INVITATION TO BID OFFICE RENOVATION AT FILLMORE STREET
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1 Fiscal Services Department Purchasing Phone Fillmore Street - Room West Olive, Michigan Fax purchasing.rfp@miottawa.org To: All Bidders INVITATION TO BID OFFICE RENOVATION AT FILLMORE STREET Ottawa County is inviting experienced and qualified Contractors to submit bids for the renovation of the Fiscal Services Office and employee break area located at Fillmore Street, West Olive, Michigan, 49460, including all associated labor, deliveries, removal, disposal, installation, painting, plumbing, electrical and materials. The winning Contractor is responsible for all permitting and notifications (as applicable), and furnishing all labor, materials, tools, equipment, and services necessary to complete the renovation. John Borgerding, Building and Grounds Supervisor, is the Project Manager and will host a pre-bid walkthrough at 3:00 P.M. on Wednesday, June 13, 2018 at the Fiscal Services Office located at Fillmore Street, West Olive, Michigan. During this recommended walkthrough, attendees will have the opportunity to review and inspect the site, request clarification of any section of the bid document and ask any other relevant questions relating to the project. The County of Ottawa officially distributes bid documents through the Michigan Intergovernmental Trade Network (MITN), website and through the Purchasing page of the County s website Copies of bid documents obtained from any other sources are not considered official copies. Responses are to be submitted no later than 2:00pm (local time) on Wednesday, June 20, Bids received after this time will not be considered. Bids will be accepted by either hard-copy or submission. All requests for additional information or questions should be directed to Amy Bodbyl-Mast at purchasing.rfp@miottawa.org. The County reserves the right to reject any or all bids, waive any irregularities and accept any bid when it is in their best interest. The County of Ottawa further reserves the right to consider matters such as, but not limited to; quality offered, delivery terms, budget requirements, location, and service reputation of the Contractor, in determining the most advantageous response. The County of Ottawa reserves the right to reject any and all responses.
2 TABLE OF CONTENTS 1. INFORMATION SUMMARY BID SUBMISSION PRE-BID WALKTHROUGH SCOPE OF WORK CONFLICT OF INTEREST WARRANTY CONTRACTOR SELECTION AND AWARD PROCESS CONTRACT....7 LIST OF ATTACHMENTS / EXHIBITS Attachments listed below must be completed by the Proposer. Failure to submit any part of the required documents may result in the Bid being declared non-responsive. ATTACHMENT A COVER SHEET ATTACHMENT B CONTRACTOR QUESTIONNAIRE ATTACHMENT C AUTHORIZATION FOR REFERENCE CHECK ATTACHMENT D INDEMNITY/INSURANCE REQUIREMENTS CERTIFICATION ATTACHMENT E DEBARMENT AND SUSPENSION CERTIFICATION ATTACHMENT F BID PRICING FORM EXHIBIT A FISCAL SERVICES FLOORPLAN - CURRENT EXHIBIT B FISCAL SERVICES FLOORPLAN - FUTURE 2 Page
3 1. INFORMATION SUMMARY Attendance Recommended at Pre-Bid Walkthrough Wednesday, June 13, 2018 at 3:00 P.M., EST Ottawa County Administration Building Fiscal Services Office, Room Fillmore Street, West Olive, Michigan BID SUBMISSION DEADLINE WEDNESDAY, JUNE 20, 2018 BY 2:00 P.M., EST ITB Administrator Amy Bodbyl-Mast, Purchasing Manager Project Manager John Borgerding, Buildings and Grounds Supervisor Notice of Award (estimated) Friday, June 29, BID SUBMISSION Bids must be received by 2:00 P.M. (local time) on Wednesday, June 20, Bids received after this time will not be considered. All required attachments must be filled out in full and signed by an authorized Company representative. Bids will be accepted by either hard-copy or submission, as follows: Hard-Copy Submission: Responses may be submitted by express or overnight mail/shipping service, U.S. Postal Service, hand delivery by a company representative, or by Courier in a sealed package clearly marked on the outside: ITB The Bid shall be addressed to: County of Ottawa Fiscal Services Purchasing Fillmore Street, Room 331 West Olive, Michigan, Submission: Respondents may submit an electronic response (preferably single-file PDF format) by to: purchasing.rfp@miottawa.org with the subject line of: ITB Office Renovation at 1220 Fillmore Street. The County can receive attachments up to 30 MB. The Respondent assumes all risks associated with electronic submission (including all possible technical issues) and deems the County and its service provider harmless and without fault regardless the reason. Supporting Documentation All supporting documentation must be pertinent and clearly identified as to the section of the bid document to which it specifically refers. All attachments must be completed and included with the response and failure to submit may result in the Bid being declared nonresponsive. Modifications Prior to the date and time set forth as the Bid Submission Deadline, responses may be modified or withdrawn by the Contractor s authorized representative. After the bid submission deadline, responses may not be modified or withdrawn without the written consent of the County. 3 Page
4 3. PRE-BID WALKTHROUGH John Borgerding, Building and Grounds Supervisor, will be Project Manager and is hosting a pre-bid walkthrough at the date/time and location below: WEDNESDAY, JUNE 13, 2018, 3:00 PM, EST Ottawa County Administration Building Fiscal Services Office, Room Fillmore Street, West Olive, Michigan It is recommended that Contractors attend as they will be able to examine the site and become familiar with the conditions under which the work will be performed. During the walkthrough, attendees may request clarification of any section of the bid document and ask any other relevant questions relating to the project. Any responses provided to questions during the pre bid walkthrough and site inspection will be considered drafts, and will be non binding. Final answers to questions released by Addendum will be considered official and final. Remarks and explanations at the conference shall not qualify the terms of the invitation; and terms of the ITB and specifications remain unchanged unless amended in writing. 4. SCOPE OF WORK Ottawa County is inviting experienced and qualified Contractors to submit bids for the renovation of an internal office and employee break area located at Fillmore Street, West Olive, Michigan, 49460, including all associated labor, deliveries, removal, disposal, installation, painting, plumbing, electrical and materials. The winning Contractor is responsible for all permitting and notifications (as applicable). The scope of work, including labor, materials, tools, equipment, and services necessary to complete the renovation, shall be performed, as follows: A. Remove detailed wall sections i. Relocate light switches, fire audio/visual signals, thermostats, exit signs and lighting as close as practical to original location. ii. Relocate water lines, drain and venting for new Breakroom area. iii. Remove existing and dispose of cabinets, sink, faucet, dishwasher and countertop in Breakroom. iv. Repair drywall and paint/wallpaper as required. v. Repair all ceiling grid and tiles as required maintaining continuity. 4 Page
5 Note: B. Remove detailed doors and frames: i. Re-stud cavity with metal studs and sound insulation. ii. iii. County Of Ottawa Install finished drywall and paint/wallpaper as required. Hallway wallpaper County to supply. County to retain doors, frames and hardware. C. Cut in and install new doorway and door in Mailroom: i. Remove existing base cabinets inside Mailroom. County to retain. ii. iii. iv. Reroute power in Mailroom to accommodate new door. Repair drywall and paint/wallpaper as required matching existing. Repaint door frames to match existing frames. v. Re-use best door and matching hardware from those previously removed. D. Build new walls as detailed: i. Re-stud with metal studs and sound insulation. ii. Install finished drywall paint/wallpaper as required. E. Continue hallway valance across new main opening: i. New valance NOT to be back lit. ii. Install finished drywall paint/wallpaper as required to match existing. F. Construct Breakroom sink / counter area: i. Supply and install base and upper cabinets. ii. iii. iv. Supply and install solid surface countertop with under mounted stainless steel dual sink and faucet. Plumb in water supplies for sink, refrigerator and coffee service with shutoffs. Provide adequate power receptacles for appliances in kitchen area. All materials supplied by Contractor shall be of commercial grade and quality typical throughout Ottawa County facilities. Contractor supplied materials must be approved by County prior to order. Manufacturer name and/or model numbers to be provided on pricing form. New flooring is not the responsibility of Contractor. Contractor to provide on-site dumpster and is responsible for delivery, haul-away and all associated fees; location to be approved by County. Contractor shall protect the parts of the existing to remain and cut away carefully the parts to be demolished to reduce the amount of necessary repairs. Contractor to provide, erect, and maintain temporary barriers for dust control. 5 Page
6 5. CONFLICT OF INTEREST By submission of a response, the Proposer agrees that at the time of submittal, he/she: (1) has no interest (including financial benefit, commission, finder s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Proposer s services, or (2) benefit from an award resulting in a Conflict of Interest. 6. WARRANTY The Contractor must warranty all products, work and services provided for a period of one year after project completion date. 7. CONTRACTOR SELECTION AND AWARD PROCESS Bids will be reviewed to determine if submission requirements are met. Failure to meet submission requirements will result in rejection of the response. Bids that do not comply with submittal instructions established in this document and/or that do not include the required information will be rejected as non responsive. Contractor assumes responsibility for meeting submission requirements and addressing all necessary technical and operational issues to meet the project objectives. The County reserves the right to interview any number of qualifying bidders as part of the evaluation and selection process. The decision as to which proposer(s) to contact (if any) will be based upon the most qualified, capable, experienced and cost effective proposer(s) as determined in the evaluation process. The County reserves the right to award a contract without an interview, as determined in the best interest of the County. The lowest priced response may not have a direct bearing on final selection. The County reserves the right to select and subsequently recommend for award, the proposed services which best meets its required needs, quality levels and budget constraints. An Intent to Award will be issued and all Proposers will be notified. The County reserves the right to negotiate with the selected Proposer(s), at its option, regarding the terms of a contract and other issues to be incorporated into the contract. In the event that a successful agreement cannot be executed, the County reserves the right to proceed with contract negotiations with the other responsive, qualified bidders to provide service as referenced under negotiation process. 6 Page
7 8. CONTRACT A formal written agreement, with specifications, will be entered into between the parties. The Bid, or any part thereof, submitted by the successful Contractor may be attached to and become a part of the contract. After Contractor award, a formal written contract will be drawn by the County and will not be binding or in force until signed by both parties and approved by the Chairman of the Board of Commissioners and the County Clerk, as required. The contract shall be between the County of Ottawa, known as the "County" and the successful bidder known as the "Contractor". Responses to this ITB should be based upon the stated initial terms of the agreement and be mutually agreed upon by the County and the Contractor. Contractors are notified that the County reserves the right to delete or modify any task from the Scope of Services at any time during the course of the bid process. The County reserves the right to modify the scope of services during the course of the contract. Such modification may include adding or deleting any tasks this project will encompass and /or any modifications deemed necessary. Any changes in pricing or payment terms proposed by the Contractor resulting from the requested changes are subject to acceptance by the County. All Proposers are notified that contracts are contingent upon Federal, State, and local appropriations. 7 Page
8 ATTACHMENT A COVER SHEET COUNTY OF OTTAWA ITB OFFICE RENOVATION AT FILLMORE STREET By submission of a response, the Contractor agrees that at the time of submittal, he/she: (1) has no interest (including financial benefit, commission, finder s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Contractor s services, or (2) benefit from an award resulting in a Conflict of Interest. A Conflict of Interest shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the County. Proposers shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that the County, at its discretion may reject their Bid. By submission of a Bid the Contractor certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an Iran linked business, as that term is defined in the Michigan Economic Sanctions Act, 2012 P.A BY: (Signature of Authorized Representative) Date (Printed Name and Title of Authorized Representative) PRINCIPAL OFFICE INFORMATION / ADDRESS: Individual / Company Name: Street Address City State Zip Code Telephone Fax Taxpayer Identification Number 8 Page
9 ATTACHMENT B CONTRACTOR QUESTIONNAIRE COUNTY OF OTTAWA ITB OFFICE RENOVATION AT FILLMORE STREET Responses to the following questions must be submitted and signed by an authorized Company representative. This questionnaire is provided as a fillable form.pdf document. Bidders may also complete all required attachments as a stand-alone response (written or typed). 1. How many years has the company been providing the requested system and services? Provide a brief description of your experience. 2. Identify by name the person assigned by your Company to be the on-site Contractor or Manager. Is this person a licensed contractor with the State of Michigan? 3. Will sub-consultants/subcontractors be used? If yes, identify the sub-consultants/subcontractors, their experience as well as the scope of their responsibility as it relates to this project. Are the subconsultants or subcontractors licensed contractors with the State of Michigan? 4. Other Information Include any other information that would be helpful to the County. BY: (Signature of Authorized Representative) Date (Printed Name and Title of Authorized Representative) 9 Page
10 ATTACHMENT C - AUTHORIZATION FOR REFERENCE CHECK COUNTY OF OTTAWA ITB OFFICE RENOVATION AT FILLMORE STREET County Of Ottawa The undersigned hereby authorizes the County to obtain all information that said recipient may have concerning the undersigned s contract performance history and releases all parties from all liability for any damage that may result from furnishing the same to the County. A photocopy of this authorization shall be deemed equivalent to the original. CONTRACTOR REFERENCE INFORMATION: 1. Customer Name: Contact Person: Contact Number: Contact Project Description: 2. Customer Name: Contact Person: Contact Number: Contact Project Description: Authorized Representative s Signature Date Authorized Representative s Printed Name and Title, Company Name (and Legal Name) for Business 10 Page
11 ATTACHMENT D - CERTIFICATION FOR INSURANCE AND INDEMNITY REQUIREMENTS COUNTY OF OTTAWA ITB OFFICE RENOVATION AT FILLMORE STREET Potential Contractors must understand and agree that financial responsibility for claims or damages to any person or to companies and agents shall rest with the Contractor. The Contractor must affect and maintain any and all insurance coverage, including, but not limited to, Worker s Compensation, Employer s Liability and General, Contractual and Professional Liability, to support such financial obligations. The indemnification obligation, however, shall not be reduced in any way by existence or non existence, limitation, amount or type of damages, compensation or benefits payable under Worker s Compensation laws or other insurance. Compliance with Government Requirements the Contractor shall evidence satisfactory compliance for Unemployment Compensation and Social Security reporting as required by federal and state laws. Evidence of Insurance Evidence of Workers Compensation and Employers Liability, Commercial General Liability and Automobile (if applicable) and Professional Liability (if applicable) Insurances shall be provided to Ottawa County. The successful Bidder shall purchase and maintain policies of insurance and proof of financial responsibility to cover costs as may arrive from claims of tort, statutes, and benefits under Worker s Compensation laws, as respects damages to persons or property and third parties in such coverages and amounts as required and approved by Ottawa County. Acceptable proof of such coverage s shall be furnished to Ottawa County prior to service under the contract. The Bidder is indemnifying and holding harmless the County, its employees, agents and volunteers against and from all claims, judgments, losses, damages, payments, costs and expenses of every nature and description including attorney s fees arising out of or resulting from the Bidder s performance or nonperformance of the work described. Types of Coverage and Limits of Liability The Contractor shall provide evidence of the following coverages and minimum amounts prior to the implementation of services. Contractor(s) must maintain the following insurance during the term of the contract: Worker s Compensation and Employers Liability Workers Compensation Limits Michigan Statutory Employers Liability Limits $500,000 Each Accident $500,000 Each Employee, Injury by Disease $500,000 Policy Limit, Injury by Disease 11 Page
12 ATTACHMENT D - CERTIFICATION FOR INSURANCE / INDEMNITY REQUIREMENTS - continued Commercial General Liability Each Occurrence $1,000,000 Personal & Advertising Injury $1,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $2,000,000 There shall be no Products/Completed Operations or Contractual Liability exclusion. The General Aggregate limit shall apply separately per location or project. Automobile (if applicable) Residual Liability Limit $1,000,000 Each Accident Personal Injury Protection Michigan Statutory Property Protection Insurance Michigan Statutory Coverage shall apply to any auto, including owned, non-owned, and hired. There shall be no Contractual Liability exclusion. Professional Liability (if applicable) Limit of Liability $2,500,000 Aggregate Limit A certificate of insurance detailing your coverage which meets the above requirements may be requested as a part of this bid document. The certificate must indicate that insurers will provide us written notice thirty (30) days prior to terminating any policy. Additional Insured Endorsement to the Commercial General Liability policy must accompany the certificate, OR the Certificate must state that the General Liability policy includes a blanket additional insured provision on the primary basis for any entity required by contract or agreement to be an additional insured. A certificate of insurance shall be submitted for review to the County for each successive period of coverage for the duration of this agreement. The undersigned certifies and represents an understanding of the County s Insurance and Indemnification requirements. The undersigned acknowledges that the County is, in part, relying on the information contained in this response in order to evaluate and compare the response to the ITB. Authorized Representatives Signature Date Authorized Representative s Printed Name and Title, Company Name (and Legal Name) for Business 12 Page
13 ATTACHMENT E DEBARMENT AND SUSPENSION COUNTY OF OTTAWA ITB OFFICE RENOVATION AT FILLMORE STREET The Bidder certifies to the best of its knowledge and belief, that the corporation, LLC, partnership, or sole proprietor, and/or its principals, owners, officers, shareholders, key employees, directors and member partners: (1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (2) have not within a three-year period preceding this invitation been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (3) are not presently indicted for or otherwise criminally charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in (2) of this certification; and, (4) have not within a three-year period preceding this invitation had one or more public transactions (Federal, State or local) terminated for cause or default. Authorized Representative s Signature Date Authorized Representative s Printed Name and Title, Company Name (and Legal Name) for Business 13 Page
14 ATTACHMENT F BID PRICING FORM COUNTY OF OTTAWA ITB OFFICE RENOVATION AT FILLMORE STREET The undersigned hereby agrees to perform all work in accordance with the specifications, terms, and conditions for the costs as described below. Base Bid Total to include all costs associated with office renovation as described herein at the Fiscal Services Office located at Fillmore Street, including time, labor, materials, certification, licensure, insurance, clean up and haul away. Factors other than price may be taken into consideration when making a recommendation for award of contract. Demolition and Prep Work: $ Installation and Finish Work: $ BASE BID TOTAL $ Describe All Assumptions: PROPOSED MATERIALS LIST (All materials, finishes and colors provided by Contractor shall receive written approval by County prior to project commencement): Description: Manufacturer Item No. / Model No. Base / Upper Cabinets Solid-Surface Countertop Under-mount Dual sink (stainless) Faucet 14 Page
15 PROJECT TIMELINE Project Timeline based on anticipated Notice of Award scheduled for Friday, June 29, 2018: Available Project Start Date: Length of Demolition and Prep Work: Length of Installation and Finish Work: Estimated Project Completion Date: Date proposed materials approval required to meet project completion: Additional Comments: Authorized Representatives Signature Date Authorized Representative s Printed Name and Title Company Name (and Legal Name) for Business 15 Page
16 EXHIBIT A - FISCAL SERVICES FLOORPLAN - CURRENT
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19 EXHIBIT B - FISCAL SERVICES FLOORPLAN - FUTURE
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