8-26-05 Bid Form A - Fencing - Scope~Specification.docx

New Jersey Cooperative Purchasing Alliance NJ State Approved Cooperative Purchasing System #CK04 & 11BECCP

BC-BID-26-05 Fencing: Purchase, Installation & Repair Services

FORM A

Purpose of Bid: The NJCPA Cooperative Pricing System is seeking to establish Catalog pricing for Fencing Purchase, Installation and Repair. The products, services and prices offered will be made available to All Co-op members, consisting of local municipal governments, public schools, vocational schools, counties, and other quasi-public entities throughout the State of New Jersey.

Successful respondents have the potential to serve other public entities. The Co-op’s objective is to provide the lowest pricing possible for a large pool of users, which affords vendors the opportunity of gaining a large number of customers throughout the State. The need for Fencing may vary by Cooperative Members.

*Any bidder on a public works project for a Board of Education, where the cost exceeds $20,000.00 must first have been qualified by the Dept. of the Treasury, Division of of Property Management and Construction, pursuant to N.J.S.A. 18A:18A-27 through 33 and shall submit with his bid a Prequalification Affidavit, a copy of a valid and active Notice of Classification, and a certified copy of a Total Amount of Uncompleted Contracts Form.

Fencing Materials: Bidders’ pricing shall include all materials, parts, labor and equipment as needed for the Installation and/or Demolition of any fence under the awarded contract including on-site review, measurement, estimate charges, delivery, freight and fuel charges. Awarded vendor(s) shall supply a total fencing system to NJCPA Co-op members including all components, i.e. pickets, posts, rails, hardware, footings and gates. Standard gates are to be included in the percentage off of manufacturer’s list price and installation by linear foot pricing. Custom gates are to be priced separately by square foot including installation on Bid Proposal Form C.

All fencing materials provided under this contract, other than rentals, must be new fencing materials which have not been used previously and are being actively marketed by the Manufacturers’ authorized dealers, ex.

All branded fencing materials, included components, spare parts, and ancillary equipment supplied under this contract must conform to manufacturer specifications and shall be of new manufacture and in current standard production. The awarded vendor is responsible for ensuring that these items are operable and installed in accordance with manufacturer’s specifications.

NJCPA is seeking bids for the following:

Fence Type 1. Chain Link

Fence Type 1a. Chain Link Fence, Galvanized Steel with top rail

Fence Type 1b. Chain Link Fence, Mini Mesh Galvanized Steel with top rail Chain Link Fabric Selvage: All chain link fabric selvage shall be knuckle finish top and bottom, (K&K).

Chain Link Framework: Framework is composed of Top Rail, Line Posts and Terminal Posts following typical terminal post sizing one size larger in outside diameter than line posts. Line Posts following typical line post sizing one size smaller in outside diameter than terminal posts.

Gates, Galvanized Steel: Gates, gateposts, and gate accessories shall be the same material as selected for adjoining fence and framework.

Fence Type 2. Vinyl Coated Wire Vinyl Coated Wire, Powder Coated Frame with top rail, Standard Colors: Dark Green, Olive Green, Brown or Black Framework is composed of Top Rail, Line Posts and Terminal Posts following typical terminal post sizing one size larger in outside diameter than line posts. Line Posts following typical line post sizing one size smaller in outside diameter than terminal posts. Standard colors: Dark Green, Olive Green, Brown or Black.

Gates, Vinyl Coated Wire – Gates, gateposts, and gate accessories shall be the same material as selected for adjoining fence and framework.

Fence Type 3. Wood Fence Type 3a. Wood Fencing – Spruce

Fence Type 3b. Wood Fencing – Cedar Wood Gates, Spruce and Cedar - Gates up to 5’ high are to be provided with double drives and metal posts, with metal framework on back side of gate. Gates are to be provided with one (1) anchoring post per panel.

Fence Type 3c. Wood Fencing - Split Rail Fence Type 4. Ornamental Metal Fence Type 4a. Ornamental Metal – Steel - Steel material for fence framework (i.e. tubular pickets, rails and posts) Awarded vendor shall supply a total steel fencing system including all components, i.e. pickets, posts, rails, gates and hardware. 6' or 8’ Wide Fence Sections. Heavy Duty Steel Construction.

Fence Type 4b. Ornamental Metal - Aluminum - Industrial Strength Aluminum material for fence framework (i.e. tubular pickets, rails and posts) Awarded vendor shall supply a total aluminum fencing system including all components, i.e. pickets, posts, rails, gates and hardware. 6’ or 8’ Wide Fence Sections.

Gates, Metal: Single Swing, Double Swing, Single Track Slide, Double Track Slide Fence Type 5. Vinyl Fence Picket Style: Standard Color: White.

Privacy Style, Picket Overlap: Standard Color: White.

Privacy Style: Standard Color: White.

Post and Rail Style: Standard Color: White.

Fence Type 6. Razor Wire, Including support brackets - Must include support brackets and match coating type, class and color to that of the chain link fabric.

Fence Type 7. Wooden Snow Fence Slats shall be either untreated or stained with a red iron oxide finish.* Must Include 72” Steel T Posts.

Fence Type 8. Plastic Barrier / Safety Fence Color: High-Visibility Orange. .* Must Include 72” Steel T Posts

* Steel Fence Post to be included in the installation costs of Fence #s 7 and 8 - Rust resistant enamel paint. Green studded T-Post measuring approximately 1.4” thick x 3", wide, 72” high, with a weight of 1.25 pounds per foot TO BE INCLUDED IN THE INSTALLATION COSTS OF FENCE Types 7 AND 8.

Fence Type 9. Temporary Fencing Fence Type 9a (Purchase) Temporary Fencing Fence Type 9b (Rental) Temporary Fencing Both 9a & 9b:10ft Wide Panels X 8 ft High. Fencing is to include all required stands and sand bags. 9a Purchase to be expressed per Linear Foot. Gates to be expressed per Square Foot. 9b Rental to be expressed as Monthly per Linear Foot including set-up and removal. Gates to be expressed as Monthly per Square Foot including set-up and removal.

Fence Type 10. Existing Fence Removal & Disposal Existing Fence Removal and Disposal - Bidder is to provide an hourly labor rate and for removal and disposal or existing fence, fabric and posts (including footings). Bidder is also to provide the cost to dispose of materials including existing fence, fabric and posts (including footings) to be expressed per linear foot based on the type of fence being removed.

Fence Type 11. Fence Repair Services Refer to detailed “Fence Repair Services” Section Below.

Catalog or Price List:

All bidders must submit the latest edition of the price list(s) and/or catalog(s) to which discounts will be applied, preferably on a labeled flash drive. They should be named and dated. All such lists shall be current as of the date of the bid submission and, if awarded, shall remain current and enforceable throughout the duration of the contract, subject only to product availability. New awarded category products may be added throughout the award term with NJCPA approval. Please check to see that all documents are properly saved to and are accessible on the submitted flash drive. You must submit catalogs and/or price lists; including a link to your website is not sufficient for this bid submission and may render your bid non-responsive.

Proven manufacturer price changes may be submitted for approval once per awarded year. All bidders must provide access to pricing from which the discounts will be applied, at the time of submission. Throughout the period covered by this bid, bidders must provide and distribute current catalogs/price lists (upon request) to the Co-op Members at no cost. If submitting a catalog instead of a price list, the catalog must contain list pricing. Failure to include access to manufacturer’s list pricing - will render this bid submission as non-responsive. Discount pricing must be verifiable. Bidders are requested to offer their catalog as a whole, but different category discounts must be clearly declared in the bid submission. All fencing materials, other than rentals, shall be newly manufactured. Remanufactured, rebuilt or previously owned materials will not be compliant under this contract.

Discount Information:

Discounts offered are to be applied to manufacturer’s list prices. Discounts may be broken into categories and/or manufacturer brands or flat discounts. Discounts must be declared in the submission.

DO NOT SUBMIT A SPAN OF DISCOUNTS WITHIN EACH MANUFACTURER ON BID PROPOSAL FORM C. i.e. CHAIN LINK FENCE -10 – 50 % .IT MUST BE CLEAR AS TO WHAT DISCOUNTS APPLY TO EACH MANUFACTURER/CATEGORY. You may break out each manufacturer by category and provide different discounts by category.

Contracts:

The NJCPA reserves the right to reject any or all bids pursuant to law and to waive any informalities and to take such alternates that NJCPA feels are in the best interests of the Co-op Members. A response to this bid acknowledges that new Co-op Members will be offered the same terms and conditions, as well as the pricing current Co-op Members receive.

The bid document and notice of award shall be considered incorporated as part of the formal contract.

The NJCPA requests that bidders only respond if they are able to offer discount pricing lower than what they ordinarily offer on separate contracts. Bids not offering catalog discount pricing will be rejected as non-responsive. Due to the varied nature of vendors’ respective catalogs, the NJCPA reserves the right to award contracts to multiple vendors. Should multiple contracts be awarded, each Member shall be responsible for determining which vendor offers the lowest price on the specific products that Member chooses to purchase. Discount offers must clearly identify the percentage (%) of the discount to apply to the contract. If multiple discounts apply, bidders shall clearly indicate the discounts and applicable products. Bidder shall agree that there will be no reductions in discounts during the life of the contract.

Fence Installation/Removal:

Installation/Removal pricing shall include all materials, parts, labor and equipment including any on-site review, measurement and estimate charges. Installation shall be priced by the linear foot in each of the specified installation ranges on Bid Proposal Form C and must include all footings and installation of standard gates. Custom gates shall be priced by the square foot including installation. Existing Fence removal shall be priced as an hourly labor rate to remove and dispose of all existing fence materials including all footings. Disposal shall be priced by the linear foot to remove all existing fence materials including footings.

The installation and/or removal of fencing material shall be performed in a professional manner. Fencing installation should be performed by the awarded vendor’s authorized installers. All work must be performed according to the standards established by the terms, specifications, drawings, and construction notes for each project and meet manufacturer’s specifications and industry standards.

The awarded vendor shall obtain and pay for all permits, any drawings needed to obtain those permits, fees, licenses, and inspections that are required in order to perform the work under the awarded contract. It shall be the obligation of the Installer to obtain clarification from the Project Coordinator concerning any questions in a timely manner as to not delay the progress of the work.

Awarded vendors will be responsible for cleanup of debris and spills resulting from work completed while completing services under the awarded contract. Awarded vendors shall be responsible for replacing, at no cost to the NJCPA member, any damages incurred during completion of services under the awarded contract. Awarded vendor’s personnel includes any personnel sub-contracted by the vendor for the completion of services under the awarded contract.

Fence Repair Services:

In addition to preceding specifications for the installation of new fencing systems, the contractor shall be expected to perform any and all necessary repairs to existing fencing systems including but not limited to Chain Link, Wood, Metal and Vinyl fencing materials.

All repairs will follow all the guidelines and requirements of the installation specifications unless duly noted otherwise. The NJCPA does not guarantee any minimum number of hours and members will pay only for the actual number of hours authorized and worked.

The contractor shall advise the member of any parts and/or materials required to perform the requested repairs. The Contractor shall submit a cost estimate to the member for budgetary purposes. The materials and supplies called for herein shall be the best of their grade and types, prepared according to the best available standards or accepted formulas, and thoroughly tested and subjected to rigid examinations and standardization, items not meeting these requirements shall be replaced at no cost to the member upon due notice of deficiency. Materials, equipment and installation shall comply with all current rules and regulations of all applicable Federal, State, County and local laws, ordinances and regulations. All work shall be executed in a workmanlike manner and shall present a neat and professional appearance when completed.

All materials shall be invoiced to members at actual wholesale cost plus the percentage (%) markup derived from the amount on Bid Proposal Form C. Copies of the contractor’s own purchase invoices reflecting actual costs shall accompany each invoice to the member clearly marked by the supplier: “Wholesale Pricing”. If taken from contractor stock, other proof of wholesale pricing should be provided.

Special Terms and Conditions:

The following are in addition to the applicable standard terms and conditions. Please review these carefully.

1. Any product substitution must be approved by NJCPA prior to being sold to any Co-op member. The reason for the substitution must be stated in writing.

2. Any substituted product must be manufactured of the same basic type of materials, meet or exceed all the features of the product being substituted, and meet the other requirements of this RFB.

3. A claim that a substituted product is equal or superior to the approved product must be supported with written documentation. A sample may be requested, at no cost to the buyer.

4. All products offered on this contract must have a complete set of factory specifications that match or exceed the requested minimums.

5. The terms and conditions of this RFB shall prevail over any additional agreements between the buyer (Co-op member) and the respondent in the event of any conflict. The respondent must not assume the Co-op member knows what steps are necessary prior to the start of any project. The respondent must be willing to assist the Co-op member in all aspects of the project.

6. The condition of the site prior to start up will be agreed upon between the Co-op member and the respondent and described in writing and shall be signed by both parties.

The Bidder and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under contracts emanating from this award.

Delivery:

1. Deliveries may be made typically between the hours of 8:30 a.m. and 3:30 p.m., local time, on regular business days unless other arrangements have been made. Delivery location should be stated on each purchase order issued by Co-op members.

2. The vendor shall authorize immediate replacement of any item that has been damaged in transit.

3. If deliveries are required in the evenings or weekends, or designated holidays, special installation charges may be negotiated. It is expected that the pricing will be fair and reasonable based upon specific requirements.

Optional Work:

Bidder will be required to provide quotations on a case-by-case basis for optional work as may be required to provide a full turnkey solution to NJCPA Co-op members. Such optional work shall be quoted on an hourly basis at the New Jersey Prevailing Wage rate for the appropriate trades involved.

Proof of Certification/Licenses:

The Contractor(s) will provide copies of all applicable certificates and licenses required in the State of New Jersey to repair and install fencing. The following document shall be submitted with the bid: *Public Works Contractor’s License

Performance Bond:

In some cases, an NJCPA Co-op Member may request a performance bond. Therefore, the NJCPA asks for a cost per $1,000 ($/$1K) for a performance bond. If you will not charge for a performance bond, please insert “0” in the appropriate field on Bid Proposal Form B or, if you are not submitting a bid for this portion, input “NO BID.” Bidders will disclose the cost of said bond in dollars/thousand and the cost of said bond will be the Co-op member’s expense.

Brand Name or Equivalent:

The NJCPA will consider bids on “or equivalent” products. In order for an “or equivalent” item to be considered, the respondent must submit a prepared comparative statement, illustrating that the product(s) they are bidding are equivalent or of better quality than the products specified.

Warranty:

The respondent should provide the manufacturer’s standard warranty. If they do not honor the standard warranty, respondents must propose a valid, comparable alternative which is subject to NJCPA approval. In addition, the respondent must provide a written reason for offering an alternative warranty in lieu of the manufacturer’s standard warranty. If offering an alternative warranty, please attach it to this proposal form, along with the reason for offering the alternative. Warranties should be submitted with each bid.

Letters of Authorization:

All respondents must submit current letters of authorization directly from the manufacturer(s), signed by a manufacturer representative, affirming that a respondent is authorized to sell and install their products. This letter must be on manufacturer’s letterhead and submitted with the bid package. Letters from dealers, agents or other representatives, including manufacturer representatives will not be accepted and may render your bid non-responsive. Failure to provide a letter of authorization will render your bid non-responsive.

Discontinued Items: If a product is discontinued during the term of this contract, the product must be replaced with another that is considered equivalent at an equal or lesser price. The NJCPA must approve any substitutions of an older item for a new one.

Bidders will supply products that are made in the United States of America, when possible.

Awards: Bid awards will be evaluated based on a vendor’s responsiveness to the requirements set forth in these bid specifications, as well as the pricing made available in the categories of fencing materials, installation and repair services requested. Awards will be made by category, manufacturer, and overall quality. It is the intent of the NJCPA to facilitate the broadest selection of products and services for the NJCPA and the NJCPA Co-op members. The NJCPA may distribute wards by County or on a regional basis pertaining to the respondent(s)’ ability to serve specific areas within the State. Respondents must submit all required bid pricing sheets, indicating which areas of New Jersey they serve. New items may be added after award within an awarded manufacturer category at the same discount %.

Term:

The term of this contract will be for (2) years with extensions as permitted by law upon mutual agreement between the NJCPA and the Contractor(s). Price increases during the term of the award are only allowed if the manufacturer has a price increase and is approved by the NJCPA prior to any price increases. All manufacturer price increases must be sent to the NJCPA on authentic manufacturer letterhead and signed by a person of authority from that manufacturer. The NJCPA will only approve this request once per year per manufacturer/category. If applicable, manufacturer price decreases and special discounts/promotions must be extended to our members and the NJCPA must be notified of these price decreases and special offers prior to offering to our members. All terms and conditions will apply throughout the duration of contract, as well as any extensions made.

Bid Proposal Forms:

Respondents should complete the bid pricing forms which are available for download, along with the specifications, at this link: http://www.escnj.us/bidding.

All bid forms and pricing sheets must be signed and dated. Failure to do so may render your bid non-responsive:

· Bid Proposal Form A – Fencing Purchase, Installation and Repair– Requirements for Bidders (this form)

· Bid Proposal Form B – Fencing Purchase, Installation and Repair-

· Cost for Performance Bond and New Jersey Counties Served

· Bid Proposal Form C – Fencing Purchase, Installation and Repair - Pricing Sheets YEAR 1 AND YEAR 2

Respondents should complete the bid proposal forms to include all pricing. You must submit Bid Proposal Forms A, B, and C in hard copy with original signatures in order to be considered responsive. We request that you also upload the entire bid package to a flash drive for submission with your hard copy bid. Completed Excel forms should be printed out, signed as original and appended to this Bid Submission Form. Additionally the Excel spread sheet(s) should be submitted with your electronic submission copy to permit the NJCPA to analyze the data proposed.

Open Records:

The NJCPA considers all information, documentation and other materials requested to be submitted in response to this solicitation to be of a non-confidential and/or non-proprietary nature and, thus, subject to public disclosure in accordance with therefore all statutes, court decisions and the opinion of the State of New Jersey regarding the disclosure of proposal information.

Quotes:

ALL QUOTES MUST HAVE A UNIQUE QUOTE NUMBER AND DATE

ALL QUOTES MUST BE ITEMIZED.

No vendor is to supply a lump sum quote.

Materials and Labor must be broken out.

Materials must show each type of product multiplied by the rate.

Labor must indicate the estimated hours and must show the calculation using the applicable labor rates. Prevailing Wages are applicable when exceeding the NJ thresholds for the respective agency.

Failure to adhere to the quote conditions may result in contract cancellation.

Acknowledgement: We acknowledge that the requirements as set forth in this RFB Proposal Form A will be incorporated as part of our contract with the NJCPA Cooperative members upon award. We have enclosed with our bid, a letter(s) of authorization from the manufacturer(s) product(s) on which we are bidding, on their letterhead. This letter must be directly from the manufacturer, not a representative. In addition, catalogs and price lists submitted are made available electronically on a labeled flash drive. We have signed and attached all pages of Bid Proposal Forms B and C with our pricing, discounts, and original signatures. All discounts quoted herein will remain firm throughout the duration of the contract with the NJCPA with approved verifiable manufacturer price changes permitted once per year.

Authorized Signature