Texarkana Regional Airport RFP 2012-05

H-3 Hangar RoofRenovation Project

I. INTRODUCTION

This solicitation is being offered by Texarkana Airport Authority. The Airport is a public entity owned by the Cities of Texarkana, AR and Texarkana, TX. The Airport is tax exempt. Funding for this project is being provided by the Airport and TXDOT through the City of Texarkana, TX.

The Airport is seeking proposals to extend the roof life of Hangar Three (H-3). This Request for Proposals (RFP) contains the information necessary to prepare and submit a proposal.

II. DEFINITIONS

Throughout this request for proposals, the following definitions shall apply:

  1. RFP means Request for Proposals.
  2. Airport means the Texarkana Airport Authority. For purposes of this solicitation, the Airport Director may act for the Airport Authority.
  3. Proposer means the individual, firm, partnership, joint venture, or corporation whichsubmits a proposal to the Airport in response to this RFP.
  4. Contractor means the proposer chosen by the Airport to perform the services outlined in the RFP.
  5. Project or Plan means the roofing workto be provided in accordance with the scope of services and specifications in the contract.

Ill. INSTRUCTIONS TO RESPONDENTS

  1. An optional Estimator’s Meeting will be held at 3:00 PM on Monday, 19 November2012at the Airport Administration Building. All proposals must be received at the Airport Administration Building, Texarkana Regional Airport, by 3:00 PM CST, Friday, 23November 2012, regardless of delivery method. Proposals will be publicly opened and read aloud beginning at 3:00 PM. Proposers and interested public are invited to attend. A pre-start meeting date and time will be coordinated with the award winner.
  2. The envelope or container conveying the proposal must be sealed and addressed as follows:
  1. Any person, firm or corporation able to meet the requirements of this RFP is invited to respond. Proposals will be bound by the provisions contained in this RFP, unless an amendment or deviation is formally approved and distributed by the Airport.
  1. This RFP represents in writing to all proposers the most comprehensive and definitive statement that the Airport is able to make as to the requirements, terms, and conditions for this proposal process and performance of the project. Information and understandings, verbal or written, which are not contained either in this RFP or in subsequent written addenda to this RFP, will not be considered in evaluating proposals.
  1. Any conditions or expectations on the part of the proposer for performance by the Airport must be set forth in the proposal. The Airport is not obligated to consider anyproposers’ postsubmittal terms and conditions.
  1. The specifications/scope of work/services listed is to be interpreted as meaning the minimum acceptable by the Airport.
  1. Proposals must include all taxes, as applicable, but they must be shown separately. Any such levies shall be the responsibility of the contractor.
  1. As part of the public negotiation process leading to the selection of a contractor, the Airport may request additions or modifications to any proposal. It is the present intent of the Airport not to negotiate substantive portions of an applicant’s proposal and to rely on the information submitted in these proposals in awarding a contract based on the lowest bid.
  1. The Airport reserves the right to award the contract without further discussion on the proposals submitted. The Airport and its designees also reserve the right to reject and/or accept any and all proposals received or parts thereof. The Airport retains the right to waive any minor irregularities in any proposal submitted. The Airport may make such investigations it deems necessary to determine the ability of the proposer to provide/perform as sought by the Airport and the proposer shall provide relevant information as requested.
  1. All proposals will become part of the official file on this matter without obligation to the Airport. In addition, respondents are hereby advised that proposals, once the Airport has made its selection, are subject to the Arkansas Freedom of Information Act and, therefore, available for viewing or copying by anyone upon request.
  2. This solicitation does not commit the Airport to pay any costs incurred in preparing and submitting the proposal or to contract for the services specified.
  1. Acceptance by the successful proposer of an award from this proposal indicates that the successful candidate is in no way currently indebted to the Airport, The Cities of Texarkana, Miller or Bowie County or the States of Arkansas or Texas.

12. Continued. Indebtedness to any of the above shall be basis for non-award and/or cancellation of any award.

  1. It is the Airport’s policy to encourage the involvement of Disadvantaged Business Enterprise (minority-owned and women-owned businesses) in contracts awarded. DBEs are invited to submit proposals to perform work outlined in this RFP, either as a prime contractor, subcontractor, or as part of a joint venture. Non-DBE firms are encouraged to arrange subcontracts or joint ventures with DBEs prior to submission of their proposal.
  1. Any questions concerning this solicitation or bidding results should be directed to Mr. Steve Luebbert, Airport Director, Texarkana Regional Airport, Texarkana, AR 71854; TEL: (870) 774-2171, FAX: (870) 775-1269.
  1. Requests for clarifications of any items, requirements or specifications contained herein must be received by the Airport, in writing, (fax permissible) no later than noon on Tuesday, 20 November 2012. Upon receipt of a request for clarification, the Airport shall respond in writing no later than noon on Wednesday, 21November 2012 and shall furnish a copy of said response to all prospective respondents who have expressed their intent to the Airport to submit a proposalif the response is deemed substantive to bid estimation. The procedure outlined above shall be followed in order to ensure competitive fairness by providing all prospective respondents with the same information. Except when in the Airport’s best interest, the names of prospective proposers will not be divulged.
  1. A singlebidis required: The bid will entail the total cost for labor and materials to conform to this RFP, prepare the roof surfaces, and apply a covering that meets the specifications herein. A bid bond (5%) must accompany the submittal.
  1. The contractor will be a certified installer of the product(s) to be applied. Evidence of current certification must be submitted with the bid.
  1. IAW Act 43, 1999, Arkansas Statues, the contractor shall possess a certificate of license with the proper classification from the State Contractor’s Licensing Board before bid is submitted. A copy of the contractor’s state licensing certificate must be submitted with the bid.
  1. A certificate of commercial general liability and defective workmanship insurance must be submitted with the bid. Insurance minimums: each occurrence, $1M; personal injury, $1M; general aggregate, $2M; workmanship/product - $2M.
  1. Proposals must be signed by a company or corporate officer authorized to commit the submitting firm and shall remain in full force for ninety (90) calendar days following the date of opening. Proposals may be withdrawn prior to opening only.

20. Continued. Negligence on the part of the proposer shall not constitute a right to

withdraw the proposal after it is opened.

  1. Respondents should also be available for oral presentations if such presentations are deemed necessary to determine the most qualified firm. Any such oral presentation will be scheduled at a mutually convenient time.

IV. PROJECT DESCRIPTION

  1. This project will replacethe water proofing portion of the H-3hangar roof. The hangar (Fig 1.) was originally constructed in 1978. The steel structure and metal decking is sound. The roof area is approximately 11,440 SF. There are eight translucent panels (skylights) that will be replaced as part of the project. The apex (ridge line) is vented the full length. The adjoining lean-to (30’ X 104”) will not be included in the project. The hangar will not house any aircraft during the project.

IV PROJECT DESCRIPTION CONTINUED

V. PROJECT REQUIREMENTS

The Airport:

  1. Prior to starting the project, the Airport will provide the contractor a security orientation, dumpster location and material storage area. The airport will provide water and power as required.
  2. The airport inspector will monitor the project whenever the contractor is on site.

The Contractor:

  1. Thoroughly prepare the roof fasteners, seams, flashing and panel surfaces.
  1. Replace the eight translucent panels with new, 12 oz, fire-rated fiberglass translucent panels.
  1. Apply a seamless, weather-proof, elastomeric with a 100 percent, non-prorated warranty against leaks or failure for a minimum of five (5) years. Warranty must be renewable.
  1. The contractor shall be responsible for remediationof any effluent, overspray or contaminate. The contractor shall be solely responsible for complying with federal and state environmental laws and regulations.
  1. Contactor personnel must abide by airport security requirements and coordinate their daily schedule with the airport inspector.
  1. All loose materials must be contained or controlled so as not to present a hazard to nearby aircraft. The contractor assumes financial liability for aircraft damage caused by negligence of the contractor’s personnel.
  1. The contractor shall warrant that on delivery, all materials are free of defects that would diminish their serviceability or usefulness for the intended purpose.
  1. Billing for services and products completed will be submitted in two phases. The first payment date will be agreed upon at the pre-start meeting. The final payment will be issued when the airport inspector confirms all work is complete and in compliance with the contract and RFP.
  1. The contractor must adhere to AR OSHA standards.

VI. AWARD AND ALTERATION OF CONTRACT

The Airport Director will make the final decision regarding contract award. Any significant work alterations or additions during the term of the contract shall be renegotiated by the Airport Director and the contractor. The Airport reserves the right to request the modification of any and all proposals and/or reject all proposals.

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