Hopewell Public Schools 103 N. 12 th Avenue Hopewell, VA 23860

Transcription

1 Hopewell Public Schools 103 N. 12 th Avenue Hopewell, VA To Whom It May Concern: Hopewell Public Schools is soliciting bids for Locksmith Services. All bids are due on May 31, 2016 at 2:15 pm, Eastern Standard Time, at the Hopewell School Board Office, 103 N. 12 th Avenue, Hopewell, VA 23860, marked Locksmith Services. Any bid received after the above deadline, will not be considered, and will be returned unopened. All questions regarding this bid must be submitted by to Richard Thomas at or Shelia Clanton at Bid packages will be available on line May 10, 2016, at 10:00 am at under Division, Departments, Business and Finance, Bids and RFP s or for pickup at the Hopewell School Board Office, 103 N. 12 th Avenue, Hopewell, VA 23860, at 10:00 am, May 10, Proposals must be mailed to Hopewell School Board Office, 103 N. 12 th Avenue, Hopewell, VA and marked Locksmith Service Proposals. Optional Pre-Proposal conference will be held on May 17, 2016 at 10:00 am at the Hopewell School Board Office, 103 N. 12 th Avenue, Hopewell, VA The purpose of the conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend. Please e mail rthomas@hopewell.k12.va.us by May 16, 2016 if you plan to attend. Respectfully, Richard Thomas Division Manager for Maintenance & Custodial Services

2 STATEMENT OF NEEDS: A. The Contractor should furnish all labor, tools, equipment and supplies necessary to provide a wide variety of commercial locksmith tasks. B. Services should be provided on an hourly rate basis for productive hours at the job site only. The School System does not want to be responsible for payment of hours spent in transit to and from the schools and/or time spent for the acquisition of materials. GENERAL REQUIREMENTS: 1. Locksmiths assigned to this contract should be available for up to 8 hour shifts within a specified day. 2. Contractor(s) should have assigned locksmiths available for emergency call on a 24-hour basis, Response time for emergency service requests should be within one (1) hour from receipt of call from Hopewell Public Schools. 3. New hardware should be commercial quality and consistent with ADA guidelines. EXPERIENCE/QUALIFICATIONS: 1. Contractor(s) must be properly licensed in accordance with the State Board of Contractor s requirements for locksmith services. Written verification of license should be submitted in the RFP response. All locksmiths assigned to provide services to Hopewell Public Schools under this contract should have a minimum of five (5) years experience in the field. Experience should include maintenance, repair and installation of all brands of locks, panic bar hardware, door closures and electrical locking devices. Contractor(s) should identify the time of award(s) all individuals to be assigned to this contract and should verify that experience

3 of each individual is 5 years or greater in areas notes within Experienced Qualifications. 2. All locksmiths assigned should: a. be familiar with all type of locks and removable cores. b. be familiar with all cabinet, file cabinets, locks and installation c. Have access to all codes applicable to locksmith services d. be familiar with repairing panic devices e. be able to repair electrical strike door holders/door closers. Hopewell Public Schools Cost Sheet for Locksmith Service When submitting proposals, please include the following: General Laborer Hourly Rate $ Trip Charge $ Emergency/Overtime Rate $ Material and Supplies mark up over cost % (Percentage)

4 SCHOOL ADDRESSES HOPEWELL HIGH SCHOOL 400 S. MESA DR. CARTER G. WOODSON MIDDLE SCHOOL 1000 WINSTON CHURCHILL DR. DUPONT ELEMENTARY SCHOOL 300 S. 18 TH AVE. HARRY E. JAMES ELEMENTARY SCHOOL 1807 ARLINGTON RD.

5 PATRICK COPELAND ELMENTARY SCHOOL 400 WESTHILL DR WOODLAWN LEARNING CENTER 1100 DINWIDDIE AVE. MAINTENANCE DEPARTMENT 1201 CITY POINT RD. SCHOOL BOARD OFFICE / FOOD SERVICE COTTAGE 103 NORTH 12 TH AVENUE

6 HOPEWELL PUBLIC SCHOOLS Office of the Superintendent Hopewell, Virginia PROPOSAL TERMS & CONDITIONS 1. On behalf of the Hopewell City School Board, your company is invited to submit a proposal on services according to the stated terms/conditions. 2. The name of a certain brand, manufacturer or definite specification is to identify the quality standard of the item desired, but does not restrict proposals to the specific brand manufacturer or specification named, it is to convey to interested parties the general style, type, or quality of item desired. 3. The supplier s product(s) must meet all requirements of regulations for products as set forth for such products by the EPA, USDA, Virginia Department of Agriculture and any other federal or state agency guidelines for any specific products. 4. All proposals shall be submitted exclusive of direct Federal, State, and local taxes. The unit price of each item is to include delivery of the item with all transportation charges prepaid to the destination. 5. Hopewell City Schools reserves the right to accept or reject any or all proposals or parts of proposals. Hopewell City Schools reserves the right to award the contract on such material/service that will best serve its interest and not solely on the lowest proposal. 6. Failure to provide satisfactory service or unauthorized substitutions of products Other than those specifically listed in the proposal, will be considered grounds for cancellation of contract. (A thirty-day notice of cancellation will be given.) Future proposal privileges may also be affected. 7. Hopewell City Public Schools will not assume responsibility for orders left without proper authorization. Deliveries may be made daily, weekly, bi-weekly, or monthly as determined by the school or School Board staff and agreed to by the successful proposer. Hopewell City School Board reserves the right to require deliveries to be scheduled in advance. It is understood by each company bidding that deliveries will be discontinued during regular vacation periods or other times of school closing due to weather conditions. In case of scheduled variation from the school calendar, the proposer will be given ample notice. A School calendar can be downloaded from the Hopewell website 8. In case of default by the successful proposer or if he fails to deliver the supplies ordered by the time specified, the Hopewell City School Board after due notice (verbal or written) may procure them from other sources and hold him responsible for excess costs occasioned thereby.

7 9. ALL PROPOSALS MUST ALSO INDICATE ANY VARIANCES FROM OUR SPECIFICATIONS AND/OR CONDITIONS. (No matter how slight). If variations are not stated in the proposal, it will be assumed that the products or service fully complies with our specifications. 10. Evidence in the form of samples may be requested if brand being quoted upon is other than as specified. The Hopewell City School Board reserves the right to request that such samples be furnished at time of proposal opening. Should vendor(s) exclude such samples from proposal packet, this action may be cause for rejection of proposal. The Hopewell City School Board also reserves the right to request samples after the date of proposal opening; if such samples are requested, they must be received by the School Board no later than two (2) days after request is made. 11. Substitutions after bid award MUST BE APPROVED by the School Board before scheduled delivery day. Products different from the specifications of the proposal award, either item, brand, pack or code number WILL NOT BE ACCEPTED by the school unless the School Board is contacted prior to the delivery day for determination of an acceptable substitute and advance notice then given to the school by the School Board office. 12. Invoices for items delivered and accepted shall be submitted by the supplier and signed by the principal or a designee. All invoices must be priced and extended. The procedure for handling invoice corrections, errors and credit shall be approved by and mutually agreed upon by the Hopewell City School Board, school and the successful proposer. If supplier fails to prepare invoices and statements as requested or if invoices are consistently calculated incorrectly, the Hopewell City School Board reserves the right to return all such invoices and statements to the supplier and payment will be withheld until corrections are received. 13. The proposal agreement will commence on the date indicated for a term of one year. Either party may terminate this agreement by giving written notice thirty (30) days prior to the termination date. Contract may be extended on an annual basis, for up to two (2) years by mutual agreement. 14. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to the employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 15. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. 16. Pursuant to Virginia Code , all public bodies in every contract over $10,000, the contractor must agree to provide a drug-free workplace for the contractor s employees and post in a conspicuous place, available to employees and applicants for employment a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor s workplace and specifying the actions that will be taken against employees for violating the prohibition.

8 Cooperative Procurement: This solicitation is being conducted under the provisions of of Virginia Public Procurement Act (VPPA), Cooperative Procurement, as stated, a public body may purchase from another body s contract even if it did not participate in the Request for Proposal (RFP) or Request for Bid (RFB), if the RFP or RFB specified that the procurement was being conducted on behalf of other public bodies. If authorized by the Bidder(s), the resultant contract(s) may be extended to any jurisdiction within the central area of the Commonwealth of Virginia to purchase at contract prices in accordance with contract terms. Any jurisdiction using such contracts shall place its own order(s) directly with the successful Contractor(s). Hopewell City Public Schools (Hopewell, Virginia) acts as the Contracting Agent and is not responsible for placement of orders, payment or discrepancies of the participating jurisdictions. It is the Contractor s responsibility to notify the jurisdictions of the availability of contract(s). Bidder desiring to offer to other jurisdictions under this clause shall so indicate in their response. Upon mutual agreement, any contract resulting from this RFB may be extended to Hopewell City and their agencies.

9 Hopewell Public Schools 103 N. 12 th Avenue Hopewell, VA CERTIFICATION OF CONTRACTOR Full Name of Contractor: As required by Section of the Code of Virginia, the undersigned hereby certifies as follows: (i) That I (and all person) who will provide such services) have not been convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child I further understand that if I make a materially false statement regarding any of the above offenses, I will be guilty of a Class 1 misdemeanor. Signature: Signature of Contractor

10 Hopewell Public Schools CERTIFICATION OF CONTRACTOR Full Name of Contractor: As required by Section of the Code of Virginia, the undersigned hereby certifies as follows: (i) That I have not been convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child I further understand that if I make a materially false statement regarding any of the above offenses, I will be guilty of a Class 1 misdemeanor. Date: Signature of Contractor