Request for Proposal # 6145: Design/Build Services for MLB Electric Sign RFP Release Date: April 9, 2019 Proposal Due Date: May 3, 2019 at 2:00 p.m. EST Submit Proposals To: Don Harrison Washtenaw Community College RFP # 6145 Design/Build Services for MLB Electric Sign Purchasing Office, Room 200 2nd Floor Student Center Building Ann Arbor, MI 48105 Page 1
1.0 Proposal Invitation Washtenaw Community College ( College and/or WCC ) seeks proposals from qualified Suppliers of custom signage. The major goal of this project is to produce the required documents as stated in the RFP Scope. The selected Supplier will be able to provide all deliverables outlined in the RFP. The proposal must be comprehensive by including all services and costs necessary to meet the business and technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a detailed approach/methodology, Supplier and College staffing requirements, and any other assumptions to complete the proposed work. The College would like the project design deliverables completed no later than June 3, 2019. The College is not liable in any manner or to any extent for any cost or expense incurred by the Supplier in the preparation, submission, presentation or any other action connected with proposing or otherwise responding to this RFP. Such exemption from liability applies whether such costs are incurred directly by the Supplier or indirectly through the Supplier s agents, employees, assigns or others, whether related or not to the Supplier. In submitting a proposal, Supplier agrees that all materials associated with, attached to, or referenced by the submitted proposal will become the property of the College and may be incorporated into a subsequent contractual agreement between the successful Supplier and the College. Response to this RFP confirms an understanding that this is not a contract or offer of business by the College. The College expects to enter into an agreement with the successful Supplier(s) from contract signature date through construction and closeout support, plus 1 year for incidental products and services related to this project. Award of a contract will be based on the best overall proposal. Criteria for award of a contract include, but are not limited to, the proposal that includes the specifications contained herein, previous customer references, portfolio samples, and the recommendations put forth by the Supplier. The College reserves the right to request follow-up information such as questions, demos, and site visits prior to awarding the contract. The College reserves the right to reject any and all proposals and waive any irregularities. Proposals which fail to comply fully with any provisions of this document may be considered invalid and may not receive consideration. The College also reserves the right to negotiate terms and conditions of a contract with the chosen Supplier. The College reserves the right to award a contract based on any combination of the specifications described herein. As a public institution, the College is subject to the terms and conditions of the Freedom of Information Act. As required by law, any information submitted in response to this request for proposal could become public information. Suppliers responding to this proposal are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified in writing as such and accepted by the College as proprietary. Any documents submitted may be reviewed and evaluated by any person at the discretion of the College, including non-allied and independent consultants retained by the College now or in the future. Page 2
This request for proposal in no manner obligates the College to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the College without penalty or obligation at any time prior to the signing of an agreement, contract, or purchase order. 2.0 Planned RFP Schedule RFP Timeline: RFP Issued: April 9, 2019 Submission of Written Supplier Questions Due: April 18, 2019 College s Written Response to Supplier Questions Due: April 24, 2019 RFP Due Date: May 3, 2019 Tentative Awarding of Contract: On or Before May 17, 2019 3.0 Pre-Bid Meeting / Site Visit An approved site visit is not required. Responses will be accepted from bidders who have not attended an approved site visit to inspect the project site to obtain first-hand knowledge of existing conditions. Each Supplier may inspect the site and become familiar with existing conditions and limitations of the site and construction, means of access to the site and to work areas, relationship of existing and new work, and other conditions which might affect the proper performance and completion of the work. No allowance will be made after RFP opening for errors due to any failure to properly estimate the effect of the existing conditions and limitations on the scope and/or cost of the work. Supplier s representative shall report to the Owner s Representative and register his name, phone number, and name of the company, signing in as record of any site visits. The College is not obligated to offer any other times to conduct site visits. 4.0 Background of the College and Project The College is located in central Washtenaw County, between Ann Arbor and Ypsilanti, Michigan. It was established in 1965 and is a well-respected and well-supported community college. The College s academic offerings make WCC a standout among two-year institutions across the country. WCC s personal enrichment and professional development courses for licensing and certificate credentials as well as special classes for seniors help to keep one of the nation s highest degreed communities in step with trends and technology. During the 2017-2018 academic year, over 21,000 students enrolled in at least one credit course. Also, thousands more enroll in non-credit and continuing education classes and Workforce Development training offered by the College s Division of Economic and Community Development. The Facilities Management Department is charged with all campus design, construction, planning and maintenance of over 1.2 million square feet of buildings and 291 acres of property, along with multiple off-site locations. Page 3
5.0 Project Scope / Specifications The Morris Lawrence Building was built in 1990 as the Jobs Skills and Campus Events Building. As the primary location for external campus events, it welcomes over 150,000 visitors and guests each year. The building is the public face of the College and is the primary destination of campus visitors not enrolled in college credit courses. The primary purpose of this project is to install a new electronic sign near Huron River Drive to advise the public of relevant events and information. Proposed location of the sign is below: Requirements of the sign include: Match existing signage around campus and complement existing designs. Include Washtenaw Community College logo. Include the words Washtenaw Community College. Have a programmable electronic sign of minimum dimensions of 10 x4.5. Supplier shall include all costs to work with the Authority Having Jurisdiction (Superior Township) to secure all variances, permitting, and approvals required. Supplier will be required to meet with officials as required to secure approvals. Supplier shall include cost to secure easements and or approvals to install signage. Page 4
Supplier shall include all designs required for complete installation. Supplier shall include all construction costs with the exception of electrical service to location. Supplier shall specify electrical requirements and the College will be responsible for those costs. The supplier shall include in this proposal, time to participate in on-campus meetings with WCC project team. Supplier shall be expected to present and review design aspects as need with WCC personnel. Supplier shall include all programming and components required to modify the signage. This shall be turned over to WCC upon completion with training for staff. Beyond the scheduled meetings above, the supplier shall visit the site and attend as many additional meetings with the College as necessary to document existing site conditions, validate and propose corrections to the drawings, and assist with all construction work. The supplier will be responsible during all phases of the contract to recommend solutions and alternatives that provide the College with creative, cost effective solutions that meet the College s needs. The supplier will develop, produce, and submit all construction documentation needed, including but not limited to: design drawings, specifications, product data, material samples, schedules, submittals, etc. 6.0 Pricing Supplier shall complete Attachment A: Pricing Spreadsheet Supplier shall include all subcontractor and supplier costs to fulfill the design and build requirements. This includes surveys, investigations, subcontractors, and incidentals as required. Provide, in narrative form, an explanation of the comprehensive cost proposal for this project as well as any assumptions being made. 7.0 RFP Requirements - General The following requirements must be met when responding to this RFP: A. A comprehensive solution to achieve the scope listed above. Suppliers should address their approach to meeting the project s intent. B. A statement acknowledging the Supplier s understanding of the scope of this RFP (Signature Page). C. A completed Washtenaw Community College Contractor Responsibility Form must be included as part of the Proposal submission. D. The Supplier must provide a comprehensive price proposal that outlines costs of services, rates by individual, travel expenses and any other costs incurred as well as all assumptions. Washtenaw Community College holds a tax-exempt status and shall not be charged any Federal or State taxes where allowed. Tax-exempt documentation shall be presented when required. Page 5
E. The Supplier must warrant its products and services to the requirements and objectives in this RFP. F. Suppliers submitting a proposal agree to work with the College to develop a detailed Statement of Work that will be part of the contract at no cost to the College. G. Proof of Insurance - shall be maintained and a copy shall be provided to the College. No changes are permitted in the insurance coverage unless agreed to in writing by the College. Insurance shall be maintained for the following coverages in the amounts stated below. 1. Commercial general liability insurance (occurrence form) with respect to the premises, including contractual and products/completed operations coverages. The limits of liability are not to be less than $1,000,000 combined single limit of bodily injury and property damage per occurrence and $2,000,000 combined single limit of bodily injury and property damage annual aggregate. 2. Automobile liability insurance with limits not less than $1,000,000 combined single limit of bodily injury and property damage per accident. Statutory workers compensation employer s liability. 3. Umbrella or excess liability with limits not less than $2,000,000 per occurrence and aggregate. 4. Professional liability insurance. Specify amounts carried. H. Timeline Suppliers shall provide a timeline outlining how they will meet the June 3, 2019 delivery date for project design and build, to include a conceptual plan of how often and when the Supplier and College will meet to review design activities and progress. 8.0 Submission Directions Submissions Proposals are due on or before May 3, 2019 at 2:00 p.m. EST at the following location: Washtenaw Community College Attn: Don Harrison RFP # 6145 Design/Build Services for MLB Electric Sign Purchasing Office, Room 200 2 nd Floor Student Center Building Ann Arbor, MI 48105 Submit three (3) copies of the proposal. One (1) copy marked Original - must have original signature. The other two (2) copies can have photocopied signatures marked Copy. The proposal name must be clearly marked on all boxes, envelopes, and/or packages. Faxed and emailed replies are not acceptable and will be rejected. It is the responsibility of the Supplier to ensure that proposals are received at the location stated above on or before the due date and time. The college normal office hours are 8:00 AM to 4:30 PM EST. The Supplier assumes all responsibility for delivery to the location given above regardless of the method of shipment and delivery used and the time received to the specified location on campus. Note that overnight packages via the US Post Office will be delayed by one day. Late proposals will NOT be accepted. For driving directions and a campus map, please access the WCC web site at http://www.wccnet.edu/about-us/room-locator/room/sc2/ (Look in the upper-right corner for SC 200). Page 6
Questions Questions may be addressed to Don Harrison, Purchasing Agent, at pur@wccnet.edu. The deadline to submit questions is April 18, 2019 by 2:00 p.m. EST. All questions received by the deadline date will be posted on the WCC Budget and Purchasing website http://www.wccnet.edu/departments/purchasing/ on April 24, 2019 by 2:00 p.m. EST. 9.0 Exceptions to the College s Terms and Conditions While it is WCC s preference that the Supplier sign the standard template as is, the College may consider extensive changes to the agreement as a reason to exclude a vendor from further consideration. Vendors may take select exception to terms and conditions (Attachment B WCC Sample Agreement). The Supplier must clearly set forth each exception in its proposal, referencing the affected RFP or Agreement section, paragraph and page. The Supplier must set forth the reason(s) for the exception and indicate what (if any) alternative is being offered by the Supplier. WCC will determine (at its sole discretion) the acceptability of any proposed exception(s). This RFP and any subsequently offered contracts will be governed by the laws of the State of Michigan. Any and all applicable valid executive orders, Federal, State or local laws, ordinances or rules or regulations shall apply to any contract if and when offered and are deemed incorporated herein. 10.0 Proposal Submission Format The following table is a summary of the required proposal submission format for this RFP. Please structure your proposal submission per the content and sequence below. Where noted under Template for Submission, utilize the attachments provided with this RFP for inputting your responses. Proposal Section Intro Section Title Title Page Table of Contents Template for Submission 1.0 Comprehensive solution to achieve the project scope 2.0 Proof of Insurance 3.0 Proposed Timeline & Sequencing Open-Ended Responses (see proposal sections for overview of content required) 4.0 Washtenaw Community College Contractor Responsibility Form 5.0 Signature Page 6.0 Exceptions to College Contract 7.0 Cost Proposal Attachment A - Pricing Spreadsheet Page 7
SIGNATURE PAGE This page must be signed and submitted with the proposal. By virtue of submittal of a proposal, Supplier acknowledges: That all of the requirements of this RFP have been read and understood. That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any Federal department or agency. Any responses, materials, correspondence, or documents provided to WCC are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with the Act. By signing below the Supplier warrants that the information submitted is complete and factual. The individual signing below has authority to enter into this on behalf of Supplier. Proposal shall remain valid for a minimum of ninety (90) days. Signature Company Name Signature Printed Name Title Address Address City, State, Zip Phone Fax Email EIN/W-9 Indicate if your company is: Minority-owned yes or no Woman-owned yes or no Include documentation to verify status if available. The Supplier agrees to comply with all applicable federal, state, local and College laws, rules and regulations in providing goods and services under this agreement. Page 8
Washtenaw Community College Contractor Responsibility Form Firm: (Insert name, address and telephone number of firm submitting certification) Project Name: Design/Build Services for MLB Electric Sign Type of Work/Project: Design Project Bid/RFQ/RFP Number: RFP 6145 As a condition of performing work on a contract for Washtenaw Community College, a contractor submitting a bid shall complete this form with the responsible contractor qualification standards set forth below. Bids will not be accepted unless they are accompanied by a completed copy of this form. The form is required for all bona fide solicited contracts greater than or equal to $20,000. Washtenaw Community College will use this form and the items noted below in consideration of awarding the bid for the project identified above. This form must be completed by an employee or other person representing the submitting firm who has the authority to execute this form and has adequate knowledge to address all matters specified herein. The person completing this form shall answer each question and execute the signature requirement at the end of this form in the presence of a notary. If this form has already been completed and submitted by a responding contractor for a previous bid or contract, it shall be valid for a period of no longer than two years from the date of receipt. Contractor Qualification Standards (1) Does the firm meet the bonding requirements for the contract, as required by applicable law or contract specifications and any insurance requirements, as required by applicable law or contract specifications, including general liability insurance, workers compensation insurance and unemployment insurance? (2) Has the firm been debarred or suspended by any federal, state or local government agency or authority in the past three years? (3) Has the firm defaulted on any contract in the past three years? (4) Has the firm had any type of business, contracting or trade license, registration, or other certification revoked or suspended in the past three years? Page 9
(5) Have the firm or its owners been convicted of any crime relating to the contracting business in the past ten years? (6) Has the firm within the past three years been found in violation of any law applicable to its contracting business, including, but not limited to, licensing laws, tax laws, prompt payment laws, wage and hour laws, prevailing wage laws, environmental laws or others, where the result of such violation was the payment of a fine, back pay damages or any other type of penalty in the amount of $5,000 or more? (7) Is the firm currently a party to any pending litigation and/or arbitration? If the answer to above is YES, please describe: (8) Does the firm pay all craft employees that it employs on the contract the current wage rates and fringe benefits as required under applicable federal, state or local wage laws? (9) Will all individual workers on the contract be W-2 employees? (10) Have all craft labor, who will be employed by the firm for the contract, completed at least the OSHA 10 hour training course for safety established by the U.S. Department of Labor, Occupational Safety & Health Administration? (11) Will the firm employ craft employees in all classifications and individual trades required to successfully perform the work related to this contract? (12) Does the firm participate in an Apprenticeship Program for each separate trade or classification in which it employs craft employees and will the firm continue to participate in such program or programs for the duration of the contract? For purposes of this section, an Apprenticeship Program is an apprenticeship program that is currently registered with and approved by the U.S. Department of Labor or a state apprenticeship agency and has graduated apprentices to journeyperson status for at least three of the past five years. If the answer to the question above is YES, is the Apprenticeship Program a Class A or Class B program? Page 10
(13) Does the firm have all other technical qualifications and resources, including equipment, personnel and financial resources necessary to perform the referenced contract, or will obtain same through the use of qualified, responsible subcontractors? (14) Will the firm maintain all qualifications, resources and capabilities referenced in this form throughout the duration of the contract? (15) Can the firm provide a listing containing a minimum of three (3) similar projects completed including the client name, dollar value of the project, and documentation regarding timeliness, extension requests, any fines or penalties imposed, liens filed, and claims for extra work? (If Yes, please be prepared to provide listing at request of College) (16) Will the firm notify Washtenaw Community College, within seven days of any material changes to all matters attested to in this form? (17) If the firm is identified as the lowest responsible bidder, will it affirm to Washtenaw Community College that any and all subcontractors used for this contract will also adhere to the same contractor qualification standard responses attested to within this form within seven days (excluding items (7) and (15))? The undersigned attests that he or she has the authority to execute this form and has sufficient knowledge to address all matters specified herein and attests, under the penalty of perjury, that the information submitted is true, complete and accurate. Subscribed and sworn to before me this day of, 20 Notary Public My Commission Expires: Print and Sign Name Title Name of Firm Date Page 11