INVITATION TO BID (ITB) SCOTT COUNTY CIRCUIT COURTROOM RENOVATION SCOTT COUNTY BOARD OF SUPERVISORS 336 WATER STREET GATE CITY, VA 24251

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1 INVITATION TO BID (ITB) SCOTT COUNTY CIRCUIT COURTROOM RENOVATION SCOTT COUNTY BOARD OF SUPERVISORS 336 WATER STREET GATE CITY, VA 24251

2 TABLE OF CONTENTS 1. SUMMARY AND BACKGROUND BIDDING GUIDELINES PROJECT PURPOSE AND GOALS PROJECT SCOPE INVITATION TO BID AND PROJECT TIMELINE BUDGET BIDDER QUALIFICATIONS BIDDING EVALUATION CRITERIA

3 1. SUMMARY AND BACKGROUND Scott County is currently accepting bids to renovate the Scott County Circuit Courtroom. Currently the courtroom s layout gives rise to security concerns by courtroom personnel. The most pressing issue is jury and inmate ingress / egress to and within the courtroom. Inmates must pass through a door near the Judge s Chambers, attorney conference rooms, and passage to jury deliberation. The jury passes in front of the witness and attorney tables on exit to the deliberation room or building exit (Thompson & Litton, Scott County Virginia Space Needs Study, 2008). The bench, witness seating, jury box, and short-wall have dated and deteriorating paneling and caps. Carpet in the courtroom is stained and worn. The Scott County Circuit Courtroom is housed within in the Scott County Courthouse located at 202 West Jackson Street, Gate City, VA. Hundreds of court hearings and criminal cases are held each month by the Circuit Court. The Scott County Courthouse was constructed in 1890, with additions made in ADA enhancements were made in the 1990s, and other improvements to existing features have been made over the years. The Courthouse currently houses various county offices, including Circuit Court Clerk, Treasurer, Commissioner of the Revenue, General District Court, Probation, Commonwealth Attorney, and Animal and Litter Control. 2. BIDDING GUIDELINES This represents the requirements for an open and competitive process. Bidders must hold a Virginia Class A or Class B (as appropriate for amount of your bid) Contractor s license with a Commercial Improvement (CIC) classification, and submit a bid in a sealed envelope marked Bid -Circuit Courtroom Renovation Project. Bidder s name, address and contractor s Virginia License Number must be on the outside of the envelope. Bids shall be submitted to Amy Vicars, Purchasing Administrator, by 4:00 PM on February 6, 2014, at the Scott County Administrative Offices, 336 Water Street, Gate City, VA Any proposals received after this date and time will not be considered. All bids must be signed by an official agent or representative of the company submitting the bid. If the organization submitting a bid must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the bid, and must include a name and description of the organizations being contracted.. Contract terms and conditions will be negotiated upon selection of the winning bidder. All contractual terms and conditions will be subject to review by the Scott County Attorney and will include scope, budget, schedule, and other necessary items pertaining to the project. Contractor awarded contract must: 2

4 Provide an appropriate Virginia contractor s license, Class A or Class B with Commercial Improvement (CIC) classification. Produce satisfactory evidence of appropriate workers compensation, vehicle and public liability insurance for contractor and subcontractors, if any. Comply with all applicable VOSHA, building code, environmental, etc., laws and regulations. Provide a detailed plan and description for any unique design of structural elements for floor, roofs, walls, or foundations, etc.(i.e., constructing a doorway in a load bearing wall). Scott County will apply for and purchase any necessary permits. There will be no tipping fee at the Scott County Landfill for disposal of construction/demolition waste from this project.. Indemnify Scott County and hold harmless Scott County from any and all claims, damages, and injuries to persons or property of whatever nature arising from performance of the work by the contractor. Contractor shall, during the performance of the work, maintain suitable barricades/barriers/warning signs at the site as may be necessary to protect the public. During the performance of this contract, the contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. During the performance of this contract, the Contractor agrees to (i) provide a drugfree 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 solicitations 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 in accordance with this chapter, 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. During the performance of this contract, the Contractor shall not knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of

5 3. PROJECT PURPOSE AND GOALS The purpose of this project is as follows: To create an environment in the Scott County Circuit Courtroom which is more conducive for the management and administration of court cases, to increase security, and to update and improve the general aesthetics of the courtroom. 4. PROJECT SCOPE The scope of this project includes all demolition, reconstruction, installation and finishing of components of a newly renovated courtroom. It is the bidder s responsibility to speak with the Circuit Court Judge and staff to obtain a scope and understanding of the security concerns, functional needs, and desired aesthetic aspects prior to submitting a bid. A pre-bid meeting will be held on January 30, 1:00 PM in the Circuit Courtroom. Essential required actions in this project are: 1. Moving the location of the elevated jury box to the left of the courtroom (when facing the bench). Existing jury box shall be demolished to floor grade. Existing jury seats are to be reused. 2. Moving and reconfiguring of the bench, witness seating, clerk seating, and court reporter station. 3. Demolition, moving, construction, and/or remodeling of the short wall as needed to delineate and separate the courtroom well, and facilitate ingress and egress from that area. The short-wall covering shall be proposed and be aesthetically suitable. The bidder shall give a low-end, mid-grade, and a high-end bid for the short-wall coverings. Existing cap and short wall framing may be reused. 4. Replacement of the floor covering within the entire courtroom with an equivalent grade carpet to what is presently in Courtroom. 5. Construct a doorway and install door into the jury deliberation room. 5. INVITATION TO BID AND PROJECT TIMELINE Timeline: All bids in response to this ITB are due no later than 4:00 PM, February 6, Evaluation of bids will be conducted, and if additional information or discussions are needed with any bidders they will be contacted. The selection decision for the winning bidder will be made and the winning bidder(s) notified no later than Wednesday, February 12, Notifications to bidders who were not selected will be completed by February 14,

6 Project Timeline: The winning bidder must provide the Scott County with a precise timeline for the project within two weeks prior to their start date. 6. BUDGET All bids must include costs to complete the tasks described in the project scope. Costs should be itemized indicating the cost of each component of the project. In addition, a total turnkey price shall be given for the project as a whole. Different options may be given for items such as floor coverings, interior finishing, etc. 7. BIDDER QUALIFICATIONS APPROPRIATE VIRGINIA CONTRACTOR S LICENSE, CLASS A OR CLASS B WITH COMMERCIAL IMPROVEMENT (CIC) CLASSIFICATION 8. BID EVALUATION CRITERIA Scott County will evaluate all bids based on the following criteria. To ensure consideration for this, your bid should be complete and include all of the following criteria: Overall bid suitability: bids must meet the scope and needs included herein and be presented in a clear and organized manner Organizational Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project Previous work: Bidders will be evaluated on examples of their work pertaining to similar types of projects. Technical expertise and experience: Bidders must provide descriptions and documentation of staff technical expertise and experience Submit bids the address below by 4:00 PM, February 6, 2014: Scott County Administration 336 Water Street Gate City, Virginia Scott County reserves the right to refuse and/or reject all bids due to available funding, lack of qualified bidders, and/or other logistical reasons. 5