OFFICIAL BID SHEET. DATE: May 3, 2018

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1 DATE: May 3, 2018 OFFICIAL BID SHEET BID NUMBER: FIRM CONTRACT INVITATION Bids must be signed in Ink. Unsigned bids will not be considered. Bids are invited for the renovation of two rooms in the Garrison Activity Center for Henderson State University. Sealed Bids must be returned to Womack Hall, room 208, no later than 5:00 PM, Tuesday, May 15, 2018 at which time all bids will be opened publicly and read. Inquiries concerning this bid should be directed to Tim Jones at phone, fax. BID I hereby certify that I have read and understand the terms and conditions stated within the bid documents and that my bid is submitted in accordance herewith: Name: Company: Address: Telephone: Signed: Title: Date: Fax: DESCRIPTION Total 1. Renovation of Rooms # L221A & L Renovation of Rooms # L212 & L211 *See the attached Diagrams Prices are to include all materials, and labor charges. 1

2 HENDERSON STATE UNIVERSITY INVITATION FOR BID Introduction This Invitation for Bid, hereinafter referred to as IFB, is an invitation to Contractors for the renovation of two separate areas located in the Garrison Activity & Conference Center for Henderson State University (HSU) in Arkadelphia, AR. Bids should be prepared simply and economically to provide a straightforward, concise response to the requirements set forth in the IFB. It is the intent of the staff coordinating this IFB to provide equal and objective information and assistance to all bidders concerned. Scope of Request The IFB specified herein is to accomplish the renovation of two different areas: (1), professionally remove the existing walls, carpet, door/door frame and add and relocate electrical and data cabling. Door(s) and door frame(s) shall be saved and taken to the HSU Maintenance Department by the contractor. HSU will award the contract in a manner that is in the best interest to the university. Products To Be Used The contractor is expected to use newly manufactured, high grade, good quality products. HSU reserves the right to reject a product that, in the opinion of HSU, is believed to be inferior. HSU s project manager will examine products on the job site for accuracy. All products must be exactly as stated in bid response, substitutions will not be accepted. Painting products are to be those that are consistent on the campus of HSU. Carpeting shall be Mannington Commercial Tiles or equal. Ceiling Tiles shall match existing tiles in every way, if needed. Cove Base; If needed, the replacement shall match the existing cove base in every way. Construction Period and Completion Date Time is of the essence, work will begin immediately after the award to the contractor is made and after all documents are filed properly. Said work shall be prosecuted regularly, diligently and uninterrupted, weather permitting, and completed no later than August 1, Should work not be continuous or uninterrupted and completed within the specified time frame, the following damages shall apply. If work is not continuous or interrupted for more than ten (10) days, HSU may access the applicable damage, and cancel the contract and award to the next acceptable low bidder. Liquidated damages shall be assessed for delays in accordance with the following schedule based on the contract amount. These penalties will double if the deadline (August 1) is missed: Amount of Contract Liquidated Damages Per Day Less than $ 10, $ Less than $ 15, $ Less than $ 20, $ Less than $ 25, $ While the work is in progress, confine construction operations, materials and equipment with the immediate vicinity of the areas involved (subject to the approval of the Owner at all times), and do not unreasonably obstruct or interfere with any phase of the Owners or neighbors activities. Contractor will be responsible for a complete job: Old, unusable materials must be removed from the job site daily by the contractor & disposed of (legally) as well as the removal of all cartons, packing materials and debris related to this job. HSU dumpster may not be used for this disposal. 2

3 Site Visit A pre-bid site visit is required for this project. The contract must set an appointment prior to the bid opening. Contact Tim Jones at or jonest@hsu.edu for your time preference. Please do not just show up for the visit without confirming. Terms and Conditions of Bid To be considered, bidders must include as part of their bids all of the provisions of this IFB using the format described herein. Bids must be signed (in ink) by an official authorized to bind the bidder to the proposal. If the bidder submits standard terms and conditions with the bid, and if any section of those terms is in conflict with the laws of the State of Arkansas, the State laws shall govern. Bidder's standard terms and conditions may need to be altered to adequately reflect and include all of the conditions of this Invitation for Bid, the bidder's proposal, and Arkansas State Law. Bid Requirements One (1) signed original. Extra copies are not needed. Bidder References Bidders must supply at least three (3) references (including contact person(s) and telephone numbers). These references are to be individuals or companies that you have performed jobs similar to those specified within this IFB. Do not include HSU as one of your references. A negative response from a reference may have a negative effect on the awarding of a contract. Other Conditions and Requirements The successful bidder shall at all times observe and comply with all federal and state laws, local laws, ordinances, orders, decrees, and regulations existing at the time of or enacted subsequent to the execution of this contract which in any manner affect the completion of the work. The successful bidder and surety shall indemnify and save harmless the agency(hsu) and all its officers, representatives, agents and employees against claim or liability arising from or based upon the violation of any such law, ordinance, regulation, order or decree, whether by himself, his employees, or his subcontractors. Contractor will be responsible for any and all damages that they cause to the property of Henderson State University or neighboring properties. Reservation This IFB does not commit Henderson State University or the State of Arkansas to award a contract, to pay any costs incurred in the preparation of a bid in response to this request, or to procure or contract for services or supplies. Award Award will be made by the issuance of a Purchase Order from Henderson State University. 3

4 Bid Opening Date and Location To be considered, bids must be delivered with the envelope(sealed) clearly marked 18-17, no later than the date and hour indicated on the official bid sheet to the following address: If mailed: If hand delivered: Henderson State University Henderson State University Purchasing Department Purchasing Department 1100 Henderson Street Womack Hall, Room 208 P.O. Box 7894 Arkadelphia, AR Arkadelphia, AR Bids will be publicly opened and become public information under the laws of the State of Arkansas. Award will be made by the issuance of a Purchase Order from Henderson State University. 4

5 SPECIFICATIONS (2 jobs) Room numbers L221A & L217 Remove existing interior walls & doors/frames and approximately 35 of exterior walls as shown on the diagram. Both exterior (leading to hallway) doors/frames are to be removed. Please note the vertical air duct in the SE corner of the interior room, which is to remain intact. Remove existing floor covering and replace with new carpet tiles as specified. Ceiling, Light fixtures (if needed) and Floors are to be prepared and finished in a way that no sign of the removed walls can be detected. The 35 feet of exterior wall shall be replaced with a commercial glass store front with one set of double glass doors. This glass wall and doors shall be extended two feet further into the hall on the East side of the room. Note that the ends of this glass wall are to be tapered and not 90 degree corner at both ends. All interior walls are to be painted. See the attached diagram for Electrical, Data, and cabling plans. Room number L211 & L212 Remove the existing interior wall that is dividing these two offices, and the exterior door and door frame. Leaving the one exterior door on the north end of these two rooms. Remove existing floor covering and replace with new carpet tiles as specified. Ceiling, Light fixtures (if needed), Floors, and walls are to be prepared and finished in a way that no sign of the removed walls/doors can be detected. All interior walls are to be painted. 5

6 Contracts and Grant Disclosure and Certification. Any contract, or amendment to any contract, executed by the University, which exceed $25,000, shall require the contractor to disclose information as required under the terms of Executive Order and the regulations pursuant thereto. Failure of any person or entity to disclose or the violations of any rule, regulations or policy promulgated by the Arkansas Department of Finance and Administration pursuant to this order shall be considered a material breach of the terms of the contract. The material breach of the term shall subject the party failing to disclose, or in violation, to all legal remedies available to the University under the provision of existing law. The attached Contract Grant and Disclosure and Certification From (f-1 and F-2) shall be used for the disclosure purpose. No contract or amendment to any existing contract will be approved until the contractor completes and returns the disclosure form (form available online). The link to the Contract and Grant Disclosure and Certification can be found on our website: ionformncaa.pdf 6

7 HENDERSON STATE UNIVERSITY Purchasing Department 1100 HENDERSON STREET ARKADELPHIA, ARKANSAS PHONE FAX Act 157 of 2007 of the Arkansas Regular Legislative Session requires that any busi-ness or person responding to a Request for Proposal (RFP) certify, prior to the award of the contract, that they do not employ or contract with any illegal immigrants. Bidders are to certify online at: This is a mandatory requirement. Failure to certify may result in rejection of your proposal, and no award will be made to a vendor who has not so certified. If you have any questions, please call the Purchasing Department at Thank you. Tim Jones Director of Purchasing ********************************************************************************************** TO BE COMPLETED BY BUSINESS OR PERSON SUBMITTING RESPONSE: Please check the appropriate statement below: We have certified on-line that we do not employ or contract with any illegal immigrants Date on-line certification completed: We have NOT certified on-line at this time, and we understand that no contract can awarded to our firm until we have done so. Reason for non-certification: Name of Company: Signature: Name & Title: Date: (printed or typed) 7

8 ATTENTION BIDDERS Act 2157 of 2005 of the Arkansas Regular Legislative Session requires that any business or person bidding, responding to a request for proposal or qualifications, or negotiating a contract with the state for professional or consultant services, submit their most current equal opportunity policy (EO Policy). Although bidders are encouraged to have a viable equal opportunity policy, a written response stating the bidder does not have such an EO Policy will be considered that bidder s response and will be acceptable in complying with the requirement of Act This is a mandatory requirement when submitting an offer as described above. Should you have any questions regarding this requirement, please contact my office by calling (870) Sincerely, Tim L. Jones Tim L. Jones, APO HSU Director of Purchasing To be completed by business or person submitting response: (check appropriate box) EO Policy Attached [this is mandatory, if available] If an EO Policy cannot be provided a written signed and dated statement must accompany this page indicating, No EO Policy is available. Company Name Or Individual: Title: Date: Signature: MINORITY BUSINESS POLICY: Minority participation is encouraged this all procurements by state agencies. "Minority" is defined by Arkansas Code Annotated as "black or African American, Hispanic American, American Indian or Native American, Asian, and Pacific Islander". The Arkansas Economic Development Commission conducts a certification process for minority businesses. Bidders unable to include minority-owned business as subcontractors "may explain the circumstances preventing minority inclusion". Check minority type: African American Hispanic American American Indian Native American Asian Pacific Islander Disabled Veteran Arkansas Economic Development Commission certification (if available) #: 8

9 RESTRICTION OF BOYCOTT OF ISRAEL CERTIFICATION Pursuant to Arkansas Code Annotated , a public entity shall not enter into a contract valued at $1,000 or greater with a company unless the contract includes a written certification that the person or company is not currently engaged in, and agrees for the duration of the contract not to engage in, a boycott of Israel. By signing below, the Contractor agrees and certifies that they do not currently boycott Israel, and will not boycott Israel during any time in which they are entering into, or while in contract, with Henderson State University. If at any time after signing this certification the contractor decides to engage in a boycott of Israel, they must notify Henderson State University in writing. If the Contractor currently boycotts Israel, or engages in the boycott of Israel while in contract with Henderson State University, see Arkansas Code Annotated Description of product or service Contractor name Contractor Signature: Date: Signature must be hand written, in ink 9

10 Restriction of Boycott of Israel Arkansas Code Annotated Prior to award of any contract/purchase order with a value of $1,000 or greater, the successful bidder/contractor must certify in writing that the bidder/contractor is not currently engaged in, and agrees that for the aggregate term of the contract will not engage in, a boycott of Israel. Prior to issue of any contract/purchase order with a value of $1,000 or greater, the issuing Agency shall obtain a written statement from the intended awardee that the intended awardee does not currently engage in, and agrees for the aggregate term of the contract, that they will not engage in a boycott of Israel. Agencies should require the successful bidder/contractor to fill out, sign and date (in ink) and return the RESTRICTION OF BOYCOTT OF ISRAEL CERTIFICATION form located on the Office of State Procurement website under FORMS/REPORTING Solicitation Templates/Boycott of Israel Certification Form. This signed certification must be attached to the AASIS contract/purchase order or a printed version must be kept in the bid report. If the contractor violates the above certification or is found to not be in compliance during the term of the contract, the state may require the contractor to remedy the violation within 60 days of discovery of that violation. Failure to remedy the violation within the 60 day period may result in termination for breach of contract, and the contractor may be liable to the State for the State s actual damages. *This rule applies to written contracts only and is to be applied prospectively. Any written contract entered into prior to August 1, 2017 does not require certification. **Certification is required at the time a written contract is entered into. Renewals or extensions of contracts do not require certification. ***Exceptions: This Rule does not apply to: (1) A company that fails to meet the requirements under Act 710 subdivision (a)(1) of this section but offers to provide the goods or services for at least twenty percent (20%) less than the lowest certifying business; or (2) Contracts with a total potential value of less than one thousand dollars ($1,000). 10

11 IMPORTANT - READ CAREFULLY INSTRUCTIONS TO BIDDER If bid exceeds $20,000 a Bid Bond of not less than five (5) percent, Cashier's Check or Money Order shall be submitted with the bid. A Company or Personal Check, Letter of Credit or Cash will NOT be accepted. Certificates of Insurance acceptable to the owner shall be filed with the Purchasing Office prior to commencement of the work. This document is required regardless of bid amount. CONTRACTOR'S INSURANCE REQUIREMENTS The contractor shall purchase and maintain such Insurance as will protect him from claims set forth which may arise out of or result from the contractor's operations under the contract, whether such operations be by himself or by anyone directly or indirectly employed by any of them, or by anyone for whose acts may of them may be liable; A. Claims under Workmen's Compensation, Disability Benefit and other similar benefit act; B. Claims for damages because of bodily injury, occupational sickness or disease, or death of his/her employees; C. Claims for damages because of bodily injury, sickness or disease, or death of any person other than his/her employees; D. Claims for damages insured by usual personal injury liability coverage which are sustained. (1) By any person as a result of an offense directly or indirectly related to the employment of such person by the contractor, or (2) By any person; and E. The contractor shall provide and maintain during the term of this contract, at the contractors' expense, comprehensive automobile liability insurance at limits no less than the statutory requirements and it shall be shown on the certificate in per person, per accident for bodily injury and per accident for property damages. F. Claims under comprehensive general liability for damages because of injury to or destruction of tangible property including loss of use resulting therefrom. Coverage for "Completed Operation" shall be required under this comprehensive liability section. The insurance required by above paragraph shall be written for not less than any limits of liability required by law. If bid amount exceeds $20, a 100% Performance Bond may be required. In order to assure full performance of all obligations imposed on the bidder by contracting with HSU, the contractor will be required to post a performance bond in the amount of 100% of the proposal 11

12 before contractor shall begin work. The only form of security accepted shall be a standard form of performance bond that is approved by the State of Arkansas and issued by a surety companies licensed and authorized to do business in Arkansas. The performance security will be required immediately after award of the contract has been made. If bidder fails to deliver the required performance security, the bid shall be rejected and award made to the next qualified bidder, as determined through the evaluation process. In the event of a breach of contract, either due to quality problems, late delivery, warranty performance, or other factors within the control of the bidder, Henderson State University will notify the bidder of the default and may assess reasonable damages against the bidder. If, after notification of default, the bidder fails to remedy the damages to HSU within ten (10) working days, procedures for collection against the bidder's performance security will be instituted by HSU. In order to achieve the greatest economy for HSU, HSU may, at its option, choose the next qualified bidder as determined through the evaluation process, re-advertise for proposals, negotiate a purchase or complete any other action consistent with the Arkansas purchasing laws. The Performance Bond is to be signed by an Arkansas resident agent with his Power of Attorney attached and filed in Clark County, Arkansas. A certified copy (by the Clark County Circuit Clerk) shall be submitted to HSU Purchasing Department as evidence the filing of the original. The Contractor is to pay all expense incidental to the filing of the bond. The performance security will be released at the satisfactory completion of the job. 12

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