All vendors are to accept the information contained herein as the official response of IPTC.

Transcription

1 March 22, 2017 To: All Vendors of Record Re: Addendum #1 All vendors are to accept the information contained herein as the official response of IPTC. TO ALL BIDDERS OF RECORD AND TO WHOM IT MAY CONCERN: This Addendum is being issued prior to the due date for receiving proposals. This Addendum forms a part of the Contract Documents and modifies the original Request for Proposal (RFP) as noted below and shall be incorporated into the Contract Documents. All other provisions of the RFP released March 8, 2017 with the exception of changes below, shall remain unchanged. This Addendum is issued in accordance with the provisions of Section 3 of the Request for Proposal document. All Proposals shall be based upon work as modified by this Addendum. Acknowledged receipt of this Addendum on the Acknowledgement of Addendum Form is required. Failure to do so may result in disqualification of the Bidder. This addendum addresses questions presented by bidders before the deadline to the submission of proposals for RFP Bus Shelter and Sign Services. Clarification and Update to Section 2.2 Required Responses: IPTC modifies Section A Specifications and Bid Offer Cost Form for proposal. (Note: Please use Attachment located on website File Bid Cost Form (Bus Shelter and Sign Services Revised)) Clarification and Update to Section 2.13 / Protest Policy Please review updated information for Section 2.13 Protest Policy, RFP has been updated and posted on website. Clarification and Update to Section 1.3 Scope of Work / (2) Special Circumstances item f. Please review updated information in RFP posted on website. 1

2 1. Please explain DBE definitions IPTC Response: CITY OF INDIANAPOLOLIS: MBE/WBE/VBE/DOBE Program Purpose The Minority and Women-Owned Business Enterprise Program was established to provide purchasing opportunities to certified Minority and Women-Owned businesses with the City of Indianapolis. Definitions A Minority Business Enterprise (MBE) is one which is owned and controlled by at least fifty-one percent (51%) minority member(s). Minority group members are citizens or Permanent Residents of the United States who are Black, Hispanic, Asian Pacific Islanders, American Indians, or Alaskan Natives. A Women Business Enterprise (WBE ) is one that is at least fifty-one percent (51%) owned and controlled by a woman or women who are citizens or Permanent Residents of the United States. Whenever projects are funded or assisted by the U.S. Department of Transportation, the term MBE, WBE, or Permanent Resident is replaced by Disadvantaged Business Enterprise (DBE). A DBE firm is one that is at least fifty-one percent (51%) owned and controlled by socially and economically disadvantaged individuals(s). So, in response to the gentlemen s question, a minority or women owned business may or may not be a DBE depending on their income. If the minority or women owned business has income greater than $23 million (INDOT) then they do not qualify. Since most minority and women owned businesses do not generate this kind of income, you can presume they are a DBE. 2. Is professional liability insurance required since we are only providing maintenance type of work? IPTC Response: Yes 2

3 3. Is this the first-time vendors have been solicited to be contracted for this service with IPTC? IPTC Response: NO. 4. Will IPTC equipment be incorporated as part of this solicitation (i.e. trucks, etc.)? IPTC Response: NO, all equipment needed to preform requested services listed in RFP will be the responsibility of vendor, including the cost of operating/maintenance/service/etc. 5. What is the projected start date after being selected? IPTC Response: June 19,

4 6. Would there be an option for the 35 units in 2018 being submitted as a separate package from this existing contract? IPTC Response: We have just received information at this time that the 35 additional Redline Shelters will not be ready until early Spring of 2019, please include in your Bid Cost Offer Form starting in Are there any Davis-Bacon wage rate requirements? IPTC Response: NO. 8. Prevailing wage? IPTC Response: NO 9. How many different types of shelters are there, also please advise cut sheets with sizes, weights and product data on glazing, installation instructions, etc? IPTC Response: Please review Attachments on website. 4

5 10. Please clarify the scope of work for the 4,000 plus signs, do we need to include visiting each location on some sort of frequency like the Bus Shelters? IPTC Response: We have approximately 3,000 Bus Stop Signs that have no amenities such as shelters, benches, trash cans, bike racks, etc. so they need to be checked twice a month, to make sure they are okay and up to date. Which can be as simple as a drive by if everything checks out. 11. We observed that some bus stop signage is attached to posts that are more decorative than uni strut, are we to match the post that we are replacing or simply install contractor furnished uni strut requested? IPTC Response: If the bus stop is on a different type pole- for example that may be found in a historical area or park area, in those examples we would have the historical society and park dept. supply the matching post if the post was destroyed. 5

6 12. Will a map of all the Bus Shelters be provided for bidding purposes? IPTC Response: Please see Attachment on website. 13. Will there be any progress meetings that we will need to attend as part of this project with the IPTC Project Manager? IPTC Response: Not before the final bid-award, once the contract is signed we will be in contact a lot between Project Manager/Facility Manager, sometimes multiple times a week. 14. Are we to include right-of-way permits in the line items for signage, Bus Shelter alternations/replacements, or can this be directly reimbursed on a case by case basis if one is needed? IPTC Response: IPTC handles the procurement of the ROW permits and Encroachment Licenses. We ask the contractor to sort out any underground utility locates by contacting the call before you dig number and the locates are to be completed before placing any sign poles. 6

7 15. How much manpower (how many people) were required to complete the full scopes of work outlined in the bid request? IPTC Response: Depends on the tasks and the frequencies and what kind of shifts the contractors run, you will need quick access to carpenters, electricains,concrete workers and general laborers, and as listed on the 2016 work list we made over 45,000 stops at shelters and bus stops just for cleaning purposes, plus all the other list of jobs performed,signs,shelters,trash cans,benches,etc. 16. Has this typically been a contract that requires 3 full shifts to provide around the clock labor? IPTC Response: No, normally up to 2 shifts depending on the work load and designated site working times. 17. How much time does it typically take to clean a shelter? IPTC Response: Depends on what type of cleaning you are doing, such as just sweeping out and touch windows, to deep cleaning, cleaning frames and windows and pressure washing shelter and concrete pad and concrete around the shelter and picking up trash and cleaning amenities such as benches, trash cans bike racks etc. and we have different size shelters as we have some that are anywhere from 5 feet long to 40 feet long and depends on how many people you have on the cleaning team, 1,2,3, etc. 7

8 18. How many vehicles and what types have been required in the past? IPTC Response: 4 vehicles in the past 3- utility trucks and 1 box truck but with more frequency cleaning being requested this will take more vehicles 19. How many miles does the overall bus route cover (contain)? How many miles are covered by bus shelters? IPTC Response: IndyGo has approximately 800 lane miles of routes and 234 bus shelters included in that 800 miles, we do not have a breakdown of just shelter miles as there again they are included in the 800 miles. 20. Can the contractor use/lease the existing IPTC vehicles if we the (contractor)provide routine maintenance since they are already equipped? IPTC Response: NO, please see response to Question Do you have a routine vehicle maintenance schedule? IPTC Response: YES on the trucks we have now 8

9 22. What other equipment could be made available to the contractor? (i.e., power washers, night lights etc.) IPTC Response: NO, please see response to Question Do you know how many power washer units with how much tank capacity was previously used? IPTC Response: 3 pressure washers, one for each utility truck and they were 220 gallon totes with pressure washers built on frames with the totes 24. How many generators were required? IPTC Response: One but moving forward, two will be much more beneficial 9

10 25. Do you have a facility the contractors can use to obtain water for the high volume of power washing that is being requested? If not, where has water been obtained in the past? IPTC Response: NO The contractor supplies the water and cleaning fluid additive 26. Considering 400 shelters were power washed last year is the 2 times per month per shelter a realistic request? The current request would constitute 452 washes be performed in a single month. IPTC Response: Yes, that is correct as we move forward we must escalate the overall cleaning of the shelters to meet demands, so twice a month is expected and more if needed 27. How many different size and types of shelters exist? Can you provide quantity and dimensions? IPTC Response: Typical shelters are 5x10 ( 50 sq.ft. ) and Downtown shelters are 5x40 and a small amount of shelters are 5x15 and 5x20 10

11 28. When installing new shelters will the contractor be required to form and pour the associated concrete pads? IPTC Response: Yes, or in some cases we must let the DPW depending on locations 29. How many trash receptacles exist? IPTC Response: All 236 shelters have trash cans, 10 to 12 on just regular sign poles, then 220 Adopt A Stops, the contractor has to install and remove all those listed and keep all emptied except for the Adopt A Stops as the adoptee will handle those. There will be a few occasions we will need the contractor to empty a certain AAS can if someone moves, or extended vacations etc. but we only give them 2 chances and then we remove them most of the time. 30. How much square footage has been required in the past for the required storage capacity? IPTC Response: The current contractor has a large fenced in secure lot that they use for as part of their other business, and that is where they store the inventory. With the amount of free standing shelters, and 50 to 80 glass panels, and posts, bike racks, etc. 1 to 2 acres just so you have enough room to load and unload semi trailers, and assemble items, and store equipment, et 11

12 31. What will be included in the initial inventory? IPTC Response: 6 to 8 already assembled shelters, we keep as replacements, 5 to 6 shelters in crates/boxes not assembled, 30 to 40 trash cans in boxes, a few benches and bike racks and simme seats as just a close estimate at this time. 32. Since there is a requirement for the Prime contractor to pay DBE subcontractors within 15 days of the Prime being paid by IPTC does this same criteria extent to MBE, WBE, VBE and DOBE subcontractors as well? IPTC Response: Since there is no overall DBE goal set on this RFP payment to subcontractor DBE/MBE/WBE/VBE firms is not a necessary factor 33. If the contract is awarded to an MBE, WBE, VBE, DOBE or DBE will IPTC consider revising its payment policy to pay the contractor within 15 days of invoicing? IPTC Response: Payment terms are negotiable. 12

13 34. As an MBE are there still recommended participation goals to seek out participation from other minority certified businesses to receive to be given greater award consideration IPTC Response: No, if you are a certified MBE/WBE/VBE seeking out additional participation from other firms is not required. 35. Appendix VIII was not attached to the RFP. Can you provide the insurance requirement details? IPTC Response: ARTICLE VIII INSURANCE 8.1 Upon entering into the Agreement, and prior to Provider commencing performance of the Services under the Agreement, Provider shall secure and maintain at its own cost and covering all times herein, such insurance as will protect it from claims which may arise out of or result from Provider s furnishing of services under the Agreement and for which Provider may be legally liable, whether such services be by Provider or by Provider s consultants or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. 8.2 Provider shall purchase and maintain such insurance as shall protect Provider from claims, losses and damages which may arise out of and during the operation of this Agreement, whether such claims, losses and damages arise out of or result from the acts or omissions of Provider or his consultants, or agents or anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable, and whether such claims, losses and damages are arising out of statutory liability, bodily injury, occupational sickness or disease, or death, insured personal injury liability, property damage, other than to the Work itself, contractual liability, products and completed operations, fire damage, advertising injury, medical expenses and comprehensive automobile liability. Such insurance shall specifically include, but not be limited to, insurance coverage under the workers compensation, disability benefit and other similar employee benefit laws of the state in which the Provider s Services are being performed. Such liability and property 13

14 damage insurance shall be obtained in such amounts and with such coverage to fulfill Provider s obligations under the Agreement as well as Provider s contractual obligations with regard to any claim, damage, loss or expense described in this Agreement. 8.3 Such insurance coverage shall be placed with companies that have insurer ratings no lower than A+ VIII in the AM Best s Insurance Guide, latest edition as of the date of the Agreement, or at time of renewal, and to which Owner has no objection. 8.4 Prior to Provider commencing performance of the Work under the Agreement, Provider shall provide to Owner a Certificate of Insurance showing liability coverage for Provider and any employees, agents or consultants of Provider for the Workers Compensation, Employer s Liability and Automobile Liability coverage required by law and as set forth in 8.2 hereof. Coverage shall be for no less than the statutory amounts required for Workers Compensation, and Employer s Liability Insurance shall be for coverage of Five Hundred Thousand Dollars ($500,000.00) for bodily injury caused by accident (for each accident), Five Hundred Thousand Dollars ($500,000.00) for bodily injury by disease (policy limit), and Five Hundred Thousand Dollars ($500,000.00) for bodily injury caused by disease (for each employee). Owner may withhold payment to Provider pending receipt of such Certificate in satisfactory form. 8.5 Provider s Commercial General Liability Insurance coverage, where applicable, shall be per occurrence and in the general aggregate (subject to a per project general aggregate provision applicable to the Project). Commercial General Liability Insurance coverage shall be for no less than One Hundred Thousand Dollars ($100,000.00) for bodily injury and property damage. Provider s Commercial General Liability Insurance also shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, employee dishonesty, pollution liability and liability assumed under an insured contract, including any tort liability of another assumed by contract. Coverage shall be afforded to the Additional Insured whether or not a claim is in litigation. Comprehensive Automobile Liability shall include coverage for liability arising out of owned, non-owned and hired automobiles and for bodily and property damage. For each motor vehicle used by Provider in connection with the services provided under the Agreement, public liability insurance shall be written for not less than One Hundred Thousand Dollars ($100,000.00) for bodily injury and property damage with a combined single limit, as to such vehicle or vehicles. 8.6 Provider s Commercial General Liability Insurance shall be written on an occurrence basis. Owner shall be named as Additional Insured on all insurance coverage required under the Agreement except on the worker s compensation policy, employers liability policy and professional liability 14

15 policy. Additional Insured coverage shall apply as primary insurance with respect to any other insurance afforded to Owner, and the Provider s policy will not seek contribution from any and all insurance afforded to Owner, whether as Additional Insured or otherwise. Amounts of insurance and coverage provided shall be as required as set forth in this Article VIII. 8.7 Provider shall, throughout the term of this Agreement, maintain professional liability insurance in the aggregate amount of coverage of One Million Dollars ($1,000,000.00) per claim and in the aggregate. In addition to its own professional liability insurance, Provider shall require of any consultant utilized by Provider in connection with this Project that each maintain, throughout the term of this Agreement, its own professional liability insurance satisfactory to Owner, in the aggregate amount of coverage for each of One Million Dollars ($1,000,000.00) per claim and in the aggregate, which insurance shall be separate and distinct from Provider's insurance provided hereunder. Provider shall provide evidence of such insurance coverage of Provider and of its consultants by a certificate or certificates of insurance provided to Owner, which certifications shall contain a provision that coverage afforded under the policies will not be cancelled until at least thirty (30) days prior written notice has been given to Owner by the insurance carrier or its agent, with the exception that coverage may be terminated upon ten (10) days written notice provided to Owner for non-payment of the premium by Provider. If Provider receives notice of a threatened cancellation of coverage for non-payment of premium it shall immediately advise Owner in writing prior to any such cancellation deadline so as to provide Owner the opportunity to advance such payment on behalf of Provider out of monies to be paid to Provider under this Agreement for the coverage required hereunder. Provider shall maintain its professional liability coverage in effect for at least four (4) years after final completion and acceptance of the Project by Owner, and shall require the same duration for the professional liability coverage from its consultants. This insurance shall be maintained at no additional cost to Owner. 8.8 Provider shall furnish Excess (Umbrella) Liability coverage with limits of liability of not less than One Million Dollars ($1,000,000.00) applying in excess of the primary coverage provided for above in 8.1 through 8.6, and such Umbrella policy shall provide coverage at least equal to that provided for in the primary coverage. 8.9 Commercial General Liability Insurance may be arranged under a single policy for the full limits required or by a combination of a base One Million Dollar ($1,000,000.00) Commercial General Liability Policy with the balance provided by an Excess or Umbrella Liability policy that attaches to the Commercial General Liability Policy at the One Million Dollar ($1,000,000.00) level and which covers all of the required insurance under this Article, including the commercial general liability, comprehensive automobile liability, and excess or umbrella liability coverage. 15

16 8.10 Provider shall provide evidence of all insurance coverage of Provider and of its consultants as required in this Article, including professional liability or errors and omissions policies of insurance and Excess Liability Umbrella coverage, by a certificate or certificates of insurance provided to Owner, which certifications shall contain a provision that coverage afforded under the policies will not be cancelled until at least thirty (30) days prior written notice has been given to Owner by the insurance carrier or its agent with the exception that coverage may be terminated upon ten (10) days written notice provided to Owner for non-payment of the premium by Provider. If Provider receives notice of a threatened cancellation of coverage for non-payment of premium it shall immediately advise Owner in writing prior to any such cancellation deadline so as to provide Owner the opportunity to advance such payment on behalf of Provider out of monies to be paid to Provider under this Agreement for the coverage required hereunder Should Provider fail or neglect to provide the required insurance, or allow any required coverage to lapse, Owner shall have the right, but not the duty, to provide such insurance and deduct the cost thereof from any money due to Provider any and all premiums paid by Owner for and on account of said insurance. The policy or policies, and each certificate of insurance, shall further provide that the insurance will not be materially altered, reduced or canceled prior to at least thirty (30) days after written notice by certified mail of such cancellation or change has been provided by the respective insurer and has been received by Owner, with the exception that coverage may be terminated upon ten (10) days written notice provided to Owner for nonpayment of the premium by Provider. If Provider receives notice of a threatened cancellation of coverage for non-payment of premium it shall immediately advise Owner in writing prior to any such cancellation deadline so as to provide Owner with the opportunity to advance such payment on behalf of Provider out of monies to be paid to Provider under this Agreement for the coverage required hereunder. No less than fourteen (14) days prior to the expiration, cancellation or termination of any such policy, Provider shall supply Owner with a new and replacement Certificate of Insurance and Additional Insured endorsement as proof of renewal of the original policy and coverage, with such new or replacement policy and endorsements in the same manner and for the same coverage and amounts in favor of Owner as set forth in this Article The insurance carriers for Provider shall have no right of subrogation against Owner and its officers, directors, consultants, agents and employees, and Provider shall obtain from each of its insurers a waiver of subrogation on all insurance coverage required in this Article, including, but not limited to, Commercial General Liability, Workers Compensation, Employer s Liability and Business Auto Liability, in favor of the parties identified herein with respect to losses arising out of or in connection with the Work on the Project under the Agreement. Provider shall require waivers of subrogation in favor of Owner from its consultants, if any, in their agreements with those entities. 16

17 8.13 Notwithstanding any other provision of this Agreement to the contrary, should any policy required by this Agreement be canceled or otherwise terminated before the completion of the services hereunder, Provider shall exert all reasonable efforts to procure and maintain in force similar insurance from insurers satisfactory to Owner and provide certificates of such insurance to Owner upon Owner's written request 36. Is there a Map/route schedule showing locations of signs and shelters? IPTC Response: See Attachment Files on website. 37. Is the Contractor to provide (3) cleaning trucks, (1) box van service truck, (3) snowplows, and (3) 200 gallon pressure washers? or will this equipment be provided by IndyGo? IPTC Response: Contractor, please see response to Question Adopted Stop Trash cans were mentioned in the Pre-Bid, Is the Contractor responsible for emptying these trash cans? If so, how often? IPTC Response: NO not on a regular basis, only if we get a call that an adoptee has not been taking care of the stop and then we might have the contractor empty the trash can once or twice while finding out the situation before we have the contractor remove the trash can, but this does not happen very often. 17

18 39. On Page 15, the RFP documents states that only Vendors certified by the City of Indianapolis Division of Minority-Owned and Women Owned Business Department (DMWBD) will count toward participation goals. State Certification was mentioned in the Pre-Bid Meeting. Will Vendors certified by the State of Indiana as MBE or WBE, etc. be counted toward a Contractor s participation goals for this RFP? IPTC Response: If you are a certified MBE/WBE/VBE your contribution and work percentage will be recognized and will be added into a monthly report that is sent out by IPTC. However, meeting the overall suggested MBE/WBE/VBE percentages that are stated on page 15 are not necessary in this RFP. 40. Is meeting the DBE percentage goals stated on Page 15 of the RFP a requirement for acceptance of a proposal or strongly encouraged? IPTC Response: No, the DBE goal that is set on this RFP is 0%. 41. Is the Buy American Certification an applicable requirement for this RFP? IPTC Response: The Buy America certification is only required if you purchase goods with federal grant money. This RFP only requires maintenance and installation of the shelters and not purchasing. 18

19 42. The RFP Packet contains two sets of Diversity Participation & Good Faith Effort forms. Are both sets applicable requirements for this RFP? IPTC Response: No, these forms do not need to be completed unless a DBE goal has been set on the solicitation. Please mark N/A on these as they do not pertain to this RFP. 43. Is the DOT Assisted Contract form an applicable requirement for this RFP? IPTC Response Proposing vendor still has to complete whether or not there is an DBE goal established in RFP. IndyGo is a recipient of Federal Funds which means IndyGo will need to complete information/data of who is submitting solicitations and know that there are equal opportunities being made for all vendors. 44. On Page 2 of the Sign Install Specs requires the use of a Type 1 post and post sleeve for sign installation. Is that an INDOT classification? IPTC Response: The sign specs were compiled by Edwards & Kelcey Engineers Inc. 19

20 45. Does the Contractor need to provide all equipment, tools, and materials (such as generator, fork truck, drills, stainless steel banding, fasteners, window gasket, etc.) for repair, construction, and maintenance of signs, shelters, and ad cases, etc.? IPTC Response: Yes, any equipment and or tooling needing to perform services listed inside RFP will be the responsibility of vendor. 46. Will fuel for work vehicles be provided by the Contractor or IndyGo? IPTC Response: NO, please see response to Question Will replacement glass panels be provided by the Contractor or IndyGo? IPTC Response: YES IndyGo will supply the glass, and the glass will be delivered to the contractor and the contractor will be responsible for unloading and storing the glass until needed. 20

21 48. Will dumpsters be provided by the Contractor or IndyGo? IPTC Response: IndyGo will provide one (1) 30 yard roll off, location will be at vendor facility, vendor will notify IndyGo when full and will be rotated with empty, related to only services inside of RFP only. 49. Should the Contractor include service and maintenance for an additional 35 Red Line stops for the year 2019 and future? IPTC Response: Yes starting in Will Contractor personnel assigned to work on this contract be subject to approval by passing the IndyGo background check? IPTC Response: YES IndyGo will provide background checks for all employees servicing IndyGo shelters and bus stops and any other work under the IndyGo contract, and if any felonies are on the records they will not be allowed to work under the IndyGo contract 21

22 51. Will the Contractor be required to provide storage for all IndyGo materials and amenities (i.e. shelters, trash cans, glass, simme seats, temporary stops, etc.)? IPTC Response: YES. 52. What date will the Contractor start the work under this RFP? IPTC Response: At this time we are projecting June 19th 2017 as a start date but this could change by a week or two possibly. 22

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