EAU CLAIRE/NORTH COLUMBIA DEVELOPMENT CORPORATION (ECDC) REQUEST FOR PROPOSAL (RFP) RFP 20160415 - INTERIOR PAINTING SERVICES AND SUPPLIES April 5, 2016 The Eau Claire/North Columbia Development Corporation (ECDC) is seeking proposals from qualified vendors for the provision of Painting Services and Supplies as described in this document. Sealed Proposals Sealed proposals must be clearly marked Interior Painting Services and Supplies RFP 20160415 Submission Deadline: by 12:00 p.m. on April 20, 2016 Vendors will deliver one (1) original and two (2) copies to the following address: Eau Claire North Columbia Development Corporation Attn: Michael Strange 3905 Ensor Avenue, Suite 102 (Monticello Road Entrance) Columbia, South Carolina 29203 Phone (803) 733-8438 Pre-Bid Site Visit A Pre- Bid Site Visit will be held 10:00 am on April 15, 2016 at 4300 North Main Street, Columbia, SC, 29203. This submission shall include the entire Request for Proposal and any amendments if issued. Proposals received after the above time will be considered late and not acceptable. Proposals submitted via email or fax will be considered non-responsive. Note: Submission of a bid does not bind ECDC to award a contract for painting services. Please direct any question regarding this RFP to Michael Strange at (803) 733-8438 or mcstrange@columbiasc.net. Thanks you for your interest. 1 P a g e
SCOPE OF WORK Contractors are to provide all materials, labor and equipment to produce painted finished surfaces as described in this document and pointed out during the mandatory pre-bid site visit. A. Interior surfaces that are exposed. B. Surface preparation, priming, and finishes. C. Paint existing painted or finished surfaces that are altered marred or damaged the same as specified for new surfaces, along with the scraping and sanding to surfaces to accept new paint materials. D. Paint includes enamels, stains, semi-gloss, oils, flat paint, epoxies and other coatings whether used as prime, intermediate, or finished coats. E. Apply primer and finish coat according to manufacture spec. 1.5-2 mil dry thickness. The manufacture of choice for ECDC is Sherwin Williams 200 Series Paint. F. Exposed surfaces shall include all surfaces or areas in back of cabinets, furniture, equipment and other items that are not built-in or fixed in place, and shall include all visible surfaces. G. Provide all scaffolds, drop cloths, ladders and other equipment required for proper execution of the work. H. Clean all surfaces of dirt, grease, oil, or any other substance that would be detrimental to the bonding of the coating. I. Fill nail holes, caulk all gaps between trim and walls including freeze, base, window trim and cabinets. J. Cover all removable and stationary items which are not to be painted and provide surface protection. K. Remove spilled, splashed or splattered paint from non-painted surfaces L. All surfaces to be painted shall be cleaned, dry, smoothed and protected from dampness. Finish work shall be uniform, of color, and free from defective brushing, spraying or rolling M. Contractor will remove soiled rags, empty paint container and other debris from the site daily. Dispose of waste materials in a legal manner. N. Project location: Huffman House 4300 North Main Street Columbia, SC 29203 1.0 GENERAL INFORMATION SECTION ONE 1.1 Purpose: ECDC is seeking proposals from qualified vendors for the provision of painting services on selected interior surfaces at 4300 North Main Street, Columbia, SC 29203. 2 P a g e
This Request for Proposals (RFP) states the instructions for submitting a proposal, the procedure and criteria by which a contractor may be selected and the contractual terms by which ECDC intends to govern the relationship between ECDC and the selected contractor. 1.2 Definition of Parties: ECDC will hereinafter be referred to as the Corporation. Respondents to the RFP shall be referred to as Bidders. The Bidder to whom the contract is awarded shall be referred to as the Contractor. 1.3 Waiver Language: The Corporation reserves the right to reject any item in the bid; to reject any and all bids; to waive any informality herein, or for reasons of establishing uniformity, to award the contract to other than the lower bidder. 1.4 Site Visit: Prospective bidders are encouraged to participate in the scheduled on-site tour of the property. The on-site visit tour will be held on April 15, 2016 at 10:00 am at 4300 North Main Street Columbia SC 29203. Bidders should not enter the site without permission or during anytime other than the scheduled site visit. 1.5 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the ECDC s best interest including, but not limited to: A. Responsiveness to terms and conditions B. Ability to meet specifications C. Reference D. Price 1.6 Award of Proposal: ECDC reserves the right to award this contract to multiple bidder(s). 1.7 Communication: In an effort to maintain complete transparencies among all bidders the sole point of contact regarding this RFP is Michael Strange, Executive Director, Eau Claire/North Columbia Development Corporation. Bids will not be accepted and/or opened from vendors who do not adhere to this policy. It is the responsibility of the bidder to inquire about any requirements of this RFP that is not understood via the phone at (803) 733-8438 or email at mcstrange@columbiasc.net. 1.8 Confidentiality: The information contained in proposals submitted for ECDC s consideration will be held in confidence until all evaluations are concluded and an award has been made. 1.9 Cost of Preparation: The Bidder assumes all cost of preparation of the proposal and any presentation necessary to the proposal process. 1.10 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded 3 P a g e
from participation in this transaction by any State or Federal department or agency. Submission is also agreement that ECDC will be notified of any change in this status. 1.11 Proposal Validity: Unless specified other wise, all proposals shall be valid for ninety (90) days from the due date of the proposal. SECTION TWO 2.0 GENERAL TERMS AND CONDITIONS: 2.1 Contract Documents: If a separate Contract is not written, the Contract entered into by the parities shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of ECDC and the Contractor, all of which shall be referred to collectively as the Contract Documents. 2.2 Contract Term: The initial Contract term shall begin the next business day following the Board s approval and MUST be completed by June 3, 2016. 2.3 Liquidated Damages: For each and every day past the deadline of June 3, 2016 the Contractor will pay ECDC 1% of the contract amount. The 1% will be deducted from the invoice upon payment by ECDC to the Contractor. 2.4 Non-Waiver of Defaults: Any failure of ECDC to enforce or require the strict keeping and performance of any of the terms and conditions of this agreement shall not constitute a waiver of such terms, conditions, or rights. 2.5 Cancellation/Termination: ECDC may cancel this agreement at anytime with five (5) days written notice. 2.6 Assignment: Vendor shall not during the contract; assign, transfer or subcontract any part of the agreement to any other contractor/supplier without written approval of ECDC. 2.7 Equal Opportunity: In the execution of the Contract, the Contractor and all subcontractors agree, consistent with ECDC policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status or gender expression, national origin or citizenship status, age, disability or veteran s status and to provide reasonable accommodations to qualified individuals with disabilities upon request. 2.8 Hold Harmless/Indemnification Agreement: Vendor agrees to indemnify, defend and hold harmless City of Columbia, ECDC, its Board member in their official and individual capacities, its successors, assignees, employees, contractors and agents from and against any and all claims, cost, expenses, damages, and 4 P a g e
liabilities, including reasonable attorney fees, arising out of (1) negligent acts or willful misconduct of the vendor an/or its officers, directors and employees, agent, subcontractors, successors or assigns; (2) any breach of the term of this Agreement by Vendor; (3) any violation of applicable State and/or Federal Law, regulation, or requirement; or (4) any breach of any representation or warranty made by the Vendor under this agreement. The Vendor agrees to notify ECDC by certified mail, return receipt requested, immediately upon knowledge of any claim, suit, action or proceeding for which it may be entitled to indemnification under this Agreement. 2.9 Independent Contractor: Whether the Contractor is a corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor s duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by ECDC. The Contractor is not to be deemed an employee or agent of ECDC and has no authority to make any binding commitments or obligations on behalf of ECDC except as expressly provided herein. ECDC has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of ECDC. 2.10 Contractor s Liability Insurance: The Contractor shall not commence work under this Contract until the Contractor has obtained all insurance required under this paragraph and such subcontractor to commence work on any subcontract until all similar insurance required of subcontractor has been so obtained. A copy of applicable insurance certificate(s) must be provided at award of contract. Minimum coverage is $1,000,000 per occurrence, $2,000,000 aggregate on general liability: Worker s Compensation Coverage in compliance with SC State Law. 2.11 Job Site Safety: The Contractor shall adhere to all applicable laws including the Occupational Safety and Health Administration s (OSHA) most recently published Safety and Health Standards for Construction (29 CFR 1926) and general Occupational Safety and Health Standards (29 CFR 1910) for the duration of the Contract. 2.12 Solid Waste Removal: The Contractor will be responsible for cleaning up and removing all waste materials created by the Contractor s operation from the premises by the end of the day. The Contractor will promote waste reduction and recycling and follow ECDC policies to reduce, reuse, and recycle. 2.13 Condition and Care of Property and Protection of the Work: The Contractor shall continuously maintain adequate protection of all work covered by the Contract from damage or loss and shall protect the property from injury or loss 5 P a g e
arising in connection with this Contract, and shall make good any such damage, injury or loss. The Contractor shall adequately protect adjacent property as provided by law and the Contract Documents. 2.14 Separate Contracts: ECDC reserves the right to obtain competitive bids or proposals for work not covered under this Contract, including alterations. The Contractor will cooperate with any contractor retained under such conditions. 2.15 Force Majeure: Neither party shall be liable to the other or be deemed to be in breach of this Contract for any failure or delay in rendering performance arising out of causes beyond its reasonable control and without its fault or negligence. Such causes may include, but are not limited to: acts of God or of a public enemy, fires, flood, epidemics, strikes, embargoes or unusually severe weather. Dates or time of performance shall be extended to the extent of delays excused by this section provided that the party whose performance is affected notifies the other promptly of the existence and nature of such delay. 2.16 The Executive Director of ECDC must be notified within one (1) hour or as soon as possible, but no later then twenty-four (24) hours, of any accident or injury that occurs during the course of work performed under this Contract. SECTION THREE 3.0 PERFORMANCE TERMS AND CONDITIONS: 3.1 Payments: Payments will be net 30 days upon completion of work. 4.0 PROPOSAL CONTENT SECTION FOUR Sealed proposals should be clearly marked Interior Painting Services and Supplies RFP #20160415. Proposals are being sought from firms with recognized experience and professional painting services. Bidder shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by ECDC. Failure to provide all information, inaccuracy or misstatements may be sufficient cause for rejection of the proposal or rescission of an award. Bidders are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond. 6 P a g e
4.1 Business Profile: Provide a brief history of your company, length of time in business, number of employees including contract painters. Provide emphasis on the painting services part of you company. 4.2 Employees: Describe how many experienced painters are employed on this project and how much professional experience each employee has in contract painting. Provide a list of anticipated subcontractors. 4.3 Reference: 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 year on projects with similar scope to this RFP. Provide the project name, the scope of the job, contact person, telephone number and address. 4.4 Proposed Cost: A proposed fee structure for the work to be performed including costs from all anticipated subcontractors (if any). 4.5 Warranty & Specifications: Bidder should submit a copy of any warranties indicating duration of said warranty and manufacturer instructions. The Bidder shall also furnish information related to the specifications of the products being used. 7 P a g e
EAU CLAIRE/NORTH COLUMBIA DEVELOPMENT CORPORATION (ECDC) REQUEST FOR PROPOSAL (RFP) RFP 20160415 - INTERIOR PAINTING SERVICES AND SUPPLIES SIGNATURE PAGE COMPANY NAME By: (Signature) (Print Name) (Title) (Phone Number) (Fax Number) (E-Mail Address) (Date) 8 P a g e
4300 North Main Street 1 st Floor 9 P a g e
4300 North Main Street 2 nd Floor 10 P a g e