Addendum 3.IFB 008-22 Stage Curtains.pdf

ADDENDUM TO INVITATION FOR BID (IFB)

Issued By:

PURCHASING OFFICE

BOARD OF EDUCATION OF

PRINCE GEORGE’S

COUNTY

UPPER MARLBORO,

MARYLAND 20772-9983

Addendum No.

Date of this Addendum

November 9, 2021

Number of Pages

IFB No.

008-22

Date IFB Issued

October 8, 2021

Date & Hour of Return of IFB

November 19, 2021 @ 2:00 pm

TITLE: Grease Traps

The above IFB is amended as follows. ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME. The purpose of this addendum is to Provide Modifications to the IFB and Responses to Questions for the above-mentioned

IFB.

Modifications to the IFB:

This requirement has been removed. Page 14, 2.5 Top Hems: Reinforce top hems by double stitching

3 1/2-inch-wide, heavy jute webbing to top edge with minimum of 1-inch of face fabric turned under. If polyester is used, it should be approximately 3”.

This requirement has been changed to i.e., use galvanized steel weights in separate pockets. Page

14, 2.6 Bottom Hems: For curtains that do not hang to the floor, provide hems not less than 3 inches deep. For full height panels, provide hems not less than 6 inches deep with appropriate weighting. (i.e., use galvanized weights in separate pockets. Sew open ends of hems closed).

The Bid Form, Attachment A has been updated.

Response to question:

1. Under Part IV Scope of Work section 2.5 on page 14, could the wording be changed to eliminate jute in the top hem webbing altogether? We ask for the safety of those in the schools because jute is not flame retardant and it’s where hot stage lights are and where dust collects over long periods of time. Answer: Yes.

2. On the same page on section 2.6 it says “galvanized weights in separate pockets” but could we request that it says “galvanized steel weights in separate pockets”? The reason we say that is that a less scrupulous stage curtain manufacturer could galvanize lead weights and we want to make sure that there’s no lead in any schools at all.

Answer: Yes.

3. Will our SWaM certification work for this or will we need a separate process? In section 12 on page 6 the MBE certain strictures are laid out. We are SWaM certified in Virginia our home state because we’re small and Black owned. Answer: No. PGCPS only recognizes certifications from Maryland Department of Transportation

(MDOT), Prince George's County Supplier Development and Diversity Division (SDDD) and/or

Washington Metropolitan Area Transit Authority (WMATA).

4. Is there any way to bake inflation into the prices of this IFB? We are all living through the greatest inflation boom in the last 30 years. Every supplier that I can think of has raised prices and most expect more in the future. Given that this could bind our company to five years in the future, we want to make sure we’re not pricing ourselves out of business. Could we tie increases to changes in the consumer price index or energy costs or cost of steel?

Answer: This is a fix-price contract agreement for the first three (3), initial years, of the contract. Please submit your cost proposal for consideration as you deem fit for PGCPS to consider. Vendors can submit increasing in prices during the two (2) additional one (1) year contract renewal period.

5. Is there a way to avoid the desired warrant in section 2 on page 4? We have some old contracts that we now would be taking losses on because we are locked into old pricing and have seen substantial inflation and price increases from suppliers and travel costs. That’s not sustainable for our company or its customers. Also, because we sell stage curtains in various localities across the country, installing in New Jersey may be substantially more expensive to us than installing in Maryland and installing in Richmond is cheaper than installing in both because of the mileage and drive time required. If we install in Texas or Florida, we have to ship the curtains and that incurs costs that we wouldn’t have in the Mid-Atlantic. For those reasons, no one gets a better price than PGCPS because no one gets the same combination of products and services. Answer: No, PGCPS will not change the

Terms of Agreement for this contract.

6. Could we change the units on the bid form itself? For example, the price is given per unit of square foot, but curtain track cleaning (#5 at the bottom) isn’t a fabric and is steel beam. It would really need to be in linear feet for the bid unit to make sense. Number 22 on page 29 states that the bid form can’t be amended without the bid being rejected but we want to make sure that what we bid is something that can be reasonably delivered. Answer:

Yes. Please see the updated bid form, Attachment A.

7. Could we add a section in the bid form to include track replacement for the goods? The form says “labor only” for the repair but occasionally schools need track replaced. Maybe the new curtains are heavy? Maybe the originals were installed with unsafe and flimsy track? We just want to make sure that if the school says they want us to quote the track replacement we have the room in the contract to do so. Answer: Yes. Please see the updated bid form, Attachment A.

8. Is there a way we could avoid section 8’s (page 5) requirement to submit invoices with the actual costs we’re incurred? Aside from not wanting to provide proprietary information of the company we all hold dear, we often buy items for several schools and projects at once. There’s logistically no way to do this if we’re reading that first sentence correctly; one order from our suppliers could have five localities and general contractor on it. Answer:

PGCPS is requesting an invoice of the goods and services provided, not a detailed copy of your supply order. Payments cannot be made unless a detailed invoice is submitted to insure that all charges are accurate.

9. Is there a way to avoid section 18? We cannot logistically provide the private information of every employee who works at our company. However, we’re glad to provide the info of anyone from the organization that would be communicating with PGCPS or going onsite on our behalf. Answer: The expectation is to provide information of anyone from the organization that would be on PGCPS sites or work on the project.

10. What is the basis of inspection upon receipt in section 9.1 on page 16? Say for example the curtains are made and installed exactly as ordered and upon inspection the Principal no longer likes the color and rejects them. Is our company then on the hook? Answer: No. Maintenance will be the one to inspect.

11. Could we get any grace on liquidated damages? Our entire industry gets either fabric or thread for fabric from east

Asia and sometimes our suppliers take longer than expected to fill our orders for fabric that we then make your curtains out of. We all understand the challenges on the global supply chain in these times especially given the labor shortages. Section 4e on page 21 would be fine if we were the bottleneck in producing your orders instead of our suppliers possibly running into issues filling our orders. Answer: Any terms and conditions that you would like to negotiate please submit with your bid. PGPCS’ Purchasing Office will take your exceptions into consideration, if awarded.

Bidders must complete, sign, and return two copies of this Addendum or Appendix G – Addenda

Acknowledgement with their proposal response. Failure to do so MAY be cause for your offer to be ruled non-responsive and not considered for award.

If your Bid has already been submitted and, because of this Addendum, you desire to modify your offer, you may do so by letter or email provided such notice makes reference to this Addendum and is received prior to the time specified for return of Bid.

___ Angela Queen __________ _ November 9, 2021_

Buyer’s Signature Date

C Company Name of Bidder

S Signature of Person Authorized to Sign

Address

Type or Print Name and Title