RFP: INTERIOR & EXTERIOR PAINTING – PONTIAC … · Web viewINTERIOR PAINTING. PONTIAC HIGH SCHOOL “Formally Pontiac Northern High School” June 3, 2009. The School District of

RFP: INTERIOR PAINTING – PONTIAC HIGH SCHOOL

REQUEST FOR PROPOSAL

INTERIOR PAINTINGPONTIAC HIGH SCHOOL

“Formally Pontiac Northern High School”

June 3, 2009

The School District of the City of Pontiac jointly with the Auburn Hills Tax Increment Finance Authority is seeking proposals from qualified vendors for the provision of painting services as described in this document.

Sealed Proposals: Vendors will deliver one (1) original and two (4) copies to the following address:

The School District of the City of PontiacAttn: Purchasing – RFP Interior Painting47200 Woodward AvenuePontiac, Michigan 48342

by 10:00 a.m. on Tuesday, June 16, 2009

MANDATORY Pre Bid Site Visit will be held on June10, 2009 @ 3:00 pm at Pontiac High School, 1051 Arlene, Pontiac, Mi 48340

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.

Note: Submission of a bid does not bind the School District to award a contract for painting services. Please direct any purchasing and procedural question regarding this RFP to

Mrs. Herlon Cannon, Purchasing at (248) 451-6828. Please direct specific technical questions regarding this RFP to the following website:

www.BidSync.com. Answers to all questions will be posted on this website.

Thanks you for your interest.

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http://www.BidSync.com/


SECTION ONE

1.0 GENERAL INFORMATION

1.1 Purpose : The School District of the City of Pontiac is seeking proposals from qualified vendors for the provision of painting services on selected interior surfaces at Pontiac High School.

This Request for Proposals (RFP) states the instructions for submitting a proposal, the procedure and criteria by which a contractor may be selected andthe contractual terms by which the District intends to govern the relationshipbetween District and the selected contractor.

1.2 Definition of Parties : The School District of the City of Pontiac will hereinafter be referred to as the “District”. 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 Bid Bond : Bidders shall submit with his/her bid, a bid guarantee in the amount of 5% percent of the total bid price, which shall be in the form of a firm commitment such as a bid bond, postal money order, certified check, cashiers check or irrevocable letter of credit. Bid guaranteed other than bid bonds will be returned (a) to unsuccessful bidders as soon as practicable after the opening of bids; and (b) to the successful bidder upon execution of such further contractual documents (i.e. insurance coverage) and bonds as may be required by the bid.

1.4 Familial Statement : All bid proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exist between the owner(s) or any employee of the Bidder and any member of the Board of Education of the School District or the Superintendent of the School District. Bid proposals that do not include this sworn and notarized familial relationship disclosure statement will not be considered by the Board of Education.

1.5 Waiver Language : The Board of Education 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.

1.6 Scope : 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 exposedB. 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 the District of Pontiac will be

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RFP: INTERIOR PAINTING – PONTIAC HIGH SCHOOLSherwin Williams 200 Series Paint. Note: All primers and paints must be delivered to the work site by an authorized Sherwin Williams dealer.

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. Electrostatic process must be used when painting student lockers.L. Remove spilled, splashed or splattered paint from non-painted surfaces

All surfaces to be painted shall be cleaned, dry, smooth and protected from dampness. Finish work shall be uniform, of color, and free from defective brushing, spraying or rolling

Contractor will remove soiled rags, empty paint container and other debris from the site daily. Dispose of waste materials in a legal manner.

Project location: Pontiac High School (Formally Pontiac Northern HS) 1051 Arlene Street

Pontiac, Michigan 48340

1.7 Evaluation Criteria : Proposals will be evaluated on many criteria deemed to be in the District’s best interest including, but not limited to:

Responsiveness to terms and conditionsAbility to meet specificationsReferencePrice

1.8 Award of Proposal : The District reserves the right to award this contract to multiple bidder(s).

1.9 Pricing Breakdown : MUST be submitted on the bid spec sheets included.

1.10 Communication with the District : In an effort to maintain complete transparencies among all bidders the sole point of contact regarding this RFP is Ms. Herlon Cannon. 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 following website www.BidSync.com (800) 990-9339 Option #1, details relating to this will be explained at the pre-bid meeting.

1.11 Confidentiality : The information contained in proposals submitted for the District’s consideration will be held in confidence until all evaluations are concluded and an award has been made.

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http://www.BidSync.com/

RFP: INTERIOR PAINTING – PONTIAC HIGH SCHOOL1.12 Cost of Preparation : The Bidder assumes all cost of preparation of the proposal

and any presentation necessary to the proposal process.

1.13 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 from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the District will be notified of any change in this status.

1.14 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 the District 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 August 14, 2009.

2.3 Liquidated Damages : For each and every day past the deadline of August 14, 2009 the Contractor will pay the District 1% of the contract amount. The 1% will be deducted from the invoice upon payment by the District to the Contractor.

2.4 Non-Waiver of Defaults : Any failure of the District 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 : The District 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 with written approval of The School District of the City of Pontiac.

2.7 Equal Opportunity : In the execution of the Contract, the Contractor and all subcontractors agree, consistent with District 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.

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RFP: INTERIOR PAINTING – PONTIAC HIGH SCHOOL2.8 Hold Harmless/Indemnification Agreement : Vendor agrees to indemnify, defend

and hold harmless the Pontiac School District, it Board and 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 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 the Pontiac School District 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 the District. The Contractor is not to be deemed an employee or agent of the District and has no authority to make any binding commitments or obligations on behalf of the District except as expressly provided herein. The District has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the District.

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. General Liability – Contractor shall provide General Liability insurance with coverage for premises and operations, products and completed operations, explosion, collapse and underground hazards, broad form property damage, contractual, personal and advertising injury liabilities. Insurance shall be provided on a standard Insurance Services Office Commercial 9ISO) General Liability 1998 Form CG0001 or equivalent and shall include the following endorsement or equivalent: The policy form and endorsement must be included on the certificate of insurance. The below required minimum insurance limits shall not be construed as a limitation of the District’s rights under any insurance with higher limits and no insurance shall be endorsed to included such a limitation. General Liability insurance required minimum limits:

1. General Aggregate $2,000,0002. Products & Completed Operations Aggregate $2,000,0003. Personal Injury Aggregate $1,000,0004. Each Occurrence of Contracts Under $1 million $1,000,0005. Each Occurrence of Contracts $1 million and above $2,000,000

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RFP: INTERIOR PAINTING – PONTIAC HIGH SCHOOL6. Personal/Advertising Injury $1,000,0007. Medical Payments (Any One Person) $5,000

B. Workers’ Compensation : The Contractor shall provide Worker’s Compensation insurance with coverage on a statutory basis according to Michigan Law and will apply to all personnel on the job site. Worker’s Compensation insurance required minimums:

1. Coverage A (Workers’ Compensation) Statutory Limits

2. Coverage B (Employer’s Liability)

Bodily injury by accident $500,000 each accidentBodily injury by disease $500,000 each employeeBodily injury by disease $500,000 policy limit

C. Vehicle Liability Insurance: The Contractor shall provide Vehicle Liability Insurance with coverage for all owned, hired/rented and non-owned vehicles. Vehicle Liability insurance required minimum limit:

1. Combined Single Limit $1,000,000 each accidentor

2. Split Limits $1,000,000 bodily injury $1,000,000 property damage

D. Certificates of Insurance acceptable to the District shall be filed with the District Purchasing department prior to commencement of work.

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 Prior to the commencement of any phase of work under this Contract, the Contractor will submit the names(s) of the person(s) who is (are) responsible for job site safety and environmental management under this Contract and is (are) familiar with the above referenced regulations and applicable polices of the District.

2.13 Where any of the Contractor’s operations occur in, on or within 50 feet of any door, window, or air intake in a building occupied by District employees or students, the Contractor shall, prior to the start of any operation, provided directly of the Director of Facilities, copies of the Material Safety Data Sheets on all material to be used in the operation. The Director of Facilities shall be responsible for ensuring proper precautions and notifications are made to the building occupants prior to initiation of such operations.

2.14 Solid Waste Removal : The Contractor will be responsible for cleaning up and removing all waste materials created by the Contractor’s operation from District premises by the end of the day. The Contractor will promote waste reduction and recycling and follow Districts policies to reduce, reuse, and recycle.

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2.15 Asbestos Removal : The District shall be responsible to track and coordinate the disposal of all Asbestos Containing Material (ACM). The Contractor is responsible for performing very basic visual assessments of all projects and maintenance work sites for suspected hazardous material (materials not labeled) prior to commencing work. Where such materials are located, the Contractor shall stop work and communicate the need for material identification to the Director of Facilities. The Director of Facilities will then contact the Asbestos and Lead Coordinator who facilitates testing and identification of the material, completes Abatement Notifications, where applicable, and reports of tests and/or abatement schedules to the Director of Facilities who will then direct the Contractor.

2.16 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 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.

2.17 Separate Contracts : The District 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.

2.18 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.

2.19 The Director of Facilities 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.

2.20 Parking Regulations and Use of Walkways : The Contractor’s vehicles and those of the Contractor’s employees working to the District must be registered with the Department of Public Safety. Unregistered vehicles on the District property are subject to a parking violation ticket and/or towing off campus. Contractors are advised that parking regulations are strictly enforced by District police. Violation charges and towing will be at the Contractor’s expense. A copy of regulations can be obtained by calling Public Safety Parking Office at 248 451-6859.

2.21 Vehicles should be limited to Contractor’s company vehicles only. Exceptions may be made for employees’ personal vehicles only on rare occasions and must be approved by the Director of Facilities.

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RFP: INTERIOR PAINTING – PONTIAC HIGH SCHOOLSECTION THREE

3.0 PERFORMANCE TERMS AND CONDITIONS:

3.1 Employees : The Contractor shall employ only competent and satisfactory personnel and shall provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to the District. If the Contract Administrator or designee notifies the Contractor in writing that any person employed on this Contract is incompetent, disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this Contract without the prior written consent of the Contract Administrator.

3.2 Payments: Payments will be net 30 days upon completion of work.

SECTION FOUR

4.0 PROPOSAL CONTENT

Bidder shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the District. 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.

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.

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.

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SIGNATURE PAGE

COMPANY NAME_________________________________________________________

By: _________________________________________________(Signature)

___________________________________________(Print Name)

__________________________________________(Title)

___________________________________________(Phone Number)

___________________________________________(Fax Number)

____________________________________________(E-Mail Address)

____________________________________________(Date)

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