2023-0
Notice Inviting Bids
Carpet Replacement
Release Date: February 1324, 2023
Deadline for Submittal: March 1324, 2023, 1700 hours
Contact: Eric Tam, Technology Supervisor
PROJECT BACKGROUND / DESCRIPTION Of WORK
The City of Richmond Police Department is seeking proposals bids from qualified professionals to remove existing carpet and replace with tile carpet. Contractors shall prep existing floor/sub floor for installation of carpet squares and prep all existing services for ancillary carpet accessories (i.e., vinyl cover base, transition strips, etc.)
The respondent must be local within 50-mile radius of the City of Richmond and have experience performing similar services with other government entities.
MINIMUM REQUIREMENTS
1. Contractor shall possess a valid California Class C -15 contractor’s license from the time the bids are due and throughout the entire term of the contract. The City will not award this contract to a bidder who fails to posses or maintain the require license.
2.1. Contractor must have completed three (3) similar projects size within the past five (5 years) installing carpet tiles to qualify for the project.
3. All contractors that will be on site participating in this project may be subject to a criminal background check.
5. A corporate surety bond in an amount not less than 100% of the contract price for the payment of all labor and material claims.
7. A corporate surety bond in an amount not less than 10% of the contract price guaranteeing the Contractor’s warranty against defective materials and workmanship for a period of one (1) year.
9. Evidence of required insurance coverage.
11. California Wage Rate Requirements. Pursuant to Division 2, Part 7, Chapter 1 of the Labor Code of the State of California (including sections 1771 and 1773.2), the City has obtained from the Department of Industrial Relations of the Sta te of California the general prevailing rate of per diem wages, and the general prevailing rate of holiday and overtime work in the locality in which the public work is to be performed for each craft, classification or type of workers needed to perform the Work, and they are on file in the office of the City Clerk, 2nd 3rd Floor, City Hall, 13220 Central Avenue, Chino, CA 91710 450 Civic Center Plaza, Richmond CA 94803. The Contractor to whom the Contract is awarded, and its subcontractors, shall pay to all workers in the performance of the Work not less than the prevailing rate of wages needed to execute the contract . Copies of schedules of prevailing wage rates may be obtained on the California Department of Industrial Relations website http://www.dir.ca.gov/dlsr.
13. Department of Industrial Relations (DIR) Compliance. This project is a public work and is subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR). In bidding on this work, it shall be the Bidder’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this contract and applicable law in its bid.
Pursuant to Labor Code sections 1725.5, 1771.1, and SB 854, Public Works Contractor Registration Program, all contractors and subcontractors who bid or work on Public Works projects must be registered with, and pay an annual fe e to, the State Department of Industrial Relations (DIR), subject to the limited exceptions set forth in Labor Code Section 1771.1(a) (regarding the submission of a bid as authorized by Business & Professions Code Section 7029.1 or Public Contract Code Sec tion 10164 or 20103.5), provided that contractors and subcontractors subject to such exceptions shall be registered with the DIR at the time the contract is awarded. No bid will be accepted, except as provided above, nor any contract entered, without proof of the contractor’s and subcontractors’ current registration with the Department of Industrial Relations to perform public work. If awarded a contract, the Bidder, and its subcontractor, of any tier, shall maintain active registration with the Department of Industrial Relations for the duration of the Project.
SUMMARY OF WORK
The following is a summary of the work to be done for this project. It is not intended to be an all -inclusive description of the work to be performed. Bidder will be ranked from lowest to highest. The lowest bidder will have the opportunity to visit the job site and reviewing the complete scope of work. The lowest bidder will be given an opportunity to revise the bid to include any discrepancy that may arise.
All work shall be done in accordance with all applicable codes including the City of Richmond Municipal Code. Contractor is responsible for obtaining all permits and inspections. Contractor is responsible for visiting the job site and verifying the e xact locations and sizes of all work to be performed prior to start of work. Any discrepancies shall be reported to the City immediately prior to start of work.
Contractor shall provide all labor, supervision, tools, surface inspection, adjacent surface protection, surface preparation, all necessary equipment and supplies to removal of existing carpet, cover base, and installation of new carpet tile, cover base and related accessories.
The estimate area of carpet removal and installation is 1600 square yards.
Location of work includes 20 offices, 2 Conference Rooms, cCommon hHallways, and walkways, about 16 stair steps (44 inches wide, 18 inches deep including bend) includ,ing two landing area (about 2 yards by 3 yards).
Carpet Tile Manufacture: Mohawk
Style: Urban Thrall 2B116
Color: Unbound 878
Pattern Repeat: 18” W x 49” L
COST INFORMATION
Bid information should include line items for the following parts and/or labor:
Remove and install new tile carpet in designated area estimated at 1600 square yards.
Dispose of old carpet according to applicable laws.
Carpet tile adhesive and seam sealer material
Install new carpet on tile office (about 12 feet x 24 feet) Stairs – about 16 steps including three landing area. Rubber/Wall Base (Parts and labor)
Carpet Sundries (if any)
Freight (if any)
Disposal Fee (if any)
Surcharge (if any)
Sales Tax
Please state if you can provide the following additional services. Moving of furniture – lateral file cabinets (full of files) Moving of furniture – Conference Room size table
Moving of furniture – “L” shape and “U” Shape executive type desk Moving of furniture – disassemble of cubicle walls and reassemble. Moving of furniture – disassemble of cubicle partition and reassemble. Moving of furniture – Free standing lockers
Moving of furniture – remove electrical pigtail from cubicle partition and reinstall. Moving of furniture – remove network jacks and network cable from partition and reinstall.
SITE VISIT
Bidders are strongly encouraged to visit the site of the proposed work and fully acquaint refer to the attached floor plan (with dimension estimates).
PRE-BID MEETING
The proposer shall state whether it takes exception(s) to this bid, including but not limited to the City of Richmond’s Construction Standard Services Agreement – bid (Attachment 1).. If the proposer does take exception(s) to any portion of the bid or contractAgreement, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Servicesthe Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the bid or Standard Services or Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
STATEMENT OF IMPARTIALITY AND DISCLOSURE
This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third -party with interests currently in conflict or likely to conflict with City of Richmond’s interests. Additionally , proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff directly regarding this Proposal will not be answered. All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on March 17February 27, 2023. If the City finds it necessary to issue an addendum, prospective Offerors will receive e -mail notification of addendum. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/ bids for any possible Addenda to the bid that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the BID. Any party attempting to influence or circumvent the BID, bid submittal, and review process may have their proposal rejected for violating this provision of the BID.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, to download BID, new vendors will be required to register. On ce the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or
notifications relating to the BID.
BID OPENING
Electronic Bids for Carpet Replacement shall be submitted via the City’s secure online bidding system. All required sections of the bid must be submitted via the website.
Contractor is solely responsible for “on time” submission of their electronic bid. The Bid Management System wil l not accept late bids and no exceptions shall be made.
Contractors will receive an e -bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those bids that were transmitted successfully. The bid must be received electronically on BidsOnline no later than 5:00 p.m., local time, on Monday, March 213, 2023. Submission of Proposals
Please submit your proposal via the City of Richmond's BidsOnline system. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This bid does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this bid, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond.
The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The city may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this BID.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this BID become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at t he time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
Formatted: Font: Bold
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in BID Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code (RMC) Chapter 2.28 ), Business Opportunity Ordinance ( RMC Chapter 2.50 ), Local Employment Program Ordinance ( RMC Chapter 2.56 ), Living Wage Ordinance ( RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) ( RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Collusion
By submitting a proposal, each respondent r epresents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, infor mation, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights, or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright, or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Res pondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
The City reserves the right to reject any or all proposals, or to make no award. The City
also reserves the right to require modifications follow ‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service.
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror s hall offer the most favorable terms in response to this BID. Offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications.
The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
Award
When the Review Panel has completed its work, Police Department personnel will work with the Respondent Contractor to complete the administrative paperwork.