RFP 24-13-SP - Fabricated Shade Structures and Installation

Santa Rosa County District Schools (SRCSD) seeks proposals for design, fabrication, and installation of shade structures at various school locations.  This initiative aims to enhance outdoor spaces for students, staff and visitors while promoting comfort and protection from sun exposure.  Locations may include playgrounds, outdoor café, courtyards, parking lots and/or sports complex/outdoor seating.
 

1. Project Overview
   1. The contractor will be responsible for the following:
      1. Design and Engineering: Provide custom design options for shade structures that meet the specific needs of the school district, including safety, aesthetic considerations, and functionality. All designs must be accompanied by certified, engineered stamped drawings, ensuring full compliance with local building codes and regulations.
      2. Fabrication: Manufacture the shade structures to meet the approved designs, ensuring materials are durable, UV-resistant, and able to withstand local weather conditions.
      3. Installation: Provide all labor, tools, and equipment necessary for the installation for the fabricated shade structures, ensuring compliance with all local codes, safety regulations, and manufacturer specifications.
      4. Site Preparation and Cleanup: Clear the installation areas, preform any necessary excavation or leveling, and remove debris upon completion.
2. Deliverables
   1. The contractor will deliver the following:
      1. Design and Engineering Plans: Detailed, site-specific design and engineering documentation.
      2. Materials: UV-resistant fabric or metal materials, structural steel or aluminum framing, and weatherproof components.
      3. Installation: Complete, professional installation of all shade structures.
      4. Post-Installation Inspection: A final walkthrough with school district personnel to ensure satisfaction with the work and functionality of the structures.
      5. Maintenance Guidelines: Documentation of how to maintain and care for the structures to ensure longevity.
      6. Warranty: Provide warranty information on structure, fabric, and any other components that are included in overall project, to include labor.
3. Scope of Work Details
   1. Design Phase
      1. Site Assessment and Consultation: Conduct an on-site meeting to review the areas for shade installation, asses the specific shading needs and discuss design preference.
      2. Customization: Provide custom designs based on the project requirements, including fabric and frame materials, and shading options (e.g., canopies, pergolas, tensile structures).
      3. Design Approval:  Submit drawings, renderings, and specifications for required approvals before fabrication.
      4. Permits and Approvals: Contractor will obtain all necessary permits and ensure compliance with local codes.  Prior to Fabrication Phase, contractor will ensure a Purchase Order has been approved and issued by the school district, unless paying with credit card.
   2. Fabrication Phase
      1. Material Selection: Use high-quality materials for each structure, including durable UV-resistant fabrics, corrosion-resistant metal frames, and weatherproof components.
      2. Fabrication Process: Manufacture each shade structure to exact specifications with quality control checks throughout the process.
      3. Pre-Installation Inspection: Conduct a thorough inspection of all fabricated components to ensure compliance with design and quality standards.
   3. Installation Phase
      1. Site Preparation: Clear and level the installation areas as needed to ensure proper installation and adequate drainage and schedule any necessary inspections required according to the permit process.
      2. Foundation Work: Install concrete footings or ground anchors as required to secure the shade structures.
      3. Structure Assembly: Assemble and install the shade structures, ensuring they meet safety standards and are fully functional.
      4. Final Adjustment and Testing: Perform final checks to ensure structural stability, fabric tension, and overall performance.
   4. Post-Installation Support
      1. Final Inspection: Conduct a final walkthrough with the school district’s representative(s) to ensure the shade structures are installed as per design and are functioning as intended. Ensure that all permits and inspections have been completed and that there are no outstanding issues or requirements. Provide documentation of final approval and compliance.
      2. Maintenance Guidelines: Provide detailed instructions for periodic cleaning, fabric maintenance, and structural inspections.
      3. Warranty: Provide warranty information on structure, fabric, and any other components that are included in overall project. Clearly outline the terms, duration, and scope of the warranty, as well as any limitations or exclusions.
4. Catalog Submission
   1. The contractor shall submit a catalog of available shade structures for review.  The catalog will include a variety of design options, materials, and configurations, as well as detailed specifications and images.  The school district can select from the following categories:
      1. Shade Structure Types
         1. Cantilevered Shade Structures
         2. Tensile Shade Canopies
         3. Sail Shade Structures
         4. Shade Pergolas
      2. Materials and Finishes
         1. Frame Finishes
         2. Fabric Options
         3. UV Protection Rating
      3. Example Shade Structure Designs
         1. Image Portfolio
         2. Engineering Drawings
5. Labor Rates
   1. The contractor shall provide a list of all labor rates for provided services, if applicable.
6. Value Added Services
   1. Contractor shall provide all Value-Added Services (e.g., custom branding/coloring, maintenance packages, safety devices).
7. Project Schedule and Timelines
   1. Contractor shall provide timeline for project(s).
      1. Design Phase - ______ weeks for consultation and design approval.
      2. Fabrication Phase - ______ weeks, depending on complexity and material availability.
      3. Installation Phase - ______ weeks, based on site conditions and number of structures.
      4. Final Inspection and Handover - ______ for final check and walkthrough with district representative.

1. Proposal Form
2. Drug Free Workplace Form
3. Sworn Statement of Public Entity Crimes Form
4. Certification Regarding Lobbying Form
5. Conflict of Interest Certification Form
6. E-Verify
7. Human Trafficking Affidavit Form
8. Business Proposal including:
   1. A company history
   2. References from at least three (3) clients
   3. A brief summary of the service offered