible following proposal due date

Anticipated Notice to Proceed To be determined in conjunction with winning bidder

Substantial Completion Deadline To be determined in conjunction with winning bidder

INVITATION TO BID – Verellen Gym Floor

Essexville-Hampton Public Schools (E-HPS) is soliciting proposals from qualified, licensed flooring contractors to remove the existing gymnasium flooring and furnish and install a new synthetic sports flooring system at Verellen Elementary School, 612 W Borton Rd, Essexville, MI 48732

Bids shall be submitted in accordance with this RFP. Sealed bids will be received by mail at the office of:

Essexville-Hampton Public Schools

303 Pine St, Essexville MI 48732

Attention: Eric Debo, Director of Operations (SEALED BID-VERELLEN GYM

FLOORS)

The outside of the submitted bid envelope must clearly state “SEALED BID-VERELLEN GYM

FLOORS”.

Bids must be received no later than 2:00 PM, October 23, 2026. Faxed and/or emailed bids will not be accepted. Late proposals will not be considered regardless of cause for delay.

Questions from bidders shall be submitted in writing to Eric Debo at deboe@e-hps.net.

Bids will be opened publicly at 2:15 PM, October 23, 2026 at the address noted above.

Bids must remain valid for a period of sixty (60) days after the bid opening.

Essexville-Hampton Public Schools Board of Education reserves the right to accept or reject any and all bids, either in whole or in part, to waive any informalities or irregularities therein, or to award the contract to other than the Bidder(s) submitting the best financial bid (low bidder), in its sole and absolute discretion. The bidder, in submitting his/her bid, agrees to accept the decision of the District as final.

All bidders shall complete the Iran Linked Business Disclosure Form in the Bid Proposal Form to comply with Public Act 517 of 2012. An “Iran Linked Business” is not eligible to submit a bid on a Request for Proposal with a public entity, including state agencies, school districts, community colleges, intermediate school districts, cities, villages, townships, counties, and public authorities.

The Act defines an Iran Linked Business as an individual or any entity, including all successors, parent companies, subsidiaries, and companies under common control, engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, including providing of products used to construct or maintain oil or liquefied natural gas pipelines.

mailto:deboe@e-hps.net

All bidders shall also complete the Familial Relationship Disclosure form to identify any relationship between the Bidder and members of the Board of Education or Superintendent of the

District.

1. Introduction and Purpose

Essexville-Hampton Public Schools (the “District”) is soliciting proposals from qualified, licensed flooring contractors to remove the existing gymnasium flooring and furnish and install a new synthetic sports flooring system at Verellen Elementary School, 612 W Borton Rd, Essexville, MI 48732 (the “Project”). The District intends to enter into a contract with the firm whose proposal is determined to be the most advantageous to the District, taking into consideration price, qualifications, experience, and proposed approach, as further described in this Request for Proposal (“RFP”).

This RFP is not an offer to contract. The District reserves the right to reject any or all proposals, to waive minor irregularities, and to negotiate with one or more respondents, in its sole discretion.

2. Background and Project Overview

The gymnasium at Verellen Elementary School currently has an existing VCT (vinyl composition tile) floor covering approximately 3,780 square feet. The District seeks to remove the existing flooring, prepare the substrate and slab, and install a new Tarkett Sports Indoor

Omnisports Multi-Use vinyl sports flooring system in the Blue Maple color/pattern, suitable for physical education, athletics, and general gymnasium use.

2.1 Existing Conditions

• Gymnasium floor area: approximately 3,780 square feet

• Existing flooring: VCT (vinyl composition tile), to be removed and disposed of

• Substrate: concrete slab – condition to be verified by contractor during site walkthrough

• Location: Verellen Elementary School gymnasium, 612 W Borton Rd, Essexville, MI

48732

Respondents are required to attend the site walkthrough (see Section 8) to verify existing conditions, slab flatness, and substrate condition prior to submitting a proposal.

3. Scope of Work

At a minimum, the selected contractor's scope of work shall include:

1. Removal and proper disposal of existing VCT flooring (approximately 3,780 sq. ft.).

2. Inspection of the concrete slab for flatness, with minor corrective leveling as needed to meet manufacturer installation tolerances.

3. Preparation of the substrate in accordance with the flooring manufacturer's specifications for installation of the new system.

4. Furnishing and installing a new Tarkett Sports Indoor Omnisports Multi-Use vinyl sports flooring system (or approved equal), in the Blue Maple color/pattern, installed with heat-welded seams per manufacturer specifications to create a seamless, multi-purpose playing surface suitable for physical education and athletic use.

5. Installation shall include all necessary adhesives, seam welding, and finishing per manufacturer specifications to ensure a fully sealed, durable playing surface.

6. Painting of gymnasium game lines, including basketball (BB) and volleyball (VB) court markings, and any other lines requested by the District.

7. Removal and reinstallation (or replacement) of vinyl wall base and floor transitions as needed to complete a finished installation.

8. All freight, delivery, and material handling associated with the project.

9. Site protection and dust/odor control measures during removal and installation to minimize disruption to the school building.

10. Final walkthrough, punch list completion, and closeout documentation, including manufacturer warranty information and maintenance/care instructions.

11. Site cleanup and removal of all debris, packaging, and surplus materials upon completion.

Respondents shall clearly identify the specific flooring system proposed (manufacturer, product name, specifications) and note any deviation from the base scope described above, including alternate systems proposed as an “approved equal.”

4. Applicable Codes and Standards

• Michigan Building Code (current adopted edition)

• Manufacturer installation specifications for the proposed flooring system

• Americans with Disabilities Act (ADA) Standards for Accessible Design, as applicable to transitions and thresholds

• Local municipal building and fire code requirements

• MIOSHA/OSHA safety requirements during construction

• Indoor air quality best practices for low-VOC/solvent-free materials, given installation in an occupied school building

5. Proposal Submission Requirements

Respondents must submit two (2) original hard copies of their propsal, including at minimum the following:

12. Cover Letter – signed by an authorized company representative.

13. Company Qualifications – firm history, relevant sports/synthetic flooring installation experience, and at least three (3) references from comparable school or municipal gymnasium flooring projects completed in the last five (5) years.

14. Proposed Flooring System – manufacturer specifications/cut sheets for the proposed system, including shock absorption rating, warranty terms, and maintenance requirements.

15. Project Approach – narrative describing proposed methodology, sequencing, and anticipated schedule, including strategies to minimize disruption to the school.

16. Proposed Project Schedule – including milestones from Notice to Proceed through

Substantial Completion, noting compatibility with the school calendar/break periods.

17. Pricing Proposal – an itemized lump-sum cost breakdown (demolition/disposal, slab prep, materials, labor, game line painting, freight, contingency), using the pricing form in

Attachment A.

18. Licensing and Insurance – copy of current Michigan contractor license and certificates of insurance meeting the requirements in Section 7.

19. Safety Record – EMR (Experience Modification Rate) for the past three (3) years.

20. Subcontractor List – identify any subcontractors proposed to be used, including trade and relevant experience.

21. Exceptions – clearly note any exceptions taken to this RFP or the District's standard contract terms.

6. Evaluation Criteria

Proposals will be evaluated by the District based on the following weighted criteria:

Total Cost/Value

Relevant Experience and Qualifications

Proposed Schedule/Timeline

References and Past Performance

Safety Record

Completeness and Quality of Proposal

The District reserves the right to interview finalists and/or request Best and Final Offers (BAFO) prior to final award.

7. Insurance and Bonding Requirements

The awarded contractor shall maintain, at minimum, the following coverage and name the

District as an additional insured:

• Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate

• Automobile Liability: $1,000,000 combined single limit

• Workers' Compensation: statutory Michigan limits

• Umbrella/Excess Liability: $2,000,000

• Performance Bond and Payment Bond: 100% of contract value (if contract value exceeds

District's bonding threshold)

8. Site Walkthrough

A site walkthrough will be held on October 14, 2026 1:00pm at Verellen Elementary School, 612

W Borton Rd, Essexville, MI 48732. Attendance is mandatory. Respondents should meet at the front entrance of Verellen and check in with Eric Debo, Director of Operations.