Request for Bids Chatham Community Library Entrance Canopy Replacement Project Information Chatham County is seeking lump sum bids for the removal and replacement of an entrance canopy located at the Chatham Community Library in Pittsboro, NC. Currently there is a glass canopy at the entrance to the Chatham Community Library which has one panel missing due to damage. The scope of this project entails the removal of the glass panels and replacement with metal panels per the attached design specifications and drawings. The Library is located at 197 Highway 87 North, Pittsboro, NC 27312. The canopy area is readily accessible, but all work needs to be coordinated with the Library staff due to the location being at the main entrance and the inherent risks with overhead work. A site visit is not mandatory, but is highly recommended so that the bidder will have a clearer understanding of the existing construction and area working conditions. The requirements of this package will include, but not be limited to the following: SCOPE OF WORK Safe removal of the existing glass panels (a crane will be necessary) NOTE: Heavy equipment WILL NOT be allowed on the walkway as it is constructed of concrete pavers that can be easily damaged. Proper protection of the pavers will be required under and adjacent to the work area as well.; Required preparation of the existing structure to accept the metal panel system.; Installation of the metal panel roof system and other components such as the gutter and downspouts. The scope also relates to the design specifications and drawings as created by REI Engineers on behalf of Chatham County and attached. Insurance: Contractor shall maintain insurance policies at all times with minimum limits as follows: Coverage Worker s Compensation Statutory Limits Statutory Limits Automobile Liability $250,000 bodily injury per person (BI) $100,000 property damage (PD) or General/Professional Liability $100,000 bodily injury per person (BI) $500,000 bodily injury per occurrence (BI) $100,000 property damage (PD)
Time of Performance All work shall run concurrent with the construction schedule and is estimated to be 1 (one) month from execution of the contract. Submittal Content Bid Form, Rate Schedule, Qualifications of Staff The bidder shall attach a not to exceed lump sum fee to their Bid on the Vendor Signature and Bid Form. The cost of the services (including the furnishing of all materials, equipment and computers, labor and any required insurance) shall be based upon this stipulated sum for all services as outlined in this Request for Bid. Lump sum fee must be good for 90 days. Bidder must also attach statement of qualifications for staff personnel who are anticipated to perform the work in the scope of services. Non Obligation This Request for Bids shall not be construed to create an obligation on the part of the County, or to enter into a contract with any firm. The County reserves the right to reject any and all proposals or to accept the proposal that, in the judgment of the County, is in its best interest. Proposal Instructions 1. Deadline for bid submission: Sealed bids must be submitted by 3:00 pm EST on September 1, 2016 to one of the following address: Postal Address: Robin James, Chatham County Finance Office, P. O. Box 608, Pittsboro, NC 27312 Street Address: Robin James, County Finance Office, Courthouse Annex, 12 East St., Pittsboro, NC 27312 Bids will be received until time of opening, which will take place in the West Wing Conference Room in the County Annex Building sharply at 3:00 PM on September 1, 2016. Responses received after the assigned time will not be accepted. 2. Withdrawal of Proposals: Proposing vendors may withdraw their bids any time prior to the deadline on September 1, 2016, but the withdrawal must be submitted in writing and signed by the proposing vendor.
3. Inquiries and Corrections: All inquiries relating to this request should be in writing and submitted by e-mail to Robin James, Chatham County Purchasing Agent at robin.james@chathamnc.org. 4. Discrepancies and omissions: If a proposing vendor finds discrepancies in or omissions from the specifications or should require additional clarification of any part, a written request for interpretation shall be submitted to Robin James. 5. Any interpretation of or changes made to the bid will be made by written addendum to each known proposed vendor, posted on the County bid opportunity website, and shall become part of the request for any contract awarded. The County will not be responsible for the accuracy of any other oral explanations, interpretations, or representations. All inquiries must be made no later than August 26, 2016 by 12:00 Noon to robin.james@chathamnc.org or by fax to (919)- 545-2417. No RFB inquiry telephone calls please. Should you receive an out of office response, please submit your questions to Cacie Langley at cacie.langley@chathamnc.org. If an addendum is needed, the last one will be issued by 5:00 PM on August 26, 2016, and posted to the County website at: http://www.chathamnc.org/index.aspx?page=1899 6. It shall be the responsibility of each proposing organization or individual to verify that every addendum has been received prior to submitting proposals. 7. Vendor Certification: The submission of proposal shall be deemed a representation and certification that the proposing vendor: Has carefully read and fully understands the information provided by Chatham County in this RFB; Is financially solvent and has the capability to successfully undertake and complete the responsibilities and obligations of the proposal submitted; Represents that all of the information contained in the submitted proposal is true and correct; Did not in any way collude or conspire with any other parties, directly or indirectly, in regard to the amount, terms or conditions of this proposals; Acknowledges that Chatham County has the right to make any inquiry it deems appropriate to substantiate or supplement information provided by proposing vendors and hereby grants Chatham County permission to make these inquiries; and Acknowledges that any proposal cannot be modified after its submission for any reason. 8. Late submittal: Late bids will not be accepted under any circumstance and will not be opened or reviewed. We will not accept proposals by fax or e-mail. The sender must allow ample delivery time for the selected shipment or transmission methods. 9. Definition and Context: Unless otherwise specified in this document, all words shall have a common meaning unless the context in which they are used clearly requires a different meaning. Words in the singular number include the plural, and in the plural include the singular.
10. County Conditions: All proposing firms or individuals shall comply with all conditions, requirements, and specifications contained herein, with any departure constituting sufficient cause for rejection of the proposal. However, Chatham County reserves the right to change the conditions, requirements and specifications as it deems necessary. The bid form must be signed by a duly authorized official of the proposing organization or individual submitting the proposal. No bids will be accepted from any person or organization that is in arrears for any obligation to Chatham County, or that otherwise may be deemed irresponsible or unresponsive by county staff or the Chatham County Board of Commissioners. Chatham County is not obligated to enter into any contract as a result of the RFP. All prices quoted must be firm for a period of 90 (ninety) days following the proposal deadline. Chatham County reserves the right to reject any and all proposals or any part thereof and to select the most responsive proposal that is deemed in the best interest of Chatham County. The County intends to make one award as the result of the Request for Bids. Chatham County may approve or disapprove the use of specific proposed subcontractors in any bids. Chatham County reserves the right to enter into an agreement with another proposing vendor in the event that the originally selected vendor fails to execute a contract with the County or defaults on their contract. Chatham County reserves the right to negotiate with any, none or all of the proposing company. All costs, including travel and expenses, incurred in the preparation of this proposal will be borne solely by the proposing company. The County will not return proposal materials to those submitting proposals. The proposing vendor shall complete and sign the Vendor Information & Signature Form. No agreements with any selected vendor shall be binding until a contract is signed and executed by the Board of Commissioners or County Manager and authorized representatives of the vendor. Chatham County is an Equal Opportunity Employer and does not discriminate on the basis of sex, marital status, race, color, creed, national origin, age or disability.
Bid Form Vendor Information & Signature required Name of Vendor: Trade License # (if applicable) Contact Person(s) Street Address with City, State & Zip Code Mailing Address (if different than above) Phone # Fax # Email Proposer will do the Individual Joint Venture Partnership work as: Corporation Date & state of incorporation Date State Name of partnership or joint venture By signing below, the submission of qualifications shall be deemed a representation and certification by the Proposing Consultant that it has investigated all aspects of the RFB, and it has read and understands the RFB. Authorized Signature: Date Signed: Title of Signatory: Include attached statement of qualifications for staff personnel anticipated to perform the work in this scope. LUMP SUM BID $ Identify any subcontractors: