Specifications_ Bid# 26-0007- Red Infield Mix.pdf

WARWICK PUBLIC SCHOOLS

REQUEST FOR PROPOSALS

RFP # 26-0007 - Stadium Red Infield Mix

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 # 26-0007”.

Bids must be received by Warwick Public Schools no later than 12:00 PM on Tuesday, November 4th, 2025.

II. PROJECT OVERVIEW AND TIMELINE

Warwick Public Schools is seeking bid proposals for 149 Tons of Red Infield Mix for the baseball fields at Veterans Middle School (2401 West Shore Rd, Warwick, RI 02889).

Material: Red Infield Mix Measurement: 149 Tons Delivery & Term: One-time delivery to Warwick Veterans Middle School

RFP Release Date: Tuesday, October 21st, 2025

Question Deadline: Tuesday, October 28th, 2025 by 3:00 PM

Bid Opening: Tuesday, November 4th, 2025 at 12:00 PM

III. PROJECT SPECIFICATIONS

This specification describes the minimum acceptable standards for Stadium Red Infield Mix (or comparable brand) to be delivered to Veterans Middle School.

Infield mix shall be clean, dry clay mixed with mason-type sand. All material must be free of any organic material and must meet to following mechanical standards:

Average Soil Classification Range:

Sand (0.05mm – 2.00mm): 65%-75% Silt (0.002mm – 0.05mm): 10%-15% Clay (less than 0.002mm): 15%-20%

All mixes must be screened over a ¼ x ¼ inch square sieve and thoroughly mixed.

The amount will be a one-time delivery to Veterans Middle School.

Delivery must be made within a maximum of forty-eight (48) hours after receiving notification by Warwick Public Schools. Any and all delivery fees shall be included in your cost proposal.

IV. PROPOSAL REQUIREMENTS

1. Bid Form - Completed Bid Form with all required signatures and references.

2. Cost Proposal - The Bid Form (Section II) will include the Cost Proposal Form for the total bid prices. Please complete all boxes highlighted in yellow. Please also attach an itemized quote/summary of work that outlines the material specifications, price breakdown, delivery, etc.

3. W-9 - Please include an updated W-9 form with your submission. Blank forms will be provided in the bid documents.

4. Please include Material Safety Data Sheets for all products being used.

V. QUESTIONS

Questions related to this solicitation will be accepted on the BidNet Direct bidding platform until 3:00 PM on Tuesday, October 28th, 2025.

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.

VI. 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 the invoice.

Deliveries shall only take place after receiving a Warwick Public Schools Purchase Order and acknowledgment from District Staff.

VII. 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.