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HomeMy WebLinkAboutAlfred M. Stiff Professional Building Elevator Modernization RFPPage 1 of 11 REQUEST FOR PROPOSALS (RFP) ALFRED M. STIFF PROFESSIONAL BUILDING ELEVATOR MODERNIZATION CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 May, 2021 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to perform restoration upgrading and maintenance services for one (1) hydraulic elevator located at the City of Bozeman – Alfred M. Stiff Professional Building, 20 East Olive Street, Bozeman, MT 59715. Copies of the Request for Proposals are available on the City’s website at https://weblink.bozeman.net/WebLink/Browse.aspx?id=235714&dbid=0&repo=BOZEMAN. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address below. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by May 28, 2021 at 5:00pm MST. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The email address for submission is: agenda@bozeman.net NON-DISCRIMINATION AND EQUAL PAY The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFQ on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this RFQ and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, agenda@bozeman.net. Questions relating to the RFP should be directed to: Mike Gray, Facilities Superintendet, (406) 582-3232, mgray@bozeman.net. DATED at Bozeman, Montana, this Wednesday, May 7, 2021. Mike Maas City Clerk City of Bozeman For publication on: Sunday, May 9, 2021 Sunday, May 16, 2021 I. INTRODUCTION The City of Bozeman (Owner), and their designated representatives are seeking proposals from firms to perform restoration upgrading and maintenance services for one (1) hydraulic elevator located at the City of Bozeman – Alfred M. Stiff Professional Building, 20 East Olive Street, Bozeman, MT 59715. The Owner intends to enter into a contract with the selected firm that will include modernization of one (1) 2,000 lbs. capacity cantilevered hole-less hydraulic passenger elevator operating at 125 fpm including code updates for electrical and ventilation requirements. This RFP shall not commit the Owner to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or services. The Owner reserves the right to accept or reject all responses received as a result of this RFP if it is in the Owner’s best interest to do so. This procurement is governed by the laws of the State of Montana and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFP, all Submitters agree to be bound by the laws of the State of Montana and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. II. PROJECT BACKGROUND AND DESCRIPTION The single elevator which serves the Alfred M. Stiff Professional building was originally installed in 1972. While the current elevator has provided many years of service, reliability has become an issue due to decreasing performance and an increase in service calls. Complete modernization including code updates for electrical and ventilation requirements are necessary at this time. III. SCOPE OF SERVICES The scope of serices will include modernization of one (1) 2,000 lbs. capacity cantilevered hole- less hydraulic passenger elevator operating at 125 fpm including code updates for electrical and ventilation requirements. Additional requirements include technical specifications as described in Exhibit C. IV. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. Responses to each item should appear in the same order as in this RFP and should identifythe item to which the responses applies. a) Executive Summary This section shall provide an overview of the proposal and the Respondent’s understanding of the City’s needs. The summary should also include any experience the Respondent wishes to highlight, as well as any relevant conditions or restrictions. b) Firm/Inidvidual Profile Consultant’s legal name, address, telephone number, website (if any), and email address c) Description of Proposed Solution A narrative describing the Consultant’s proposed approach to completing the project. d) Scope of Project A summary of the proposed deliverables that will be provided at the completion of this project. e) Related Experience with Projects Similar to the Scope of Services Descriptions of similar projects completed. f) Statement of Qualifications Include the Consultant’s professional credentials, experience, and qualifications in providing the Scope of Services stated in this Request for Proposal. g) References List of no more than three organizations you have worked for and whom we may contact for recommendations. h) Present and Projected Workloads A description of the firm’s current work activities and how these would be coordinated with the project, as well as specific current workloads of the project team members. i) Key Personnel Identify each principal of the firm and other key personnel who will be professionally associated with this contract. Describe their respective areas of expertise and contract role. Include personalized resumes, which identify the qualifications, training, and experience of each key personnel. j) Price Proposal A price proposal following the form provided in Exhibit D. k) Additional Information Submit any other additional information, which would assist the City of Bozeman in the evaluation of the proposal. The City of Bozeman reserves the right to make any investigation and solicit additional information or submittals as it deems necessary to determine the ability of any Consultant to perform the Scope of Services stated within this Request for Proposals. l) Affirmation of Nondiscrimination & Equal Pay (see Appendix B) Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of firms. All vendors must perform their own examinations of existing systems and prevailing building conditions prior to submitting a proposal as futher defined herein. Access to the building will be permitted by appointment only. Individual vendors must schedule their own visits by contacting City of Bozseman Facilities Superintendent, Mike Gray, mgray@bozeman.net, (406) 582-3232. Individual bidders who wish to submit a Request for Information (RFI) during the bid process must address the technical inquiry to: VDA® (Van Deusen & Associates, Inc.) Vertical Transportation Systems Consultants 945 Wyoming Street – Suite 150 Missoula, MT 59801 Attention: Dane Carollo Email.: dcarollo@vdassoc.com 1. All requests must be submitted via email. 2. RFI’s must refer to the document, article and paragraph reference in question by the order of the specification or other document applicable. 3. The Consultant will respond to all RFI’s in the same order of inquiry submittals and issue the original vendor questions with the responses to all contractors invited to bid via facsimile/email. a. The Owner’s project management designee shall be copied on all technical correspondence for record. V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS EVENT DATE/TIME Publication dates of RFP Sunday, May 9, 2021 Sunday, May 16, 2021 Deadline for receipt of proposals May 28, 2021 Evaluation of proposals June 4, 2021 Interviews (if necessary) and Selection of consultants TBD With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. Deliver RFPs via email to the City Clerk (agenda@bozeman.net) by May 28, 2021 at 5:00pm MST. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address agenda@bozeman.net. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. VI. AMENDMENTS TO SOLICITATION Any interpretation or correction of this request will be published on the City’s webpage. The deadline for questions related to this document is 4:00pm MST on May 26, 2021 . VII. CONTACT INFORMATION Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk, (406) 582-2321, agenda@bozeman.net Questions relating to scope of services should be directed to: Mike Gray, Facilities Superintendent, mgray@bozeman.net, (406) 582-3232. VIII. SELECTION PROCEDURE A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” IX. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: The list below is an example. Adjust the list depending on the information the proposer is required to submit. • [5 points] Executive Summary • [45 points] Qualifications of the Firm for Scope of Services; Cost • [30 points] Proposal Requirements • [5 points] Related Experience with Similar Projects X. FORM OF AGREEMENT The Contractor will be required to enter into a contract with the City in substantially the same form as the professional services agreement attached as Attachment B. XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, may be subject to public review. A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE. A. This RFP may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFP, all Respondents who submitted will be notified using email. B. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up to 60 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest. C. The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City of Bozeman. D. The City of Bozeman reserves the right to determine the best qualified Contractor and negotiate a final scope of service and cost, negotiate a contract with another Contractor if an agreement cannot be reached with the first selected Contractor, or reject all proposals. E. The professional services contract between the City of Bozeman and the successful Contractor will incorporate the Contractor's scope of service and work schedule as part of the agreement (see Appendix B for form of professional services agreement. The professional services agreement presented to the Contractor may differ from this form as appropriate for the scope of services). F. This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Contractor, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. G. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all Contractors who submitted proposals will be notified using email. H. Projects under any contract are subject to the availability of funds. XII. NONDISCRIMINATION AND EQUAL PAY POLICY The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. XIII. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. E. Procurement. When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an RFP not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. XIV. ATTACHMENTS The following exhibits are incorporated in this RFP: Exhibit A: Non-Discrimination and Equal Pay Affirmation Exhibit B: Form of Professional Services Agreement Exhibit C: Technical Specifications Exhibit D: Form of Price Proposal END OF RFP