STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES NORTHEAST FLORIDA STATE HOSPITAL

Transcription

1 STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES NORTHEAST FLORIDA STATE HOSPITAL INVITATION TO BID RE-ROOFING OF GYMNASIUM ITB-# NEFSH Re-roofing of Gymnasium COMMODITY CODE: , , ITB# NEFSH Page 1 of 35 RE-ROOFING GYMNASIUM

2 TABLE OF CONTENTS RE-ROOFING OF GYMNASIUM SECTION 1. INTRODUCTION Introduction to the Procurement Statement of Purpose Term of Agreement Contact Person and Purchasing Agent Definitions Supporting Documentation 5 SECTION 2. ITB PROCESS Generally Official Notices and Public Records Protests and Disputes Limitations on Contacting Department Personnel Schedule of Events and Deadlines Notice of Intent to Submit A Bid Mandatory Pre-bid Soliciation Conference and Site Visit Written Inquiries Receipt of Bids and Waiver of Minor Irregularities Application of Mandatory Requirements Request to Withdraw Bid Cost of Preparation of Bid PUR Department s Reserved Rights 11 SECTION 3. MINIMUM SPECIFICATIONS Scope of Work Vendor Qualifications Product Qualifications Minimum Delivery Specifications Composition of the Bid Order of Precedence 17 SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITB How to Submit a Bid 18 ITB# NEFSH Page 2 of 35 RE-ROOFING GYMNASIUM

3 4.2 Content of the Bid Bid Format Public Records and Trade Secrets 21 SECTION 5. THE SELECTION METHODOLOGY Evaluation Methodology Department s Reserved Rights Relating to the Purchase Order Award Posting Notice of Award 23 APPENDIX I - NOTICE OF INTENT TO SIBMIT A BID APPENDIX II - CERTIFICATE OF SIGNATURE AUTHORITY...25 APPENDIX III VENDORS STATEMENTS AND CERTIFICATIONS...26 APPENDIX IV PURCHASE ORDER TERMS AND CONDITIONS...31 APPENDIX V - MANDATORY REQUIREMENTS CHECKLIST APPENDIX VI BID PRICE SHEET...35 ITB# NEFSH Page 3 of 35 RE-ROOFING GYMNASIUM

4 SECTION 1. INTRODUCTION 1.1 Introduction to the Procurement The Department of Children and Families (Department), Northeast Florida State Hospital, is issuing this solicitation to interested parties for the purpose of obtaining bids to furnish all equipment, materials and services needed to remove the existing roof and Re-roof the Gymnasium as described herein. This solicitation is issued in accordance with the provisions of Section , Florida Statutes (F.S.), Chapter 60A-1 of the Florida Administrative Code (F.A.C.), and applicable Department policies and procedures. Any person interested in responding to the solicitation must comply with any and all of the terms and conditions described in the solicitation. A failure to read, understand, or comply with the terms of the solicitation may result in the Department s inability to accept or fully consider the response. 1.2 Statement of Purpose The Department is seeking a qualified Roofing Contractor to re-roof the Gymnasium (14,733 square foot roof) located at Northeast Florida State Hospital, 7487 South State Road 121, Macclenny, Florida. The existing roof needs to be removed and replaced with a Thermoplastic Polyolefin (TPO) re-roof system. 1.3 Term of the Agreement The anticipated start date of the resulting purchasing order is August 15, The contract shall end on October 14, Contact Person and Purchasing Agent This ITB is issued by the State of Florida, Department of Children and Families. The contact point for all communication regarding this ITB is: Cheryl Robinson, Purchasing Agent Mailing Address: Florida Department of Children and Families Northeast Florida State Hospital Procurement Office, Building South State Road 121 Macclenny, FL Cheryl_robinson@dcf.state.fl.us All contact with the Purchasing Agent shall be in writing via electronic mail, U.S. mail, or other delivery service. No facsimiles or telephone calls will be accepted for any reason. 1.5 Definitions Service specific terms Department - For the purpose of this Invitation to Bid, the department is defined as Northeast Florida State Hospital (NEFSH), operated by the Florida Department of Children and Families Northeast Florida State Hospital - NEFSH also referred to as the hospital. ITB# NEFSH Page 4 of 35 RE-ROOFING GYMNASIUM

5 1.5.4 Bidder/Vendor - An individual, organization, or entity submitting competitive proposals to an ITB to the department pursuant to section , F.S Solicitation Conference - A meeting held by the department with interested bidders to answer questions concerning an Invitation to Bid (ITB) Responsive Bidder - A person who has submitted a proposal or bid which conforms in all material respects to the solicitation, also known as a responsive vendor Thermoplastic Polyolefin TPO Purlin Bearing Rib PBR No Dollar Limit NDL Lightweight Insulating Concrete Systems LWIC 1.6 Supporting Documentation The table below lists the supporting documentation, filename(s) of the supporting documentation, and the associated link to download the supporting documentation. Description General Instructions to Respondents Standard Terms and Conditions File name PUR 1001 PUR 1000 Link perations/state_purchasing/documents_for ms_references_resources/purchasing_for ms perations/state_purchasing/documents_for ms_references_resources/purchasing_for ms Cross Reference These documents will be discussed further in the Sections noted in the above table. SECTION 2. ITB PROCESS 2.1 Generally Bids that meet the Mandatory Requirements of this ITB and are otherwise responsive will be eligible for evaluation. Following the evaluation and the Secretary s decision regarding the recommended ranking, the Department will post a notice of intended contract award, identifying the vendor(s) selected for award. Final contract terms will be established with the selected vendor(s). 2.2 Official Notices and Public Records Notices Regarding the ITB ITB# NEFSH Page 5 of 35 RE-ROOFING GYMNASIUM

6 All notices, decisions, intended decisions, addenda and other matters relating to this procurement will be electronically posted on the Department of Management Services (DMS) Vendor Bid System (VBS) website located at: In order to find postings at such location: 1. Click on Search Advertisements 2. Under Agency select Department of Children and Families 3. Scroll down to the bottom of the screen and click on Initiate Search It is the responsibility of prospective vendors to check the VBS for addenda, notices of decisions and other information or clarifications to this ITB Public Records All electronic and written communications pertaining to this ITB, whether sent from or received by the Department, are subject to the Florida public records laws. 2.3 Protests and Disputes Time Limits for Filing Protests Any person who is adversely affected by the decision or intended decision made by the Department pursuant to this solicitation shall file with the Department a notice of protest in writing within 72 hours (Saturdays, Sundays, and state holidays excluded) after the posting of the notice of decision, or intended decision. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed Protests of Terms, Conditions and Specifications With respect to a protest of the terms, conditions and specifications contained in this solicitation, including any provisions governing the methods for ranking bids, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours (Saturdays, Sundays, and state holidays excluded) after the posting of the solicitation. For purposes of this provision, the term the solicitation includes any addendum, response to written questions, clarification or other document concerning the terms, conditions, or specifications of the solicitation. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed Bond Must Accompany Protest When protesting a decision or intended decision (including a protest of the terms, conditions and specifications contained in the solicitation), the protestor must post a bond equal to one percent (1%) of the Department s estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor. If no contract price was submitted, the Department shall provide the estimated contract amount to the protestor within 72 hours (excluding Saturdays, Sundays, and state holidays) after the notice of protest has been filed. The estimated contract amount is not subject to protest pursuant to ss (3), F. S. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which action is brought and in any subsequent appellate court proceeding. ITB# NEFSH Page 6 of 35 RE-ROOFING GYMNASIUM

7 FAILURE TO FILE THE PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST WILL RESULT IN A REJECTION OF THE PROTEST. In lieu of a bond the Department may accept a cashiers check, official bank check, or money order in the amount of the bond Filing a Protest A notice of protest, formal protest, and bond are filed, when received by the contact person listed in Section 1.4 above. Filing may be achieved by handdelivery, courier, U.S. Mail. Filing by will not be accepted. All methods of delivery or transmittal to the Department s contact person shall remain the responsibility of the protestor and the risk of non-receipt or delayed receipt shall be upon the protestor. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN ss (3), F.S., OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S. 2.4 Limitations on Contacting Department Personnel Contact Limited Prospective vendors or persons acting on their behalf may not contact, between the release of this ITB and the end of the 72-hour period (Saturdays, Sundays and state holidays excluded), following the Department's posting of the notice of intended award, Department personnel or any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the contact person identified in Section 1.4 above or as provided in this solicitation. Any such contact by an affiliate, a person with a relevant business relationship with a prospective vendor, or an existing or prospective subcontractor to a prospective vendor is assumed to be on behalf of a prospective vendor unless otherwise shown Violation of Contact Limitations Violation of the provisions of Section 2.4 of this ITB will be grounds for rejecting a bid, if determined by the Department to be material in nature. Violation of Section 2.4 is material in nature if the contact (oral, electronic, or written): is heard or read by a person, prior to the completion of that person's final duties under this ITB, which person is responsible for reviewing, evaluating, scoring, ranking, or selecting vendors under this ITB, or for advising any such person; (i) advocates for the selection of the prospective vendor, the disqualification of any other prospective vendor, or the rejection of all bids; (ii) comment on the qualifications of any vendor or the responsiveness of any bid; (iii) presents additional information favorable to the prospective vendor or adverse to another prospective vendor; or, (iv) otherwise seeks to influence the outcome of this ITB; may not be waived as a minor irregularity by virtue of the nature, intent, and extent of the information conveyed. ITB# NEFSH Page 7 of 35 RE-ROOFING GYMNASIUM

8 The foregoing does not preclude a determination by the Department that other forms of contact are material violations of the provisions of this ITB. 2.5 Schedule of Events and Deadlines. ACTIVITY ITB advertised and released on Florida VBS: DATE TIME (Eastern) 7/2/2013 2:00 PM ADDRESS DMS VBS Electronic Posting site: Section Reference Notice of Intent to Submit a Bid to be received by the Department: 7/12/2013 4:00 PM Attn: Cheryl Robinson Purchasing Agent Dept. of Children & Families Northeast Florida State Hospital 7487 South State Road 121 Macclenny, FL *Mandatory Pre- Bid Solicitation Conference and Site Visit to be held: Submission of written inquiries must be received by: 7/16/ :00 AM 7/17/2013 4:00 PM Dept. of Children & Families Northeast Florida State Hospital Purchasing Dept., Bldg South State Road 121 Macclenny, FL Attn: Cheryl Robinson Purchasing Agent Dept. of Children & Families Northeast Florida State Hospital 7487 South State Road 121 Macclenny, FL Deadline for Department's Response to Inquiries: Sealed Bids must be received by the Department: 7/18/2013 4:00 PM 7/25/2013 2:00 PM DMS VBS Electronic Posting site: Attn: Cheryl Robinson Purchasing Agent Dept. of Children & Families Northeast Florida State Hospital 7487 South State Road 121 Macclenny, FL Attn: Cheryl Robinson Purchasing Agent Bid Opening and Dept. of Children & Families Review of Northeast Florida State Hospital 7/25/2013 2:00 PM Mandatory Purchasing Conference Room, Requirements: Building South State Road 121 Macclenny, FL ITB# NEFSH Page 8 of 35 RE-ROOFING GYMNASIUM , 2.10

9 Anticipated posting of Intended Award: Anticipated Effective Date of Purchase Order: 7/29/2013 5:00 PM 8/1/2013 VBS Electronic Posting site: *All vendors are hereby notified that the meetings noted with an asterisk above (*) are open to the public and may be electronically recorded by any member of the audience. Although the public is invited, no comments or questions will be taken from vendors or other members of the public (except for the Solicitation Conference, in which comments and questions will be taken from vendors) N/A Please Note: All visitors to the Northeast Florida State Hospital (NEFSH) must check in with security. Photo identification is required. All times in the event schedule are local times for Eastern time zone. Although the Department may choose to use additional means of publicizing the results of this ITB, posting on the VBS is the only official notice recognized for the purpose of determining timeliness in the event of protest. 2.6 Notice of Intent to Submit A Bid Vendors who are interested in responding to this ITB are encouraged to send a Notice of Intent to Submit a Bid (Appendix I) to the Purchasing Agent specified in Section 1.4, on or before the date and time specified in the Schedule of Events and Deadlines (Section 2.5). Submission of a Notice of Intent is not a pre-requisite for acceptance of bids from prospective vendors. 2.7 Mandatory Pre-bid Solicitation Conference and Site Visit The purpose of the Solicitation Conference is to review the ITB with interested vendors so that areas of misunderstanding or ambiguity are clarified. The Department requires all prospective vendors to participate in the solicitation conference, during which vendors may pose questions. Attendance at the mandatory Solicitation Conference and Site Visit is a prerequisite for the Department s acceptance of proposal response. Only Respondents that sign the attendance sheet for the Solicitation Conference and Site Visit will be considered responsive. The Department reserves the right to answer any questions identified at the Solicitation Conference or defer them to a later date identified in the Schedule of Events. The Solicitation Conference and Site Visit for this ITB will be held at the time and date specified in the Schedule of Events and Deadlines (Section 2.5) Small, Minority, and Service-Disabled Veterans Business Participation Small Businesses, Certified Minority and Women s Business Enterprises and Service-Disabled Veteran Business Enterprises are encouraged to participate in any conferences, conference calls, pre-solicitation, or pre-bid meetings which are scheduled. All vendors shall be accorded fair and equal treatment. ITB# NEFSH Page 9 of 35 RE-ROOFING GYMNASIUM

10 2.7.2 Official Department Responses Only responses posted on the VBS website are to be considered official Department responses to questions, whether the question is presented during the Solicitation Conference or submitted in accordance with Section 2.8 below Participation is a Pre-requisite Participation in the solicitation conference is a pre-requisite for acceptance of bids from prospective vendors. 2.8 Written Inquiries Prospective vendor questions will only be accepted if submitted in writing to the Purchasing Agent specified in Section 1.4, via electronic mail, U.S. mail, or other delivery service, and received on or before the date and time specified in Section 2.5, Schedule of Events and Deadlines. No questions will be accepted by facsimile or telephone. Copies of the responses to all inquiries, and clarifications or addenda if made to the ITB, will be made available by the date and time specified in Section 2.5 through electronic posting on the VBS website at: Receipt of Bids and Waiver of Minor Irregularities Bid Deadline Bids must be received by the Department no later than the date and time provided in Section 2.5, at the address listed in the Schedule of Events and Deadlines. All methods of delivery or transmittal to the Department s contact person shall remain the responsibility of the prospective vendor and the risk of non-receipt or delayed receipt shall be upon the prospective vendor Binding Bids By submitting a bid, each vendor agrees that its bid shall remain a valid offer for at least 90 days after the bid opening date and that, in the event the contract award is delayed by appeal or protest, such 90-day period is extended until entry of a final order in response to such appeal or protest Changes to Bids After Submission Prohibited Except as provided in Section , no changes, modifications, or additions to the bid submitted (after the deadline for bid opening has passed) will be accepted by or be binding on the Department. The Department reserves the right to correct minor irregularities as provided in Section , but is under no obligation to do so Receipt Statement Bids that are not received at either the specified place by the specified date and time will be rejected and returned unopened to the vendor by the Department. The Department will retain one unopened original for use in the event of a dispute. ITB# NEFSH Page 10 of 35 RE-ROOFING GYMNASIUM

11 2.10 Application of Mandatory Requirements A vendor must comply with all Mandatory Requirements in order to be considered for selection under this ITB. The mandatory requirements for this ITB are set forth in Appendix VI The Purchasing Agent will examine each bid to determine whether the bid meets the Mandatory Requirements specified in Appendix VI A bid that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated Meeting the Mandatory Requirements alone will not impact any ranking in the evaluation process An initial determination that a bid meets the Mandatory Requirements does not preclude a subsequent determination of non-responsiveness Request to Withdraw Bid A written request to withdraw a bid, signed by the vendor, may be considered if received by the Department within 72 hours after the bid opening time and date as specified in Section 2.5 above. A request received in accordance with this provision may be granted by the Department upon proof of the impossibility to perform based upon an obvious error on the part of the vendor Cost of Preparation of Bid By submitting a bid, a vendor agrees that the Department is not liable for any costs incurred by the vendor in responding to this ITB PUR 1001 The standard General Instructions to Respondents Form PUR 1001 (11/04) is hereby incorporated into this solicitation by reference as if fully recited herein. Sections 3, 4, 5, and 17 of the PUR 1001 Form are not applicable to this solicitation. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes, in which case the term contained in PUR 1001 shall take precedence. The PUR 1001 form is available at: Department s Reserved Rights Waiver of Minor Irregularities The Department reserves the right to waive minor irregularities when to do so would be in the best interest of the State of Florida. A minor irregularity is a variation from the terms and conditions of this ITB which does not affect the price of the bid or give the vendor a substantial advantage over other vendors and thereby restrict or stifle competition and does not adversely impact the interest of the Department. At its option, the Department may correct minor irregularities but is under no obligation to do so. In doing so the Department may request a ITB# NEFSH Page 11 of 35 RE-ROOFING GYMNASIUM

12 vendor to provide, and at the request of the Department the vendor may provide to the Department, clarifying information or additional materials to correct the irregularity. However, the Department will not request and a vendor may not provide the Department with additional materials that affect the price of the bid, or give the vendor an advantage or benefit not enjoyed by other vendors Reserved Rights After Notice of Award The Department reserves the right, after posting notice thereof, to withdraw or amend its Notice of Award and reopen discussions with any vendor at any time prior to execution of a contract Withdrawal of ITB The Department reserves the right to withdraw the ITB at any time, including after an award is made when to do so would be in the best interest of the State of Florida, and by doing so assumes no liability to any vendor Other Reserved Rights The Department reserves all rights described elsewhere in this ITB Price Adjustments Any price decrease effectuated during the contract period by reason of market change or special sales offered to other customers shall be passed on to the department. This shall also apply to all in-place equipment on a rent or lease plan. Price increases are not accepted, unless otherwise stated in this solicitation Addition/Deletion of Items The department reserves the right to add to or delete any item from this bid or resulting Purchase Order when deemed to be in the state s best interest. SECTION 3. MINIMUM SPECIFICATIONS 3.1 Scope of Work The existing roof system consists of 14,733 square feet of vinyl single ply with embedded gravel. The roof deck is lightweight concrete over structural concrete and the roof slope is 1/8 in the Lightweight Insulating Concrete Systems (LWIC) with an estimated wind uplift pressure of Vendor shall furnish and install a Thermoplastic Polyolefin (TPO) Re-Roof System to including: 1. Removal of the existing single ply roof system with embedded gravel to down to the lightweight concrete deck including all penetration, metal, and membrane flashings. 2. Patch the lightweight concrete as required; to create a clean, dry and smooth surface for the new roof system. 3. Fully adhere.045 Thermoplastic Polyolefin (TPO) directly to the existing lightweight concrete using solvent bonding adhesive. ITB# NEFSH Page 12 of 35 RE-ROOFING GYMNASIUM

13 4. Thermoplastic Polyolefin (TPO) base flashings at all walls and curbs. The Purlin Bearing Rib (PBR) panels at the upper roof curbs may need to be cut to achieve the proper flashing height. 5. Flash all roof penetrations, i.e., plumbing vent pipes. 6. Install new 24 gauge steel flashings including gravel stop, counter flashing, and extender metal. The existing gravel stop will be removed, cut, and reinstalled as a fascia. A new gravel stop will be installed over the new fascia. Extender metal will be installed at the exhaust fan curbs as well as the high wall details. Counter flashing will be installed at the high roof curbs. 7. Vendor shall provide at their cost all permits, equipment, freight, supervision and landfill. 8. Vendor will provide a manufacturer s 15 year No Dollar Limit (NDL) warranty covering both material and labor. 9. Remove surplus wire and conduit from roof. 10. Upon completion of the work specified, the Successful bidder shall reconnect any utilities, equipment or appliances removed in the course of work and replace any furniture, etc., moved during performance of the work. Any debris or rubbish resulting from work performed shall be removed and the premises left clean. 11. Scheduling of work must be coordinated with the Department and shall not disturb the normal operation of the facility. Upon completion and acceptance, and before payment will be made, the Successful bidder must furnish to the owner a Certificate of Warranty guaranteeing the work against any defect in materials or workmanship for the period specified in this ITB. 12. Proceed with roofing only when existing and forecasted weather conditions permit. 13. ROOF PROTECTION A. Protect all partially and fully completed roofing work from other trades until completion. B. Whenever possible, stage materials in such a manner that foot traffic is minimized over completed roof areas. C. When it is not possible to stage materials away from locations where partial or complete installation has taken place, temporary walkways and platforms shall be installed in order to protect all completed roof areas from traffic and point loading during the application process. D. Temporary tie-ins shall be installed at the end of each workday and removed prior to commencement of work the following day. 14. CLEAN-UP A. All work areas are to be kept clean, clear and free of debris at all times. ITB# NEFSH Page 13 of 35 RE-ROOFING GYMNASIUM

14 B. Do not allow trash, waste, or debris to collect on the roof. These items shall be removed from the roof on a daily basis. C. All tools and unused materials must be collected at the end of each workday and stored properly off of the finished roof surface and protected from exposure to the elements. D. Dispose of or recycle all trash and excess material in a manner conforming to current EPA regulations and local laws. 3.2 Vendor Qualifications The ability of prospective vendors to comply with the conditions and specifications of this ITB is of prime concern to the department. It is therefore required that each prospective vendor provide references from at least three (3) organizations that attest to the vendor s significant ability in roofing contractual services. Services provided to these organizations shall have been of similar scope and nature as specified herein and shall have been provided to these organizations within the previous five years. 3.3 Product Qualifications Mandatory Requirements. The vendor must meet the requirements of Sections Performance Bond is Required A performance bond is required for this bid. The awarded vendor will be required to submit a performance bond 10 days after notification of award and prior to issuing the purchase order Bidder s Insurance The Successful bidder shall not commence any work in connection with this ITB or any resultant Contract until he has obtained all of the below-listed types of insurance and such insurance has been approved by the Department. In addition, the Successful bidder shall not permit or allow any subcontractor to commence work on this Contract (if this Agreement is subcontracted) until all similar insurance required of the Successful bidder has been obtained by the subcontractor and approved. All insurance policies shall be with insurers qualified and doing business in Florida. The Successful bidder will be required to furnish proof of coverage of insurance by Certificates of Insurance naming the Department as an additional named insured. The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Contractor and/or subcontractor providing such insurance Workers Compensation Insurance The successful bidder shall secure and maintain, during the life of the Contract or other Agreement, Workers' Compensation insurance for all of his employees connected with the work of this project and in case any work is sublet, the successful bidder shall require the subcontractor similarly to provide Workers' Compensation insurance for all subcontractor employees unless such employees are covered by the protection afforded by the Successful bidder. Such insurance shall comply fully with the Florida Workers Compensation Law. In the event any class of employees engaged in hazardous work under this Contract at the site of ITB# NEFSH Page 14 of 35 RE-ROOFING GYMNASIUM

15 the project is not protected under the Workers' Compensation Statute, the successful bidder shall provide and cause each subcontractor to provide adequate insurance satisfactory to the Department for protection of any employees not otherwise protected Bidder s Public Liability and Property Damage Insurance The successful bidder shall secure and maintain, during the life of the Contract or other Agreement, comprehensive general liability and comprehensive automobile liability insurance and shall provide the Department with a certificate of insurance naming the Department as an additional named insured. Such insurance shall protect the Department from claims for personal injury, including accidental death, as well as claims for property damage which may arise from any operations under the Contract or other Agreement whether such operations are conducted by himself or by anyone directly or indirectly employed by him Liability Insurance Coverage The successful bidder agrees to provide at its sole expense adequate liability insurance coverage on a comprehensive basis and to hold such liability insurance at all times during the existence of the Contract. At a minimum, such insurance shall include the following: workers compensation and employer s liability insurance per Florida statutory limits (currently $100,000 per accident, $100,000 per person, and $500,000 policy aggregate) covering all employees engaged in any Contract work; commercial general liability coverage on an occurrence basis in the minimum amount of $500,000 (defense cost shall be in excess of the limit of liability), naming the State as an additional insured; and automobile liability insurance covering all vehicles, owned or otherwise, used in the Contract work, with minimum combined limits of $500,000, including hired and non-owned liability, and $5,000 medical payment. Upon the execution of this Contract, the Successful bidder shall furnish the Department written verification supporting both the determination and existence of such insurance coverage. Such coverage may be provided by a self-insurance program established and operating under the laws of the State of Florida. The Contract shall not limit the types of insurance Successful Bidder may desire to obtain or be required to obtain by law. The Department reserves the right to require additional insurance where appropriate. If the successful bidder is a state agency or subdivision as defined by Section , Florida Statutes, the successful bidder shall furnish the Department, upon request, written verification of liability protection in accordance with Section , Florida Statutes. Nothing herein shall be construed to extend any party s liability beyond that provided in Section , Florida Statutes PRE-INSTALLATION CONFERENCE Prior to commencement of the roofing installation and associated work, a meeting will held at the project site with the installer, department representative, manufacturer s representative and any other persons directly involved with the performance of the work. The main purpose of this meeting is to review foreseeable methods and procedures related to roofing work REGULATORY REQUIREMENTS A. All work shall be performed in a safe, professional manner, conforming to all federal, state and local codes. B. Contractor must provide the Florida Product Approval Number(s) for the proposed system(s). This product approval number shall include the product evaluation report for each proposed assembly including: roofing ITB# NEFSH Page 15 of 35 RE-ROOFING GYMNASIUM

16 material specification, defined substrate, anchoring requirements, design uplift pressures, and wind loads DELIVERY, STORAGE AND HANDLING A. Deliver all roofing materials to the site in original containers, with factory seals intact. All products are to carry either a GAF or BMCA label or equal. B. Store all pail goods in their original undamaged containers in a clean, dry location within their specified temperature range. C. Store roll goods on end on pallets in a clean, dry, protected area. Take care to prevent damage to roll ends or edges. Do not double stack modified bitumen products. D. Do not expose materials to moisture in any form before, during, or after delivery to the site. Reject delivery of materials that show evidence of contact with moisture. E. Remove manufacturer supplied plastic covers from materials provided with such. Use breathable type covers such as canvas tarpaulins to allow venting and protection from weather and moisture. Cover and protect materials at the end of each work day. Do not remove any protective tarpaulins until immediately before the material is to be installed. F. Materials shall be stored above 55 F (12.6 C) a minimum of 24 hours prior to application Scope Changes after Issuance of Purchase Order During the term of the Purchase Order (Appendix IV), the Department may unilaterally require, by written order, changes altering, adding to, or deducting from the Contract specifications, provided that such changes are within the general scope of the Purchase Order. The Department may make an equitable adjustment in the Purchase Order prices or delivery date if the change affects the cost or time of performance. Such equitable adjustments require the written consent of the Successful bidder, which shall not be unreasonably withheld. The Department shall provide written notice to the successful bidder thirty (30) days in advance of any Department required changes to the technical specifications and/or scope of service that affect the successful bidder s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a written change order Subcontractors The successful bidder is fully responsible for all work performed under the Contract resulting from this ITB. No subcontractors are allowed for this ITB Vendor Disqualification Under PUR 1001 Persons or affiliates placed on the Convicted vendor list or the discriminatory vendor list are disqualified pursuant to Sections 7 and 8 of PUR Vendor Disqualification for Previous Failure to Perform. ITB# NEFSH Page 16 of 35 RE-ROOFING GYMNASIUM

17 In addition to other criteria set forth herein, failure to have performed any previous contractual obligations with the Department in a manner satisfactory to the Department will be a sufficient cause for disqualification or termination. To be disqualified as a vendor under this provision, the vendor must have: Previously failed to satisfactorily perform in a Bid with the Department, been notified by the Department of the unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of the Department; Had a Bid terminated by the Department for cause; or Failed to sign a certification regarding debarment, suspension, ineligibility and voluntary exclusion contract/subcontracts (Appendix III) prior to Bid execution Vendor Registration in MyFloridaMarketPlace In order to be paid, each vendor doing business with the state must register in the MyFloridaMarketPlace system and pay the required transaction fees, unless exempted under Rule 60A-1030(3), F.A.C.. If the vendor is already registered in MyFloridaMarketPlace prior to submitting a reply, the vendor may include a signed Certification of Registration. Vendors who are not subject to registration requirements should include proof of exemption from registration. Failure to include either proof of registration or exemption will not prevent the evaluation of the reply, however, proof of registration or exemption must be provided prior to execution of a Bid, if any. 3.4 Minimum Delivery Specifications The successful vendor is required to have the project completed within sixty (60) days award receipt of purchase order. 3.5 Composition of the Bid The purchase order awarded as a result of this solicitation will be composed of the terms and conditions of this solicitation PUR Form 1000 The PUR Form 1000 (Section 1.6) is incorporated by reference into the solicitation. 3.6 Order of Precedence In the event of conflict in terms among the foregoing, the following order of precedence will apply All Appendixes PUR Form The vendor s bid. The bid submitted in response to this solicitation may be incorporated into or attached to the contract but will not change the provisions of the above documents. ITB# NEFSH Page 17 of 35 RE-ROOFING GYMNASIUM

18 SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITB 4.1 How to Submit a Bid Mandatory Bid Deadline All bids must be received by the Purchasing Agent by the deadline, and at the location set forth in Section 2.5, Schedule of Events and Deadlines Electronic Bids Not Acceptable Facsimile or electronic transmissions of bids will not be accepted. The vendor may choose the appropriate means for delivery, and is responsible for receipt of the bid by the Purchasing Agent at the address listed in Section 1.4 by the date and time indicated in Section 2.5. Late bids will not be evaluated Bid Amendments Any amendments to the bid as originally submitted by the vendor, not required by the Department, must comply with the requirements of this section and must be received on or before the due date as specified in Section Number of Copies Required Vendors shall submit one (1) original copy of the Bid and (1) copy of the bid. The original copy of the Bid must contain an original signature of an official who is authorized to bind the vendor to their bid Bids to be in Sealed Envelopes The original and each copy of the Bid must be individually sealed in separate envelopes. The outside of each envelope must be clearly marked with the title of the bid, the ITB number, the vendor's name, and identification of enclosed documents. The original bid must be clearly marked as such. All individually sealed envelopes must be placed in an appropriate sealed mailing container. Clearly mark the exterior of the mailing container Bid to DCF Competitive Solicitation Number NEFSH for Re-roofing of Gymnasium. 4.2 Content of the Bid Title Page The first page of the bid shall be a Title Page that contains the following information: Department to which bid is submitted; Title of bid; Area for which bid is being submitted; ITB number; Identification of enclosed documents; Prospective vendor s name and federal tax identification number; ITB# NEFSH Page 18 of 35 RE-ROOFING GYMNASIUM

19 Name, title, telephone number and address of person who can respond to inquiries regarding the bid; and Name of vendor s coordinator (if known) Bid TAB 1: Required Vendor s Statements and Certifications Mandatory Requirements The reply must include all of the mandatory requirements, described below, and must be received by the date and time and at the address specified in Section 2.5. A reply that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated Certification of Authority to do Business in Florida. The reply must contain a statement indicating that the vendor and any proposed subcontractor(s) are legal entities and that each satisfies all licensing requirements of state and federal law authorizing them to do business within the State of Florida Certificate of Signature Authority The reply must include a signed certificate stating that the Vendor s official records establish that the person signing the reply and its statements and certifications is authorized to make such representations and to bind the Vendor. (Appendix II) Acceptance of Purchase Order Terms and Conditions The reply must include a signed statement in response to the ITB indicating acceptance of the terms and conditions governing the provision of services as specified in the ITB and contained in the resulting purchase order. (Appendix III.) Statement of No Involvement The reply must include a signed statement indicating that neither the prospective vendor nor any person with an interest in the firm had been awarded a contract by the Department of Children and Families on a noncompetitive basis to perform a feasibility study concerning the scope of work contained in this Solicitation, or participated in drafting this Solicitation, or developed a program for future implementation with specific subject matter contained in this Solicitation. (Appendix III.) Conflict of Interest Statement (Non-Collusion) The reply must include a signed statement indicating that the reply is made without collusion with any other party. (Appendix III) Certification Regarding Lobbying The reply must include a completed and signed copy of the Certification Regarding Lobbying. (Appendix III) ITB# NEFSH Page 19 of 35 RE-ROOFING GYMNASIUM

20 Certification relating to Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List Section , F.S. requires that companies submit with their bids, responses, and replies on procurements expected to be valued at $1,000,000 or more (total contract value of all years), a certification that the company does not appear on these lists. (Appendix III) Certification Regarding Debarment The reply must include a completed and signed Certification Regarding Debarment, suspension, Ineligibility and Voluntary Exclusion Contracts/Subcontracts. (Appendix III) Certification of Representations per Section 9 of PUR 1001 The reply must include a completed and signed copy of the Certification of Representations per Section 9 of PUR (Appendix III) Certification of Drug Free Workplace The reply must include a signed copy of the Certification of a Drug- Free Workplace Program with their response. (Appendix III) Bid Price Sheet The reply must include the Bid Price Sheet (Appendix VI) must be completed and signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the Vendor Bid TAB 2: Tie Breaking Certifications The reply may include any or all Tie Breaking Certifications identified in Appendix III, h. thru l. for which a vendor qualifies. Completion of the Tie Breaking Certifications is optional for qualifying vendors, however, a vendor waives all rights to consideration of a tie breaker if it fails to timely submit the certification for a tie breaker Bid TAB 3: Pricing ,733 square feet 4.3 Bid Format Bid Form Hard-copy Bid Format Bids must be typed, single-spaced, on 8-1/2 x 11 paper. Pages must be numbered in a logical, consistent fashion. Figures, charts and tables should be numbered and referenced by number in the text. The bid must be bound in 3- ring binders, labeled and submitted in Tabbed Sections in the order listed in Sections through of the bid. ITB# NEFSH Page 20 of 35 RE-ROOFING GYMNASIUM

21 4.3.3 References to Separately Bound Material References to any separately bound, supporting materials may be made. Any such references must be clear. Referenced documents must be numbered for ease of use and must be identified as such. References to supporting documents must include the document, page, and paragraph numbers. 4.4 Public Records and Trade Secrets Replies Are Property of the State These provisions apply in lieu of Section 19 of PUR All materials submitted in reply to this ITB become the property of the State of Florida and will be a public record subject to the provisions of Chapter 119, F.S. The State of Florida shall have the right to use such ideas or adaptations of those ideas contained in any reply without cost or charge. Selection or rejection of a reply will not affect this right Replies Are Subject to Public Inspection Unless exempted by law, all public records are subject to public inspection and copying under Florida s Public Records Law, Chapter 119, F.S. A time-limited exemption from public inspection is provided for the contents of a reply pursuant to subsection (1) (b), F.S. Once that exemption expires, all contents of a reply become subject to public inspection unless another exemption applies. Any claim of trade secret exemption for any information contained in a Respondent s reply to this solicitation will be waived upon opening of the reply by the Department, unless the claimed trade secret information is submitted in accordance with this Section. This waiver includes any information included in the Respondent s reply outside of the separately bound document described below How to Claim Trade Secret Protection If the Respondent considers any portion of the documents, data or records submitted in its reply to be trade secret and exempt from public inspection or disclosure pursuant to Florida s Public Records Law, the Respondent must submit all such information in a separately bound document (or in the case of electronic media, a separate CD, with the words "Trade Secret" included in the file name) clearly labeled "Attachment to Reply, ITB No. NEFSH Re-roofing of Gymnasium Trade Secret Material". Appropriate cross-references should be included in nonexempt materials. The first page of the electronic file or hard copy document must explain why the information in the electronic file or hard copy document is a trade secret. This submission must be made no later than the reply submittal deadline. Where such information is part of material already required to be submitted as a separately bound or enclosed portion of the reply, it shall be further segregated and separately bound or enclosed and clearly labeled as set forth above in addition to any other labeling required of the material Vendor s Duty to Respond to Public Records Requests In response to any notice by the Department that a public records request received by the Department encompasses any portion of the separately bound material, the Respondent shall expeditiously provide the Department with a redacted version of the separately bound material and identify in writing the specific statutes and facts that authorize exemption of the information from the Public Records Law. If different exemptions are claimed to be applicable to different portions of the redacted information, the Respondent shall provide ITB# NEFSH Page 21 of 35 RE-ROOFING GYMNASIUM

22 information correlating the nature of the claims to the particular redacted information. The redacted copy must only exclude or obliterate only those exact portions that are claimed confidential or trade secret. If the Respondent fails to promptly submit a redacted copy and justification in response to the notice of a public records request, the Department is authorized to produce the records sought without any redaction Department Not Obligated to Defend Vendor Claims The Department is not obligated to agree with the Respondent s claim of exemption and, by submitted a reply, the Respondent agrees to be responsible for defending its claim that each and every portion of the redactions is exempt from inspection and copying under Florida s Public Records Law. Further, the Respondent agrees that it shall protect, defend, and indemnify, including attorneys fees and costs, the Department for any and all claims and litigation (including litigation initiated by the Department) arising from or relating to Respondent s claim that the redacted portions of its reply are confidential, proprietary, trade secret, or otherwise not subject to disclosure or the scope of the provider s redaction. SECTION 5. THE SELECTION METHODOLOGY The Department intends to award the contract to the responsible and responsive vendor or vendors whose bid is determined by the Secretary or his designee to be the most advantageous to the state. The Department will award the contract based on a final selection by the Secretary or his designee, who will consider the prices submitted in response to this solicitation. The Secretary or designee may also make a determination as to whether to deem one or more vendors ineligible for award. The Department will electronically post the Secretary s or designee s final decision and intent to award in accordance with ss (3) (a), F.S. and Rule 60A-1.021, F.A.C. Nothing herein limits the ability of the Secretary or his designee to confer with any Department personnel in the course of the process. 5.1 Evaluation Methodology All bids that meet the Mandatory Requirements and are determined to be otherwise responsive will be evaluated using the following process: Recommendation of the Purchasing Agent Award will be made to the most qualified responsive responsible bidders, submitting the lowest bid price in accordance with the terms and conditions of solicitation Secretary s Award The resulting Purchasing Order will be awarded to the responsible and responsive vendor whose bid(s) is (are) determined in writing by the Secretary or his designee to be the most advantageous to the State, taking into consideration the prices submitted for the commodities and services specified. ITB# NEFSH Page 22 of 35 RE-ROOFING GYMNASIUM