FRANKLIN REDEVELOPMENT AND HOUSING AUTHORITY

REQUEST FOR PROPOSAL

FOR

BURN DEBRIS CLEAN UP AND REMOVAL

RFP# 20100901

Issue Date: September 12, 2010

Due Date and Time:October 5, 2010 at 11:00 AM ET

Send Proposals To:Franklin Redevelopment & Housing Authority

Attn: Sherry P. VanderKlay, Asset Manager

925 Pretlow Street

Franklin, Virginia23851

Inquiries:Sherry P. VanderKlay, Asset Manager

(757) 562-5177

Franklin Redevelopment and Housing Authority

925 Pretlow Street

Franklin, Virginia 23851

757/562-5177 (Office)

______

REQUEST FOR PROPOSALS

BURN DEBRIS CLEAN UP AND REMOVAL

RFP # 20100901

The Franklin Redevelopment and Housing Authority (FRHA) is currently soliciting proposals for Contractors to remove and dispose of burn debris and other materials.

SEALEDPROPOSALS will be received until Tuesday, October 5, 2010at 11:00 AM ET at FRHA’s Contracting Office located at 925 Pretlow Street, Franklin, VA 23851. No proposals received after this date and time will be accepted. It will be the responsibility of the contractor to see that their proposal is in the office by the specified time and date. There will be no exceptions. Date of postmark will not be accepted. Award of the contract will be announced by FRHA as soon thereafter as is practicable. Proposals must be submitted in a SEALED envelope clearly labeled RFP # 20100901, BURN DEBRIS CLEAN UP AND REMOVAL, Company information and Attn: Sherry P. VanderKlay.

FRHA is an EEO/ADA compliant employer and reserves the right to reject any or all proposals, to waive any informalities in the specifications or proposal process or to cancel in whole or in part this Request for Proposal if it is in the best interest of FRHA to do so. The attention of contractors is directed to the fact that the proposed work will be financed in whole or in part with Federal Funds, and therefore, all applicable Federal Statues, ruling and regulations will apply. FRHA encourages minority and woman-owned firms to apply.

Any contractor may withdraw a proposal either personally, by written request or by FAX at any time prior to the scheduled closing time of receipt of proposals. NO PROPOSAL SHALL BE WITHDRAWN FOR A PERIOD OF THIRTY (30) DAYS subsequent to the opening of Proposals without consent of FRHA.

Any questions or clarifications may be directed to the attention of Sherry P. VanderKlay, Asset Manager at (757) 562-5177.

Sherry P. VanderKlay

Asset Manager

PROPOSAL REQUIREMENTS

BURN DEBRIS CLEAN UP AND REMOVAL

RFP # 20100901

1.0PURPOSE:

It is the expressed intent of this formal Request for Proposal (RFP) to acquire a fully qualified Contractor to remove and dispose of burn debris and other materials as listed in this RFP at the Suburban Gardens Property for the Franklin Redevelopment and Housing Authority (hereinafter “FRHA” or “Owner”) in the City of Franklin in accordance with specifications and conditions herein.

2.0SCOPE OF WORK:

This project shall be bid as a lump sum proposal with pricing for Alternate Bid #1 and Alternate Bid #2.

The Contractor shall perform all required work and shall furnish all professional & skilled services, supervision, labor, materials, tools, equipment, insurance and permits, if necessary, and all else required to provide burn debris clean up and removal at the Suburban Gardens Propertyfor the Authority. All work sites are located within the City limits of Franklin, Virginia.

-All buildings will be burned by the Franklin Fire Department on October 9, 2010. Beginning October 11, 2010 the remaining debris is to be demolished and removed from the premises unless otherwise noted. .

The following are to be removed in the Request for Proposal:

- Building debris from buildings 101, 103, 104 &MaintenanceBuilding

- Concrete slab, footings and porches

- Incidental material associated with the buildings

- Concrete sidewalk (exclude sidewalk adjacent to Bank Street)

- Concrete curbing

- Clothing poles

- Trees and shrubs

- Above ground gas piping (next to MaintenanceBuilding. Lines are drained & disconnected)

- Playground fence, surface & sub-base

-Grade site for positive drainage and seed (Maintain proper E&S)

A demolition plan must be submitted and approved by the Authority prior to any work commencing.

ALTERNATE BID #1

- Remove building debris from buildings 102 & 105 as well as the concrete slab & footings.

- Incidental material associated with the buildings.

ALTERNATE BID #2

- Demo and Remove buildings 102 & 105 in their entirety in lieu of Fire Department burning, as well as the concrete slab & footings.

- Incidental material associated with the buildings.

All debris will be disposed of properly in approved land fills or recycling centers only. Contractor is responsible for ensuring any and all debris be removed from the site at no additional cost to the FRHA and will be kept clean until the site is approved by FRHA. Upon completing the demolition effort, the contractor shall request a final inspection from FRHA. Upon the completion of the job, a copy of all waste disposal documents (dump tickets) must be submitted to FRHA. No final payment shallbe made until all documents have been received.

All work must meet the Code of Ordinances for the City of Franklin.

Prior to seeding, the contractor will notify and meet with the FRHA field representative to inspect the site; once approved; the site can be seeded and covered with wheat straw. The straw should be spread in a manner to completely cover the seeded area.

The seed should be applied as follows:

Fall Seeding: Apply seed, soil amendments, mulch & maintenance as required via Virginia Erosion and Sediment Control Handbook.

The Contractor will maintain the lot/s for 30 days after work has been accepted, unless directed otherwise. This will include back filling areas that hold water and/or raking the lot in the manner addressed above. The lot/s must be left in such condition that allows for maintenance by FRHA personnel.

2.1 Work Hours:

All work to be completed during the hours of 7:00 AM until 5:00 PM. Monday thru Friday.

3.0 TERMS AND CONDITIONS:

3.1 HUD Requirements:

The Contractor agrees to comply with the terms and conditions of HUD Form 5369-A Representation, Certifications, and Other Statements of Bidders; HUD Form 5369-B, Instructions to Offerors - Non Construction Contracts; HUD Form 5369-C, Certifications and Representations of Offerors – Non Construction Contracts. Forms are due at the contract signing.

3.2 Drug-Free Workplace:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitation /contracts or advertisements for employees; placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

3.3 Non-Discrimination and Equal Opportunity:

The Contractor and FRHA agree that in the performance of this Agreement they will abide by all applicable federal non-discrimination and equal opportunity provisions as set forth in 29 CFR Part 37.

A bidder, offeror, or contractor shall not be discriminated against in the solicitation/contract or award of this contract because of race, religion, color, gender, national origin, age, disability, faith-based organizational status, any other basis prohibited by Federal and state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest.

By submitting a proposal, the contractor certifies to FRHA that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA).

In every contract over $5,000 the provisions in paragraph (1) and (2) below apply:

  1. During the performance of this contract, the contractor agrees as follows:
  1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
  2. The contractor, in all solicitation/contracts or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.
  3. Notices, advertisements and solicitation/contracts placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.
  1. The contractor will include the provisions of 1 above in every subcontract or purchase order over $5,000, so that the provisions will be binding upon each subcontractor or vendor.

3.4 Ethics in Public Contracting:

By submitting a proposal, contractors are certifying that their proposal was made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other contractor, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan subscription, advance, deposit of money, services or anything of more than nominal value, present or promised.

3.5 Immigration Reform and Control Act of 1986:

By submitting a proposal, the Contractor certifies that they do not, and will not during the performance of the contract for goods and services with FRHA, violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits employment of illegalaliens.

3.6 Liability:

The said Contractor hereby finds himself and his successors to indemnify and save harmless FRHA and its officers, agents, or employees from all suits and actions of every name and description brought against it or them and all costs or damages to which it or they may be put, on account of, or by reason of any injury or alleged injury to the person or property of another resulting from negligence or carelessness in the performance of the work or in guarding the same or from any improper materials used in its construction or by, or on account of any act or omission of the Contractor or his agents; and that the whole or so much of the monies due to the Contractor, under and by virtue of this Contract, as shall or may be considered necessary by the FRHA, shall and may be retained until all such suits and claims for damages as aforesaid shall have been settled and evidence to that effect furnished to the satisfaction of the FRHA. The said Contractor further agrees to indemnify and save harmless the FRHA against any and all claims, suits or demands that may accrue to be suffered by, or adjudicated against it by reason of any injury sustained by an employee in and about the said work under and pursuant to the provisions of the Workman's Compensation Law or any amendments thereto, and the Contractor shall produce certificates or other satisfactory evidence of ample protection against such liability.

3.7 Property Damage:

It is further agreed that should any damage be done to public or private property, in consequence of any act or omission on the part of the Contractor or his employees or agents in carrying out the Contract, then the Contractor shall make such repairs as necessary in consequence thereof, at their own expense and to the satisfaction of the FRHA representative; and in case of their failure to do so promptly, then the said repairs may be made by the FRHA representative and the expense thereof shall be deducted out of any monies due or to become due to the Contractor under the Contract. Permits shall be obtained to perform the work when required. The contractor shall be responsible to ensure that permission is granted from the owner of adjacent properties if access is necessary.

3.7 Debarment Status:

By submitting a proposal, contractor certifies that they are not currently debarred by the Commonwealth of Virginia, the Federal Government, or FRHA from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation/contract, nor are they an agent of any person or entity that is currently so debarred.

3.8 Site Examination:

Each contractor is responsible for measurements for all work items. (i.e. Concrete, Foundations, etc). No pre-proposal conference is schedule for this RFP.

Before submitting a proposal, the contractor(s) shall carefully examine the site(s) of proposed work, to become fully familiarized to the existing conditions and limitations and include in the proposal the total cost of all items contemplated by the contract. All contractor(s) MUST notify Ms. VanderKlay at the contracting office prior to site examination. No allowance shall be made subsequently in this connection on behalf of the contractor for any error or negligence on their part. Responsibility of visiting sites rests with the Contractor.

3.9 Clarifications of Terms:

If any prospective contractor has questions about the specifications or other solicitation documents, the prospective contractor should contact Ms. VanderKlay at 757-562-5177. Any revisions to the solicitation will be made only by addendum issued by FRHA.

4.0 SPECIAL CONDITIONS:

4.1 Inspection of Work:

The Contractor shall at all times permit and facilitate inspection of the work by authorized representatives of FRHA.

4.2 Changes Orders:

FRHA acting through its authorized representatives, may order extra work, or make changes by altering, adding to, or deducting from the work, the Contract Sum being adjusted accordingly. All such orders and adjustments shall be in WRITING and such work shall be executed under the conditions of the Original Contract. No modification of the terms of the contract shall be made except by written amendment or a change order and shall be executed by both the Contractor and the Authority. Contractor shall not perform additional work unless authorized to do so in writing by the Contracting Officer. If contractor performs any work outside of this contract, contractor does so at their own risk. Failure to get prior approval for a change order will cause it to be denied. Any request for a Change Order that is not reasonably priced will not be approved.

4.3 Compliance with Regulations:

The Contractor shall give all notices and comply with all laws, ordinances, rules and regulations bearing on the conduct of the work. If the Contractor performs any work knowing it to be contrary to such laws, ordinances, rules or regulations, and without such notice to FRHA, he shall bear all costs arising therefrom.

4.4 Performance & Payment Bond:

For construction contracts in excess of $50,000.00,the contractor shall submit with the proposal a notarized bid bond from a surety company licensed to do business in Virginia and which is listed in the latest issue of U.S. Treasury Circular 570. The amount of the bid bond shall equal 5% of the bid price. In lieu of a bid bond, the contractor may submit a certified or cashier’s check. If approved by FRHA’s attorney, the contractor may submit a bank or savings and loan association irrevocable letter of credit. Approval shall be granted only upon a determination that the form of alternative security offers protection equivalent to the form of a corporate surety’s bond, which is customarily used in the locality.

Upon award of the contract, contractors shall be required to submit the following 1) a performance bond for 100% of the contract prices; and 2) a payment bond for 100% of the contract price.

4.5 Invoicing/Payment:

Monthly statements should be mailed to FRHA, 925 Pretlow Street; Attn: Finance, Franklin, VA23851. Invoicing shall be monthly only. Invoices will be paid by FRHA within thirty (30) working days of receipt. It is the contractor’s responsibility to ensure that all invoices are proper and submitted on time. Contractor shall submit time sheets indicating employee’s name, hourly rate, hours worked, and description of work performed each month with the invoice for approval.

Upon the completion of the job, a copy of all waste disposal documents (dump tickets) must be submitted to FRHA. No payments shall be made until all documents have been received.

4.6 Record Retention:

In accordance with 24 CFR 85.42 (a) and (b), the Contractor shall retain all significant and material documentation and records concerning this contract and the performance hereunder. These records must be retained for a period of three years after final payment and until all matters pertaining to the contract are closed.

4.7Sub-Contracting:

It is further agreed that the Contractor will give his attention constantly to the faithful performance of the work specified herein or any extra work in connection therewith; that he will not transfer, convey, sub-let or otherwise dispose of the Contract or his right, title or interest in or to the same or any part hereof, without the previous consent in writing of the said FRHA; and that he will not assign, by power of attorney, or otherwise, any of the monies due or to become due and payable under this Contract, unless by and with the consent in writing of the said FRHA. If the Contractor shall without such previous written consent, assign, transfer, convey, sub-let or otherwise dispose of the Contract or his right, title or interest therein, or any of the monies to become due under the Contract, to any other person, company or corporation, the Contract, or his right, title or interest therein, or any of the monies to become due under the Contract may, at the option of the FRHA, be revoked and annulled and the FRHA shall thereupon be relieved and discharged from all liability and obligations growing out of the same to the Contractor and to his assignee or transferee; provided that nothing herein contained shall be construed to hinder or prevent an assignment by the Contractor for the benefit of his creditors, made pursuant to the statutes of the State of Virginia; and no right under the contract or to any money to become due hereunder shall be asserted against the FRHA, in law or in equity, by reason of any so-called assignment of the Contract or any part thereof; or any monies to become due hereunder, unless authorized as aforesaid by the written consent of the FRHA.