3-Room Divider Installation Project RFB (2) (1).docx

REQUEST FOR BIDS (RFB) Template (Community Development Block Grant – Program Year 2025)

Bid Posting Period The Request for Bids (RFB) will be posted for a minimum of three (3) weeks to allow contractors sufficient time to review the project details, visit the site if required, and prepare complete and responsive bids.

1. Project Information Project Name: Room Divider Installation Grantee/Agency: South Valley Sanctuary Agency Address: PO Box 1028, West Jordan, UT, 84084 Project Location: 1853 W 7705 S, West Jordan, UT, 84084 Funding Source: Community Development Block Grant (CDBG), Program Year 2025

2. Project Overview SVS is a nonprofit organization and survivor-centered program that serves individuals impacted by domestic abuse and sexual violence by providing free and confidential services including emergency shelter, safe housing, trauma-informed counseling, advocacy, and tools for life.

This project includes building improvements to increase access and bed utilization at South Valley Sanctuary. The goal of the project is to ensure the space is accessible, safe, and usable for all community members, including people with disabilities and mobility limitations.

3. Scope of Work Provide and install room dividers in two rooms to convert them to shared rooms where we can combine small households while offering more privacy and maintaining easy access and circulation within the space.

A. Description of the Work Describe the work in detail, including:

· Areas of the building or site involved: Shelter resident room, second floor.

· Improvements to be made: Provide and install one room divider between the two bed bunks, running East to West. The bunk beds will be located on the East and West sides of the room. Two small families share this room so it will improve privacy between the families while maintaining easy access and circulation.

Once the first room is finished, we will repeat the process in the second room. We can’t shut down two rooms at the same time, so we’ll need to do one at a time to avoid limiting access to shelter beds during the project.

· Any demolition, removal, or replacement work: No demolition/removal/replacement work is anticipated. Contractor shall remove and dispose of any incidental materials or obstructions necessary to complete installation of the room dividers.

· Existing conditions contractors should be aware of: The room is located on the second floor and contains two bed bunks. There is an open shelf space located on the farthest North wall that will stay; it will need to be easily accessible for the two families. The shelves are NOT in the way of this project. Installation must maintain easy access, safe circulation, and usability of the space during and after work.

B. Design and Plans Indicate whether:

· Architectural or engineering plans are provided We have a bid provided (see below) and we have an architectural plan underway.

· Contractors must follow specific drawings or specifications

· Accessibility or ADA requirements apply Accessibility and ADA requirements do not apply to this room as it is on the second floor.

Attach all plans and drawings to the RFB.

*The 84" dimension is the measurement from the end of the baseplate to the end of the baseplate. The 80.5" dimension is the measurement from center post to center post.

C. Materials and Equipment:

No materials will be provided by the grantee unless otherwise stated in writing.

· The contractor must provide all labor, materials, fasteners, hardware, tools, and equipment necessary to complete the installation.

· Room dividers shall be durable, appropriate for institutional or residential shelter use, and suitable for maintaining privacy while allowing easy access and circulation. Emphasis on durability as multiple families will use this room; it must be able to resist wear and tear and cannot be a safety hazard (no glass).

· The contractor shall provide all labor, materials, fasteners, hardware, tools, and equipment necessary to complete the installation. Grantee will not provide anything for the contractor.

D. Permits and Inspections

· Permits should not be required for this project, but if they are required, the contractor shall be responsible for obtaining them and including all associated fees in the bid.

E. Site Conditions and Access

· South Valley Sanctuary is a 24/7 operation and secure facility. Contractors will be required to announce themselves at our secure gate intercom when they arrive to shelter. They will be asked to provide their name and reason for being there. Once granted access, a staff member will let them in through the gate. They will also be required to answer to the front door intercom, where another staff member will then let them into the facility. Contractors are required to check in with front desk staff by signing the visitor log. When contractors leave the facility, they are also required to check out with the front desk staff. For safety reasons, we cannot allow contractors to come between 10 PM-6 AM.

· The room will be empty while this project is in progress. The parking lot is shared among staff and shelter residents. If needed, contractors can park in the culdesac outside of the facility and front gate. SVS will still run shelter services throughout the duration of the project.

· Parking, staging, or safety requirements: We are a domestic violence shelter, so we MUST uphold confidentiality for our residents and staff. If it is necessary to take video or photos of the space/project, it is imperative that NO staff or shelter residents are in the photos/videos. We also expect vendors to not disclose the shelter address to any third party, not to converse or interact with any shelter residents, and not to disclose the identity of any residents the vendor/contractor/crew member may recognize/know.

F. Subcontractors

· Any subcontractors used must be properly licensed, qualified, and comply with all project requirements and applicable to federal, state, and local regulations, including Davis Bacon requirements, Prevailing Wages and Certified Payroll weekly submission.

G. Schedule Expectations

· Anticipated start timeframe: Contractor needs to coordinate with the facility staff and executive director, Lindsey, to coordinate their schedule and give them access through the gate. Our estimated/desired timeframe for the project will be during the month of September.

We ask that the completion of the divider installation take no longer than necessary to avoid prolonged inaccessibility to the room/beds that are in critical need by survivors seeking shelter. The completion date (for both room dividers) needs to be no later than October 31, 2026.

4. Mandatory Pre-Bid Meeting Attendance at the pre-bid meeting is required for contractors intending to submit a bid.

Grantee guidance:

Use this meeting to walk through the scope of work, highlight site conditions, and explain expectations clearly. This is an opportunity to reduce questions and avoid confusion later.

Pre-Bid Meeting Details:

· Date: September 16, 2026

· Time: 12-1 pm

· Location:

https://teams.microsoft.com/meet/254455931040889?p=9TrPA5l5ulrpDvVbMB Meeting ID: 254 455 931 040 889 Passcode: Sf9zc3Jk

*For safety and confidentiality reasons, this meeting will be held virtually.

5. Schedule of Events Include realistic dates that allow time for questions and review.

Dates may be adjusted through written addenda.

*Contractor bids MUST be submitted through U3P

6. Questions and Addenda All questions should be submitted in writing using U3P Grantee guidance:

Designate one point of contact and respond to all questions in writing so all bidders receive the same information.

7. Contractor Requirements Licensing and Experience Contractors must be properly licensed and in good standing with the State of Utah and have relevant experience performing similar work.

Unique Entity Identifier (UEI) All contractors and subcontractors must have a UEI registered in SAM.gov in addition to full SAM.gov registration.

8. Federal Requirements – Davis-Bacon and CDBG (Summary for Contractors – Reviewed in Detail Later) This is a federally funded project and subject to Davis-Bacon prevailing wage requirements. Contractors will receive detailed guidance during the pre-bid meeting and the required pre-construction compliance orientation.

9. Insurance Requirements Contractors must carry insurance meeting minimum requirements. Grantees should verify insurance requirements align with their organizational policies.

10. Change Orders Any changes must be approved in writing before work proceeds. Clear scope definitions help reduce the need for change orders.

11. Bid Evaluation and Selection Contracts will be awarded to the lowest responsive and responsible bidder. Grantees should document their review and selection process for their records.

12. Attachments Include all documents needed for bidders to understand the project fully:

· Scope of Work

· Plans and drawings

· Wage Determination

· Pre-Bid Davis Bacon Compliance Packet

· Required bid forms

13. Closing Thank you for your interest in this project. We look forward to receiving bids.

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