TheatricalStageMaint270287ADD1.pdf

SarasotaCountySchools.net

July 29, 2026

THEATRICAL STAGE RIGGING, LIGHTING, & SOUND SYSTEMS - INSTALLATION, MAINTENANCE &

REPAIR SERVICES - BID #27-0287

ADDENDUM #1

This Addendum is to provide the following responses to questions posed:

Question 1: "The Contractor shall respond to the facility requiring emergency service no later than (2) hours from the time of notification." Please clarify if this response window is for onsite response within 2 hours, or if initial response can be via phone/ email to discuss issue with client and plan for the appropriate response needs?

Answer 1: It can be an initial phone call to discuss the issue.

Question 2: Since this contract entails the installation of the work proposed by a 3rd party inspector, a working relationship with them and their competency is of upmost importance. What is the company name and owner who was awarded the contract for acting inspector (bid #26-0288)?

Answer 2: To clarify, the yearly inspection is a hands-on inspection of all equipment and includes a safety inspection, complete with written reports, photos, and a plan for preventative maintenance as well as major repairs required. Please find attached the item for the Theatrical Stage Equipment, Rigging, Smoke Hatch, Lighting & Sound Systems, & Related Stage Electrical Equipment – Inspection Services- Bid 26-0288 with the awarded vendor contact information.

Question 3: In cases where the inspector mischaracterizes or underestimates the work required, what is the mechanism in place to handle this situation?

Answer 3: The SBSC or its designated representative shall be the sole judge in determining the scope of work required in case of a difference of opinion regarding inspector findings.

Question 4: It would be an unusual circumstance that any work done in the name of this project could ever occur during a state of emergency. But since this is mentioned in the bid documents, who and/or what entity will determine when the school is operating during a declared disaster? Will the contract awardee be notified of the state of emergency when the PO is issued? Can the “state” change after the PO is issued or after the work has already started?

Answer 4: Yes. This is a standard language in all our bids. Attachment C on page 24 of the bid provides the information. If necessary, the vendor will be notified about the state of emergency.

Question 5: Working during a state of emergency could be considered a hardship. Is there a penalty for refusing to work during emergencies?

Answer 5: No.

Question 6: What are the terms of payment? Net 30?

Materials Management Purchasing Department 101 Old Venice Road, Osprey, FL 34229 Phone 941-486-2183 ▪ Fax 941-486-2188

Answer 6: Per the Terms and conditions on Page 9 and the bid specifications on Page 21 of the ITB:

“The School Board pays invoices after services and products have been received in accordance with the local government prompt payment act.”

Question 7: In cases where P-Cards are used for payment, are we allowed to collect the service fee imposed upon us by the credit card companies?

Answer 7: No service fee is allowed when P-Cards are used for payment.

Question 8: I see that the SBSC will pay for 1-1/2 hour labor rate for travel to the site. Is this allotment given for every person headed to the jobsite or once per day regardless of the quantities of personnel?

Answer 8: This will be a once per day regardless.

Question 9: Discounts vary from manufacturer to manufacturer and so to ask a blanket percentage discount (as the bid form asks) would be difficult to provide and remain competitive. Would our bid be rejected if we answered “Variable” or “TBD” in the bid form?

Answer 9: This is a standard bid item, you will be providing a percentage discount off MSRP, not over your cost.

Maria L. Hernandez-Ron Buyer, Materials Management

Printed Name Company Name

Signature Title

EXECUTE THIS FORM AND ENCLOSE WITH YOUR BID RESPONSE.

BIDS MUST BE RECEIVED PRIOR TO 1:00 P.M. ON AUGUST 11, 2026.

November 18, 2025

MEMORANDUM

TO:

FROM:

Members of the School Board Terrence Connor, Superintendent Gabrielle Jaremczuk, Assistant Superintendent Chief Financial Officer

Tracy Brizendine, Director of Materials Management

Title: APPROVAL TO AWARD BID #26-0288 FOR THEATRICAL STAGE EQUIPMENT, RIGGING, SMOKE HATCH, LIGHTING & SOUND SYSTEMS, & RELATED STAGE

ELECTRICAL EQUIPMENT – INSPECTION SERVICES

Recommendation: That the Sarasota County School Board approves the bid of TomKat Rigging LLC, for ‘Theatrical Stage Equipment, Rigging, Smoke Hatch, Lighting & Sound Systems, & Related Stage Electrical Equipment – Inspection Services’ in an amount not to exceed $100,000.00 be approved as presented.

Description: On September 3, 2025, Procurement, in conjunction with Facilities Services, issued a bid for Theatrical Stage Equipment, Rigging, Smoke Hatch, Lighting & Sound Systems, & Related Stage Electrical Equipment – Inspection Services. Bids to provide ‘Theatrical Stage Equipment, Rigging, Smoke Hatch, Lighting & Sound Systems, & Related Stage Electrical Equipment – Inspection Services’ were received from two vendors on September 24, 2025. The bid of TomKat Rigging LLC was the best low bid meeting the advertised specifications based on a sealed scenario. This bid is for a period of one year with an option to renew for two additional one-year periods.

Gap Analysis: Sarasota County Schools requires a vendor for the inspection of the theatrical stage equipment in our schools.

Previous Outcomes: Agreements for the materials and services have been successfully implemented in the previous years.

Expected Outcomes: Upon approval, the awarded vendor will supply the required goods and services per the terms and conditions listed in the competitive solicitation. The awarded vendor is identified above.

Strategic Plan: Pillar 4 Every School Equipped Priority 2 Create High Quality Infrastructure

Materials Management Purchasing Department 101 Old Venice Road, Osprey, FL 34229 Phone 941-486-2183 ▪ Fax 941-486-2188 SarasotaCountySchools.net

A066622 Text Box

SCHOOL BOARD APPROVED 11/18/25. AGENDA ITEM NO. 9.11

November 18, 2025

Financial Impact:

Fiscal Year Fund Source Fund Center Functional Area Amount

2025-2026 General/Capital 9029 Schools & Departments

Not To Exceed $100,000.00

Contact:

JODY DUMAS, Executive Director Facilities Management. 941-927-9000 DR MICHAEL KEMP, Chief of Operations. 941-927-0900

THE SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA

Heritage Product Resources, Inc. TomKat Rigging LLC

Item Description Unit Unit price Unit price

1 Elementary School per inspection $390.00 $425.00

2 Middle School per inspection $490.00 $525.00

3 High School per inspection $1,290.00 $1,050.00

4 Performing Arts Stages per inspection $1,590.00 $1,250.00

Paul Bryan Tommy Kendrick

207 NW1st Ave 1673 Mt Zion Rd, PO Box 683

Mulberry, FL 33860 Ellaville, GA 31806

863-425-7100 229-942-4100 863-425-9797

59-3218679 20-5653440 hprcorpp@hotmail.com tomkatrigging @windstream.net

EIN#

Email:

Tabulation for Theatrical Stage Equipment, Rigging, Smoke Hatch, Lighting & Sound Systems & Related Stage Electrical Equipment - Inspection Services - Bid #26-0288 Opened September 24, 2025 at 1:00 pm EST

Recorded by: Randall Ritter Witnessed by: Maria L. Hernandez-Ron

INSPECTION: The bidder shall provide all materials, labor, supervision, equipment, tools, travel, fuel, etc., to perform the work required in accordance with the bid documents for the following price.

Project: Hands-on yearly inspection of the stage equipment, rigging, smoke hatch, lighting and sound systems, and related stage electrical equipment for the following:

Contact:

Address:

Phone:

Fax:

mailto:hprcorpp@hotmail.com mailto:tomkatrigging@windstream.net mailto:tomkatrigging@windstream.net