Project Information

Bid Title

Refinish Gymnasium Wood Floor

Issuing Agency

Town of Westerly

Location

Rhode Island

Published Date

Jan 29, 2026

Closing Date

Feb 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-42

Original Source

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Bid Documents

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Project Description

Bid Number:	26-42
Bid Title:	Refinish Gymnasium Wood Floor
Category:	Services (Professional, Support, Consulting and Misc. Services)
Status:	Open

Publication Date/Time: 1/29/2026 8:45 AM Closing Date/Time: 2/19/2026 2:00 PM Related Documents: 26-42 RFQ Refinish Gymnasium Wood Floor

Attachment Preview

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

REQUEST FOR QUOTATION

RFQ Description: Refinish Gymnasium Wood Floor

RFQ Number: 26-42

January 29, 2026

The Town of Westerly/Westerly Public Schools, Westerly, RI, acting through its Purchasing Agent,

is hereby soliciting sealed bids for the above referenced RFQ and you are hereby invited to submit

an hourly fee for the Scope of Work described in this Request for Quotation, in strict accordance

with the Bid Documents.

TERMS AND CONDITIONS

Bids shall be based on the Terms and Conditions as referenced in this Request for Quotation.

BID DUE DATE/SUBMITTING INSTRUCTIONS

BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO

LATER THAN 2:00 p.m., February 19, 2026. A Bid submitted on other than the attached BID

BREAKDOWN FORM may be rejected. Envelopes containing bids must be sealed and

addressed to the undersigned, at the Purchasing Department, Town of Westerly, 45 Broad Street,

Westerly, RI 02891 and must be clearly marked with the Name and Address of Bidder, Bid Due

Date and Time, and RFQ Number and Title. Bidders must include one original plus a Public copy

on a flash drive as defined in the Instruction to Bidders.

Pre-bid Meeting

A non-mandatory pre-bid walkthrough will be held on February 5, 2026, at 3:30 PM at

the Westerly High School, 23 Ward Avenue, Westerly, RI 02891. It is strongly

recommended that vendors attend to measure the areas.

Schedule

1. Issue Request for Proposal

2. Non-mandatory Pre-bid Meeting

3. Questions Due

3. Proposal Submission

4. Vendor Award

5. Project Start

6. Substantial Completion

1/29/26

2/5/26 at 3:30 PM

2/11/26 at 12:00 PM

2/19/26 by 2:00 PM

2/27/26

No earlier than 6/26/26

No later than 8/15/26

BIDDER’S QUESTIONS

Questions regarding this solicitation must be emailed and received by the Purchasing Dept.

at ecardillo@westerlyri.gov no later than 12:00 p.m. February 11, 2026, in a Microsoft Word

attachment with the corresponding solicitation number. Questions, if any, and responses

will be posted on the www.westerlyri.gov website as an addendum to this solicitation.

SPECIAL INSTRUCTIONS TO BIDDERS

1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.

2. Bid Price which exceed $50,000 must include a 5% Bid Bond and cost of Payment and

Performance Bonds. The successful Bidder will be required to post a 100% Payment and

Performance Bond.

3. Bidders shall note that their bid is based on Prevailing Wage (RIGL Sec 37-13-1 et seq.).

The successful bidder and its subcontractors must pay their workers at the applicable

prevailing wage rates (adjusted every July 1) for the various trades on a weekly basis and

submit certified weekly payroll as described in the Instructions to Bidders. Prevailing wage

rate schedules are available at the Rhode Island Department of Labor and Training website

at www.dlt.ri.gov.

4. Bidder’s prices shall include all Permits/Fees.

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

5. Quotes must be firm for a minimum of 120 days from date of submission.

6. Bid Completeness - Pricing submitted on this project must be an all-inclusive price. The

intent of an all-inclusive Price is such that no Adds or Change Orders will be necessary.

7. If the Bidder submits a supporting/additional document with their bid, that document must

include page numbers.

8. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.

9. The Successful Bidder MUST be able to have a response time that will allow an assigned

project to be completed when requested by the Town/School.

10. § 37-12-10. Retainers relating to contracts for public works, sewer, or water main

construction. (a) Upon substantial completion of the work required by a contract

aggregating in amount less than five hundred thousand dollars ($500,000) for the

construction, reconstruction, alteration, remodeling, repair, or improvement of sewers and

water mains, or any public works project defined in § 37-13-1, the awarding authority may

deduct from its payment a retention to secure satisfactory performance of the contractual

work not exceeding five percent (5%) of the contract price. (b) There shall also be

deducted and retained from the contract price an additional sum sufficient to pay the

estimated cost of municipal police traffic control on any public works project. Municipalities

shall directly pay the officers working traffic details and shall bill and be reimbursed by the

withholding authority for which the contract is being performed every thirty (30) days until

the project is complete. (c) Notwithstanding the foregoing, with respect to projects located

within the town of Warren, the withholding authority shall hold an amount from the contract

price that shall be reasonably sufficient to pay the estimated cost of municipal police traffic

control. The withholding authority shall pay to the town of Warren within seventy-two (72)

hours of written demand the actual costs of police traffic control associated with said

project on an ongoing basis.

RFQ BID DOCUMENTS

Attachment A – Scope of Work, Page 3-4

Attachment B – Bid Form Pages 5-6

Attachment C – Instruction to Bidders Pages 7-12

APPENDIX A – Bidder Certification Pages 13-17

Agreement-Westerly Standard Agreement Pages 18-26

BIDDER CERTIFICATION FORM: Bidders must include, complete, and submit a

Bidder Certification Form with each bid proposal.

This solicitation is available at www.westerlyri.gov. The Town of Westerly/Westerly Public

Schools reserves the right to reject any/all bids, waive any informalities in the bids received

and to accept and award the bid to the lowest qualified bid deemed most favorable to the

interest of the Town/School. The Town/School does not discriminate based on age, color,

gender, national origin, race, religion, sexual orientation, or disability in accordance with

applicable laws and regulations.

Regards,

Eileen Cardillo

Purchasing Agent

Town of Westerly/ Westerly Public Schools

45 Broad Street, Westerly, RI 02891

Tel. (401) 348-2599

ecardillo@westerlyri.gov

www.WesterlyRI.gov

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

ATTACHMENT "A"

SCOPE OF WORK

Description of Scope

The purpose of this project, which is to be completed no later than August 15, 2026

Ward High School-23 Ward Ave. Westerly R.I- Approximately 10,605 sq. ft. Perform gymnasium floor

refinishing services at Westerly High School Ward building as per the requirements and specifications

of Westerly Public Schools.

* Note Floors Must Be completed and ready for use by August 15, 2026

This gym floors shall consist of all wood flooring, except in those areas which are under permanent

fixtures, such as retracted bleachers, within this site’s gymnasium.

o All movable equipment will be removed from the area by the school department unless otherwise

noted.

o Please note that exact & final measurements are the responsibility of the vendor.

1. Contractor shall follow proper steps and procedures to provide a, “HEAVY SCRUB & RECOAT” to

the wood gym floor.

a. Entire floor area will be thoroughly swept and all debris such as gum, temporary tapes etc., will be

removed.

b. Apply an approved neutral cleaner such as Hillyard’s Super Shine-All or equivalent i. Be sure to

remove all grease, wax, dirt, rubber marks, scruff, heel-marks etc.

c. Damp mop rinse the entire floor a second time using clean water.

i. Change rinse water when it becomes cloudy with dirt.

d. Tack the entire floor to remove all remaining dust and debris.

e. All painted lines will be examined. Worn, chipped and damaged painted game lines shall be touched

up using color matched paints. All paints used must be approved in writing to be compliant with the gym

floor finish by the Gym Finish Manufacturer.

i. All paint manufacturers’ directions must be adhered to before application of water-based finish coats.

f. Tack the entire floor to remove any remaining dust and debris.

g. Apply two coats of a high solids water-based gym wood finish such as Hillyard’s Tip-Off or equal.

i. Before applying each coat, turn off ventilation system(s). Then turn

ventilation on for 6-8 hours after each coats application to allow for proper

drying and curing.

ii. Apply first coat at a coverage rate of 500-700 square feet per gallon

with a clean synthetic applicator following the manufacturer's directions.

1. Avoid leaving puddles or excess finish on the floor.

2. Allow first coat to dry at least four hours

1. Within twenty-four (24) hours

1. Abrade entire surface using “maroon” pads (250

square feet per pad).

2. Tack the entire floor to remove any remaining dust and

debris.

iii. Before applying each coat, turn off ventilation system(s). Then turn

ventilation on for 6-8 hours after each coats application to allow for proper

drying and curing.

iv. Apply second coat at a coverage rate of 500-700 square feet per gallon with a clean synthetic

applicator.

1. Ensure gym ventilation is operating for at least eight hours after

each coat's application.

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

2. Description of Work Excluded

The following specific item(s) of work shall be excluded from the work of this Bid Package:

Not Applicable.

The awarded contractor will not be responsible for ACM testing and abatement if required but will be

required to coordinate the tasks.

● All work is to be in accordance with the Maple Flooring Manufacturers Association (MFMA)

guidelines and recommendations.

● The floor seal and finish shall be MFMA approved oil-modified or water-based products.

● The striping paint shall be recommended by the finish manufacturer.

● Provide the owner with maintenance instructions, including material recommendations for this floor

finish and subsequent recoating’s.

MILESTONE SCHEDULE DATES

The Successful Bidder agrees to perform the described Work in accordance with the following

schedule:

Approximate Work Start Date: June 26, 2026

Approximate Work Completion Date: August 15,2026

These are approximate milestone dates and may be adjusted by the Town/Schools to meet the overall

project requirements. Additional charges from the successful bidder for any adjustments, prior to

completion of the work will not be allowed.

The Bidders shall be aware that meeting the above completion date milestones may require extended

workdays, Saturday work, and multiple crews and expedited procurement of materials. Normal working

hours are 8:00 am to 4:30 pm EST. Bidder must submit a request along with the proposal if different

hours are needed. All of these work requirements shall be considered within the base bid price.

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

ATTACHMENT "B"

Bid Form

“THIS FORM MUST BE COMPLETED AND SUBMITTED WITH BID”

RFQ NUMBER: 26-42

RFQ NAME: Refinish Gymnasium Wood Floor

The Bidder stated below agrees to provide all labor, materials, equipment,

supervision and all activities required to provide a complete scope of work as

defined in the above referenced Request for Quotation, for the following costs:

A. BID BREAKDOWN

Labor

Materials

Overhead, Profit, Misc. & General Conditions

Shipping/ Logistics/ Rigging

Bonds

Permits

TOTAL BID PRICE

Cost

The price includes all stipulations and requirements of Addendum No.

,

which have been received and accepted by the undersigned.

The Successful Bidder agrees to submit ALL Quotes to Westerly and provide

written documentation of material/equipment costs.

What is the Company’s Experience Modification Rating from your Insurance

provider?

EMR.. If over 1.0, please explain why:

include a copy of your Certificate of Insurance.

Please

Provide warranty on product: ___________________________________________________

EXCLUSIONS:

This Request for Quotation, together with all documents, specifications, drawings and

documents/attachments/Addendums, are included and constitute the entire proposal from the

bidder. There are no terms, conditions, or provisions, either oral or written, between the parties

hereto, other than those contained herein. The Request for Quotation supersedes all written

representation, inducements, or understandings of any kind or nature between the parties hereto,

relating to the project involved herein. Payment Terms are net 30 days, for this scope of work.

The submitted unit pricing for this scope of work shall remain firm for the duration of any contract

awarded to the Successful Bidder.

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Commodity Codes

• NAICS 238330Flooring Contractors

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