DCR FAC 104 Scusset Gazebo~2.docx

COMMONWEALTH OF MASSACHUSETTS

REQUEST FOR QUOTES (RFQ)

Scusset Gazebo

The Department of Conservation and Recreation is requesting proposals from selected pre-qualified vendors of FAC104 for purchase and installation of a gazebo, EWF, picnic table and stone dust by his RFQ and all quotes submitted by vendors hereto shall become public record, maintained by the eligible entity.

This Request for Quotes (RFQ) does not commit the eligible entity to approve or accept a specific response or quote, pay any costs incurred in the preparation of a bidder’s response to this RFQ, or to engage for products or services. The eligible entity reserves the right to accept or reject any and all quotes received as a result of this RFQ, and to contract for some, all, or none of the identified products and services as a result of this RFQ. The eligible entity further reserves the right to negotiate with any or all qualified vendors and to cancel this RFQ, in part or in its entirety, if it is in the best interest of the eligible entity to do so.

SERVICE OPTIONS SOUGHT UNDER THIS RFQ: The Department of Conservation and Recreation (DCR) is soliciting quotes for the above-referenced project under statewide contract FAC104. The project includes purchase and installation of a gazebo, EWF, picnic table and stone dust.

ANTICIPATED START DATE: June 15, 2020

CONTRACT END DATE: All work should be completed by September 30, 2020

DETAILS OF PERFORMANCE AND SOW:

The Department of Conservation and Recreation (DCR) is soliciting quotes for the above-referenced projects under COMM BUYS FAC104 Categories 6 & 12. . The compensation to vendor’s employees under this solicitation is according to prevailing wage requirements for the specific location of the job in MA. Copies of prevailing wages are attached.

1) Scope of work: Purchase of: 16’x20’ Gazebo to match the existing cedar gazebo on site. All materials must be comparable and a minimum of a 10 year warrantee on the complete structure.

2) Installation of the Gazebo according to manufacturers specifications.

3) Removal of two existing benches and reinstalling them in the area as coordinated with Project Manager.

4) Excavation of area under gazebo (18’ X 24’) to accommodate stone dust. The dirt that is removed is to be stored on site area. Storage location to be coordinated with DCR site staff.

5) Purchase and installation of 480 sq./ft stone dust to be installed under shelter and on existing pathway.

6) Purchase and installation (as specified by manufacturer and DCR) of 150 cubic yards of IPEMA certified EWF for the adjacent playground area.

7) Purchase and assembly of a heavy-duty picnic table with black steel posts and thick recycled plastic slats to match existing benches (above ground, not installed).

A. Bidding Process:

DCR will not host a pre-bid meeting. All bidders are encouraged to visit the project location and submit questions to the DCR project manager prior to the submission deadline.

The following documents must be submitted:

1. Itemized Quote showing cost for each separate item and a total cost.

2. A copy of the current CPSI Certification for the staff person that will be on site during all construction.

3. An outline of the project team.

Submit bids via COMMBUYS by __June 6, 2020 at 12:00pm_Please direct questions to COMMBUYS Q&A section by: May 29,2020 at 12:00pm

Project Management and Reporting: Sandra Libby, Project Manager, Landscape Section DCR

In addition to informal communications, the Project Manager will be focal point for all communication with DCR and should expect formal project reporting and control procedures to include:

· Reporting of activity and status at on site meetings or calls between the Awarded Contractor and the DCR Project Manager.

· Periodic progress reports produced outlining work accomplished during the preceding period and work planned for the succeeding period.

· Timely and accurate identification of any problems encountered by the vendor.

· Mandatory written documentation of work tasks executed.

Vendor Project Team Members may not be replaced without prior written approval from the Eligible Entity and must be replaced with individuals with comparable experience and skills to ensure no loss in the quality or level of services.

Price: Quotes for services offered must be based on prevailing wages as the facilities to be services are all public buildings. For this reason, all jobs must be bid on a project-based rate. Compensation to vendor’s employees under this solicitation is according to prevailing wage requirements for the specific location of the jobs. There are no mandatory or prescriptive staffing requirements. Payment of prevailing wages must be consistent within the region that the services are being provided. Interested vendors may request an “Example Request for Prevailing Wages” from the Department of Labor Standards by visiting their website (http://www.mass.gov/lwd/labor-standards/prevailing-wage-program/ ) and clicking on “Example Request for Prevailing Wages”, then “Continue without registering” and entering the details of the project.

Responding vendors may use the rates they find using the above instructions in formulating their response. However, these will not represent an “official” wage sheet, as only eligible entities (state agencies, towns/cities, etc.) can request an official rate sheet. Wage sheets will be provided by DCR to the contractor as the official wage rate sheet at the time and agreement for services, if any, is executed. See attached

If, at the discretion of DCR, a contract renewal for time is enacted under the terms of this statement of work, DCR a new wage sheet will be provided at that time.

PRICING STRUCTURE: DCR is responsible for encumbering enough funds for costs associated with the project in accordance with Comptroller policies.

PAYMENT TERMS: Pursuant to state finance law and the terms of the contract, payments cannot be made until deliverables are received and accepted by DCR.

Prompt Payment Discount (PPD): Vendors are encouraged to list a Prompt Pay Discount in their response or payment of invoices will not be made in less than 45 days from the receipt of an invoice. Discounts must be entered into the state accounting system as a percentage off the total payment and may not be taken as credits or other reductions. Timely review and turnaround of deliverables are critical to meeting the project schedule, and all parties agree that they will use best efforts to expedite the review process.

EVALUATION CRITERIA: Respondents must submit responses proposals demonstrating the respondent’s ability to meet the objectives and goals of the scope of services above. Responses must outline both the experience of the vendor as well as the tasks recommended to implement the outreach program.

Prerequisite Qualifications - Certifications Required of Respondents: Certified Playground Safety Inspector Reponses will be evaluated according the following criteria-

· Respondent’s approach to the overall objective(s)

· Experience of Project Leader

· Experience of firm in completing similar tasks

· Price

· Business References (provide at least 3, including existing relationships with state agencies in fulfilling similar goals)

STATEMENT OF WORK CHANGE ORDERS: Any additional work that may be required outside the scope of an executed Statement of Work (SOW) will require the SOW to be amended prior to the start of performance of the additional work. It will be the responsibility of Vendor project manager to maintain work within scope.

VENDOR RESPONSE REQUESTED: Each proposal should include a project narrative demonstrating the Bidder’s their understanding of the nature of the objectives of this RFR and how those objectives will be addressed. The narrative should provide the reader a clear and concise understanding of the project, informing the reader not previously familiar with any details of the project so they gain a general understanding of the purpose and goals the applicant seeks to achieve. Also include any existing relationships with state agencies in fulfilling similar goals. The response should be written in such a way that any technical information provided is clear to a general audience.

Responses must identify the components of the pricing structure, citing specific costs for materials, labor, overhead. Vendors are also reminded they are responsible for securing any permits necessary (local, state, federal) to ensure compliance with all appropriate regulations.

Respondents must provide a current insurance certificate validating sufficient coverage for liability, workman’s compensation, and vehicle coverage. Additional insurance to ensure the protection of DCR property for which the vendor may become responsible during the term of the project implementation may be negotiated if selected.

Responses (bids/quotes) are to be submitted to DCR electronically via “Create Quote” functionality contained in COMMBUYS system. All Responses are due by DATE at TIME. Following a review of the submissions, the awarded vendor will be contacted.

ACCEPTANCE OF TERMS OF STATEMENT OF WORK: Upon selection of a vendor, DCR and the selected vendor will execute a binding contract citing the project specifications and the terms of the performance once negotiated and finalized, funding has been identified, and a performance timeline is established. Once finalized and executed by authorized signatories of the Eligible Entity and Vendor, performance may begin.

This Request for Quotes (RFQ) does not commit the eligible entity to approve a Statement of Work (SOW), pay any costs incurred in the preparation of a bidder’s response to this RFQ, or to engage for products or services. The eligible entity reserves the right to accept or reject any and all quotes received as a result of this RFQ, and to contract for some, all, or none of the identified products and services as a result of this RFQ.

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