Boise State University Request for Quote RFQ CF Wood Floor Maintenance Services Multiple Facilities

Transcription

1 Boise State University Request for Quote RFQ CF Wood Floor Maintenance Services Multiple Facilities 1

2 Table of Contents Title Page 1. Schedule of Events 3 2. Standard Terms and Conditions 3 3. General Information Specification Requirements for Wood Floor Maintenance RFQ Response Requirements Appendix A: Price Schedule Attachment 1: BSU Insurance Requirements 8. Attachment 2: Signature Page 9. Attachment 3: Drawings (12) 10. Attachment 4: Sample Work Proposal 2

3 1. Schedule of Events 1.1 RFQ release date Oct. 7, Mandatory walk-through Oct. 16, :00 AM 1.3 RFQ closing date Oct. 24, :00 PM 2. Standard Terms and Conditions 2.1 The State of Idaho Standard Contract Terms and Conditions are incorporated herein by reference into this solicitation as if set forth in their entirety and are located on-line at purchasing.idaho.gov/terms_and_conditions.html. The State of Idaho Standard Contract Terms & Conditions shall apply to any Contract resulting from this solicitation. Failure by any submitting vendor to obtain a copy of such shall in no way constitute or be deemed a waiver by Boise State University of the document or any part of it. No liability will be assumed by Boise State University for a submitting vendor s failure to consider the Standard Contract Terms and Conditions in its response to this solicitation. 2.2 In the performance of this Contract, the Contractor and subcontractors, if any, agree to abide by all OSHA rules and regulations, and all other existing laws, codes, rules, and regulations set forth by all appropriate authorities having jurisdiction in the location where the work is to be performed. 3. General Information 3.1 Definitions BSU Boise State University Contractor bidder awarded contract for wood floor maintenance FO&M BSU Facilities Operations & Maintenance Dept Fully burdened fixed cost price incorporating all direct and indirect Costs RFQ this Request for Quote and all addendums and attachments MFMA Maple Flooring Manufacturers Association 3.2 Contract Overview: Boise State University is soliciting competitive bids to establish a contract for maintenance of wood floors in the Student Recreation Center, Taco Bell Arena, the Morrison Center, the Special Events Center, the Hemmingway Center, various residence halls, and the Dept. of Kinesiology (old Bronco Gym). All work must conform to MFMA standards. All work must pass inspection by BSU FO&M before invoiceswill be paid. 3.3 Indemnification and Insurance: The successful Contractor and subcontractors, if any, shall indemnify and hold harmless and defend Boise State University and the State of Idaho, their officers, agents and employees from and against all claims, damages, losses and expenses for bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property including loss of use resulting there from, including but not limited to attorney s fees, arising out of or caused in whole or in part by the negligent acts or omissions of the 3

4 successful Contractor, a subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, but only to the extent caused in whole or in part by negligent acts or omissions of Indemnitor. The insurance company providing the General Liability Insurance certificate must have an insurance company rating of A- or higher. 3.4 Insurance Coverage: The successful Contractor and subcontractors, if any, must at their sole cost and expense procure and maintain through the term of this Contract the insurance amounts listed in Attachment Insurance Verification: Within ten (10) days after notification of bid award, the successful Contractor must deliver or fax to BSU a Certificate of Insurance with respect to all such insurance including Worker s Compensation in a form reasonably satisfactory to BSU. The General and Automobile Liability insurance certificate must name BSU and the State of Idaho as additional insureds and must contain a written provision that, should any of the above described insurance policies be canceled or non-renewed before the expiration date thereof, the issuing company must notify BSU in writing, by certified or registered mail, receipt requested, at least thirty (30) days prior to any cancellation or nonrenewal of any such insurance. 3.6 Correspondence and Addenda: All correspondence will be in writing. Clearly identify RFQ number and title when submitting questions. Questions must be submitted in writing no later than Oct. 17, 2014 to: Boise State University Attn: Carl Fritz 1910 University Drive Boise, ID Via or fax to: cfritz@boisestate.edu Fax: Addenda to this RFQ will be posted at vpfa.boisestate.edu/purchasing/. Bidders are responsible for monitoring this web site to obtain any updates or amendments. Any oral interpretations or clarifications of this RFQ shall not be relied upon by bidders. All changes to this RFQ must be in writing and posted at vpfa.boisestate.edu/purchasing/ to be valid. 3.7 Invoicing and Payment Payment terms are Net 30. Contract value will be paid as work is completed and invoiced on a monthly basis. Send invoices for contract and optional services to Boise State University, attn: Dianna Slade, 1910 University Drive, Boise, ID Invoices shall include contract purchase order number, building name and number, building group and group number. 4

5 3.7.3 When a credit card is used to purchase optional services, the Contractor shall issue a statement of receipt with the same information included in an invoice Contractor shall provide a signed cost-not-to-exceed work proposal for optional services requested by BSU. The proposal costs shall be fully burdened via the listed contract rates and shall be for delivery of services at BSU. No additional delivery, truck or location charges shall be submitted above and beyond the contract pricing. Upon receiving official signature or signature for a credit card purchase, the Contractor shall proceed with the optional work The State of Idaho and BSU are generally exempt from payment of state sales and use taxes. Exemption certificates will be furnished as required upon written request from the Contractor. If the Contractor is required to pay any taxes incurred as a result of doing business with the State of Idaho, the Contractor shall be solely and absolutely responsible for payment of the taxes. This contract provides for reimbursement of sales taxes as they relate to product purchases at direct cost but not including overhead markup For subcontractor services, the Contractor shall invoice those services at cost plus the contracted percentage markup. Materials and parts for optional services shall be shown on the Contractor s invoice at cost and the separated contracted percentage markup. BSU, at its discretion, may request copies of the invoices for materials. Copies of third party invoices must accompany the Contractor s invoices to BSU upon request by the contract administrator Shipping costs, permit fees and sales tax will be paid at the Contractor s actual invoice cost without any markup. At the discretion of BSU, the Contractor may be requested to provide invoices for any items Contractor shall submit and file any applicable manufacturer s warranty with the manufacturer for equipment provided to BSU under the Optional Services provision of this contract Travel, insurance, bonds and other related expenses are considered part of overhead and are to be included In the hourly rate structure for the contract and optional services All quoted prices (except optional services) are to be fully-burdened, fixed-cost including, but not limited to, time and materials, travel (excluding alcohol), lodging, per diem and administrative overhead. No other costs will be allowed without written authorization from BSU. 3.8 Mandatory Walk-Through: All bidders are invited to a mandatory walk-through to familiarize themselves with the BSU campus and facilitate a clear understanding of the contract scope. The walk-through will occur on Oct. 16, :00 AM commencing from: BSU FO&M Building Conference Room 1455 University Drive Boise, Idaho 5

6 Parking is available behind the FO&M building in a fenced vehicle compound which is accessible from the alley east of the FO&M building. Questions will be recorded and posted in accordance with section 3.6 above. 3.9 Contract Term Contract term shall be for one (1) year beginning with date of award with the option to renew the contract at BSU s discretion and approval of the Contractor for three (3) successive one-year periods. Renewal requires the contract pricing to remain unchanged for each renewal period Award will be made to the responsible, responsive bidder with the most points based on the evaluation of Option A pricing (500 points), Option B pricing (200 points), Option C pricing (200 points) and three (3) references (100 points).references must be submitted directly to BSU Parking Permits: Contractor is required to purchase all necessary parking permits at the Contractor s expense needed to perform work under this contract on the BSU campus. Permits are obtained from BSU Transportation and Parking Services located at 1700 University Drive (first floor of the Student Union Building); phone Supervision and Inspections: Contractor or appointed lead worker will provide adequate supervision at all times wood floor maintenance work is in progress. Contractor/lead worker will supervise all on-site workers for security purposes and to assure that all work is performed appropriately Termination: Failure to perform or complete scheduled work will be cause for termination of this contract. Repeated failure to satisfactorily complete work in a timely manner will be cause to terminate this contract at the discretion of BSU. BSU may terminate this contract without cause with thirty (30) days written notification. 6

7 4. Specifications Requirements for Wood Floor Maintenance 4.1 Related Documents: drawings and general provisions of the contract, including General and Supplementary Conditions and other Section 1 Specification Sections, apply to Specifications Section Description of Work: Wood floor maintenance shall consist of screening and recoating of wood floors listed in section 4.3 of this RFQ. Work shall be scheduled in advance and be completed between 7:00 AM and 10:00 PM Monday through Sunday, during holidays and low-use hours for BSU. Three options are available for wood floor refinishing under this wood floor maintenance contract: Option A: Screen with fine grit screen back using 3-head buffer, touch-up paint on all game lines as necessary, re-coat with 2 coats of Hillyard Gold Medalist gym finish, and buff with 3M Purple Pad between finish coats. Alternate Materials: use of alternate floor finishes for the wood floors must be approved by the Director of the department responsible for the floor. Alternate materials must be low VOC material and be compatible with the paints and existing finishes in use. Alternate materials must be usable as applied for all forms of court-based athletic competition or stage performances. Alternate materials must be of a durable quality and type so that wear-ability will endure BSU s two-year screen and re-coat program Option B: Paint touch-up, board replacement, sanding and any other selective work on wood athletics floors necessary to maintain good appearance. This work shall be billed at a set hourly labor rate with a fixed percentage mark-up for materials Option C: Perform residential hardwood floor refinishing and restoration. Remove ground-in dirt and grime. Remove stains and other forms of abuse. Repair damaged floors as needed No temporary emblems or decals will be allowed on the wood floors; all paint touch-up must match existing paint on wood floors. 4.3 The following wood floors shall be maintained under this contract: Student Recreation Center racquet ball courts, main gym floor and group exercise room 1515 University Drive Taco Bell Arena portable basketball floor and auxiliary gym floor 1401 Cesar Chavez Lane Morrison Center for the Performing Arts piano recital hall floor and Danny Peterson Theater floor 2201 Cesar Chavez Lane Dept. of Kinesiology gym floor and classroom floor 1404 Bronco Lane Special Events Center floor 1800 University Drive Hemmingway Center floor 1819 Cesar Chavez Lane Various residential floors 4.4 Contract Documents Wood Floor Finish Maintenance Contract Facilities Operations & Maintenance 7

8 Boise State University Boise, ID BSU Work Proposal sample (see Attachment 4) Specifications including all specification sections listed in the Table of Contents Drawings including all sheets listed in Attachment Addenda issued in conjunction with this RFQ Any change orders, construction change directives and/or Project Manager s supplemental instructions issued during the contract period. 4.5 Work Sequence: wood floor maintenance work will be conducted in phases: Screen or sand floor Seal floor as required Touch-up paint or paint game lines as required Apply first coat of finish Buff with 3M Purple Pad Apply second coat of finish as required 4.6 Contractor Use of Premises Contractor shall limit use of BSU premises to maintenance activities within areas indicated on the Contract Documents. Portions of work sites and of existing buildings beyond areas in which maintenance operations are indicated shall not be disturbed Driveways and entrances serving BSU premises shall be kept clear and available to BSU personnel and others using premises at all times. Doors serving occupied portions of a building shall not be blocked at any time except as required by work underway at any given time. Refer to section Contractor shall maintain buildings inn weather tight condition and shall Maintain the security of buildings throughout the maintenance period Contractor shall at all times perform work so as to provide a minimum of noise, disruption, dirt, debris accumulation and congestion. Contractor shall at no time block access to or egress from buildings and/or work site. 4.7 Boise State University Use of Premises: BSU and facility users will occupy and/or use work sites and buildings or portions thereof during the maintenance period. Such occupancy and/or use shall not constitute acceptance of the Contractor s work or any part thereof. This contract shall not imply that BSU may abuse or in any way damage work performed under this contract prior to final acceptance. The contractor shall take special care to insure that no unnecessary disruption of normal routines will occur at project work sites. Access to and egress from the buildings, grounds, service areas, parking areas, drives and streets in use by BSU and facility users shall be maintained at all times. Temporary disruption of building services, equipment, etc. shall be scheduled with BSU. Normal functions will be restored as quickly as possible. 4.8 Protection of Buildings, Contents and Grounds Contractor shall be responsible for any damage from whatever cause to 8

9 existing buildings, contents, grounds, landscaping, etc. which result from work performed under this contract. The Contractor shall repair and replace any damage, or make restitution to BSU for the damage Contractor shall provide temporary coverings, draping, etc. to prevent staining or damage to all building and site surfaces. The coverings shall remain in place during delivery of materials, storage of materials, demolition, and maintenance operations required under this contract Contractor is responsible for daily and final clean-up of maintenance operations Keys will be issued to the Contractor or the Contractor s authorized representative. The keys are the responsibility of the Contractor and must be returned at the end of the project. Payment will be withheld if all keys are not returned at project completion. If keys have not been returned within 30 days of project completion, Contractor will be charged for cost to re-key all doors as necessary to restore security. 4.9 Protection of Building Occupants BSU campus buildings, grounds and parking areas will be occupied during maintenance work. The Contractor, all subcontractors, and all Contractor employees shall at all times respect the safety, privacy and property of all building occupants, users and visitors Contractor shall be responsible for any damage to or loss of occupant s personal property resulting from work performed under this contract and shall make restitution as required for any such damage or loss Contractor shall take care to prevent hazardous or potentially hazardous conditions from developing. Materials, tools, accesses, etc. shall be safely stored and/or secured at the end of each workday to prevent hazards to all occupants. Adequate temporary protective devices shall be installed at walkways and entrances to prevent injury to building users. Contractor shall provide and use their own barricades and signage to prevent hazards to all occupants Ground Operations and Equipment and Materials Storage Contractor shall conduct ground operations and shall store equipment, materials, etc. only in areas indicated on drawings and as designated by BSU. Contractor shall be responsible for the security of all equipment and all materials used in performance of this contract which are stored on site. Contractor shall only store materials at BSU during the project All materials stored on work sites shall be stored on blocking, blocks or pallets. Exterior moisture-sensitive storage shall be fully covered with waterproof coverings. Tarps and coverings shall be properly secured to prevent blow off Work not Noted, Detailed or Specified: All work required to complete installations and/or assemblies shall be included in the Contractor s bid. Where minor portions of required work are not noted, detailed or specified, such work shall be performed in accordance with proven construction practices, component manufacturer requirements, industry standards, or as directed by the BSU Project Manager. Such required work shall be done at 9

10 no additional cost to BSU Dimensions and Measurements: Contractor shall field verify all dimensions pertaining to work performed under this contract and shall be responsible for the determination of all quantities of materials required for the work, and for the accuracy of all dimensions of materials and items fabricated for work under this contract. Contractor shall not rely on scale drawings in the determination of exact quantities and dimensions Working on Weekends and Holidays: work under this contract may be performed on weekends (Saturday and Sunday) and on State of Idaho holidays. 5. RFQ Response Requirements 5.1 Completed Pricing Schedule 5.2 Completed Signature Page signed by a company official with full authority to enter into this contract. 5.3 References from three (3) customers for work similar to that in this RFQ 5.4 Current Idaho Contractor No. and Idaho Public Works No. 10

11 Appendix A: Price Schedule The Bidder, in compliance with RFQ CF Wood Floor Maintenance Services, having examined the specifications with related documents and the site of the proposed work, and being familiar with all of the conditions surrounding the proposed projects including the availability of materials and labor, hereby proposes to furnish all labor, materials and supplies, and to provide the service in accordance with the contract documents, within the time set forth therein, and at the prices listed on this Price Schedule. These prices are to cover all expenses incurred in performing the work required under the contract documents, of which the Price Schedule is part. Bidder hereby agrees to commence work under this contract upon receipt of a written Work Proposal of BSU and to expeditiously complete the work. The contract will be in effect for a period of one year from the date of the contract with a provision for three one-year extensions. Option A: 500 points of bid evaluation total Screen with fine grit screen back using 3-head buffer, touch-up paint on all game lines as necessary, re-coat with 2 coats of Hillyard Gold Medalist gym finish, and buff with 3M Purple Pad between finish coats. $ per square foot Option B: 200 points of bid evaluation total Paint touch-up, board replacement and any other selective work on wood floors necessary to maintain good appearance. This work shall be billed at a set hourly rate with a fixed percentage mark-up for materials. Labor rate: $ per hour Option C: 200 points of bid evaluation total Perform residential hardwood floor refinishing and restoration. Remove groundin dirt and grime. Remove stains and other forms of abuse. Repair damaged floors as needed. $ per square foot to clean and restore $ per square foot to screen and re-coat $ per square foot to sand, prep and refinish 11

12 References: 100 points of bid evaluation totall based on three (3) positive references Boise State University reserves the right to reject any or all bids and to waive any informality in the bidding. Bidder agrees that this bid shall be good and may not be withdrawn for a period of sixty (60) calendar days after the scheduled closing time for receiving bids. Bidder s name Company Address Telephone address Signature & date 12