August 28, Prospective Quoters. RE: Request for Quotation (RFQ) Elevator Drives and Monitoring Software

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1 August 28, 2017 TO: Prospective Quoters RE: Request for Quotation (RFQ) Elevator Drives and Monitoring Software The Greater Dayton Regional Transit Authority (RTA) is seeking to obtain quotes from firms interested in providing Elevator Drives and Monitoring Software. Your firm is invited to submit a quote. A pre-quote conference followed by a site visit has been scheduled for 9:00 a.m., September 7, 2017, at Greater Dayton Regional Transit Authority Wright Stop Plaza, 4 S. Main Street, Dayton, OH 45402, in the 8 th floor conference room. Please make arrangements to attend. NOTE: This pre-quote meeting/site visit will be combined with the meeting and site visit for RFQ Elevator Maintenance. Any interpretation, correction or change of the RFQ documents will be made by addendum. Interpretations, corrections or changes made in any other manner will not be binding, and bidders shall not rely upon such interpretations, corrections and changes. Addenda will be ed to every quoter of record. DBE Participation: It is the policy of the Department of Transportation (DOT) that DBE s, as defined in 49 CFR, Parts 23 and 26, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds under this Agreement. Although the DBE goal for this procurement is 0%, RTA welcomes DBE participation. Please send your completed quote clearly marked RFQ ELEVATOR DRIVES & MONITORING SOFTWARE to the undersigned by 3:00 p.m. September 19, Quotes may be mailed, delivered or sent by delivery service addressed to the undersigned at Greater Dayton Regional Transit Authority, 4 S. Main Street, Dayton, OH Please allow additional working days for the internal delivery of mailed quotes in addition to the U.S. Postal Service delivery. BASIS OF AWARD: The award of this agreement is based on the lowest responsive and responsible quote, as determined by the Greater Dayton Regional Transit Authority (RTA). RTA reserves the right to reject any and all quotes submitted. Award of the contract will be made to the Quoter which, in the sole opinion of RTA Staff, best meets the needs of the Authority. The successful quoter will receive a blanket purchase order in accordance with the terms of the Request for Quotation. No written notification of the award will be sent.

2 A quote may be withdrawn by personal, written, or telegraphic request received from the quoter prior to the scheduled opening date. No quote may be withdrawn for a period of 60 days after the opening date. Please Note: This RFQ and any addenda are available on the Procurement Department page of our website, Please continue checking the website for any updates or addenda. If you have received this RFQ via , all addenda will also be sent to you by the same method. However, if you accessed this RFQ from our website, we may not have you in our database. In order to ensure that you receive all updates and addenda, please contact JoAnn Oliver by phone at or at joliver@greaterdaytonrta.org to be added to our database. If you have any questions relating to this solicitation, please contact me at (937) Sincerely, Tamea Wiesman Tamea Wiesman, CPPB Sr. Purchasing Agent Attachment

3 Greater Dayton Regional Transit Authority ELEVATOR DRIVES AND MONITORING SOFTWARE Scope of Work Greater Dayton Regional Transit Authority (RTA) is seeking proposals for replacing the AC drives on the two (2) elevators located at Wright Stop Plaza. Each elevator will require one (1) AC drive. In addition, the Lift-Net (Lobby Vision) monitoring system is outdated and requires updating. The contractor is responsible for all labor and material required for this installation. Scope of Work and General Requirements Wright Stop Plaza has two (2) elevators which are controlled by Allen Bradley 1136 (analog) AC drives. The aforementioned drives are discontinued, and no service or parts are available. Benefits to the drive updates are as follows: 1) Improved Floor to Floor times 2) Acceleration and Deceleration improvements 3) System Inertia Compensation 4) Simple and efficient braking sequence In addition, the current Lobby Vison monitoring system is using a Microsoft XP platform, and similar to the drives, this system is outdated. The new Lobby Vision system (or approved equal) must be capable of the following: 1) Audio/Visual Analysis 2) Door Performance 3) Fault Analysis 4) Control Features 5) Car use Statistics 6) Traffic Analysis Contractor shall furnish and install new PC and monitor capable of supporting Windows 7 Pro or newer. Contractor will be responsible for all installation, interfaces, and integration. Schedule Start date for installation to be determined by RTA. Please state time for performance on quote form. Work shall be performed during normal work hours (between 7 a.m. and 5 p.m.) The installation of the drives must be sequential so only one elevator is down at a time. Upon successful installation of the drive, the elevator must be validated for service in the presence of a state inspector. After certification, work may commence on the second elevator. Permits The contractor will be responsible for obtaining all certifications, permits, and adhering to all City of Dayton (State of Ohio) codes. 1

4 Warranty Contractor shall provide a two (2) year warranty starting after both elevators are authorized for service. Contractor Qualifications In order to qualify for quoting on this proposal, all contractors must be fully insured and permitted to work in Ohio; own or have access to the appropriate equipment; obtain all permits (if applicable); and have adequate resources. All contractors must have a minimum of 10 years experience in elevator repairs. 2

5 The Greater Dayton Regional Transit Authority QUOTE FORM QUOTES WILL BE RECEIVED UNTIL 3:00 P.M. on SEPTEMBER 19, 2017 AT: 4 S. Main Street Dayton, OH BID BOND REQUIREMENT: A BID BOND, CASHIER'S CHECK OR CERTIFIED CHECK MUST ACCOMPANY THIS QUOTE FOR NOT LESS THAN 10% OF THE BASE BID PRICE. RFQ NUMBER: CURRENT DATE: August 28, 2017 PERFORMANCE BOND REQUIREMENT: IN THE EVENT QUOTE IS ACCEPTED, A PERFORMANCE BOND WILL BE REQUIRED IN THE AMOUNT OF 100% OF THE CONTRACT AMOUNT WITHIN TEN (10) CALENDAR DAYS AFTER NOTIFICATION OF AWARD. The undersigned hereby agrees to provide the goods/services/equipment as listed below and in accordance with the specifications on file at the office of the Manager of Procurement, Greater Dayton Regional Transit Authority, 4 S. Main Street, Dayton, Ohio 45402, which have been carefully examined and which are incorporated herein and made a part of the RFQ documentation. See Quote Form on the Following Page. ALL BLANK SPACES MUST BE FILLED OUT ON THIS QUOTE FORM. IF THE QUOTE AMOUNT IS ZERO OR A DEDUCTION, PLEASE INDICATE THIS AMOUNT IN BRACKETS. THIS FORM IS CONTINUED ON THE NEXT PAGE 3

6 GENERAL: BASE QUOTE Elevator Drives & Monitoring Software as defined in RFQ Document Material Labor TOTAL QUOTE (Basis of Award) (Total quote shown here is to be written out) The Engineer s Estimate for Base Bid Category: $ 55,230 Time for Performance after Notice to Proceed: Name of Individual, Partner or Corporation Address City, State and Zip Code Telephone Number Mobile Number Authorized Signature Title Date Authorized Name Printed 4

7 SPECIAL CONDITIONS WRITTEN AGREEMENTS: The agreement between RTA and Contractor shall be based on this Request for Quotation including the Scope of Work and all Terms and Conditions, and shall take precedence over any written agreements, work statements, service agreements and/or terms and conditions submitted by Contractor with quote unless Contractor requests in writing exception or changes to specific items, paragraphs, or clauses or inclusion of additional specific items, paragraphs, or clauses and written approval is received from RTA. Any such exceptions/changes must be submitted in writing in accordance with the Request for Clarifications instructions contained herein and shall be submitted to RTA no later than September 12, Where any conflict may exist between final documents, the RTA documents shall take precedence. REQUESTS FOR APPROVED EQUALS/CLARIFICATION: All requests for approved equals and/or clarifications or changes must be submitted in writing in time to be received by the RTA Procurement Department NO LATER THAN SEPTEMBER 12, Quoters should address such requests to RTA, Attention: Tamea Wiesman, 4 S. Main Street, Dayton, Ohio Any information given to a quoter concerning the RFQ will be furnished to all prospective quoters as an addendum of the RFQ if such information is necessary to quoters in submitting quotes on the RFQ or if the lack of such information would be prejudicial to uninformed quoters. TIMETABLE: Release RFQ August 28, 2017 Pre-quote conference & site visit September 7, 2017 at 9:00 a.m. Final date for Requests for Clarification September 12, 2017 Quote Due Date September 19, 2017 at 3:00 p.m. Estimated Award Date Week of October 1, 2017 Start Date TBD ENGINEER S ESTIMATE: $55,230. CERTIFIED PAYROLLS AND WAGE DETERMINATION Prevailing Wages shall be paid in accordance with the Federal Wage Decision and the Ohio Department of Industrial Relations Wage Determination Schedule(s) effective during the period of the Contract and as provided for in Sections through of the Ohio Revised Code. The higher rate per classification will be used. Contractor shall take this into consideration when quoting Quarterly Fixed Fees and Hourly Rates. The Contractor shall provide RTA with contractor and subcontractor certified copies of applicable weekly payrolls within seven (7) days after the regular payroll date. Following a review by the Owner for compliance with state and federal labor laws, the payroll copy shall be retained for later review by FTA. Each Contractor must submit an affidavit that Prevailing Wages have been paid prior to receipt of final payment. 5

8 PROMPT PAYMENT: We will include the following clause in each DOT-assisted prime contract: The prime contractor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than 15 days from the receipt of each payment the prime contractor receives from RTA. The prime contractor agrees further to return retainage payments to each subcontractor within 15 days after the subcontractor's work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the RTA. This clause applies to both DBE and non-dbe subcontractors. When applicable, the RTA may use the following mechanisms to ensure prompt payment. A. Language providing that prime contractors and subcontractors will use appropriate alternative dispute resolution mechanisms to resolve payment disputes. B. Language providing that prime contractors will not be reimbursed for work performed by subcontractors until the prime contractor ensures that the subcontractors are paid promptly for work they have performed. C. Enforcement of public funds liens law and use of a similar mechanism for nonpublic improvement projects. D. Other applicable mechanisms as necessary. INDEMNIFICATION: The successful Contractor shall indemnify and save harmless RTA, its trustees, officers and employees from and against all loss, costs, liability, damage and expense whether direct, consequential or incidental, for personal injury and for property damage; and for such loss, costs, liability, damage and expense arising out of, or resulting in whole or in part, directly or indirectly, from work or operations under the contract but not limited to the acts, errors, omissions and negligence of Contractor's employees and agents, except to the extent of liability imposed due to RTA's own negligence. NON-WAIVER BY ACCEPTANCE OF PAYMENT: Neither the acceptance by the RTA of any services, the payment by the RTA for any services, nor both acceptance and payment, shall be deemed to waive, compromise, or affect in any manner the liability of the Contractor for any breach of contract, of warranty or of both contract and warranty. MAINTENANCE OF RECORDS: THE CONTRACTOR SHALL, AT ALL TIMES, MAINTAIN RECORDS OF actual overhead costs and actual general and administrative costs in conformity with generally accepted accounting principles and subject to Title 41 of the CFR. The contractor shall maintain records of direct labor costs and other applicable payroll expenses. Labor and payroll records shall be in sufficient detail to indicate, at a minimum, employees by name, employee s time spent on the project, and an itemization of applicable fringe benefit expenses. COPELAND ANTI-KICKBACK: The contractor must comply with the Copeland Anti-Kickback Act, which prohibits the contractor from inducing any persons employed on the project to give up any portion of their pay. DAVIS-BACON ACT: The Contractor will pay all laborers and mechanics employed on the project at least once a week and at a rate not less than the minimum wage specified in a wage determination formally issued by the Secretary of Labor. A copy of this determination is included in this solicitation, and the award of the contract is to be conditioned upon the Contractor accepting the terms of this wage determination schedule. 6

9 TERMINATION OF ORDER FOR CAUSE: If, through any cause, the Contractor shall fail to perform fully, timely and in a proper manner its obligation under this order, or if the Contractor shall breach any of the covenants, conditions or agreements contained in the order, the RTA shall thereafter have the right to terminate this order by giving notice in writing which shall specify the effective date thereof, to the Contractor of such termination. In such event, any product delivered and/or installed by the Contractor under this order shall, at the option of the RTA, become the RTA's property; then the Contractor shall be entitled to receive just and equitable compensation thereof, that is agreeable to both parties. In the event of a termination pursuant to this clause, the RTA may elect instead to remove any product delivered and/or installed and redeliver the same to the Contractor, all at the Contractor's sole expense, including reasonable charges for any time and/or labor expended by the RTA employees. Notwithstanding the above, the Contractor shall not be relieved of any liability to the RTA for damages sustained by the RTA by virtue of any breach of order or warranty or of both, by the Contractor for the purpose of setoff and/or recoupment until such time as the exact amount of damages due the RTA from the Contractor is determined. TERMINATION FOR CONVENIENCE OF THE AUTHORITY: The RTA may terminate this order at any time by a notice in writing, which shall specify the effective date thereof, from the RTA to the Contractor, at least 15 days before the effective date of such termination. In that event, any goods accepted by the RTA prior to the effective date of the termination shall become the RTA's property and the Contractor shall be entitled to receive just and equitable compensation therefore and for any services accepted by the RTA prior to the effective date of termination; provided, nevertheless, that the amount of the total order price is properly attributable to the goods and/or services accepted. AFFIRMATIVE ACTION ASSURANCE PLAN (AAAP): All firms will be required to comply with all Equal Employment Opportunity laws and regulations and file with RTA's DBE Officer, if requested, an Affirmative Action Assurance Plan, consistent with RTA's non-discriminatory policy, subject to RTA approval. All firms must submit with their quote a letter from the City of Dayton's Human Relations Council, stating that they have an approved Affirmative Action Assurance Plan (approvals are valid for a one-year period). Failure to furnish the letter from the City of Dayton's Human Relations Council may be cause for rejection of your quote. If a firm is not on the approved list, please follow the instructions below and submit a COPY of the completed application with your quote: Visit the City of Dayton Human Relations Council (HRC) online certification/compliance portal, for Affirmative Action Assurance (AAA) certifications. First register as a City of Dayton vendor; wait for vendor forms to be processed; wait for an from citybots.com with login info, and then go online to complete Affirmative Action Assurance form. Once approved, citybots.com generates a confirmation . Send a copy of the confirmation to RTA. The HRC may be contacted with questions at (937) PAYMENT TERMS: Payment will be based on the following milestones: Milestone Payment Completion of first elevator 40% Completion of second elevator 40% Successful installation of monitoring software and 20% PC; validation; clean punch list 7

10 Payment will be made within 30 days after completion of milestone and submission of proper invoice. Payment for services shall not exceed the quoted price. TAX EXEMPT: The RTA is exempt from payment of all taxes, and taxes must not be included in the quoted price. Necessary exemption certificates shall be furnished to the successful bidder(s) upon request. CONTRACTOR INSURANCE REQUIRMENTS: The Contractor shall maintain, at its own expense, throughout the period of the Contract and any extensions thereof the following minimum insurance coverages of the types and in the amounts described below that are applicable to the scope of work being performed: 1. Workers Compensation Insurance. Contractor must carry Workers' Compensation Insurance (including occupational disease) in compliance with Workers' Compensation statutes of any applicable jurisdiction in which the Work is to be performed. For the attainment of Workers Compensation in monopolistic states, including Ohio, coverage must be secured through the state fund. If Contractor is a qualified self-insurer in compliance with the laws of the state, this is also acceptable. A certificate of compliance from the appropriate workers' compensation bureau or board must be provided with the certificate of insurance. Contractor must also carry Employer s Liability Insurance with minimum limits of $500,000 each accident; $500,000 for disease (per employee); and $500,000 for disease (policy limit). This policy must include Ohio "Stop Gap" coverage. 2. Commercial General Liability Insurance. Contractor must carry Commercial General Liability Insurance written on ISO form CG (or its equivalent) with limits of $1,000,000 per occurrence and in the aggregate. RTA (including its directors, officers, employees and volunteers) must be named as an additional insured on the CGL for liability arising out of the acts or omissions of the Contractor, including coverage for liability arising out of products and completed operations. The coverage afforded to RTA shall be primary to any other insurance carried by the RTA, and the RTA's coverage shall not contribute to any loss made pursuant to this coverage grant. Commercial General Liability coverage (including RTA's status as additional insured) shall be maintained for at least two years after completion of Contractor's work performed under this contract. 3. Commercial Auto Liability Insurance. Contractor shall carry Commercial Automobile Liability Insurance covering all owned, leased and non-owned vehicles used in connection with the work to be performed under this contract, with limits of not less than $1,000,000 combined single limit per accident for bodily injury and property damage. RTA shall be afforded coverage under this policy for any liability arising out of the acts or omissions of Contractor. 4. Requirements common to all policies. a. Contractor shall be solely responsible for reimbursing any deductible amount to the insurer, even if payment is being made on behalf of RTA as an additional insured on Contractor's policy. Any deductibles or self-insured retentions in excess of $5,000 must be disclosed and approved in writing by RTA. 8

11 b. Contractor waives all rights of recovery it may otherwise have against RTA including its directors, officers, employees and volunteers) to the extent these damages are covered by any of Contractor s insurance policies as required in this contract. c. All insurance required hereunder shall be placed with insurers that have a minimum A.M. Best s rating of A-/X and shall be licensed, admitted insurers authorized to do business in the state of Ohio. d. A certificate(s) of insurance showing that Contractor s insurance coverages are in compliance with the insurance requirements set forth below must be completed by the Contractor s insurance agent, broker, or insurance company after the contract has been awarded. All certificates (other than Ohio workers' compensation) shall provide for thirty (30) days written notice to RTA prior to cancellation or non-renewal of any insurance referred to therein. The certificate shall reference RTA's status as an additional insured with primary/noncontributory coverage under both the General Liability and Auto policies. e. Failure of RTA to receive certificate(s) or other evidence of full compliance with these insurance requirements (or failure of RTA to identify and/or object to a deficiency in the certificate(s) that is/are provided by Contractor) shall not be construed as a waiver of Contractor s obligations to maintain such insurance. RTA shall have the right, but not the obligation, to prohibit Contractor from beginning performance under this contract until such certificates or other evidence that insurance has been placed in complete compliance with the above insurance requirements is received and approved by RTA. Contractor shall provide certified copies of all insurance policies required above within ten (10) days of written request from RTA. f. By requiring insurance herein, RTA does not represent that coverage and limits will necessarily be adequate to protect Contractor, and such coverage limits shall not be deemed as a limitation on Contractor s liability under the indemnities granted to RTA. g. Any subcontractors engaged by Contractor to perform the Work shall comply with these insurance and indemnification provisions and shall provide primary/noncontributory coverage to RTA as set forth herein. 9

12 Required Clauses this Request for Quote Please acknowledge you have read and comply. Summary of Requirements The Federal Third Party Contracting Clauses & Required Submittals may be accessed at the Greater Dayton Regional Transit Authority (RTA) procurement website at http;//proc.greaterdaytonrta.org. On the top left of the screen, under Resources, click on RFQ Small Purchase Clauses & Submittals. In order for your quote to be considered, you must indicate below that you have read and will comply with the clauses that are marked as applicable to this RFQ. N/A Quote Pricing Form Summary of Requirements No Obligation by Federal Government Program Fraud and False or Fraudulent Statements or Related Acts Audit and Inspection of Records Federal Changes Nondiscrimination (EEO) Title VI, Civil Rights Act of 1964, Compliance Americans with Disabilities Act (ADA) Termination of Contract for Default Termination for Convenience of the RTA Disadvantaged Business Enterprise Participation Incorporation of Federal Transit Administration (FTA) Terms Debarment and Suspension Cargo Preference Use of United State Flag Vessels Fly America Davis-Bacon Act Copeland Anti-Kickback 10

13 N/A N/A N/A Transit Employee Protective Provisions Drug and Alcohol Rules Patents Copyrights Trademarks Energy Conservation Recycled Products Certification of Contractor Regarding Debarment, Suspension, and other Ineligibility and Voluntary Exclusion Form Certification of Lower-Tier Participants (Subcontractors) regarding Debarment, Suspension, and other Ineligibility and Voluntary Exclusion Form Affidavit of Contractor or Subcontractors Prevailing Wages Warranty Information, as applicable SIGNATURE: NAME PRINTED: TITLE: COMPANY: DATE: 11

14 The Greater Dayton Regional Transit Authority Quote Requirement CERTIFICATION OF CONTRACTOR REGARDING DEBARMENT, SUSPENSION, AND OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION The undersigned, an authorized official of the Quoter stated below, certifies, by submission of this quote, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (If the undersigned is unable to certify to any of the statements in this certification, such official shall attach an explanation to this quote). THE UNDERSIGNED CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET SEQ. ARE APPLICABLE THERETO. Name of Prosper: Address: City, State, Zip: Signature of Authorized Official: Title of Official: Telephone: Date: 12

15 The Greater Dayton Regional Transit Authority Certification of Lower-Tier Participants (Subcontractors) Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion The Lower Tier Participant [Subcontractor to the Primary Contractor(s)],, certifies by submission of this bid, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. If the above named Lower Tier Participant (Subcontractor) is unable to certify to any of the statements in this certification, such participant shall attach an explanation to this certification. The Lower-Tier Participant (Subcontractor),, certifies or affirms the truthfulness and accuracy of the contents of the statements submitted on or with this certification and understands that the provisions of 31. U.S.C. Section 3801 et seq. is applicable thereto. Signature and Title of Authorized Official NOTICE TO BIDDER: THIS CERTIFICATION SHALL BE COMPLETED BY ALL SUBCONTRACTORS WHICH WILL HAVE A FINANCIAL INTEREST IN THIS PROJECT WHICH EXCEEDS $25,000 OR SUBCONTRACTORS WHICH WILL HAVE A CRITICAL INFLUENCE ON OR A SUBSTANTIVE CONTROL OVER THE PROJECT. Date 13

16 The Greater Dayton Regional Transit Authority AFFIDAVIT OF CONTRACTOR OR SUBCONTRACTORS - PREVAILING WAGES I,, (Name of person signing affidavit and title) of the (Company's Name), do hereby certify that the wages paid to all employees for the full number of hours worked in connection with the Quote dated, titled during the following period from to is in accordance with the prevailing wage prescribed by the contract document. I further certify that no rebates or deductions for any wages due any person have been directly or indirectly made other than those provided by law. (Signature of Officer or Agent) Sworn to and subscribed in my presence this day of, 20. My commission expires: (Notary Public) (SEAL) The above affidavit must be executed and sworn to by an officer or agent or the Contractor or Subcontractor who supervises the payment of employees, before the Owner will release the surety and/or make a final payment due under the terms of the Contract. 14

17 PREVAILING WAGES 15