Request for Proposal

PSSB Carpet Install Project

16-636592-DJ

University of California Davis Medical Center

Release date: 07/19/2016

DUE DATE: 08/15/2016, 3:00 P.S.T.

MANDATORY MEETING: 08/01/2016

SEE “INSTRUCTION FOR BIDDERS” SECTION FOR COMPLETE SCHEDULE

Return Response to:
RETURN ONE (1) Original and 2 COPIES TO:
(In person, by courier or U.S. Mail)
UC Davis Medical Center Purchasing
4800 2nd Ave., Suite 1500
Sacramento, CA 95817
Attn: Dave Johnson : RFP 16-636592-DJ / Technical Questions: Craig Allen

Bid Questions : Dave Johnson
Telephone: 916-734-2352

Faxed Responses will not be accepted
Deviations from specifications:
Any deviation from the specifications shall be identified and fully described. The right is reserved to accept or reject quotations on each item separately, or as a whole, and to waive any irregularities in the Proposal; irregularities may, however, render the Proposal non-responsive.
Public Disclosure:
Responses to become Public Records. All material submitted in response to this solicitation become a matter of public record and shall be regarded as public record.
Designation of Confidential Information:
UC Davis Medical Center will recognize as confidential only those elements in each response, which are trade secrets as that term is defined in the law of California and which are clearly marked as `TRADE SECRET, "CONFIDENTIAL,' or `PROPRIETARY.' Vague designations and blanket statements regarding entire pages or documents are insufficient and shall not bind UC Davis Medical Center to protect the designated matter from disclosure.
The California Public Records Act limits University of California, Davis Medical Center’s ability to withhold prequalification and bid data to trade secrets or records, the disclosure of which is exempt or prohibited pursuant to federal or state law. If a submittal contains any trade secrets that a Contractor does not want disclosed to the public or used by UC Davis Medical Center for any purpose other than evaluation of the Contractor's eligibility, each sheet of such information must be marked with the designation "Confidential." UC Davis Medical Center will notify the submitter of data so classified of any request to inspect such data so that the submitter will have an opportunity to establish that such information is exempt from inspection in any proceeding to compel inspection.
UC Davis Medical Center Not Liable for Required Disclosure:
UC Davis Medical Center shall not in any way be liable or responsible for the disclosure of any records if they are not plainly marked `TRADE SECRET,' CONFIDENTIAL,' or `PROPRIETARY,' or if disclosure is required by law or by an order of the court.

INTRODUCTION

This Request for Proposal (RFP) is made on behalf of the University of California, Davis Health System, hereafter referred to as UCDHS or University. The University invites your proposal for a project to install carpet in the PSSB Building.

Please quote your price to furnish the services and cost of carpet referenced in this document, to the University of California, Davis, Health System (UCDHS) Sacramento, CA 95817. Please read the entire document and complete all blanks. Response must include this document with answers and any supporting data as applicable. Returned response by bidder to this RFP accepts all terms and conditions herein. Thank you for your interest in the University of California Davis Health System.

Purpose of the Request for Proposal

The intent of this bid process is to obtain detailed written proposal from bidder to install carpet in the PSSB building at the same time a furniture install contractor will be lifting office furniture in the work area. Work will be done during off hours from 8pm to 4am to limit disruptions of daily activities.

Contract Time

There will be a pre-bid tour of the work area on Aug. 1st at 1PM.A walk-through of the project will be given and questions can be answered. All vendors who will be bidding must meet for the mandatory tour. Please go to 4800 2nd Ave. Sacramento 95817 Room 3020.The successful bidder shall be prepared to start work on September 19th, 2016listed on page 4of this RFP.

Intent of UC Davis Medical Center to Award Contract

It is the intent of UC Davis Medical Center to award a contract to the most qualified bidder that exhibits the best experience relevant to the work, approach to the work, ability to coordinate schedules with Furniture Moving Contractor,and costs. This is provided that the bid has been submitted in accordance with requirements of bidding documents and is judged to be reasonable and does not exceed funds available.

Reservation of Rights by UC Davis Medical Center

Notwithstanding the above provisions, UC Davis Medical Center reserves all rights to reject any or all bids, to effect any combination of bids, to waive any informality in any bids or in the bidding procedure at sole discretion of UC Davis Medical Center, to award the contract to other than the lowest responsible Bidder, to have constructed the entire work encompassed by the specifications or such part or parts of the work as UC Davis Medical Center may elect, and to reject any subcontractor who, in UC Davis Medical Center' opinion, is not qualified to perform the class of work involved.

Incurring Costs

All labor, materials, and miscellaneous costs incurred and expended by a participating Vendor in order to respond and produce and perform the submittal requirements of this RFP shall be borne entirely by the individual Vendor. In participating in this RFP process, each participating Vendor assume all risks, liability, and responsibility for all of the costs it incurs and expends in connection with this RFP. In responding to the RFP, the participating Vendor agrees that it will indemnify and hold harmless UCDHS against any charges, costs, or claims that may arise as a result of their participation in this RFP.

Pre-Employment Substance Abuse Screening Policy

To promote a drug-free work environment in accordance with the Drug-Free Workplace Act of 1988. The Substance Abuse Screening requirement is applicable to contracts executed after this policy’s effective date for temporary staffing firms, travelers, registry, contract labor and independent consultants and contractors. Vendor may not employ anyone who has failed a drug test. UCDHS will request audit of employee records as needed.

INSTRUCTIONS TO BIDDERS

Schedule of Proposal Process
Mandatory RFP Meeting
Address:4800 2nd Ave. Sacramento 95817 Room 3020 / Monday, August 1, 2016 (1:00pm)
Deadline for Bid Questions (Emailed to Dave Johnson) / Monday, August 8, 2016
Response to Questions (Posted to Website) / Wednesday, August 10, 2016
Deadline for Receipt of Proposals / Monday, August 15, 2016 by 3:00pm
Approximate Vendor Selection Date / Friday, August 19, 2016
Start Date of Work / Monday, September 19, 2016

Content and Format of Proposal

The proposal shall respond to all requirements of this RFP, stated or implied, without qualification or deviation. Where variations are suggested, they shall be provided as alternates from the base proposal, and shall be listed separately in the appropriate section with complete documentation and explanation. The award of the contract will be based on the determination of which supplier can provide the prescribed level of products and service in the highest quality and cost-effective manner.

In order for the Proposer’s bid to be responsive, all items listed in this section must be included in their proposal. Uniformity of submitted materials is essential to assure fair and accurate evaluation. For this reason, proposals that do not conform to all the terms and conditions of this solicitation may not be considered. Sections should be tabbed or labeled as follows:

  1. Cover Letter – Limit to one page, indicate your firm’s position regarding the RFP, interest in performing the work and any other information you deem to be relevant. Also indicate the primary point-of-contact for all proposed and contract actions.
  2. Industry Experience - The vendor must be a company primarily engaged in carpet instillation. Please enclose a copy of your firm's business brochure or company profile. Please list the name, location, and tenure of at least 5 references over $200K in a public institution in the past 5 years.Within a 75 mile radius of UC Davis Medical Center for whom you providedcarpet instillation services. Please provide at least one reference each project. These reference contacts should be prepared to be contacted to discuss the performance of your company.
  3. Coordination with Furniture LiftContractors Experience - The vendor must have a proven record of successfully working with FurnitureLift Contractors at the same time they are installing carpet. Coordination between the two companies is critical to the success of this project. Experience in this area will be a key component in award of RFP.
  4. Proposed Personnel – Please provide resumes of the key personnel proposed to manage this program. Explain the role each individual will take with the implementation of the carpet instillation project.
  5. Registered with California DIR–This project will require tracking with the California Department of Industrial Relations (DIR). Vendor must be registered in the California DIR database to be awarded RFP. Include proof that your company is registered with the California DIR.
  6. Cost Proposal & Bid Forms(Attachment A & B) – Include competitive pricing of carpet tiles and your services on the attached Cost Proposal Form. Overall program costs will be calculated based on the pricing that you submit.
  7. Terms and Conditions(Appendix E) – Sign and include this form with your proposal

Submission of Bids

Bids, to receive consideration, shall be submitted in a single bound document or equal, with 2 signed copies, and enclosed in a sealed package addressed as stated in the invitation to bidders. The full proposal shall include all sections as described on page 4 of these Instructions.

  • Bid Delivery: Bids shall be delivered to the bid place at or before the Bid Time stated in the invitation to bidders and will not be received at any other place. Oral, FAX, or telephone bids will not be accepted. Late bids will be returned unopened.
  • Bid Opening: Bids will be opened privately by UC Davis Medical Purchasing Department
  • Preparation of Proposal Forms and Signatures: All blank spaces in the proposal forms shall be fully filled in with required response. Submitted proposal forms shall be free of qualifications, exceptions, alterations, or erasures. The executed proposal form shall be signed with the full name and address of the bidder. If the company is a partnership, the proposal will be signed by a partner and include the name and address of each partner. If the company is a corporation, the authorized officer will sign in the corporate name and with the corporate seal affixed. As a reminder, submit 2 copies with the original proposal.
  • Changes to Bids: Changes to a submitted bid will not be considered unless in response to an addendum issued during the bid process.
  • Withdrawal of Bids: A bid may be withdrawn only upon the request of bidder or his duly authorized representative, provided such request is received by UC Davis Medical Center at the Bid Place and prior to the bid time. No bid may be withdrawn after the bid time for the number of days stated in the Invitation to Bidders.

Basis of Award

The contract will be awarded based on Program Quality versus Program Costs. Program Quality points will be awarded for factors other than cost. The Quality Points will be assigned and calculated by the UC Davis Medical CenterPurchasing Department and their consultants, and will be awarded by category, dependent upon the relative importance of each category.

To determine the best carpet instillation vendor for UC Davis Medical Center, the lowest Program Cost per Program Quality point will be determined. Each bidder's quoted price, as specified in Cost Proposal and Bid Form, will be used to estimate the overall program price and then divided by the total quality points awarded to that particular bidder's response for the Proposal Review and Score.

Vendor Inquiries

UC Davis Medical Center Purchasing Department is the agency authorized to distribute Proposals. Distribution of Proposals to parties other than those specifically designated by UC Davis Medical Center is not authorized. Failure to observe this guideline may result in vendor disqualification.

PROPOSAL, CONDITIONS

  1. Notwithstanding any other provision of the RFP, Bidders are hereby advised that this RFP is a solicitation of proposals only and is not to be construed as an offer to enter into any contract or agreement. Thus, UC Davis Medical Center reserves the unqualified right to reject any or all proposals for any reason.
  2. UC Davis Medical Center shall have the unconditional and unqualified right to withdraw, cancel, or amend this RFP at any time. Bidders shall bear all costs associated with the preparation and furnishing of responses to this RFP. UC Davis Medical Center, in its sole discretion, reserves the right to determine whether any Bidder meets the minimum qualification standards, to determine whether a proposal is responsive, and to select a proposal which best serves its program objectives. UC Davis Medical Center reserves the right to negotiate a contract with the selected Bidder.
  3. All proposals shall be firm for a period of 90 days following the proposal submission due date.
  4. Responses to this RFP should be made according to the instructions contained herein. Failure to adhere to RFP instructions may be cause for rejection of the proposal. A proposal, which contains conditions or limitations set up by the Bidder, may be deemed irregular and subsequently rejected by UC Davis Medical Center.
  5. False, incomplete, or unresponsive statements in the proposal response may be cause for its rejection. The evaluation and determination of the fulfillment of the RFP requirements will be UC Davis Medical Center’s responsibility and its judgment shall be final.
  6. UC Davis Medical Center reserves the right to interpret or change any provision of this RFP at any time prior to the proposal submission date. Such interpretation or change shall be in the form of a written addendum to this RFP. Such addendum will become part of this RFP and any resultant contract. Such addendum shall be made available to each company that has received an RFP. Should such addendum require additional information not previously requested, a Bidder's failure to address the requirements of such addendum in the proposal response might result in the proposal not being considered.
  7. UC Davis Medical Center has, at its sole discretion, the unconditional and unqualified right to determine that a time extension is required for submission of proposals, in which case, a written RFP addendum issued by UC Davis Medical Center shall indicate the new submission date for proposals.
  8. Prior to the final submission date, any Bidder may retrieve their proposal to make additions or alterations. Such retrieval, however, shall not extend the final submission date.
  9. Bidders wishing to submit proposals in response to this request do so entirely at their own expense, and submission of a proposal indicates acceptance of the conditions contained in the RFP unless clearly and specifically noted otherwise.
  10. PUBLIC INFORMATION AND TRADE SECRETS--The California Public Records Act limits UC Davis Medical Center’s ability to withhold pre-qualification and bid data to trade secrets or records, the disclosure of which is exempt or prohibited pursuant to federal or state law. If a submittal contains any trade secrets that Bidder does not want disclosed to the public or used by UC Davis Medical Center for any purpose other than evaluation of the Bidder's eligibility, each sheet of such information must be marked with the designation "Confidential." UC Davis Medical Center will notify the Bidder any request, by another party, to inspect such confidential information. Bidder will have an opportunity to establish that such information is exempt from inspection in any proceeding to compel inspection.
  11. All computer programs and data made available by UC Davis Medical Center to Bidders hereunder shall remain the property of the UC Davis Medical Center and shall be maintained, used, and disseminated in accordance with the California Information Practices Act of 1911, Civil code Sections 1798 through 1798.76, and the California Public Records Act, Government Code Section 6250 through 6260. All listings and all copies of listings that reveal names or identification numbers of individuals, (i.e., employees, patients, etc.) shall be destroyed or returned to UC Davis Medical Center.
  12. The final contract(s) with the selected Bidder(s) will be prepared by the UC Davis Medical Center Purchasing Department and will incorporate this Request for Proposal, including its Appendices and Addenda (if any), and the bidder's submitted proposal.
  13. If at any time it is discovered that the person(s), firm, or corporation to which an Agreement has been awarded has, in presenting a Proposal, colluded with any other party(ies), the Hospital reserves the right to immediately cancel or terminate the awarded Agreement, and the Supplier shall be liable to UC Davis Medical Center for all losses incurred and / or damage which UC Davis Medical Center may have suffered
  14. To facilitate timely award of this contract, each Bidder must certify its ability to comply with the insurance requirements outlined in Appendix E. The Hospital will require the selected Bidder to furnish a certificate of insurance naming The UC Davis Medical Center as an additional insured. Such certificate of insurance shall be in a form as issued by an insurer approved by the Hospital and shall contain an endorsement requiring not less than thirty (30) days written notice to the Hospital prior to any cancellation or modification thereof Thereafter, a certificate evidencing the renewal of each such policy shall be furnished to the Hospital at least ten (10) days prior to the expiration of the term of said policy. Failure to comply with this requirement may result in cancellation of any contract resulting from this Request for Proposal.
  15. The Hospital reserves the right to adjust the minimum insurance limits specified in Appendix E, based on the overall risk assessment of the project. Each Bidder must provide evidence of its current coverage with its proposal.

ATTACHMENT A

CARPET & INSTILLATION COST PROPOSAL

Provide your costs for this entire project including for the following: