CHARLES COUNTY GOVERNMENT Department of Fiscal and Administrative Services Purchasing Division Home Elevation in Newburg ITB Number 15-20 December 2, 2014 ADDENDUM NUMBER ONE TO: All Bidders Please be advised of the following modification(s) & information related to Invitation to Bid 15-16. These modifications, comments, and attachments are hereby made a part of the bid documents to the same extent as if bound therein. The due date for questions has passed. The due date for bids has remains the same. I. Changes, Additions, Corrections, and Modifications to the RFP: A. Changes : None B. Additions : The following have been added to the requirements of the solicitation: 1. Public Information As mandated in the Code of Federal Regulations for the Community Development Block Grant Disaster Grant, the State must maintain a website which includes specific information related to the grant funding this project. The County as the Grantee must provide information on procurement activity and contract amounts, and accordingly will post information regarding this procurement on the Department of Housing and Community Development website. 2. The Contractor has full responsibility for knowledge of and compliance with all applicable laws and regulations, including, but not limited to the following: a. Section 110 of the Housing and Community Development Act of 1974, as amended, 24 CFR 570.605, and State regulations regarding the administration and enforcement of labor standards;
b. Contract Work Hours and Safety Standards Act of 1962, 40 U.S.C. 327-333, requiring-that-mechanics and laborers (including watchmen and guards) employed on federally assisted contracts be paid wages of not less than one and one-half times their basic wage rates for all hours worked in excess of eight in a calendar day or forty in a work-week, whichever is greater; c. Federal Fair Labor Standards Act, 29 U.S.C. 201 et seq, requiring that covered employees be paid at least the minimum prescribed wage, and also that they be paid one and one-half times their basic wage rate for all hours worked in excess of the prescribed work-week. d. The provisions of Title V of the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. Section 4831) which prohibits the use of lead-based paint in the construction or rehabilitation of residential structures. e. All parts of Title I of the Housing and Community Development Act of 1974, as amended, which have not been cited previously as well as with other applicable laws. f. Environmental protection, wetlands, endangered species, fish & wildlife, safe drinking water, clean air, clean water, solid waste disposal, and all other environmental and related protections. C. Corrections : Section 1.12 on page I-4: Bids shall be valid and irrevocable for a minimum of one hundred-twenty (120) days from the due date. D. Modifications: None II. Pre-Bid Meeting Notes: A. Fred Shroyer, Chief of Purchasing: Introduction and Procurement Overview Good afternoon, and welcome to the pre-proposal meeting and site visit for ITB 15-20, Home Elevation in Newburg. My name is Fred Shroyer, Chief of Purchasing for Charles County Government. Also with us today is Ms. Michelle Lilly, Chief or Emergency Management, of the Department of Emergency Services, and Mr. John Earle, Chief of Buildings & Trades, of the Department of Public Works - Facilities. The intent of this project is to elevate an occupied single family dwelling located at 13083 Pine Grove Road, Newberg, MD 20664, to a height of 9.1 feet above Base Flood Elevation (BFE). 2
I will first review selected portions of the Instructions to Offerors within the RFP. Items not reviewed should not be construed as being less important than those reviewed. No information will be presented that is not already contained within the RFP. I will then ask for any questions pertaining to the Instructions to Offerors. The meeting will then be turned over Mr. Earle who will discuss technical aspects of the project, and entertain any technical questions. We will then walk the property. If you have not already done so, please sign-in on the sign-in sheet. Procurement Process Discussion All solicitation documents may be found on the County Bid Board Ensure all required forms and any other information required is complete and in your proposal package. A complete proposal package is explained on page I-1. Incomplete proposals may be rejected. Submit bids on the "Bid Form" provided. All blank spaces must be completed in legible ink or typewritten. The Contractor shall provide pricing in accordance with Special Provisions contained in Part III. Such pricing shall cover all services and materials to be provided as part of this Contract as specified in this solicitation. Bidders shall be required to complete and submit the Bidder s Experience Form, included herewith. Bidders shall demonstrate their experience on the Bidder s Experience Form. Bidders shall provide no less than five (5) representative projects completed within the past five years. Modifications of the Bid Form or any other County form may be cause for rejection of the bid, however, the County reserves the right to decide, whether or not to reject such a proposal as nonresponsive. As a precondition to bid acceptance, the County may, in its sole discretion, require that the offeror withdraw or modify any such modifications or additions which do not affect quality, quantity, price, or delivery. A complete Bid package must include all items listed on pages I-1 & I-2 of the ITB. Bidders must submit two (2) unbound originals, two (2) bound copies of the complete Bid package, and a complete copy on CD. Bids shall be sealed in an envelope marked ITB No. 15-20, HOME ELEVATION IN NEWBURG - DO NOT OPEN. Bids must be received prior to the time and closing date specified herein. Bids submitted via USPS and addressed to the PO Box may be delayed by one day, since the PO does not deliver to the Government Building, and the PO Box mail is not picked up until after the due time for bids. Important Dates: 3
Last Day for Questions November 26, 2014 before 4:30 pm Last Day for Addendums December 4, 2014 Bids Due to County December 11, 2014 before 3:00 pm I am the sole point of contact for information concerning this solicitation. Any questions concerning the solicitation must be directed to me in writing via the contact information provided in the TIB on page I-3. No information obtained from any source other than the solicitation documents found on the County Bid Board may be considered to be accurate. Any interpretation, correction, or changes to the solicitation will be made only by addendum duly issued, and will be posted on the County Bid Board. The Bidder shall acknowledge in their bid, the receipt of all addenda, supplements, amendments, or changes to the solicitation that were issued by the County. A five percent (5%) Bid Bond is required and must be submitted with the bid. Performance and payment bonds in the amount of 100% of the bid amount will be required at the time of contract execution. Immediately after 3:00 pm all bids will be publicly opened and read aloud. Bids shall be valid and irrevocable for a minimum of one hundred-twenty (120) days from the due date. Submission, modification, or withdrawal of proposals after the due date/time will NOT be considered. The Bidder s Experience Form must be completed and submitted. The Bid Form must be signed by an officer authorized to make a binding commitment for the firm submitting the Bid. Any errors in computations may be corrected by the County during the review of the bids. The County shall not be responsible for bidder computation errors contained on the Bid Form. By submitting a bid, the bidder certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government. Each Bidder must make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County that the Bidder will rely upon. Award will be to the best-valued, responsive, responsible bidder, provided it is in the County's best interest to do so. Award will be made based upon the Total Base Bid. The Bidder selected will be required to execute the contract provided in the ITB, and must furnish all requirements due at contract execution. These may include, but are not limited to performance bonds and/or payment bonds, insurance certificates, equipment inspections, licenses, etc., as required by the solicitation. 4
The project term is 90 consecutive calendar days of a start date to be specified in a written a Notice to Proceed from the County. There is an aspirational 25% MBE goal for this solicitation. This solicitation is subject to the County s Small Local Business Enterprise Program. If your firm is a Charles County registered SLBE and you want to take advantage of the SLBE preference, please complete the SLBE program forms located on page I-27 to I-29 of the solicitation. All Charles County small businesses are encouraged to apply. You may contact the Purchasing Office at 301-645-0656 for more information. Use of MBE and County small businesses is very strongly encouraged. Be sure to review the Indemnification Clause and insurance requirements on page I-10. The bidder selected must provide the County with Certificates of Insurance evidencing the coverage required. Such certificates shall name Charles County as an additional named insured, referencing the solicitation name and number. The Contractor shall not sublet any portion of this contract, or assign or transfer any interest in this contract without receiving prior written approval from the County. The cost of this project may not exceed $63,800, and the actual amount bid may not be $63,800. All work required herein must be performed for the amount bid, and no additional work, nor any change order, resulting in additional cost will be permitted, for any reason. The County shall pay 75% of the cost of the project, and the Homeowner shall pay the remaining 25%. The Contractor shall be responsible for any and all damage to the property as a result of their operations. Payment Schedule: 35% upon successful completion of lifting of the home 15% when steel is removed from foundation 25% when blocks are in place Balance of contract upon approval and acceptance by the County Time is of the essence for the completion of this project. In accordance with the General Provisions, the County shall, at its discretion, assess liquidated damages. Liquidated damages shall not exceed $100 per day. The Contractor shall not commence any activities on this project prior to receiving a written notice to proceed from the County s Department of Emergency Services. Copies of the sign-in sheet will be posted on the County Bid Board. 5
B. John Earle, Chief of Buildings & Trades, DPW: Project/Technical Overview C. Pre-Proposal Meeting Questions and Responses Question No. 1: Are you requiring a bid bond even though it is less than $100,000? Response No. 1: Yes. Question No. 2: Are you requiring that the foundation be certified by an engineer? Response No. 2: As required by the permitting authority. Question No. 3: Will both the front and rear decks and the chimney be required to be lifted? Response No. 3: Yes. Question No. 4: What defines the area that the Contractor may use for constructionrelated activities? Response No. 4: To the limits allowed by the Charles County zoning ordinance, including the Chesapeake Bay critical area. The owner states that the entire property can be used with the exception of the area that the septic is located and the well head location. Property must be returned to the state it was in previous to the construction, including seeding disturbed areas. Question No. 5: Does the work area have to be silt-fenced? Response No. 5: Silt control must be in accordance with federal, State, and local regulations. Question No. 6: Can the project be completed utilizing the existing foundation/footers or should new foundation /footers be constructed? Response No. 6: Same as number two. END OF ADDENDUM #1 6