Dumpster Enclosure RFQ.02.14.2023.pdf

February 21, 2023

Quotes for DOWNTOWN LAKE ORION ENCLOSURE CONSTRUCTION SERVICES are being accepted.

Quotes must be DELIVERED TO

VILLAGE OF LAKE ORION

21 E. CHURCH STREET

LAKE ORION, MI 48362

Attn: Molly LaLone

Re: Enclosure Construction Services

ON OR BEFORE 4:00 PM, MARCH 23, 2023

SUBMIT ORIGINAL AND TWO (2) COPIES. Quotes received after 4:00 PM of the date they are due will not be accepted or will be marked late, and retained unopened. Please mark sealed envelopes: “Enclosure Construction Services” on the lower left-hand corner. In addition, if the quote is to be express mailed, “Proposal Documents Enclosed DO NOT OPEN” must be conspicuously marked on the package. Quotes will be opened March 24, 2023 at Noon. You may additionally send an email copy as follows:

To: office@downtownlakeorion.org CC: director@downtownlakeorion.org

Addenda, clarifications and changes to the documents must be obtained on line by registering (free registration available) for the MITN system as follows: 1) go to www.mitn.info, 2) review the vendor registration options that are available to vendors, and then 3) select vendor registration at the bottom of the page to register and then, 4) sign up to register.

Quote tabulations will be posted on MITN.

The Village of Lake Orion reserves the right to accept or reject any and all Quotes and to waive any and all irregularities or split award by items, unless otherwise stipulated, and to accept the quote which will serve its interest.

Additional information regarding this quote or any questions can be answered by contacting me via e-mail at director@downtownlakeorion.org, subject: ENCLOSURE CONSTRUCTION SERVICES

Sincerely, Molly LaLone

Executive Director

Lake Orion Downtown Development Authority

118 N. Broadway, Lake Orion, MI 48362 Phone: 248-693-9742 Fax: 248-693-9749 www.downtownlakeorion.org

The mission of the Lake Orion DDA is to enhance the economic potential and preserve the historical character of the Lake Orion DDA District, the heart and hub of the Orion Community, through promotional activities and an organizational structure that focuses on community involvement with local businesses, residents, and other stakeholders.

mailto:office@downtownlakeorion.org mailto:director@downtownlakeorion.org mailto:director@downtownlakeorion.org

ENCLOSURE CONSTRUCTION SERVICES DOWNTOWN LAKE ORION Page 2 of 9

Dumpster Enclosure RFQ.02.14.2023Executive Director

REQUEST FOR QUOTES

ENCLOSURE CONSTRUCTION SERVICES

OVERVIEW

The Village of Lake Orion Downtown Development Authority (DDA) serves the Village of Lake Orion (population of approximately 3,141). Lake Orion is located in northern Oakland County in southeastern Michigan. The DDA is seeking quotes from experienced and professionally building contractors for the construction of a dumpster enclosure. The enclosure will to be constructed in a public parking lot located at 29 Front St. Lake Orion, MI 48326 (09-02-481-019)

(Figure A). The construction shall follow an approved design (Figure B), with a side access point (Figure C). An example of the desired construction can be found behind the building located at 120 S. Broadway St. for reference.

Figure A.

ENCLOSURE CONSTRUCTION SERVICES DOWNTOWN LAKE ORION Page 3 of 9

Figure B.

Figure C.

(Note: the DDA would like to use cedar wood for the enclosure doors (as seen at 120 S. Broadway)

ENCLOSURE CONSTRUCTION SERVICES DOWNTOWN LAKE ORION Page 4 of 9

SCOPE OF ENCLOSURE CONSTRUCTION SERVICES

As provider of enclosure construction services described below:

1. The selected contractor may subcontract work, but will be responsible for any and all work performed.

Subcontractors must be approved in advance by the DDA.

2. The description of the work to be performed, pursuant to this Request for Quotes, should be interpreted as providing only a general outline of the work elements to be performed. It is not intended to be a complete description of materials and methods to be used in performing the work.

3. The contractor shall acquire all necessary permits from the Village of Lake Orion and Orion Township, where applicable.

4. The selected contractor will be awarded a contract based on a presentation given to the interview committee, who will give their recommendation to the DDA Board for approval.

5. There is no pre-bid walkthrough scheduled.

6. The selected contractor shall be responsible for the removal of asphalt, the placement of a thickened edge concrete slab, protective bollards, enclosure fencing, lockable gate and the proper disposal of debris, cleaning of areas affected by the construction project, and replacement of any damaged surfaces.

7. The project shall include all of the necessary labor, material and equipment for the proper construction of the dumpster enclosure.

8. This Request for Quotes identifies the requirements that are considered to be the minimum by the DDA and

Village of Lake Orion. Specific details within this Request for Quotes notwithstanding, it will be the obligation of the selected contractor to adhere to accepted industry standard methods and practices for the completion of this project; to include but not be limited to: the 2021 International Building Code and the 2015 Michigan

Building Code. Furthermore, the completed work shall be consistent in terms of appearance and quality of materials and workmanship with the existing enclosure of the same design, located behind 120 S. Broadway St.

9. The general work to be performed in constructing the fenced dumpster enclosure will be the following:

a. Sawcut the existing asphalt and carefully remove, to not damage the adjacent asphalt.

b. Grading and placement of a thickened edge, 6” concrete slab.

c. Installation of two protective bollard with plastic covers.

d. Installation of metal and cedarwood gate at main access point to enclosure.

e. Provide all traffic control and site protection.

f. Removal and proper disposal of project debris and site restoration.

g. The enclosure shall have an access point for foot traffic to enter the enclosure with refuse (as shown in

Figure C.)

10. The contractor shall be responsible for operating the site in a manner so as to minimize the risks associated with its being a nuisance during times when construction activities have been suspended and the site is not occupied by the contractor, its employees, nor subcontractors.

11. Time of Work and Completion: the contractor shall commence work within twenty-one (21) days, following receipt from the DDA of a Notice to Proceed and shall complete all work activities within forty-five (45) days after. The contractor shall not discontinue work for more than five (5) consecutive calendar days, without the prior written approval of the DDA Executive Director. The work to be completed will be scheduled between

7:00am and 9:00pm, unless the contractor obtains written permission from the DDA Executive Director.

12. The contractor shall not work, store, nor operate equipment outside designated work areas without the permission of the DDA Director.

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13. The contractor’s operations shall not interfere with business operations and/or emergency vehicles.

14. The contractor shall protect all abutting property from injury or loss and shall defend and save the DDA and

Village of Lake Orion harmless from all such damages, injuries and loss occurring because of his/her work.

15. The contractor shall furnish and maintain all passageways, barricades, guard fences, light and danger signals, and shall provide watchmen and other facilities as required by local conditions, all at no additional cost to the

DDA.

16. The contractor shall assume full responsibility for loss or damage to the work during the entire construction period, resulting from actions and from all other causes whatsoever not directly due to the acts or neglect of the

DDA/Village of Lake Orion, including fire, vandalism and malicious mischief and shall complete the work in accordance with this Request for Quotes within the time allotted therein.

17. The contractor shall notify the DDA immediately of any irregularities or changes in the scope of the work.

TERMS AND CONDITIONS

1. This Request for Quotes is not an offer of contract. Receipt of a proposal neither commits the DDA to award a contract to any firm, even if all requirements stated in this proposal are met, nor limits the DDA’s right to negotiate in its best interest. The DDA reserves the right to contract with a contractor for reasons other than lowest price.

2. There will not be a public opening of the bid packages.

3. Expenses incurred in the preparation of proposals in response to this Request for Quotes are the contractor’s responsibility.

4. No work performed by the selected contractor that is out of the scope as defined by the contractor’s proposal will be reimbursed, unless specifically authorized by the DDA in writing.

5. Contractor, subcontractors and their employees shall be considered independent contractors and shall not be deemed employees of the Village for any reason.

6. It is expected that the selected contractor will warrant its work for a period of one year following completion of all work elements.

7. All proposals are subject to the Michigan Freedom of Information Act. Once proposals are opened, the information contained therein becomes freely accessible by the public.

8. Throughout the project, the selected contractor and all subcontractors must maintain a comprehensive general liability policy in a minimum amount of $1 million combined single limit, naming the Village of Lake Orion as an additional insured. Throughout the duration of the project, the selected contractor must maintain workers’ compensation insurance, in accordance with Michigan law, proof of insurance for the general liability insurance and workers’ compensation.

9. Information that the proposer wishes to have treated as proprietary and confidential trade information should be identified and labeled “Confidential” or “Proprietary” on each page at the time of disclosure. This information should include a written request to except it from disclosure, including a written statement of the reasons why the information should be accepted. The OWNER will protect such material from disclosure. If, however, such materials are required by law to be disclosed, the OWNER will notify the respondent.

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STATEMENT OF QUALIFICATIONS

Qualified consultants must have a substantial background in ENCLOSURE CONSTRUCTION SERVICES and be able to provide a dedicated contractor who, at a minimum, possess the following qualifications:

1. Business name

a. Areas of specialty.

b. Years in business.

2. Offices

a. Mailing address.

b. Billing address (if different from 2a).

c. Name and address of parent firm (if applicable).

3. Personnel

a. Principal contact (name, phone number, email) of the firm.

b. Other key personnel names who will be used for DDA business.

c. Total number of all staff who will be dedicated to project.

4. Does firm have adequate staff to handle another municipal/DDA client or will staff need to be hired?

5. Experience - provide a short narrative (no more than two (2) pages) detailing experience in municipal law including areas of expertise. Be sure to include any information on items identified as specialty services in

Appendix A as well.

6. List specific reasons (no more than two (2) pages) why your firm should be considered by the DDA of Lake Orion for Design-Build Services Enclosure.

7. The content of the submitted bid shall outline the responsiveness, availability, quality of work and the commitment to perform work in a timely manner.

8. Provide three (3) or more DDA or municipal references from prior or current clients, including contact name, title, municipality name, telephone number, and E-mail address.

9. Provide evidence of a comprehensive liability and workers compensation insurance policy for all staff assigned to work for the DDA.

10. Provide all state-required licensing information for the firm.

11. Note any exceptions or deviations to the required scope of services outlined in Scope of Legal Service.

12. Has the firm been in bankruptcy, reorganization or receivership in the last five (5) years?

13. Has the firm been terminated by any municipal client in the last five (5) years? If so, please explain.

14. Pricing – note the DDA prefers lump-sum quotes for projects of this nature.

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EVALUATION CRITERIA

The Village of Lake Orion DDA reserves the right to interview any number of qualifying firm as part of the evaluation process. The decision as to which firm to contact (if any) shall be analyzed (based upon the "best overall value" to the

DDA) and documented including Board member or staff recommendations. Meetings with short-listed proposers will provide additional information and criteria upon which the DDA will base its selection decision. The DDA reserves the right to select, and subsequently recommend for award the proposed firm(s)’ services which best meets its required needs, quality levels and budget constraints. Award shall be made by the DDA Board of Directors.

The bid specifications were approved by the DDA Board of Directors on February 21, 2023. This request will be publicly advertised on the DDA web site, and on MITN for the following time period: February 24 – March 23, 2023 at 4:00 p.m.

Late responses will not be accepted. Responses not meeting terms may be rejected. If at least three responses are not received the DDA Executive Director may require a re-bid.

Preliminary Schedule The following are estimated dates and are not binding

DDA Board Approval to publish February 21, 2023

RFQ Available February 24, 2023

Questions due March 10, 2023

Receive proposals March 23, 2023 at 4:00pm

Proposals opened March 24, 2023 at Noon

Review Period March 27 – April 14, 2023

Selection April 18, 2023

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NON-DISCRIMINATION CLAUSE

In the performance of any contract or purchase order resulting wherefrom, the contractor agrees to obey and abide by all the laws of the State of Michigan relating to the employment of labor and public work, and all ordinances and requirements of the village regulating or applying to public improvements. Furthermore, the contractor agrees not to discriminate against any employee or applicant for employment, to be employed in the performance of this contract or purchase order, with respect to his or her hire, tenure, terms, conditions or privileges or employment because of religion, race, color, national origin, ancestry, age, sex, gender identity, sexual orientation, height, weight, marital status, or physical or mental disability, except when said disability prevents such individual from performing the essential job functions, and the disability cannot be reasonably accommodated. The contractor further agrees that every subcontract entered into for the performance of this contract or purchase order will contain a provision requiring nondiscrimination in employment, as herein specified, binding upon each subcontractor. Breach of this covenant may be regarded as a material breach of the contract or purchase order.

ETHICS POLICY

Gratuities: It shall be unethical for any person to offer, give, or agree to give any village employee or former village employee, or for any village employee or former village employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

Kickbacks: It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

ADA COMPLIANCE

The Village of Lake Orion will provide necessary, reasonable auxiliary aids and services, and provide assistance in filling out forms, to individuals with disabilities when doing business with the Village of Lake Orion.

Individuals with disabilities requiring such auxiliary aids or services should contact the Village of Lake Orion by writing or calling:

Susan Galeczka

(248) 693-8391 x 102 galeczkas@lakeorion.org

21 E. Church St., Lake Orion, MI 48362 mailto:galeczkas@lakeorion.org

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Sealed Bid Form – CONSTRUCTION SERVICES ENCLOSURE

Requested by Lake Orion Downtown Development Authority

Bid Opening: March 24, 2023 at Noon

The undersigned hereby declares that he/she has carefully examined the instructions and specifications as listed in the Bid Packet. The undersigned declares the prices set forth in this bid do cover all the requirements listed in the bid packet “Enclosure Construction Services.”

It is understood and agreed that all bid prices shall remain in effect for at least ninety (90) days from the date of the bid opening to allow for the award of the bid, and that the prices bid will remain firm through invoice.

The Lake Orion Downtown Development Authority reserves the right to split or abstract any or all bid proposals and award multiple contracts from the same quotation, based on price, availability and service, when in its judgment it best serves the Village of Lake Orion and the Lake Orion Downtown Development Authority.

-Attach bid sheet

BIDDERS

Name of Bidder: ____________________________________________________________________

Address: __________________________________________________________________________

Telephone No.:________________________________ Fax No.: _____________________________

Authorized Signature: ____________________________________________ Date:_______________

References (Public accounts)

Entity’s Name & Address, Contact Information & Phone Number

1) ___________________________________________________________________________________

2) ___________________________________________________________________________________

3) ___________________________________________________________________________________