City of Greenville 411 S. Lafayette St. Greenville, MI Phone Fax

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1 City of Greenville 411 S. Lafayette St. Greenville, MI Phone Fax REQUEST FOR QUOTE GREENVILLE AREA COMMUNITY CENTER (GACC) THEATRE SEATING & FLOORCOVERING PROJECT The City of Greenville will accept sealed proposals from qualified persons or firms interested in providing the following: OPTION 1 BID: SEATING - Greenville Area Community Center (GACC) Auditorium Seating OPTION 2 BID: FLOORCOVERING Greenville Area Community Center (GACC) Auditorium Floorcovering One Signed Proposal MUST BE RECEIVED BY: 2:00pm, December 11, 2018 Please send your sealed proposal marked GACC Theatre Seating & Floorcovering to: City of Greenville Attn: Kristina Berry, Director 411 S. Lafayette St. Greenville, MI All bids will be opened publicly at 2:00pm on December 11, All contractors are invited to attend this bid meeting. No faxed or ed bids will be accepted. No bids shall be withdrawn for a period of 60 days after the bid opening. The City reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal(s) deemed most advantageous to the City. There will be a mandatory pre-proposal meeting held at the Greenville Area Community Center at 2:00pm, November 29, 2018 located at 900 E. Kent Rd., Greenville, MI Interested respondents must arrive by the scheduled time to review the specifications, to clarify any questions, and for a site visit with city officials. Every interpretation will be in the form of an addendum to the specification, posted on the City of Greenville website. Any quantities or measurements stated are estimates only and each contractor is responsible for taking their own measurements. Failure to assess the bid specifications and obtain your own measurements will not relieve the successful bidder of an obligation to furnish all products and labor necessary to carry out the provisions of the contract and to provide a turnkey product.

2 GREENVILLE AREA COMMUNITY CENTER (GACC) THEATRE SEATING & FLOORCOVERING PROJECT RFQ GACC Theatre Seating & Floorcovering The Greenville Area Community Center in the City of Greenville is requesting proposals to remove existing seating and furnish and install new fixed seating and refinish flooring in the Greenville Area Community Center Theater. OPTION 1 BID: SEATING - to include the seating component of the project as detailed below OPTION 2 BID: FLOORCOVERING - to include the auditorium floorcovering as detailed below Bidders may submit proposal for one, or both bid options. Equal consideration will be given regardless whether they bid on one or both options. SUBMISSION OF BID Sealed bids, marked GACC Theatre Seating & Floorcovering will be accepted on or before the date and time indicated. One original bid is to be delivered to City of Greenville, 411 S. Lafayette St., Greenville, MI It is the responsibility of the vendor to see that the bid is received by the proper personnel, at the proper location and in the time as stated in this RFQ. Any bid not meeting these requirements will be disqualified from consideration. The vendor is cautioned that delays caused by the public or private mail systems will not excuse the vendor from the obligation to submit the bid as required in this paragraph. LATE BIDS WILL NOT BE ACCEPTED. GENERAL INSTRUCTIONS & CONDITIONS 1. Bids should be verified before submission and cannot be withdrawn or modified after being opened. The City of Greenville will not be responsible for errors or omissions by the bidder on the bid form. 2. All bids must be submitted on the enclosed Proposal Form. 3. Bidders are encouraged to furnish as references a list of customers who have received similar materials and services in the general area. 4. Any bidder may withdraw a bid personally or by written request at any time prior to the scheduled closing time for receipt of bids. 5. Bidders are expected to comply with the specifications, but to the extent that there is a departure, this must be clearly indicated. 6. Requests for an interpretation shall be made in writing and delivered to the Project Coordinator, Kristina Berry at least seven (7) days before the time announced for opening the proposals. Interpretations will be in the form of an addendum to the contract documents and, when issued, will be posted on the City of Greenville website, All addendums shall be included in the contract when submitting the bid proposal. 7. AWARD OF BID: A. The City of Greenville reserves the right to reject any or all bids, or to waive any irregularities or informalities in any bid or the bidding and to make its selection of items and quantities awarded based upon its best judgment as to which items substantially comply with the specifications, or which are most economical and/or best suited for the purpose for which they are intended. B. Bids shall remain open, valid, irrevocable, and subject to acceptance for sixty (60) days after the bid opening date. a. The successful contractor shall submit the following items within ten calendar days of written notification from the city of the bid award: i. Proof of Workmen s Compensation Insurance and, General Liability insurance issued to the CONTRACTOR and protecting him from all claims for personal injury, including death, and all claims for destruction of or damage to property, arising out of or in connection with any operations under the CONTRACT DOCUMENTS, whether such operations be by himself or by any SUBCONTRACTOR under him, or anyone directly or indirectly employed by the CONTRACTOR or by a SUBCONTRACTOR under him. Insurance shall be written with a limit of liability of not less than $1,000,000 for all damages arising out of bodily injury, including death, at any time resulting from, sustained by any one person in any one accident; and a limit of liability of not less than $1,000,000 aggregate for any such damages sustained

3 RFQ GACC Theatre Seating & Floorcovering by two or more persons in any one accident. Insurance shall be written with a limit of liability of not less than $500,000 for all property damage sustained by any one person in any one accident; and a limit of liability of not less than $500,000 aggregate for any such damage sustained by two or more persons in any one accident. 8. INSPECTION AND ACCEPTANCE: All items provided by the successful bidder under this bid shall meet or exceed the bid specifications upon which the bid was awarded and shall comply with Federal and Michigan State laws governing their production, handling, processing and labeling. Inspection and acceptance of all materials and labor shall be done at the completion of the project. Items found to be defective or not in accordance with the bid specifications shall be replaced by the bidder at no cost to the City of Greenville. Failure to replace said items shall be considered sufficient cause for default action under the DEFAULT provision of the contract documents. 9. SAFETY STANDARDS: All equipment offered must conform to all applicable code requirements and shall be in conformance with industry standards of operation and practices. All materials, arrangements, and procedures shall comply with applicable code requirements, allowing the users to arrange and operate a safe assembly and working environment for audience and user personnel. END OF GENERAL INSTRUCTIONS & CONDITIONS

4 City of Greenville REQUEST FOR PROPOSAL SCOPE OF WORK RFQ GACC Theater Seating & Floorcovering SCOPE OF WORK The City of Greenville is seeking qualified contractors to provide a firm fixed price for new theater seating and floorcovering. Drawings are included of current seating arrangement for reference. The intent of the new seating is to: 1. Maximize the number of seats in the existing space 2. Improve seat holder s experience by maximizing comfort and sight lines 3. Provide seating that minimizes sound from the moving parts of the chair 4. Provide acceptable surfaces as related to auditorium acoustics 5. Provide a durable product with an attractive life cycle cost OPTION 1 BID: SEATING The requirements of this project are to analyze the existing seating layout, design a new seating layout, demolish and remove existing seating and provide new seating. GENERAL 1. Examine and inspect work in place on which seating work is dependent. Defects which may influence the satisfactory completion and performance of the seating work shall be corrected prior to the commencement of seating work. 2. Take field measurements to verify the building dimensions and make the necessary adjustments to shop drawings to reflect the actual field conditions. 3. Submit a complete seating plan, showing the location of all chairs, aisle locations, and alignment with installation details. Seating plan must include five (5) wheelchair accessible seats in the back row of the auditorium with moveable companion seats. The proposer shall assume complete responsibility for accuracy of all chair measurements shown on the seating plan. 4. The proposer shall provide a physical sample and complete set of descriptive literature showing the chair model proposed including dimensional details and specifications. 5. Existing chairs must be removed and preserved and/or disposed of properly and all existing anchors need to be broken off. Preserved seats: up to 100 seats have been sold to private citizens; a list of the specific seats will be provided to the contractor prior to demolition. Those seats must be carefully removed and preserved. Disposed seats: all other seats and materials may be disposed of properly. 6. Schedule work collaboratively with the flooring contractor to minimize the amount of time the theater will be unusable. CHAIR SPECIFICATIONS 1. Cushion Material Backs and Seats: polyurethane foam. Padding material shall comply with flammability requirements. Chair seat cushion not less than 2.5 padding thickness. Chair back not less than Chair Width: Single width chair in each row, with minimum chair width of 20 from center to center of armrests. 3. Back Seat Panel shall be no less than 32.5 high with a one-piece injection molded polyethylene. 4. End Panels: plastic or steel end panel with laminate or veneer surfaces. 5. Gravity lift seat returns. 6. Armrests: armrests shall be standard solid hardwood. Plastic and upholstered options will be considered. 7. Floor Attachments and Frames: steel standard, not less than 14 gauge steel, fabricated to conform to floor slope so that standards and pedestals are plumb and chairs are maintained at same angular relationship to vertical throughout project. 8. Upholstery, Upholstery Color and Plastic Components: selected from manufacturer s standard fabric selection. Upholstery to be free of any welts, creases, stretch lines, and wrinkles. For each upholstered component, install pile and pattern run in a consistent direction.

5 RFQ GACC Theatre Seating & Floorcovering 9. Numbers and Letter Plates: recessed number plates shall be furnished on each seat and recessed letter plates shall be furnished on all Aisle Panels. 10. Donor Plates: an adhesive backed, blank, aluminum or bronze plate for each seat shall be for local engraving. INSTALLATION 1. Install seating in locations indicated and fastened securely to substrates according to manufacturer s written installation instructions. a. Use installation methods and fasteners that produce fixed audience seating assemblies with individual chairs capable of supporting and evenly distributed 600-lb static load and without failure or other conditions that might impair the chair s usefulness. b. Install standards and pedestals plumb. 2. Install seating with chair end standards aligned from first to last row and with backs and seats varied in width and spacing to optimize sightlines. 3. Install riser-mounted attachments to maintain uniform chair heights above floor. 4. Install seating so moving components operate smoothly and quietly. EXTRA MATERIALS Furnish extra materials from the same production run that match products installed and that are packaged with protective covering for storage and identified with labels describing contents: 1. Chair Seats and Backs: Furnish a quantity of five (5) full-size units. 2. End Panel: Furnish a quantity of five (5) full-size units. OPTION 2 BID: FLOORING The requirements of this portion of the project are to remove existing carpeting and install new carpeting. GENERAL 1. Take field measurements to verify the building dimensions and make the necessary adjustments to shop drawings to reflect the actual field conditions. 2. Submit a complete flooring plan with installation details. 3. Provide all necessary surface preparation materials and installation of floorcovering. 4. Make necessary precautions against future damage to walls. 5. Schedule work collaboratively with the seating contractor to minimize the amount of time the theater will be unusable. CARPET SPECIFICATIONS Commercial-grade, high traffic, office carpeting or carpet tile. Area of project is approximately 280 sq. yards. 1. At least level loop construction or better 2. At least 100% Solution Q Solution Dyed Nylon 3. At least 1/10 gauge 4. At least 9 stitches per inch 5. At least.259 pile height 6. At least 26oz pile weight 7. At least.104 finished pile thickness 8. Weldlok plus backing or equivalent 9. At least 10 year commercial stain warranty 10. At least a lifetime commercial warranty INSTALLATION Removal and installation of floorcovering must be completed within 5 business days after the seating contractors have completed demolition of the existing seating. Floorcovering must be installed to limit seams in highest traffic areas. Apply seam sealer to all edges to help prevent unraveling.

6 RFQ GACC Theater Seating & Floorcovering GENERAL PROJECT SPECIFICATIONS SUBMITTALS 1. Oral Presentation/Product Demonstration: Offerors who submit a proposal in response to this RFQ and are ranked among one of the top finalists, may be required to give an oral presentation of their proposal and product demonstration to the Greenville Area Community Center Board. This provides an opportunity for the bidder to elaborate on the proposal. This is only a fact finding and explanation session. The GACC Director will schedule the time and location of the presentation. Oral presentations and/or product demonstrations are an option of the GARCC and may or may not be conducted. 2. Product Data: Include construction details, material descriptions, dimensions of individual components and profiles, and finishes. 3. Shop Drawings: Include plans, sections, details, and attachments to other work. 4. Precautions for cleaning materials and methods that could be detrimental to fabric and material finishes and performance. QUALITY ASSURANCE 1. Installer Qualifications: Manufacturer s authorized representative who is trained and approved for installation of units for this Project. EXECUTION A. EXAMINATION 1. Examine areas where seating is to be installed, with Installer present, for compliance with requirements for installation tolerances and other conditions affecting performance of the Work. 2. Proceed with installation only after unsatisfactory conditions have been corrected. B. INSTALLATION 1. Install materials to comply with reference safety standard and manufacturer s written instructions. C. ADJUSTING AND CLEANING SEATING 1. On completion of installation, lubricate, test, and adjust each seat so that it operates according to manufacturer s written operating instructions. 2. Clean installed seating on exposed and semi-exposed surfaces. Touch up shop-applied finishes or replace components as required to restore damaged or soiled areas. COMMENCING AND COMPLETION OF WORK The removal, delivery and installation schedule shall begin April 1, 2019, and completed to later than April 30, The removal, delivery and installation schedule will be coordinated with the Director of the Greenville Area Community Center. GUIDELINES 1. Workmanship must be in a professional manner and performed in a timely manner. 2. Loud conversations, playing music, foul language, less than professional conduct by the contractor s workers will not be tolerated. 3. Parking, off-loading of materials and storage of tools and/or materials shall be coordinated with the Director of the Greenville Area Community Center. 4. Disposal of used materials from the project must be in a lawful manger and City dumpsters will not be used by the contractor nor their workers, unless authorized by the Director of the Greenville Area Community Center. 5. Restrooms are available to the contractor s workers in the building. 6. Electric and other utilities in the building are available to the contractor. 7. The job site must be cleaned up each evening and before leaving for the weekend. Materials, tools, etc. must be stored in the room(s) impacted by the project. 8. Dumpster locations shall be coordinated with the Director of the Greenville Area Community Center. WARRANTIES Contractors shall guarantee workmanship for a period of one year after the date of substantial completion as determined by the City and contractor. Material warranties will be the maximum offered by the manufacturer unless otherwise noted above.

7 RFQ GACC Theater Seating & Floorcovering PROJECT ADMINISTRATION The Greenville Area Community Center Director shall be the City s representative on the project. The Director shall have the sole authority, after consultation with City Officials, to approve any changes in the scope of the project, specifications or other matters relative to the project. Kristina Berry Greenville Area Community Center 900 E. Kent Rd. Greenville, MI Telephone: kberry@greenvillemi.org PROPOSAL FORM Submission must be completed on the attached Proposal Forms.

8 RFQ GACC Theatre Seating & Floorcovering REQUEST FOR QUOTE GREENVILLE AREA COMMUNITY CENTER (GACC) THEATRE SEATING & FLOORCOVERING PROJECT BID SUMMARY OPTION 1 BID: SEATING $ OPTION 2 BID: FLOORCOVERING$ Indicate any associated costs if not included in the project price. TOTAL PROJECT PRICE $ ADDENDUM ACKNOWLEDGEMENT: I have received, examined and taken into full account the provisions of Addenda Number, dated. (if none, so state) Materials will be ordered within 45 days of award of bid; labor in the theater must be performed April 1, 2019 through April 30, The undersigned certifies that he/she has the authority to bind this company in an agreement to supply the services or commodity in accordance with all terms and conditions herein. Please type or print the information below. Respondent is REQUIRED to complete, sign and return this form with the submittal. Company Name Authorized Person (Print) Address Signature City/State/Zip Title Telephone # Fax # Date Tax ID #