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Request for Proposal # 967 For: Plumbing Repair & Replacement Services

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Request for Proposal # 967 For: Plumbing Repair & Replacement Services Event Date Time RFP Question Cut Off Date (Refer to RFP Section for more information.) Pre-bid Conference 5/11/11 10:00 AM Site
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Request for Proposal # 967 For: Plumbing Repair & Replacement Services Event Date Time RFP Question Cut Off Date (Refer to RFP Section for more information.) Pre-bid Conference 5/11/11 10:00 AM Site Visit 5/11/11 10:00 AM N/A N/A Bid Proposal Submission Due Date (Refer to RFP Section for more information.) 5/20/11 10:00 AM Dates are subject to change. All changes will be reflected in Addendum to the RFP posted on the Procurement Services webpage. Small Business Set-Aside (Refer to RFP Section for more information.) Status Not Applicable Entire Contract Partial Contract Subcontracting Only Category I II III RFP Issued By Office of Procurement Services Montclair State University, 855 Valley Road, Suite 112, Clifton, New Jersey Assigned Procurement Services buyer: John Goscinski Telephone #: (973) Fax #: (973) Date: May 9, Table of Contents 1.0 INFORMATION FOR BIDDERS PURPOSE AND INTENT KEY EVENTS PREBID MEETINGS AND WALK-THROUGH QUESTION AND ANSWER PERIOD SUBMISSION OF BID PROPOSAL ADDITIONAL INFORMATION ADDENDUM: REVISIONS TO THIS RFP BIDDER RESPONSIBILITY COST LIABILITY CONTENTS OF BID PROPOSAL PRICE ALTERATION BID ERRORS JOINT VENTURE DEFINITIONS GENERAL DEFINITIONS CONTRACT SPECIFIC DEFINITIONS SCOPE OF WORK RESPONSIBILITIES OF CONTRACTOR CONTRACTOR S INVOICING BID PROPOSAL PREPARATION AND SUBMISSION GENERAL BID PROPOSAL DELIVERY AND IDENTIFICATION NUMBER OF BID PROPOSAL COPIES BID PROPOSAL CONTENT FORMS THAT MUST BE SUBMITTED WITH BID PROPOSAL PROOF OF REGISTRATION THAT MUST BE SUBMITTED WITH THE BID PROPOSAL SUBMITTALS BID SECURITY FINANCIAL CAPABILITY OF THE BIDDER PRICING PREVAILING WAGE SPECIAL CONTRACTUAL TERMS AND CONDITIONS PRECEDENCE OF SPECIAL CONTRACTUAL TERMS AND CONDITIONS CONTRACT TERM AND EXTENSION OPTION CONTRACT TRANSITION CONTRACT AMENDMENT CONTRACTOR S WARRANTY ITEMS ORDERED AND DELIVERED REMEDIES FOR FAILURE TO COMPLY WITH MATERIAL CONTRACT REQUIREMENTS MANUFACTURING/PACKAGING REQUIREMENTS PROPOSAL EVALUATION EVALUATION CRITERIA ORAL PRESENTATION AND/OR CLARIFICATION OF BID PROPOSAL BID DISCREPANCIES CONTRACT AWARD DOCUMENTS/APPROVALS REQUIRED BEFORE CONTRACT AWARD FINALIZATION PERFORMANCE AND PAYMENT BONDS 7.1.2 AFFIRMATIVE ACTION PLEASE REFERENCE ATTACHMENT# POLITICAL CONTRIBUTION DISCLOSURE REQUIREMENTS INSURANCE CERTIFICATES VENDORS RIGHT TO PROTEST AWARD OF CONTRACT STANDARD CONTRACT TERMS AND CONDITIONS ATTACHMENT # RFP SIGNATURE PAGE ATTACHMENT # OWNERSHIP/STOCKHOLDER DISCLOSURE FORM ATTACHMENT SOURCE DISCLOSURE CERTIFICATION ATTACHMENT # COMPANY QUALIFICATION CERTIFICATION ATTACHMENT # ATTACHMENT # BID BOND NOT APPLICABLE TO THIS RFP ATTACHMENT # AGREEMENT OF SURETY ATTACHMENT # MANDATORY EEO/AA LANGUAGE 1.0 INFORMATION FOR BIDDERS 1.1 PURPOSE AND INTENT This Request for Proposal (RFP) is issued by the Office of Procurement Services (Procurement Services), Montclair State University (University). The purpose of this RFP is to solicit bid proposals for a one-year term contract with one primary vendor and a secondary vendor who can provide Plumbing Repair and Replacement Services to the University. The intent of this RFP is to award contract(s) to those responsible bidders whose bid proposals, conforming to this RFP is most advantageous to the University, price and other factors considered. However, the University reserves the right to separately procure individual requirements that are the subject of the awarded contract during the contract term, when deemed by the University s Vice President for Finance and Treasurer to be in the University s best interest. The University s Standard Contract Terms and Conditions, Appendix 1 hereto, will be part of the awarded contract. The University s Standard Contract Terms and Conditions are in addition to the terms and conditions set forth in this RFP and should be read in conjunction with them. 1.2 KEY EVENTS PREBID MEETINGS AND WALK-THROUGH The bidder is strongly encouraged to attend the pre-bid conference(s) and site visit(s). No special arrangements will be made for those not attending. The bidder is responsible for the full Scope of Work QUESTION AND ANSWER PERIOD Procurement Services will accept questions and inquiries from all potential bidders via or fax, see cover sheet for assigned buyer s address and fax number. Questions should be directly tied to the RFP and asked in consecutive order, from beginning to end, following the organization of the RFP. Each question should begin by referencing the RFP page number and section number to which it relates. Bidders are not to contact the University using department directly, in person, by telephone or by , concerning this RFP. The cut-off date for faxed questions and inquiries relating to this RFP is indicated on the cover sheet. Addendum to this RFP, if any, will be posted on Procurement Services webpage after the cut-off date (see Section of this RFP for further information.) SUBMISSION OF BID PROPOSAL 4 In order to be considered for award, the bid proposal must be received by Procurement Services at the appropriate location by the required time in a sealed envelope. The date and time is indicated on the cover sheet. The location is as follows: Office of Procurement Services Suite 112 Montclair State University 855 Valley Road Clifton, New Jersey ANY BID PROPOSAL NOT RECEIVED ON TIME AT THE LOCATION NOTED WILL BE REJECTED Note: Bidders using USPS Regular or Express mail services should allow adequate time to ensure that bid proposals are received at Procurement Services on the date and time indicated on the cover sheet. 1.3 ADDITIONAL INFORMATION ADDENDUM: REVISIONS TO THIS RFP In the event that it becomes necessary to clarify or revise this RFP, such clarification or revision will be by addendum. Any addendum to this RFP will become part of this RFP and part of any contract awarded as a result of this RFP. ADDENDUM ISSUED WILL BE POSTED ON PROCUREMENT SERVICES WEBPAGE. There are no designated dates for release of addendum. Interested vendors should check the Procurement Services webpage on a daily basis from time of RFP issuance through bid proposal submission. It is the sole responsibility of the bidder to be knowledgeable of addendum issued relating to this RFP. Notice of addendum issued will be faxed by the assigned Procurement Services buyer to any vendor who has picked up a copy of the RFP at Procurement Services and who provided Procurement Services with its fax number. It is the responsibility of the vendor accessing the RFP from Procurement Services webpage to or fax the assigned Procurement Services buyer to request that it be faxed notice of addendum issued BIDDER RESPONSIBILITY The bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened because of a bidder's failure to be knowledgeable as to all of the requirements of this RFP COST LIABILITY 5 The University assumes no responsibility and bears no liability for costs incurred by a bidder in the preparation and submittal of a bid proposal in response to this RFP CONTENTS OF BID PROPOSAL Subsequent to bid opening, all information submitted by a bidder in the bid proposal is considered public information, except as may be exempted from public disclosure by the Open Public Records Act, N.J.S.A. 47:1A-1 et seq., and the common law. A bidder may designate specific information in its bid proposal as not subject to disclosure when the bidder has a good faith legal/factual basis for such assertion. The University reserves the right to make the determination and will advise the bidder accordingly. The location in the bid proposal of any such designation should be clearly stated in a cover letter. The University will not honor any attempt by a bidder either to designate its entire bid proposal as proprietary and/or to claim copyright protection for its entire proposal. By signing the Signature Page of this RFP (Attachment 1), the bidder waives any claims of copyright protection set forth within the manufacturer's price list and/or catalogs. The price lists and/or catalogs must be accessible to University using departments PRICE ALTERATION Bid prices must be typed or written in ink. Any price change (including white-outs ) must be initialed. Failure to initial price changes shall preclude a contract award from being made to the bidder BID ERRORS A bidder may request that its bid proposal be withdrawn prior to bid opening. Such request must be made, in writing, to the Director of Procurement Services. If the request is granted, the bidder may submit a revised bid proposal as long as the revised bid proposal is received prior to the announced date and time for the opening of bid proposals and at the place specified. If, after the opening of bid proposals but before contract award, a bidder discovers an error in its bid proposal, the bidder may make written request to the Director of Procurement Services for authorization to withdraw its bid proposal from consideration for award. Evidence of the bidder s good faith in making this request shall be used in making the determination. The factors that will be considered are that the mistake is so significant that to enforce the contract resulting from the bid proposal would be unconscionable; that the mistake relates to a material feature of the contract; that the mistake occurred notwithstanding the bidder s exercise of reasonable care; and that the University will not be significantly prejudiced by granting the withdrawal of the bid proposal. If, during the evaluation of bid proposals received, an obvious pricing error made by a potential contract awardee is found, the Director of Procurement Services shall issue written notice to the bidder. The bidder will have five days after receipt of the notice to confirm its pricing. If the bidder fails to respond, its bid proposal shall be considered withdrawn, and no further consideration shall be given it. 6 If it is discovered that there is an arithmetic disparity between the unit price and the total extended price, the unit price shall prevail. If there is any other ambiguity in the pricing other than a disparity between the unit price and extended price and the bidder s intention is not readily discernible from other parts of the bid proposal, the assigned Procurement Services buyer may seek clarification from the bidder to ascertain the true intent of the bid proposal JOINT VENTURE If a joint venture is submitting a bid proposal, the agreement between the parties relating to such joint venture should be submitted with the joint venture s bid proposal. Authorized signatories from each party comprising the joint venture must sign the Signature Page (Attachment #1) and the Source Disclosure Certification (Attachment #3). A separate Ownership Disclosure Form (Attachment #2) and Company Qualification Certification (Attachment #4) must completed by each party to the joint venture. 7 2.0 DEFINITIONS 2.1 GENERAL DEFINITIONS The following definitions will be part of the contract awarded as result of this RFP: Addendum - Written clarification or revision to this RFP issued by Procurement Services. Amendment - A change in the scope of work to be performed by the contractor after contract award. An amendment is not effective until signed by the University s Vice President for Finance and Treasurer. Bidder A vendor submitting a bid proposal in response to this RFP. Contract - Any addendum to this RFP, this RFP (including Montclair State University s Contract Terms and Conditions, Appendix 1), the awarded bidder's bid proposal and the University s form Agreement incorporating these documents. Contractor - The contractor is the bidder awarded a contract. Director Director of Procurement Services. Joint Venture A business undertaking by two or more entities to share risk and responsibility for a specific project. May - Denotes that which is permissible, but not mandatory. Request for Proposal (RFP) - This document, which establishes the bidding and contract requirements and solicits bid proposals to meet the purchase needs of the University. Shall or Must - Denotes that which is a mandatory requirement. Should - Denotes that which is recommended, but not mandatory. 2.2 CONTRACT SPECIFIC DEFINITIONS N/A 8 3.0 SCOPE OF WORK The University seeks to obtain pricing for plumbing replacement and repair services including but not limited to: remove and/or install faucets, steam traps, shower diverters, tub shoes, shower bases, sink & tub drains, soldered copper pipe, cut and thread piping, remove and/or install piping (soldered, threaded, propress, sharktooth), remove and/or reinstall plastic PVC piping and fittings on an as-needed basis, including emergency work and repairs. Pricing shall include regular, overtime and holiday labor rates and the percentage mark-up on materials for such work. The vendor should designate which days are considered holidays. Prevailing Wage laws apply to this RFP. The vendor shall provide services to the main campus at Montclair State University, One Normal Avenue, Montclair, NJ and other off campus locations as required. 3.1 RESPONSE TIME & REPORTING REQUIREMENTS 1. The contractor agrees to have a qualified licensed plumber report to MSU within one (1) hour of receipt of notification, unless such deadline is extended by the proper University facilities official. If a second emergency arises while the contractor is responding to the first emergency, the University shall notify the contractor on site to ascertain his/her evaluation for the repair of both emergencies in within a four hour time period. The contractor shall call his office for additional staff if required. Non-emergency service calls shall be completed in ten calendar days after an initial assessment period of one day. 2. Regular University Working Hours: between the hours of 7:30 a.m. and 4:00 p.m. Monday through Friday. NOTE: The contractor should be sensitive to the progress of classes and residents living in residential/apartment rooms, and the need to minimize noisy or otherwise disruptive activities during these times. 3. Service technicians are to first report to the Facilities Maintenance and Engineering Office to sign in. After obtaining the necessary access keys, the contractor shall proceed to the site. 4. Emergency repairs: after regular business hours or on weekends and University holidays. When reporting to the University after regular business hours, the contractor is to report to University Police to sign in. The contractor will then proceed to the building with assistance from the night Facilities Maintenance and Engineering Office staff or University Police. 9 3.2 RESPONSIBILITIES OF CONTRACTOR 1. The response time and reporting in requirements for this work are described in Section 3.1. The contractor shall inspect the damaged site and report findings to the designated University facilities official. The contractor shall make such repairs as authorized by the Facilities Official. Montclair State University shall not be responsible for any unauthorized work. The contractor shall notify the designated University facilities official (preferably the official who authorized the work) when the work has been completed. When practicable, the contractor shall demonstrate the nature of the repair to the University official at the repair site. In any case, where such demonstration is not possible, the contractor shall make such demonstration at the request of the University within 48 hours. 2. All materials supplied to Montclair State University under this agreement shall be institutional, industrial and/or commercial grade materials, whichever is better quality, in accordance with the standards of the industry for institutional and/or industrial construction and maintenance. 3. Extensive inventories of material and supplies are required by Montclair State University due to the wide range and large volume of repairs, renovations, installation and maintenance work performed. The contractor shall stock and/or have available a large inventory and an adequate variety of materials for plumbing replacement and/or repairs, renovations and maintenance. Contractor will be expected to audit each building on the university campus to identify the different types of glass in use for purposes of inventory after contract award is made. A convenient location of the supply warehouse (within a 25 mile radius) is necessary for the pickup of emergency supplies when a regular delivery is not possible. Contractor should provide the location of the warehouse(s). 4. All orders for stock to be held at the University, either picked up or delivered, shall be accompanied by a packing slip or receipt indicating the date of sale, purchase order number and items/quantities received. No partial shipments will be allowed, except as agreed upon by Montclair State University ahead of time. 5. The contractor shall confine his stock supplies to areas permitted by the designated University representative, or a designee, and shall not unreasonably encumber the site or premises. 6. The contractor shall at all times during the progress of the work keep the premises and the job site free from accumulations of all refuse, rubbish, scrap materials and debris caused by his operations; to the end that at all times the premises and site shall present a safe, neat, orderly and workmanlike appearance. This is to be accomplished by the removal of such material, debris, etc. from the site and the University premises as frequently as is necessary. Loading, 10 cartage, hauling and dumping will be at the contractor s expense. However, contractor may request permission from Facilities Maintenance and Engineering to use the University s containers in an emergency. 7. At the completion of any work, the contractor shall immediately remove all his tools and equipment from the job site and leave all work areas in a broom-clean condition. 8. If the contractor fails to promptly and properly fulfill the obligations relating to cleaning and final clean up, the University shall have the right to employ another firm to complete the cleanup, and to charge the cost thereof to the contractor. Further, final payment will be withheld until the University deems the area acceptable. 9. The contractor shall have the right of access to those areas of the University facilities designated as work areas. 10. If due to the fault or negligence of the contractor, their agents or employees, any Montclair State University property, equipment, stock or supplies are lost or damaged during the performance of this contract, the contractor shall be responsible for such loss. The University, at its option, may either require the contractor to replace the damaged property or to reimburse MSU for the full value. 11. Work performed under this contract must comply with all applicable OSHA standards. 12. The contractor shall supervise, direct the work and be solely responsible for all installation techniques, sequences, and procedures and for coordinating all portions of the work under this contract to the satisfaction of the designated University representative. 13. Contractor must have a minimum of two (2) trucks in their fleet, with commercial license plates and registration. No personal or private vehicles will be allowed to make deliveries or service calls. 14. Contractor must obtain an MSU parking permit for each vehicle from the Red Hawk Deck Parking Office once per year renewable each year starting September 1 st. 15. Contractor must obey all parking rules and regulations while on campus University property. Reference web link 16. All personnel must observe all regulations in effect at the University. While on University property employees shall be subject to control of the University, but under no circumstances shall such persons be deemed to be employees of the University. Personnel must be identified as contractor s
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