Kansas City Area Transportation Authority
PROCUREMENT DEPARTMENT
1350 East 17th Street
Kansas City, Missouri 64108
INVITATION FOR BID
Bid #15-3131-33
Bus Vehicle Wraps & Installation Services
Issue Date: September 4, 2015
Contact: Julie Lombard, Senior Buyer
Telephone Number: (816) 346-0366
FAX Number: (816) 346-0336
E-Mail:
Bid #15-3131-33
Bus Vehicle Wraps & Installation Services
INVITATION FOR BID (IFB)
The Kansas City Area Transportation Authority (KCATA) is a bi-state agency offering mass transit service within the greater Kansas City metropolitan area. KCATA is requesting the services of qualified contractors to provide Bus Vehicle Wraps & Installation Services. The term of the contract will be for one (1) year.
Bid Closing and Submission:
Bids must be received with all required submittals as stated in the IFB, no later than 11:30 a.m. on September 14, 2015. Bids received after time specified shall not be considered for award. Bids received via facsimile (fax) or electronic mail (e-mail) shall not be considered. Bids not meeting specified delivery and method of submittal will not be opened nor considered responsive.
Bids submitted must be addressed and delivered to KCATA at the following address. This is also the address to be used for all communication in connection with this IFB:
Kansas City Area Transportation Authority
Procurement Department
Attn: Julie Lombard
1350 East 17th Street
Kansas City, Missouri 64108
Submission of a bid shall constitute a firm offer to the KCATA for ninety (90) days from the date of IFB closing.
Bid Questions/Comments:
Any questions, comments or requests for clarification are due from bidders by 1:00 p.m. on September 9, 2015 and must be submitted in writing to Julie Lombard, Senior Buyer, at and will anticipate having an answer by close of business September 10, 2015. If required, KCATA’s response to these submissions will be in the form of an Addendum.
John Hays
Senior Manager of Procurement
IFB #15-3131-33
Bus Vehicle Wraps & Installation Services Page 1 of 80
TABLE OF CONTENTS
Page
SECTION 1. BID CALENDAR 4
SECTION 2. SCOPE OF SERVICES/WORK 6-9
2.1 Purpose
2.2 Term and Renewal Options
2.3 General Requirements
2.4 Vendor Qualification Requirements
SECTION 3. BIDDING INFORMATION/INSTRUCTIONS 9-13
3.1 Bid
3.2 Submittal
3.3 Communications
3.4 Approved Equal
3.5 Protests
3.6 Bid Pricing
3.7 Omissions and Form of Contract
3.8 Authorization to Bid
3.9 Submittal Deadline
3.10 Incomplete Bid
3.11 Withdrawal of Bids
3.12 Disclosure of Proprietary Information
3.13 Disadvantaged Business Enterprise (DBE) Requirements
SECTION 4. BID EVALUATION, ACCEPTANCE AND AWARD 14-16
4.1 Bid Evaluation
4.2 Bid Acceptance
4.3 Unbalanced Bid
4.4 Bid Award
4.5 Bidder’s Responsibilities
4.6 Reservations
4.7 Debarment
4.8 Employee Eligibility Verification
4.9 Licenses & Permits
SECTION 5. REQUIRED DOCUMENTATION 17-18
5.1 Vendor Registration
5.2 Affirmative Action Compliance
5.3 Disadvantaged Business Enterprise (DBE) Bid Response Forms
5.4 Employee Eligibility Verification
5.5 Certification of Debarment
5.6 References
5.7 Pricing Pages
5.8 Receipt of Addenda
5.9 Other Documents
SECTION 6. CONTRACT TERMS AND CONDITIONS ……………………………………………...19-36
1. Acceptance of Materials – No Release
2. Agreement in Entirety
3. Assignment
4. Bankruptcy
5. Breach of Contract; Remedies
6. Changes
7. Changes to Federal Requirements
8. Civil Rights
9. Conflicts Of Interest (Organizational)
10. Contractor’s Personnel
11. Contractor’s Responsibility
12. Debarment and Suspension Certification
13. Disadvantaged Business Enterprise (DBE)
14. Disclaimer of Federal Government Obligations or Liability
15. Dispute Resolution
16. Employee Eligibility Verification
17. Environmental Regulations
18. Force Majeure
19. Fraud and False or Fraudulent Statements or Related Acts
20. Governing Law
21. Headings
22. Incorporation of Federal Transit Administration Terms
23. Independent Contractor
24. Inspection of Services
25. Insurance
26. Liability and Indemnification
27. Licensing, Laws and Regulations
28. Lobbying Restrictions
29. Notification and Communication
30. Pre-Award and Post-Delivery Requirements
31. Privacy Act Requirements
32. Prohibited Interests
33. Prohibited Weapons and Materials
34. Qualification Requirements
35. Record Retention and Access
36. Requests for Payment
37. Right to Offset
38. Seat Belt Use Policy
39. Severability
40. Subcontractors
41. Suspension of Work
42. Taxpayer Identification Number (Tin)
43. Termination
44. Texting While Driving and Distracted Driving
45. Unavoidable Delays
46. U.S. Product and Service Preference
47. Warranty; Warranty of Title
48. General Provisions
SECTION 7. ATTACHMENTS…………………………………………………………………………...37-58
Attachment A Vendor Registration Form
Attachment B Affidavit of Civil Rights Compliance
Attachment C Schedule of Participation by Contractor & Subcontractors
Attachment D Travel Policy and Hotel Rates for Contractors
Attachment E.1 EEO-1 / Work Force Analysis Report
Attachment E.2 Letter of Intent to Subcontract
Attachment E.3 Contractor Utilization Plan / Request for Waiver
Attachment F.1 Affidavit of Primary Participants Compliance with Section 285.500 RSMO, ET SEQ. Regarding
Employee Eligibility Verification
Attachment F.2 Affidavit of Lower-Tier Participants Compliance with Section 285.500 RSMO, ET SEQ. Regarding
Employee Eligibility Verification
Attachment G.1 Certification of Primary Participant Regarding Debarment, Suspension, and Other Responsibility Matters
Attachment G.2 Certification of Lower-Tier Participants Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion
Attachment H.1 Certification of Primary Participants Regarding Restrictions on Lobbying
Attachment H.2 Certification of Lower-Tier Participants Regarding Restrictions on Lobbying
Attachment I Buy America Certification Form
Attachment J References
Attachment K Pricing Pages/Bid Form
Attachment L Bus Vehicle Information
Attachment M Bus Vehicle Wrap Design Concepts for 40 ft., 30 ft., and Metroflex Mini-Buses
SECTION 1
BID CALENDAR
1. Bid Advertisement September 4, 2015
2. IFB Issue September 4, 2015
3. Deadline for Bidder Questions, Comments
& Requests for Clarification……………………………………..September 9, 2015, by 1:00 p.m.
4. KCATA Responds to Questions………………………………………………September 10, 2015
5. Bid Closing September 14, 2015 at 11:30 a.m.
In the KCATA Small Conference Room at located at
1350 E 17th Street, KCMO 64108
6. Notice of Contract Award………………………….. (Anticipated)……….…September 23, 2015
NO BID REPLY FORM
IFB # 15-3131-33
Bus Vehicle Wraps & Installation Services
To assist KCATA in obtaining good competition on its Invitation For Bid, we ask that if you received an invitation but do not wish to propose, please state the reason(s) below and return this form to Procurement Department, KCATA, 1350 East 17th Street, Kansas City, MO 64108, fax (816) 346-0336.
This information will not preclude receipt of future invitations unless you request removal from the Bidder’s List by so indicating below.
Unfortunately, we must offer a “No Bid” at this time because:
____ 1. We do not wish to participate in the bidding process.
____ 2. We do not wish to propose under the terms and conditions of the Invitation For Bid
document. Our objections are:
______
______
____ 3. We do not feel we can be competitive.
____4. We do not provide the services on which Bids are requested.
____ 5. Other:
____ We wish to remain on the Bidder’s list for these services.
____ We wish to be removed from the Bidder’s list for these services.
FIRM NAME SIGNATURE
SECTION 2
KANSAS CITY AREA TRANSPORTATION AUTHORITY
BUS VEHICLE WRAPS & INSTALLATION SERVICESS
SCOPE OF WORK
2.1 Purpose:
2.1.1 This document constitutes a request for competitive, sealed bids from prospective bidders for the provision of Bus Vehicle Wraps & Installation Services. The KCATA is currently in the process of rebranding their bus fleet to create a unified regional transit brand. The intent is to award multiple contracts for the provision of the wraps and installation services due to the fact that the KCATA needs to have 104 buses be rebranded with the wraps by no later than March 4, 2016. A total of 50 buses must be wrapped during the period of October 1, 2015 through December 31, 2015 and a total of 54 buses must be wrapped during the period of January 1, 2016 through March 4, 2016. The provision of the total of 89 bus wraps and the installation of those wraps shall be divided out among the awarded contractors. The allotment of buses to be wrapped per awarded contractor shall be at the sole discretion of KCATA.
2.1.2 The bidders may bid on just the provision of the bus vehicle wraps, or bid on just the provision of the installation services for the wraps, or may submit a bid response to provide both. Contract awards shall be in the best interests of KCATA and at KCATA’s sole discretion.
2.2 Term:
2.2.1 The term of this agreement shall include provision of the Bus Vehicle Wraps & Installation Services specified herein for a period of one (1) year from date of contract award.
2.3 Estimated Quantities:
2.3.1 The quantities indicated in this IFB are estimates that pertain to the total aggregate quantities that may be ordered throughout the stated contract period. The estimates do not indicate single order amounts unless otherwise stated. The KCATA makes no guarantees about single order quantities or total aggregate order quantities.
2.4 Bus Vehicle Wraps:
2.4.1 The contractor shall provide bus vehicle wraps with the substrate material of Vinyl 3M 180 CV3 with Laminate 8518 Lusterlam or an approved equal. Refer to Attachment M for Wrap Design Artwork. All artwork is scaled: 1/48, ¼”=1’.
2.4.2 The contractor shall also provide a free cut Metallic vinyl overlay product: 3M 1080-G120 Gloss White Aluminum or an approved equal. This overlay will be placed over all areas that have a gray color on the artwork.
2.4.3 The bus wraps shall be for various sized vehicles: 40’ Diesel, 29’ Diesel, and Metroflex Mini-bus vehicles.
Below are the dimensions for the 40’ Bus only:
Design / Image SizeDriver Side - Blue with Metallic Grey, Black / 0'480" x 0'102"
Door Side - Blue with Metallic Grey, Black / 0'480" x 0'102"
Front - Blue with Metallic Grey, Black / 0'96" x 0'106"
Back - Blue with Metallic Grey, / 0'86" x 0'102"
2.4.4 The bus wraps shall be in the following colors listed below. The contractor must provide a proof sample sheet on the wrap material to be used to KCATA prior to production of any order so that KCATA can verify and approve the colors utilized. The contractor must receive written approval from KCATA on the proof sample. If the ordered wraps received deviates from the approved proof sample, then the KCATA reserves the right to reject the wrap order and require the contractor, at the contractor’s expense, to replace the wraps:
a. Pantone 301C
b. White: C:0 M:0 Y:0 K:0
c. Black: C:0 M:0 Y:0 K:100
d. Pantone Cool Gray 4C
2.4.5. A notice of award issued by KCATA does not constitute an authorization for shipment of products or supplies or a directive to proceed with services. Before providing equipment, products, supplies and/or services for KCATA, the contractor must receive a properly authorized purchase order or other form of authorization given to the contractor at the discretion of the KCTA.
a. Prior to commencement of work the contractor must contact the KCATA Marketing Department for finalized artwork. A contact name and contact information will be provided to the awarded contractor(s) upon finalization of the contract award.
2.5 Bus Wrap Orders and Delivery:
2.5.1 It is the intent of KCATA to order ten (10) wraps from a contractor per order; however, KCATA reserves the right to order more or less depending upon the need during this rebranding project. The contractor shall not require a minimum order amount. The contractor shall deliver the wraps to KCATA within five (5) calendar days of receipt of order.
2.6 Warranty on Wraps:
2.6.1 KCATA requires a minimum warranty terms of three (3) years for the wrap quality and that the wrap is free of defects.
2.6.2 All vehicle wraps which do not comply with the specifications and/or requirements or which are otherwise unacceptable quality or color or defective may be rejected. In addition, all wraps which are discovered to be defective or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.
a. The KCATA reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received. The KCATA's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the KCATA may have.
2.6.3 Pass-Through of Warranties: The contractor shall identify in writing all third-party warranties that the bidder receives in connection with any Product provided to KCATA. The contractor hereby passes through the benefits of all such warranties, provided that nothing in this section shall reduce or limit the bidder’s obligations under this contract.
2.7 Installation Services:
2.7.1 The installation contractor will be responsible for the placement of full wraps on a variety of bus sizes. The installation contractor shall be responsible for cutting out and trimming the wraps as appropriate for the various vehicle features (such as cutting out window and door entry areas; trimming around light fixtures, etc.). The KCATA shall ensure that the buses have been properly cleaned prior to releasing the buses to the installation contractor for wrap installation.
2.7.2 The installation of the wraps shall be performed on-site at a facility area provided by KCATA. Workspace will be provided indoors, on-site at KCATA.Space will be available in KCATA’s bus storage building, where the lighting may not be optimal for installation. Contractors may want to assess and determine whether additional lighting should be planned prior to start of services. Any additional lighting needs shall be the responsibility and expense of the installation contractor. KCATA shall provide electrical outlets/extension cords as needed, if needed. Limited space may be available in KCATA’s body shop where lighting and conditions are suitable for a clean install.
2.7.3 It is anticipated that the majority of the wrap installations shall be conducted at KCATA’s location at 1350 E. 17th St., Kansas City, MO 64108. It is highly desirable that the contractor perform the wrap installations on-site at KCATA between the hours of 4:00 p.m. and 4:00 a.m., which is the least busiest time for bus vehicle movement on the premises. However, KCATA will mutually agree on a timeframe with the awarded contractor(s). If the installation contractor is not also the supplier of the wraps then the KCATA will provide the vehicle wraps to the installer.