5-ITQ - Roof Repair Replacement - 1200 W. 3rd St. - SOW.pdf

Invitation to Quote (ITQ)

Roof Repair/Replacement - 1200 W. 3rd St.

City of Little Rock, Arkansas

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371-4510

City of Little Rock Roof Repair/Replacement – 1200 W. 3rd St.

This bid solicitation was issued by the City of Little Rock Procurement Division.

Product or Service Roof Repair/Replacement

– 1200 W. 3rd St.

Department Police

Procurement Website

Little Rock Business Portal | City of Little Rock

The City of Little Rock has issued this Invitation to Quote (ITQ) to businesses authorized in the State of Arkansas and qualified to provide the requested service(s) outlined in this bid document.

Bidders must submit responses to this request online at LRProcure on or before the designated due date and time. Any responses received after this deadline will be considered late and returned to the Bidder without further review.

Responses should comply with all requirements stated in this bid request. If a conflict is found to apply to a key term (for example, quantity or type of work to be done) of this bid, the Bidder's response shall be disqualified at the City of Little Rock's sole discretion.

The City reserves the right to revise the before quote submission deadline. If the City needs to make changes or revisions, an addendum will be posted on the Organization Portal. Only questions and answers in an addendum shall be considered part of the Invitation to Quote.

The City has worked hard to make sure this request is correct, but it is up to you to check everything carefully because the City and its team are not responsible if there are mistakes or missing information. The responsibility for determining the full extent of the exposure to risk and verifying all information herein shall rest solely on those parties’ making proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this ITQ, nor shall they be responsible for any Bidders or representatives' failure to verify the information herein and to determine the full extent of that exposure.

https://www.littlerock.gov/business/little-rock-business-portal/ http://www.littlerock.bonfire.hub.com/

1. General Information

The City of Little Rock is seeking to procure products and/or services for the Little Rock Police Department.

This solicitation is being issued for the following products and/or services:

1. Roof Repair/Replacement – 1200 W 3rd St.

2. Definitions

The City has made every effort to use industry-accepted terminology in this solicitation.

a) The words “must” and “shall” signify a requirement of this solicitation and that vendor’s agreement to and compliance with that item is mandatory.

b) “Prospective Vendor” means a person who submits a bid in response to this solicitation.

c) “Vendor” means a person who sells or contracts to sell commodities and/or services.

d) “Responsive bid” means a bid submitted in response to this solicitation that conforms in all material respects to this ITQ.

e) “Bid Submission Requirement” means a task a Prospective Vendor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or “must” in the requirement.

f) “Requirement” means a specification that a vendor’s product and/or service must perform during the term of the contract. These specifications will be distinguished by using the term “shall” or “must” in the requirement.

g) “City” means the City of Little Rock, Arkansas. When the term “City” is used herein to reference any obligation of the City under a contract that results from this solicitation.

h) “ITQ” is a bid quote that invites pricing from suppliers for specific products and/or services.

3. Scope of Services

3.1 Goal

The primary goal is to repair or replace the roof on the Little Rock Police Department Property Building located at 1200 W. 3rd St., Little Rock, AR 72201.

3.2 Terms of Award

A. This bid solicitation shall result in a one (1) time award.

B. The bid shall be awarded, on an all or none basis, to the lowest responsive/responsible and qualified bidder who meets all specified requirements.

C. The City has the right to award or not award a contract, when in the best interest of the City to do so.

D. Bidder must provide a signed copy of the Combined Certification for Contracting with the City of Little Rock form prior to contract award.

E. The vendor must have a license to operate in the State of Arkansas.

3.3 Services Requested

A. Repair or replace the roof on the Little Rock Police Department Property Building located at 1200 W. 3rd St., Little Rock, AR 72201.

3.4 Minimum Qualifications

A. The vendor shall have two (2) years of ROOF REPAIR/REPLACEMENT experience. Contractors must include two (2) years of ROOF REPAIR/REPLACEMENT experience at the time of bid.

B. The bid must include the removal of existing non-functioning ROOF REPAIR/REPLACEMENT components.

C. The vendor shall have experience in completing commercial ROOF REPAIR/REPLACEMENT projects that require permits. The contractors must submit proof at the time of bid that five (5) jobs were completed, with permits that were pulled.

D. Each bidder shall view the structure(s) prior to submitting a bid. By submitting a bid, the bidder acknowledges familiarity with the site and scope of work. Failure of bidder to be familiar with the structure does not relieve the vendor of the responsibility of requirements.

3.5 General Requirements

A. In accordance with Resolution Number 14,896 – Any products and/or services provided to the

City must prohibit use of Expanded Polystyrene (EPS) Foam (commonly referred to by the brand name Styrofoam”).

B. If applicable, the vendor shall carry the appropriate insurance and must provide a Certificate of

Insurance naming the City of Little Rock as additional insured.

C. The vendor shall start project within five (5) business days of award.

D. The vendor shall complete project within five (5) business days of Notice to Proceed.

E. The vendor shall provide a one (1) year warranty on all work provided.

F. The vendor shall provide a five (5) year labor warranty on all roof repair/replacement replacements.

G. The vendor shall ensure that all debris is fully covered or tarped during transport from the site to the dumpsite and/or legal depository away from the home property.

3.6 Payment Structure

A. The vendor shall submit all invoicing resulting from contract purchase order to the City of Little

Rock’s Accounts Payable Division, Department of Finance, Room 315, 500 West Markham, Little Rock, AR 72201 at accountspayable@littlerock.gov. Email invoice preferred.

B. The City has standard Net 30 term. The agreement price may be changed only by a Change Order. The value of any work covered by a Change Order or of any claim for increase or decrease in the contract price shall be determined by one or more of the following methods in the order of precedence listed below:

(A) Unit prices previously approved.

(B) An agreed lump sum.

3.7 Pricing

A. Any cost not identified by the successful vendor but subsequently incurred in order to achieve successful operation shall be borne by the vendor.

B. To allow time to evaluate responses, prices shall be valid for ninety (90) days following the bid opening.

C. Pricing shall include all associated costs. The City shall not be obligated to pay any costs that are not included in the vendor’s price proposal even though such cost is subsequently incurred by the vendor to provide the contracted services or equipment or to achieve the required quality of service unless agreed to in writing by the City.

D. The City should receive any discounts offered by, or available to the vendor. For term contracts the beginning date for computing discounts will be the date of invoice or the date of delivery and acceptance, whichever is later.

E. Prices quoted are to be net prices. If the vendor makes an error in extending total prices, the City may accept the lesser amount whether reflected by extension or by the correct multiple of the unit price.

F. The prices in the response have been arrived at without collusion.

G. All bid pricing shall be in United States dollars and cents.

4. Performance Metrics and Contract Management mailto:accountspayable@littlerock.gov

4.1 The City seeks to collaborate with the vendor and other stakeholders to enhance accountability and contract management, improve results, and adjust the delivery of products and/or services based upon learning what works.

Metric Data Source Data Frequency Responsibility Review Cadence

1. Vendor Responsiveness

Department Records

As Needed – At Least Once Per Contract

City of Little Rock Police Department

Completion of Project

2. Vendor Performance Report (Ad-hoc)

Vendor Performance Review Form

As Needed – At Least Once Per Contract

City of Little Rock Procurement Division

Completion of Project

3. Vendor Performance Review

Bonfire Annually City of Little Rock Procurement Division

Annually

4.2 Contract Management

A. Joint Ventures

1. A joint proposal submitted by two or more vendors is acceptable.

a. In the event of a joint venture, documentation must be submitted with the proposals identifying all participating business entities.

b. Prior to award, a binding agreement between the participants must be provided. The City will recognize both companies as one entity.

c. The City shall have a single point of operational contact with the entity that is formed pursuant to this provision.

d. Two companies with the same physical address or with a single point of operational contact will be considered one entity.

e. In efforts to meet the Mayor’s Initiative to increase spend, it is highly recommended that any joint ventures include small, minority and/or women-owned businesses.

5. Contract

5.1 Issuance of Contract.

A. Any resultant contract of this bid solicitation is subject to City approval processes which may include board review.

5.2 Cooperative Use

A. The City of Little Rock, as the issuing office for this solicitation, shall be the lead agency for this contract. Other governmental entities may participate in any contract resulting from this solicitation that falls under its scope of work throughout the life of the contract.

B. The vendor shall agree to offer the same pricing, terms, and conditions to participating governmental entities as outlined in this solicitation.

C. There is no obligation for any agency to purchase from the awarded contractor, nor does it guarantee any additional orders will result. However, it does allow entities at their discretion, to make use of the City of Little Rock’s competitive procurement process directly from the awarded contractor. All purchases made shall be understood to be transactions between that entity and the awarded vendor.

5.3 The City of Little Rock shall not assume liability or obligation on behalf of any other governmental entity that may use any contract resulting from this solicitation. All purchases and payment transactions shall be made directly between the vendor and the requesting entity.

6. Inquiries and Bid Submission Instructions

6.1 The responsive bid must be submitted through online bidding at LRProcure .

6.2 For any system-related questions, technical errors or help, please contact Bonfire Technical

Support or using the Help Button or at support@gobonfire.com Mon-Fri 8:00am-8:00pm EST.

6.3 For all other assistance, staff is available at (501) 371-4560. Bidder acknowledges that support may not be readily available the day of or the hours/minutes prior to a bid closing date/time.

7. Terms and Conditions

All prospective Vendors who submit a proposal agree to be bound by the City of Little Rock Standard Terms and Conditions for Bidders and the online Bonfire Terms & Conditions.

http://www.littlerock.bonfire.hub.com/ mailto:support@gobonfire.com https://www.bonfire.com/terms-and-conditions/