TRIPPING & WAXING OF FLOORS BATTLE CREEK ROAD CLINIIC

Transcription

1 REQUEST FOR PROPOSAL STRIPPING & WAXING OF FLOORS BATTLE CREEK ROAD CLINIC Issue Date: April 15, 2013 Proposal Due: May 15, 2:00 p.m. Issued BY:

2 TABLE OF CONTENTS I. INTRODUCTION II. III. PURPOSE RFP INSTRUCTIONS Contact Information RFP Submission and Format Pre proposal Conference Staff Communications Timetable Evaluation of Bids Release of Information Proprietary Information Invoicing Insurance Term of Contract Right to Terminate Contract CCBOH Rights IV. SERVICE SPECIFICATIONS Scope of Work Statement of Work Work Requirements V. RFP QUESTIONS VI. ATTACHMENTS Bid Proposal & Project Schedule Form Insurance & Business License Requirement Form Client References Form Background & Company Experience Form Certificate Of Non-Collusion Form Tax Compliance Form Appendix 1 Outlined Sections of Work 1

3 I. INTRODUCTION The (CCBOH), located at in Jonesboro, Georgia, seeks "A Healthier Clayton in One Generation." Our comprehensive offering of health services, health education, and outreach programs address a wide variety of community health issues, including infant mortality, child and youth development, obesity, sexually-transmitted infections (STIs), food safety, unintentional injuries, infectious diseases, and emergency preparedness. We value our vendors and contractors as partners in our mission to improve the overall health and safety of the community. II. PURPOSE Notice is hereby given that CCBOH is soliciting bids from qualified contractors for the Stripping & Waxing of Vinyl Composited Tile Floors as identified in the Scope of Work that is included in this request. III. RFP INSTRUCTIONS a. Contact Information This RFP, and any addendum hereafter, will be issued by CCBOH. The contact person for CCBOH is: Chavis Paulk, District Administrator chavispaulk@dhr.state.ga.us 2

4 b. RFP Submission and Format By this Request for Proposal (RFP), CCBOH solicits quotes to be received by 2:00 p.m. on May 15, 2013 in the forms outlined below. Late submittals will not be accepted. 1. Proposals may be submitted by mail or hand-delivered with one (1) signed original and two (2) copies. Any general information not specifically relevant to this RFP shall be omitted or bound in a separate document. At a minimum, the proposal shall include the following: 1) Bid Proposal & Project Schedule Form A 2) Insurance & Business License Requirements Form B 3) Client References Form C 4) Background & Company Experience Form D 5) Certificate Of Non-Collusion Form E 6) Tax Compliance Form F 2. Proposals may be submitted by mail and hand delivery only (no electronic submissions will be accepted) to: Chavis Paulk, District Administrator The envelope(s) must be sealed and include the following notation, "Request for Proposal Stripping & Waxing Of Floors." Include the name of the company/individual on the outside of the envelope. The proposals will be evaluated based on the criteria established in this document. Proposals received after the specified date and time will not be accepted. c. Pre-proposal Conference Interested vendors must attend a mandatory pre-proposal conference. The preproposal conference will provide vendors the best opportunity to question CCBOH staff and see the facility. It is the responsibility of the bidder to inquire about and to clarify any requirements of the RFP. The pre-proposal conference is scheduled to take place at 10:00 a.m. on May 1, 2013 at the CCBOH Offices at, Jonesboro, GA Interested vendors must contact Russell Isabelle, Facilities Manager to confirm participation. Contact can be made via telephone or - russellisabelle@dhr.state.ga.us. 3

5 d. Staff Communications Under no circumstances may any staff member of CCBOH other than the contact specified in Section III. Part a. be contacted during the RFP process by any entity intending to submit a response to this RFP. Failure to comply with this request will result in disqualification. All questions should be in writing and directed to the individual identified in Section III. Part c. e. Timetable If you have questions regarding this proposal, you must submit them in writing to russellisabelle@dhr.state.ga.us no later than 2:00 p.m. on Thursday, May 2, RFP Released April 15, 2013 Pre-proposal Conference: May 1, 10:00 a.m. Due Date for Questions: May 2, 2013 by 2:00 p.m. Proposals Due: May 15, 2013 by 2:00 p.m. Evaluation Process CCBOH Approval: June 2013 Award Contract: June 2013 The deadline for submissions in response to this RFP is 2:00 p.m. on May 15, Telephone, fax or response will not be accepted for this request. f. Evaluation of Bids CCBOH shall be the sole authority in determining the lowest responsible bidder, taking into consideration bidder s experience, operations, quality, capacity and adaptability in respect to the proposed service specifications. Bid completeness, clarity, accuracy, and compliance with CCBOH requirements shall also be determining factors for contract award. Each bid will be evaluated on the following criteria: 1) Cost (25 Points) 2) Previous experience of the company performing similar tasks (25 Points) 3) Bidder meeting all bid requirements and providing all submittals (25 Points) 4) Ability of the bidder to perform work within the specified time schedule (25 Points) 4

6 g. Release of Information Information submitted in response to this RFP will not be released by CCBOH during the proposal evaluation process prior to a contract award. h. Proprietary Information If a respondent does not desire certain proprietary information in their response disclosed, the respondent is required to identify all propriety information in the response, which shall be submitted concurrently with the response. If the respondent fails to identify proprietary information, it agrees by submission of its response, that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award. i. Invoicing 1) It is CCBOH s policy not to pay for any goods or services until the finished work or projects have been received or completed. 2) Proprietorships, partnerships, and corporations shall provide their Federal Employer Identification Number in the space indicated on the Bid Proposal & Project Schedule Form (Form A). 3) CCBOH will make one lump sum payment to the contractor upon receiving a final invoice for the completion of all contract work, upon approval by the Facilities Manager. Mail original invoice to: ATTN: Karen Babineau 5

7 j. Insurance The Successful Bidder shall maintain insurance to protect itself and CCBOH from any claims, damages, lawsuits, actions, liabilities, and costs of any kind, including: Attorneys' fees arising from or caused by, the provision of any services; failure to provide any services; or the use of any services or materials furnished or made available by the Successful Bidder; cost accrued due to negligence on the part of the Successful Bidder. The Bidder certifies it will provide the insurance coverage required in Form B. The Successful Bidder shall submit to CCBOH, within two days of contract award and prior to commencing work on CCBOH property, a Certificate of Insurance documenting the insurance coverage and limits required. Additionally, it will maintain coverage during the entire term of the contract. All insurance coverage shall be provided by insurance companies authorized to sell insurance in the State of Georgia. k. Term of Contract CCBOH intends to award a contract for its requirements as follows: The contract period of performance will not exceed the timeframe set forth in the Notice of Award. The Contractor shall perform its services hereunder in a prompt and timely manner. Performance shall commence upon receipt of a written Notice of Award from CCBOH. The Notice of Award shall set forth the precise date to commence work. If at any time during the contract period, CCBOH deems that the contractor is failing to fulfill its contractual obligation, CCBOH will have the right to terminate the contract. l. Right to Terminate Contract In the event that any provisions of this Contract are violated by the Contractor, CCBOH shall have the right to serve written notice upon the Contractor of its intention to terminate the Contract. Such notice will contain the reasons for termination. The Contractor shall immediately upon receipt of such notice, cease such violation(s) or make satisfactory arrangements for corrections or CCBOH may declare the Contract terminated by serving written notice to the Contractor. The termination shall be effective and the Contract shall cease immediately after written notice is provided to the Contractor and Surety Company. In the event of such termination, CCBOH may take over the work or any portion thereof, and may file suit to recover any losses or finish the work at the Successful Bidder s expense. 6

8 m. CCBOH Reserves the Right to: - Request an oral interview with, and additional information from, companies/individuals prior to final selection of a vendor; - Consider information about a company/individual in addition to the information submitted in the response or interview; - Negotiate with successful bidder 1) If all bids received exceed the available funds for the proposed services, CCBOH may meet with the lowest responsive and responsible bidder to discuss a reduction in the scope for the proposed services and negotiate a contract price within the available funds. 2) After bid negotiations, the lowest responsive and responsible bidder shall submit an addendum to its bid, which addendum shall include the change in scope for the proposed services, the reduction in price and the new contract value. 3) If the proposed addendum is acceptable, CCBOH may award a contract within funds available to the lowest responsive and responsible bidder based upon the amended bid. 4) If CCBOH and the lowest responsive and responsible bidder cannot negotiate a contract within available funds, all bids may be rejected. CCBOH reserves the right to accept or reject any or all bids submitted, and to award a contract in whole or in part. Requests for price changes must be received in writing at least two days prior to their effective date and are subject to written acceptance before becoming effective. In the event new prices are not acceptable, the contract may be cancelled. 7

9 IV. SERVICE SPECIFICATIONS a. Scope of Work This contract will be for all tasks involved in the stripping and waxing of approximately 74,337 square feet of vinyl composite floor tile in the Clayton County Board of Health Clinic at in Jonesboro, Georgia. The bid will include stripping all old floor finish from tile floors and the cleanup of all stripper materials that may have been splashed onto or soiled any and all corners, baseboards, doors, and other fixtures. The bid will include cleaning any existing stripper materials from any and all corners, baseboards, doors, and other fixtures. The bid will also include applying four (4) coats of floor finish approved by the Facilities Manager. All doorways and other openings to offices or other rooms that are not to be stripped and waxed will be taped or use other measures to prevent the stripping liquid from flowing under the door or through other openings into offices or rooms that are not being stripped and waxed. All removed furniture must remain in the facility or in a secured storage area on the property. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the services as described in the specifications detailed herein. c. Statement of Work Stripping and Sealing Completely remove all dirt, wax, and other foreign substances in returning the floor to its original surface. Apply a thin coat of sealer with caution to prevent streaking or bleaching of floor surface. This application in preparation for waxing must be according to the manufacturer's recommendations. The stripper, sealer, and wax products used must be compatible for this activity, and wax must be a minimum of 25% solids. Waxing and Buffing Apply wax in a thin, even coat and machine buff with a high speed buffer immediately after drying. The number of coats applied will depend on the type and condition of the floor. Chairs, wastebaskets, and other similar items must not be stacked on desks, tables, or window sills, or used in place of stepladder. All furniture must be moved during all floor cleaning operations and replaced in original positions upon completion. Baseboards, walls, furniture and equipment must in no way be splashed, disfigured, or damaged during these operations, but rather, left in a clean condition. 8

10 b. Work Requirements 1) Work and clean up shall be accomplished in such a manner as to not damage or soil other floors, walls or furniture. If damage occurs, the contractor will be responsible for clean up and/or repair of all damage. 2) The successful bidder shall be responsible for coordinating all work as not to interfere with normal business operations. 3) All work will be done after normal business hours (after 5:00 p.m.) or during the weekend. Work shall be scheduled with Russell Isabelle, Facility Manager, to insure it shall not interfere with after-hours meetings. This shall not be considered an authorization of any overtime pay. 4) The Successful Bidder shall have a competent foreman in charge of the work crew at all times. All personnel must remain in the designated work area, and stay out of all offices and other areas where work is not being performed. The Successful Bidder s Foreman must be able to communicate effectively with both CCBOH personnel (In English) and the work crew. 5) The Successful Bidder shall protect all facility structures and equipment against damage. Anything damaged by the Successful Bidder shall be repaired or replaced at the Successful Bidder s expense. 6) The Successful Bidder shall comply with all applicable local, state and federal rules and regulations, regarding safety, materials, and chemicals, while working on CCBOH property. V. RFP QUESTIONS a. Organizational and Personnel Background - Provide an overview of your company, emphasizing its qualifications and major organizational strengths. (FORM D) b. Experience - Discuss your experience providing Stripping & Waxing Services. (FORM D) c. Miscellaneous Discussion - Identify the specific individual(s) who would be assigned to work with CCBOH and specify which person would be the primary contact person with CCBOH. (FORM D) d. References - A listing of five (5) references where similar services have been provided. The client reference shall include the name of organization, contact person, address, and telephone numbers. (FORM C) e. Pricing Provide prices to perform striping and waxing services for the sections of the building outlined in FORM A & Appendix 1. (Price should include all materials, equipment, and labor). (FORM A) f. Project Schedule - Provide a tentative schedule of when each section of the building will be stripped & waxed. The final schedule must be approved by the Facilities Manager. Both Facilities Manager and Contractor Foreman will use this schedule. (FORM A) 9

11 ATTACHMENTS (This Page Was Intentionally Left Blank)

12 Stripping & Waxing Of Floors Bid Proposal & Project Schedule Form Form A Submitted By Company Name: Address: Telephone Number: Contact Person: Federal Tax ID# SECTION A CLAYTON COUNTY PUBLIC HEALTH CLINIC Battle Creek Road Work Description Cost Start Date & Time Finish Date & Time Room# 279 Equipment Room Room# 280 Equipment Room Room# 281 Bath Room Room# 282 Bath Room Room# 299 IT Room Room# 352 Work Area Room# 175 Break Room Room# 295 Storage Room# 213 Demo Kitchen Room# 296 Storage Room# 348 Classroom Hallways & Lobbies In submitting this proposal it is understood that the right is reserved by the to reject any and all proposals. If written notice of award for this proposal is mailed, faxed or delivered to the undersigned within thirty (30) days after the bid opening or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and will furnish any required insurance requirements within ten (3) days after notice of award.

13 Stripping & Waxing Of Floors Bid Proposal & Project Schedule Form Form A SECTION B CLAYTON COUNTY PUBLIC HEALTH CLINIC Battle Creek Road Work Description Cost Start Date & Time Finish Date & Time Room# 116 Electric Room Room# 119 Dental Exam Room Room# 120 Dental Exam Room Room# 121 Dental Exam Room Room# 125 Bath Room Room# 124 Bath Room Room# 123 Equipment Room# 129 Lab Room# 130 Immunization Lab Room# 131 Bath Room Room# 132 Bath Room Room# 133 Exam Room Room# 134 Exam Room Room# 135 Exam Room Room# 138 Exam Room Room# 137 Exam Room Room# 138 Exam Room Room# 139 Exam Room Room# 140 Exam Room Room# 141 Exam Room Room# 143 Exam Room Hallways & Lobbies In submitting this proposal it is understood that the right is reserved by the to reject any and all proposals. If written notice of award for this proposal is mailed, faxed or delivered to the undersigned within thirty (30) days after the bid opening or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and will furnish any required insurance requirements within ten (3) days after notice of award.

14 Stripping & Waxing Of Floors Bid Proposal & Project Schedule Form Form A SECTION C CLAYTON COUNTY PUBLIC HEALTH CLINIC Battle Creek Road Work Description Cost Start Date & Time Finish Date & Time Room# 218 Electric Room Room# 219 Bath Room Room# 220 Bath Room Room# 221 Storage Room# 222 Storage Room# 206 Exam Room Room# 207 Exam Room Room# 216 Exam Room Room# 298 Exam Room Room# 228 Vision Room Room# 269 Vision Room Room# 270 Vision Room Room# 271 Breast Feeding Room Room# 272 Breast Feeding Room Room# 214 Lab Room# 290 Bath Room Room# 291 Bath Room Room# 293 Immunization Lab Room# 292 WIC Lab Room# 338 Bath Room Room# 339 Bath Room Room# 236 Bath Room Room# 237 Bath Room Room# 267 Bulk Supplies Room# 289 Chart Room Room# 238 Equipment Hallways & Lobbies In submitting this proposal it is understood that the right is reserved by the to reject any and all proposals. If written notice of award for this proposal is mailed, faxed or delivered to the undersigned within thirty (30) days after the bid opening or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and will furnish any required insurance requirements within ten (3) days after notice of award.

15 Stripping & Waxing Of Floors Bid Proposal & Project Schedule Form Form A SECTION D CLAYTON COUNTY PUBLIC HEALTH CLINIC Battle Creek Road Work Description Cost Start Date & Time Finish Date & Time Room# 147 Bath Room Room# 148 Bath Room Room# 259 Lab Room# 348 Waiting Room Room# 245 Waiting Room Room# 248 File Room Room# 249 Storage Room# 340 Pharmacy Room# 344 Water Cooler Room# 255 Exam Room Room# 254 Exam Room Room# 307 Exam Room Room# 308 Exam Room Room# 255 Bath Room Room# 304 Bath Room Room# 309 Storage Room# 303 Lab Room# 244 Bulk Storage Room# 243 Pharmacy Storage Room# 341 Cherry Blossom Room Room# 243 Computer Lab Hallways & Lobbies Contractor s Signature & Date In submitting this proposal it is understood that the right is reserved by the to reject any and all proposals. If written notice of award for this proposal is mailed, faxed or delivered to the undersigned within thirty (30) days after the bid opening or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and will furnish any required insurance requirements within ten (3) days after notice of award.

16 Submitted By Stripping & Waxing Of Floors Insurance & Business License Requirement Form Form B Company Name: Address: Telephone Number: Contact Person: INSURANCE & BUSINESS LICENSE REQUIREMENTS By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it will have the following coverage as well as an Official Certified Business License within three days of the award of the contract and prior to commencing work on CCBOH property. The bidder further certifies that the contractor will maintain these insurance coverages during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Georgia. REQUIRED COVERAGE AND LIMITS Workers Compensation (WC): Required for all Contracts NO EXEMPTIONS Commercial General Liability (CGL): Each Occurrence Limit $ 1,000,000 Personal & Advertising Injury Limit $ 1,000,000 General Aggregate Limit $ 2,000,000 Products/Completed Ops. Aggregate Limit $ 2,000,000 Automobile Liability Combined Single Limit $ 1,000,000 Additional Insured: The vendor shall add the State of Georgia, its officers, employees and agents as an additional insured under the commercial general, automobile and professional liability policies. Contractor s Signature & Date

17 Stripping & Waxing Of Floors Client References Form Form C Submitted By Company Name: Address: Telephone Number: Contact Person: Organization Name Address City, State, Zip Contact Person Telephone Number Type of Contract Size of Facility Company Address City, State, Zip Contact Person Telephone Number Type of Contract Size of Facility Company Address City, State, Zip Contact Person Telephone Number Type of Contract Size of Facility REFERENCES #1 REFERENCES #2 REFERENCES #3 Page 1 of 2

18 Stripping & Waxing Of Floors Client References Form Form C Company Address City, State, Zip Contact Person Telephone Number Type of Contract Size of Facility Company Address City, State, Zip Contact Person Telephone Number Type of Contract Size of Facility REFERENCES #4 REFERENCES #5 Contractor s Signature & Date Page 2 of 2

19 Stripping & Waxing Of Floors Background & Company Experience Form Form D Submitted By Company Name: Address: Telephone Number: Contact Person: Organizational & Personnel Background Experience Miscellaneous Discussion Contractor s Signature & Date

20 CERTIFICATE OF NON-COLLUSION Form E By responding to this solicitation, the supplier understands and agrees to the following: 1. That the submitted response constitutes an offer, which when accepted in writing by CCBOH, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and CCBOH; and 2. That the supplier has read the specifications and requirements shown or referenced in the solicitation and that the supplier s response is made in accordance with the provisions of such specifications and requirements except as expressly stated otherwise in the supplier s response; and 3. That the supplier guarantees and certifies that all items included in the supplier s response meet or exceed any and all such stated specifications and requirements of the solicitation except as expressly stated otherwise in the supplier s response; and 4. That, if awarded a contract, the supplier will deliver goods and/or services that meet or exceed the specifications and requirements of the solicitation except as expressly stated otherwise in the supplier s response; and 5. That the response submitted by the supplier shall be valid and held open for a period of one hundred and twenty (120) days (or such other time period as identified in the solicitation) from the final solicitation closing date and that the response may be held open for an additional period of time subject to the supplier s consent; and 6. That the supplier s response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. The supplier understands and agrees that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards; and 7. That the provisions of the Official Code of Georgia Annotated, Sections et seq. have not been violated and will not be violated in any respect. DO NOT MODIFY THE BID/PROPOSAL CERTIFICATION TERMS IN ANY WAY. THIS FORM MUST BE COMPLETED, SIGNED AND SUBMITTED WITH YOUR RESPONSE. Contractor s Full Legal Name: (PLEASE TYPE OR PRINT) Authorized Signature: Printed Name and Title of Person Signing: Date: Company Address: FAX Number: Address: *This table must be completed in its entirety by the supplier.

21 TAX COMPLIANCE Form F INSTRUCTIONS TO SUPPLIERS Please complete the following information: Supplier s Name: Physical Location Address: Federal Identification Number (FEI): Have you ever been registered in the State of Georgia? If so, please provide the following information, if applicable: o State Taxpayer Identification Number (STI): o Sales and Use Tax Number: o Withholding Tax Number: What type of service will you perform? Will you sell any tangible personal property or goods? Supplier s Affiliate s Name: o FEI: o STI: o Sales and Use Tax Number: o Withholding Tax Number: If there is more than one affiliate, please attach a separate sheet listing the information above. Person responsible for handling supplier s tax issues (such as the CFO, the company tax officer, etc.): o Name: o Telephone Number: o Address: NOTICE TO SUPPLIER: MISSING, INCOMPLETE, OR ERRONEOUS DATA MAY DELAY OR PROHIBIT VERIFICATION OF YOUR ELIGIBILITY FOR CONTRACT AWARD. NO PROHIBITED SOURCE MAY RECEIVE CONTRACT AWARD; THEREFORE, YOU ARE STRONGLY ENCOURAGED TO CHECK YOUR TAX STATUS NOW AND RESOLVE ANY OUTSTANDING TAX LIABILITIES AND/OR MISSING TAX RETURNS.

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