11-26P02 RFP Invitation to Bid.docx.pdf

26P02 Invitation to Bid

INTRODUCTION

The City Library is soliciting Qualifications and Bids from qualified General Contractors and/or qualified Contractors to provide comprehensive architectural cladding removal & replacement services for the Marmalade Branch Library. This solicitation is a two-part invitation which requires both Qualifications and a complete Stipulated Sum Bid to be submitted at the same time.

Part One will include submission of the QUALIFICATIONS of general contractors / cladding contractors based on the criteria outlined in this Document, and in response to the construction requirements and Scope of Work identified in the Construction Documents.

Part Two requirement is the submission of a comprehensive STIPULATED SUM BID for the cladding removal and replacement based upon the information in this Document, and in response to the construction requirements and Scope of Work identified in the Construction Documents.

The City Library intends to award the project to the lowest, responsible, qualified bidder, after a careful review of the submitted qualifications and proposed Stipulated Sum value.

A. DOCUMENT AVAILABILITY

Questions regarding this RFP must be submitted through the U3P website by Friday, April 10. Responses to questions will be posted to the website no later than Friday, April 17.

SCOPE OF WORK / BACKGROUND

The two-story, 18,000 square foot Marmalade Branch Library opened in 2016 and provided much needed public library resources to the Capitol Hill, Marmalade, and Rose Park communities.

The branch library is requesting three project scopes. One, the City Library has elected to remove all of the exterior cement board product and replace it with a new cladding material. Two, underneath the second floor exterior patio is a waterproof membrane and placement of new waterproof membrane over the existing is being requested.Three, is the resurfacing of the second floor exterior patio. In preparation of this, the Library has engaged the building’s original architect, Blalock & Partners, to prepare the necessary Construction Documents and provide Construction Administration activities to assist the Contractor.

To the extent possible, the desire is to minimize disruption to the Marmalade Library’s regular working hours, though patron and staff safety is paramount. Some flexibility in the facility’s operational hours can be accommodated.

See Section II for a link to the project’s Bid Documents for more specific information on the Scope of Work.

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CONSTRUCTION BUDGET;

The City Library has established a Total Construction Budget of: $400,000.In addition the Library has established $40,000 in Construction Contingency.

SCHEDULE

The following outlines the anticipated Project Schedule:

▪ Friday, March 27: SOLICITATION DOCUMENTS AVAILABLE

▪ Tuesday, April 7: MANDATORY PRE-PROPOSAL SITE WALK [9:00am]

▪ Friday, April 10: LAST DAY FOR QUESTIONS/ALTERNATIVE MATERIAL SUBMISSION [by 5:00pm]

▪ Friday, April 17: FINAL RESPONSE TO QUESTIONS ISSUED

▪ Friday, April 24 : QUALIFICATIONS AND BID VALUE DUE [4:00pm]

▪ Wednesday, May 20: BID REVIEW / INTENT TO AWARD

▪ Monday, July 27: BOARD APPROVAL OF AWARD

▪ Tuesday, July 28: EARLIEST ANTICIPATED CONSTRUCTION START All dates above are in calendar year 2026 and times are in Mountain Time

ADDENDA: All Addenda during Bidding will be issued electronically. All plan holders who have downloaded documents for the project will be notified via email that an Addendum has been posted. Bidders must acknowledge receipt of all Addenda on the Bid Form.

ITEMIZED COSTS: The Library is requesting an itemized breakdown of labor, material and other costs with submission of qualifications and bid value. This information will remain confidential. This information is requested so that the Library and Architect can perform their Due Diligence in confirming the Bid, and review any proposed subcontractors based upon past performance & experience, as well as to provide clarity on Contractor Fees & Expenses.

CONSTRUCTION DURATION: The Offeror’s Stipulated Sum must also include the General Contractor’s proposed construction schedule. The schedule need not be exhaustive, but clearly identify the proposed construction completion date and any significant milestones (cladding removal duration, material procurement, Submittal issuance, interior vs exterior work, etc.).

B. WRITTEN AGREEMENT REQUIRED

The selected General Contractor must be willing to enter into a written agreement with The City Library upon notification of the proposed selection and prior to construction commencement. The Library intends to use the AIA’s Document A101-2019 “Standard Form of Agreement Between Owner and Contractor where the basis of payment is a Stipulated Sum” – or some variation of this form, as mutually agreeable between parties.

C. CONTRACT AND SUBMISSION INFORMATION

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By submitting Qualifications and a Bid, the General Contractor understands and agrees to the following:

a. Project Cancellation: This Project may be cancelled at any time prior to the execution of a written agreement if deemed in the best interests of the Library.

This includes cancellation of the solicitation after an award has been made, but prior to the execution of a written contract. Proposer is not entitled to recover any costs related to the preparation of the proposal due to cancellation of the solicitation or withdrawal of an award prior to the execution of a written agreement.

b. Offer and Acceptance Period: All proposals are to remain valid and irrevocable for up to ninety (90) calendar days from the date of submission. Any submission that does not offer to remain firm for the required periods may be considered non-responsive. The Library may ask the General Contractor to substitute a sub-contractor if they don’t meet the minimum standards for key sub-contractors, with an adjustment to the Stipulated Sum, if necessary. If the General Contractor submits a new sub-contractor for consideration that meets the minimum standards after submission, the General Contractor will still be held to their bid price for ninety (90) days after the date of accepted substitution.

c. Costs: Proposer bears all costs and expenses related to this Solicitation including, but not limited to, preparation and delivery of the proposal, attending pre-proposal conferences (if any), and any site visits prior to submission.

d. Licensing: All applicable federal, state, and local licenses must be acquired before the contract is entered into between the Library and the selected respondent. Licenses must be maintained throughout the entire contract period.

Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise shall be registered with the Utah State Division of Corporations and Commercial Code.

e. Changes or Modifications: The Library will make any changes or modification to the Solicitation by written Addendum. Proposer submitting a proposal based on any information other than that contained in the Library’s Solicitation and any addenda, do so at their own risk. Alternative material submissions must be received by 5pm on Friday, April 17.

f. Receiving Proposals: Documents shall be received by 4:00pm MST on Friday, April 24 in electronic (PDF) format. Documents shall be received via upload to the U3P system. Submissions via in-person delivery, email, or fax will not be considered. Only proposals received by the deadline through the designated website will be eligible for review. Failure to submit any required documents with the proposal may result in the submission being deemed non-responsive.

g. Questions During Bidding: Questions or Requests for Substitution asked during the Bid Period, shall be submitted through the U3P website. Alternative material submissions must be received by 5pm on Friday, April 17.

h. Modifying or Withdrawing Proposals: Proposer may modify or withdraw their submissions at any time prior to the Bid Submission time, but such modification

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or withdrawal must be done in writing.

i. Rejection of Proposals: Any proposal containing significant deviations from the specifications of the solicitation and associated Documents may be considered non-responsive and may be rejected in whole or in part, at the complete and sole discretion of the Library.

j. Post-Submission Clarification: The Library reserves the right to request additional information from Offerors for the purpose of clarifying the contents of their proposal. Any such request shall be for informational purposes only and does not constitute discussions.

k. Free and Competitive Selection: Any agreement or collusion among prospective Proposer to fix a price or limit competition shall render the proposal void, and such conduct is unlawful and subject to criminal sanction. Proposer certifies that no one within its company has either directly or indirectly restrained free and competitive selection, participated in any collusion, or otherwise taken any action unauthorized by The City Library or applicable Utah law

l. Award of Contract: Notwithstanding any other provision of the RFP, the Library reserves the right to:

1.1. Waive any immaterial defect or informality.

1.2. Reject any or all proposals, or portions thereof.

1.3. Reissue the Request for Proposal.

1.4. The successful offeror shall, within ten (10) calendar days of receiving a notice of award, sign and return all necessary documents required for contract execution. All terms and conditions set forth in the RFP, as well as any mutually agreed-upon amendments, will govern the contract.

1.5. Proposals do not become contracts unless and until they are executed by the Chief Executive Officer or President of the Board of the Library or their designee.

1.6. All terms and conditions of the contract are contained in the RFP unless modified by an amendment or mutually agreed terms and conditions.

m. Proposal Results: Proposal results are not provided in response to telephone inquiries. A tabulation of proposals received is on file in the Finance Department and available for review after the official contract award.

n. Vendor W9’s: Prior to the award of a Contract, the successful Offeror shall have a completed W9 on file with the Library’s Finance Department.

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SECTION II

PROCUREMENT PROCESS and SUBMISSION

REQUIREMENTS

Marmalade Branch Library Cladding Replacement

A. SOLICITATION & BID DOCUMENTS

Available at: https://utah.bonfirehub.com/opportunities/197585

PRE-PROPOSAL MEETING

A mandatory Preproposal Meeting is scheduled for 9:00am, Tuesday, April 7, at the Marmalade Library’s front entrance. Attendees shall complete the sign-in sheet, with contact information provided, which shall make up the “plan holders list”. Contractors are encouraged to review the Bid Invitation and Construction Documents and ask questions at this time, as well as throughout bidding. As a part of the preproposal meeting, a site walk will be conducted to share the varying conditions of the existing cladding and cladding replacement scope.

SUBMISSION FORMAT

The Contractor’s information shall be in TWO separate PDF documents: the Statement of Qualifications and the Stipulated Sum (Bid).

Please refer to the following requirements:

STATEMENTS OF QUALIFICATIONS

1. SOQ Page Limit: TEN pages or less. Page size is preferred at 8 ½ x 11, but may be formatted however the Proposer would like.

The Library is not looking for exhaustive or extensive information, and the page count is a guideline. Rather, concise information to convey the Proposer’s qualifications and experience with the selective demolition and cladding replacement identified within the project’s Bid Documents is preferred.

Each required item below need not be dedicated to a single page. It is at the Proposer’s discretion to make the information clear and concise in a manner that satisfies the submission requirements.

2. Cover & Table of Contents: The submissions may contain a Cover Page and Table of Contents, if desired by the Proposer. These pages DO NOT count toward the overall page limit.

3. Cover Letter: Each submission should contain a Cover Letter acknowledging an understanding of the project, willingness to enter into a formal, written

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agreement with The City Library and a statement confirming the Stipulated Sum is representative of the project scope. Any exceptions or exclusions to the submission requirements or Stipulated Sum shall be identified here, or provide clarification in a separate area of the proposal. The Cover Letter shall acknowledge receipt of and Addenda, if applicable, as well.

4. Company Information: Within the submission, provide the contractual entity information: General Contractor’s legal name, address, ownership and legal status. Supplemental information should include:

▪ Confirmation that the firm is licensed and authorized to do business in the State of Utah;

▪ Number of years in business under current name & license, and an indication of any names / licenses the business might have performed under within the last 10 years;

▪ Statement of the company’s bonding capacity;

▪ Identify any potential scopes of work that will be contracted with a separate entity (i.e., subcontractor);

▪ Identify any claims, liens or suits to which the Company and/or its Officers has/have been a party within the last EIGHT (8) years, the current status and/or resolution of those claims.

▪ Method of communication and managing submittals

5. Payment Terms: Submitter must acknowledge their ability to bill via invoice, accept payment by check, and agree to Net 30 payment

6. Construction Team: Provide the names, roles & responsibilities of the individuals proposed for the project. Full resumes are not needed, but identify relevant projects they / the team have performed recently (in the past EIGHT years).

7. Experience & Qualifications: Provide at least FOUR (4) past projects of a similar size, scope, scale and/or quality (civic building). Identify the relevant information associated with each project, the location, the Owner and the Architect of Record. Project construction cost and schedule duration should be included, but need not be exhaustive. A list of additional relevant projects would also be helpful, if the number of relevant projects exceeds the minimum of four.

8. References: Provide at least THREE (3) references of individuals that may be contacted with questions about the company’s and/or team members’ performance, specific roles, quality of work, effective communication and professionalism. References should be from projects with a similar scope to the services sought through this solicitation.

STIPULATED SUM

Each General Contractor shall complete a Bid Form, which identifies in numbers and words, the complete dollar amount for executing the Scope of Work identified in the Bid Documents. Proposals should include a complete breakdown of all charges to ensure an accurate evaluation of overall value.

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In conclusion, the requirements of this Invitation to Bid and the 10 Bid Documents in Bonfire will make up the Contract Documents, required for submittal.

Bid Documents

1. Claim of Business Confidentiality

2. Vendor Information

3. Boycott Restriction Statement

4. References

5. Acceptance of Offer

6. Conflict of Interest

7. Vendor Prerequisites

8. Marmalade Project Manual

9. Marmalade Cladding Drawing Set 10.Terms and Conditions

B. EVALUATION CRITERIA

The Library is intending to award the contract for construction to the lowest, responsible, qualified bidder. The evaluation process will take into consideration both the Stipulated Sum and the Statement of Qualifications to determine which organization will provide the best overall value to the Library. The SOQ will be evaluated based upon:

1. Responsiveness to the Statement of Qualifications: completeness of submission; clarity of information; demonstrated knowledge of project;

satisfactory history of construction entity.

2. Construction Team Members: relevant experience of each team member, with the expectation that the Project Executive / Director, Project Manager, and Project Superintendent have been identified.

3. Experience & Qualifications: relevance of past projects submitted; scale, cost, schedule, type of project(s) and complexity will all be considered with this category.

4. References: Proposers should expect that the referenced individuals will be contacted by the Library and/or the Design Team.

Qualifications & Experience (Total Weight: 45 pts)

● Firm longevity, length of time in business, length of licensure time, licensure relevance (10 pts)

● Qualifications and roles of personnel who will manage or oversee construction, quality, and completion (10 pts)

● Quality of client references, especially local projects reflecting the ability to meet deadlines, as well as quality and durability of work (25 pts)

Method of Approach (Total Weight: 40 pts)

● Description of production workflows, inspection and approval procedures, and final product checks. (15 pts)

● Indicate whether your company maintains a local presence within the Salt Lake

City region. If not, describe how your firm will ensure timely production, delivery, MARMALADE BRANCH LIBRARY | CLADDING REPLACEMENT INVITATION TO BID: 7 and service quality, and explain the strategies you will employ to overcome any logistical challenges associated with operating outside the area (15 pts)

● Offeror must confirm their ability to bill via invoice, accept payment by check, and agree to Net 30 payment terms (10 pts)

Cost (Total Weight: 15 pts)

● Overall bid amount (7.5 pts)

● The pricing structure must be clearly organized, comprehensive, and free of ambiguity. Proposals should include a complete breakdown of all charges to ensure an accurate evaluation of overall value (7.5 pts)

C. SELECTION AND ANNOUNCEMENT

Upon receipt of the SOQ’s and Stipulated Sums, per the Schedule identified, the Library will evaluate the information provided and may choose to contact one or more of the low bid General Contractors for additional information, ask any clarifying questions and/or request the contractor’s Schedule of Values. The duration between receiving the submitted documents and the Notice of Intent to Award will be used by the Library to perform their Due Diligence in evaluating the information provided.

The Library will issue a Notice of Intent to Award on or before the end of business on Wednesday May 20, 2026.

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