2021 Maintenance Faciltiy Lease Bid Docs.pdf

CAPE COD COLLABORATIVE

418 Bumps River Road • Osterville, MA 02655

(508) 420-6950 • Fax (508) 420-6959 www.capecodcollaborative.org

INVITATION FOR BIDS

FOR 3 YEAR LEASE OF MAINTENANCE FACILITY

FOR THE CAPE COD COLLABORATIVE

The Cape Cod Collaborative invites vendors to provide a bid for a 3 YEAR lease, with 2 additional option years, of a maintenance facility for school buses used by the Collaborative’s student transportation department, subject to annual appropriation.

Requirements:

At least one maintenance bay.

Facility must have current building occupancy, fire inspection and other relevant certificates.

Bidder must supply the Cape Cod Collaborative with a report, from an authorized environmental firm, that outlines the status of any contamination that may exist on the proposed site being offered for lease.

Certified to accommodate a vehicle maintenance facility.

Parking for vehicles in close proximity to facilities.

Bathroom facilities and some storage.

Facility must be in excellent condition and the agreement must include maintenance of grounds.

I. GENERAL INFORMATION AND SUBMISSION REQUIREMENTS.

1. Bids will be accepted at the Cape Cod Collaborative, Business Manager’s Office, 418 Bumps

River Road, Osterville, MA 02655, until 10:00 AM Friday July 30, 2021, the time for opening.

The Qualifications Response Sheet (Section III.) and the Price Response Sheet (Section IV.)

must be submitted in a sealed envelope. Two copies of the bid are required.

2. Bid summaries will be available to all interested parties upon request.

3. Award date. Award will be made within thirty (30) days after the opening unless otherwise stated in the specifications or the time for award is extended by mutual consent of all parties. All submittals shall be valid for a minimum period of thirty (30) calendar days following the date established for acceptance.

4. If any changes are made to this IFB, an addendum will be issued. Addenda will be emailed or faxed to all companies and individuals on record as having requested the IFB.

5. Questions concerning this IFB must be submitted in writing to: Amy Lipkind, Business Manager, 418 Bumps River Road, Osterville, MA 02655 before Thursday July 22, 2021. Questions may be delivered, mailed, emailed (a.lipkind@capecodcollaborative.org) or faxed (508-420-6959).

Written responses will be mailed, e-mailed or faxed to all companies and individuals on record as having requested the IFB.

6. Bids may be modified, corrected or withdrawn only by written notice received by the Cape Cod Collaborative prior to the time and date set for the opening. Modifications must be submitted in a sealed envelope clearly labeled “Modification No. ___” and must reference the original IFB response.

7. Negligence on the part of the responder in preparing the proposal confers no rights for the withdrawal of the proposal after it has been opened.

8. The Cape Cod Collaborative reserves the right to reject any and all bids and to waive any minor informality in proposals received whenever such rejection or waiver is in its best interest.

9. The Cape Cod Collaborative will not be responsible for any expenses incurred in preparing and submitting bids. All submittals shall become the property of the Cape Cod Collaborative. All plans, specifications and other documents resulting from this contract shall become the property of the Cape Cod Collaborative. Unless specifically exempt under the Massachusetts public records law, the Collaborative has the right to disclose information contained in the bids.

10. Responders must be willing to enter into the Cape Cod Collaborative's standard form of contract which is subject to annual appropriation.

11. The IFB, and any subsequent contract for the services, is hereby issued in accordance with M.G.

L. c. 30B.

12. Bids received prior to the date of opening will be securely kept, unopened. No responsibility will attach to an officer or person for the premature opening of a bid not properly addressed and identified.

13. Any submittals received after the advertised date and time for opening will be returned unopened.

14. Purchases by the Cape Cod Collaborative are exempt from federal, state and municipal sales and/or excise taxes.

15. The Tax Compliance Certification and the Certificate of Non-Collusion must be included with the response. These forms must be signed by the authorized individual(s).

16. Unexpected closures. If, at the time of the scheduled opening, the Collaborative is closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, the opening will be postponed until 10:00 AM on the next normal business day. Submittals will be accepted until that date and time.

17. The Cape Cod Collaborative is an Affirmative Action/Equal Opportunity Employer. The

Collaborative encourages submittals from qualified MBE/DBE/WBE firms.

18. Responses to the IFB must be prepared according to the guidelines set forth herein. Selection of the successful proposal will be based upon an evaluation and analysis of the information and materials required under the IFB.

II. PROJECT OBJECTIVES

Scope of Work The lease of a school bus maintenance facility certified for such use.

Bidders must allow Cape Cod Collaborative Program Director to examine the facilities in advance of the award.

The selected bidder shall send invoices to: Accounts Payable, Cape Cod Collaborative, 418 Bumps River Road, Osterville, MA 02655.

The Cape Cod Collaborative will select the proposal that demonstrates the best value overall including proposed alternatives that will achieve the procurement goals of the Collaborative. The Cape Cod Collaborative and the selected bidder may negotiate a change in any element of the contract performance or cost identified in the original proposal which results in lower costs or a more cost effective or better value than was presented in the selected bidders original response.

Costs that are not specifically identified in the bidder’s response, and accepted by the Collaborative as part of a contract, will not be compensated under any contract award pursuant to this bid.

The successful bidder shall comply with all applicable Federal, State, and Local laws and regulations.

Purchases made by the Collaborative are exempt from taxes, and bid prices must exclude any such taxes.

Tax exemption certification will be furnished upon request.

Term of Contract

The term of this contract will be a period of 3 years, with 2 additional option years, (subject to annual appropriation) beginning on September 1, 2021 and ending on August 30, 2024.

Proposal The proposal shall consist of all materials and information required in this IFB. The proposal shall include the following:

Qualifications Response Sheet Price Response Sheet Certificate of Non-Collusion Tax Compliance Certification

Selection Criteria:

The following areas will be considered in the evaluation process.

Square footage

Number of maintenance bays

Parking availability

Suitability of space

Environmental site report regarding status of any contamination on-site

Site visit

III. QUALIFICATIONS RESPONSE SHEET

This form must be completed and have an original signature. Failure to respond to all questions and provide an original signature will result in disqualification. Each question must be answered, if additional space is needed please use another sheet.

1. Size of facility___________________

2. # of Maintenance Bays________________

3. # of Parking spaces ___________

4. Environmental status report, Yes______ No_______

5. Location: ______________________________________

Organization/Company Name

Address

Printed Name of Authorized Person Signature of Authorized Person

Phone/Fax FID #

IV. PRICE RESPONSE SHEET

This form must be completed and have an original signature. Failure to respond to all questions and provide an original signature will result in disqualification. Each question must be answered, if additional space is needed please use another sheet.

1. Cost for lease of facilities _____________ Other costs* _________________ year 1

2. Cost for lease of facilities _____________ Other costs* _________________ year 2

3. Cost for lease of facilities _____________ Other costs* _________________ year 3

4. Cost for lease of facilities _____________ Other costs* _________________ option year 4

5. Cost for lease of facilities _____________ Other costs* _________________ option year 5

*Describe Other Costs noted above (i.e., Common Area Maintenance, Utilities, etc.), not included in monthly lease fees.

Organization/Company Name

Address

Printed Name of Authorized Person Signature of Authorized Person

Phone/Fax FID #

V. RULE FOR AWARD

The Collaborative will determine the most advantageous proposal from a responsible and responsive proposer, taking into consideration price and all evaluation criteria set forth in the IFB.

VI. BASIS OF COMPENSATION

The contract awarded will be a fixed lease price contract payable in 12 equal monthly installments.

VII. KEY DATES

IFB Available – July 8, 2021 Questions Due by – July 22, 2021 Response to IFB Due by – July 30, 2021 10:00AM at 418 Bumps River Road, Osterville, MA 02655

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature of person signing bid or proposal

Printed Name and Title Name of Organization/Company

Date

TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Federal Employer ID Number Organization/Company Name

Printed Name of President/Director President/Director’s Signature

Date