KOINONIA HOUSE (KHSE) CAMPUS PUBLIC SAFETY OFFICE (CPSO) RENOVATIONS Solicitation #1560 Invitation to Bid for General Contractor Services September 8, 2015 Mandatory Pre-Bid Meeting** September 16, 2015, 10:00 am Koinonia House 633 SW Montgomery St. Portland, OR 97201 Bid Due Date and Public Opening** September 28, 2015 3:30 pm Market Center Building 1600 SW 4 th Avenue For Bid Submittal Only: Suite 260 For Bid Opening: Room 312 Portland, OR 97201 **Note: Parking is difficult to find at PSU. Please schedule your time accordingly. Contact: Stacey Balenger, Construction Contracts Supervisor (503) 725-4326, proposals@pdx.edu All bid documents are available at: www.pdx.edu/purchasing-contracting/construction-contracting
CONTENTS SECTION 1 - INVITATION TO BID DOCUMENTS 1 1.1 SCOPE OF WORK... 1 1.2 INSURANCE, BONDING, AND RETAINAGE REQUIREMENTS... 3 1.3 MANDATORY PRE-BID MEETING... 3 1.4 SCHEDULE... 3 1.5 SUBSTITUTION REQUESTS... 4 1.6 QUESTIONS... 4 1.7 PROTESTS... 4 1.7.1 Solicitation Protests... 4 1.7.2 Selection Protest... 5 1.8 PUBLIC RECORDS... 5 1.9 ADDENDA... 5 1.10 TO BID... 5 1.11 BID OPENING... 6 1.12 FORM OF AGREEMENT... 6 1.13 NON-RESPONSIVE BIDS... 6 1.14 BID VALIDITY PERIOD 6 1.15 TERMS FOR BIDDING 6 SECTION 2 DRAWINGS AND SPECIFICATIONS 8 2.1 DRAWINGS AND SPECIFICATIONS... 8 2.2 2006 KOINONIA HOUSE TESTING - ABATEMENT... 8 SECTION 3 APPENDICES 8 3.1 BID FORM AND BID SECURITY FORM... 8 3.2 SUBSTITUTION REQUEST FORM... 8 3.3 DIVISION 00... 8 INSTRUCTIONS TO BIDDERS... 8 SAMPLE PUBLIC IMPROVEMENT AGREEMENT... 8 3.4 PSU GENERAL CONDITIONS... 8 3.5 PAYMENT AND PERFORMANCE BOND FORMS... 8 3.6 PSU CAMPUS MAP... 8 3.7 DIVISION 01... 8 2
1.1 SCOPE OF WORK SECTION 1 - INVITATION TO BID DOCUMENTS NOTICE OF PUBLIC IMPROVEMENT CONTRACT OPPORTUNITY Portland State University ( Owner ) is accepting sealed bids for the KHSE CPSO Renovations ( Project ). Work shall take place at Koinonia House; 633 SW Montgomery St., Portland, OR 97201. Base Bid: Currently, PSU s Campus Public Safety Office (CPSO) is located in the basement and sub-basement of Shattuck Hall located at 1914 SW Park Avenue, Portland, OR 97201. The goal of this project is to move CPSO to a more central location on campus and allow for future growth of that department. In order to meet CPSO s needs, PSU requires a General Contractor to renovate certain spaces within Koinonia House. The General Project Scope includes but is not limited to the following, (See Plans and Specifications for all scopes of work): Basement: Demo/Abate existing sets of called out double doors Demo/Abate specified existing walls Build temporary wall to separate the old restaurant area and 2 bathrooms from the area of Koinonia Renovations. The Restaurant area will be occupied by another contractor who will be managing work elsewhere on campus. Install new plumbing lines for new bathroom and locker room areas. Demo/Abate existing lighting as shown Install new lighting/power as shown Create new locker rooms and install owner supplied lockers Create New restrooms as shown Modify ducting for new locker rooms, restrooms and work room. Including new exhaust As needed, rehabilitate door hardware Access Control as shown Flooring/Base as shown Paint as shown Ceilings as shown or needed to preform work Adjust existing fire protection as needed for new locker rooms, bathrooms, and work area (design build) 1 st Floor/Exterior: Demo/Abate existing walls as needed Demo/Abate existing ceilings as needed Demo/Abate existing Doors and Frames as needed 1
Reuse removed doors/frames where possible Create new chief s office, dispatch, processing and detention areas Renovate existing Lobby/Entry Install Owner supplied bullet proof window Renovate existing restrooms to meet ADA standards Install new surface mounted electrical for office and cubical areas Install new lighting/power as shown Install VRF units as shown Modify Mechanical as shown As needed, rehabilitate door hardware Access Control as shown Exterior Gate Flooring/Base as shown Paint as shown Ceilings as shown or if needed to preform work Surveillance Cameras as shown Exterior ADA ramp re-sloping Install design build fire protection Reestablish landscaping and hardscaping as needed to preform work New fire sprinkler supply from city main if needed for fire sprinklers 2 nd Floor: Demo/Abate existing Restrooms and office for creation of ADA restrooms Create new ADA restrooms Install new ceiling in restrooms and restroom hallway Install VRF units as shown Adjust ventilation in renovated restrooms Install new lighting/power as shown As needed, rehabilitate door hardware Install design build fire protection Ceiling repair if needed to preform work Construction impacts needed to be coordinated with the existing tenants that will continue to occupy portions of the 2 nd floor during the construction process. The following rooms will be occupied during construction: 202, 203, 205, 206, 210, 211, 212, and 213. At least one of the restrooms on the 1 st or 2 nd floor must remain in operation and safely accessible to tenants during the construction process. Access between the 2 nd floor and the Basement needs to be maintained to allow for Contractors that will be occupying rooms 202, 203, 205 and 206 as part of the SBA project across the street 2
As safe means of egress needs to be maintained and clearly designated for the tenants on the 2 nd floor during the entire construction process. 1.2 INSURANCE, BONDING, BOLI, RETAINAGE, LIQUIDATED DAMAGES REQUIREMENTS Bid security required Due upon signing an Agreement: Payment Bond full contract amount Performance Bond full contract amount General Liability $1M/$2M Auto Insurance $1M/$2M Worker s Compensation Builder s Risk Installation Floater full contract amount Pollution Liability $1M/$2M All insurance certificates must meet the requirements of the PSU General Conditions, Section G.3. Bidder shall include in its bid all insurance and bond costs required to complete the Base Bid for this Project. BOLI Prevailing Wage Rates apply to this Work Retainage in the amount of 5% shall be withheld No liquidated damages 1.3 MANDATORY PRE-BID MEETING A mandatory pre-bid meeting will be conducted at the time and location listed on the cover page of this solicitation. Only bidders who have an employee at the meeting shall be allowed to bid. Attendance will be documented through a sign-in sheet prepared by the PSU representative. After the meeting there may be a walk through and examination of the site and conditions. Prime bidders who arrive more than 5 minutes after start of time of the meeting (as stated in the solicitation and by the PSU representative s watch) or after the discussion portion of the meeting (whichever comes first) may not be permitted to submit a bid on the project. 1.4 SCHEDULE Advertisement of Invitation to Bid... September 8, 2015 Mandatory Pre-Bid Meeting...September 16, 2015 @ 10:00 AM local time Questions Due... September 21, 2015 @ 5:00 PM local time Substitution Requests Due... September 21, 2015 @ 5:00 PM local time Solicitation Protest Deadline... September 21, 2015 @ 5:00 PM local time Final Addendum Shall Be Issued By... September 22, 2015 Bids Due and Public Bid Opening...September 28, 2015 @ 3:30 PM local time 3
The following dates are tentative and subject to change without notice: Notice of Intent to Award... September 29, 2015 Selection Protest Deadline... October 6, 2015 @ 5:00 PM local time PSU Issues Agreement... October 7, 2015 Schedule Milestones Substantial Completion Date... December 16, 2015 Final Completion Date... December 30, 2015 1.5 SUBSTITUTION REQUESTS Prospective bidders must submit requests for the approval of equals or substitutions on the Substitution Request form attached hereto as Appendix 3.8 via email to proposals@pdx.edu. Substitution requests must be received by the deadline indicated in Section 1.4. Requests must include complete descriptions, technical data and performance records. Any approval of the proposed substitution request will be made by addendum to the ITB. 1.6 QUESTIONS Prospective bidders must submit questions or requests for clarification or change via email to proposals@pdx.edu. Questions must be received by the deadline indicated in Section 1.4. Questions and requests for clarification or change that are timely received will be answered via addenda. Any changes to the ITB resulting from such questions will be made only via addenda to the ITB. Responses from Owner not contained in an official addendum to the solicitation will not be binding on Owner. The final addenda, if any, will be released no later than the date specified in Section 1.4. Bidders are encouraged to check on the status of all addenda prior to submission of their bid. 1.7 PROTESTS 1.7.1 Solicitation Protests Prospective bidders must submit protests of particular solicitation provisions, specifications, and/or conditions (including comments on any specifications that a firm believes limits competition) via email to proposals@pdx.edu. Solicitation protests must be received by the deadline indicated in Section 1.4. Solicitation protests must include the reasons for the protest and any proposed changes to the ITB. Protests will be answered directly with the protesting bidder. Any changes to the ITB resulting from a protest will be made only via addenda to the ITB. Responses from Owner not contained in an official addendum to the solicitation will not be binding on Owner. Bidders are encouraged to check on the status of all addenda prior to submission of their bid. 4
1.7.2 Selection Protest Any bidder who has bid on this ITB and claims to have been adversely affected or aggrieved by the selection of competing bidders may submit a protest via email to proposals@pdx.edu. Selection protests must be received by the deadline indicated in Section 1.4. Protests will be answered directly with the protesting bidder. Selection protests must comply with and will be addressed pursuant to Oregon Administrative Rule 580-061-0145. (http://arcweb.sos.state.or.us/pages/rules/oars_500/oar_580/580_061.html ) 1.8 PUBLIC RECORDS PSU will keep this ITB and each proposal received in response to it, together with all documents pertaining to the award of any contract, as part of the file or record that is open to public inspection. If a proposal contains any information that constitutes a trade secret under ORS 192.501(2), each sheet containing a trade secret must be marked with the following legend: This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192. The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure may apply unless the public interest requires disclosure in the particular instance. (ORS 192.501.) Therefore, nondisclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. These restrictions may not include cost or price information. 1.9 ADDENDA This solicitation will only be modified by documents issued as addenda by Owner. No other direction or comments received by bidders, written or oral, will serve to change the solicitation document. 1.10 TO BID All of the following documents must be completed: Completed Bid Form attached hereto as Appendix 3.2 Completed Bid Security Form attached hereto as Appendix 3.2 Bid security Items in a sealed envelope with company name and ITB name on the envelope Completed documents must arrive at the location listed on the cover sheet Completed documents must arrive by the deadline indicated in Section 1.4 Faxed and/or e-mailed bids will not be accepted. Any bid received after the bid submission deadline will not be opened or considered. If bidder cannot attend the bid opening, they must email proposals@pdx.edu to make arrangements to drop off their bid. 5
1.11 BID OPENING Bids will be opened and publicly read aloud by the Owner s representative or designee at the time and location listed on the cover page of this solicitation. At the time of opening and reading of Bids, each Bid received, regardless of any irregularities or informalities, will be publicly opened and read aloud. 1.12 FORM OF AGREEMENT A sample copy of the Public Improvement Agreement is attached to this ITB (Appendix 3.3). The Agreement will include the terms of this RFP and the PSU General Conditions (Appendix 3.4). PSU will enter into an Agreement substantially similar to the attached sample agreement. The sample agreement attached to this ITB is subject to change by PSU. If there is a failure to enter into an agreement with the lowest responsive and responsible bidder, PSU reserves the right to enter into an agreement with the next lowest responsive and responsive bidder. 1.13 NON-RESPONSIVE BIDS Bids which are incomplete, conditioned or qualified, in any way contain alterations to the bid form, are not in conformity with the law, contain a statement by the bidder reserving the right to accept or reject an award or to enter into the Agreement, or include any other irregularity shall be rejected as non-responsive if the irregularity is material and may be rejected as non-responsive if the irregularity is not material. Only the amounts and information asked for on the Bid Form furnished will be considered as the bid. Bids that fail to address alternates set forth on the Bid Form may be considered non-responsive. Bids not accompanied by an appropriate bid guaranty may be rejected as non-responsive. The Owner may consider a bid irregular and reject it as non-responsive if any of the bid item prices are excessively and materially unbalanced (either above or below the amount of a reasonable bid) to the potential detriment of the Owner. 1.14 BID VALIDITY PERIOD If an Agreement is to be awarded, it shall be made within 60 calendar days after the bid submission deadline. Bidder s Bid Form pricing shall be valid during this period. Owner reserves the right to hold the bid guaranties of all Bidders until the successful Bidder has entered into an Agreement with the Owner, or for a period of 60 calendar days, whichever is the shorter amount of time. 1.15 TERMS FOR BIDDING Owner reserves the right to accept or reject any or all bids received in response to the ITB, to request either wholly or in part new bids, or to negotiate with any bidder considered qualified in any manner deemed to be in the best interest of Owner. By submitting a bid, the bidder certifies conformance to the applicable federal, state and local laws, acts, executive orders, statutes, administrative rules, regulations, ordinance and related court rulings concerning Affirmative Action toward Equal Employment Opportunities. All information and reports required by the Federal or Oregon State or local Governments, having responsibility for the enforcement of the foregoing, shall be supplied to the Owner upon request for purposes of investigation to ascertain compliance with the foregoing. 6
Pursuant to OAR 580-061-0030, by submitting a bid, the bidder certifies that the bidder has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining any required subcontracts. Pursuant to OAR-061-0040, bidders are hereby notified that PSU has adopted policies applicable to consultants and contractors that prohibit sexual harassment and that bidder and their employees are required to adhere to Owner s policy prohibiting sexual harassment in their interactions with members of Owner s community. All bidders must comply with requirements of the prevailing wage law in ORS 279C.800 through ORS 279C.870. All bidders must be registered with the Construction Contractor s Board at the time of bid submission. No bid will be considered unless fully completed in the manner provided in the Instructions to Bidders and upon the Bid Form provided. The Owner is committed to ensuring equity and diversity in its procurement and contracting process and increasing opportunities for Emerging Small Businesses and Minority and Women Owned Businesses. Therefore the Owner strongly encourages its contractors to use these businesses in providing services and materials for Owner contracts and projects. END OF SECTION 1 7
2.1 DRAWINGS AND SPECIFICATIONS SECTION 2 DRAWINGS AND SPECIFICATIONS 2.2 2006 KOINONIA HOUSE TESTING - ABATEMENT 3.1 BID FORM AND BID SECURITY FORM 3.2 SUBSTITUTION REQUEST FORM 3.3 DIVISION 00 SECTION 3 APPENDICES INSTRUCTIONS TO BIDDERS SAMPLE PUBLIC IMPROVEMENT AGREEMENT 3.4 PSU GENERAL CONDITIONS 3.5 PAYMENT AND PERFORMANCE BOND FORMS 3.6 PSU CAMPUS MAP 3.7 DIVISION 01 8