RFP - GICC - 030116 - ROLO ADVERTISEMENT for

RFP - GICC - 030116 - ROLO
ADVERTISEMENT for REUPHOLSTERING of LEATHER OTTOMANS
at the
GEORGIA INTERNATIONAL CONVENTION CENTER
The City of College Park is accepting Sealed Proposals from qualified vendors
for REUPHOLSTERING of LEATHER OTTOMANS at the GEORGIA
INTERNATIONAL CONVENTION CENTER. Sealed proposals will be received
no later than 3:00pm, Tuesday, March 1, 2016 at the City of College Park
Purchasing Department, 3667 Main Street, College Park Georgia, 30337 at
which time results will be read aloud. Proposals received after the above date
and time, or in any other location other than the Purchasing Department will not
be considered.
A bid packet may be obtained from the City of College Park Purchasing
Department, 3667 Main Street, College Park, Georgia 30337, or from
www.collegeparkga.com.
A Mandatory Informational Conference / Pre-Proposal Meeting will be held at
10:00am, Thursday, February 11, 2016
at the Georgia International
Convention Center, Executive Conference Room, located at 2000 Convention
Center Concourse, College Park, GA 30337. A Mandatory Site Visit will
immediately follow. Attendance is required at both. Proposals will not be
accepted from any vendor who does not attend and sign in at the Mandatory PreProposal Meeting. Questions arising afterwards will be accepted via email
ONLY, to bgregory@collegeparkga.com until 4:00pm, Wednesday, February
17 , 2016. An Addendum listing all Q&A, clarifications, revisions, etc. will be
posted to the City’s website on or about 4:00pm, Monday, February 22, 2016.
As a requirement of this proposal, a five percent (5%) Bid Bond shall be
submitted with proposal. The successful proposer will be required to
provide Payment and Performance Bond in the amount of one hundred
percent (100%) of total contract amount before execution of contract.
The City of College Park reserves the right to reject any or all bids based on past
performance and to waive technicalities and informalities and re-advertise. All
Minority, Woman and Small Businesses are strongly encouraged to apply. Only
responsive proposals that are determined to meet the requirements and criteria
set forth by the City of College Park will be considered.
RFP – GICC – 030116 – ROLO
Page 1
CITY OF COLLEGE PARK
PURCHASING DEPARTMENT
“GENERAL INSTRUCTION TO BIDDER”
1. The following instructions are to be considered an integral part of this
proposal. Unless otherwise requested, one (1) original and two (2) copies of
the proposal form shall be submitted and MUST BE TYPEWRITTEN OR
PRINTED IN INK. The person signing the bid form must initial any changes or
corrections made to this proposal.
2. The person, firm or corporation making the proposal shall submit their bid in
the “YELLOW ENVELOPE” provided with this proposal. The envelope must
be complete with the vendor’s company name, RFP title, RFP number and
RFP date. Should a larger envelope be required, the “YELLOW
ENVELOPE” must be attached to the OUTSIDE. No proposal may be
withdrawn or modified in any way after the bid-opening deadline. NOTE: BID
DOCUMENTS DOWNLOADED FROM THE COLLEGE PARK WEBSITE
MAY USE THE ATTACHED MAILING LABEL TO SUBMIT YOUR BID.
SEE PAGE FOUR (4) OF INSTRUCTIONS FOR LABEL.
3. If descriptive literature is attached to the proposal, proposer’s name must
appear on all sheets.
4. If there is any question whatsoever regarding any portion of the instructions or
specifications, it shall be the proposer’s responsibility to seek clarification
immediately from the City of College Park Purchasing Department during the
Mandatory Informational Conference / Pre-Proposal Meeting or during the
question period of time indicated herein. IT SHALL BE THE PROPOSER’S
RESPONSIBILITY
TO
CHECK
THE
CITY’S
WEB
SITE
(www.collegeparkga.com) FOR ANY/ALL ADDENDUM / ADDENDA.
Answer(s) to all questions will be answered after the deadline for questions
has expired, and posted to the City’s web site at www.collegeparkga.com, if
applicable.
5. Any variation from the specifications must be clearly stated by the bidder in
writing and submitted with his/her proposal.
6. The apparent silence of the specifications and any supplement specifications
as to any details or the omission from it of a detailed description concerning
any point shall be regarded as meaning that only the best commercial
practices are to prevail and that only materials of first quality and correct type,
size and design are to be used. All workmanship is to be of first quality. All
RFP – GICC – 030116 – ROLO
Page 2
interpretations of this specification shall be made upon the basis of this
statement.
7. The City prefers a single vendor. However, the City of College Park reserves
the right, if a single proposer is unable to perform the scope of work in this
RFP, to choose multiple qualified vendors to meet the City’s requirements.
8. In most cases, and unless specified otherwise, proposals shall be evaluated
on the following items, but not necessarily in this order:
Price
Delivery (If Applicable To Scope of Work)
Adherence to specifications
Past record of vendors delivery/performance to the City Of College
Park
Though delivery will be a large consideration, please be as candid and as
accurate with dates as possible.
9. The City desires delivery of the material or services specified at the earliest
possible time after the date of award. Unreasonable delivery proposal may be
cause for disqualifying a bid. Each bidder shall state a definite time and avoid
using terms “ASAP” or approximately so many days.
10. The bidder or contractor shall provide copies of Workers’ Compensation
Insurance with a limit of not less than required by the State of Georgia or
otherwise stated in the bid instructions. Copy of Commercial General
Liability Insurance shall be provided. (If Applicable)
11. All prices shall be for delivery, our destination, and F.O.B. freight prepaid and
allows, College Park, Georgia unless otherwise shown. (If Applicable)
12. No Federal or State Sales Tax is applicable. The Federal tax identification
number is 58-6000542. The City is State tax-exempt under the code of
Georgia, Charter 88-18.
13. Cash discounts or end of month terms should be shown separately, even if
terms are net.
14. The City of College Park reserves the right to accept or reject any and all
bids, due to past performance, etc. and waive any informality. The City will
accept or reject all bids within 90 days from the date of the bid opening.
THE UNDERSIGNED ON THE BID PROPOSAL CERTIFIES THAT HE/SHE HAS
CAREFULLY EXAMINED THE INSTRUCTIONS TO BIDDERS, TERMS AND
SPECIFICATIONS APPLICABLE TO AND MADE A PART OF THIS PROPOSAL.
HE/SHE FURTHER CERTIFIES THAT THE PRICES SHOWN IN THE SCHEDULE OF
ITEMS ON WHICH HE/SHE IS BIDDING, ARE IN ACCORDANCE WITH THE
CONDITIONS, TERMS AND SPECIFICATIONS OF THE PROPOSAL AND THAT ANY
EXECPTION TAKEN THERETO MAY DISQUALIFY THE BID.
SIGNATURE: ____________________________, DATE: _________________,
RFP – GICC – 030116 – ROLO
Page 3
RFP – GICC – 030116 – ROLO
Page 4
CITY OF COLLEGE PARK
PURCHASING DEPARTMENT
REFERENCE: RFP – GICC - 030116 – ROLO
LEATHER OTTOMANS)
(REUPHOLSTERING OF
SHOW ALL EXCEPTIONS AND COMMENTS BELOW:
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
SIGNATURE:________________________________DATE:_____________
RFP – GICC – 030116 – ROLO
Page 5
City of College Park
Purchasing Department Vendor Questionnaire
The City of College Park Purchasing Department is seeking vendor information to create a database of current and
new businesses doing business with the City of College Park. W ask that all vendors take this time to provide the
following information so that we can update our records and develop a process to benefit the needs of the community.
The information collected from this questionnaire will not be used in the award of bids. The City will continue to utilize
a fair, equitable and impartial process and award bids based upon the lowest, responsible bidder.
_________________________________________________
Vendor Name
____________________________________
Vendor Type
____________________________________________________________________________________________
Vendor Address
_________________________________________________
City/State
____________________________________
Zip
__________________________________
Telephone Number
____________________________________
Alternate Telephone Number
A “Minority Business Enterprise” (MBE) is a business which is an independent and continuing operation for profit,
performing a commercially useful function which is owned and/or controlled by one or more minority group member.
“Owned” is a minority or female owner which possesses an ownership interest of a least 51 percent of the business.
“Controlled” is a minority or female which possess and exercise the legal authority and power to manage business
assets, good will and daily operations of the business and actively and continuously exercise such managerial authority
and power in determining the policies an directing the operations of the business.
VENDOR HAS INDICATED AS: Is vendor / company minority-owned? ___YES or ___NO. If YES, please
specify how listed below:
________
African American Business Enterprise (AABE)
________
Hispanic Business Enterprise (HBE)
________
Female Business Enterprise (FBE)
________
Asian Business Enterprise (ABE)
________
Native American Business Enterprise (NABE)
________
Other:___________________________________________________
If yes, is the firm certified as such by any Federal, State or Local Governing authority? If so, please provide
appropriate documentation showing such certification.
___________________________________________________________
Signature (of contact person with company)
________________________
Date
__________________________________________________________
Name (print)
________________________
Title
Thank you for your cooperation.
THIS FORM MUST BE COMPLETED AND SIGNED AND MADE A PART OF PROPOSAL.
RFP – GICC – 030116 – ROLO
Page 6
CONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned contractor/ subcontractor/
sub-subcontractor who is engaged in the physical performance of services
under a City of College Park contract verifies its compliance with The
Georgia Illegal Immigration Reform and Enforcement Act of 2011that they
are enrolled in and use E-Verify or, in the case of a contractor/
subcontractor/ sub-subcontractor who has no employees and does not intend
to hire employees during the term of the contract, will provide a copy of a
state-issued driver’s license or ID Card issued by a U.S. state that will verify
lawful immigration status.
______________________________
_________________________
E-Verify User Identification Number
E-Verify Date of Authorization
_____________________________________________________
Name of Contract/Project
_____________________________________________________
Name of Contractor/ Subcontractor/ Sub-subcontractor (Circle one)
_____________________________________________________
Name of Authorized Officer
_____________________________________________________
Signature of Authorized Officer
SUBSCRIBED TO AND SWORN BEFORE ME ON THIS THE
__________________ DAY OF __________________, 20____.
Notary Public
My commission expires on: ______________________
RFP – GICC – 030116 – ROLO
Page 7
RFP DOCUMENT REQUIREMENTS & CHECKLIST
PLEASE COMPLETE, SIGN AND SUBMIT THE FOLLOWING BID
DOCUMENTS IN THE ORDER LISTED BELOW.
______ 1.One (1) marked “Original” and two (2) marked “Copy” of response
_______ 2. RFP Document Requirements & Checklist completed, signed and dated; Cover
letter (as described on page 8 in second section of RFP document); Project Costs Sheet and
Form of Proposal both completed, signed and dated
_______ 3. Bid Bond of five percent (5%)
______ 4. License number and documentation (as required by applicable State and local laws)
_______ 5. Exceptions Sheet (if deemed necessary by vendor)
_______ 6. Vendor Questionnaire
_______ 7. Contractor Affidavit
_______ 8. Proofs of Insurance
_______ 9. List of Subcontractors
_______ 10.References Request pages
_______ 11.Any/All Addenda must be signed and dated and made a part of bid packet
_______ 12.Successful bidder acknowledges requirement to provide Performance and Payment
Bond before execution of contract.
Is the vendor located in College Park? ____________
Has the vendor previously conducted business with College Park? ___________
Has your company ever been debarred from doing business with any federal, state or
local agency? _______ If yes, please provide details (on back) including agency name,
date and reason for debarment.
__________________________
Vendor or Representative Signature
______________
Date
Late responses will not be accepted.Faxed or emailed responses will not be accepted.
City of College Park is not responsible for submissions not properly identified, nor
for late or undelivered mail or courier service.
RFP – GICC – 030116 – ROLO
Page 8
INSURANCE REQUIREMENTS
Within ten (10) days of Notice of Award, and at all times that this Contract is in
force, the Contractor shall obtain, maintain and furnish the City Certificates of
Insurance from licensed companies doing business in the State of Georgia and
acceptable to the City covering:
$2,000,000 Commercial Umbrella
$500,000 Auto Liability
$500,000 General Liability
$250,000 Workers Compensation
Copies of these Certificates of Insurance shall be furnished to the City prior to
execution of the contract. Such policies shall be non-cancellable except on thirty
(30) days written notice to the City.
**
LOCAL PREFERENCE POLICY: Local Preference may be given to businesses that have a business
location within the geographic boundaries of the City of College Park as long as all requirements of the
bid have been met. Should a local vendor submit a bid proposal that is not more than five percent (5%)
greater than the bid of the lowest non-local vendor for bids up to $150,000 or not more than three percent
(3%) greater than the bid of the lowest non-local vendor for bids in excess of $150,000, then the local
vendor’s bid shall be recommended for approval provided all requirements of the bid proposal/process
have been met. This policy shall not apply to any purchases of materials, equipment or services in excess
of $1,000,000. The term business location means that the business has a staffed, fixed, physical place of
business located within City of College Park City Limits and has had the same for at least one (1) year
prior to the date of the business’ submission of its proposal or bid, as applicable and has held a valid
business license from the City of College Park.
**
**
IMPORTANT RFP EVENT DATES:
RFP release and newspaper advertisement
Mandatory Informational Conference
Last day for questions
Addendum posted on City website
Responses Due
**
**
Work week of January 29, 2016
February 11, 2016, 10:00am
February 17, 2016, 4:00pm
February 22, 2016, 4:00pm
March 1, 2016, 3:00pm
**
RFP – GICC – 030116 – ROLO
Page 9
LIST OF SUBCONTRACTORS
I do ______ / do not ______ propose to subcontract some of the work on this
project. I propose to Subcontract work to the following subcontractors:
SUBCONTRACTOR
WORK
TO
PERFORMED
BE
% OF THE WORK
Company Name:__________________________________________________
PLEASE NOTE: THE CITY OF COLLEGE PARK REQUIRES 51%
PARTICIPATION BY THE PRIME CONTRACTOR ON ALL PROJECTS.
RFP – GICC – 030116 – ROLO
Page 10
REFERENCE REQUEST
REFERENCES:
The following references are from current and past
government, educational and/or commercial accounts of similar size and
scope. This list includes a minimum of five (5) references and does not
include the City of College Park, or any City of College Park employee as
a reference.
REFERENCE # 1:
Name of Entity/Firm:____________________________________________________________
Mailing Address:________________________________________________________________
City/State/Zip Code:_____________________________________________________________
Contact Person Name:___________________________________________________________
Contact Person Telephone Number:________________________________________________
Date When Work Performed:_____________________________________________________
Description of Work Performed:___________________________________________________
______________________________________________________________________________
REFERENCE # 2:
Name of Entity/Firm:____________________________________________________________
Mailing Address:________________________________________________________________
City/State/Zip Code:_____________________________________________________________
Contact Person Name:___________________________________________________________
Contact Person Telephone Number:________________________________________________
Date When Work Performed:_____________________________________________________
Description of Work Performed:___________________________________________________
______________________________________________________________________________
RFP – GICC – 030116 – ROLO
Page 11
REFERENCE # 3
Name of Entity/Firm:________________________________________________
Mailing Address:___________________________________________________
City/State/ZipCode:_________________________________________________
Contact Person Name:______________________________________________
Contact Person Telephone Number:___________________________________
Date When Work Performed:_________________________________________
Description of Work Performed:_______________________________________
REFERENCE # 4
Name Of Entity/Firm:_______________________________________________
Mailing Address:___________________________________________________
City/State/ZipCode:_________________________________________________
Contact Person Name:______________________________________________
Contact Person Telephone Number:___________________________________
Date When Work Performed:_________________________________________
Description of Work Performed:_______________________________________
RFP – GICC – 030116 – ROLO
Page 12
REFERENCE # 5
Name of Entity/Firm:_______________________________________________
Mailing Address:__________________________________________________
City/State/ZipCode:________________________________________________
Contact Person Name:_____________________________________________
Contact Person Telephone Number:___________________________________
Date When Work Performed:_________________________________________
Description of Work Performed:_______________________________________
By signing below, I certify that this bid is made without prior
understanding, agreement, or connection with any corporation, firm, or
person submitting a bid for same materials, supplies or equipment, and is
in all respects fair and without collusion or fraud. I understand that
collusive bidding is a violation of State and Federal law and can result in
fines, prison sentences, and civil damage awards. I agree to abide by all
conditions of this bid, and certify that I am authorized to sign this bid for
the bidder.
________________________________________________________________
(Name of Company)
(Contact Name)
_____________________________________________
(Phone Number)
___________
(Fax Number)
________________________________________________________________
(Email Address)
________________________________________________________________
(Signature)
________________________________________________________________
(Print Name)
RFP – GICC – 030116 – ROLO
Page 13
REQUEST FOR PROPOSAL
FOR
REUPHOLSTERING OF LEATHER
OTTOMANS
GEORGIA INTERNATIONAL
CONVENTION CENTER
(CITY OF COLLEGE PARK)
(second section of RFP document)
City of College Park/GICC
Reupholstering of Leather Ottomans RFP - 2016
Page 1
The sole intent of this proposal is to provide a quote for the reupholstering of leather ottomans as
specified in this RFP for the City of College Park convention facility, the Georgia International
Convention Center located at 2000 Convention Center Concourse, College Park, Georgia 30337.
Sealed proposals will be received until 3:00pm at the CITY OF COLLEGE PARK, CITY HALL
– PURCHASING DEPARTMENT, 3667 Main Street, College Park, Georgia 30337, to arrive on
or before March 1, 2016. Sealed proposals shall be opened at 3:01pm on March 1, 2016 in the
Conference Room, CITY OF COLLEGE PARK, 3667 Main Street, College Park, Georgia
30337. Proposals received after the assigned date and time will not be considered. The CITY
OF COLLEGE PARK is not responsible for the U.S. mail or private couriers in regards to mail
being delivered. Any questions relative to any portion of this proposal should be submitted in
writing VIA email to bgregory@collegeparkga.com. The last day for questions and clarification
will be February 17, 2016.
All bids must be a final cost. Bid on the Proposal Form provided, without changes.
The CITY OF COLLEGE PARK reserves the right to reject any and all bids and to waive
formalities and technicalities. A W9 will be requested from the successful bidder if applicable.
Event
Date
Request for Proposal Issued
1/29/2016
Mandatory Pre Bid Meeting**
2/11/2016
Last Day for Questions/Clarifications
2/17/2016
Addendum to City Website
2/22/2016
Bid’s Due to City of College Park
3/1/2016
**A Mandatory Pre-Bid Meeting will be held at 10:00am, Georgia International Convention
Center, 2000 Convention Center Concourse, College Park, GA 30337
Executive Office Conference Room
This form and all attachments must be enclosed with your proposal.
DEFINITIONS
The terms “Municipality” or “City” are to be understood to mean “The City of College Park”
“City Council” means the elected Council for the City of College Park.
City of College Park/GICC
Reupholstering of Leather Ottomans RFP - 2016
Page 2
“Bidder,” “Proposer” or “Contractor” means the legal entity submitting a response to a proposal.
“Proposal” or “RFP” refers to this Request for Proposal document including appendices and
addenda.
The “Project” or the “Facility” refers to the Georgia International Convention Center (GICC).
Scope of Work
Provide quote for reupholstering leather ottomans as specified in this RFP for use at the Georgia
International Convention Center, 2000 Convention Center Concourse, College Park, GA 30337.
Specifications are outlined below:
Description, Dimensions, Upholstery and Quantity
(A)
Description:
Diameter:
Seat Height:
Bottom Body:
Manufacturer:
Name:
Number:
Color:
Quantity:
Custom Circular Ottoman
6 foot
19 inches
54 inches
Spinneyback Leather
Andes
Custom 3009
Borba
17
(B)
Description:
Diameter:
Seat Height:
Bottom Body:
Manufacturer:
Name:
Number:
Color:
Quantity:
Custom Circular Ottoman
5 foot
19 inches
54 inches
Spinneyback Leather
Andes
6021
Gaucho
13
(C)
Description:
Diameter:
Seat Height:
Bottom Body:
Manufacturer:
Name:
Number:
Color:
Quantity:
Custom Circular Ottoman
4 foot
19 inches
54 inches
Spinneyback Leather
Andes
Custom 8045
Espana
8
(D)
Description:
Width:
Custom Curved Ottomans (2 per set)
4 foot
City of College Park/GICC
Reupholstering of Leather Ottomans RFP - 2016
Page 3
(E)
Depth:
Seat Height:
Bottom Body:
Manufacturer:
Name:
Number:
Color:
Quantity:
14 foot
19 inches
54 inches
Spinneyback Leather
Andes
6021
Gaucho
2 sets
Description:
Width:
Depth:
Seat Height:
Bottom Body:
Manufacturer:
Name:
Number:
Color:
Quantity:
Custom Rectangular Ottomans
18 inches
96 inches
19 inches
54 inches
Spinneyback Leather
Andes
Custom Royal
Purple
12
Leather Specifications
Finish Type:
Content:
Country Finished:
Thickness/Weight:
Protected
South American Cowhide
Italy
0.9-1.1mm
Performance Characteristics
Abrasion
Breaking Force
Breaking Strength
Crocking
Rubfastness
Elongation
Flex
Lightfastness
Lightfastness
Tear Strength
Tear Strength
Wyzenbeek
Tensile Strength
Color Crock
Adhesion Fastness
pH levels
ASTM D 3884
ASTM 2208 (100 lbs)
Elongation FTMS 311, method 2031
ASTM D 5053
DIN 53339, dry 300 rubs; DIN 53339, wet 150 rubs
ASTM D 2211 (20/50%)
W-Flex
Heraeus Suntest DIN 54004 (100 hrs)
AATCC Method E (72 hrs)
ASTM 4704 (20n min)
FTMS 311, method 2151
ASTM 4157 (100,000 DB rubs)
ASTM D 5034
Weight 1000g
Tape Test
ASTM D 2810
City of College Park/GICC
Reupholstering of Leather Ottomans RFP - 2016
Page 4
Flammability
Boston Fire Department
BFD IX-1
California Technical Bulletin
117
Cigarette Ignition Resistance
NFPA-260
Ignitability of Upholstered Seating BS5852-by smoldering and flaming source
IMO
Resolution A.652 (16)
Surface Burning Characteristics
of Building Materials
ASTM E84
CAL 133 with fireguard F187 with firebacker material or equivalent
FAR 25.853(a) & Appendix F Part I (a)(1)(i) (60 sec flame)
FAR 25.853(a) & Appendix F Part I (a)(1)(i) (12 sec flame)
UFAC Test Method 1990, cigarette ignition class 1
FMV SS 302
Special Certifications
Antibacterial staphylococcus aureus, klebsiella pneumoniae AATCC Method 100
Water resistance AATCC test method 127; hydrostatic pressure test 100.0+ cm
Water repellency AATCC, method 22
Release soil, blood urine, bleach, betadine AATCC, 130-2000
Water absorption static ASTM D 1815
Water absorption dynamic (surface) ASTM D 6014
Water absorption dynamic (submersion) FTMS 311-811211
Free of Dimethylfumarat
Stitching
Stitching shall be with a baseball stitch.
Melting provided at all edges.
Foam
All foam shall be flame retardant and meet the internationally recognized British Standard BS
5852 Crib 5 level, California Technical Bulletin 117 Underwriters Laboratory UL94 and Motor
Vehicle Safety Standard 302.
Removal and Disposal
Successful bidder is responsible for removal and disposal of all materials removed from existing
ottomans.
Warranty
A copy of product warranty must accompany bid. A ten year warranty on workmanship is
required.
City of College Park/GICC
Reupholstering of Leather Ottomans RFP - 2016
Page 5
Freight
Bidders quote to be inclusive of all charges to include but not limited to freight, pick up and
delivery charges.
Information and Instructions
General
The responsibility is on the bidder to show their knowledge, understanding and capacity to
conduct the work outlined in the RFP.
The responses will be assessed according to how well they meet the City’s needs and assure the
City’s success in relation to the submission requirements. The detail and clarity of the written
submission will be considered indicative of the bidder’s expertise and competence. The City
reserves the right to reject any and all proposals and to waive technical errors as heretofore set
forth.
All information provided in response to this RFP must contain sufficient detail to support the
services being proposed. Incomplete submissions will not be considered.
A Bid Bond of ten percent (5%) will be required with the submitted proposal.
A Performance and Payment Bond of one hundred percent (100%) will be due prior to execution
of contract.
All pricing proposed must be in United States funds and exclusive of all appropriate taxes. The
prices will include all cost related to job to include but not limited to vehicle, travel, equipment,
labor, materials, freight, delivery, removal and installation
The City of College Park is not liable for any costs incurred by interested parties in the
preparation of their response to this request or interviews. Furthermore, the City shall not be
responsible for any liabilities, cost, expenses, loss or damage incurred, sustained or suffered by
any interested party, prior to, subsequent to, or by reason of the acceptance, or non-acceptance
by the City of any response, or by reason of any delay in the acceptance of the response.
Form of Proposals
The proposal shall be submitted on the Form of Proposal included in this document and enclosed
in a sealed envelope as described in number 2 of “General Instruction to Bidder”. The envelope
must include three (3) sets of the submitted proposal, one (1) marked as Original with original
signatures and two (2) marked as Copy.
The proposal submission must be legible, written in ink, or typewritten. Proposals containing
changes, erasures, overwriting, white-outs, cross-outs, or strike-outs which are not initialed by
the bidder may not be accepted. The Form of Proposal must contain an original manual
City of College Park/GICC
Reupholstering of Leather Ottomans RFP - 2016
Page 6
signature in ink in the specified place by an authorized signing officer – digital, mechanical or
electronic signatures will be rejected.
No part of the Form of Proposal included in this package shall be altered or deleted.
The completed proposal shall be dated and properly signed in the space(s) by a duly authorized
official(s) of the entity submitting a proposal. Signatures on behalf of a non-incorporated entity
or by individuals shall be witnessed.
Proposals shall not be made by e-mail or facsimile. Adjustment by e-mail, facsimile, letter or
otherwise to a proposal already submitted shall not be accepted or considered. Proposals may be
withdrawn prior to the time of opening thereof only by notice to the City of College Park
Purchasing Department signed by the bidder.
A proposal delivered in person or by a courier service, without the “yellow” envelope as
described in number 2, “General Instruction to Bidder”, or a proposal that is not delivered to the
designated location by the bidder or courier service may be rejected. The failure of the bidder or
courier service to deliver the proposal submission to the designated location on time shall result
in the proposal being rejected.
CITY OF COLLEGE PARK
PURCHASING DEPARTMENT
“GENERAL INSTRUCTION TO BIDDER”
1. The following instructions are to be considered an integral part of this proposal. Unless
otherwise requested, one (1) marked “Original” and two (2) marked “Copy” of the proposal
form need be submitted and MUST BE TYPEWRITTEN OR PRINTED IN INK. The
person signing the proposal form must initial any changes or corrections made to this
proposal.
2. The person, firm or corporation making the proposal shall submit their bid in the
“YELLOW ENVELOPE” provided with this proposal. The envelope must be complete
with the proposer’s company name, RFP title, RFP number and RFP date. Should a larger
envelope be required, the “YELLOW ENVELOPE” must be attached to the OUTSIDE.
No proposal may be withdrawn or modified in any way after the RFP-opening deadline.
Quotes must remain valid for ninety (90) days after the quote date. Quotes submitted with
a less than ninety (90) day validity will be found non-responsive and will not be considered.
NOTE: BID DOCUMENTS DOWNLOADED FROM THE COLLEGE PARK
WEBSITE MAY USE THE ATTACHED MAILING LABEL TO SUBMIT YOUR
BID. All proposals must be a final cost. Bid on the proposal form provided, without
changes. A set of three (3) proposals are required unless otherwise stated in the documents.
3. Sealed proposals will be received no later than Tuesday, March 1, 2016 at 3:00pm, EST at
the City of College Park Purchasing Department, 3667 Main Street, College Park Georgia,
30337 at which time they will be opened and publicly read aloud. Bids received after the
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above date and time, or in any other location other than the Purchasing Department will not
be considered.
A bid packet may be obtained from the City of College Park Purchasing Department, 3667
Main Street, College Park, Georgia 30337, or from www.collegeparkga.com.
4. If descriptive literature is attached to the bid, bidder’s name must appear on all sheets.
5. A cover letter must be attached in the form of a standard business letter containing the
proposer’s name, address and telephone number and must be signed with an original
signature, in ink, by an individual authorized to legally bind the bidder. The letter must
contain the following information:
a. A statement describing the bidder’s legal structure (e.g. corporation, partnership) and
providing federal tax identification number and principle place of business.
b. A statement that the person signing the quote certifies that he or she is the person in
the bidder’s organization who has actual authority to make decisions as to matters
relating to this RFP and to bind the bidder.
c. A statement that the quote meets the minimum qualifications set forth in this RFP and
accepts all requirements and terms and conditions contained in this RFP.
d. A statement that the bidder does not discriminate in its employment practice with
regard to race, color, age, religion, sex, veteran status, sexual preference, national
origin, or disability (ACA Standards 4-4053, 4-4055, 4-4056, Equal Employment
Opportunity).
e. A statement that no attempt has been made or will be made by the bidder to induce
any other person or firm to submit or not submit a quote.
f. A statement that indicates whether the bidder or any of its agent has a possible
conflict of interest with any city employee involved in the RFP and any ensuing
Contract(s) or any other conflict of interest and, if so, an explanation of the conflict
must be given.
6. If there is any question whatsoever regarding any portion of the instructions or specifications,
it shall be the bidder’s responsibility to seek clarification during the Mandatory Informational
Conference / Pre-Proposal Meeting or during the question period of time stated herein. All
questions shall be submitted in writing via e-mail to the attention of Barbara Gregory,
Purchasing Department, City of College Park at bgregory@collgeparkga.com. IT SHALL
BE THE PROPOSER’S RESPONSIBILITY TO CHECK THE CITY’S WEB SITE
(www.collegeparkga.com) FOR ANY/ALL ADDENDA. Answer(s) to all questions will be
answered after the deadline for questions has expired, and posted to the City’s web site, if
applicable.
The City will not be responsible for any verbal (spoken) information from any City staff or from
any consultant firms retained by the City, or from any other person or persons who may have an
interest in this RFP. Adjustments or changes to this RFP prior to the closing date and time stated
herein will only be written addendum(s) only and said addendum(s) will be issued by the
Purchasing Department of the City of College Park. Addendums will be posted on
www.collegeparkga.com.
It is the bidder’s sole responsibility to check this web site often to be informed of any posted
addendum. The City makes no promise or guarantee that addendums will be delivered by any
means to any bidder. By submitting a proposal in response to this RFP, the bidder
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acknowledges and agrees that addendum(s) shall only be posted on the College Park website and
it is the sole responsibility of the bidder to check this web site for said addendum(s). Failure to
include signed copies of the addenda with the submitted proposal may result in a non-compliant
proposal.
Any variation from the specifications must be clearly stated by the bidder in writing and
submitted with his/her proposal.
The apparent silence of the specifications and any supplement specifications as to any details or
the omission from it of a detailed description concerning any point shall be regarded as meaning
that only the best commercial practices are to prevail. All interpretations of this specification
shall be made upon the basis of this statement.
Clarification of Proposal Documents
It is the responsibility of the bidder to seek clarification of any matter that they consider unclear
before submitting a proposal. The City of College Park is not responsible for any
misunderstanding of the proposal on the part of the bidder. It is the bidder’s responsibility to
verify the extent of work required under this project. No allowances will be made for the bidder
failing to do so. Any item not specifically mentioned in the specifications but implied or
required to complete the project will be considered to be included in the total price.
Proposers may inquire into and clarify any requirements of the RFP. Inquiries must be directed
to the attention of Barbara Gregory, Purchasing Department at bgregory@collegeparkga.com.
In order to manage this process, bidders are requested to submit all questions in writing, by
email ONLY no later than 4:00PM on Wednesday, February 17, 2016.
Proposals submitted shall be final and may not be altered by subsequent offerings, discussions or
commitments unless the bidder is requested to do so by the City of College Park.
Error and Omissions
While the staff has used considerable efforts to ensure an accurate representation of information
of the Request for Proposal, the information combined in the Request for Proposal is supplied
solely as a guideline for bidders. The information is not guaranteed or warranted to be accurate,
nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposal is
intended to relieve bidders from forming their own opinions and conclusion in respect of the
matters addressed in the Request for Proposal.
Informal or Unbalanced Proposals
Proposals which are incomplete, unconditional, illegible or obscure, or contain reservations,
erasures, alterations or irregularities of any kind, may be rejected as informal.
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Proposals that contain prices which appear to be so unbalanced as likely to adversely affect the
interest of the City, may be rejected.
Conflict of Interest
Bidders must disclose to the City in the proposal any potential conflict of interest, including any
which may involve City employees, Council members or members or employees of City
agencies, boards, or commissions who may have a financial interest in a bidder. If such conflict
of interest does exist the City may, at its discretion, refuse to consider the proposal.
Bribery/Fraud
Should any prospective bidder or any of their agents give or offer any gratuity or attempt to bribe
any employee of the City or attempt to commit fraud, the City shall be at liberty to cancel the
perspective submission or contract and to rely upon the surety submitted for compensation.
Processing of Proposals
On receipt by the City representative of a properly sealed envelope delivered by or on behalf of a
bidder, the City representative will mark the envelope as to the time and date of receipt and the
envelope will be retained unopened until the opening of proposals. The sealed envelopes
containing proposals will be opened in public, for registration purposes only, in the room and at
the time specified in this document.
After the proposal has been opened, City staff may clarify any aspect of a proposal with the
bidder; however, the City is not required to clarify any part of a proposal. Any such clarification
will not alter the proposal and will not be constituted as a negotiation or renegotiation of the
proposal. Any clarification of a proposal by a bidder shall not be effective until confirmation has
been delivered in writing.
The City may make all necessary corrections to any proposal which is in error through addition
or extension, the corrected value prevailing.
The City retains the right to select any proposal for purposes that are in the best interests of and
for the best value for the City and/or to select parts of various proposals or to reject all proposals
for budgetary or other reasons that are in the best interests of and for the best value for the City.
The City reserves the right to award a contract to other than the bidder submitting the lowest
costs.
The selected bidder will be notified after City Council has reviewed and approved the proposal.
The issuance of the proposal in no way implies that the City will proceed with an order or
contract for the specified items or services and will not reimburse any bidder for any costs
incurred in preparing, submitting or presenting a proposal.
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Blackout Period
The City prohibits communications with respect to this bid opportunity initiated by a bidder to
any City official, consultant or employee for the period of time from the closing of the tender up
to and including the date that the contract has been awarded (the “Blackout Period”). Any
communication between the bidder and the City during the Blackout Period will be initiated by
the City’s Purchasing Department for the sole purpose of obtaining information or clarification
necessary in order to ensure a proper and accurate evaluation of the bid. Any communication
initiated by a bidder during the Blackout Period may be grounds for disqualifying the offending
bidder from consideration for the contract award.
Validity of Proposal
Proposals must remain valid for ninety (90) calendar days after the proposal due date.
Proposals submitted with a less than ninety (90) day validity will be found non-responsive and
will not be considered.
Insurance
Contractor shall maintain at its own cost, adequate insurance to protect itself and the City for
claims under the applicable Workers Compensation Law and other public liability insurance with
coverage in amounts of no less than the following:
$2,000,000 Commercial Umbrella
$500,000 Auto Liability
$500,000 General Liability
$250,000 Workers Compensation
Prior to commencing any work under this agreement, bidder shall have its insurance company or
companies, which are acceptable to CITY OF COLLEGE PARK, execute a certificate of
insurance, and deliver a copy of said certificate of insurance to CITY OF COLLEGE PARK.
Until said certificate of insurance is properly executed and delivered to CITY OF COLLEGE
PARK, bidder shall not move its equipment or laborers onto the premises or begin performance
of the work specified under this agreement. If bidder fails to provide the required insurance,
CITY OF COLLEGE PARK shall have the duty to prove insurance and deduct all premiums
paid by the CITY OF COLLEGE PARK for and on account of said insurance.
The successful bidder is required to maintain insurance at these levels at least one (1) year after
completion of the project. Depending on the complexity of the project, successful bidder may be
required to prove valid coverage for a longer period as may be deemed necessary to reasonably
allow the City to become aware of any negligence on the part of the bidder.
Proof of Insurance should be included in submitted bid documents.
References
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Bidder must provide five (5) references of customers with successful implementation of similar
size and scope with work performed within the past five (5) years. Please include customer
name, address, contact, and phone number.
If sub-contractors or business partners will be used in conjunction with this project, please
provide references as stipulated above.
References should be included in submitted bid documents. (Please see pages 11, 12 and 13 in
first part of RFP document.)
License and Permits
The successful bidder shall at their own expense, be responsible for maintaining and keeping all
municipal and any other licenses, or approvals, necessary to permit them, their employees or
company, to carry out the requirements of this agreement at no additional cost to the City of
College Park.
The bidder shall comply with all Federal, State and Municipal laws and regulations.
Indemnification
Without limiting any other obligation of the bidder under this contract or otherwise, the bidder
hereby agrees to Indemnify and Save Harmless the City of College Park, its elected officials,
officers, employees, servants, agents and others for whom the City is in law responsible, from
and against any liability, loss, claims, demands, damages, fines and penalties, costs and expenses
(including consulting fees), investigatory and legal expenses, and any other actions or causes of
actions, suits, caused by or attributed to any willful or negligent act, omission, delay or
allegations thereof on part of the bidder, its officers, employees, sub-contractors, agents,
licensees, assignees, invites or other persons engaged in the performance, non-performance or
attempted performance of the work pursuant to the contract or anyone else for whom the bidder
is in law responsible.
Should the City be made a part of any litigation commenced by or against the bidder, then the
bidder will protect, indemnify and hold the City harmless and will promptly pay all costs,
expenses, and legal fees incurred or paid by City in connection with such litigation upon
demand. The bidder will also promptly pay upon demand all costs, expenses and legal fees that
may be incurred or paid by the City in enforcing the terms, covenants and conditions in this
contract.
Non Performance
The City reserves the right to determine non-performance or poor quality of goods and/or
services, and further reserves the right to cancel the contract. The opinion of the City of College
Park in this regard shall be final in all instances. In the event that the bidder shall be discharged
before all the services contemplated hereunder have been completed, or the services are for any
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reason terminated, stopped or discontinued because of the inability of the bidder to serve under
this agreement, they shall be paid only for the portion of the work which shall be satisfactorily
completed at the time of termination.
Ownership of Work Product
All plans, drawings, submittals and other documents submitted to the City by the bidder become
and are the property of the City, and the City may, without restriction, make use of such
documents and underlying concepts as it sees fit. The bidder shall not be liable for any damage
that my result from any use of said documents for purposes other than those described in this
proposal.
Accessibility
The City is committed to the accessibility principles of preventing and removing barriers in
accessing goods and services for people with disabilities and is bound by the regulations under
the Americans with Disabilities Act of 1990 as may be amended from time to time.
Regulations enacted under the Act apply to every designated public sector organization and other
third parties that provide goods and services to the member of the public.
The bidder and all sub-contractors and/or partners hired by the bidder in the completion of its
work will meet or exceed compliance with all applicable regulations under the Americans with
Disabilities Act of 1990 as may be amended from time to time.
It is the bidder’s responsibility to ensure they are fully aware of, and meet all requirements under
the Act. Compliance with the Americans with Disabilities Acts of 1990 will be required by the
successful bidder.
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Project Costs
Please provide in detail all proposed costs associated with this project.
A copy of product warranty must accompany bid. A ten year warranty on
workmanship is required.
Proposer’s quote to be inclusive of all charges to include but not limited to
freight, pick up and delivery charges.
Proposals must remain valid for ninety (90) calendar days after the proposal
due date.
Total proposed project costs:
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$_____________________
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Form of Proposal
To:
The City of College Park
College Park, Georgia 30337
I/We the undersigned, hereby offer and agree to supply and deliver the service as outlined in the
Request for Proposal documents. The signature(s) below dignify that I/We have read and agree
with the procedures outlined in the Request for Proposal document.
PROPOSAL SUBMITTED BY:
Company Name
Address
City, State and Zip
Phone
Facsimile
Email
Website
Signature
Print/Type Name
Title
Date
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