REQUEST FOR PROPOSAL
PARKING LOT IMPROVEMENTS
PREPARED FOR:
WESTFALL LOCAL SCHOOL DISTRICT
May 18, 2017
LEGAL AD AND NOTICE TO BIDDERS
NOTICE TO BIDDERS: Sealed bids will be received from general contractors by the Westfall Local School District (the “District”) for the project known as the “Parking Lot Improvements” (the “Project”) with an estimated budget of $1,200,000.00. Interested general contractors should submit one (1) original and two (2) copies of their fully completed and signed Bid Proposal, along with all required documentation, in a sealed envelope marked “Proposal for Parking Lot Improvements” to the Westfall Local School District’s Office located at 19463 Pherson Pike, Williamsport, Ohio 43164 at 10:00 a.m. (EST) on by June 12, 2017 at which time they will be opened and read aloud. A Pre-bid Meeting will be held 10:00 a.m. (EST), on May 30, 2017 at the Westfall Local High School located at 19463 Pherson Pike, Williamsport, Ohio 43164. Copies of the plans, specifications and proposal forms may be picked up from the District’s offices Monday through Thursday from 8:00 a.m. until 3:00 p.m. or via the District’s website at www.westfallschools.com. All questions should be submitted in writing to Mr. Eric Gillispie, Maintenance Supervisor, . In accordance with ORC 153.54, each bid must be accompanied by a bid bond, letter of credit or certified check equal to 10% of the bid. The District shall only award the contract to the lowest responsive and responsible bidder pursuant to O.R.C. Section 9.312(c); however, the District reserves the right to accept or reject any or all bids, waive any informalities or irregularities in any bid received and to conduct such investigation as necessary to determine the responsibility of any bidder. No bid may be withdrawn after the opening of the bids. Any Bid Proposal received after the above referenced time and date will be returned to the submitter unopened. This project is tax exempt.
By Order of the Westfall Local School District
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REQUEST FOR PROPOSALS
FOR PARKING LOT IMPROVEMENT PROJECT
WESTFALL LOCAL SCHOOL DISTRICT
May 17, 2017
TO: Prospective Bidders:
The Westfall Local School District (the “District”) is planning to select a contractor (“Contractor”) to replace existing ashpalt parking lots and construct drainage improvements at the Elementary School, Middle School and High School (the “Project”) as further described in this Request for Proposal (“RFP”). In connection with the Project, Contractor shall furnish all labor, equipment, material, and supplies as may be required to properly perform the work thereunder.
Carefully review this RFP, as it provides specific information necesesary to aid potential bidders in formulating a thorough response. Should you elect to participate in this RFP, please submit one (1) original and two (2) copies of your fully completed and signed Proposal, along with all required documentation, in a sealed envelope marked “Proposal for Parking Lot Improvements” to the District offices at 19463 Pherson Pike, Williamsport, Ohio 43164, Attn: Brian Ramsay, on or before June 12, 2017 at 10:00 a.m. (EST).
Proposals must be made on the attached Proposal Form and must be complete in nature, including containing all required signatures and additional documentation, forms and must otherwise be made in accordance with the enclosed instructions.
Proposed pricing for Project may be disclosed at a public meeting to recommend and select a Contractor. Because agreements of this nature require the expenditure of public funds and/or the use of public facilities, the successful Contractor must understand that potentially all of their Proposal (including any final contracts) will become public record after its acceptance by the District.
The District reserves the right to cancel this RFP, accept or reject any or all Proposals, waive any informalities or irregularities in any Proposal and/or to accept any Proposal considered most advantageous and beneficial to the District.
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INSTRUCTIONS TO BIDDERS
A. DESCRIPTION OF PROJECT
This Request for Proposals (“RFP”) is a solicitation from Westfall Local School District (the “District”) for proposals from qualified contractors to replace existing asphalt parking lots and construct drainage improvements at the Elementary School, Middle School and High School in accordance with the specifications which are more fully described on Appendix A attached hereto (the “Project”). The estimate of probable cost for the Project is $1,200,000.00, plus any contingencies used during the construction process.
B. SUBMITTAL REQUIREMENTS AND FORMAT
1. Submittal Deadline: Proposals are due no later than 10:00 a.m. (EST) on June 12, 2017. Any Proposal received after the above-referenced time and date will be returned to the bidder unopened.
2. Submittal: The submittal must include one hard copy in a sealed envelope clearly marked on the outside with “Proposal for Parking Lot Improvements”.
Send submittals, or hand deliver to:
Brian Ramsay, Treasurer
Westfall Local Schools
19463 Pherson Pike
Williamsport, Ohio 43164
3. Content: To be considered for selection, each bidder must submit the following information in keeping with the following format and identifying each item by number and letter. All materials and other documentation submitted with the Proposal will become the property of the District at the time of submission. Proposals will be public information after bids are opened.
(a) Letter of Introduction. Briefly describe the bidder, the name, address, email, and phone number of the contact person as well as a summary of the bidder’s understanding of the scope of work and the overall approach to the Project. This letter should indicate features, skills and/or services which distinguish the bidder, and state why you believe your company is the best qualified to perform the work. Indicate if any conflicts of interest exist or could arise due to working for the District.
(b) Personnel and Allocation of Resources.
(i) Provide the names, title, experience, and qualifications of management personnel who would provide oversight for the contract service. Provide resumes of all such personnel.
(ii) Provide the names, title, experience, and qualifications of personnel who would be assigned to provide direct services to the District.
(iii) Provide the office location that would be servicing the Project and staffing level at that office.
(c) References. Provide at least three (3) references that may be contacted for verification of the bidder's experience and qualifications. This should consist of a minimum of two (2) school districts for which similar services have been performed, and provide names and telephone numbers of personnel who can be contacted with regard to the services you have provided.
(d) Litigation History. Provide specific information on the bidder’s performance history, in the last five years, with respect to:
(i) Termination for default.
(ii) Litigation by or against your company.
(iii) Judgments entered for or against your company.
(e) Bid Forms and Documents. All bidders MUST complete the Bid Forms attached hereto as Appendix B and MAY NOT substitute them with other or similar forms.
(f) Statement of Proposed Work. All bidders must provide the description of the services and cost.
(g) Additional Documentation. The District requires the following additional documentation to be provided along with the submitted Proposal:
(i) Proof of Liability and Casualty Insurance
(ii) Proof of Workers’ Compensation
(iii) Provide documentation of participation in Ohio Drug Free Safety Program
(iv) A bid bond in the form attached hereto as Appendix C.
(v) A completed and signed Notice of Non-Discrimination, in the form attached hereto as Appendix D.
(vi) The law now requires that, if the bidder is an individual or has less than five (5) employees and is classified as an independent contractor, the bidder must acknowledge its status as an independent contractor and the fact that no contributions will be made to “OPERS. This acknowledgement is made by completion of the OPERS Independent Contractor Acknowledgement form attached hereto as Appendix E.
(vii) A completed and signed Non-Collusion Affidavit in the form attached hereto as Appendix F.
(viii) A completed and signed Delinquent Personal Property Tax Statement, in the form attached hereto as Appendix G.
(ix) A completed and signed affidavit in compliance with O.R.C. 3517.13 (contracts over $10,000) attached hereto as Appendix H.
(x) A completed and signed W-9 Form attached hereto as Appendix I.
(h) Addendum: Any addendum issued during the time of accepting Proposals shall be deemed a part of this RFP and covered in any submitted Proposal.
(i) Bidder Certification: The bidder hereby certifies that upon delivery of a Proposal that:
(i) They have carefully and thoroughly reviewed this RFP and understand the nature and scope of the work to be performed in connection with the Project which may be reasonably inferred to be included within the scope of work;
(ii) They understand their Proposal is based upon the terms, specifications, requirements, and conditions of this RFP; and
(iii) They agree that the performance time specified in this RFP is a reasonable time, having carefully considered the nature and scope of the work expected to be performed.
C. INQUIRIES
All inquiries concerning this Request for Proposal, the Project or specifications should be directed to:
Brian Ramsay
Westfall Local School District
19463 Pherson Pike
Williamsport, Ohio 43164 Phone: (513) 579-7300
Email:
D. RFP SCHEDULE
The following timeline applies to the RFP, however, the District may change the estimated dates and process as deemed necessary:
Activity / DateRFP Issued / ___May 18______, 2017
Pre-Bid Meeting / ___May 30______, 2017
Last Date for Questions / ___June 6______, 2017
Proposal Due Date / ___June 12______, 2017
Contract Awarded / ___June 15______, 2017
The deadline to submit questions regarding this RFP is June 6, 2017. Questions must be submitted in writing (email is preferred) to the attention of . Answers to the questions will be posted on District’s website no later than 11 a.m. on June 8, 2017. An email will be sent to all interested firms indicating the link to the questions and answers.
E. SCOPE OF WORK
The bidder shall provide all labor, equipment, supervision and administration in connection with the replacement of existing asphalt parking lots and construction of drainage improvements at the Elementary School, Middle School and High School in accordance with the specifications.
It is the responsibility of each bidder to visit the school site and all bids must include a complete drawing of the Project Site with measurements. The bidder shall, at all times, observe and comply with all such laws, ordinances, regulations, orders, and decrees, and shall protect and indemnify the District and its representatives against any claim or liability arising from or based on the violation of any such law, ordinance, regulation, order, or decree, whether by itself or its employees.
The bidder agrees that in the hiring of employees for the performance of work in connection with the Project, the bidder shall not by reasons of race, sex, creed or color, discriminate against any person in the employment of labor or workers, who are qualified and available to perform the work to which the employment relates.
The RFP does not attempt to define the entire scope of the work nor all the terms and conditions in the contract documents. Rather, the RFP and contract documents are intended to be flexible and allow for the successful bidder to demonstrate its expertise necessary to fully complete the contract documents in accordance with the specifications on budget and on time. The District reserves the right to modify the scope of work at any time before execution of the contract documents, as it deems necessary, in its sole judgment, and in the best interest of the public.
F. EXAMINATION OF SPECIFICATIONS AND WORK SITE
The bidder is expected to carefully examine the site for the Project, this RFP, specifications, contract documents, before submitting a Proposal. The submission of a Proposal shall be considered evidence that the bidder has made such examination and is satisfied as to the conditions to be encountered in performing the work and as to the requirements of the specifications and contract documents.
G. BID BOND AND PERFORMANCE BOND
Each Proposal must include a Bid Bond, Certified Check, Cashier's Check, or an Irrevocable Letter of Credit drawn on a solvent bank, payable to the District, in an amount not less than ten percent (10%) of the proposed bid amount for the Project. Bid Bonds must be completed in the form attached hereto on Appendix C.
As a condition to awarding the contract, the successful bidder must, within ten (10) days after it has received notice of the award and before it has entered into a Contract, furnish a Performance Bond, Irrevocable Letter of Credit, or Certified or Cashier's Check drawn on a solvent bank made jointly payable to the District in an amount equal to 100% of the Contract price.
H. AWARD OF CONTRACT
The award of a Contract will be made by the District Board to the lowest responsive and responsible bidder based the bidder's qualifications including, but not limited to the following: references, knowledge, interpretation of the District's needs, and experience with similar projects. Proposals will be evaluated on the basis of the following criteria:
1. Experience and Qualifications of the Proposal (50 points) - Consideration will be given to bidders (including the individuals assigned to the project) demonstrating strong capabilities, experience and reputation in undertakings similar to those described in this RFP.
2. Proposal Completion (25 points) - Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, technical approach, and proposal presentation.
3. Cost and Financial Terms (25 points) - Consideration will be given to proposals that present the most cost efficient terms to the District.
In no case will an award be made until all necessary investigations are made as to the responsibility of the bidder to whom it is proposed to award the Contract. The successful bidder will be notified by letter mailed to the address as shown on its proposal that its bid has been accepted and that it will be awarded the Contract.
The District reserves the right to reject any and all bids for any and all items covered in the Proposal; to waive informalities or defects in Proposals; to reject the Proposal of a bidder, who in the District’s opinion, is not qualified to perform the Contract; or to accept any Proposal that it deems to be in the best interest of the District.