REQUEST FOR QUOTE HALF HOUSE AND BRAILE CURTAIN SYSTEM FOR THE EAST KENTUCKY EXPO CENTER, PIKEVILLE KY
REQUEST FOR QUOTE
EAST KENTUCKY EXPO CENTER
TITLE: HALF HOUSE AND BRAILLE BOWL CURTAIN SYSTEMDATE ISSUED
March 1, 2015 / SOLICITATION CLOSES
Date ______
Time: 5:00 PM EST / SOLICITATION NO. / COMMODITY CATEGORY
Capital Equipment
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O / East Kentucky Expo Center
126 Main Street
Pikeville, KY 41502 / B
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O / City of Pikeville
SUBMIT QUOTE TO:
City of Pikeville c/o SMG
FOR INFORMATION ELECTRONIC BID PERMITTED: Electronic bidding is permitted for items
EMAIL ALL quoted that meet specs exactly. Any item not specifically called out in this
QUESTIONS TO: solicitation and bid by a vendor must be presented in hard copy with cut sheets and comparison of alternate to base spec. Electronic bids must be submitted to
ARTICLE 1 INTRODUCTION
PROJECT DESCRIPTION/LOCATION
The EAST KENTUCKY EXPO CENTER in association with facility manager SMG seeks quotes for HALF HOUSE, SIDE MASKING AND BRAILE CURTAIN SYSTEM to support the requirements of the VENUE. The VENUE is operated by SMG and is a multifunction facility capable of hosting a variety of events including but not limited to basketball games, Concerts, Exhibitions, Meetings, etc.
Quote shall be good for 90 days. Owner reserves the right to choose all or parts of quotes as per the best interest of the EAST KENTUCKY EXPO CENTER and City of Pikeville, KY.
Site is under the jurisdiction of ______.
ARTICLE 2 WARRANTIES
The HALF HOUSE, SIDE MASKING AND BRAILE CURTAIN SYSTEM and its components shall be warranted for a period of at least one (1) year following final acceptance, unless otherwise stated in specifications. Title and all Warranties shall be to the benefit of the City of Pikeville, KY. – EAST KENTUCKY EXPO CENTER.
ARTICLE 3 INSURANCE AND BONDING
Not Applicable
ARTICLE 4 CRITICAL DATES
The HALF HOUSE, SIDE MASKING AND BRAILE CURTAIN SYSTEM must be 100% installed/delivered by no later than date below. Bidder should identify issues meeting delivery date in response.
Bidders NotificationSite Visit / N/A
Proposal Due Date / 5:00 PM
Vendor Selection On or around
Anticipated Delivery / Substantial Completion Date Confirmation to follow with award
ARTICLE 5 / SUBMITTALS
5.1 The Bidder shall include a Price Proposal detailing costs in an itemized format. The Pricing Sheet attached will be required to be used for each Bidder submitting a quote.
5.2The Bidder shall describe any potential problems, which may impact the delivery date.
5.3 The Bidder shall include a minimum of five (5) references for similar systems and installation efforts successfully performed by the Bidder.
5.4 Each Bidder is required to provide the following information in the amounts requested. Bidders who fail to provide any of the submittals requested will not be given consideration.
ARTICLE 5 SUBMITTALS (Continued)
▪ Submit one (1) copy of Drawings (if applicable) and Product information sufficient to explain the bidders proposed system/product and adherence to the bid specifications.
▪ Submit one (1) copy of manufacturer's descriptive literature and manufacturer's fabrication specifications.
▪ Submit one (1) copy of manufacturer's warranty if different from the Vendor’s Warranty as required in the Terms and Conditions.
▪ Submit one (1) copy of manufacturer’s operating, service and/or parts manual.
▪ Submit one (1) copy of certificate of insurance as described above.
5.5 The Bidder shall forward two (2) copies of the Proposal to the following addresses no later than time and date specified in Article 4. Proposal must be signed and sealed by a corporate officer, general partner, sole proprietor, (as applicable) or other authorized signatory having the authority to commit the Bidder in full. Electronic submissions are acceptable but not required.
ARTICLE 6 PAYMENT INFORMATION
SMG is acting as Agent for the City of Pikeville, KY. SMG is the entity that will issue all purchase orders, contracts and receive invoices on behalf of the City of Pikeville, KY. Payments with regards to this Solicitation will be made by the SMG directly to vendor on behalf of the City of Pikeville, KY.
Payment terms are Net 30 days from receipt of invoice only after acceptable delivery and receipt of item. All items will be inspected upon arrival to ensure each is in approved condition prior to payment.
ARTICLE 7 GENERAL TERMS AND CONDITIONS
Delivery Terms ToEAST KENTUCKY EXPO CENTER126 Main Street Pikeville, KY
Independent Contractor/Employer. Contractor and any subcontractors or suppliers thereto are independent contractors and are not the agent of Owner. Owner shall in no way be liable as an employer to or on account of any of the employees of Contractor or any subcontractor thereof. Contractor shall have no authority to issue change orders to subcontractors or suppliers without the advance written authorization of Owner.
Taxes. Contractor shall pay any and all taxes and licenses, including any applicable duties, sales and use taxes for which Contractor may be liable in connection with entering into the Contract and performing the Work. GST is not to be included in Quote.
Compliance with Laws. Contractor shall strictly comply with all statutes, ordinances, codes, laws, regulations and other requirements of all authorities having jurisdiction over the Work, or any part thereof, including those laws prohibiting discrimination on the basis of sex, race, creed, color, national origin, or disability, shall maintain full eligibility for public works contracting within the providence of Alberta, and shall maintain all required business licenses and registration requirements for contractors in the providence of Alberta.
Permits/Approvals. Except as otherwise specified herein, Contractor shall secure and pay for necessary approvals, permits, easements, assessments and charges required for the construction, use, or occupancy of permanent structures or for permanent changes in existing facilities. City Business Licenses Fees
Lien Releases. Contractor agrees to keep the Project free and clear of all liens and unwarranted claims. In conjunction with Applications for Payment, Contractor shall deliver to Owner interim lien releases from all subcontractors and suppliers of every tier in a form acceptable to Owner. Contractor shall also deliver to Owner, at the time of Final Payment, final waivers and releases of all liens and claims for Contractor and all of its subcontractors and suppliers of every tier, and shall indemnify, defend, and hold harmless Owner from any claims in contravention hereto.
ARTICLE 7 GENERAL TERMS AND CONDITIONS (Continued)
Indemnification. Contractor shall indemnify, defend and hold harmless Owner and its officers, directors, agents, shareholders, successors and employees (individually, each an “Indemnified Party” and collectively, the “Indemnified Parties”) from and against any and all claims, liability, damages, losses, causes of actions, and the like arising out of or resulting from, or alleged to arise out of or to result from the performance of the Work (hereinafter, singularly and collectively referred to as “Indemnity Claims”), provided that such Indemnity Claims were caused in whole or part by the negligent or willful acts or omissions of Contractor, its Subcontractors, or anyone directly or indirectly employed by them or anyone for whose acts they may be liable. Contractor, at its sole expense, shall promptly dispose of Indemnity Claims, defend all claims filed against an Indemnified Party on the account of Indemnity Claims, pay all judgments or awards or the like rendered against an Indemnified Party relative to such claims, and reimburse each Indemnified Party in cash upon demand for all reasonable expenses incurred by such Indemnified Party in connection with Indemnity Claims and lawsuits including, but not limited to, attorneys fees, expert witness fees and court costs. Contractor expressly acknowledges and agrees that, if Indemnity Claims are caused or alleged to be caused in part by any joint or concurrent negligent act (either active or passive) or omission by an Indemnified Party, Contractor shall indemnify, hold harmless and defend such Indemnified Party from such Indemnity Claims to the extent such Indemnity Claims arise out of or result from the negligence or willful misconduct of Contractor or its Subcontractors and suppliers of every tier. In no event shall Contractor be obligated to indemnify an Indemnified Party for Indemnity Claims which arise out of or result from the sole negligence or willful misconduct of such Indemnified Party or its agents, servants or independent contractors who are directly responsible to such Indemnified Party, excluding Contractor.
Waiver of Employer Immunity. Solely to effectuate the indemnity contained herein and not for the benefit of any third party, Contractor specifically and expressly waives any immunity it may have under industrial insurance act, title 51 RCW, and acknowledges that this waiver was mutually negotiated by the parties herein. Further, the indemnification obligations under this Agreement shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable to or for any third party under Worker Compensation Acts, Disability Benefit Acts or other employee benefits acts.
Notice of Claims. In the event that Contractor believes it has a claim for additional compensation, additional time or some other remedy arising out of or in connection with the Contract, the Work or the actions or omissions of Owner, Contractor shall give written notice to Owner of such claim within seven (7) days of when Contractor first knew, or reasonably should have known, of the event or condition giving rise to the apparent claim. The notice of claim shall describe the event giving rise to the claim and the impact of the claim in reasonable detail, and shall contain a detailed description and breakdown of all monies and time extensions sought, if any. FAILURE TO GIVE
NOTICE OF CLAIM WITHIN THE SEVEN (7) DAY PERIOD AND IN THE MANNER DESCRIBED ABOVE SHALL CONSTITUTE A COMPLETE WAIVER, RELEASE AND BAR OF SUCH CLAIM.
Dispute Resolution. All claims, disputes and other matters in question arising out of, or relating to, the Project or this Agreement or the breach thereof shall be submitted to mediation as a prerequisite to any further legal action. In the event the matter cannot be resolved through mediation, the Court of the providence of Alberta shall have jurisdiction over litigation thereof. Nothing herein shall limit Owner’s right to pursue immediate injunctive relief in the event an act or omission of Contractor interferes with the use or operation of Owner’s facilities.
Governing Law/Venue. This Agreement shall be governed by the laws of the providence of Alberta, with venue for all disputes in the providence of Alberta.
Attorney Fees. In the event of litigation, the prevailing party shall be entitled to reimbursement of its reasonable attorney fees, expert witness fees, and court costs from the non-prevailing party.
Contract Documents: The Contract Documents include and hereby specifically incorporate the terms of the RFP, the Exhibit B - Pricing Sheet, the Purchase Order issued by the Owner and any terms or addenda thereto, and any other documents subsequently issued and identified by the Owner as affecting this procurement.
EXHIBIT A - TECHINCAL SPECIFICATIONS
Half House / Stage Curtain Includes:
1. Black-Out Curtains – Arena Reduction (stage) curtains with motorized operation.
2. Rigging and operating equipment (except where indicated by others)
3. System design and engineering
4. Side masking curtain and tracks
5. Braille curtain around entire bowl perimeter
System Description
Arena Reduction Curtain: Electric chain motor operated rigging system, truss-supported black-out drapery, trusses, curtain-to-truss attachment, controllers, accessories and training. Curtain raised and lowered by operating system. Curtain and support truss designed for convenient dismantling and storage when not deployed.
1.Design shall reflect a requirement for minimum ongoing institutional maintenance.
2.Locations, Heights and Configurations: The general scope is shown on Appendix A - Drawings.
Design arena reduction curtain system to provide a continuous barrier as follows:
a.Locations (total of three (2):
•Primary - End Stage
•Secondary - Half-House
Locations as shown. Coordinate system, including curtain planes, curtain panel raising and lowering paths, operation deployment and components with other building features including the scoreboard and structural, mechanical and electrical work.
b.Heights: Curtains to extend from a line approximately five (5) feet below the rigging steel level to the floor surfaces below (approximately 52 feet from the floor elevation to the low cord of the rigging steel.) Provide bottom overlap adequate to effectively close curtain to floor areas and other conditions without unreasonable excess material.
c.Configurations: Follow the profile of the floor surfaces below each hanging location, to provide full bottom closure. Interface of Center Curtain panel edges to provide natural pass-through for performance activities.
Fabric must be resistant to staining and colour fading.
Submittals
The following are to be submitted with the bid:
• Certificates: Manufacturer’s written certificate of fabric flame proofing; including names of flame proofing chemical and flame proofer and flame proofing method and date.
The following are to be submitted upon request within five (5) working days of date requested:
Samples: Submit samples for review of color, texture, pattern and construction.
1.Fabric: 24 inches by 24 inches minimum of each type and color required.
2.Curtain Support Trusses: 12 inch square by length required showing typical members and assembly/disassembly devices. Include curtain-to-truss and truss-to-cable connection hardware.
3.Cable: 12 inches long; cable bridle.
The following are to be made post award:
Shop Drawings: The successful vendor must submit shop drawings showing layout, construction, materials, attachments, all fully dimensioned.
• Engineered design, coordination and layout drawings – Submit preliminary design, coordination and erection arrangement drawings in quadruplicate not later than sixty (60) days after contract award for showing the system design and for coordinating the work of other trades in the related areas. Following approval of the preliminary drawings and prior to beginning fabrication, this Contractor shall submit in quadruplicate complete shop drawings of the rigging components.
a.Mechanical Assembly Drawing: Show detailed sizes, rating and weights of all components, equipment, supports and linkages. Assembly drawings shall show sufficient detail to serve as a basic record for maintenance. Include a reference listing for all materials, components, equipment and any special equipment furnished.
b.Mechanical Detail Drawings: Show all details necessary for fabrication for all specially designed components, linkages and supports.
c.Mechanical General Layouts: Show all mechanical equipment locations, connections to building structure, linkages, calculated loads, travels and travel relationships between adjacent installations and between adjacent structures.
d.Component Equipment Drawings: Manufacturer’s approved drawings or catalog cuts showing weight, dimensions and mechanical component capacities.
e.Erection Plans and Diagrams: Show relative locations of various members and overall dimensions with reference to be preliminary drawings including auxiliary steel supplied by others.
f.Miscellaneous Details and Assembly Drawings: Show lengths, widths, and sizes of all members, connection details, locations, type and size of bolts, rivets, welds and other connections together with material to be used.
Maintenance Manuals: Submit bound manual for rigging system, with operating and maintenance instructions, parts listing, recommended parts inventory listing, purchase source listing, emergency instructions and similar information.
Quality Assurance
•Codes: System and installation to comply with all applicable codes and ordinances. (detail – check with PDS)
•Contractor to field verify all dimensions and conditions.
•Single Responsibility: Arena reduction curtains shall be the work of a single Manufacturing Contractor who:
a.Has direct and undivided responsibility throughout all phases of the work including design, engineering, fabrication, installation, guarantee and maintenance.
b.Operates its own machining and fabricating facilities for this work.
4.Fabrication and Workmanship: Incorporate neat and mechanically acceptable practices such as clean drilled and punched holes without flash, hand smooth finish for sheared, machined and cut edges, and proper fit of component and contiguous parts without irregularity where matching is intended. Moving parts shall have specified tolerances, shaft sizes, bearings, mountings, connections, and accessories coordinated into the work in a manner acceptable to the Owner. No wood construction or equipment shall be incorporated into the work except as specifically required otherwise.
5.Installation: Provide straight, plumb, true and aligned components throughout. Connections shall be tight fitting with a minimum safety factor of eight and arranged in an orderly manner. Mechanical fabrication shall posses the necessary properties to withstand stresses of tension, compression, flexure, shear and torsion which may apply on one (1) or more of the components and shall be related to safety, ease of operation, quietness of operation, and service life. Service life for mechanical equipment (excluding cable) is to be coincident with the building life and the standards of quality and design covering the equipment fabrication in this category, plus the installation workmanship techniques required are both established on this basis.
Products
Black-out Drapery
1. Fabrics: By Dazian, Inc 423 West 55th Street, New York, New York or Fred Krieger & Company Inc. 420
JerichoTurnpike, Jericho, NY 11753
•Half House And Side Curtains: Inherently flameproof, 15 oz. Encore Velour
•Braille Curtains: Inherently flameproof, 15oz PD Cloth
•All types and colors of fabric shall be of a single dye lot, except when volume of a type or color
exceeds the limit of a single dye lot, it must then be identically matched to balance to the original lot.
2. Sewing and Fabrication:
•Table drapery, as removed from bolts, across an inspection window to detect defects. Cut defects out and do not incorporate in the finished work.