INVITATION TO BID. WHATCOM COUNTY LIBRARY SYSTEM ADMINISTRATIVE SERVICES BUILDING REMODEL 5205 Northwest Drive, Bellingham, WA 98226

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1 INVITATION TO BID WHATCOM COUNTY LIBRARY SYSTEM ADMINISTRATIVE SERVICES BUILDING REMODEL 5205 Northwest Drive, Bellingham, WA February 23, 2016 DESCRIPTION OF SERVICES The intent of this invitation to bid is to contract for the reconfiguration of the IT Services and Youth Services Departments and remodel of the Conference Room at the Administrative Services Building of the Whatcom County Library System (WCLS), located at 5205 Northwest Drive in Bellingham, Washington. The scope includes all demolition and construction, protection of all adjacent areas and equipment, installation of doors, built in shelving and all interior finishes indicated on plans, and electrical and IT cable installations per plan. Mechanical duct extensions will need to be reviewed by our HVAC system specialist prior to installation. Bidders should read the entire set of specifications carefully, as these will form the basis of the contractual agreement with WCLS (the Agreement ). Failure to comply with the specifications may provide grounds to nullify the Agreement. Bidder must participate in a mandatory pre-bid showing on Tuesday, March 8, 2016 at 11:00 a.m. To reserve a bid packet and confirm attendance, call Jackie Saul at (360) , press 4, press 202 by Friday, March 4, Sealed proposals: Vendor will deliver one (1) sealed original copy to the following address: Whatcom County Library System 5205 Northwest Drive Bellingham, WA ATTN: Jackie Saul, Director of Finance and Administration By 12:00 noon on Monday, April 4, Bids received after the above cited time will be considered late and are not acceptable unless the deadline is waived by WCLS Administration, but in no event will the deadline be waived after sealed bids have been opened. Please any questions to jackie.saul@wcls.org no later than noon on Thursday, March 31, WCLS will share all questions received and their answers with all parties that have requested a bid packet.

2 LEGAL NOTICE Advertisement for Bid WHATCOM COUNTY LIBRARY SYSTEM ADMINISTRATIVE SERVICES BUILDING REMODEL 5205 Northwest Drive, Bellingham, WA Whatcom County Library System (WCLS) is seeking bids from qualified vendors for the reconfiguration of the IT Services and Youth Services Departments and remodel of the Conference Room at the Administrative Services Building of the Whatcom County Library System (WCLS), located at 5205 Northwest Drive in Bellingham, Washington. For bid specifications, visit Sealed bids are due no later than 12:00 noon on Monday, April 4, WCLS Invitation to Bid, p. 2

3 INVITATION TO BID Notice to Bidders: Bids will be received by the Whatcom County Library System (WCLS) at 5205 Northwest Drive, Bellingham, WA for the following project: ADMINISTRATIVE SERVICES BUILDING REMODEL Mandatory Pre-Bid Showing: Tuesday, March 8, 2016 at 11:00 a.m. at the Administrative Services Building, 5205 Northwest Drive, Bellingham, WA. Please call Jackie Saul at , press 4, press 202 by Friday, March 4, 2016 to reserve a bid packet and confirm attendance. Bids Due: Monday, April 4, 2016 by noon Sealed bids will be publicly opened at noon on April 4, Location: Whatcom County Library System Administrative Services Building 5205 Northwest Drive Bellingham, WA Scope of Work This project consists of the reconfiguration of the IT Services (IT) and Youth Services (YS) Departments and remodel of the Conference Room at the Administrative Services Building of the Whatcom County Library System (WCLS), located at 5205 Northwest Drive in Bellingham, Washington. Due to staffing and work flow needs, segments of this work will need to be staged in order to reduce disruption to staff as much as possible. IT Services will move from its current location to one near the front entrance of the Administrative Building, where the Youth Services Department is now located. Walls will be removed and replaced in the old IT Services area to accommodate the Youth Services Department. The entrance to the Conference Room and closet space in the Conference Room will be reconfigured, and the room will be painted (all rooms impacted by this project are to be painted). The project can be broken out into several parts: Demolition/Construction, Electrical, IT Cable, Fire/ Security, Mechanical, and Finishes. The successful bidder (after execution and delivery of the Agreement, the Contractor ) will carry out such project as described below. The scope includes (but is not limited to) all demolition and construction, protection of all adjacent areas and equipment, installation of doors, and all interior finishes indicated on plans, and electrical and IT cable installations per plan. Mechanical duct extensions will need to be reviewed by our HVAC system specialist prior to installation. The Contractor will commence work as soon as a contract has been executed in accordance with Section 12. All work, including final walkthroughs, must be completed no later than June 10, A building permit has been secured for this project. WCLS Invitation to Bid, p. 3

4 Demolition/Construction During the demolition and construction phase, all areas adjacent to construction sites must have carpet/ floor and dust protection during project. Include duct cleaning of HVAC system at project s end in this bid. Any damage to carpet or adjacent areas caused by vendor must be remediated before the project ends. (Location of dumpster must be approved prior to beginning of demolition. Removal of all construction debris completed as soon as possible to provide as little disruption in the parking or loading areas for library s fleet of distribution vehicles). 1. Relocation of entry to Training Office (#101), remove existing window install right hand door in its place and infill the openings to match existing surface. 2. No changes in Youth Services Manager Office (#102) except to protect contents from construction debris and sheetrock dust. 3. Removal of non-load bearing interior walls in new Youth Services (YS) area (#103), infill the opening into Conference Room (#109) (reuse door in IT Server Room (#105) as shown on plans) and construct per plan new entry for YS area. Reuse right hand door, as shown in plan. Remove existing vinyl flooring and underlayment prep for carpet tiles to match existing (WCLS will provide the carpet tiles and we have them on site). 4. Relocate existing door to new YS closet (#104) per plan. Install new 8 H x ~8 wide partition wall in existing IT Server Room (# ) and install dropped T-grid acoustic tile ceiling. Relocate left hand door with window (taken from Conference Room #109) to new IT Closet (#105) per plan. 5. Install new ~9 h x ~8 wide partition walls in existing Archive Closet (# ) per plan. Install right hand door to Conference Room (#109) and solid double doors to Table Storage Closet (#107). 6. Install dropped T-grid ceiling over NEW hall to Conference Room and over Table Storage Closet to match existing ceiling height (~9 ) in stacks area. 7. Frame in new opening (6 8 H x 36 W) from stacks to Conference Room hallway (#106) per plan; remove existing interior window above this new opening, infill and match sheetrock. 8. Install new 7 H x 7 6 W partition wall for Chair Closet in Conference Room (#109A) with double doors. Ensure adequate blocking is used in existing perpendicular wall for secure attachment of new partition wall. Create smaller closet (#109B) and install 24 door. 9. Remove existing carpet tiles from new IT area (#110) and store back to back for future reuse. Install ¼ birch 3-ply or greater underlayment and vinyl flooring. WCLS Invitation to Bid, p. 4

5 Repair sheet rock damage, texture and paint with satin Sherwin Williams wall paint.* *Verify color and finish prior to order. Mount IT cable unit in corner per plan. Remove debris. Electrical 1. Relocate electrical switches for YS area to inside new entry 3 switch gang plate motion detector). All fixtures to remain. Relocate switches and outlets in Training Office (#101) and YS Closet (#104) affected by door relocation. 2. Remove 7 wall-hung light fixtures, leave one fixture for hall. Switch is okay where it is (now in 4 gang plate). 3. Disconnect one light fixture from existing switch in new YS Closet (#104), install new switch near new door to second new fixture to new IT Closet (#105). 4. Disconnect one light fixture from existing switch in Archive Closet (# ), add new switch to other existing fixture for Table Storage Closet (#107), add switch for (2) relocated wall fixtures in NEW Conference Room Hall (#106). 5. Add new electrical receptacles as specified in electrical plan. IT Cable 1. Install new CAT6 as indicated on electrical plan; wall and floor locations. 2. Supply main IT cables to wall mounted Box in IT Room (#110). Fire / Security Mechanical Relocate exit signs, fire extinguishers, and sensors per Fire Marshall remarks on permit. 1. Relocate thermostat in new IT area (#110) adjacent to door, on the same wall. 2. Extend ducts/registers where dropped ceilings occur to balance HVAC system. 3. Verify HVAC system is operating properly at project end in areas disturbed during remodel. Finishes 1. Partition walls and ceilings constructed- 2 x 4 w/ 5/8 gypsum board. Wall finishes to match existing texture, primed then painted with 2 coats of low lustre Sherman Williams paint. 2. Install carpet tile provided by WCLS (Shaw Interface style cubic- we have these carpet tiles on site) with 4 Johnsonite rubber base* to match existing in new YS area. *verify color prior to ordering 3. Install Armstrong Connection Corlon vinyl floor covering in IT Services Office (#110) with same 4 rubber base as YS area. WCLS Invitation to Bid, p. 5

6 4. Use white metal dropped ceiling 2 x 4 T-bar grid with acoustic panels to match existing ceiling in area(s) indicated on plan (over new hall to conference room (#106), new YS Closet (#104). Liquidated Damages The Contractor shall be required to pay WCLS as liquidated damages the sum of $ for each consecutive calendar day that it is in default after the June 10, 2016 contract deadline. Liquidated damages shall be deducted from the contract by change order. 2. Bid Security A certified check or bid bond (the Bid Security ) is required with each bid in an amount equal to five percent (5%) of the bid amount. No bid shall be considered unless accompanied by such Bid Security. Bid Securities received in the form of a certified check will be deposited to an account held by WCLS. The Bid Securities of all unsuccessful bidders will be returned as soon as practical after opening of the bids. When the Bid Security of an unsuccessful bidder was received in the form of a certified check, WCLS will deliver a check in the amount of such Bid Security to such bidder. WCLS will retain the Bid Security of the successful bidder until receipt of a performance bond pursuant to Section 11 and execution of the Agreement pursuant to Section 12. If no contract is awarded, WCLS will promptly return all Bid Securities to the respective bidders. 3. Submission of Proposal Bidders must attend the mandatory Pre-Bid Showing. Bidders are required to make their bids on the Bid Proposal form provided by WCLS and return their sealed bids along with the Bid Security and the Non- Collusion Affidavit. WCLS will not accept any bid that is not sealed or not accompanied by Bid Security and a Non-Collusion Affidavit. Bids must include all applicable sales taxes. 4. Bidder Responsibility Criteria It is the intent of WCLS to award a contract to the lowest responsible bidder. Before award, the bidder must meet the following bidder responsibility criteria to be considered a responsible bidder. The bidder may be required by WCLS to submit documentation demonstrating compliance with the criteria. The bidder must: (a) Have a current certificate of registration as a contractor in compliance with chapter RCW, which must have been in effect at the time of bid submittal; (b) Have a current Washington Unified Business Identifier (UBI) number; (c) If applicable: i. Have Industrial Insurance coverage (workers compensation) for the bidder s employees working in Washington as required in Title 51 RCW; ii. Have an employment security department number as required in Title 50 RCW; and iii. Have a Washington Department of Revenue state excise tax registration number as required in Title 82 RCW; WCLS Invitation to Bid, p. 6

7 (d) Not be disqualified from bidding on any public works contract under RCW or (3); and (e) Attend the mandatory Pre-Bid Showing to be held at the time and place set forth above. 5. Verification of Subcontractor Responsibility Criteria The Contractor must verify responsibility criteria for each first tier subcontractor, and the Contractor must contractually require each first tier subcontractor to verify responsibility criteria for each of its subcontractors and to require each of its subcontractors to undertake to verify responsibility criteria for each of its subcontractors. Such verification shall include that each subcontractor, at the time of subcontract execution, meets all of the applicable responsibility criteria listed in Section 4(a) through (d) above and possesses an electrical contractor license (if required by chapter RCW) or an elevator contractor license (if required by chapter RCW). Upon request of WCLS, the Contractor must promptly provide (or, as applicable, cause all subcontractors of any tier to provide) to WCLS documentation demonstrating such verification. 6. Signature A bid by a corporation or company shall include the printed name of the corporation or company, the printed name and title and the signature of the President, Secretary, or other officer authorized to bind the corporation or company. An impression of the corporate seal must appear on bids submitted by a corporation. A bid by a firm shall include the printed firm name and member or agent name. Any person signing the proposal as an agent for another or others must also file legal evidence of his authority to do so. The business mailing address and telephone number must be provided. 7. Bid Results Bid results shall be ed to each bidder on Wednesday, April 6, Upon approval by the WCLS Board of Trustees on Tuesday, April 19, 2016, an official Notice of Award will be sent via mail by WCLS to the successful bidder. If in the opinion of WCLS, all bids are unsatisfactory, WCLS may reject all of them and re-advertise. 8. Non-Collusion Affidavit Proposals must be prepared without the assistance of any officer or other person employed by or connected in any manner with the Whatcom County Library System. The signed and notarized Non- Collusion Affidavit must be submitted with the Bid Proposal described in Section Examination of Site & Conditions The contractor, by filing a bid, acknowledges that he or she has examined the premises and site so as to compare them with the drawings and specifications, and to have satisfied him or herself as to the facilities and difficulties attending the execution of the proposed contract (including local conditions, uncertainty of weather and all other contingencies) before the delivery of his proposal, and no allowance shall be subsequently made on behalf of the Contractor by reason of any error or neglect on his or her part. 10. Withdrawal of Proposal Proposals may only be withdrawn by written and signed request and only if such request is received prior to the opening of the sealed bids. No bid will be received or considered after the time set for the opening of the sealed bids. WCLS Invitation to Bid, p. 7

8 11. Performance Bond and Labor & Material Payment Bonds Prior to execution of the contract, the successful bidder shall furnish a performance and payment bond (the Performance and Labor & Material Payment Bond ) meeting the requirements of RCW (1)(a), including but not limited to covering the faithful performance of the contract and the payment of all obligations and taxes arising thereunder, in the amount of one hundred percent (100%) of the contract value. The bidder shall require the attorney-of-fact who executes the required bonds on behalf of the surety to affix thereto a certified and current copy of this power-of attorney indicating the monetary limit of such power. 12. Execution of Contract The successful bidder must sign and return the Agreement and furnish the Performance and Labor & Material Payment Bond, a certificate of insurance coverage required by Section 13, and an Intent to Pay Prevailing Wages within fourteen (14) days from the Notice of Award date. In the event that the successful bidder fails to timely sign and return the Agreement and furnish such other documents required by this Section 12, all rights of said bidder with regard to this project will be annulled to the extent allowed by law and the successful bidder s Bid Security will be forfeited to WCLS. The Agreement is executed once all of the documents listed in this Section 12 are furnished within the timeline specified and the WCLS Executive Director then signs and dates the Agreement. 13. Insurance & Liability The Contractor shall procure and maintain during the life of this contract such insurance as shall protect him and any subcontractor performing work covered by this contract from claims or damages for bodily injury, including death resulting therefrom as well as from claims for property damage, which may arise from operations under this contract, whether such operations are performed by himself or by any subcontractor or by anyone directly employed by either of them. Insurance must be placed with commercial insurance companies licensed to do business in the State of Washington and which possess minimum financial standards of A.M. Best Company, A-:VI or better. Certificates of Insurance for all insurance shall be filed with WCLS naming WCLS, its officers, employees, board, and volunteers as Additional Insured. The policy amount shall be $1,000,000 combined single limit. All insurance policies by the Contractor shall provide (1) that the policies shall not be cancelled or the amount thereof reduced without forty-five (45) days prior written notice to WCLS, and (2) that forty-five (45) days prior written notice shall also be given if the policy is not to be renewed at the scheduled expiration date. 14. Prevailing Wage All laborers, workmen or mechanics employed in the performance of this contract, whether by the Contractor, subcontractor or other person, shall be paid no less than the prevailing wage. It is the sole responsibility of the Contractor to assign the appropriate classifications to such laborers, workmen or mechanics and to ascertain the applicable prevailing wage rates and fringe benefits for each such classification. Current prevailing wage data can be obtained by the Contractor from the Industrial Statistician of the Department of Labor and Industries, Prevailing Wage Section, P.O. Box 44540, Olympia, Washington WCLS Invitation to Bid, p. 8

9 , (360) , or on their website at Before any payment is made by WCLS for work performed by a Contractor or subcontractor, such Contractor or subcontractor must submit to WCLS a statement of intent to pay prevailing wages in accordance with RCW Prior to acceptance of such work by WCLS, such Contractor or subcontractor shall submit to WCLS an affidavit of wages paid in accordance with RCW Retainage Funds representing five percent of the value of the contract (excluding amounts representing retail sales taxes due from the Contractor to the Department of Revenue) shall be retained and held in trust for the protection and payment of (i) the claims of any person arising under the contract and (ii) the State of Washington with respect to taxes, increases and penalties imposed pursuant to Titles 50, 51 and 82 RCW which may be due from the Contractor; provided that, upon the request of the Contractor, the amount of funds so retained and held shall be reduced to 100 percent of the value of the work remaining on the project. Such funds shall be, at the option of the Contractor, (a) retained by WCLS in a fund, (b) deposited by WCLS in an interest-bearing account in a bank, mutual savings bank, or savings and loan association (with interest payable to the Contractor), or (c) placed by WCLS in escrow with a bank or trust company. After completion of all contract work, the Contractor may request WCLS to release and pay in full the amounts retained and held during performance of this Contract, and, no more than 60 days after such request, WCLS shall release and pay such amounts subject to the provisions of chapters and RCW. 16. Bidding Documents Bona fide bidders may obtain bidding documents at the time of the pre-bid showing or upon request to WCLS, provided that the bidder attends the mandatory pre-bid showing. 17. Rejection of Bids WCLS will have the right to reject any and all bids and in particular to reject a bid received after the deadline for bids due or bids that are not accompanied by the required Bid Security or Non-Collusion Affidavit or a bid in any way incomplete or nonresponsive to the bid package. WCLS further reserves the right to accept that proposal which is to the best interest of WCLS. 18. Appeal Process If WCLS determines that the apparent low bidder does not meet bidder responsibility criteria in Section 4 above and is therefore not a responsible bidder, WCLS shall notify the bidder in writing with the reasons for its determination. If the bidder disagrees with this determination, it may appeal the determination within 24 hours of receipt of WCLS s determination by presenting additional information to WCLS. WCLS will consider the additional information before issuing its final determination. If the final determination affirms that the bidder is not responsible, WCLS will not execute a contract with any other bidder until two business days after the bidder determined to be not responsible has received the final determination. Dated this 23 rd day of February, 2016 Jackie Saul, Director of Finance and Administration Whatcom County Library System , press 4, press 202 WCLS Invitation to Bid, p. 9