Request for Quote 2026-01 - Georgetown Fire Department Training Center Staircase Fabrication (PDF)

FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT
TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
INTRODUCTION
The City of Georgetown, Kentucky hereby seeks formal quotes for a Fire Station Training Center Stair
Fabrication to be provided in accordance with the terms, conditions, and specifications as set forth in this
Request for Formal Quotes. The formal quote requirements and specifications begin on page 9 of this
Request for Formal Quotes.
FORMAL QUOTE SUBMISSION
The City of Georgetown, Kentucky (the "City") accepts formal quotes via email to Stacey Clark at
stacey.clark@georgetownky.gov or hand delivery to the City of Georgetown Finance Department at 1000
W Main Street, Suite 3, Georgetown, KY 40324. All formal quotes, and inquiries related thereto, shall be
directed to Stacey Clark via email at stacey.clark@georgetownky.gov. Email submission is preferred.
Formal quotes will be received via email or hand delivery until 4:00 PM, prevailing local time, on Tuesday,
March 31, 2026. All forms and information in this Request for Formal Quotes must be included and
submitted by the due date. All formal quotes and submitted information become the property of the City
and will not be returned to the vendor. It is not the intention of the specifications contained herewith to
eliminate any vendor; however, quoted items must equal or exceed stated specifications.
Formal quotes received after this date and time may not be accepted. It is the sole responsibility of the
vendor to assure that the formal quote is submitted via email or hand delivered before the submission
deadline. Typed quotes are preferred; however, if handwritten, the sheets must be legible. Information
that is illegible may result in the rejection of the formal quote.
Formal quotes, once submitted, shall remain firm and open to acceptance by the City for a minimum
period of sixty (60) calendar days. The City may request a letter from vendors granting an extension of the
60-day period.
The City reserves the right to reject any and all quotes, and to waive irregularities and/or minor immaterial
defects in submitted quotes when such waiver is determined by the City to be in its best interest. Minor
exceptions to the specifications established herein shall be listed in detail on a separate sheet and
attached to the quote. The City shall determine whether any exception is minor.
Formal quote submission does not constitute a contract for goods and/or services with the City.
Submission of and signature on a formal quote constitutes acceptance by the vendor of the terms,
conditions, and requirements set forth in this Request for Formal Quotes.

FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
GENERAL PROVISIONS
1. Compliance with Laws and Regulations: Each vendor shall comply with all applicable Federal,
State, and Local laws and/or regulations concerning the type of goods and/or services being
procured under this Request for Formal Quotes, which are deemed to be incorporated herein by
reference.
The selected vendor agrees to comply with all statutes, rules, and regulations governing safe and
healthful working conditions, including the Occupational Health and Safety Act of 1970, 29 U.S.C.
650 et seq., as amended, and KRS Chapter 338. The selected vendor also agrees to notify the City
in writing immediately upon detection of any unsafe and/or unhealthful working conditions at the
job site. The selected vendor agrees to indemnify, defend, and hold the City harmless from all
penalties, fines, or other expenses arising out of the alleged violation of said laws.
2. Equal Opportunity Statutes: The City is an equal opportunity employer and does not discriminate
on the basis of race, color, religion, sex, national origin, age, marital status, physical or mental
disability, sexual orientation, gender identity, or any other characteristic protected by law. The
City is also committed to employing only United States citizens and aliens who are authorized to
work in the United States. The City complies with the Immigration Reform and Control Act of 1986.
Therefore, the selected vendor must demonstrate to the satisfaction of the City that it also
conforms to all Federal, State, and Local Equal Opportunity statutes. Further, the selected vendor
will reimburse the City for any damages incurred due to any violation of the above-mentioned
statutes by the vendor while under contract to the City.
3. Failure to Submit Required Documentation: Failure to submit ALL forms and information
required in this Request for Formal Quotes may be grounds for disqualification. At the time of
submission, each vendor will be presumed to have inspected the site(s), if necessary, and to have
read the scope and to be thoroughly familiar with the project plans and contract documents
(including any and all addenda). The failure or omission of any vendor to examine any form,
instrument, or document shall in no way relieve any vendor from any obligation with respect to
this Request for Formal Quotes.
4. Submittal of Additional Information: Vendors must provide manufacturer's product literature, if
available and appropriate, with the formal quote submission. While not necessary, the vendor
may include any product brochures, software documentation, sample reports, or other
documentation that may assist the City in better understanding and evaluating the vendor's
response. Additional documentation shall not serve as a substitute for other documentation
which is required by this Request for Formal Quotes to be submitted with the formal quote.
5. Indication of Compliance: Each vendor shall indicate compliance with either a "Yes" or a "No" for
each item specification. Blank spaces shall be considered an indication of non-compliance. Any
deviation from the specification(s), or case where submitted literature does not fully support
meeting the specification(s), must be clearly cited on the attached "EXCEPTIONS TO
SPECIFICATIONS AND/OR COMMENTS" page. No deviation below "minimum" specifications will
be accepted.
Page 2 of 13

FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
6. Changes/Alterations to Submittal: Each vendor may change or withdraw a formal quote at any
time prior to the submission deadline; however, no oral modifications will be allowed. Only
letters, or other formal written requests for modifications or corrections of a previously submitted
formal quote which is addressed in the same manner as the formal quote, and received by the
City prior to the scheduled deadline for receipt of formal quotes, will be accepted. The formal
quote, when opened, will then be corrected in accordance with such written request(s).
7. Clarification of Submittal: The City reserves the right to obtain clarification of any point in a formal
quote or to obtain additional information from a vendor.
8. Formal Quote Reservations: The City reserves the right to reject any or all formal quotes, to award
in whole or part, and to waive minor immaterial defects in formal quotes. The City reserves the
right to award contracts based on the best interest and/or most advantageous option for the City
of Georgetown. The City may also consider any alternative formal quote that meets its basic
needs.
9. Vendor's Qualifications: Each vendor must demonstrate, to the satisfaction of the City, that its
firm/company has adequate equipment, personnel, experience and understanding of the
specifications to perform service under the contract to be awarded.
No contract will be awarded to any vendor who, in the opinion of the City, is not qualified to
perform satisfactorily due to a previously unfavorable performance, reputation or lack of
experience, capital, organization, equipment, and/or personnel to conduct and complete the
services in accordance with the terms and conditions of the contract.
The selected vendor must comply with the City's ordinances relating to Occupational License Fees,
Business Licenses, payroll and net profits, and any other ordinances which may apply to any
particular formal quote package.
10. "Or Equal" Clause: Whenever a material, article or piece of equipment is identified on the plans
or in the specifications by reference to manufacturer's or vendors' names, trade names, catalog
numbers, etc., it is intended merely to establish a standard; any materials, articles or equipment
of other manufacturers and vendors which will perform adequately the duties imposed by the
general design will be considered equally acceptable provided the material, article or equipment
so proposed is, in the opinion of the City, of equal substance and function.
11. New Goods, Fresh Stock: Unless otherwise specifically stated, all vendors shall provide new
commodities, fresh stock, latest model, design, or package.
12. Vendor Preference: Pursuant to KRS 45A.494, which is incorporated herein by reference: "A
resident vendor of the Commonwealth shall be given a preference against a nonresident vendor
registered in any state that gives or requires a preference to vendors from that state. The
preference shall be equal to the preference given or required by the state of the nonresident
vendor."
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FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
13. No Liability: The City is not liable for any expenses or costs incurred in connection with the
preparation of formal quotes.
14. Method of Procurement: Procurement for goods and/or services pursuant to this Request for
Formal Quotes shall be in conformance with Purchasing Policies as adopted by the City Council
for the City of Georgetown, Kentucky. Questions regarding the proper procurement method(s)
should be submitted via email to stacey.clark@georgetownky.gov.
15. Open Records Laws: At the time a formal quote is submitted to the City, vendor shall identify any
information that is submitted as part of the formal quote that is proprietary or confidential in
nature and not subject to release for public inspection. The City will make its best effort to protect
any proprietary or confidential information to the extent allowable under the Kentucky Open
Records Act (KRS 61.870 to KRS 61.884).
16. Bribery Clause: By signature of an authorized agent on the formal quote, each vendor certifies
that no employee of the vendor's firm, any affiliate or Subcontractor, has bribed or attempted to
bribe an officer or employee of the City.
17. Ambiguity, Conflict, or Errors in Request for Formal Quotes: If a vendor discovers any ambiguity,
conflict, discrepancy, omission or other such error in the Request for Formal Quotes, the vendor
shall immediately notify the City of such error in writing and request modification or clarification
of the document, if allowable by the City.
18. Pricing: All prices shall be quoted exclusive of any taxes. The City is exempt from Federal excise,
transportation, and/or Kentucky sales tax. Any items supplied DIRECTLY to the City from a supplier
and/or manufacturer are exempt from sales tax. Any items purchased by a contractor that will be
used in the fulfillment of a contract are NOT exempt from sales tax.
In case of a discrepancy in the extension of a unit price, the unit price shall govern the total price.
19. Delivery Schedule: Delivery date shall be specified on each proposed deliverable. The vendor will
be expected to fulfill the delivery as specified. All work shall be completed during the City's normal
business hours of Monday - Friday from 8 am - 4 pm.
20. Payment: The formal quote must clearly state the payment terms, including prompt payment
discounts and payment due dates. Discounts should be figured into the unit price of the quoted
item. The City reserves the right to select the most beneficial terms.
21. Indemnification and Hold Harmless: The selected vendor covenants to save, defend, keep
harmless, and indemnify the City and all of its officers, departments, agencies, agents, and
employees from and against all claims, loss, damage, injury, fine, penalties, and costs including
court costs and attorney's fees, charges, liability, and exposure however caused resulting from,
arising out of, or in any way connected with the vendor's negligent performance or non-
performance of the terms of this Request for Formal Quotes and/or the contract to be awarded.
This provision shall in no way be limited by any financial responsibility or insurance requirements
and shall survive the termination of the contract to be awarded to the selected vendor.
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FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
22. Ability to Meet Obligations: Each vendor affirmatively states that there are no actions, suits or
proceedings of any kind pending against the vendor or, to its knowledge, threatened against the
vendor before or by any court, governmental body or agency or other tribunal or authority which
would, if adversely determined, have a materially adverse effect on the authority or ability of
vendor to perform its obligations under the contract to be awarded pursuant to this Request for
Formal Quotes, or which question the legality, validity, or enforceability hereof or thereof.
23. Agreement to Request for Formal Quotes Terms: In submitting a formal quote, each vendor
agrees that it has carefully examined the project site(s), if necessary, specifications, and all
provisions relating to the services to be performed attached hereto and made a part of the formal
quote (including any and all addenda). The failure or omission of any vendor to examine any form,
instrument, or document shall in no way relieve any vendor from any obligation with respect to
this formal quote. By acceptance of a contract under this Request for Formal Quotes, the selected
vendor states that it understands the meaning, intent, and requirements of the Request for
Formal Quotes and agrees to the same. The selected vendor shall warrant that it is familiar with
and understands all provisions herein and shall warrant that it can comply with them. No
additional compensation to the selected vendor shall be authorized for services or expenses
reasonably covered under these provisions that the vendor omits from its formal quote.
24. Method of Award: The award will be based upon the lowest responsive and responsible LUMP
SUM FORMAL QUOTE. The City reserves the right to consider, as a part of the formal quote
evaluation, the stated warranty, stated delivery schedule, service, features, upgrades, and
payment terms.
25. Standard Contract: The selected vendor will be required to sign a contract for goods and/or
professional services with the City within fourteen (14) days of the "Notice of Award." The
contract will contain terms and conditions that include, but are not limited to, the term and
duration, a sworn statement regarding campaign finance laws, a provision indicating that the
vendor and its employees or agents are not employees of the City, a termination clause, an
additional termination clause of those agreements covering multiple fiscal years in the event that
sufficient funds are not appropriated as part of the budget process, provision that Kentucky law
applies to interpretation of the agreement and any disputes and that venue shall be Scott County,
KY, and a provision that the services cannot be assigned without the prior approval of the City.
A "Notice to Proceed" will be issued once the agreement has been signed by both parties and all
required paperwork herein described is received by the City.
26. Default; Termination: In the event that any of the provisions of this Request for Formal Quotes
and/or the contract to be awarded are violated by the selected vendor, such breach shall
constitute a default. In the event of a default, the City may serve written notice upon the vendor
of its intention to terminate the contract, such notice to contain the reasons for such intention to
terminate. Unless within ten (10) days after the serving of such notice upon the vendor such
violation or delay shall cease and satisfactory arrangement of correction be made, the contract
shall, upon the expiration of said ten (10) days, cease and terminate.
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FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
The City shall be authorized to terminate for its own convenience all contracts for the
procurement of supplies and services when the procuring City department determines in writing
that such termination will be in the best interest of the City of Georgetown.
27. Assignment: The selected vendor shall not assign or subcontract any portion of the contract
without the express written consent of the City. Any purported assignment or subcontract in
violation hereof shall be void. It is expressly acknowledged that the City shall never be required
or obligated to consent to any request for assignment or subcontract; and further that such
refusal to consent can be for any or no reason, fully within the sole discretion of the City.
28. Contractor Status: Vendor understands and agrees that its employees, agents, and/or sub-
vendors are not employees of the City for any purpose whatsoever.
29. Authority to do Business: Each vendor must be a duly organized and authorized to do business
under the laws of Kentucky. Vendors must be in good standing and have full legal capacity to
provide the services specified under the contract to be awarded. The selected vendor must have
all necessary rights and lawful authority to enter into the contract for the full term thereof and
ensure that proper corporate or other action has been duly taken authorizing the vendor to enter
into the contract. Upon request, the selected vendor agrees to provide the City with a copy of a
corporate resolution authorizing this action and/or a letter from an attorney confirming that the
vendor is authorized to do business in the State of Kentucky. All formal quotes must be signed by
a duly authorized officer, agent, or employee of the vendor.
30. Severability: If any term or provision of this Request for Formal Quotes is found to be illegal or
unenforceable, the remainder of the Request for Formal Quotes shall remain in full force and such
term or provision shall be deemed stricken.
31. Use of City Name, Seal, and/or Logo: The selected vendor will not appropriate or make use of the
City's name or any of its trade or service marks or property (including but not limited to any logo
or seal), in any promotion, endorsement, advertisement, testimonial or similar use without the
prior written consent of the City. If such consent is granted, the City reserves the right, in its sole
discretion, to immediately terminate and revoke such use for any reason whatsoever. The
selected vendor agrees that it shall cease and desist from any unauthorized use immediately upon
being notified by the City.
32. Insurance Requirements: The selected proposer covenants and agrees to maintain and keep in
force during the term of the contract (to be awarded) insurance policies in the following minimum
amounts:
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FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
Type of Insurance Limits _____
Workers' Compensation As required by KRS 342 and
Employer Liability Coverage
Commercial General Liability $1,000,000.00 per occurrence,
$2,000,000.00 aggregate
Commercial Automobile Liability $1,000,000.00 per occurrence
Professional Liability $1,000,000.00 per occurrence,
$2,000,000.00 aggregate
The selected proposer shall provide the City with certification of insurance coverage stated above.
Insurance shall be placed with insurers with a rating of no less than Excellent (A or better) and a
financial size category of no less than VIII, as defined by the most current Best's Key Rating Guide.
No subrogation claims shall be allowed against City. On all liability policies of insurance, proposer
shall have the City named as an additional insured and shall further require that its liability
carrier(s) notify the City at least thirty (30) days prior to the effective date of any change(s) in or
cancellations of said insurance policies. A current copy of proposer's insurance certificate,
providing proof of insurance as stated above, must be on file in the purchasing department prior
to the proposal award. Submission of an "Evidence of Insurability" from proposer's provider or an
Insurance Certificate copy may be included with the proposal package.
Self-Insured Retentions: Self-insured retentions must be declared to and approved by GSCPR. At
the option of GSCPR, the selected bidder shall provide coverage to reduce or eliminate such self-
insured retentions as respects GSCPR, its officers, officials, employees, and volunteers; or the
selected bidder shall provide evidence satisfactory to GSCPR guaranteeing payment of losses
and related investigations, claim administration, and defense expenses. The policy language
shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by
either the named insured or City.
Other Insurance Provisions: The General Liability and Automobile Liability policies are to
contain, or be endorsed to contain, the following provisions: (1) "Agency", its officers, officials,
employees, and volunteers are to be covered as additional insureds with respect to liability
arising out of work or operations performed by or on behalf of the selected bidder including
materials, parts or equipment furnished in connection with such work or operations. General
liability coverage can be provided in the form of an endorsement to the selected bidder's
insurance; (2) For any claims related to this project, the selected bidder's insurance coverage
shall be primary insurance coverage at least as broad as respects GSCPR, its officers, officials,
employees, agents, and volunteers. Any insurance or self-insurance maintained by GSCPR its
officers, officials, employees, agents, or volunteers shall be excess of the selected bidder's
insurance and shall not contribute with it; and (3) Each insurance policy required above shall
provide that coverage shall not be canceled, except with notice to GSCPR.
In addition, the Automobile Liability policy shall be endorsed to include Transportation Pollution
Liability insurance, covering materials to be transported by Contractor pursuant to the contract.
If General Liability and/or Errors & Omissions coverages are written on a claims-made form: (1)
The retroactive date must be shown and must be before the date of the contract or the
beginning of contract work; (2) Insurance must be maintained, and evidence of insurance must
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FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
be provided for at least five (5) years after completion of the contract of work; (3) If coverage is
canceled or non-renewed, and not replaced with another claims-made policy form with a
retroactive date prior to the contract effective date, the selected bidder must purchase an
extended period coverage for a minimum of five (5) years after completion of contract work;
and (4) A copy of the claims reporting requirements must be submitted to GSCPR for review.
Acceptability of Insurers: Insurance is to be placed with insurers with a current A.M. Best rating
of no less than A: VII if admitted in the Commonwealth of Kentucky. If Errors & Omissions
coverage is not available from an admitted insurer, the coverage may be written by a non-
admitted insurance company. A non-admitted company should have an A.M. Best rating of A:X
or higher.
Verification of Coverage: Selected bidder shall furnish GSCPR with original certificates and
amendatory endorsements, or copies of the applicable insurance language, effecting coverage
required by this contract. All certificates and endorsements are to be received and approved by
GSCPR before work commences. However, failure to obtain the required documents prior to
the work beginning shall not waive the selected bidder's obligation to provide them. GSCPR
reserves the right to require complete, certified copies of all required insurance policies,
including endorsements required by these specifications, at any time. A copy of the policy
declarations and endorsement page shall be provided to City to facilitate verification of
coverages and spot any undesirable policy limitations or exclusions.
Waiver of Subrogation: Selected bidder hereby grants to City a waiver of subrogation which any
insurer may acquire against City, its officers, officials, employees, and volunteers, from the
selected bidder by virtue of the payment of any loss. Selected bidder agrees to obtain any
endorsement that may be necessary to affect this waiver of subrogation but this provision
applies regardless of whether or not GSCPR has received a waiver of subrogation endorsement
from the insurer. The Workers' Compensation policy shall be endorsed with a waiver of
subrogation in favor of GSCPR for all work performed by the selected bidder, its employees,
agents, and subcontractors.
Subcontractors: Selected bidder shall require and verify that all subcontractors maintain
insurance meeting all the requirements stated herein, and the selected bidder shall ensure that
City is an additional insured on insurance required from subcontractors. For CGL coverage
subcontractors shall provide as broad a coverage as selected bidder.
Special Risks or Circumstances: City reserves the right to modify these requirements, including
limits, based on the nature of the risk, prior experience, insurer, coverage, or other special
circumstances.
Page 8 of 13

FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
PROJECT OVERVIEW
The City of Georgetown, Kentucky (the "City") is seeking formal quotes for fabrication of a metal exterior
stairwell affixed to the Georgetown Fire Department Training Tower. Quotes must include the costs
associated with the fabrication and installation of an exterior stairwell system mounted to one end of a
full-size stacked shipping container training structure.
The Georgetown Fire Department Station Training Center is located at 1161 Paris Pike, Georgetown, KY
40324. Inspection of the site is not required in order to provide a quote, but the City will not be liable for
additional costs beyond the quoted amount that may have been discovered with an inspection unless the
City gives written consent to the additional unforeseen costs.
FORMAL QUOTE REQUIREMENTS
LUMP SUM FORMAL QUOTE: Vendors shall provide a LUMP SUM TOTAL in response to this Request for
Formal Quotes. The contract will be awarded based on the lump sum total and the quoted price shall be
inclusive of all incidental items including but not limited to: material and equipment costs, labor,
delivery, mobilization/demobilization, cleanup, etc.
SITE VISITS
Site visits may be scheduled by contacting Battalion Chief of Training Josh Cook by calling 502-370-7261
or by emailing joshua.cook@georgetownky.gov. The final date available for site visits will be Friday,
March 27, 2026. An addendum with responses to questions asked at site visits will be published by
March 30, 2026, at 4:00 pm.
WARRANTY
Vendor warrants said goods and services for a period of one (1) year after installation and warrants that
such goods and services shall meet all City specifications.
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FORMAL QUOTE REQUEST #2026-01
GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION
FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM
FORMAL QUOTE SPECIFICATIONS
Stairwell
* Construction of an exterior steel stair system extending from ground level to the second floor
of the training center. Training center is constructed of metal conex boxes approximately 8-10
feet in height.
* Stairwell to be designed for the purpose of fire response training, including firefighter,
personal protective equipment, and other equipment loads
* Slip-resistant treads and landings
* Construction of a second-floor catwalk
* Code-compliant rise, run, handrails, and guardrails on the stairwell and catwalk.
* Minimum width sufficient to allow full opening of exterior shipping container end doors
* Catwalk surface shall be designed for heavy foot traffic and training activities.
Requested Completion Date: April 30, 2026
Future Expansion Provision
Stairwell and catwalk must be designed and constructed to allow the future addition of a stair
extension from the second floor to the third floor.
Structural connection points, load paths, and clearances shall be considered in the initial
design.
Future expansion will not be constructed as part of this phase
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