Solicitation #: ITB 151-2017 Title: Description: SEMINOLE TRIBE OF FLORIDA INVITATION TO BID General Home Repairs (Big Cypress Reservation) The Housing Department of the Seminole Tribe of Florida is requesting bids from qualified firms to provide General Home Repair Services as outlined in this solicitation. Term/Duration: Lump sum (fixed fee) contracted to be completed within 30 calendar days from issuance of a Notice to Proceed (NTP). Pre-Bid/Proposal January 2, 2018 @ 10:00AM EST (MANDATORY) Conference: 30660 Eloise Osceola Street, Unit 505 Clewiston, FL 33440 Solicitation Release Date: December 18, 2017 Deadline for Questions*: Bid/Proposal Due Date: Contact Person*: January 4, 2018 @ 4:00PM EST January 10, 2018 @ 4:00PM EST Shannon Graham, Purchasing Contracts Specialist Seminole Tribe of Florida Purchasing Department 6300 Stirling Road Hollywood, FL 33024 shannongraham@semtribe.com Submission Requirements: Electronically via Email to the Contact Person Above, or Hardcopy as 1 Original + 3 Copies + 1 Electronic Copy on a USB drive. *ALL QUESTIONS/INQUIRIES MUST BE DIRECTED IN WRITING TO THE CONTACT PERSON ABOVE, FAILURE TO DO SO WILL BE CAUSE FOR DISQUALIFICATION OF AN AWARD UNDER THIS ITB. Page 1 of 6 Rev. 2/1/2017
SECTION I BACKGROUND / GENERAL INFORMATION The Seminole Tribe of Florida (Tribe) is a federally recognized Indian Tribe organized pursuant to Section 16 of the Indian Reorganization Act of 1934, as amended, 25 U.S.C. 476. There are six (6) Seminole Indian Reservations in the State of Florida in Big Cypress, Brighton, Hollywood, Immokalee, Tampa, and Fort Pierce. Tribal Headquarters are located on the Hollywood Reservation in an urban environment in the Greater Fort Lauderdale/Hollywood, Florida area. Firms/Individuals receiving an award, if any, may be required to procure and maintain insurance coverage throughout the term of providing these services to include General Liability ($1M/2M Aggregate), Auto Liability ($1M), and Workers Comp ($500K or Exemption) with additional coverage and provisions as deemed necessary by the Tribe. The Tribe will give preference to qualified business entities certified by the Seminole Tribe of Florida. Qualified shall mean, notwithstanding the above, that a tribal member, spouse, child, or business entity who can provide goods or services at competitive prices, has demonstrated skills and abilities to perform the task to be undertaken in an acceptable manner, and can meet the application, bonding and licensing requirements. Preference will only be given to those business entities where a Tribal Member is actively involved in the business and controls 51% or more of the organization. The selected vendor(s) will be required to submit a completed and fully executed Vendor Application and Registration Form to the Tribe s Purchasing Department, if not already an approved vendor. Upon successful completion of an investigation into the past and current activities, associations, and reputation of the applicant, the Tribe will assign a vendor number and the vendor will be added to its Master Vendor file. The Tribe may not enter into any business transactions with any bidder whose name does not appear on its Master Vendor file. This solicitation and selection process shall in no way be deemed to create a binding contract, agreement or offer of any kind between the Seminole Tribe of Florida and any entity. If the Tribe selects a firm/individual to provide the services described in this solicitation, any legal rights and obligations between the successful firm/individual, if any, and the Tribe will come into existence only when an agreement is fully executed by the parties, and the legal rights and obligations of each party shall at that time be only those rights and obligations which are set forth in the agreement and any other documents specifically referred to in that agreement and executed by the parties. Firms/Individuals shall treat any information contained in this solicitation (or accumulated through other written or oral communication with the Tribe) as confidential information. Any information provided by the Tribe to firms/individuals in this solicitation is to be used solely to permit a reply to this solicitation and firms/individuals shall make no other use of the information, inclusive of sharing the information with corporate affiliates and subsidiaries without the prior written consent of the Tribe. Page 2 of 6 Rev. 2/1/2017
SECTION II SCOPE OF WORK/SERVICES 1. OVERVIEW The Seminole Tribe of Florida s Housing Department is requesting proposals from qualified vendors to provide general home repair services at 30660 Eloise Osceola Street, Unit 505, Clewiston, FL 33440, as outlined below. The rental unit is 1,500 square feet, 3 bedroom, 2 bath unit. a) In general, the work includes, but is not limited to: 1) Supply all labor and materials. 2) All materials being installed shall be of equivalent make/model to the original material being removed. (Unless it has first been approved by the Housing Department) 3) All work performed shall be as per the current code(s). 4) Schedule of Values and proposed schedule shall be submitted with proposals. 5) Supply all drawings/prints and any other documentation needed by the Building Department. 6) Clean up jobsite daily and before the final inspection of the completed job. 7) Call the Building Department and Housing Department for all inspections, before and during the installation process. 8) Contact Housing Department for final inspection, prior to leaving the jobsite. b) Scope of Work: 1) Remove popcorn from all ceilings throughout unit. 2) Remove all base board throughout unit. 3) Remove flooring throughout entire unit. 4) Replace three (3) interior metal door jambs and doors. Repair the existing wood interior doors and jambs, where needed. 5) Remove existing light fixtures and ceiling fans throughout unit. Owner to install new lighting/ceiling fans. 6) Remove vanity, medicine cabinets and toilets in both bathrooms and dispose. 7) Remove existing upper and lower kitchen cabinets and counter tops and dispose. 8) Clean and prep floors. Install new 18x18 ceramic floor tiles throughout unit. Color to be chosen by Owner. 9) Install new textured white 6-panel, solid core, composite pre-hung doors at all entries (metal doors and jams that are removed, item 4) above). 10) Install new colonial, white, prefinished hardboard panel framed sliding doors in all three bedroom closets. 11) Install new primed 3-¼ inch Colonial baseboard throughout unit. 12) Repair any drywall, texture all walls and ceilings throughout unit. 13) Paint all interior walls, ceilings, baseboard, doors and trim. Color to be chosen by Owner. 14) Install all new wood vanity cabinets with solid counter tops in both bathrooms. Owner to install new sinks and connect plumbing. 15) Install new medicine cabinets in both bathrooms to match new vanities and new Kohler Highline Toilets (white). 16) Install all upper and lower wood cabinets in kitchen with solid surface counter tops. Owner to install new sink and faucet and connect plumbing. 17) Clean up and remove any and all debris from unit. Page 3 of 6 Rev. 2/1/2017
18) At job completion contact the Housing Department for final inspection prior to leaving the job site. The Contractor will be responsible for securing (stow or cover) all items in the house such as electronics, furniture, ceiling fans, AC units, etc. Any damages caused during the works will be the sole responsibility of the Contractor to make good or replace. 2. ADDITIONAL PROJECT REQUIREMENTS These requirements provide guidance regarding the construction standards that Proposers are expected to adhere to regarding the overall level of quality that STOF expects on all housing projects. a. QUALITY: All materials used for the manufacture or construction of any supplies, materials or equipment shall be new. The items proposed must be new, the latest model, of the best quality, and highest grade workmanship and has been certified by the product manufacturer as acceptable for the installation required. b. STORAGE OF MATERIALS: The Contractor must provide for the Contractor s own storage of material and equipment, if needed. No on-site storage is permitted at the work area unless the materials have been positioned at the site for immediate installation into or on the building. No items shall be stored overnight if resulting from a day s work due to the inability of the Contractor to complete the installation. c. REMOVAL OF DEBRIS AND CLEANING UP: Contractor is responsible for demolition and construction debris and trash. Debris and trash shall be immediately removed from the site every day. Prior to acceptance of the work by the STOF, the Contractor shall completely clean the site and remove from site all trash and debris and shall dispose of such materials. d. WARRANTY AND GUARANTEE: All products furnished by the selected Proposer shall be supplied with all warranties and guarantees of the manufacturer. Warranties on workmanship shall be for a period of not less than 1 year; said period to commence upon the date products are installed, or accepted by the STOF, whichever last occurs. The roof should be free from leaks caused by a sub-standard installation. Materials should be installed in a strict accordance to the manufacturer s specifications and recommendations. e. REPAIR OR REPLACEMENT: Should any defect appear during this period, the Contractor shall, at their expense, have repaired or replaced such item upon receipt of written notice from the STOF (or resident) of said defect. Said repair or replacement must be accomplished within ten (10) calendar days after receipt of notification of the defect. 3. QUALIFICATIONS a. Proposals shall be considered only from vendors normally engaged in performing the type of work specified within this solicitation (general construction and painting of building exterior/interior). Vendor must have adequate organizational resources, Page 4 of 6 Rev. 2/1/2017
facilities, equipment, and personnel to ensure prompt and efficient service to the Tribe. b. At a minimum, qualifying proposals shall demonstrate that the Vendor possesses the qualifications necessary to provide high quality and functional services. To ensure the Vendor is capable of providing an acceptable level of service to the Tribe, the Vendor must meet the following minimum qualifications: i. Hold a current certified license as a General Contractor or Building Contractor and must have a minimum of five (5) years experience in providing similar services. ii. iii. iv. Provide three (3) current references for three (3) completed individual projects of similar size, scope, and complexity which were completed within the past five (5) years. Must have the listed current personnel and maintain a fully equipped organization capable, technically and financially, of performing the work required, and has performed similar work in a satisfactory manner. Carry and maintain adequate insurance consistent with the requirements listed in this solicitation. v. Meet any other requirements outlined in this solicitation. 4. PRE-BID CONFERENCE A Mandatory pre-bid conference has been scheduled for interested firms to attend before the due date for this solicitation. Attendance is mandatory. Please note that vendors may ask questions, however, all questions must be submitted to the Contact Person in writing by the due date to receive a formal written response. The date, time and location of the pre-bid conference are as follows: January 2, 2018 @ 10:00AM EST (MANDATORY) 30660 Eloise Osceola Street, Clewiston, FL 33440 An employee or representative of the prime contractor or primary vendor responding to this solicitation must be in attendance at the pre-bid conference in order to receive credit for attendance. Subcontractors or other individuals may not attend for the prime contractor or primary vendor. 5. ANTICIPATED TIMELINE: Solicitation Release Date December 18, 2017 Deadline for Questions January 4, 2018 by 4:00 P.M. (EST) Bid Due Date January 10, 2018 by 4:00 P.M. (EST) Start Date for Services As soon as possible* * Dates (if any) are subject to change at the discretion of the Tribe. Page 5 of 6 Rev. 2/1/2017
6. SUBMISSION REQUIREMENTS / CONTACT PERSON Vendor(s) wishing to submit a response to this solicitation MUST submit documentation to demonstrate that they meet ALL requirements in this solicitation, including the submission of all applicable attachments, exhibits and/or forms. Proposals must be submitted by January 10, 2018 in hard copy or via email to the Contact Person listed for this solicitation, which is as follows: SHANNON GRAHAM, PURCHASING CONTRACTS SPECIALIST SEMINOLE TRIBE OF FLORIDA PURCHASING DEPARTMENT 6300 STIRLING ROAD HOLLYWOOD, FL 33024 OR Email: shannongraham@semtribe.com All Questions/Inquiries (if any) must be submitted by January 4, 2018 to the email address above. Costs stated in responses to this solicitation shall remain fixed and firm for all services to be performed. Vendors are responsible for addressing all inquiries with the Contact Person listed in this solicitation to obtain clarification on concerns and issues that may affect costs and their ability to complete the solicited task(s). Any price adjustments after proposal submission must be requested in writing and approved by the Tribe. 7. EVALUATION OF PROPOSAL/BIDS The Tribe will conduct a comprehensive, fair and impartial evaluation of all responses to this solicitation. The Tribe shall select the most responsive, responsible and qualified vendor based on pricing. Prior to the final selection, Vendor(s) may be required to submit additional information which the Tribe may deem necessary to further evaluate the vendors responses. *A Tribal Member s proposal/bid will be considered the lowest proposal/bid in regards to proposed cost(s) to provide services if their quote is up to 3% (not to exceed $100,000) higher than the lowest non-tribal Member proposal/bid. 8. ATTACHMENTS, EXHIBITS & FORMS: Exhibit A Schedule of Values Exhibit B Statement of Qualifications Exhibit C Subcontractor and Supplier Listing Page 6 of 6 Rev. 2/1/2017