HAMTRAMCK PUBLIC SCHOOLS REQUEST FOR PROPOSAL HEATING, VENTILATION, AIR CONDITIONING ELECTRICAL, PLUMBING, CARPENTRY & GROUNDS SERVICES

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1 HAMTRAMCK PUBLIC SCHOOLS REQUEST FOR PROPOSAL HEATING, VENTILATION, AIR CONDITIONING ELECTRICAL, PLUMBING, CARPENTRY & GROUNDS SERVICES Hamtramck Public Schools is seeking sealed proposals for the provision of Heating, Ventilation, Air Conditioning (HVAC), Electrical, Plumbing, Carpentry & Grounds services in accordance with the specifications, terms and conditions stated herein. Sealed proposals will be received until November 26, 2013 at 2:00 pm EDT to address listed below at which time they will be opened and read aloud: Mr. Thomas Niczay, Superintendent of Schools Hamtramck Public Schools 3201 Roosevelt Proposals submitted after the date and time indicated above will not be accepted. Telegrams, facsimiles, or verbal responses are not acceptable. Please note on the outside of your sealed envelope: Name of Contractor SEALED BID: Maintenance Services Specify on front of envelope what services being bid DUE: November 26, 2013 at 2:00 pm Please submit one original and one (2) copy of the completed bid. Each proposal must be submitted on the forms furnished in the Request for Proposal ( RFP ) and must be completed in full. Incomplete bids may not be accepted. Please see the below timeline: Mandatory Pre-Bid Meeting: November 15, 9:00 am Mandatory Facility Walkthrough: November 15, 9:00 am Deadline for Questions: Wednesday, November 20, 2013 Final Addendum Deadline: Friday, November 22, 2013 Bids Due: Tuesday, November 26, 2:00 pm Any questions regarding this RFP shall be submitted in writing to Wayne Satterfield by at wsatterfield@hamtramck.k12.mi.us by 11/20/ :00 pm. All responses will be sent to each Contractor who has submitted an intention to bid. Sincerely, Wayne Satterfield Director of Facilities / Transportation

2 GENERAL INFORMATION Hamtramck Public Schools (hereafter The District ) are seeking proposals for the provision of Heating, Ventilation, Air Conditioning (HVAC), Electrical, Plumbing, Carpentry and Grounds services. The District are seeking a time and materials contract with a standard hourly rate, overtime hourly rate and weekend/holiday hourly rate from established, licensed, HVAC, Electrical, Plumbing, Carpentry and Grounds Contractors. The Contractor must be able to provide District a crew of qualified and appropriately licensed workers with basic tools and vehicles on an as needed basis to assist with routine and emergency repairs and maintenance of existing facilities. The District reserves the right to bid large $5,000 or more projects independent of this agreement. Proposals should be submitted to: Mr. Thomas Niczay, Superintendent of Schools Hamtramck Public Schools 3201 Roosevelt Proposals will be evaluated on many criteria deemed to be in the best interest of the District, including but not limited to price, experience of the Contractor and its employees, responsiveness to the terms and conditions of this RFP, ability to meet specifications and references. The District reserve the right to accept that bid which in its opinion, is in the best interest of the District. The District reserve the right to award this contract in whole, in part or not at all so that its best interest is served. The District also reserve the right to waive informalities and minor irregularities in proposals received, to request additional information and to negotiate with contractors. Formal presentations may be requested from proposers to this RFP at the District s request. All proposals must be submitted with a signed Signature Page. This page must be signed by a duly authorized official of the proposing firm and dated. Proposals must remain valid for at least 90 days.

3 GENERAL TERMS AND CONDITIONS TERM. This agreement will be for forty two months, January 1, 2014 through June 30, Pricing shall be fixed for the initial term of the contract and any annual percentage increase is to be noted on the pricing page. PAYMENT TERMS. Detailed invoices for services completed shall be sent to The District for payment. Payment terms should be a minimum of Net 30 days. Contractor should note any early payment term discount in their proposal. PROPOSAL RESPONSE. Contractor may bid on any or all of the services requested for which they are qualified (HVAC, Electrical, Plumbing, Carpentry & Grounds). Contract award may be to multiple contractors. EXCEPTIONS. Any exceptions to the terms and conditions must be clearly noted in the Contractor s submitted proposal. Any exceptions will need to be confirmed in writing by the District before they are accepted. SUBCONTRACTING. The Contractor will provide the required services and will not subcontract or assign the services without the prior written approval of the District. In the event that the Contractor desires to subcontract some portion of the work, the Contractor will furnish the District with the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of this agreement. INDEPENDENT CONTRACTOR. The Contractor is not to be deemed an employee or agent of the District and has no authority to make any binding commitments or obligations on behalf of the District except as expressly provided herein. COMPLIANCE WITH LAWS AND REGULATIONS. The Contractor will comply with all federal, state and local regulations, including but not limited to all applicable OSHA/MIOSHA requirements and the Americans with Disabilities Act. The Contractor will use a proactive safety program for its employees and services at the schools, as well as comply with the entire District safety rules. EQUAL EMPLOYMENT OPPORTUNITY. The Contractor will not discriminate against any employee or applicant for employment because of race, creed, color, sex, sexual orientation, national origin, physical handicap, age, height, weight, marital status, veteran status, religion and political belief. INDEMNIFICATION. The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify The District and their employees from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the District or for which The District may be held or become liable by reason of injury

4 (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement. INSURANCE REQUIREMENTS. Contractor agrees, at its sole cost and expense, to purchase, prior to the commencement of services, and maintain the following insurance coverage in the minimum amounts indicated for the entire duration of the contract. All coverage shall be with insurance carriers licensed and admitted to do business in Michigan. Certifications of insurance shall name The District as additional insured parties for all coverage s listed. Commercial General Liability Insurance on an occurrence basis with limits of liability not less than $1,000,000 per occurrence and $2,000,000 aggregate limits for personal injury, bodily injury and property damage liability. Errors and Omissions coverage in an amount not less than $1,000,000. Workers Compensation Insurance including Employers Liability coverage, in accordance with all applicable statutes of the State of Michigan. Employment Practices Liability (EPLI), including third party coverage, in an amount not less than $1,000,000. Motor Vehicle Liability: If Contractor, or its employees, will use motor vehicles to satisfy its responsibilities under this contract, then Contractor must have a minimum amount of $1,000,000 per occurrence combined single limit including coverage for hired or leased vehicles, and owned and non-owned vehicles with No-Fault coverage as required by law. If an insurance coverage furnished by Contractor is on a claims made basis, the Contractor shall continue the coverage required under this contract for a minimum period of three years after the expiration or termination of this contract. Commercial Umbrella Liability: coverage over all of the above coverage s and limits in an amount not less than $2,000,000 Cancellation Notice: Commercial General Liability, Worker s Compensation, Errors and Omissions, Employment Practices Liability, Motor Vehicle Liability and Commercial Umbrella Liability insurance as described above shall include an endorsement stating the following: It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change shall be sent to CUSTOMER. CANCELLATION/TERMINATION. If the Contractor defaults in its agreement to provide personnel, equipment or service to the District satisfaction, or in any other way fails to provide service in accordance with the contract terms, The District shall promptly notify the Contractor of such default and if adequate correction is not made within twenty-four (24) hours, The District may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel its participation in this contract with written notice. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the contract during the notification period.

5 PERMITS. Contractor shall be responsible for all Permits. WORKPLACE SAFETY. Contractor will follow District, State and National guidelines related to: Personal Protective Equipment Hazard Communications (MSDS) Fall Protection Confined Space Lockout/Tag out Asbestos Awareness Lead Awareness As some buildings may contain Asbestos, it is the Contractor s responsibility to review the AHERA Management Plan for those facilities. The Contractor shall use a proactive safety program for its employees and operations at the schools, as well as comply with all The District s safety rules. TESTING AND INSPECTION. The District reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications and expectations. FINANCIAL STATEMENTS. The Contractor must provide, if requested, a copy of the Contractor s audited financial statements for the most recent fiscal year. PROPOSAL CONTENT BIDDER PROFILE. Bidders shall provide a brief history of the company, length of time in business, number of employees including licensed staff, and scope of the services provided. Also describe other services, resources etc. available within the company to support field operations. EMPLOYEES. List the number of experienced people trained in HVAC, Electrical, Plumbing and Carpentry services employed with your company and how much professional experience each employee has; especially the people to be assigned to this contract. Also, list the location of the licensed staff that will be assigned to this contract. PRICE QUOTATION: All pricing must be submitted on the attached price forms. Hourly pricing should be shown with a cost per person per hour. Material pricing should be shown by a %. Price shall be firm for the entire contract period. The bid price must include all charges such as Contractor provided tools and equipment, insurance, travel, and all other related costs. Charges not specified in the bid will not be honored. REFERENCES: A list of three references is required to be submitted with your proposal. These references should be agencies your firm has done business with in the past three (3) year on projects with a similar scope to this one. If you have worked with schools in Michigan, please list those as your references.

6 SIGNATURE PAGE: Complete and submit with proposal FAMILIAL DISCLOSURE STATEMENT: Complete and submit with proposal

7 PROPOSAL FORM HVAC SERVICE WORK HOURLY RATES Regular Work Hours $ Overtime Work Hours $ Weekend/Holiday Work Hours $ MARK-UP RATES Material Mark-up rates (%) % Equipment Rental Mark-up % RESPONSE TIME Standard Response Emergency Response Service Call Fee $

8 PROPOSAL FORM ELECTRICAL SERVICE WORK HOURLY RATES Regular Work Hours $ Overtime Work Hours $ Weekend/Holiday Work Hours $ MARK-UP RATES Material Mark-up rates (%) % Equipment Rental Mark-up % RESPONSE TIME Standard Response Emergency Response Service Call Fee $

9 PROPOSAL FORM PLUMBING SERVICE WORK HOURLY RATES Regular Work Hours $ Overtime Work Hours $ Weekend/Holiday Work Hours $ MARK-UP RATES Material Mark-up rates (%) % EQUIPMENT RENTAL MARK-UP % RESPONSE TIME Standard Response Emergency Response Service Call Fee $

10 PROPOSAL FORM CARPENTRY Service work hourly rates Regular Work Rates $ Overtime Work Rates $ Weekend/Holiday Rates $ MARK UP RATES Material Mark-up rates (%) Equipment rental mark-up rates (%) RESPONSE TIME Standard Emergency Service Call Fee $

11 PROPOSAL FORM GROUNDS District Wide Lawn Maintenance per occurrence $ District Wide Snow Removal 2 or less $ District Wide Snow Removal 2 6 $ District Wide Snow Removal over 6 $ Athletic/Event coverage hourly rate $ Evening/Weekend hourly rate $

12 PROPOSAL FORM COMBINED AWARD Please complete this form only if your rates would improve if you were awarded multiple services (3 of 5 services or all 5 services). HVAC SERVICE WORK HOURLY RATES Regular Work Hours $ Overtime Work Hours $ Weekend/Holiday Work Hours $ MARK-UP RATES Material Mark-up rates (%) % Equipment Rental Mark-up % ELECTRICAL SERVICE WORK HOURLY RATES Regular Work Hours $ Overtime Work Hours $ Weekend/Holiday Work Hours $ MARK-UP RATES Material Mark-up rates (%) % Equipment Rental Mark-up % PLUMBING SERVICE WORK HOURLY RATES Regular Work Hours $ Overtime Work Hours $ Weekend/Holiday Work Hours $

13 MARK-UP RATES Material Mark-up rates (%) % Equipment Rental Mark-up % CARPENTRY SERVICE WORK HOURLY RATES Regular Work Hours $ Overtime Work Hours $ Weekend/Holiday Work Hours $ MARK UP RATES Material mark-up rates (%) Equipment Rental mark-up (%) GROUNDS District Wide Lawn maintenance per occurrence $ District Wide snow removal 2 or less $ District Wide snow removal 2 6 $ District Wide snow removal over 6 $ Athletic/Event coverage hourly rate $ Weekend/Holiday hourly rate $

14 SIGNATURE PAGE The Contractor certifies that they shall operate in accordance with all applicable State and Federal laws and regulations. The Contractor further certifies that all products/ materials which will be installed or introduced into any of the District buildings are asbestos free (or less than 1% asbestos by weight). This RFP, attachments, and the RFP proposal of the successful Contractor, with addendums, if any, constitute the entire agreement between the parties. The parties shall not execute any additional contractual documents pertaining to this RFP, except as permitted by law. Proposal submitted by Contractor shall be good for ninety (90) days from the due date of the proposal. We have reviewed and understand the terms and conditions of this proposal, and agree to abide by them: Company Name: Address: Authorized Signature Printed Name Title: Phone Number Fax Number: Address: Date: / /

15 FAMILIAL DISCLOSURE STATEMENT All bidders must complete the following disclosure form in compliance with MCL and attach this information to their proposal. By the attached sworn and notarized statement, we are disclosing the following familial relationship(s) that exists between the owner or any employee of the Contractor and any member of the District Board of Education or the superintendent. Disclose any familial relationship and complete the form below in its entirety: The following are familial relationships as described above (provide employee name, family contact name, family contact position, and familial relationship or NONE). Owner or Employee Name Related To: Relationship Signature(s) Title: Name of Firm: STATE OF COUNTY OF On this day of, 2013, before me a Notary Public in and for said county, personally appeared, agent of the said firm and who acknowledged the same to be his free act and deed as such agent. Notary Public My Commission Expires

16 Hamtramck Public Schools Facilities Information Building/Site Address Year Built Building Square Footage Administration Building Hamtramck High School Alternative High School Kosciuszko Middle School / Dickinson West Elementary Campus Holbrook Elementary Dickinson East Elementary Hamtramck Community Center 3201 Roosevelt Charest 3225 Caniff 2333 Burger 2361 Alice 3385 Norwalk Charest Is the building Air Conditioned? ,968 Central Air- Roof top units ,090 Window Air units 1950 s Acquired ,650 Central Air- roof top units ,063 Window Air units 10 portable classrooms acquired , ,887 Window Air units ,086 Window Air units ,887 Central Air- roof top units Early Childhood Elementary Mc Dougall 1950 Acquired ,700 Central Air in some areas