Request for Proposals: LED Lighting Retrofit Upgrade

Transcription

1 Request for Proposals: LED Lighting Retrofit Upgrade NOTICE TO RESPONDENTS Responses to a Request for Proposals will be received by the Facilities Manager, Bob Kolarich, Hamilton East Public Library, One Library Plaza, Noblesville, IN, for HAMILTON EAST PUBLIC LIBRARY LED LIGHTING RETROFIT until 5:00PM, Friday, July 14 th, All potential respondents will participate in a mandatory on-site prequote walk through scheduled the week of June 12 th, Should you have any questions, please contact Bob Kolarich, Facilities Manager at kolarichr@hepl.lib.in.us. All proposals are subject to the Library s conditions and specifications which are available from Bob Kolarich, GENERAL REQUIREMENTS AND CONDITIONS 1. The Hamilton East Public Library reserves the right to accept or reject any and/or all responses in whole or in part. 2. Any responses received after the scheduled closing time for the receipt for responses will not be considered. 3. If a mistake is discovered after the responses are received, only the Hamilton East Public Library may allow the respondent to withdraw the entire response. 4. Partial payments will not be approved unless justification for such payment can be shown. 5. Payment will not be made until the said HAMILTON EAST PUBLIC LIBRARY LED LIGHTING RETROFIT is inspected and approved as meeting all specifications by persons appointed by the Hamilton East Public Library. 6. Responses submitted must be clearly marked on the outside as follows: RESPONSE: HAMILTON EAST PUBLIC LIBRARY LED LIGHTNG RETROFIT Hamilton East Public Library DEADLINE: 5:00PM, Friday, July 14 th, No purchase or contract is authorized or valid until the issuance of a Purchase Order in accordance with Library Policy. No Employee is authorized to purchase equipment, supplies or services prior to the issuance of such a Purchase Order. PROPOSAL PACKAGE All proposal packages must include the following. Any proposal shall be rejected as a non-conforming proposal if any applicable item is missing. 1. Three (3) complete print copies of the proposal signed by authorized representative (s). 2. Anticipated timeline for completion of scope of work, as described below.

2 3. Proposer's Qualifications, including years of experience. Describe experience in providing the level and type of service specified in the proposal. 4. At least three (3) references covering similar services. Include company name, contact name, phone number. 5. Proof of insurance in accordance with the minimum standards contained herein. 6. Upon notification of acceptance, proposer s must submit a current and completed Request for Taxpayer Identification Number and Certificate Form ( IRS Form W-9). 7. Certification that all articles, equipment and materials, services or goods to be furnished or to be used in this project are consistent with manufacturere s specifications and shall be free from defects. 8. Certification or acknowledgment that the successful proposer shall furnish a Performance Bond for one hundred perecent of the countract amount before execution of the contract to remain in effect for one year after final acceptance. 9. An acknowledgment that work site schedule and procedures apply taking in consideration of the Building schedules. No work shall occur before 7:00AM or past 5:00PM without prior approval. 10. A list of any exceptions to the requirements or conditions to the proposal, if any. PROPOSAL GUARANTEE Vendors must guarantee that all information included in their proposal will remain valid for a period of 30 days from the date of proposal opening to allow for evaluation of all proposals. CLARIFICATION AND INTERPRETATION OF RFP The words must and shall in this Request for Proposal indicate mandatory requirements. Taking exception to any mandatory requirement shall be grounds for rejection of the proposal. There are other requirements that the Library considers important but not mandatory. It is important to respond in a concise manner to each section of this document and submit an itemized list of all exceptions. In the event that any interested vendor finds any part of the listed specifications, terms, or conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Library, via at kolarichr@hepl.lib.in.us, of such matters immediately upon receipt of this Request for Proposal. All questions must be received by June 30 th, 2017, via at kolarichr@hepl.lib.in.us. Responses shall be received no later than July 6 th, 2017.

3 DEADLINE Proposals will be accepted until 5:00PM on Friday, July 14 th, Proposals received after that time will be deemed invalid and returned unopened to the vendor. Vendors mailing proposal packages must allow sufficient time to ensure receipt of their package by the time specified. There will be no exceptions. WITHDRAWAL OR MODIFICATION OF PROPOSAL A withdrawn proposal may be resubmitted up to the time designated for the receipt of proposals provided that it fully conforms to the same general terms and requirements. Proposals will be examined for compliance with all requirements set forth herein. Proposals that do not comply shall be rejected without further evaluation. The Vendor shall provide the services set forth herein without discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, marital status, physical handicap, or age. INSURANCE The Vendor will maintain at its own expense during the term of this Contract, the following insurance: Workers' Compensation Insurance with Indiana statutory limits and Employers Liability Insurance with a minimum limit of $1,000,000 each accident for any employee. Commercial General Liability Insurance with a combined single limit of $1,000,000 each occurrence for bodily injury and property damage. Automobile Liability Insurance covering all owned, hired and non-owned vehicles with Personal Protection Insurance and Property Protection Insurance to comply with the provisions of the Indiana No Fault Insurance Law, including residual liability insurance with a minimum combined single limit of $1,000,000 each accident for bodily injury and property damage.

4 1.0 SCOPE 1.1 Scope Overview. The purpose of this project is to upgrade light fixtures, lamps and ballasts on all Hamilton East Public Library buildings identified in Section ( Affected Facilities ) Scope Summary. This scope involves supply, installation and commissioning of energy efficient lighting throughout all identified locations within buildings. Construction activities shall include, but not be limited to: a) Price lighting units to find most cost effective energy efficient light source that provides required lighting. b) Vendor shall supply all required miscellaneous equipment, including wire, nuts, bolts, connectors, power transformers (if required) The general concept of this project is to replace all current lamps with energyefficient LED lighting within the current fixtures Affected Facilities. The project affects lamps and lighting fixtures in the following facilities: Fishers Library: 5 Municipal Drive, Fishers, IN Noblesville Library: 1 Library Plaza, Noblesville, IN Specified Materials. [Refer to chart 4.2.] 2.0 DESCRIPTION OF WORK 2.1 Mobilization. Vendor shall mobilize construction forces necessary to perform the identified activities within 60 days after approval of the Work Plan and related submittals. 2.2 Work Plan Requirements. Vendor shall be present for the pre-proposal site visit scheduled the week of June 12 th, 2017, and gather information for the development of a Work Plan. As part of the Work Plan and construction activities, Vendor shall identify and comply with all applicable federal, state, and local statutes. Vendor will also comply with applicable drawings and specifications and subject to term and conditions of the contract. The development of the Work Plan and the construction activities shall include but not be limited to the following: Work Plan Development. Vendor shall work with Bob Kolarich (Facilities Manager) to develop the Work Plan. Vendor shall arrange for the following as needed: a) A secure staging area (approximately 100 square feet) for storing equipment and supplies pertinent to contract actions. b) Access to and provision of utilities as needed for design and construction efforts.

5 c) Scheduling work to be completed within the Library s hours of operation, including set-up and clean-up. d) Vendor shall be responsible for hauling off and appropriately disposing of any trash, debris, etc. to an acceptable off-base facility for proper disposal on a daily basis. Vendor shall also be responsible for appropriately removing, processing, and/or disposing of hazardous materials encountered during execution of this contract in accordance with federal, state and local statues and codes. 2.3 Notice to Proceed (NTP). Upon award and after receipt of the applicable proof insurance and licensing, the NTP shall be issued. 2.4 Material and Equipment Security. Vendor is responsible to ensure that all materials and equipment are properly secured at all times against man-made and/or natural events. 2.5 Rebates. Vendor is responsible for seeking any energy reducation rebates and submitting all appropriate documentation required. 2.6 Delivery and Warranty. If applicable, Vendor shall complete all inspection and commissioning requirements prior to final inspection. The warranty shall be issued in accordance with industry practice. 3.0 GENERAL REQUIREMENTS 3.1 Documents. Vendor shall prepare and submit work plan prior to work beginning and weekly progress reports throughout the duration of the project. 3.2 Reports. Vendor shall prepare and submit written progress reports on a weekly basis. The report shall be submitted to the Facilities Manager. These progress reports shall communicate activities accomplished during the previous period, document discussions, and record issues or concerns. 4.0 POINTS OF CONTACT (POC) 4.1 Contracting Officer. Contracting Officer (CO), the term used herein, does not include any representative not acting within the scope of his/her authority. Notwithstanding any of the provisions of this contract, the CO shall be the only individual authorized to in any way amend or modify the terms of this contract. 4.2 The contract will be Firm Fixed Price with the following structure If the offer chooses to propose a different quantity than specified below, it must be noted on the face of the proposal.

6 Description of bulbs to be replaced Qty Unit Florescent 4869 EA Florescent 406 EA W 4-PIN Tri-Tube 40 EA W 4-Pin Quad Tube 109 EA Unit Price Extended Price W 4-PIN Tri-Tube Can Light 336 EA W BIAX, 2G11 4-PIN Base 26 EA W 4-PIN Tri-Tube 203 EA W Medium Base CFL 32 EA W A-Lamp 97 EA W PAR 20 Medium Base 90 EA W Metal Halide Pulse Start 400W Metal Halide T15 MOGUL 8 EA 38 EA 0013 Remove Lamp/Ballast EA 0014 Disposal EA 0015 Misc Equipment (cable, conduit, connectors, etc) LOT 0016 Labor LOT 0017 Work Plan Development LOT