RFP - GICC 041516 - LIGHTING RETROFIT LIGHTING RETROFIT - PHASE ONE at the GEORGIA INTERNATIONAL CONVENTION CENTER The City of College Park is accepting Sealed Proposals from qualified vendors for LIGHTING RETROFIT - PHASE ONE at the GEORGIA INTERNATIONAL CONVENTION CENTER. Sealed proposals will be received no later than 4:00pm, Friday, April 15, 2016 at the City of College Park Purchasing Department, 3667 Main Street, College Park, GA, 30337 at which time only the names of the respondents will be read aloud. Proposals 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 www.collegeparkga.com. A Mandatory Informational Conference / Pre-Proposal Meeting will be held at 2:00pm, Tuesday, March 15, 2016 at the Georgia International Convention Center, 2000 Convention Center Concourse, College Park, GA 30337. A Mandatory Site Visit will immediately follow. Attendance is required at both. Proposals will not be accepted from any vendor who does not attend and sign in at the Mandatory Pre-Proposal meeting. Questions or clarifications arising afterwards will be accepted via email ONLY, to bgregory@collegeparkga.com until 4:00pm, Wednesday, March 23, 2016. An Addendum listing all Q&A, clarifications, etc. will be posted on the City s website on or about 4:00pm, Wednesday, March 30, 2016. As a requirement of this proposal, a five percent (5%) Bid Bond shall be submitted with proposal. The successful proposer will be required to provide Payment and Performance Bond in the amount of one hundred percent (100%) of total contract amount before execution of contract. The City of College Park reserves the right to reject any or all bids 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. RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 1
CITY OF COLLEGE PARK PURCHASING DEPARTMENT GENERAL INSTRUCTION TO BIDDER 1. The following instructions are to be considered an integral part of this proposal. Unless otherwise requested, one (1) marked Original and four (4) marked Copy of the bid form shall be submitted and 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 bid in the YELLOW ENVELOPE provided with this proposal. The envelope must be complete with the vendor s company name, bid title, bid number and bid 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 bid-opening deadline. NOTE: BID DOCUMENTS DOWNLOADED FROM THE COLLEGE PARK WEBSITE MAY USE THE ATTACHED MAILING LABEL TO SUBMIT YOUR BID. SEE PAGE FOUR (4) OF INSTRUCTIONS FOR LABEL. 3. If descriptive literature is attached to the bid, bidder s name must appear on all sheets. 4. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the bidder s responsibility to seek clarification immediately from the City of College Park Purchasing Department during the Mandatory Informational Conference / Pre-Proposal Meeting or during the question period of time indicated herein. IT SHALL BE THE PROPOSER S RESPONSIBILITY TO CHECK THE CITY S WEB SITE (www.collegeparkga.com) FOR ANY/ALL ADDENDUM / ADDENDA. Answer(s) to all questions will be answered after the deadline for questions has expired, and posted to the City s web site at www.collegeparkga.com, if applicable. 5. Any variation from the specifications must be clearly stated by the bidder in writing and submitted with his/her proposal. 6. 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 RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 2
interpretations of this specification shall be made upon the basis of this statement. 7. The City prefers a single vendor. However, the City of College Park reserves the right, if a single bidder is unable to perform the scope of work in this RFP, to choose multiple qualified vendors to meet the City s requirements. 8. In most cases, and unless specified otherwise, proposals shall be evaluated on the following items, but not necessarily in this order: Price Schedule Adherence to specifications, IGA Audit, RFP document Past record of vendors delivery/performance to the City Of College Park 9. 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 proposal. Each proposer shall state a definite time and avoid using terms ASAP or approximately so many days. 10. The proposer 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) 11. All prices shall be for delivery, our destination, and F.O.B. freight prepaid and allows, College Park, Georgia unless otherwise shown. (If Applicable) 12. No Federal or State Sales Tax is applicable. The Federal tax identification number is 58-6000542. The City is State tax-exempt under the code of Georgia, Charter 88-18. 13. Cash discounts or end of month terms should be shown separately, even if terms are net. 14. The City of College Park reserves the right to accept or reject any and all bids, due to past performance, etc. and waive any informality. The City will accept or reject all bids 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 BIDDERS, 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:, RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 3
RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 4
CITY OF COLLEGE PARK PURCHASING DEPARTMENT REFERENCE: RFP GICC 041516 LIGHTING RETROFIT - PHASE ONE at the GEORGIA INTERNATIONAL CONVENTION CENTER SHOW ALL EXCEPTIONS AND COMMENTS BELOW: SIGNATURE: DATE: RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 5
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. W 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 bids. The City will continue to utilize a fair, equitable and impartial process and award bids based upon the lowest, responsible bidder. 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 or NO. If YES, please specify how listed below: 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 Thank you for your cooperation. THIS FORM MUST BE COMPLETED AND SIGNED AND MADE A PART OF PROPOSAL. RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 6
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: RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 7
RFP DOCUMENT REQUIREMENTS & CHECKLIST PLEASE COMPLETE, SIGN AND SUBMIT THE FOLLOWING BID DOCUMENTS IN THE ORDER LISTED BELOW. 1.One (1) marked Original and four (4) marked Copy of response 2. RFP Document Requirements & Checklist completed, signed and dated; Cover letter as described on pages 5 and 6 of second section of RFP; Project Costs Sheet and Form of Proposal Sheet, both completed, signed and dated 3. Bid Bond of five percent (5%) 4. License number and documentation (as required by applicable 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.Successful bidder acknowledges requirement to provide Performance and Payment Bond before execution of contract. 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 Late responses will not be accepted.faxed or emailed responses 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. RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 8 Date
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: $2,000,000 Commercial Umbrella $500,000 General Liability $500,000 Auto Liability $250,000 Workers Compensation Copies of these Certificates of Insurance shall be furnished to the City prior to execution of the contract. 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 five percent (5%) 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 RFP EVENT DATES: RFP release and newspaper advertisement March 09, 2016 Mandatory Informational Conference* March 15, 2016, 2:00pm Last day for questions March 23 2016, 4:00pm Addendum posted on City website March 30, 2016, 4:00pm Responses Due April 15, 2016, 4:00pm *A Mandatory Informational Conference / Pre-Proposal Meeting will be held at the Georgia International Convention Center Executive Office Conference Room, 2000 Convention Center Concourse, College Park, GA 30337. A Mandatory Site Visit will immediately follow. RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 9
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. RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 10
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: RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 11
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: RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 12
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 bidder. (Name of Company) (Contact Name) (Phone Number) (Fax Number) (Email Address) (Signature) (Print Name) RFP GICC 041516 LIGHTING RETROFIT PHASE ONE Page 13
REQUEST FOR PROPOSAL FOR LIGHTING RETROFIT PHASE ONE GEORGIA INTERNATIONAL CONVENTION CENTER (THE CITY OF COLLEGE PARK) (Second section of RFP document) City of College Park/GICC Lighting Retrofit Phase One Page 1
The sole intent of this Request for Proposal (RFP) is to solicit pricing for the Lighting Retrofit Phase One as specified in this RFP for the College Park convention facility, the Georgia International Convention Center located at 2000 Convention Center Concourse, College Park, Georgia 30337. Sealed proposals 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 April 15, 2016. Sealed proposals shall be opened at 4:01pm on April 15, 2016 in the Conference Room, CITY OF COLLEGE PARK, 3667 Main Street, College Park, Georgia 30337. Proposals 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 proposal should be submitted in writing VIA email to bgregory@collegeparkga.com. The last day for questions and clarification will be March 23, 2016. ` All bids must be a final cost. Bid on the Proposal Form provided, without changes. The CITY OF COLLEGE PARK reserves the right to reject any and all bids and to waive formalities and technicalities. A W9 will be requested from the successful bidder if applicable. Event Date Request for Proposal Issued Week Of 3/7/2106 Pre-Proposal Meeting** 3/15/2016** Last Day for Questions/Clarifications 3/23/2016 Addendum Posted to City Website 3/30/2016 Proposals Due to City of College Park 4/15/2016 **A Mandatory Pre-Proposal Meeting will be held at 2:00pm at the Georgia International Convention Center, 2000 Convention Center Concourse, College Park, GA 30337 Executive Office Conference Room This form and all attachments must be enclosed with your proposal. 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. City of College Park/GICC Lighting Retrofit Phase One Page 2
Bidder or Contractor means the legal entity submitting a response to a proposal. Proposal or RFP refers to this Request for Proposal document including appendices and addenda. The Project or the Facility refers to the Georgia International Convention Center (GICC). Scope of Work The Contractor will be responsible for providing a turnkey lighting retrofit project including all labor (installation and supervisory), material, equipment, and disposal. The installation is to be completed by the contract supplier in accordance with all applicable local, state and federal laws and regulations. The following will be included, but not limited to: In addition to installation labor & material, include a full time onsite Supervisor/Forman for the length of the lighting project plus an overall Project Manager in your bids. Ensure bids include any/all equipment, disposal/recycle costs, tools, daily cleanup and supplies necessary to perform the scope of work. Bids must include time allotted for weekly meetings at a minimum and commissioning per the RFP in addition to the installation crews as their work should not stop to attend meetings etc. Contractor is responsible for obtaining any customer or local lighting standards and ensuring that all installations meet minimum IES/code requirements. Lighting contractor is to provide a price to include installation labor, ballast and lamp disposal, and the purchase of all installation materials associated with lighting retrofits, lighting mockups, and risk due to material damage. Upon specification approval, the Lighting Contractor shall submit an installation timeline to the Project Manager. The Lighting Contractor shall provide written weekly updates on job status and schedule revisions. Any changes to the lighting scope during installation shall be treated as a change order at no additional cost to the City of College Park and requires the written approval of the Project Development Manager and Project Manager. The lighting installation shall not be considered complete until the Project Development Manager performs a sign-off on the job. It is the responsibility of the lighting contractor for document facilitation and proper handling of ballasts containing PCB s. Disposal will be at the contractor s responsibility, only after the owner reviews the old material and keeps what they want. Lighting equipment that is still in operating condition is still the property of the building owner. Disposal of this equipment is at the owner s discretion (i.e. Lighting Contractor will not re-sell old tubes and ballasts unless given permission to do so in writing). City of College Park/GICC Lighting Retrofit Phase One Page 3
PLEASE NOTE: The following support documentation will be distributed at the Mandatory Informational Conference / Pre Proposal Meeting scheduled for 2:00pm, March 15, 2016. Attachment B GICC Project Write-Ups, Lighting Ph1 Attachment C GICC-14 Lighting Scope, GICC-15 Lighting Scope, GICC-18 Lighting Scope Attachment D Section 26 51 00, Interior Lighting; Section 26 56 00, Exterior Lighting Attachment E Project Development and Construction Schedule 12-30-15 Attachment F Original Lighting Fixture Specs, for Reference Attachment G Original Lighting Plans, for Reference Clean Up Bidder shall remove debris and rubbish from construction area on a daily basis. Upon completion of work remove and dispose of excess materials, rubbish and foreign material. Leave construction area clean and neat. Freight Bidders quote to be inclusive of freight and delivery charges. Information and Instructions General The responsibility is on the bidder to show their knowledge, understanding and capacity to conduct the work outlined in the RFP. 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 bidder s expertise and competence. The City reserves the right to reject any and all proposals and to waive technical errors as heretofore set forth. All information provided in response to this RFP must contain sufficient detail to support the services being proposed. Incomplete submissions will not be considered. A Bid Bond of five percent (5%) will be required with the submitted proposal. 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 cost related to work to be performed to include but not limited to vehicle, travel, equipment, labor, materials, freight, delivery, removal and installation. City of College Park/GICC Lighting Retrofit Phase One Page 4
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 Proposals The proposal shall be submitted on the Form of Proposal included in this document and enclosed in a sealed envelope as described in number 2 of General Instruction to Bidder. The envelope must include five (5) sets of the submitted proposal, one (1) marked as Original with original signatures and four (4) marked as Copy. The proposal submission must be legible, written in ink, or typewritten. Proposals containing changes, erasures, overwriting, white-outs, cross-outs, or strike-outs which are not initialed by the bidder may not be accepted. The Form of Proposal 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. No part of the Form of Proposal included in this package shall be altered or deleted. The completed proposal shall be dated and properly signed in the space(s) by a duly authorized official(s) of the entity submitting a proposal. Signatures on behalf of a non-incorporated entity or by individuals shall be witnessed. Proposals shall not be made by e-mail or facsimile. Adjustment by e-mail, facsimile, letter or otherwise to a proposal already submitted shall not be accepted or considered. Proposals may be withdrawn prior to the time of opening thereof only by notice to the City of College Park Purchasing Department signed by the bidder. A proposal delivered in person or by a courier service, without the yellow envelope as described in number 2, General Instruction to Bidder, or a proposal that is not delivered to the designated location by the bidder or courier service may be rejected. The failure of the bidder or courier service to deliver the proposal submission to the designated location on time shall result in the proposal being rejected. A cover letter must be attached in the form of a standard business letter containing the bidder s name, address and telephone number and must be signed with an original signature, in ink, by an individual authorized to legally bind the bidder. The letter must contain the following information: a. A statement describing the bidder 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 quote certifies that he or she is the person in the bidder s organization who has actual authority to make decisions as to matters relating to this RFP and to bind the bidder. c. A statement that the quote meets the minimum qualifications set forth in this RFP and accepts all requirements and terms and conditions contained in this RFP. City of College Park/GICC Lighting Retrofit Phase One Page 5
d. A statement that the bidder 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 4-4053, 4-4055, 4-4056, Equal Employment Opportunity). e. A statement that no attempt has been made or will be made by the bidder to induce any other person or firm to submit or not submit a quote. f. A statement that indicates whether the bidder or any of its agent has a possible conflict of interest with any city employee involved in the RFP and any ensuing Contract(s) or any other conflict of interest and, if so, an explanation of the conflict must be given. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the proposer s responsibility to seek clarification immediately from the City of College Park Purchasing Department by email ONLY by 4:00pm, Wednesday, March 23, 2016 unless otherwise stated in the documents. All questions shall be submitted in writing via e-mail to the attention of Barbara Gregory, Purchasing Department, City of College Park at bgregory@collgeparkga.com. IT SHALL BE THE PROPOSER S RESPONSIBILITY TO CHECK THE CITY S WEB SITE (www.collegeparkga.com) FOR ANY/ALL ADDENDA. Answer(s) to all questions will be answered after the deadline for questions has expired, and posted to the City s web site, 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 RFP. Adjustments or changes to this RFP prior to the closing date and time stated herein will only be by written addendum(s) only and said addendum(s) will be issued by the Purchasing Department of the City of College Park. Addenda will be posted at www.collegeparkga.com. It is the bidder s sole responsibility to check this web site often to be informed of any posted addendum. The City makes no promise or guarantee that addendums will be delivered by any means to any bidder. By submitting a proposal in response to this RFP, the bidder acknowledges and agrees that addendum(s) shall only be posted on the College Park website and it is the sole responsibility of the bidder to check this web site for said addendum(s). Failure to include signed copies of the addenda with the submitted proposal may result in a non-compliant proposal. Any variation from the specifications must be clearly stated by the bidder in writing and submitted with his/her proposal. 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 Proposal Documents It is the responsibility of the bidder to seek clarification of any matter that they consider unclear before submitting a proposal. The City of College Park is not responsible for any misunderstanding of the proposal on the part of the bidder. It is the bidder s responsibility to verify the extent of work required under this project. No allowances will be made for the bidder failing to do so. Any item not City of College Park/GICC Lighting Retrofit Phase One Page 6
specifically mentioned in the specifications but implied or required to complete the project will be considered to be included in the total price. Proposers may inquire into and clarify any requirements of the RFP. Inquiries must be directed to the attention of Barbara Gregory, Purchasing Department at bgregory@collegeparkga.com. In order to manage this process, bidders are requested to submit all questions in writing, by email ONLY, by 4:00pm, Wednesday, March 23, 2016. Proposals submitted shall be final and may not be altered by subsequent offerings, discussions or commitments unless the bidder 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 Proposal, the information combined in the Request for Proposal is supplied solely as a guideline for bidders. The information is not guaranteed or warranted to be accurate, nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposal is intended to relieve bidders from forming their own opinions and conclusion in respect of the matters addressed in the Request for Proposal. Informal or Unbalanced Proposals Proposals which are incomplete, unconditional, illegible or obscure, or contain reservations, erasures, alterations or irregularities of any kind, may be rejected as informal. Proposals 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 Bidders must disclose to the City in the proposal 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 bidder. If such conflict of interest does exist the City may, at its discretion, refuse to consider the proposal. Bribery/Fraud Should any prospective bidder 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. Processing of Proposals On receipt by the City representative of a properly sealed envelope delivered by or on behalf of a bidder, the City representative will mark the envelope as to the time and date of receipt and the City of College Park/GICC Lighting Retrofit Phase One Page 7
envelope will be retained unopened until the opening of proposals. The sealed envelopes containing proposals will be opened in public, for registration purposes only, in the room and at the time specified in this document. After the proposal has been opened, City staff may clarify any aspect of a proposal with the bidder; however, the City is not required to clarify any part of a proposal. Any such clarification will not alter the proposal and will not be constituted as a negotiation or renegotiation of the proposal. Any clarification of a proposal by a bidder shall not be effective until confirmation has been delivered in writing. The City may make all necessary corrections to any proposal which is in error through addition or extension, the corrected value prevailing. The City retains the right to select any proposal for purposes that are in the best interests of and for the best value for the City and/or to select parts of various proposals or to reject all proposals 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 bidder submitting the lowest costs. The selected bidder will be notified after City Council has reviewed and approved the proposal. The issuance of the proposal 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 bidder for any costs incurred in preparing, submitting or presenting a proposal. Blackout Period The City prohibits communications with respect to this bid opportunity initiated by a bidder 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 bidder 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 bid. Any communication initiated by a bidder during the Blackout Period may be grounds for disqualifying the offending bidder from consideration for the contract award. Validity of Proposal Proposals must remain valid for one hundred twenty (120) days after the proposal due date. Proposals submitted with a less than one hundred twenty (120) days validity will be found nonresponsive and will not be considered. 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: City of College Park/GICC Lighting Retrofit Phase One Page 8
$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, bidder 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, bidder shall not move its equipment or laborers onto the premises or begin performance of the work specified under this agreement. If bidder 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 bidder is required to maintain insurance at these levels at least one (1) year after completion of the project. Depending on the complexity of the project, successful bidder 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 bidder. Proof of Insurance must be included in submitted bid documents. References Bidder 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 bid documents. License and Permits The successful bidder 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. The bidder shall comply with all Federal, State and Municipal laws and regulations. Indemnification Without limiting any other obligation of the bidder under this contract or otherwise, the bidder 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 City of College Park/GICC Lighting Retrofit Phase One Page 9
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 bidder, its officers, employees, sub-contractors, 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 bidder is in law responsible. Should the City be made a part of any litigation commenced by or against the bidder, then the bidder 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 bidder 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 bidder 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 bidder 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 bidder 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 bidder shall not be liable for any damage that my result from any use of said documents for purposes other than those described in this proposal. 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 bidder and all sub-contractors and/or partners hired by the bidder 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 bidder 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 bidder. City of College Park/GICC Lighting Retrofit Phase One Page 10
Project Costs Please provide in detail all proposed costs associated with this project. Respondent s proposed project cost to be inclusive of freight and delivery charges. Proposals must remain valid for one hundred twenty (120) days after April 15, 2016, the proposal opening date. Total proposed project costs: $ City of College Park/GICC Lighting Retrofit Phase One Page 11
Form of Proposal To: The City of College Park College Park, Georgia 30337 I/We the undersigned, hereby offer and agree to supply and deliver the service as outlined in the Request for Proposal documents. The signature(s) below dignify that I/We have read and agree with the procedures outlined in the Request for Proposal document. Company Name Address City, State and Zip Phone Facsimile Email Website PROPOSAL SUBMITTED BY: Signature Print/Type Name Title Date City of College Park/GICC Lighting Retrofit Phase One Page 12
Exhibit A General Project Requirements - GICC Lighting Retrofits Phase 1 Please refer to the general project requirements contained herein regarding the GICC Lighting Retrofit Phase One project at the GICC facility in College Park, GA. 1. In addition to installation labor & Material, include a full time onsite Supervisor/Forman for the length of the lighting project plus an overall Project Manager in your bids. 2. Ensure bids include any/all equipment, disposal/recycle costs, tools, daily cleanup and supplies necessary to perform the scope of work. 3. Bids must include time allotted for weekly meetings at a minimum and commissioning per the RFP in addition to the installation crews as their work should not stop to attend meetings etc. 4. Contractor is responsible for obtaining any customer or local lighting standards and ensuring that all installations meet minimum IES/code requirements. 5. Lighting contractor is to provide a price to include installation labor, ballast and lamp disposal, and the purchase of all installation materials associated with lighting retrofits, lighting mock-ups, and risk due to material damage. 6. Upon specification approval, the Lighting Contractor shall submit an installation timeline to the Project Manager. The Lighting Contractor shall provide written weekly updates on job status and schedule revisions. 7. Any changes to the lighting scope during installation shall be treated as a change order and require the written approval of the Project Development Manager and Project Manager. 8. The lighting installation shall not be considered complete until the Project Development Manager performs a sign-off on the job. 9. It is the responsibility of the lighting contractor for document facilitation and proper handling of ballasts containing PCB s. Disposal needs to be the contractor s responsibility, only after the owner reviews the old material and keeps what they want. 10. Lighting equipment that is still in operating condition is still the property of the building owner. Disposal of this equipment is at the owner s discretion (i.e. Lighting Contractor will not re-sell old tubes and ballasts unless given permission to do so in writing). Disposal needs to be the contractor s responsibility, only after the owner reviews the old material and keeps what they want. Support Documentation Please note the following support documentation to assist in accurate and competitive bids: 1. Attachment B GICC Project Write-Ups, Lighting Ph1 2. Attachment C GICC-14 Lighting Scope, GICC-15 Lighting Scope, GICC-18 Lighting Scope 3. Attachment D Section 26 51 00, Interior Lighting; Section 26 56 00, Exterior Lighting 4. Attachment E Project Development and Construction Schedule 12-30-15 5. Attachment F Original Lighting Fixture Specs, for Reference 6. Attachment G Original Lighting Plans, for Reference
LIGHTING RETROFIT PHASE ONE PROJECT SUMMARY The intent of this Request for Proposal (RFP) is to solicit pricing for the Lighting Retrofit Phase One at the Georgia International Convention Center. The Contractor will be responsible for providing a turnkey lighting retrofit project including all labor (installation and supervisory), material, equipment, and disposal. In this project the existing fixtures to be retrofitted are: Four-foot, 32-watt T8 fluorescent lamps and standard-powered electronic ballasts retrofitted to new 28-watt T8 lamps and ballasts. PAR 30 and PAR 38 lamps to be retrofitted to LED equivalents. Exterior lighting, including a 596,000 sq. ft. surface parking lot, consists of a variety of fluorescent and metal halide type fixtures to be retrofitted to LED equivalents. The installation is to be completed by the contract supplier in accordance with all applicable local, state and federal laws and regulations. END OF PROJECT SUMMARY REMAINDER OF PAGE LEFT BLANK.
Scoring Criteria In most cases, and unless specified otherwise, proposals shall be evaluated on the following criteria, but not necessarily in this order: Price Adherence to specifications, IGA Audit, RFP Documents Schedule 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. END OF SCORING CRITERIA REMAINDER OF PAGE LEFT BLANK.