5-Scope of Work - On-Call Carpentry Services Re-Bid.pdf

Invitation to Bid (ITB)

APO

On-Call Carpentry Service (Re-Bid)

Project Number: 3050

City of Little Rock, Arkansas

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

City of Little Rock On-Call Carpentry Service

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

Procurement Procurement Division | City of Little Rock

Project Number 3050

Product or Service On-Call Carpentry Service (Re-Bid)

Department Public Works, Building Services Division

Solicitation Issue Date 10/6/2025

Response Due Date 10/27/2025 Time 12:00 PM

Bid Opening Date 10/27/2025

LRPROCURE

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The City of Little Rock has issued this Invitation to Bid (ITB) to businesses authorized in the State of Arkansas and is qualified to provide the requested goods and services outlined in this bid document.

Vendors must submit responses to this request online at LRPROCURE on or before the designated due date and time.

Responses should comply with all requirements stated in this bid solicitation. The Vendor is required to be both responsive and responsible as per the terms of this bid. If any conflict is identified in key terms (such as the quantity or type of work to be performed), the City of Little Rock reserves the right to disqualify the Vendor's response at its sole discretion.

The City reserves the right to revise the bid submission deadline. If the City needs to make changes or revisions, an addendum will be available on Bonfire under Public Notices.

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 ITB, nor shall they be responsible for any Vendors or representatives' failure to verify the information herein and to determine the full extent of that exposure.

1. Background – City of Little Rock

Little Rock is the State Capital and the largest city in Arkansas. It was chartered in 1835 and is in the central part of the state, approximately 135 miles west of Memphis, Tennessee. The city has a population of 202,591 according to the 2020 census certified by the Arkansas State Treasurer. The 2025 operating budget revenues as approved by Ordinance No. 22079 are $338,231,579 including the General Fund revenue budget of $263,108,099.

https://www.littlerock.gov/city-administration/city-departments/finance/divisions/procurement/ https://littlerock.bonfirehub.com/portal/?tab=openOpportunities https://littlerock.bonfirehub.com/portal/?tab=openOpportunities

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, or proposal, or reply submitted by a responsive and responsible Vendor that conforms in all material respects to the solicitation.

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) “Best Interests” used herein means to practice economical frugality, professionalism, and a firm commitment to the publicly stated goals of the City

i) “Change Order” means a written order to the City authorizing an addition, deletion or revision of the work within the general scope of the contract documents or authorizing an adjustment in the contract price or contract time.

j) “Agreement” - Contract between the City and contractor regarding the project.

k) “Addenda” - Written or graphic instruments issued prior to the time of opening the bids which modify or interpret the contract documents, drawings and specifications, by additions, deletions, clarifications, or corrections.

l) “Notice of Award” - The written notice of the acceptance of the bid from the City to the successful Vendor.

m) “Notice to Proceed” - Written communication issued by the City to the contractor authorizing them to proceed with the work and establishing the date of commencement of the work.

n) “Specifications" - A part of the contract documents consisting of written descriptions of a technical nature of materials, equipment, construction systems, standards, and workmanship.

o) “Supplementary Conditions” are modifications to adapt the specific requirements of the project and that may be imposed by applicable federal, state, and local laws.

p) “Work” - All labor necessary to produce the construction required by the contract documents, and all materials and equipment incorporated or to be incorporated in the project. The contractor shall, if required, furnish satisfactory evidence as to the kind and quality of materials.

q) “Emergency” means sudden, urgent usually unexpected occurrence requiring immediate attention.

r) “On-Call” means to respond to work needs regardless of time or day of the week.

s) “Primary Contractor” means first in order to receive a Work Request.

t) “Secondary Contractor” means next in order after primary contractor to receive a Work Request.

u) “Work Request” means initial communication and/or document submitted to initiate work to be done.

v) “Written Notice” - Any notice to any party relative to any part of this Agreement shall be in writing and considered delivered and the service thereof completed, when posted by certified or registered mail to the said party or his authorized representative.

w) “APO” means Annual Purchase Order. A blanket purchase order (also known as a standing purchase order) is a purchase order that outlines an ongoing agreement arranged between an organization and a Vendor to deliver goods or services at a predetermined price and on a recurring basis for a specified time period.

x) “Responsible bid” means a Vendor response that has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

y) “Commodity Code” is the standardized system of numbers used to identify goods and services being purchased. The City of Little Rock utilizes the NIGP Code.

z) “Bid Opening Meeting” the formal process in which sealed bids are opened and the contents are revealed to all bidders and the public.

aa) “Net 30” is a payment term on an invoice which indicates payment will occur thirty (30) days from the invoice date.

bb) “Net Price” is the cost for a goods or services.

3. Scope of Services

3.1 Goal

The City of Little Rock seeks a reliable primary and secondary vendor to provide On-Call Carpentry Work as needed in a timely and efficient response to the City’s requirements.

3.2 Terms of Award

A. This bid shall be awarded to the lowest qualified bidder (s) who meets all specified requirements, and who has the absolute capability to provide the required services. Responses to this bid solicitation will be used by the City of Little Rock to determine if the Vendor has the appropriate experience, licensures, and qualifications to be considered for the work.

B. The contract term will be for one (1) year. The contract may be extended for up to six (6) additional one (1) year terms or a portion thereof, upon a mutual written agreement signed by both parties prior to the expiration of the then-current term.

C. Primary Contractor will be the bidder meeting qualifications with the lowest hourly rate and shall have a minimum of six (6) qualified technicians on staff to perform or coordinate Carpentry services. The qualified technicians must be on staff and not performing as a subcontractor.

D. Secondary Contractor will be the bidder meeting qualifications with the lowest hourly rate and shall have a minimum of two (2) qualified technicians on staff to perform or coordinate Carpentry services. The qualified technicians must be on staff and not performing as a subcontractor.

E. The City of Little Rock reserves the right to allocate Work between the Primary and Secondary

Contractors as necessary to accomplish the required workload, including when the Primary Contractor is unable to perform the Work as specified or within the required timeframe.

F. The City reserves the right to reject any and all bids and to waive any informality or irregularity in any bid.

G. The City of Little Rock Treasury Management Division will determine validity of all business licenses.

H. Combined Certification for Contracting with the City of Little Rock

1. Bidder must provide a signed copy of the Combined Certification for Contracting with the City of

Little Rock form prior to contract award.

3.3 Issue of Concern

A. Some services fall beyond the prevue of the City of Little Rock Building Services employees and require a qualified professional to perform the work.

3.4 Outcome Desired

A. To solicit and obtain competitive bids in order to establish a contract under which the City of Little Rock may acquire Carpentry Repair and Services as indicated within this solicitation and all other supplementary documentation included herein or provided by Little Rock Public Works Department, Building Services Division.

B. The Vendor shall have a qualified Carpenter on-site within one (1) hour of all the requests designated as “emergency”.

3.5 Minimum Qualifications

A. The Vendor shall be licensed to perform work in the City of Little Rock.

B. The Vendor shall carry the following insurances throughout the term of the contract and any extension thereof. The Vendor shall provide a Certificate of Insurance naming the City of Little Rock as additional insured prior to award of a resulting contract.

1. Worker’s Compensation (statutory requirements)

2. Comprehensive General Liability – one million dollars ($1.000,000)

3. Personal Injury – one million dollars ($1.000,000)

4. Property Damage and other liabilities – one million dollars ($1,000,000)

C. The Vendor shall list at least three (3) references from clients served within the past six (6) months.

D. The Vendor shall provide documentation evidencing the number of qualified technicians on staff to perform or coordinate Carpentry services. A proof of employment letter for each technician must be provided on official company letterhead and shall include:

1. Employee’s full name

2. Job title

3. Dates of employment

4. Brief description of duties

5. Confirmation of direct employment (not subcontracted)

6. Manager’s signature verifying accuracy

E. Statement of Vendor’s Qualifications

Qualified bidders must submit a Statement of Vendor’s Qualifications responding to ALL the following questions. The responses provided must be clear and comprehensive. The statement shall be submitted in the form of a PDF attachment with your bid. The bidder may provide supplemental information, if deemed necessary.

1. Name of Bidder

2. Mailing Address (if more than one office, identify primary office responsible for bid)

3. Telephone and fax numbers.

4. Email address and contact information attached.

5. Date when organization was formed.

6. If incorporated, what year did you incorporate?

7. How many years have you engaged in the contracting business under your present firm or trade name?

8. Detail the background and experience of the principal members of your organization, including the officers.

9. What are your contracts on hand? Provide a schedule of contracts and anticipated date(s) of completion.

10. Describe your firm’s qualifications and character of work.

11. Have you ever failed to successfully and/or satisfactorily complete any work awarded to you?

12. Have you ever been in default on a contract? If so, where, and why?

13. For the past five (5) years have your firm had any judgements filed against it for failure to pay materials suppliers, any damages to property or any other reason under contract? If so, please provide a list of judgments and explanations, if applicable.

14. For the past five (5) years have your firm had any liens, judgements, or certificates of indebtedness for failure to pay taxes or workers’ compensation insurance? If so, please provide a list of any liens, judgements, or certificate of indebtedness and explanations, if applicable.

15. Upon request, can you provide any other information that may be required by the City of Little Rock?

3.6 General Requirements

A. The Vendor shall assign a qualified technician to each Work Request issued by the City.

B. The vendor shall have a qualified Carpenter on-site within the following time frames:

1. Twenty-four hours (24) hours for the general requests.

2. One (1) hour for requests designated as “emergency.”

C. The vendor shall record travel time from one (1) city job to another city job on each Work Request or invoice.

1. The vendor shall notify Building Services when a Work Request has been received, when they arrive on the job site and the status of the Work Request. Such as, job is complete, parts are on order, etc.

D. Building Services will not be responsible for any invoice in which Work Requests were not generated through Building Services.

E. The vendor shall charge parts and materials used in each job to the City of Little Rock. However, each charge must list the Work Request number, vendor company name and job location. The City will reimburse the vendor for the small parts used on each job.

F. The vendor shall secure approval from Building Services for any repairs that exceed $950.00 in parts.

1. Failure to secure approval prior to work being completed will be grounds for termination of contract.

G. The vendor shall perform, at a minimum, the following services:

1. Install, assemble, and finish all types of wooden works, including framing, trim work, railings, and other woodworking.

2. Repair and renovate existing structures.

3. Read and interpret blueprints and schematic drawings.

4. Measure, cut, and shape wood according to project request.

5. Repair masonry walls, form and pour concrete.

6. Repair existing roofs and related gutter work.

7. Repair and install suspended ceilings.

8. Repair and finish drywall

9. Brick Masonry

10. Repair and install flooring

11. Interior and Exterior Painting

12. Install insulation

13. Equipment Operator

H. 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 work site.

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

J. 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”).

K. The vendor shall itemize each job, giving Work Request number, hours and materials used on each job.

L. The Vendor shall secure a permit on all jobs as required by the City Codes Department.

M. The City reserves the right to get other quotes from additional contractors for major alterations and new installations.

N. The Vendor shall perform all work at the quoted hourly rate, no consideration will be given to overtime rates for afterhours work.

3.7 Payment Structure

A. The City has standard Net 30 term. The Vendor shall submit all invoicing resulting from contract purchase order to the City of Little Rock Public Works Department, Building Services Division.

B. The contract 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:

1. Unit prices previously approved.

2. An agreed lump sum.

3.8 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

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. What percentage of the time was the vendor available to receive and respond to routine phone calls?

Department Records

Quarterly City of Little Rock Public Works Department

Annually

2. What percentage of the time was the vendor available to receive and respond to emergency calls?

Department Records

Quarterly City of Little Rock Public Works Department

Annually

3. How often did the Vendor request cost increases not in accordance with the contract conditions?

Department Records

Quarterly City of Little Rock Public Works Department

Annually

4. On a scale from 1 to 5, how well did the vendor perform within the parameters of the solicitation?

Department Records

Quarterly City of Little Rock Public Works Department

Annually

5. Vendor Performance Report Vendor Performance Review Form

At Least Once Per Contract

City of Little Rock Public Works Department

Annually

6. Vendor Performance Review Bonfire

Annually City of Little Rock Procurement

Division

Annually

4.2 Contract Management

A. Communication Plan

1. To manage this contract and the goals outlined in sections herein, the City will collect performance data and regularly discuss with the selected Vendors the performance metrics.

2. The monthly update meeting shall occur at an agreed-upon time and date each month.

Upon mutual agreement, the parties may move this meeting if necessary to avoid scheduling conflicts, holidays, or similar occurrences. Any changes or cancellations to a meeting shall be communicated at least twenty-four (24) hours in advance.

4.3 Joint Ventures

A. A joint proposal submitted by two or more Vendors is acceptable.

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

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

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

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

5. 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 requested entity.

6. Inquiries and 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.

6.4 All responses will be open virtually on the following location & time:

Opening Bid Teams Meeting link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmYxNDY1NGQtODIzNC00OGI2LWI1NWYtYWI5Nzc0M2ZiOTNh%40thread.v2/0?co ntext=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca- 5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d

Meeting ID: 248 458 623 102 0

Passcode: AN755yF6

Dial in by phone +1 972-371-0918,,269970881# United States, Dallas Find a local number Phone conference ID: 269 970 881#

7. Terms and Conditions

All prospective Vendors who submit a proposal agree to be bound by the City of Little Rock CLR_Standard_Terms_and_Conditions and the online EUNA Terms & Conditions.

mailto:support@gobonfire.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmYxNDY1NGQtODIzNC00OGI2LWI1NWYtYWI5Nzc0M2ZiOTNh%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmYxNDY1NGQtODIzNC00OGI2LWI1NWYtYWI5Nzc0M2ZiOTNh%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmYxNDY1NGQtODIzNC00OGI2LWI1NWYtYWI5Nzc0M2ZiOTNh%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmYxNDY1NGQtODIzNC00OGI2LWI1NWYtYWI5Nzc0M2ZiOTNh%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d tel:+19723710918,,269970881 https://dialin.teams.microsoft.com/1a6ac4e8-f9a4-41db-a3bc-04bc7023d282?id=269970881 https://littlerock.bonfirehub.com/documents/view/8093782 https://www.bonfire.com/terms-and-conditions/