REQUEST FOR PROPOSAL. Furnishings, Fixtures, and Equipment. Mount Vernon Township High School

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1 REQUEST FOR PROPOSAL Furnishings, Fixtures, and Equipment Mount Vernon Township High School

2 1.1 INTRODUCTION 1.2 Purpose Proposal Submittal Schedule Bid Schedule Construction Schedule Performance of Work Prevailing Wage Agreement Project Labor Agreement Quality Program Punchlists Claims and Disputes Withdraw or Revision of Bid Proposals GENERAL CONDITIONS 2.1 Conformity with RFP Uniformity of Proposals Additional Information Bid Bond and Performance Bond Contract Non-Collusion Right to Reject Proposals Liability and Insurance Price Protection Right to Purchase from Any Source Delivery Date and Quantities Vendor Commitment Maintenance/Support Systems Responsibility Rights to Submitted Material Safety, Drug, Alcohol Awareness, and Background Checks Mandatory Hardhats, High Visibility Vests,/Shirts, and Safety Glasses Schedule of Values Inclusion Program SELECTION PROCESS 3.2 Requests for Proposal (RFP) Evaluation Criteria System Demonstration Selection PROPOSAL FORMAT Appendices Required presentation forms...15 Appendix I Description of the Mt. Vernon Township HSD 201 System and Proposal...16 Appendix II Description of Furniture Bids..20 Appendix III Statement of Bidder Qualifications..24 Appendix IV Vendor Affidavit and Hold Harmless Release...28 Appendix V Taxpayer Certification and Identification...34 Appendix VI Payment of Material and Equipment Stored Off Site...35 Appendix VII Safety Program Guidelines Appendix VIII Payments...42 Appendix IX Dispute Resolution Sample Contract

3 1.1 INTRODUCTION 1.2Purpose This Request for Proposal (RFP) is offered to solicit proposals from qualified contractors for Furnishings, Fixtures, and Equipment for the New Mount Vernon Township High School. The school system is interested in purchasing f u r n i s h i n g s, f i x t u r e s, a n d equipment a s s p e c i f i e d for administrative purposes, classroom instruction, and general usage. In order to receive consideration, the proposed system must meet the requirements of the aforementioned as here in described. 1.3Proposal Submittal The Mount Vernon Township High School Board of Education will accept sealed Proposals, 320 South 7th Street, Mount Vernon, Illinois no later than time 3: 00 PM, December 8, All Proposals must be in accordance with the conditions and instructions provided herein. 1.4 Contractor The Mount Vernon Township High School Board of Education hereinafter owner, may give preference to a Prime Contractor who is deemed qualified to execute, supervise, and otherwise manage the purchase, delivery, assembly, and installation of all items included in the submitted bid. However, consideration may be given in some cases to individual contractors for certain items contained in the bid. 1.5 Bid Schedule RFP released November 17, 2014 Closing date for proposal submittal December 8 th, 2014 Oral presentations and system demonstration ( to be schedule if needed) Evaluation completed and vendor recommended (being scheduled) This schedule is intended as a guideline for the timing of various events in this effort. Management requirements and other factors may cause certain of these dates to vary from original intentions. In no event, however, shall the deadline for proposal submittal be changed. Bid Stipulations Bid Security is required in the amount of Ten (10%) Percent of Proposal, made payable unconditionally to the owner. Security shall be either by certified check, cashier s check or bid bond issued by surety licensed to conduct business in the State of Illinois. Within fifteen (15) days after notification of award of contract, the successful Trade Contractor shall furnish a Performance and Payment Bond in the amount of 100 (100%) Percent of the contract and the payment of all obligations arising thereunder using a form similar to the AIA 312 TM Form, or one acceptable to the owner. The Performance and Payment Bond will become part of the contract. The failure of the successful bidder to enter into contract and supply the required bond and Certificates of Insurance within fifteen (15) days after the prescribed forms are presented for signature, or within such extended period as the Owner may grant, shall constitute a default. The owner reserves the right to accept or reject any or all bids, to waive any informalities and irregularities in any bid, or to make awards in the best interests of the Owner. The Owner also reserves the right to award a partial amount of the Work rather than the entire amount. All bids submitted shall be valid for a period of at least one hundred twenty (120) days from date of bid opening; the only alterations which will be allowed will those approved by the Owner. The Contractor bidding the project shall be actively engaged in work of the nature of the project described, and have adequate specialized men and machines to do the work. Each bidder shall submit with his proposal a list of no less than five (5) different construction projects that have been completed within the

4 last ten (10) years that relate to the type of work specified in an amount of $500,000 or greater. The Statutes of the State of Illinois require that not less than the prevailing rate per diem, legal holiday and overtime wages in the locality where the work is to be performed, be paid to all laborers, workmen and mechanics employed in the execution of the Contract. All other Statutes of the State of Illinois covering employment shall apply to all contracts awarded. The Employment of Illinois Workers on Public Works Act (30ILCS 570) requiring utilization of Illinois Laborers to the greatest extent possible whenever there is a period of excessive unemployment in Illinois shall apply to all contracts awarded. Bidders must be in compliance with the rules and regulations of the Fair Employment Practices Commission. 1.6 Construction Schedule The selected Contractor(s) will be required to adhere to the construction schedule and coordinate directly with the owner s Construction Manager related to other trade contractors work. Coordination of all aspects of any required storage, delivery, assembly, and installation of items related to this contract shall be approved by the Construction Manager and owner in alignment with the overall construction schedule. Construction Schedule is as follows August 26, 2014 to substantial completion May 24, To this end selected contractor(s) are strongly encouraged to acquire and fully review the full set of prints and drawings as prepared by the owner s architect. Examine Documents, Prints, and Visit Site.1 Before submitting a Bid Proposal, Bidders should carefully examine the Bid/Contract Documents; visit the site of work; fully inform themselves as to all existing conditions and limitations, including those of labor; progress of work to date, if any, and shall include in the Bid Proposal a sum sufficient to cover the cost of all items contemplated by the Bid/Contract Documents. No consideration will be granted for any alleged misunderstanding of the material, article or piece of equipment to be furnished or work to be done; it being understood that the tender of a Bid Proposal carries with it the agreement to all items and conditions referred to herein or indicated in the Contract Documents. Building Prints and Plans are available and may be inspected at the following locations: 1. McCarthy On-Line Plan Room On LINE SERVICES ONLY Documents may be obtained at Snow Printing Company, 6428 Old St. Louis Road, Belleville, Illinois 62223, telephone number ; Fax , by depositing a check in the amount of $ for ½ size (15 x21 ) set and manual or $ for full size set and manual payable Mt. Vernon Township High School District 201. A set is made up of Drawings and bound Project Manuals. A CD of complete construction documents and specifications may be purchased for the amount of $75.00 which is NOT refundable for which a separate check shall be issued payable to Snow Printing. Deposits for hard copy sets will be returned to Bidders who return the Documents to Snow Printing bound and in good condition within thirty (30) days after the opening of bids. Set will be shipped to applicants from Snow Printing for an additional flat handling-and-mailing charge of $100 per set, for which a separate check shall be issued payable to Snow Printing. Charge is NOT refundable. The selected contractor(s) are also required to fully review and become familiar with the contents of certain McCarthy front end contract documents. In particular the areas of General floor plan, suggested locations of items, general room layouts, Safety Requirements and Quality of Work are required compliance items of review. Construction Schedule 4

5 In collaboration with the various Trade Contractors, McCarthy shall develop a single network plan which integrates all the activities of McCarthy, Trade Contractors, sub-trade Contractors, and suppliers, and which meets the time requirements of the Project. The sequence of all such work activities shall be determined by the district in conjunction with McCarthy. McCarthy shall utilize the Critical Path Method (CPM) of scheduling to develop the network logic diagrams, computer-produced schedules, and other schedule supporting data as required for Trade Contractors. Successful bidder will be required to coordinate and adhere to the same. The Trade Contractor shall, within ten (10) days after the Preconstruction Conference, assemble and provide all necessary information and data concerning his activities and the activities of his Trade Contractors, vendors and suppliers, including durations and crew sizes, planned submission dates of required Shop Drawings, Product Data and Samples to the owner and McCarthy. Contractor shall coordinate with McCarthy who shall utilize the CPM Schedule to plan, coordinate, and manage all construction activities of the Trade Contractors, sub-trade Contractors, and suppliers. The Trade Contractor shall complete his work in accordance with the CPM Schedule coordination. Weekly progress meetings shall be held at the job site. Field supervisors from each Trade Contractor working "on site" shall attend all such meetings. Monthly progress meetings shall be held at the job site. The Trade Contractor shall provide the services of qualified main office personnel and his field supervisor who shall provide the necessary scheduling information and manpower commitments at each progress meeting until completion of his Trade Contract. Prior to and in preparation for the monthly progress meeting, McCarthy shall "update" the CPM schedule to reflect the current status of the Project. During the presentation and distribution of this "updated" material at the monthly progress meeting, McCarthy will specifically address those critical areas of concern (as determined by the schedule "update") where immediate action by the Trade Contractor is required. The owner reserves the right to assist the Trade Contractor in the expediting of his material and equipment deliveries without assuming the responsibility for said deliveries. Upon request, the Trade Contractor shall furnish copies of his equipment and material purchase orders complete with scheduled shipping and receiving dates to the owner and McCarthy. Whenever it becomes apparent that any activity completion date may not be met, the Trade Contractor shall take some or all of the following actions at no additional cost to the Owner or McCarthy: 1. Increase construction manpower in such quantities as will substantially eliminate the backlog of work and put the Project back on schedule. 2. Increase the number of working hours per shift, shifts per working day, working days per week, or the amount of construction equipment, or any combination of the foregoing which will substantially eliminate the backlog of work and put the Project back on schedule. 3. Reschedule activities to achieve maximum practical concurrency of accomplishment of activities and put the Project back on schedule. If the Trade Contractor fails to take any of the above actions within twenty-four (24) hours after receiving written notice, The district shall take action to attempt to put the Project back on schedule, and deduct the cost of such actions from the moneys due or to become due the Trade Contractor. 1.7 Performance of Work The owner and its assigned agents may choose to conduct some of the labor related to assembly and installation at their discretion and as determined at the time of the awarding of the bid. 1.8 Prevailing Wage Agreement It is the statutory policy of the State of Illinois that all Contractor(s) and Subcontract(s) will be required to pay prevailing wage pursuant to the Wages of Employees on Public Works Act as established for Jefferson County, Illinois.

6 1.9 Project Labor Agreement Attached is an executed copy of the Project Labor Agreement (PLA) for the New Mt. Vernon Township High School project. All contractors bidding work should be focused on union forces unless related to assembly installation on site, various work qualifies as Specialty Contractor work. Particular attention should be given to workforce utilized for assembly and installation. Each Trade Contractor will be required to sign the PLA in its final form. Concerns about the current draft of the PLA must be submitted with the bid proposal Quality Program Each Trade Contractor shall participate in the McCarthy Quality Program and shall be responsible for maintaining an acceptable level of quality for its work. Each Trade Contractor will be required to provide prior to the start of Trade Contractor s work, but no later than 3 weeks after Trade Contract is awarded, an approved Quality Plan that defines the procedures they will utilize to achieve quality work. a. Coordination with Manufacturer Technical Representatives and other Trade Contractors to minimize conflicts and rework. b. Coordination with authorized Manufacturer Technical Representative for mockups, field verifications, and warranty inspections related to the Trade Contractor s scope of work. c. Testing procedures for all testing required by the Contract Documents in a format approved by the district. The Trade Contractor shall keep a second copy as part of their project record documents. This information shall be current, bound, and submitted to the owner upon completion of the project as a Project Close-out Requirement. d. Training records and certifications that document individual crew member qualifications to perform work. This would include training from the Manufacturer and trade associations for specific systems related to the Trade Contractor s scope of work. e. Outline of material handling, protection, and storage requirements. f. Trade Contractor shall provide contact information for Manufacturer Technical Representatives, inspectors, and other quality verification representatives. g. Trade Contractor shall submit records demonstrating worker qualification to perform their scope of work (i.e. training records, approved installer credentials as specified and/ or as required by manufacturer, licenses, and other certifications). h. Trade Contractor shall submit a plan for material verification, storage, and handling in conformance with approved submittals, Manufacturer guidelines, McCarthy Onsite staff direction, McCarthy Safety Program and Site Logistics Plan. i. Trade Contractor shall verify that all crew members review and apply approved mock-up details. Delivery of a project that fulfills the requirements of the desired needs of the district is fundamental to each Trade Contractor s contractual responsibility. As part of the Project Procedures Meeting, McCarthy on the owner s behalf will introduce the Quality Program and discuss its implementation process. The Trade Contractor shall monitor the quality of the work as it progresses and shall maintain a reporting system for documenting quality deficiencies and non-conforming work. Copies of these reports shall be provided to McCarthy. The acceptable level of quality will be determined as specified in these documents. All work not meeting the acceptable level of quality will be corrected at the Trade Contractor's expense. Each Trade Contractor shall provide the owner and McCarthy on-site access to the codes, references, and industry standards applicable to their scope of work Punch lists Each Trade Contractor is required to perform a complete and thorough written punchlist of their work (copy McCarthy ) and notify the owner and McCarthy when the work has been corrected and is ready for district inspection. These punchlists shall be done in phases and at times as determined by the district and McCarthy 6

7 1.12 Claims and Disputes All claims, disputes and other matters in question arising out of, or relating to, the Trade Contractor and the owner shall be decided by the Dispute Resolution Procedure defined in the Contract and as outlined in Appendix IX in Bid Documents Withdraw or Revision of Bid Proposals Any Bid Proposal may be withdrawn or revised in writing prior to the scheduled time for opening of Bid Proposals. After opening, no Bid Proposal may be withdrawn unless the district does not send the Bidder a Trade Contract within one hundred twenty (120) calendar days after the opening date of the Bid Proposals.

8 2.0 GENERAL CONDITIONS 2.1 Conformity with RFP All Proposals must conform to the requirements presented in this RFP. Proposals not in conformity may be rejected. Exceptions to any requirement must be clearly noted in vendor s response. 2.2 Uniformity of Proposals To facilitate evaluation, all proposals must be submitted in a uniform format as described in Section 4 of this RFP. ALL PROPOSALS SHALL INCLUDE COMPLETED AND DATED PRESENTATION FORMS WHICH ARE FOUND IN APPENDIX I, II, III, IV, V, VI at the time of bid. If storage of bid items will be required then the applicable APPENDIX VII Storage Guidelines will need to be completed. FAILURE TO COMPLETE THE REQUIRED FORMS COULD RESULT IN PROPOSALS BEING REMOVED FROM THE OWNER S CONSIDERATION. 2.3 Additional Information All inquiries or requests for information relative to this RFP should be directed to the Mount Vernon Township High School Board of Education, c/o Robert Knutson Assistant Principal or Michael Smith Superintendent 320 South 7th Street, Mount Vernon, Illinois, Telephone # (618) , Facsimile (618) prior to December 1, Bid Bond and Performance Bond A 10% bid bond, based on the total number of items/services/labor estimated to be purchased (quantities found beginning on page 12 of RFP) during the contract period times the bid price of each system, must accompany proposal. A bid bond of 10% of one (1) item of each type will cause entire bid to be rejected. Failure to enclose a bid bond will also cause entire bid to be rejected. The selected vendor will be required to furnish a 100% performance bond in an amount equal to all items and labor bid or other security as a guarantee of performance. All proposals must contain a statement of the vendor s willingness to furnish such security in the event the vendor receives the contract. The performance bond must extend through the contract and warranty periods. Bid Security and Bond Specifications 1. Each Bid Proposal (except for Work noted "Furnish Only") must be accompanied by a Bid Bond, duly executed by the Bidder as principal and having as surety thereon, a company authorized to execute such in the State of Illinois, in the amount of 10% of the bid. Bid Security will be returned to the successful Bidder after the Trade Contract is executed and filed with owner, proof of the EMR and Incidence Rates are provided to owner as set forth in the Bid Proposal Forms and the Performance and Labor and Material Payment Bonds are executed and filed with owner. An attorney-in-fact who signs a Bid Bond must file with the Bond a certified and effectively dated copy of its power of attorney. The Bid Security shall be made in the favor of owner and shall become its property in the event that the Bidder fails, within fifteen (15) days after receipt of the Trade Contract from owner, to execute said Trade Contract and deliver proof of the EMR and Incidence Rates and the Performance and Labor and Material Payment Bonds. 2. The proposed Bonding Company of the Bidder shall be on the Department of Treasury s Listing of Approved Sureties, Department Circular 570 ( Treasury List ), and acceptable to owner and the Bid Bond must be submitted on the form attached hereto. The Performance Bond and Labor and Material Payment Bonds must be submitted on the forms attached to the Trade Contract Form 8

9 2.5 Contract The selected vendor MAY BE REQUIRED TO EXECUTE A CONTRACT WRITTEN FOR AND BY the owner. The owner may not execute the vendor s standard contract. In that event at the sole discretion of the district, the signed bid proposal and included terms and conditions shall establish a contractual relationship between the district and the lowest responsible bidder (s) as selected by the district. All Proposals should contain a statement indicating the vendor s willingness to accept a written contract and or the contents of their approved bid as contract. The vendor should indicate if this RFP and the vendor s written material could be included in the contract. Any exemptions to this requirement must be noted in the vendor s response. See Sample Contract. 2.6 Waiver of Liability Release Each Proposal shall contain a signed contractor affidavit and contractor letter of waiver of liability for the district a copy of which is enclosed in Appendix IV. 2.7 Right to Reject Proposals The owner reserves the right to reject any or all proposals, to waive technicalities or informality and to accept any proposal deemed to be in the best interest of the Mount Vernon Township High School. 2.8 Liability and Insurance The selected contractor will save and hold harmless the owner from any and all legal liability arising out of the infringement of any patent or copyright in respect to the normal use of proposed or installed equipment and arising from any actions executed as a result of this bid. Evidence of Liability Insurance shall be supplied with an ACCORD Certificate in an amount of 2 million dollars with the Owner, Illinois Capital Development Board, and McCarthy as Construction Manager as additional insured. 2.9 Price Protection Price quoted in the proposal shall be firm prices to include price of item per unit, shipping and delivery, labor and installation and not subject to increase during the term, December 8, 2014 and April 1, Contractor will quote on prices less any State and Federal Tax. Vendors should stipulate the expiration date of their quoted price. The number of units listed in Appendix I and II is approximate. The owner reserves the right to reduce or increase these numbers Right to Purchase from Any Source The owner reserves the right to purchase any desired equipment or services from any source or sources in part or in whole as set forth in the Board of Education directives and this proposal Delivery Date and Quantities Contractors will specify in proposals the delivery date of their equipment, services and/or products (i.e., how long from time of order to delivery of hardware and/or software). The owner expects to start issuing purchase orders for selected materials and services January Any purchase order not completed within 30 days of vendor s receipt of order may be cancelled at the discretion of the issuing department. Purchase orders may be any quantity from 1 to multiple items and purchased at any time between December 8, 2014 and April 1, Partial deliveries will not be accepted unless prior approval is granted Contractor Commitment Contractors must state their commitment to maintain and support the public-released level of items for at least the term of December 8, 2014 to April 1, Preference will be given for bids which include options of extended maintenance and or support services for equipment purchased whether or not any of those optional services are selected.

10 2.13 Maintenance/Support Contractor must supply the names and addresses of all service organizations that will provide maintenance and or repair on all equipment proposal herein. Contractors must also specify the maximum time to elapse between the time a service call is made and the time a service representative arrives on site Systems Responsibility Notwithstanding the contents of the RFP, it is the responsibility of the vendor to verify the completeness, accuracy, and suitability of the contractor s proposal to meet the requirements of the owner. It is understood that a complete system, which operates effectively and to the satisfaction of the owner, is required. The successful contractor will be obligated to provide a system that meets all guarantees in his proposal for the price contained therein and that all equipment provided operates successfully with The Mount Vernon Township High School Board of Education s existing systems. All equipment must be completely new Rights to Submitted Material All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, displays, schedules, exhibits, and other documents provided by contractors will become the property of the owner when received. Supporting technical manuals will be returned at the request of the contractor. The owner retains the right to use any or all system ideas presented in any proposal, whether amended or not amended. Selection or rejection of a proposal does not affect this right Safety, Drug, Alcohol Awareness, and Background Checks The Bid Proposal Form includes a requirement that the Bidder provide its Workers' Compensation Experience Modification Rates (EMR) and Total Recordable Incidence Rates for the three most recent years, as calculated from data found on their OSHA form 300A. If such rates are higher than 1 for the EMR and 6 for the Total Recordable Incident Rate, McCarthy may require, at no additional cost to McCarthy, that the Trade Contractor take additional safety measures including, but not limited to, assigning a Dedicated Safety Professional to the Project to oversee the implementation and execution of the Trade Contractor s safety program. Copies of safety inspections, tool box talks etc. will be submitted to McCarthy upon request. Mt. Vernon School District reserves the right to reject a Bidder whose EMR exceeds 1.0 or Total Recordable Incidence Rate exceeds 6 in either the most recent year or the average of the three years. Each Trade Contractor shall, upon execution of its Trade Contract and as a condition precedent to receipt of any payments under said Trade Contract, provide McCarthy a copy of a Drug and Alcohol Awareness Program which Trade Contractor shall have in operation before Trade Contractor commences any work on the Project. Trade Contractor shall require similar programs of its Trade Contractors. The Program shall prohibit the unlawful possession, use or distribution of controlled substances and alcohol on the jobsite, shall prohibit employees from being under the influence of such controlled substances or alcohol on the jobsite and shall provide for drug testing of employees on a pre-employment, post-accident or for cause basis. This Program shall also include advising employees of the danger of drugs or alcohol in the workplace and the availability of counseling, rehabilitation, employee assistance programs or other available benefits. Each Trade Contractor shall pay for and provide background check assurance before each employee enters the project site. An independent third party provider capable of processing background checks is: ROE (Regional Office of Education) 10

11 2.17 Mandatory Hardhats, High Visibility Vests,/Shirts, and Safety Glasses All persons shall wear hard hats, high visibility vests/shirts and safety glasses while on site. The employer of any person working on site without a hard hat, high visibility vests/shirts and safety glasses shall be fined the amount of fifty dollars ($50.00) for each occurrence. As an incentive and reward for employers who comply with this Hard Hat, High Visibility Vests/Shirts and Safety Glasses Policy, the funds from the fines collected shall be distributed each quarter to those employers with no fines for that quarter Schedule of Values 2.19 Inclusion Program In the preparation of Bidder's estimate, the Bidder should be aware of the requirement that the successful Trade Contractor shall be required to submit its Schedule of Values. Trade Contractors and each Trade Subcontractor shall be required to submit monthly, in person, by mail or electronically a certified payroll to the Owner and McCarthy. The certified payroll shall be accompanied by a statement signed by Trade Contractor or Trade Subcontractor which avers that: (i) such records are true and accurate; (ii) the hourly rate paid to each worker is not less than the general prevailing rate of hourly wages required; and (iii) Trade Contractor or the Trade Subcontractor is aware that filing a certified payroll that her or she knows to be false is a Class B misdemeanor. It is the intention of owner to subdivide the Schedule of Values items into defined areas of the building. Within ten (10) days after the Preconstruction Conference, the Trade Contractor shall submit to owner said Schedule of Values. The Schedule of Values items is a general listing of items normally included in this type of a project. Owner and the Trade Contractor shall review and edit said listing for possible additions or deletions. This schedule, once edited and approved by owner, shall be used as the basis for the Trade Contractor's Applications for Payment. No payment to Trade Contractors can be made without an approved Schedule of Values. The Labor Amount shall include all estimated on-site installation costs (including labor, applicable taxes, insurance, fringe benefits, and overhead/profit). The Material/Equipment Amount shall include all estimated material and manufactured equipment costs (including delivery costs, taxes, insurance and overhead/profit). Tools and erection equipment shall be included under Materials/Equipment amount. Trade Contractors shall include a breakdown of labor hours used as the basis for the Labor Amounts. The Trade Contractor's overhead and profit shall be distributed into each Schedule of Values item in proportion to the value of said item to the total value of his contract. Equal monthly payments shall be made for General Conditions based upon the number of months the Trade Contractor is scheduled to be on-site. In selected Work Categories, an amount of money will be assigned for warranties and manuals. Submission of these warranties and manuals is a requirement of the Contract Documents and payment in the assigned amounts identified in the Schedule of Values will not be made to the Trade Contractor until said warranties and manuals have been received by owner and approved by the owner. 1. Inclusion Goals and obligation for this project are as follows: For the purposes of the owner s inclusion plan, DBE represents any disadvantaged Business Enterprise including MBE and FBE. Inclusion Goals: The owner and McCarthy strives to create and maintain an inclusive environment that reflects the diversity of the larger community in which we work. Therefore the owner and McCarthy are interested in increasing DBE participation on our projects. It is important that each bidder evaluate the possibilities of utilizing disadvantaged business enterprises as part of their scope of work. This includes 2 nd and 3 rd tier Trade Contractors and suppliers.

12 Bidder s Obligation: Bidders agree to take all reasonable steps necessary to ensure that Disadvantaged Business Enterprises have an opportunity to participate in the performance of the Trade Contract or Trade Contracts resulting from award of this project. Trade Contractors further agree to ensure participation by DBE firms either as suppliers, through direct Trade Contract or as part of a second tier or joint venture agreement with a majority owned Trade Contractor, in a targeted amount not less than 8% MBE and 4% FBE of the total contract amount. In addition, all reasonable steps will be taken to include a minimum of 15% minority and women (combined) employees within the on-site labor force associated with this project. Award of Trade Contract: Mt. Vernon School District will consider the DBE percent of participation in the evaluation of each proposal received. A space is provided on the bid proposal form for bidders to insert participation amounts. Reporting Requirements: After Trade Contract award Trade Contractors will be required to submit an accounting of the dollar value DBE participation included with each monthly application for payment. The form is included with the project specific inclusion plan for reference. The reporting requirements will include dollar values included for DBE firms associated with your billings but also a summary of the on-site field labor hours associated with minority and women trades workers. Failure to include this reporting with your application for payments could result in rejection of the application for payment. Certifying Agencies: Disadvantaged business enterprises are required to be certified by any of the state, federal or regional certifying agencies in the area where the work is being performed or self-certified if allowable in the project specific inclusion plan. 3.1 SELECTION PROCESS The selection of Furniture, Fixtures, and Equipment as specified by The Mount Vernon Township High School Board of Education, hereinafter owner to meet their requirements will involve both objective and subjective elements. The process to be used to make this selection is outlined below. 3.2 Requests for Proposal (RFP) The RFP is intended to provide interested vendors with uniform information concerning the owners requirements for technology equipment, peripherals, software, and support services. In responding to this RFP, VENDORS MUST ADHERE TO THE INCLUDED FORMAT AND USE THE REQUIRED FORMS. 3.3 Evaluation Criteria The owner will evaluate the bids using the following criteria: 1. Total bid price: Lowest Responsible Bidder 2. Adherence to Bid Specifications 3. Quality 4. Service specifications on site response time for required support, assembly, installation Terms of warranty proposal maximum 5. The owner will not accept a bid without a Bid Bond 6. The owner will not accept a bid without a Performance Bond 7. Time between order dates of equipment, final delivery, complete installation maximum 12

13 3.4 System Demonstrations Should demonstration of proposal system be desired by the owner, the demonstrations shall be arranged in advance at a location acceptable to the owner in order to most effectively accommodate the scheduling requirements of the owner, officials and personnel. Demonstration should not exceed two hours in length and vendors should demonstrate equipment and software as similar as possible to that proposed for the owner. 3.5 Selection Following the evaluation process described above, the owner will make all decisions regarding selection of finalists, contract negotiation and the award of the contract. The decision of the owner will be considered final.

14 4.0 PROPOSAL FORMAT Proposals should be written in a concise, straightforward and forthright manner. Superficial marketing statements and materials should be avoided. Proposals should be organized in the following manner, using forms contained in the appendices where appropriate: 1. Furniture, Fixtures, and Equipment A. Proposed system configuration and specifications, for all proposed individual elements to include manufacturer manuals if requested. The contractor should list any deficiencies of manuals on specifications or features as related to the owner s required specifications. B. Purchase Cost per Unit 1. Pricing to be provided by individual unit to include a breakout of all shipping, delivery, storage, assembly, and installation cost of all items 2. Items to be individually priced to include warranty period by system type (list by total warranty period, total onsite warranty, total parts and labor warranty and parts only warranty period). 2. Estimated costs and time frame for delivering, assembly and installation of the proposed Furniture, Fixtures, and Equipment 3. Support A. Maintenance responsiveness. 1. Estimate the average response time to make a service request. Describe how repairs or replacement of equipment or parts will be conducted. (on-site or other) 2. Indicate the average time to return equipment to normal operating conditions or replace. 3. Warranty Give details on how warranty calls are handled and what is covered. (E.g. Onsite with response time and loaner information. Mail in cross-shipped or repair and return, with turnaround time.) 4. List of five (5) references currently which purchased from and are serviced by your company using quantities and types of similar i te ms as specified i n t he b id. Provide the organization s name, address, and name and telephone number of contact person. 14

15 REQUEST FOR PROPOSAL APPENDICES, REQUIRED PRESENTATION FORMS Appendix I Establishes approximate floor plan and locations of sites where equipment may be installed. REQUIRED form for proposal description. Appendix I, II, III, IV, V Are REQUIRED forms itemizing cost for b a s e b i d f o r F u r n i t u r e, F i x t u r e s, a n d E q u i p m e n t a n d related items as specified, itemizing cost for l i s t e d a l t e r n a t e s u b s t i t u t i o n s of items as specified, and contractor affidavit and release. Documents included in VI regarding off-site storage are required if applicable during the contract period. Failure to use the required forms will be considered grounds for rejection of proposal.

16 APPENDIX I Description of The Mount Vernon Township High School Board of Education School System The New Mount Vernon Township High School governed by the Board of Education is a new 310,000 SF high school. The bid price must include per unit pricing and must include shipping or delivery and assembly / setup. Items are estimated and may be purchased in any quantity. The attached forms will be used to provide a description of contractor s proposal and the cost to The Mount Vernon Township High School. These forms may not include all the components of a complete system, but the cost should reflect the cost of a complete system to include assembly, delivery and/or installation in desired locations. Contractor s may attach additional type written pages to describe areas of their proposal in more detail. This proposal made by hereinafter called contractor and Mt. Vernon Township High School district herein called owner for the New Mt. Vernon Township High School District 201 furniture, fixture, and equipment herein after called work, system, or FF & E is as follows: The undersigned having examined and being familiar with the local conditions affecting work and the documents including: invitation to bid, bidder s statement of qualifications, Illinois prevailing wage for Jefferson County, bid response sheets, product specifications, floor plans, and approximate numbers and locations as issued by the owner, hereby propose to provide all labor and materials necessary to furnish and install all specified materials, equipment, and fixtures including transportation for the proper and timely execution of the work as specified. PART: 1 Sealed bids will be received by the owner, Mt. Vernon Illinois to be delivered to the District Administration Office, attention Michael E. Smith. Bids will be accepted until 2:00 p.m. central standard time, December 8, Bids will be publically opened and read aloud at that time. Questions concerning this request for proposal may be addressed in writing no later than 2:00 p.m Central Standard Time, Monday, December 1, 2014 to mesmith@mvths.org or rknutson@mvths.org Pre-Bid Conference: This conference is not mandatory but interested bidders are encouraged to attend for any clarifications. Date: Monday November 24 th, 2014, 10:00 a.m. Location: Office of the Superintendent Mt. Vernon High School Campus A Building 320 South 7 th Street, Mt. Vernon, Illinois

17 Contractor(s) to list receipt of any addenda: No.1, Date No.1, Date No.1, Date No.1, Date Contractors Response Checklist: Proposal Form Bidder Statement of Qualifications Bid Response Sheet Alternate Product Literature and Description/Specifications Bidder Affidavit and Release Bid Bond Performance Bond Certificate of Insurance Application Bids will be evaluated based on the following merit: lowest responsible bidder for items and labor, considering conformity with specifications, terms of delivery, quality of material/construction, serviceability, warranty, and available finishes. All items shall be new, unless otherwise specified. Contractor is responsible for providing a bid on all items within an individual bid package, failure to do may result in rejection of the bid proposal for individual package. By submitting a bid it is agreed that the bid may not be withdrawn for a period of 120 days from the time specified for open bids. If there is a discrepancy between the product model number and other parts of the product specification, the bidder shall immediately request in writing a written clarification. Failure to have the matter clarified in writing prior to the contract being awarded shall obligate the contractor to provide the product that includes components of the greater cost. Substitutions. The Owner has spent considerable time reviewing product literature, specifications and mock-ups, to determine their needs. Bidder is required to bid what is specified; however, voluntary alternates will be considered as follows: Bidder must provide documentation proving that the substitution is equal to or better than the specified product. Substitutions will be reviewed on the merit of what is submitted. Bidder must provide available finish samples at time of bid for substituted product. The contractor agrees to Deliver and Install the FF&E as follows: Installation will be commenced and completed with full coordination with McCarthy and set construction schedule. Prior to installation, a meeting will be held with the Owner s Construction Manager to finalize schedule.

18 All unit pricing must include the Turn-Key Installation Services. Delivery, freight, installation at Illinois Prevailing Wage rates for County, storage, and additional fees of any kind relating to the turn-key finalization of these products. Contractor is responsible for disposal of all packaging materials building must be left in a Broom Clean condition. Owner reserves the right to back charge for any costs incurred for clean up or disposal of packing materials. Contractor is responsible for cost associated in repair of completed finishes as required due to damage caused by the installation of furniture. Purchase Order Terms and Conditions: This Purchase Order will only be valid when signed by the Owner. All delivery charges must be PREPAID and included in the proposal. If the Purchase Order is not acceptable exactly as written, return at once with explanation. The Owner will not provide down payment for materials. All shipments of material are accepted subject to inspection and approval by the purchaser. Seller must pay transportation charges both ways on returned goods Unless Owner is otherwise notified in writing, supplier certifies that the merchandise supplied meets both Illinois Life Safety Code and OSHA regulations. Owner is not subject to federal, state, or local sales tax. Work shall not commence prior to the Notice to Proceed. The contractor further agrees that failure to complete this project by the completion date can result in the assessment of Real and Consequential Damages. Owner would require a background check for any employee or subcontractor of bidder that would be in Owner s Building. The contractor hereby certifies that the following subcontractor will be used in the performance of the work: Note: Failure to list subcontractors for each category of work identified on the Proposal Form or the listing of more than one subcontractor for any category without designating the portion of work to be performed by each may result in rejection of the bid proposal. If the bidder intends to perform any designated subcontract work with the use of his own employees, the proposal shall make this fact clear. SUBCONTRACTOR CATEGORY OF WORK (Please attach additional sheets if necessary to extend subcontractor list). 18

19 The insurance required shall be written for not less than the following, or greater if required by law. Please list Owner, Illinois Capital development Board, and McCarthy as Construction Manager as additional insured and submit a copy of this certificate with your bid response. Owner, Illinois Capital Development Board, and McCarthy named as additional insured Worker s Compensation: Statutory limits required by state law. Applicable Federal (e.g. Longshoremen s): Statutory. Employer Liability: $2,000,000 Comprehensive General Liability including Premises-Operations; Independent Contractor s Protective; Products and Completed Operations; Broadform Contractual: Broadform Property Damage; CGL coverage ISO Broadform including Personal Injury with Employment Exclusion deleted. Bodily Injury and Property Damage: $2,000,000 (CSL) Each Occurrence. Products and Completed Operations Insurance shall be maintained for a minimum of 1 year after final payment and Contractor shall continue to provide evidence of such coverage to Owner on an annual basis during the aforementioned period. Property Damage Liability Insurance shall include coverage for Explosion, Collapse and Underground hazards. Comprehensive Automobile Liability (owned, non-owned, hired): Bodily injury and Property Damage: $1,000,000 (CSL) Each Occurrence. The contractor hereby certifies: By submitting and signing the bid form, the contractor certifies that the contractor is not barred from bidding on the contract as a result of a conviction for either bidrigging or bid-rotating under Article 33E of the Criminal Code of The owner reserves the right to accept or reject any or all bids, to accept bids in either whole or in parts of bids, and to waive any irregularities or defects in any proposal should it deem it to be in the best interest of the school to do so. Dated this day of, 2014.

20 APPENDIX II Description of BID Classroom, Science/STEM Lab, Furniture, Fixtures, and Equipment 20

21 APPENDIX II Description of BID Office, Reception, and Conference Area Furniture, Fixtures, and Equipment

22 APPENDIX II Description of BID Media Center Computer Lab Furniture, Fixtures, and Equipment 22

23 APPENDIX II Description of BID Cafeteria/Cyber Café Furniture, Fixtures, and Equipment

24 APPENDIX III 24