Design Build Gym Floor Replacement at Smithsburg High School

Agency:	Washington County Board of Education
State:	Maryland
Type of Government:	State & Local
NAICS Category:	236220 - Commercial and Institutional Building Construction 238330 - Flooring Contractors
Posted Date:	Jan 18, 2024
Due Date:	Feb 13, 2024
Solicitation No:	2024-57
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid number 2024-57

Bid posting date Thursday, January 18, 2024 - 2:45pm

Bid opening date Tuesday, February 13, 2024 - 11:00am

It is the intent of the Owner to solicit sealed proposals from contractors to establish a contract for the design, provision, and installation of new gymnasium floor system at Smithsburg High School.

For Access to Technical Drawings of Existing Gym Floor Construction:

Please send an email with the subject line, “2024-57 Technical Drawing Request” to the following people:

• Scott Bachtell – BachtSco@wcps.k12.md.us

• Michelle Schultz – SchulMic@wcps.k12.md.us

• Jonathan Kerns - Project Manager – KernsJon@wcps.k12.md.us

BOE approval February 2024

Term start Construction Period May 20, 2024 - August 1, 2024

Term end Final Completion by August 10, 2024

Renewals N/A

Staff Jonathan Kerns, Scott Bachtell, Michelle Schultz

Bid number 2024-57

Bid Documents

Posted: 01/18/2024

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Design Build – Smithsburg High School Gym Floor Replacement

Bid 2024-57

Procurement Schedule

Issue Date:

January 18, 2024

Pre-Proposal Meeting:

January 25 @ 4:00 PM ET

Smithsburg High School

Main Entrance

66 North Main Street

Smithsburg, MD 21783

Deadline for Written Questions Submission and Deadline

For Manufacturer/Gym Floor System Submission:

January 30 @ 1:00 PM ET

Proposal Due:

February 13, 2024 by 11:00 AM ET

10435 Downsville Pike

Hagerstown, MD 21740

Tentative Award Date:

February 2024

Dates and/or times are subject to change by the issuance of written addenda.

WCPS Contract Managers

Procurement Officer

Scott Bachtell

Supervisor of Purchasing

301-766-2842

bachtsco@wcps.k12.md.us

Contract Administrator

Jonathan Kerns

Project Manager

301-766-2817

kernsjon@wcps.k12.md.us

This Bid/RFP document is posted on the WCPS Purchasing website at www.wcpspurchasing.com. This is also the source for

any/all addenda. Please register your company for notices about this Bid/RFP and similar projects on our website.

TABLE OF CONTENTS

SECTIONS

General Terms & Conditions

II.

Specific Terms & Conditions

III. Contract Provisions for Non-Federal Entity Contracts Under Federal Awards

IV. Proposal Format

Proposal Evaluation

VI. Specifications/ Scope of Work

VII. Bid Form of Proposal

Page

3-12

13-20

21-22

24-25

26-28

RFP 2024-57

Required Attachments (available as separate documents on the WCPS Purchasing website)

A. Bid/Proposal Affidavit

B. Contract Affidavit

For Access to Technical Drawings of Existing Gym Floor Construction:

Please send an email with the subject line, “2024-57 Technical Drawing Request” to the

following people:

• Scott Bachtell – BachtSco@wcps.k12.md.us

• Michelle Schultz – SchulMic@wcps.k12.md.us

• Jonathan Kerns - Project Manager – KernsJon@wcps.k12.md.us

SECTION I - GENERAL TERMS AND CONDITIONS

RFP 2024-57

1. Introduction

It is the intent of the Owner to solicit sealed proposals from contractors to establish a contract for the

design, provision, and installation of new gymnasium floor system at Smithsburg High School. The existing

floor system will be demolished/removed, and a new floor system will be installed. The project will be

funded via federal ESSER funds and Davis-Bacon wage rates will apply.

2. Definitions

As contained herein, the terms. “Owner”, “WCPS” and “Washington County Public Schools” mean Board of

Education of Washington County. The terms “bidder”, “offeror”, “firm”, and “person” are synonymous, and

mean an entity submitting a proposal in response to this solicitation. Similarly, the terms “bid”, and

“proposal”, mean the response submitted by an offeror. The term “contractor” means an offeror awarded a

contract as a result of this solicitation. The terms “General and Special Provisions”, “requirements”, “scope”,

“specifications”, and “criteria” mean the services, terms, and conditions required by the RFP.

3. Bidder Registration

Vendors are solely responsible for completing the vendor registration process online at wcpspurchasing.com.

Contact Beverly Bergan, Purchasing Associate, at 301-766-2840, or by email to: bergabev@wcps.k12.md.us

if you have any questions or to check the status of your registration. Once registered in the WCPS Vendor

Database, you will be able to view current solicitations and may automatically receive notification of certain

bid solicitations. Washington County Public Schools will not be held responsible for a company’s failure to

become and remain a registered Vendor, to identify appropriate commodity/service categories, to keep the

self-service vendor account up to date with current contact information, and to accomplish these things in a

timely manner. Bidders with a repeated history of not bidding in a specific category may be removed from

the Vendor Database for that category at the discretion of the Purchasing Supervisor.

a. If your firm is already a WCPS registered vendor: You must confirm your account is current and a W-9

must be on file.

b. Firms must be registered vendors to submit a proposal for this project.

4. Receipt of Bids

a. A single hard copy of complete proposals (technical proposal, bid form, bid/proposal affidavit) shall be

submitted prior to the deadline stated on the cover page of this RFP. Proposals received after the due

date and time listed will not be considered. Any proposal may be withdrawn before the scheduled time

for opening. Hard copy proposals must be hand delivered to the Owner, and a receipt must be received

from the Owner before the due date and time. Bids received prior to the time of opening will be time-

stamped and securely kept unopened.

b. All inner and outer envelopes and packaging, used by Fed Ex, UPS and etc., are to be labeled with the

following:

i. Bidder Name

ii. Bid Number and Name

iii. Due Date and Time

c. In the event of inclement weather on the date when bids are scheduled to be opened and the WCPS

offices are closed, or operating under a modified schedule, bids will be opened on the next business day

at the same time as previously scheduled. Bids will be accepted until the scheduled time of opening on

the next business day. Often when schools are closed due to inclement weather, administrative offices

RFP 2024-57

remain open. When in doubt, call the Purchasing Department (301-766-2840).

5. Addenda

a. All changes to the bid solicitation will be made through appropriate addenda issued from the Owner.

b. Addenda will be available on the WCPS Purchasing Department webpage.

c. Addenda will be issued no later than four (4) days prior to the date for receipt of Bids except an

Addendum withdrawing the request for Bids or one which includes postponement of the date for receipt

of Bids.

d. Each bidder shall ascertain, prior to submitting a bid, that they have received all Addenda issued and the

bidder shall acknowledge receipt on the Proposal Form. Failure of any bidder to acknowledge the

receipt of addenda will not relieve that bidder from any obligations under this solicitation as amended by

addenda. All addenda so issued will become part of the award and contract documents.

6. Preparation of Bid

a. Should any bidder be in doubt as to the meaning of the specifications, or should they find any

discrepancy or omission, they shall notify the Contract Managers listed on the solicitation cover sheet in

writing. No pleas of ignorance of such conditions and requirements resulting from failure to make such

investigations and examinations will relieve the successful offeror from its obligations to comply in every

detail with all the provisions and requirements of the contract documents or will be accepted as a basis

for any claim whatsoever for any monetary consideration on the part of the successful bidder. If

required, bidders will be notified of clarifications and/or additional information by means of addenda.

b. Each bid will show the full business address and contact information of the bidder and be signed by the

person(s) legally authorized to sign contracts. All correspondence concerning the bid and contract,

including notice of award, copy of contract, and purchase order, will be emailed, or mailed, to the

address shown on the bid in the absence of written instructions from the bidder to the contrary.

c. Bidder shall submit one original proposal, with the requested documents signed. Bidders may not submit

more than one proposal. Bids must be prepared on the proposal form(s) provided. WCPS’s Price

Proposal and other forms shall not be altered.

d. Compliance with Laws; The Contractor hereby represents and warrants that:

i. It is qualified to do business in the State of Maryland and that it will take such action as, from

time-to-time hereafter, may be necessary to remain so qualified;

ii. It is not in arrears with respect to the payment of any monies due and owing the State of

Maryland, or any department or unit thereof, including but not limited to the payment of taxes

and employee benefits, and that it shall not become so in arrears during the term of this Contract;

iii. It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its

activities and obligations under this Contract; and

iv. It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any,

necessary to the performance of its obligations under this Contract

v. Bidder shall provide proof of compliance to WCPS upon request.

e. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the

payment of any obligations due and owing the State of Maryland, including the payment of taxes and

employee benefits, and that it shall not become so in arrears during the term of the contract if selected

RFP 2024-57

for contract award.

f. Bids by partnerships must be signed with the partnership name, followed by the signature and

designation of the person having authority to sign. When requested, satisfactory evidence of authority

of the person signing will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence

of their authority to do so, if requested.

g. Bids by corporations must be signed with the name of the corporation, followed by the signature and

designation of the person having authority to sign. When requested, satisfactory evidence of authority

of the person signing will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence

of their authority to do so, if requested.

h. Failure to sign the bid document will result in rejection of the bid as non-responsive.

i. WCPS will not be responsible for any costs incurred by a bidder in preparing and submitting a proposal in

response to this solicitation.

7. Bid Opening

a. Bids shall be opened in public at the time and place designated in the bid solicitation.

b. Complete evaluation of the proposals will not take place at the bid opening and no indication of award

will be made. A final recommendation(s) shall be prepared for review and approval by the Board of

Education of Washington County.

c. Final award recommendation, and the bid tabulation, will be posted on the WCPS webpage, after the

Board of Education of Washington County approval.

8. Errors in Bid Submissions

a. Bidders, or their authorized representatives, are expected to fully inform themselves as to the conditions

and requirements of the specifications before submitting bids. Failure to do so will be at the bidder's

own risk. The Bidder shall have no right to any damages, cost and/or any other remedy at law or equity

against WCPS for any miscalculation, misunderstanding, error (either omission or commission), mistake,

misinterpretation, and/or the failure by the Bidder to obtain an award of bid, award of contract and/or

profits, fees or money from WCPS when the Bidder failed to fully inform itself.

b. If the bidder has made an error, the bidder may request, in writing, to have their bid withdrawn.

Approval of a bidder's request is not automatic and may be given only by the Supervisor of Purchasing.

Requests for withdrawal are usually denied, unless the bidder proves to the satisfaction of the Supervisor

of Purchasing that the mistake was either a scrivener's error or another type of clearly unintentional

error so departing from customary and reasonable business practices as to be obvious and to

legitimately and substantially impair the vendor's business.

c. Neither law nor regulations make allowance for errors either of omission or commission on the part of

the bidders. In case of error in multiplication of unit price when arriving at total price per line item, the

unit price shall govern. If there is a discrepancy between the price written in numbers and the price

written in words, the words will govern.

9. Award or Rejection of Bids

a. The basis of award shall be the bidder submitting a responsive bid that conforms to the specifications

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Design Build Gym Floor Replacement at Smithsburg High School

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