RFQC GICC A & E. ADVERTISEMENT for ARCHITECTURAL & ENGINEERING SERVICES at the GEORGIA INTERNATIONAL CONVENTION CENTER

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1 RFQC GICC A & E ADVERTISEMENT for ARCHITECTURAL & ENGINEERING SERVICES at the GEORGIA INTERNATIONAL CONVENTION CENTER The City of College Park is accepting Sealed Qualifications from contractors for ARCHITECTURAL & ENGINEERING SERVICES at the Georgia International Convention Center. Sealed qualifications will be received no later than _4:00pm, Wednesday, August 31, 2016 at the City of College Park Purchasing Department, 3667 Main Street, College Park Georgia, Sealed qualifications received after the above date and time, or in any other location other than the Purchasing Department will not be considered. A bid packet may be obtained from the City of College Park Purchasing Department, 3667 Main Street, College Park, Georgia 30337, or from A MANDATORY Informational Conference / Pre-Response Meeting is scheduled for 10:00am, Wednesday, August 10, 2016 at the Georgia International Convention Center, 2000 Convention Center Concourse, College Park, Georgia Questions arising afterward will be accepted via ONLY, to Barbara Gregory, Purchasing Department at bgregory@collegeparkga.com until 4:00pm, Wednesday, August 17, 2016, with subject line QUESTIONS RFQC GICC A&E. An Addendum listing all Q&A, clarifications, etc. will be posted on or about 4:00pm, Wednesday, August 24, 2016 at It is always the vendor s responsibility to check the City s website for any/all addenda. The City of College Park reserves the right to reject any or all responses based on past performance and to waive technicalities and informalities and re-advertise. All Minority, Woman and Small Businesses are strongly encouraged to apply. Only responsive proposals that are determined to meet the requirements and criteria set forth by the City of College Park will be considered. RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 1

2 CITY OF COLLEGE PARK PURCHASING DEPARTMENT GENERAL INSTRUCTION TO RESPONDENTS 1. The following instructions are to be considered an integral part of this RFQC. Unless otherwise requested, only one copy of the bid form need be submitted and this copy MUST BE TYPEWRITTEN OR PRINTED IN INK. The person signing the bid form must initial any changes or corrections made to this proposal. 2. The person, firm or corporation making the proposal shall submit their response in the YELLOW ENVELOPE provided with this proposal. The envelope must be complete with the respondent s company name, RFQC title, RFQC number and RFQC date. Should a larger envelope be required, the YELLOW ENVELOPE must be attached to the OUTSIDE. No proposal may be withdrawn or modified in any way after the RFQC due date. NOTE: RFQC DOCUMENTS DOWNLOADED FROM THE COLLEGE PARK WEBSITE MAY USE THE ATTACHED MAILING LABEL TO SUBMIT YOUR BID. SEE PAGE FOUR (4) FOR LABEL. 3. One marked Original and two (2) marked Copy of proposal are required unless otherwise stated in the documents. 4. If descriptive literature is attached to the RFQC, respondent s name must appear on all sheets. 5. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the respondent s responsibility to seek clarification during the Mandatory Pre-Response Meeting or the question period of time stated herein. IT SHALL BE THE RESPONDENT S RESPONSIBILITY TO CHECK THE CITY S WEB SITE ( FOR ANY/ALL ADDENDA. Answer(s) to all questions will be listed in an Addendum and posted on the City s web site, if applicable. 6. Any variation from the specifications must be clearly stated by the respondent in writing and submitted with his/her proposal. 7. The apparent silence of the specifications and any supplement specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship is to be of first quality. All interpretations of this specification shall be made upon the basis of this statement. 8. Award shall be made to one responsible respondent on a total lump sum price basis. An award shall be made to one vendor for the total bid. Unit prices and extensions will be verified and total checked. Unit price extension and net total must be shown. Unit price SHALL prevail. RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 2

3 9. In most cases, responses shall be evaluated on the following items, but not necessarily in this order: A. Price B. Delivery (If Applicable To Scope of Work) C. Adherence to specifications D. Past record of vendors delivery/performance to the City Of College Park Though delivery will be a large consideration, please be as candid and as accurate with dates as possible. 10. The City desires delivery of the material or services specified at the earliest possible time after the date of award. Unreasonable delivery proposal may be cause for disqualifying a bid. Each respondent shall state a definite time and avoid using terms ASAP or approximately so many days. 11. The respondent or contractor shall provide copies of Workers Compensation Insurance with a limit of not less than required by the State of Georgia or otherwise stated in the bid instructions. Copy of Commercial General Liability Insurance shall be provided. (If Applicable) 12. All prices shall be for delivery, our destination, and F.O.B. freight prepaid and allows, College Park, Georgia unless otherwise shown. (If Applicable) 13. No Federal or State Sales Tax is applicable. The Federal tax identification number is The City is State tax-exempt under the code of Georgia, Charter Cash discounts or end of month terms should be shown separately, even if terms are net. 15. The City of College Park reserves the right to accept or reject any and all responses, due to past performance, etc. and waive any informality. The City will accept or reject all responses within 90 days from the date of the bid opening. THE UNDERSIGNED ON THE BID PROPOSAL CERTIFIES THAT HE/SHE HAS CAREFULLY EXAMINED THE INSTRUCTIONS TO RESPONDENTS, TERMS AND SPECIFICATIONS APPLICABLE TO AND MADE A PART OF THIS PROPOSAL. HE/SHE FURTHER CERTIFIES THAT THE PRICES SHOWN IN THE SCHEDULE OF ITEMS ON WHICH HE/SHE IS BIDDING, ARE IN ACCORDANCE WITH THE CONDITIONS, TERMS AND SPECIFICATIONS OF THE PROPOSAL AND THAT ANY EXECPTION TAKEN THERETO MAY DISQUALIFY THE BID. SIGNATURE: DATE: PLEASE NOTE: THIS RFP / RFQC DOCUMENT IS A STANDARD, BOILER- PLATE DOCUMENT AND IS NOT NECESSARILY MODIFIED FOR EACH AND EVERY REQUEST FOR ISSUED. THANK YOU FOR YOUR PATIENCE AND UNDERSTANDING. RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 3

4 RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 4

5 CITY OF COLLEGE PARK PURCHASING DEPARTMENT REFERENCE: RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES SHOW ALL EXCEPTIONS AND COMMENTS BELOW: SIGNATURE: DATE: RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 5

6 City of College Park Purchasing Department Vendor Questionnaire The City of College Park Purchasing Department is seeking vendor information to create a database of current and new businesses doing business with the City of College Park. We ask that all vendors take this time to provide the following information so that we can update our records and develop a process to benefit the needs of the community. The information collected from this questionnaire will not be used in the award of responses. The City will continue to utilize a fair, equitable and impartial process and award responses based upon the lowest, responsible respondent. Vendor Name Vendor Type Vendor Address City/State Telephone Number Zip Alternate Telephone Number A Minority Business Enterprise (MBE) is a business which is an independent and continuing operation for profit, performing a commercially useful function which is owned and/or controlled by one or more minority group member. Owned is a minority or female owner which possesses an ownership interest of a least 51 percent of the business. Controlled is a minority or female which possess and exercise the legal authority and power to manage business assets, good will and daily operations of the business and actively and continuously exercise such managerial authority and power in determining the policies an directing the operations of the business. VENDOR HAS INDICATED AS: Is vendor/company minority-owned? YES specify how listed below: OR NO. If YES, please African American Business Enterprise (AABE) Hispanic Business Enterprise (HBE) Female Business Enterprise (FBE) Asian Business Enterprise (ABE) Native American Business Enterprise (NABE) Other: If yes, is the firm certified as such by any Federal, State or Local Governing authority? If so, please provide appropriate documentation showing such certification. Signature ( of contact person with company) Date Name (print) Title PLEASE COMPLETE, SIGN AND DATE THIS FORM AND MAKE A PART OF BID PACKET. Thank you for your cooperation. RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 6

7 CONTRACTOR AFFIDAVIT By executing this affidavit, the undersigned contractor/ subcontractor/ sub-subcontractor who is engaged in the physical performance of services under a City of College Park contract verifies its compliance with The Georgia Illegal Immigration Reform and Enforcement Act of 2011that they are enrolled in and use E-Verify or, in the case of a contractor/ subcontractor/ sub-subcontractor who has no employees and does not intend to hire employees during the term of the contract, will provide a copy of a state-issued driver s license or ID Card issued by a U.S. state that will verify lawful immigration status. E-Verify User Identification Number E-Verify Date of Authorization Name of Contract/Project Name of Contractor/ Subcontractor/ Sub-subcontractor (Circle one) Name of Authorized Officer Signature of Authorized Officer SUBSCRIBED TO AND SWORN BEFORE ME ON THIS THE DAY OF, 20. Notary Public My commission expires on: RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 7

8 RFQC DOCUMENT REQUIREMENTS & CHECKLIST PLEASE COMPLETE, SIGN AND SUBMIT THE FOLLOWING BID DOCUMENTS IN THE ORDER LISTED BELOW. 1. Cover Letter and any other information as described in second section of RFQC, including the Form of Qualifications Sheet and Form of Proposal Sheet, completed, signed, dated 2. RFQC Document Requirements & Checklist completed, signed and dated 3. No entry here - left blank 4. License and/or Certification (as required by State and local laws) 5. Exceptions Sheet (if deemed necessary by vendor) 6. Vendor Questionnaire 7. Contractor Affidavit 8. Proofs of Insurance 9. List of Subcontractors 10.References Request pages 11.Any/All Addenda must be signed and dated and made a part of bid packet 12.No entry here left blank Is the vendor located in College Park? Has the vendor previously conducted business with College Park? Has your company ever been debarred from doing business with any federal, state or local agency? If yes, please provide details (on back) including agency name, date and reason for debarment. Vendor or Representative Signature Date Late proposals will not be accepted.faxed or ed proposals will not be accepted. City of College Park is not responsible for submissions not properly identified, nor for late or undelivered mail or courier service. RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 8

9 INSURANCE REQUIREMENTS Within ten (10) days of Notice of Award, and at all times that this Contract is in force, the Contractor shall obtain, maintain and furnish the City Certificates of Insurance from licensed companies doing business in the State of Georgia and acceptable to the City covering: 1. Worker s Compensation Insurance, $250, Comprehensive General Liability Insurance, $500, Automobile Liability, $500, Umbrella Liability Insurance, $2,000,000. Copies of these Certificates of Insurance shall be furnished to the City with RFQC submission. Such policies shall be non-cancellable except on thirty (30) days written notice to the City. ///// LOCAL PREFERENCE POLICY: Local Preference may be given to businesses that have a business location within the geographic boundaries of the City of College Park as long as all requirements of the bid have been met. Should a local vendor submit a bid proposal that is not more than three percent (3%) greater than the bid of the lowest non-local vendor for bids up to $150,000 or not more than three percent (3%) greater than the bid of the lowest non-local vendor for bids in excess of $150,000, then the local vendor s bid shall be recommended for approval provided all requirements of the bid proposal/process have been met. This policy shall not apply to any purchases of materials, equipment or services in excess of $1,000,000. The term business location means that the business has a staffed, fixed, physical place of business located within City of College Park City Limits and has had the same for at least one (1) year prior to the date of the business submission of its proposal or bid, as applicable and has held a valid business license from the City of College Park. ///// IMPORTANT RFQC EVENT DATES: RFQC release and newspaper advertisement MANDATORY Informational Conference/ Pre-RFQC Meeting* Last day for questions Addendum posted on City website Sealed Qualifications due Business week of August 1, 2016 August 10, 2016, 10:00am August 17, 2016, 4:00pm August 24, 2016, 4:00pm August 31, 2016, 4:00pm *A MANDATORY Informational Conference / Pre-Response Meeting will be held at 10:00am on Wednesday, August 10, 2016 at the Georgia International Convention Center located at 2000 Convention Center Concourse, College Park, GA RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 9

10 LIST OF SUBCONTRACTORS I do / do not propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors: SUBCONTRACTOR WORK TO BE PERFORMED % OF THE WORK Company Name: PLEASE NOTE: THE CITY OF COLLEGE PARK REQUIRES 51% PARTICIPATION BY THE PRIME CONTRACTOR ON ALL PROJECTS. RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 10

11 REFERENCE REQUEST REFERENCES: The following references are from current and past government, educational and/or commercial accounts of similar size and scope. This list includes a minimum of five (5) references and does not include the City of College Park, or any City of College Park employee as a reference. REFERENCE # 1: Name of Entity/Firm: Mailing Address: City/State/Zip Code: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: REFERENCE # 2: Name of Entity/Firm: Mailing Address: City/State/Zip Code: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 11

12 REFERENCE # 3 Name of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: REFERENCE # 4 Name Of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 12

13 REFERENCE # 5 Name of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: By signing below, I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid, and certify that I am authorized to sign this bid for the respondent. (Name of Company) (Contact Name) (Phone Number) (Fax Number) ( Address) (Signature) (Print Name) RFQC GICC A & E ARCHITECTURAL & ENGINEERING SERVICES Page 13

14 REQUEST FOR QUALIFIED CONTRACTOR FOR ARCHITECTURAL/ENGINEERING SERVICES GEORGIA INTERNATIONAL CONVENTION CENTER (THE CITY OF COLLEGE PARK) (second section of RFQC document) Page 1

15 The sole intent of this RFQC is to identify and employ the most qualified Architectural & Engineering Firm to develop an Arena and Parking Deck at the northwest corner of the Georgia International Convention Center (GICC) site located at 2000 Convention Center Concourse, College Park, Georgia Sealed qualifications will be received until 4:00pm at the CITY OF COLLEGE PARK, CITY HALL PURCHASING DEPARTMENT, 3667 Main Street, College Park, Georgia 30337, to arrive on or before 4:00pm, August 31, No formal opening of qualification responses is scheduled. Sealed qualifications received after the assigned date and time will not be considered. The CITY OF COLLEGE PARK is not responsible for the U.S. mail or private couriers in regards to mail being delivered. Any questions relative to any portion of this RFQC document should be submitted in writing VIA ONLY, to Barbara Gregory, Purchasing Department, at The last day for questions and clarification will be August 17, 2016 at 4:00pm. All responses must be a final cost. Respond on the forms provided, without changes. The CITY OF COLLEGE PARK reserves the right to reject any and all responses and to waive formalities and technicalities. A W9 will be requested from the successful respondent if applicable. Event Request for Qualified Contractor document Issued Mandatory Informational Conference/Pre-RFQC Meeting* Date 8/3/16 8/10/16 Last Day for Questions/Clarifications 8/17/16 Addendum Posted to City Website 8/24/16 Responses Due to City of College Park 8/31/16 *A Mandatory Informational Conference / Pre-Response Meeting will be held at 10:00am, at the Georgia International Convention Center, 2000 Convention Center Concourse, College Park, GA Executive Office Conference Room. This form and all attachments must be enclosed with your Response. Page 2

16 DEFINITIONS The terms Municipality or City are to be understood to mean The City of College Park City Council means the elected Council for the City of College Park. Respondent or Contractor or Offeror means the legal entity submitting a response to this RFQC. Response or RFQC refers to this Request for Qualified Contractor document including appendices and addenda. The Project or the Facility refers to the Georgia International Convention Center (GICC). Summary GEORGIA INTERNATIONAL CONVENTION CENTER Georgia's newest and second largest convention center, the GICC is uniquely positioned to offer its guests and clients unprecedented convenience. The world's only convention center directly connected to a major airport, our modern facility embodies the grace and efficiency of flight itself. The GICC, located at 2000 Convention Center Concourse, College Park, Georgia 30337, is a 400,000 square foot facility with a 40,000 square foot ballroom, and 90,000 square feet of prefunction space. The facility includes 150,000 square feet of exhibition space, 15,000 square feet of flexible meeting space, three executive boardrooms, a VIP Green Room, and a Culinary Arts Center. Scope of Services The City of College Park desires to develop an Arena and Parking Deck at the northwest corner of the Georgia International Convention Center (GICC) at 2000 Convention Center Concourse in College Park, GA. The qualified and successful Architect will be responsible for directing and coordinating an exceptional and comprehensive architectural design team to work closely with the GICC team to acquire knowledge of the facility needs. The Architect will provide development of plans and specifications and all appropriate peripheral design services necessary for the complete, accurate and fully coordinated completion of the renovation. The Architect provides the highest quality of design within their available budget, developing user-friendly and environmentally sustainable planning and design solutions. Page 3

17 The successful Architect shall be an individual firm capable of services in-house (with such architectural design services limited to purely architectural design services and not included engineering design services or any other types of services). The Architect s team must also be comprised of firms and/or persons who will capably handle related day-to-day duties (e.g., working drawings and other design-related activities) required to support and progress the design in an efficient manner, including the ability to work closely in a practical way with key persons on site. The successful respondent shall engage the GICC in a timely manner to progress the design, and will provide comprehensive design (conceptual, schematic, design development, construction documents), construction administration, and other associated service followed by production of project as-built drawings. The Architect s commitment to coordination with the GICC is paramount to the project s success. Arena This Project is to develop a facility that will serve as an addition to the Gateway campus namely a facility that will attract spectators, fans and businesses onto the campus. The facility must serve as more than just a sports and training facility. It must also function as an entertainment venue that can attract significant events, and the design must accomplish all three needs (sports venue, training facility and entertainment) in a seamless, attractive and logical way. Respondents should include in their responses a robust discussion of their experience in accomplishing such a task and in the Design Approach & Management Plan and the manner in which they would approach this project. The function of the Arena is to provide a variety of entertainment options, i.e., sporting events, graduations and as an extension of what is currently provided with the existing GICC facility. The seating should be approximately 3,000 telescoping bleachers. The basketball floor should be considered removable to accommodate chairs on the floor for concerts, etc. The configuration would bring the seat count to approximately 4,000 seats. Additional features shall include backstage and greenroom type facilities for setup of entertainers and their supporting equipment and gear. Also a 3,000-6,000 SF Kitchen shall be part of the program of requirements. The facility is estimated to be approximately 96,000 SF. Page 4

18 Parking Deck The parking Deck should be a concrete structure that will store 500 cars on two elevated levels. The existing surface parking lot under the elevated parking levels will require reconstruction after the erection of the precast elements. This will give a total of 750 parking spaces adjacent to the Arena. A bridge over the existing drive will make a direct pedestrian connection to the Arena Lobby. Utilization of Minority Vendors has established significant economic inclusions goals for this Project. Over and beyond the statutory requirements set forth, the GICC is requiring that: at least twenty five percent (25%) of the work will be performed by firms that are certified by Minority Business Enterprise ( MBE ). The relationship of Architect to the GICC shall be that of an independent contractor. Architect shall have overall responsibility for the design of all elements of the project in accordance with all Applicable Laws, City of College Park, GA and GICC policies and procedures and the requirements of GICC, and all technical services necessary or required in connection with the design of the Project. Architect shall be responsible for all services provided whether such services are provided directly by Architect or by any of its sub-consultants. Selection Criteria A OVERVIEW The City of College Park will solicit statements of qualifications for evaluation and ranking for determination of three to five finalist firms, for further consideration, and possible eventual selection of a successful firm. The Authority has enlisted the following appropriate resources for assistance in carrying out this process: 1. Selection Committee This Committee shall be composed of qualified persons approved by the City to review and evaluate respondents firms statements of qualifications and other submittals, and interview qualified finalists firm(s) for ranking. The following evaluation criteria will be used for the submissions: Response (25 points) Experience (25 points) References (25 points) Page 5

19 Key Personnel (25 points) Information and Instructions General The responsibility is on the respondent to show their knowledge, understanding and capacity to conduct the work outlined in the RFQC. The responses will be assessed according to how well they meet the City s needs and assure the City s success in relation to the submission requirements. The detail and clarity of the written submission will be considered indicative of the respondent s expertise and competence. The City reserves the right to reject any and all Responses and to waive technical errors as heretofore set forth. All information provided in response to this RFQC must contain sufficient detail to support the services being proposed. Incomplete submissions will not be considered. A Performance and Payment Bond of one hundred percent (100%) will be due prior to execution of contract. All pricing proposed must be in United States funds and exclusive of all appropriate taxes. The prices will include all costs related to work to be performed to include but not limited to vehicle, travel, equipment, labor, materials, freight, delivery, removal and installation. The City of College Park is not liable for any costs incurred by interested parties in the preparation of their response to this request or interviews. Furthermore, the City shall not be responsible for any liabilities, cost, expenses, loss or damage incurred, sustained or suffered by any interested party, prior to, subsequent to, or by reason of the acceptance, or non-acceptance by the City of any response, or by reason of any delay in the acceptance of the response. Form of Responses The Response shall be submitted on the Form of Response included in this document and enclosed in a sealed envelope as described in number 2 of General Instruction to Respondent. The envelope must include three (3) sets of the submitted Response, one (1) marked as Original with original signatures and two (2) marked as Copy. The Response submission must be legible, written in ink, or typewritten. Responses containing changes, erasures, overwriting, white-outs, cross-outs, or strike-outs which are not initialed by the respondent may not be accepted. The Form of Response must contain an original manual signature in ink in the specified place by an authorized signing officer digital, mechanical or electronic signatures will be rejected. Page 6

20 No part of the Form of Response included in this package shall be altered or deleted. The completed response shall be dated and properly signed in the space(s) by a duly authorized official(s) of the entity submitting a response. Signatures on behalf of a non-incorporated entity or by individuals shall be witnessed. Responses shall not be submitted by or facsimile. Adjustment by , facsimile, letter or otherwise to a response already submitted shall not be accepted or considered. Responses may be withdrawn prior to the time of opening thereof only by notice to the City of College Park Purchasing Department signed by the offeror. A response delivered in person or by a courier service, without the yellow envelope as described in number 2, General Instruction to Respondent, or a response that is not delivered to the designated location by the respondent or courier service may be rejected. The failure of the respondent or courier service to deliver the response submission to the designated location on time shall result in the response being rejected. Remainder of page left blank. Page 7

21 CITY OF COLLEGE PARK PURCHASING DEPARTMENT GENERAL INSTRUCTION TO RESPONDENT 1. The following instructions are to be considered an integral part of this Response. Unless otherwise requested, only one copy of the response form need be submitted and this copy MUST BE TYPEWRITTEN OR PRINTED IN INK. The person signing the response form must initial any changes or corrections made to this Response. 2. The person, firm or corporation responding to this RFQC shall submit their response in the YELLOW ENVELOPE provided with this document. The envelope must be complete with the respondent s company name, RFQC title, RFQC number and due date. Should a larger envelope be required, the YELLOW ENVELOPE must be attached to the OUTSIDE. No response may be withdrawn or modified in any way after the due date deadline. Responses must remain valid for ninety (90) days after the due date. Responses submitted with a less than ninety (90) day validity will be found non-responsive and will not be considered. NOTE: RFQC DOCUMENTS DOWNLOADED FROM THE COLLEGE PARK WEBSITE MAY USE THE MAILING LABEL (shown on page 4) TO SUBMIT YOUR RESPONSE. All responses must be a final cost. Respond on the Response form provided, without changes. Three (3) copies of the Response are required unless otherwise stated in the documents. 3. Sealed Responses will be received no later than Wednesday, August 31, 2016, 4:00pm EST at the City of College Park Purchasing Department, 3667 Main Street, College Park Georgia, No formal opening is scheduled. Responses received after the above date and time, or in any other location other than the Purchasing Department will not be considered. The RFQC document may be obtained from the City of College Park Purchasing Department, 3667 Main Street, College Park, Georgia 30337, or from 4. If descriptive literature is attached to the response, respondent s name must appear on all sheets. 5. A cover letter must be attached in the form of a standard business letter containing the respondent s name, address and telephone number and must be signed with an original signature, in ink, by an individual authorized to legally bind the respondent. The letter must contain the following information: a. A statement describing the respondent s legal structure (e.g. corporation, partnership) and providing federal tax identification number and principle place of business. b. A statement that the person signing the response certifies that he or she is the person in the respondent s organization who has actual authority to make decisions as to matters relating to this RFQC and to bind the respondent. c. A statement that the response meets the minimum qualifications set forth in this RFQC and accepts all requirements and terms and conditions contained in this RFQC. d. A statement that the respondent does not discriminate in its employment practice with regard to race, color, age, religion, sex, veteran status, sexual preference, national origin, or disability (ACA Standards , , , Equal Employment Opportunity). Page 8

22 e. A statement that no attempt has been made or will be made by the respondent to induce any other person or firm to submit or not submit a quote. f. A statement that indicates whether the respondent or any of its agent has a possible conflict of interest with any city employee involved in the RFQC and any ensuing Contract(s) or any other conflict of interest and, if so, an explanation of the conflict must be given. 6. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the respondent s responsibility to seek clarification during the Mandatory Informational Conference / Pre-RFQC Meeting and/or the period of time listed herein. All questions shall be submitted in writing via to the attention of Barbara Gregory, Purchasing Department, City of College Park at bgregory@collgeparkga.com. IT SHALL BE THE RESPONDENT S RESPONSIBILITY TO CHECK THE CITY S WEB SITE ( FOR ANY/ALL ADDENDA. The City s response(s) to all ed questions will be posted on the City s web site on or about the date indicated herein, if applicable. The City will not be responsible for any verbal (spoken) information from any City staff or from any consultant firms retained by the City, or from any other person or persons who may have an interest in this RFQC. Adjustments or changes to this RFQC prior to the closing date and time stated herein will only be by written addendum and said addendum will be issued by the Purchasing Department of the City of College Park. Addendum/addenda will be posted on It is the respondent s sole responsibility to check this web site often to be informed of any posted addendum. The City makes no promise or guarantee that addendum/addenda will be delivered by any means to any respondent. By submitting a response to this RFQC, the respondent acknowledges and agrees that addendum/addenda shall only be posted on the College Park website and it is the sole responsibility of the respondent to check this web site for said addendum/addenda. Failure to include signed copies of the addenda with the submitted Response may result in a non-compliant Response. Any variation from the specifications must be clearly stated by the respondent in writing and submitted with his/her Response. The apparent silence of the specifications and any supplement specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of this specification shall be made upon the basis of this statement. Clarification of Response Documents It is the responsibility of the respondent to seek clarification of any matter that they consider unclear before submitting a Response. The City of College Park is not responsible for any misunderstanding of the Response on the part of the respondent. It is the respondent s Page 9

23 responsibility to verify the extent of work required under this project. No allowances will be made for the respondent failing to do so. Any item not specifically mentioned in the specifications but implied or required to complete the project will be considered to be included in the total price. Respondents may inquire into and clarify any requirements of the RFQC. Inquiries must be directed to the attention of Barbara Gregory, Purchasing Department at In order to manage this process, respondents are requested to submit all questions in writing, by ONLY no later than 4:00pm on Wednesday, August 17, Responses submitted shall be final and may not be altered by subsequent offerings, discussions or commitments unless the respondent is requested to do so by the City of College Park. Error and Omissions While the staff has used considerable efforts to ensure an accurate representation of information of the Request for Response, the information combined in the Request for Response is supplied solely as a guideline for respondents. The information is not guaranteed or warranted to be accurate, nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Qualified Contractor document is intended to relieve respondents from forming their own opinions and conclusion in respect of the matters addressed in the Request for Response. Informal or Unbalanced Responses Responses which are incomplete, unconditional, illegible or obscure, or contain reservations, erasures, alterations or irregularities of any kind, may be rejected as informal. Responses that contain prices which appear to be so unbalanced as likely to adversely affect the interest of the City, may be rejected. Conflict of Interest Respondents must disclose to the City in the Response any potential conflict of interest, including any which may involve City employees, Council members or members or employees of City agencies, boards, or commissions who may have a financial interest in a respondent. If such conflict of interest does exist the City may, at its discretion, refuse to consider the Response. Bribery/Fraud Should any prospective respondent or any of their agents give or offer any gratuity or attempt to bribe any employee of the City or attempt to commit fraud, the City shall be at liberty to cancel the perspective submission or contract and to rely upon the surety submitted for compensation. Page 10

24 Processing of RFQC Responses On receipt by the City representative of a properly sealed envelope delivered by or on behalf of a respondent, the City representative will mark the envelope as to the time and date of receipt and the envelope will be retained unopened until the opening of responses. The sealed envelopes containing responses will be opened in public, for registration purposes only, in the room and at the time specified in this document, unless otherwise stated herein. After the response has been opened, City staff may clarify any aspect of a Response with the respondent; however, the City is not required to clarify any part of a Response. Any such clarification will not alter the Response and will not be constituted as a negotiation or renegotiation of the Response. Any clarification of a Response by a respondent shall not be effective until confirmation has been delivered in writing. The City may make all necessary corrections to any response which is in error through addition or extension, the corrected value prevailing. The City retains the right to select any Response for purposes that are in the best interests of and for the best value for the City and/or to select parts of various Responses or to reject all Responses for budgetary or other reasons that are in the best interests of and for the best value for the City. The City reserves the right to award a contract to other than the respondent submitting the lowest costs. The selected respondent will be notified after City Council has reviewed and approved the response. The issuance of the response in no way implies that the City will proceed with an order or contract for the specified items or services and will not reimburse any respondent for any costs incurred in preparing, submitting or presenting a Response. Blackout Period The City prohibits communications with respect to this RFQC opportunity initiated by a respondent to any City official, consultant or employee for the period of time from the closing of the tender up to and including the date that the contract has been awarded (the Blackout Period ). Any communication between the respondent and the City during the Blackout Period will be initiated by the City s Purchasing Department for the sole purpose of obtaining information or clarification necessary in order to ensure a proper and accurate evaluation of the response. Any communication initiated by a respondent during the Blackout Period may be grounds for disqualifying the offending respondent from consideration for the contract award. Validity of Response Responses must remain valid for ninety (90) calendar days after the Response due date. Responses submitted with a less than ninety (90) day validity will be found nonresponsive and will not be considered. Page 11

25 Insurance Contractor shall maintain at its own cost, adequate insurance to protect itself and the City for claims under the applicable Workers Compensation Law and other public liability insurance with coverage in amounts of no less than the following: $2,000,000 Commercial Umbrella $500,000 General Liability $500,000 Auto Liability $250,000 Workers Compensation Prior to commencing any work under this agreement, respondent shall have its insurance company or companies, which are acceptable to CITY OF COLLEGE PARK, execute a certificate of insurance, and deliver a copy of said certificate of insurance to CITY OF COLLEGE PARK. Until said certificate of insurance is properly executed and delivered to CITY OF COLLEGE PARK, respondent shall not move its equipment or laborers onto the premises or begin performance of the work specified under this agreement. If respondent fails to provide the required insurance, CITY OF COLLEGE PARK shall have the duty to prove insurance and deduct all premiums paid by the CITY OF COLLEGE PARK for and on account of said insurance. The successful respondent is required to maintain insurance at these levels for at least one (1) year after completion of the project. Depending on the complexity of the project, successful respondent may be required to prove valid coverage for a longer period as may be deemed necessary to reasonably allow the City to become aware of any negligence on the part of the respondent. Proofs of Insurance should be included in submitted response documents. References Respondent must provide five (5) references of customers with successful implementation of similar size and scope with work performed within the past five (5) years. Please include customer name, address, contact, and phone number. If sub-contractors or business partners will be used in conjunction with this project, please provide references as stipulated above. References should be included in submitted response documents. License and Permits The successful respondent shall at their own expense, be responsible for maintaining and keeping all municipal and any other licenses, or approvals, necessary to permit them, their employees or company, to carry out the requirements of this agreement at no additional cost to the City of College Park. Page 12

26 The respondent shall comply with all Federal, State and Municipal laws and regulations. Indemnification Without limiting any other obligation of the respondent under this contract or otherwise, the respondent hereby agrees to Indemnify and Save Harmless the City of College Park, its elected officials, officers, employees, servants, agents and others for whom the City is in law responsible, from and against any liability, loss, claims, demands, damages, fines and penalties, costs and expenses (including consulting fees), investigatory and legal expenses, and any other actions or causes of actions, suits, caused by or attributed to any willful or negligent act, omission, delay or allegations thereof on part of the respondent, its officers, employees, subcontractors, agents, licensees, assignees, invites or other persons engaged in the performance, non-performance or attempted performance of the work pursuant to the contract or anyone else for whom the respondent is in law responsible. Should the City be made a part of any litigation commenced by or against the respondent, then the respondent will protect, indemnify and hold the City harmless and will promptly pay all costs, expenses, and legal fees incurred or paid by City in connection with such litigation upon demand. The respondent will also promptly pay upon demand all costs, expenses and legal fees that may be incurred or paid by the City in enforcing the terms, covenants and conditions in this contract. Non-Performance The City reserves the right to determine non-performance or poor quality of goods and/or services, and further reserves the right to cancel the contract. The opinion of the City of College Park in this regard shall be final in all instances. In the event that the respondent shall be discharged before all the services contemplated hereunder have been completed, or the services are for any reason terminated, stopped or discontinued because of the inability of the respondent to serve under this agreement, they shall be paid only for the portion of the work which shall be satisfactorily completed at the time of termination. Ownership of Work Product All plans, drawings, submittals and other documents submitted to the City by the respondent become and are the property of the City, and the City may, without restriction, make use of such documents and underlying concepts as it sees fit. The respondent shall not be liable for any damage that my result from any use of said documents for purposes other than those described in this Response. Page 13

27 Accessibility The City is committed to the accessibility principles of preventing and removing barriers in accessing goods and services for people with disabilities and is bound by the regulations under the Americans with Disabilities Act of 1990 as may be amended from time to time. Regulations enacted under the Act apply to every designated public sector organization and other third parties that provide goods and services to the member of the public. The respondent and all sub-contractors and/or partners hired by the respondent in the completion of its work will meet or exceed compliance with all applicable regulations under the Americans with Disabilities Act of 1990 as may be amended from time to time. It is the respondent s responsibility to ensure they are fully aware of, and meet all requirements under the Act. Compliance with the Americans with Disabilities Acts of 1990 will be required by the successful respondent. Remainder of page left blank. Page 14

28 Project Costs Please provide in detail all proposed costs associated with this project. Total proposed project costs: $ Page 15

29 Form of Response To: The City of College Park College Park, Georgia I/We the undersigned, hereby offer and agree to supply and deliver the service as outlined in the Request for Qualified Contractor documents. The signature(s) below dignify that I/We have read and agree with the procedures outlined in the Request for Qualified Contractor document. Company Name Address City, State and Zip Phone Facsimile Website RESPONSE SUBMITTED BY: Signature Print/Type Name Title Date Page 16