Carpet Replacement Project Des Peres Department of Public Safety

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1 Carpet Replacement Project Des Peres Department of Public Safety Notice is hereby given that the City of Des Peres is seeking proposals from qualified vendors for the installation of carpet for the Public Safety Department Building located at 1000 North Ballas Road. Proposals should be received in the Des Peres City Clerks office at Manchester Road, Des Peres, Missouri until Friday, September 18, 2015, when they will be publicly opened and read aloud. Bidders shall submit their proposals in duplicate in a sealed envelope and marked Public Safety Building Carpet Replacement Project. A description of the project is enclosed within this document. Questions regarding this proposal should be addressed to Lt. Eric Hall at The City reserves the right to reject any and all bids and to select the bid deemed most advantageous. Douglas J. Harms City Administrator & Purchasing Agent 1

2 INVITATION TO BID Carpet Replacement Project Des Peres Department of Public Safety The City of Des Peres is soliciting proposals from qualified vendors for replacement of carpet for the Public Safety Department Building located at 1000 N. Ballas Rd. Des Peres, Missouri, Proposals will be accepted until Friday, September 18, 2015, at 2:00 PM at which time they will be publicly opened and read aloud. Proposals should be submitted IN DUPLICATE to: Office of City Clerk, City of Des Peres, Manchester Road, St. Louis, Missouri GENERAL INSTRUCTIONS TO BIDDERS In addition to the requirements set forth in the advertisement for bids and attached specifications, all bidders shall be responsible to familiarize themselves and comply with the following instructions: Bidders shall submit their proposals in duplicate by 2:00 PM on Friday, September 18, 2015 on the bid form furnished (if applicable) by the City of Des Peres to the Des Peres City Clerk at Des Peres City Hall. They shall be in a sealed envelope and marked Public Safety Building Carpet Replacement Project. The City reserves the right to reject any or all bids, to waive any technicalities and to select the bid deemed by the Mayor and Board of Aldermen to be in the best interest of the City. All bids submitted shall be binding on the bidder for a period of thirty (30) days from date of bid opening. Any specifications listed are intended to be preferred function and performance specifications. No specification should be construed as representing any particular brand of materials. Bidders should propose to furnish materials that come closest to meeting the details of the specifications. Where deviations are necessary, bidder must specify such deviation in their respective proposal. The City of Des Peres has a preference for materials made in the U.S.A. The City of Des Peres is exempt from all sales tax. Exemption certificates will be furnished upon request. Vendor has authorization to use State Contract pricing if applicable. Prices quoted are to be firm and final; and prices shall be stated in units of quantity specified with packing, shipping and freight charges included. Any and all discounts for which the City of Des Peres qualifies should be applied and included in the bid. No fax or verbal bids will be accepted. Contractors are responsible for the timely delivery of bid packages to the Des Peres City Clerk. A postage meter mark is not sufficient evidence of mailing any bid package. Payment will be made through normal purchase order and invoice procedures. All bids must include the Manufacturer s literature for the specific model bid. Contractor must be properly licensed with federal, state and local governments and agencies. 2

3 Bidders shall read thoroughly and understand the specifications in relation to the bid which is submitted. If the bidder has any questions concerning the true meaning or intent of the specifications or any of the requirements stated herein, he shall request interpretation, in writing; and an addendum will be mailed to those whom specifications and other relevant material have been issued. Failure to have requested an addendum covering any such questions shall not relieve the bidder from performing the work in accordance with the intent of the specifications. All bids include delivery to the Department of Public Safety, 1000 N. Ballas, Des Peres, MO A non-collusion affidavit and affidavit of compliance with Section R.S.Mo., Et Seq. must be submitted with the bid. Bidders must honor Manufacturers warranty. The CITY OF DES PERES in accordance with Title VI of the Civil Rights Act of 1964, 78, Stat. 252, 42 USC 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discrimination against on the grounds of gender, disability, race, color or national origin in consideration for an award. Questions concerning these specifications should be directed to Lt. Eric Hall, STATEMENT OF INTENT It is the intention of the City to replace the current carpet at the Public Safety Building. The Bidder/Installer (Contractor) should inspect the building and survey the conditions of the current flooring and subfloor within the building. The site visit is not mandatory, but is recommended for the contractor to be thoroughly familiar with the field conditions and requirements where the complete system is to be installed and made operational. The site visit can be scheduled by contacting Lt. Eric Hall at It is the intent of the City of Des Peres that the all of the standards of quality are adhered to including but not limited to UL, NFPA, AMCA, IMC, ASME, UMC, NEC, ASTM and all of the codes of St. Louis County, Missouri. The contractor should supply: 1. Complete cost of project including equipment and installation. 2 A list of up to three (3) references (including names and contact information) where the same material has been installed that is proposed in the bid. 3 Product information on material bid. 3

4 1.2 PAYMENT: The City intends to make a single payment to the successful vendor upon completion of the project. If a vendor desires a different payment schedule, please indicate in your proposal. 1.3 RESERVATION OF RIGHTS: The City reserves the right to reject any or all proposals, to waive any technicalities in the process, to award any bid or portion of a bid which is deemed to be the most advantageous to the City of Des Peres and to make such investigations as are deemed necessary to determine the ability of the vendor to perform the services requested. GENERAL TERMS AND CONDITIONS OF BID 2.1 PRICES: All prices shall be F.O.B. destination, 1000 North Ballas Road, Des Peres Missouri, 63131, and shall include all costs for the item and miscellaneous equipment specified herein. No other costs will be permitted to the vendor beyond those stated in his proposal. 2.2 WITHDRAWAL OF BIDS: Products and prices included in the bid may not be withdrawn for a period of sixty (60) days from the date of bid opening without consent of city. 2.3 MADE IN AMERICA: City Codes express a preference for products which are made in America. Vendors shall indicate for each product line what percentage of the item is made in America. 2.4 COMPLETION: Expected completion should be as soon as possible after acceptance of the proposal. 2.5 WARRANTIES: The owner shall be provided with full manufacturer s warranty as a condition of the award. The warranty shall be stated in the proposal for each product specified. The successful bidder must provide the owner with any and all instructions, manuals and directions for proper cleaning and maintenance of all items that are installed INTERPRETATION OF CONTRACT DOCUMENTS PRIOR TO BIDDING: If any person contemplating submission of a proposal for the Carpet Replacement Project is in doubt regarding the true meaning of any part of the contract documents, he/she may submit to the City Administrator, a request for an interpretation or correction thereof not later than seven (7) days before the bids will be opened. The person submitting the request will be responsible for its prompt delivery to the designer. Any interpretation or correction of the contract documents will be made by addendum and will be mailed or delivered to each bidder of record. 2.7 QUESTIONS REGARDING TECHNICAL SPECIFICATIONS: Any and all questions regarding the technical specifications shall be directed to the Lt. Eric Hall, phone Any material changes as a result of such questions shall be approved in writing and mailed or delivered to each bidder of record. 2.8 ERRORS AND OMISSIONS BY CITY: No vendor shall be permitted to use to his/her advantage any error or omission in this solicitation or specifications. If vendor shall have any questions or desires a clarification or interpretation regarding any of the items specified, the vendor shall request such 4

5 clarification in writing and any such clarifications shall be made available to all vendors. SUBMISSION OF BIDS: Proposals must be submitted prior to Friday, September 18, At 2:00 PM at which time they will be publicly opened and read aloud. Proposals should be returned to the attention of: The Office of the City Clerk, City of Des Peres, Manchester Road, Des Peres, Missouri Proposals must be in a sealed envelope clearly marked Public Safety Building Carpet Replacement Project and shall include the name of the bidder and the date and time of the bid opening. SCOPE OF WORK PROJECT SPECIFICATIONS Furnish all labor, equipment, materials and incidentals necessary to remove and replace carpet at the City of Des Peres, Department of Public Safety Building, 1000 N Ballas Road, Des Peres, Mo The bid should include carpet squares and vinyl cove base for the areas of the building that are currently carpeted. MATERIALS: The carpet squares shall meet or exceed the specifications listed below. Approximate total area for all rooms is 585 sq. yd. Measurements should be verified in the field by the bidder as this total does not equal to the entire public safety building only designated areas of the building are included in this project. CARPET SPECIFICATIONS: Color: Color samples are to be provided by the successful bidder Construction: Patterned Loop Standard Backing: Nexus Modular Dye Method: Solution/Yarn Dyed Fiber Type: Encore RE Nylon (recycled content) Face Weight: 20 oz./sy 678 grams/m2 Pile Density: 7129 oz.y kg/m3 Pattern Repeat: N/A Gauge: 1/ rows/cm Stitches: stitches/in 5.00 stitches/cm Standard Size: 24 x 24 approximately (60.96cm x 60.96cm). Special Technologies: Pro Tex Soil Release or equivalent WARRANTIES: Two (2) Year installation warranty Lifetime fiber for wear 5

6 Lifetime fiber for static Lifetime protection from delamination failure Lifetime for tuft bind strength Lifetime moisture barrier Lifetime dimensional stability ADDITIONAL ITEMS: All existing material, including glue, is to properly removed prior to installation. Any floor preparation is included in this project and should be reflected in the bid price. Other carpet that is equivalent to the specifications and durability. Bid will include labor to remove and reinstall office furniture during installation. 6

7 Carpet Replacement Project Des Peres Department of Public Safety BID RESPONSE FORM Color: Color samples are to be provided by the successful bidder If an exception/equivalency is noted it must be explained in detail. Construction: Patterned Loop Standard Backing: Nexus Modular Dye Method: Solution/Yarn Dyed Fiber Type: Encore RE Nylon (recycled content) Face Weight: 20 oz./sy 678 grams/m2 Pile Density: 7129 oz.y kg/m3 Pattern Repeat: N/A Gauge: 1/ rows/cm Stitches: stitches/in 5.00 stitches/cm 7

8 Standard Size: 24 x 24 approximately (60.96cm x 60.96cm) Special Technologies: Pro Tex Soil Release or equivalent WARRANTIES: Two (2) Year installation warranty Lifetime fiber for wear Lifetime fiber for static Lifetime protection from delamination failure Lifetime for tuft bind strength Lifetime moisture barrier Lifetime dimensional stability 8

9 Carpet Replacement Project Des Peres Department of Public Safety ADDITIONAL ITEM(S): All existing material, including glue, is to properly removed prior to installation. Any floor preparation is included in this project and should be reflected in the bid price. Other carpet that is equivalent to the specifications and durability Please list/describe other product(s) proposed in detail Bid will include labor to remove and reinstall office furniture during installation. Project Pricing: Total Materials: Total Labor: Total Project Pricing: Company Representative Signature Date Company and Representative Contact Information Address: Contact Number Address: 9

10 NON-COLLUSION AFFIDAVIT I,, authorized representative of Corporation hereby guarantee: I. That in connection with this procurement, A. The prices in this bid have been arrived at independently, with consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such prices with any other bidder or with any competitor; B. The prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening directly or indirectly to any other bidder; or to any competitor; and C. No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. II. III. The undersigned further states: A. He is the person in the bidder s organization responsible within that organization for the decision as to the prices being bid herein and that he has not participated, and will not participate in any action contrary to I-A through I-C above, or: B. He is not the person in the bidder s organization responsible within that organization for the decision as to the prices being bid herein but that he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to I-A through I-C above, and as their agent does hereby so certify; and he has not participated, and will not participate in any action contrary to I-A through I-C above. It is expressly understood that the foregoing statements, representations, and promises are made as a condition to the right of the bidder to receive payment under any award made hereunder. For Corporations (Name - indicate if corporation, partnership or sole proprietor) C (Corporate Seal) (Office held in bidder organization) ATTEST: SUBSCRIBED AND SWORN TO BEFORE ME THIS DAY OF,

11 Affidavit of Compliance with Section R.S.Mo., Et Seq. For all Agreements in excess of $5, Effective January 1, 2009 STATE OF ) COUNTY OF ) ) ss. Before me, the undersigned Notary Public, in and for the County of, State of, personally appeared (Name) Who is (Title) of (Name of company), (a corporation), (a partnership), (a sole proprietorship), (a limited liability company), and is authorized to make this affidavit, and being duly sworn upon oath deposes and says as follows: (1) that said company is enrolled in and participates in a federal work authorization program with respect to the employees working in connection with the contracted services; and (2) that said company does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. The terms used in this affidavit shall have the meaning set forth in Section R.S.Mo., et seq. Documentation of participation in a federal work authorization program is attached to this affidavit. Signature Name: Subscribed and sworn to before me this day of,. Notary Public My commission expires: 11