2024-31R Inspection & Repair Program for Fairfield Public Schools Gym Facilities

Agency:	Town of Fairfield
State:	Connecticut
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment S - Utilities and Training Services
Posted:	Dec 7, 2023
Due:	Dec 21, 2023
Solicitation No:	2024-31R
Publication URL:	To access bid details, please log in.

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INVITATION TO BID

The Town of Fairfield (Town) on behalf of Fairfield Public Schools (FPS) is seeking competitive bids from qualified Contractors to

perform inspections and repair services to gymnasium equipment located at (17) school facilities.

Electric circuits and limit switches are not included in this work. A licensed electrician should be consulted by the awarded Contractor

to correct any electrical issues. Include price to provide this optional service in the proposal.

TERM / RENEWAL OF CONTRACT

The Town of Fairfield intends to award a (12) month contract with four (4) one-year optional renewal terms.

 On (60) days advance written notice, the Town may renew the 2023 contract per the same terms and conditions, including

a mutually agreed upon optional cost of living allowance (COLA) reflecting industry standards.

 Each contract extension may be offered at the sole discretion of the Town of Fairfield.

 In the event that the Contractor does not perform the work in accordance with the specifications and/or scope of services,

the Town reserves the right to terminate the contract with two (2) weeks’ written notice.

ADDENDA / REQUESTS FOR INFORMATION (RFI)

Addenda concerning important information and/or modifications to specifications will be posted on the Fairfield Purchasing

Department website at www.fairfieldct.org/purchasing

 It is each Bidder’s sole responsibility to monitor the above website for all updated information.

 Addenda will not be mailed, e-mailed or faxed out.

 Written requests for information will not be accepted after 4:30pm on Thursday, December 14th, 2023.

 Verbal requests for information via phone or other means will not be accepted.

 Failure to comply with these conditions will result in the bidder waiving the right to dispute bid specifications and

conditions, no exceptions.

Questions concerning this bid must be submitted in writing and directed only to:

Ms. Lee A. Flaherty, Assistant Director LFlaherty@fairfieldct.org

Response will be in the form of an addendum that will be posted approximately Friday, December 15th, 2023 to the Town of

Fairfield website, which is www.fairfieldct.org/purchasing. It is the responsibility of each bidder to retrieve addenda from the

website. Any contact about this bid between a Bidder and any other Town official and/or department manager and/or Town of

Fairfield employee, other than as set forth above, may be grounds for disqualification of that Bidder. No questions or clarifications

shall be answered by phone, in person or in any other manner than specified above.

BID BOND / BID SECURITY

A bid bond in the amount of $50,000 or equal approved security as stated per the Terms and Conditions must be submitted with the

proposal.

All bonds, including payment and performance bonds when applicable, shall be written by a surety company or companies licensed

to issue bonds in the State of Connecticut, and shall have at least an A-VII policy holders rating, as reported by A.M. Best Rating

Services, or otherwise deemed acceptable by the Town. The Town always reserves the right to reject surety companies, if an approved

surety bond cannot be provided the bidder shall be deemed non-responsive.

A complete list of certified surety companies can be accessed on the U.S. Government Department of Treasury website;

https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570_a-z.htm

SELECTION

Selection shall be based on the following criteria:

 Proven industry experience and total years in business;

 Depth and qualifications of personnel;

 Ability to manage and service large scale contracts efficiently;

 Cost.

2024-31R / Inspection & Repair Program for Fairfield Public Schools Gymnasium Facilities

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SCHEDULE

The work will be required to be performed throughout the year, typically during school vacation periods or as requested.

One (1) inspection per year will be required at each school facility.

Services required as part of this contract are as follows:

1. Provide a written report itemizing equipment that needs to be repaired, including equipment under warranty.

2. Perform minor adjustments to equipment as required during inspection process.

3. Repair damaged equipment including new parts replacement upon written notice to proceed by FPS.

4. Perform modifications or upgrade equipment upon request.

SCOPE OF SERVICES

1. Program Specifications

A. Basketball Backboards

B. Backboard Winches

C. Folding Bleachers

D. Apparatus (Gymnastic)

E. Apparatus (Suspended)

F. Apparatus (Wall Mounted)

G. Folding/Rolling Divider Walls

H. Outdoor Bleacher Inspection

2. School Equipment List

A. High School & Middle Schools

B. Elementary Schools

3. Exterior Stadium Bleachers

A. High Schools & Middle Schools

REQUIREMENTS

1) Bidders are required to provide full details of any exceptions to the attached specifications. Details must be submitted

separately and attached to the proposal page. The Town retains the right to accept or reject any exception(s).

2) All equipment and materials supplied and/or installed as part of the contract shall be new and of current manufacture, and

shall meet or exceed all manufacturer specifications.

3) Used or reconditioned parts may be utilized if new parts are no longer available or temporarily unavailable and are required

urgently, with written authorization by FPS.

4) The awarded Contractor must be an authorized repairer, dealer and/or distributor.

5) The awarded Contractor shall possess all required certifications and licensures to properly perform the work. All

certifications and licensures shall be current and shall be provided by the Contractor to the Town and FPS in the Contractor’s

response to this ITB.

6) Contractor will be required to supply all manufacturers’ manuals and descriptive literature for all installed equipment, parts

and components, where applicable.

7) The Contractor shall remain the single-point-of-contact for all warranty issues regarding labor and equipment, and must

provide prompt repair service.

8) Provide the Town with references (preferably municipalities) regarding current and prior contracts performed for the

previous three (3) years.

9) The Town will not accept receipt of any repairs to equipment installed or otherwise, unless all manufacturer specifications

have been accommodated and are approved by the FPS. The Contractor shall be required to correct any nonconforming

issues, at no expense to the Town or FPS.

10) The Town shall not be held responsible for damages to premises, grounds or equipment, where caused by the Contractor

while performing the work. Costs for such repairs and replacement, as well as any other damages sustained by the Town,

shall be borne by the Contractor.

11) All work time must be coordinated with the Manager of Construction, Security and Safety, or approved designee.

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12) Award of the project, either partial or in its entirety, is contingent upon funding approval by the applicable boards of the

Town of Fairfield and the parties entering into a formal written agreement.

13) Submit a list of all subcontractors (where applicable) to be employed by the Contractor and as part of the contract.

14) The Town reserves the right to add or delete any gymnasium location or school facility as deemed necessary.

15) Prospective bidders are strongly encouraged to verify the scope of work prior to bidding. The Town reserves the right to

increase or decrease the amount of work, and as deemed in the best interest of its FPS.

16) All employees (both assigned full-time staff and part-time substitutes) may be subject to complete criminal background

checks and may be required to obtain security clearance prior to commencing the contract. If unable to provide proof of

security clearances for all employees, the awarded Contractor shall be responsible for all associated costs to obtain such

clearances. The estimated cost for this service is $77.25. The Town reserves the right to verify and approve all submitted

documentation submitted, prior to awarding the contract. Conditions apply to each subcontractor. All subcontractors must

be approved by the Town. No exceptions.

1. PROGRAM SPECIFICATIONS

A. BASKETBALL BACKBOARDS (STATIONARY & SWING-UP)

1. Check all pipe or beam clamps securing unit to ceiling, tightening and realigning where loose.

2. Check all wall anchorage, stringers and pipe connections, tightening where loose.

3. Check all support members, suspension fittings, back braces, tie rods and turnbuckles, flat braces and clamps, as well as

bracket-to-board connections.

4. Check all nuts, bolts and lag screws, tightening where loose and replacing where broken or missing.

5. Check, lubricate and adjust where necessary all knees elbows, pivots, guide rods and knuckles involved in the swing-up

backboards.

6. Check for proper goal rim height and board plumb and adjust as needed.

B. BACKBOARD WINCHES

1. Remove gear guard check gears for excessive wear. Lubricate all friction-producing parts.

2. Check wire cable for kinking, fraying and “life” as well as security of connections to winch drum and backboard.

3. Check all pulley ceiling connections and wall anchorage for security, tightening and adjusting where necessary.

4. Check all tension straps to ensure they have not been released or show signs of wear

5. Lubricate all sheaves, bearings and swivels of pulleys and realign where necessary.

NOTE: Electric circuits and limit switches are not included in this work. A licensed electrician should be consulted to correct

any problem of an electrical issue. Include price to provide this optional service in the proposal.

C. FOLDING BLEACHERS

1. Check all nuts and bolts on frame and supporting members, tightening where loose and replacing where missing or broken.

2. Check all wall anchorage for loose or broken shields, lags or brackets, repairing or replacing as necessary.

3. Check all welded joints on supporting and bridging members.

4. Check all bolts, nuts and lag screws securing woodwork to supporting members and tighten as necessary.

5. Check all safety locking mechanisms for proper operation.

6. Check all wheels, rollers and casters for freedom of movement.

7. Check all seat, riser, floor and apron boards. Cleat all split or cracked boards that are otherwise sound.

8. Check all tier supports, adjusting for proper clearance when opening or closing.

9. Check all friction producing parts for wear, lubricate for proper operation and ease of movement.

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D. APPARATUS (GYMNASTIC)

1. Parallel Bars (Even, Uneven, Low)

a. Handrails (Wood, Fiberglass)

i. Check for cracks, splits or lamination separation.

ii. Check for secure attachment at cradle-to-handrail connection.

iii. Check for distortion or warping.

b. Pistons – Uprights

i. Check for warn or damaged piston surface.

ii. Check uneven outrigger braces, cables and chains for wear and roper adjustment.

iii. Check width adjustment mechanism for wear and proper operation.

iv. Check height adjustment locking levers, hand wheels and T-handles for proper adjustment, function and

wear.

v. Check all friction producing parts for wear and proper lubrication.

c. Bases

i. Check all locking set screws, base-to-upright connections and auxiliary base connections.

ii. Check all welds for visible cracks.

iii. Check all regular and leveler floor protectors.

2. Bucks – Horses

a. Body

i. Check body covering for wear or cuts.

ii. Check anchorage to piston plate.

iii. Check pommels for wear and secure attachment.

b. Uprights – Pistons

i. Check pistons for damaged or worn surfaces.

ii. Check height adjusting mechanism, set screws, locking T-handles and base connections.

iii. Check all welds for visible cracks.

iv. Check all pivots, knuckles and knees for wear and adjust for proper operation.

v. Check all friction producing members for wear and proper lubrication.

c. Bases

i. Check all locking set screws, base-to-upright connections and auxiliary connections.

ii. Check all welds for visible cracks.

iii. Check all regular and leveler floor protectors.

3. Horizontal Bars (Full-Guy, Wall-Attached)

a. Uprights – Crossbars

i. Check wall anchorage and tighten if loose.

ii. Check uprights and crossbars for distortion.

iii. Check bonnets, height adjustment locking devices and back-up safety locks, adjusting where necessary.

iv. Check knuckles and bar connections for wear and security of attachment.

v. Check all friction producing parts for wear and proper lubrication.

b. Guy Cables – Turnbuckles – Terminal Fittings

i. Check cables and chains for wear, kinking and fraying.

ii. Check connecting links, turnbuckles, floor connectors and safety stop rings.

iii. Check tension adjusters for correct operation.

2024-31R / Inspection & Repair Program for Fairfield Public Schools Gymnasium Facilities

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Description	Opening Date	Closing Date
2024-31R Inspection & Repair Program for Fairfield Public Schools Gym Facilities	December 07, 2023 4:10 PM	December 21, 2023 11:00 AM

2024-31R Inspection & Repair Program for Fairfield Public Schools Gym Facilities

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