Sumpter Township is seeking bids for application of protective epoxy floor coating in the Sumpter Township Fire House bays and gear room.
Additional Clarification Requests: Prospective Contractors may request that the township clarify information contained in this RFP. All such requests must be made in writing via email. The township will attempt to provide a written response to all written requests for clarification within two (2) business days after the receipt of such request. The township will not respond to any Request for Clarification received after 4pm on July 7, 2025. Requests for clarification and inquiries must be made via email. All requests for clarification must be directed to Eric Luke, Director of Public Safety & Chief of Police at eluke@sumpterpd.org with a subject line “FD Epoxy Floors RFP Clarifications”. No response will be made to verbal questions. All questions and answers will be posted on the township’s website. It is each Contractor’s responsibility to check the township’s website prior to the RFP due date and time to ensure that it has received all of the information, including but not limited to, all addenda to this RFP.
Restrictions on Communication: From the issue date of this RFP until a Contractor is selected and that selection is announced, a prospective Contractor shall not communicate about the subject of this RFP or any Contractor’s Proposal with the Township, its Board of Trustees, elected officials, or Township Manager except for additional Requests for Clarification in accordance with the paragraph above, or as otherwise required by applicable law.
RFP/Proposal Information Controlling: The township intends that all Contractors shall have equal access to information relative to this RFP, and that this RFP contains adequate information. No information communicated, either verbally or in writing, to or from a Contractor shall be effective unless confirmed by written communication contained in an addendum to this RFP, a Request for Clarification or other written response thereto, or in the Proposal.
Contractor Requirements Contractor shall be responsible for the following:
• Prep – grind concrete at breakroom and garage/service area floors to prep surface for coating (16grit MB)
• Repair – make minor repairs as needed to create a smooth surface for coatings
• Coating – install a 3-layer Polyurea/Polyaspartic floor coating system to approximately 5,775 square ft of bays and gear room.Bays to be completed one at a time to allow for continued operation during the project. System to include o moisture vapor barrier pigmented base coat o full layer of color flakes, color to be determined o Polyaspartic clear top coat
• Finishing – elastomeric yellow striping for parking bays
• Additionals – Contractor shall be responsible for obtaining waste containers for the removal of all its waste materials, rubbish and packing materials resulting from their operations.If Contractor fails to clean up within five (5) days after completion, the Township may do so, and the cost thereof shall be charged to the Contractor as a deduction in contract price.
Contractor shall provide an adequate number of qualified, experienced personnel capable of performing the required work within time frames set forth in township’s schedule. All workers and subcontractors performing work shall be skilled in their respective trades.
Bidders shall be a reputable, recognized organization with at least five (5) years of successful experience in work of this type. References of three (3) accounts recently or currently being serviced in comparable work must be furnished. Failure to include these references may be ample cause for rejection. Bidders are required to attend a mandatory pre-proposal meeting by contacting Eric Luke, Director of Public Safety & Chief of Police, as outlined in this document. Each bidder shall compare the premises with the specifications and be satisfied as to their ability to meet the conditions affecting the services to be provided before submitting their Proposal. No allowance or extra consideration on behalf of any bidder will subsequently be allowed by reason of error or oversight on the part of the bidder. The Bidder shall be responsible for all final measurements. The Contractor must secure all equipment and materials at the site. Contractor shall be responsible for any and all damages to existing building or grounds, sustained as a result of work under this contract, caused by either the installation of its work or in the deliver of materials and equipment for its use. The cost of repairing or replacing such damage shall be borne by the responsible Contractor. The repair or replacement work shall be done in a manner and to leave the facilities in the same condition as before the damage occurred, to the complete satisfaction of the owner. The Contractor is responsible for all damages and losses until the installation has been completed and accepted by the Township. Contractor shall identify one person, acceptable to the Township, who shall act as liaison with the Township. This individual should have the authority to make decisions on behalf of the Contractor. Satisfactory Workers’ Compensation insurance and Property/Casualty/Liability insurance must be maintained and paid by the Contractor at all times work is performed. This insurance must show the Township as additionally insured and must be provided to the Township. Commercial Property/Casualty/Liability insurance is required as follows: on an “Occurrence Basis” with limits of liability not less than $1,000,000 each occurrence, $3,000,000 aggregate, combined single limit, Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: A) Contractual Liability; B) Products and Completed Operations; C) Independent Contractor’s Coverage; D) Broad Form General Liability Extensions or equivalent; E) Deletion of all Explosion, Collapse, and Under group (XCU) Exclusions, if applicable. Professional Liability Insurance (Errors & Omissions): of $1,000,000 each occurrence and $3,000,000 aggregate. Workers’ Compensation including Employer’s Liability Coverage: of $1,000,000 each accident, $500,000 aggregate, in accordance with all applicable Michigan law
Opening of Proposals: At a specified location and due date as stated above, all submitted proposals will be publicly opened and read aloud at 12:30pm. All interested parties may attend the bid opening. No decision will be rendered at the bid opening.
Late Proposals: All responses must be printed and signed. The bidder assumes the risk of any delay in the mail. Whether sent by mail or means of personal delivery, the bidder assumes responsibility for having his bid deposited on time at the place specified.
Returned Proposals: All proposals received after the due date and time will be unopened and made available to the respective contractor for pick-up or return, at its sole cost and expense.
Reservation of Award: The contract will be awarded to the responsible bidder whose proposal is within the competitive range and determined to be the most advantageous to Sumpter Township. Price, experience, references, and other factors are considered. Sumpter Township reserves the right to make awards within sixty (60) days after the date of the bid opening during which period bids may not be withdrawn. The Board of Trustees or its designee reserves the right to reject any or all bids, in part or in total, for any objective or subjective reason whatsoever. Late bids will not be opened.
