VRFA 16-01: General Contractor for Facility Improvements at Fire Stations 31 and 38 Responses due by 5:00 pm PST on September 14, 2016 1.0 Introduction. The Valley Regional Fire Authority (VRFA) is seeking proposals for a general contractor to complete facility improvements at two fire stations. Improvements will include interior painting, carpeting and kitchen cabinet re-facing or replacement and a new kitchen countertop. The general contractor services will be compliant with applicable statutes regarding public work projects. 2.0 Vendor Instructions 2.1 Submittals must be sealed and marked ITB Facility Improvements Bid and will be received no later than 5:00 p.m. PST on Wednesday, September 14, 2016. Sealed bids can be mailed or hand carried to: Valley Regional Fire Authority Attention: Gwen Streeter 1101 D Street NE Auburn, WA 98002 Alternatively, bids in Adobe PDF can be accepted and can be emailed to: askthevrfa@vrfa.org. 2.2 Bids received after the bid deadline will not be accepted or considered. 2.3 Pre-submittal questions. Questions related to this ITB may be addressed to Battalion Chief Dave Larberg at dave.larberg@vrfa.org by phone during business hours (7:00 a.m. to 5:00 p.m. Tuesday Friday) at 253-288-5861. Questions are due by 4:00 p.m. PST on Friday, September 9, 2016. All questions and answers will be shared with each bidding organization via email. 2.4 The selected vendor will propose a schedule that will allow both stations to remain occupied and operational for the duration of the projects. Page 1 of 12
2.5 As part of their proposal, each respondent must include the following information. 3.0 Vendor requirements 2.3.1 Specific qualifications, abilities, capabilities of the respondent to successfully provide all services and products needed for the services outlined in Section 6.0 of this ITB. 2.3.2 Appendix A: Bidder Qualification Form 2.3.3 Appendix B: ITB Signature Sheet 2.3.4 Appendix C: Labor and Material estimates 3.1 Prevailing Wage. All proposals must be in accordance with statutory prevailing wage requirements where applicable. Prevailing wage rates can be found at the Washington State Department Labor and Industries website at https://fortress.wa.gov/lni/wagelookup/prvwagelookup.aspx. 3.1.1 The successful bidder must file, and the VRFA must receive, a Statement of Intent to Pay Prevailing Wage for the general contractor and all subcontractors prior to making any payments. 3.1.2 The VRFA will retain 5 percent of the contractor s earnings until after an Affidavit of Wages Paid is available for all contractors and subcontractors who worked on the project. 3.2 Bidders must have a certificate of registration, state UBI number, and industrial insurance and may not be a debarred bidder by Labor and Industries. 3.3 Insurance. The bidder shall carry Commercial General Liability Insurance in the amount specified below, including the contractual liability assumed by the bidder. The bidder shall deliver Certificate of Insurance specifying such limits with VRFA named as an additional insured. In addition, the insurer shall agree to give thirty (30) days notice of its decision to cancel coverage. 3.3.1 Workers Compensation and Employer Liability. Limits of Liability Coverage must be in accordance with the laws of the State of Washington in which the service is to be performed, but the employer s liability limits of at least $100,000 each occurrence. 3.3.2 Automobile Liability, including owned, non-owned, and hired car coverage. Limits of Liability Single limit: $1,000,000 cash occurrence Page 2 of 12
Aggregate: $2,000,000 3.3.3 Comprehensive General Liability (CGL). Limits of Liability Single limit: $1,000,000 each occurrence Aggregate: $2,000,000 each occurrence 3.3.4 The successful applicant and any subcontractors shall obtain and maintain the insurance as specified at its own expense for the duration of the contract as awarded. The proof of coverage shall contain an endorsement to the effect that written notification of cancellation or any material changes in the above outlined polices that will adversely affect the interests of VRFA will be provided to VRFA (1101 D Street NE, Auburn, WA 98002), giving at least thirty (30) days notice of such change. The Bidder agrees to insert the substance of this clause, including this paragraph, in all subcontracts. Cancellation or loss of required insurance (as outlined above) will be considered just cause to void any and all contracts with the winning agency. 3.4 Indemnification. The successful bidder shall, and hereby expressly agrees, to hold harmless and indemnify VRFA and any of its associates against all losses, claims, actions, judgments, and any liability for injuries to persons, including wrongful death, damage to property or both, occurring during or in consequence of the performance of this contract if such injury or damage is related to or arises out of any mistakes or defect in service delivery or to the actions or negligence of the Bidder, Bidder s employees, subcontractors, or agents. 3.5 Business license and taxation. The successful vendor and all subcontractors must hold valid business and professional licenses and registrations that may be required by the State of Washington and the Cities of Auburn and Pacific. 3.6 A payment and performance bond in the full amount of the contract is required prior to the VRFA issuing a Notice to Proceed. 4.0 General Terms and Conditions 4.1 ITB amendments. The VRFA reserves the right to request clarification on any bid or to ask respondents to supply any additional material deemed necessary to assist in the evaluation of the bid. The VRFA reserves the right to change the ITB schedule or issue amendments to the ITB at any time. The VRFA also reserves the right to cancel or reissue the ITB. 4.2 Rejection of proposals. Nothing within this ITB is intended to exclude any reasonable bid or responsible firm from submitting a bid, or in any way restrict Page 3 of 12
competition. VRFA reserves the right to reject any or all proposals for lack of responsiveness or responsibility, and the right to waive any immaterial irregularities. 4.3 Proposal validity period. Submission of a proposal will signify the vendor s agreement that its proposal and the content thereof are valid for 60 days following the submission deadline and will become part of the contract that is negotiated between the VRFA and the successful vendor. 4.4 Consultancy. The VRFA reserves the right to share, with any consultant of its choosing, the ITB and any resultant bids in order to secure expert opinion. 4.5 Non-obligation. Receipt of bids in response to this ITB does not obligate the VRFA in any way. The right to accept or reject any bid shall be exercised solely by the VRFA. The VRFA shall retain the right to abandon the process at any time prior to the actual execution of a contract with a vendor, and the VRFA shall bear no financial or other responsibility in the event of such abandonment. 4.6 Prime vendor. It is recognized that multiple vendors may wish to combine their resources in responding to this ITB. A proposal with such a combination is acceptable, provided that the complete bid contains all required information, and indicates which vendor shall be responsible for each of the components. In addition, one of the vendors shall be designated as responsible for the completion, service, and warranty of the project, and shall be referred to as the prime vendor. 4.7 Proposals public information. The vendor should be aware that the VRFA is required by law to make certain records available for public inspection with certain exceptions. The VRFA, by submission of materials marked proprietary, acknowledges and agrees that the VRFA will have no obligation or liability to the vendor in the event that the VRFA must disclose these materials. 4.8 Copyright and confidentiality. The selected vendor shall maintain strict privacy of all VRFA records, data, and files (regardless of media), including any copyrighted material received from the VRFA. 4.9 Piggybacking. Per RCW 39.34, the VRFA reserves the right to allow other agencies to participate in the awarded contract pricing via inter-local agreement where applicable. 5.0 Project Commencement and Completion Dates 5.1 The project is tentatively scheduled to begin on or around October 3, 2016 and be completed by November 15, 2016. The final schedule and completion date will be mutually agreed upon by the VRFA and selected vendor prior to a Notice to Proceed being issued by the VRFA. Page 4 of 12
6.0 Scope of Services 6.1 This project includes the preparation, cleaning, minor sheet rock repair and painting of designated office spaces, as well as carpeting at Fire Station 31 and Fire Station 38. In addition, Station 31 will also include re-facing or replacement of kitchen cabinets, a new kitchen countertop, as well as the replacement of a kitchen sink. 6.1.1 The estimate of the total bid price is $77,050. 6.2 The selected vendor will propose a schedule that will allow both stations to remain occupied and operational for the duration of the projects. 6.3 Station 31: 1101 D Street NE, Auburn, WA 98002. Applicable areas of Station 31 are approximately 5,200 sf. 6.3.1 31 Painting. Wall repair and paint of sheet rock, wood, and metal trim, as well as edge protection of approximately 5,200 sf per the following schedule: Building location Paint manufacturer Color code Common spaces Sherwin Williams SW 7557 Summer White Accent locations TBD Sherwin Williams SW 6205 Comfort Gray Accent locations TBD Sherwin Williams SW 7617 Mediterranean 6.3.2 31 Carpeting. Carpeting of approximately 1,799 sf per the following schedule: Building location Sleeping Dorms BC Office Training Room Total Area Style and color code 565 sf Patcraft/Sublime Night 00522 24 x24 tile 312 sf Atlas/Marsanne/SA05 Dark Secret / Broadloom 12 6 Width 922 sf Atlas/Marsanne/SA05 Dark Secret / Broadloom 12 6 Width 1,799 sf 6.3.3 31 Kitchen. Bidders will provide options and pricing for re-facing or replacing kitchen cabinets to include the removal, demolition, and/or modification of existing cabinets. A new sink and countertops will be included. Re-facing or replacement will be determined by VRFA a cost, quality, and time. Item Description Style and color Cabinets Base, Wall, Drawers, Knobs Pionite WM951 Honey Maple Undermount stainless sink 32 inch single bowl TBD Corian Countertop 70 sf Formica /Chicory Mosaic 651 Page 5 of 12
6.4 Station 38: 133 3 rd Avenue, Pacific, WA 98047. Station 38 is approximately 2,200 square feet. 6.4.1 38 Painting. Wall repair and paint of sheet rock, wood, and metal trim, as well as edge protection of approximately 1,429 sf per the following schedule: Building location Paint manufacturer Color code Common spaces Sherwin Williams SW 7557 Summer White Accent locations TBD Sherwin Williams SW 6205 - Comfort Gray Accent locations TBD Sherwin Williams SW 7617 Mediterranean 6.4.2 38 Carpeting. Carpeting of approximately 1,429 sf per the following schedule: Building location Upstairs Living Stairwell Bedrooms Downstairs Total Area Style and color code 297 sf Atlas/Marsanne/SA05 Dark Secret / Broadloom 12 6 Width 60 sf Atlas/Marsanne/SA05 Dark Secret / Broadloom 12 6 Width 292 sf Patcraft/Sublime Night 00522 24 x24 tile 780 sf Atlas/Marsanne/SA05 Dark Secret / Broadloom 12 6 Width 1,429 sf 6.5 Dimensions shown are approximate and final measurements will be the responsibility of the contractor to verify. 6.6 Samples for paint, carpet, cabinets, and countertops for will be verified for color and quality prior to any installation. 6.7 Tentative project timeline. The VRFA intends to complete the selection process using the following schedule. However, the VRFA reserves the right to adjust or reschedule deadlines as necessary. Release Tuesday, August 30, 2016 Mandatory site tour Vendor Questions Due Tuesday, September 6, 2016 at 9:00 am PST Friday, September 9, 2016 by 4:00 pm PST Vendor Responses Due Submittals are to be received by Wednesday, September 14, 2016 by close of business (5:00 pm PST). Contract Award Friday, September 23, 2016 Page 6 of 12
Commencement of Work Monday, October 3, 2016 Completion of Required Work Tuesday, November 15, 2016 7.0 VRFA Responsibilities 7.1 Provide the Bidder with all information in possession of the fire authority which relates to the authority requirements for the services or which is relevant to the contract. 7.2 Examine all reports, analysis, studies, tests, results, proposals and any other documents presented by the Bidder. 7.3 Designate a person to act as the VRFA s representative with respect to the services to be performed under any resulting contract. Such a person shall have the authority to transmit instructions, receive information, interpret and define VRFA policy and decisions pertaining to the bidder s services. 8.0 Basis for Award 8.1 The bid will be awarded to the lowest responsive bidder unless cause exists to reject any or all bids. 8.2 The acceptance and subsequent award of a submitted bid may be at the review and satisfaction of the VRFA attorney. 8.3 Non-Obligation. Receipt of bids in response to this ITB does not obligate the VRFA in any way. The right to accept or reject any bid shall be exercised solely by the VRFA. The VRFA shall retain the right to abandon the process at any time prior to the actual execution of a contract with a vendor, and the Authority shall bear no financial or other responsibility in the event of such abandonment. 9.0 Appendices 9.1 Appendix A: Bidder Qualification Form 9.2 Appendix B: ITB Signature Sheet 9.4 Appendix C: Labor and Material estimates 9.5 Appendix D: Information about how VRFA makes payments Page 7 of 12
Appendix A Valley Regional Fire Authority Bidder Qualification Form Legal Name of Firm: Principal: Business Phone Number: Alternate Phone Number: Mailing Address: WA State UBI Number: WA Contractor License Number: Number of years in contracting business under present name: Bank Reference(s) Name Address Account Type 1. 2. 3. Professional References Name Primary Phone Alternate Phone 1. 2. 3. Page 8 of 12
Appendix B Valley Regional Fire Authority ITB Signature Sheet My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this ITB. My signature also certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable by law. My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to VRFA there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest of a potential conflict of interest to VRFA pertaining to any and all work or services to be performed as result of this request and any resulting contract with VRFA. I hereby certify that I am authorized to sign as a representative for below referenced company: Name (print): Title: Signature: Date: Primary phone: Email: Page 9 of 12
Appendix C Valley Regional Fire Authority Material and Labor Estimates Materials Paint Station 31 Station 38 Carpet Kitchen cabinets Countertops Other (describe): Other: Other: Other: Other: Materials sub total Sales Tax (9.5%) Total materials cost Labor for each work class Total Labor Cost Subtotal of Labor & Materials Total bid for each location Total combined bid Page 10 of 12
Exceptions (if any) or other comments: Page 11 of 12
Appendix D Information on how VRFA makes payments The Valley Regional Fire Authority is a Municipal Corporation which serves the cities of Auburn, Pacific and Algona, Washington. The operation is funded primarily by revenue from property taxes. The purpose of this letter is to describe how the Valley Regional Fire Authority handles Accounts Payable. The VRFA process of procuring merchandise and services is Purchase Order driven. A Purchase Order number is required. Invoices with a Purchase Order number are approved for payment after VRFA has evidence that the product or services have been received. This is accomplished by providing a service order, packing slip or other proof of delivery with a signature from VRFA authorized personnel. The Accounts Payable cycle occurs one time each month, after the expenditures are approved by the Board of Governance, on the Friday after the second Thursday of each month. The cutoff date for an invoice to be included in the scheduled Payables batch is usually the last Friday of the month. Therefore it is recommended that billing cycles take that into consideration. If invoices are not received prior to the cutoff date they will be placed in the batch for the following month. In certain cases where cutoff dates are missed, a delay of payment for up to 45 calendar days may occur. VRFA is disclosing these terms because they are not typical and may not be aligned with your company policy for granting credit. Page 12 of 12