ITB Modular Builing purchase.pdf

Invitation to Bid 221004 Crook County Middle School

Modular Building Purchase

INVITATION TO BID

FOR

CROOK COUNTY MIDDLE SCHOOL

MODULAR BUILDING PURCHASE

CROOK COUNTY SCHOOL DISTRICT

Facilities Department

471 NE Ochoco Plaza Drive Prineville, Crook County, Oregon, 97754 facilities@crookcountyschools.org

INVITATION TO BID TITLE:

Crook County Middle School Modular Building Purchase Project #231004

Publication Date: September 17, 2024 Date Due: September 26, 2024

Time Due: 1:00 P.M.

Modular Building Purchase

SECTION I - INSTRUCTIONS TO BIDDERS

A. Announcement of Invitation to Bid

The Crook County School District (the “District”) will receive sealed bids at the District Administrative Office, 471 NE Ochoco Plaza Drive, Prineville, Oregon, 97754 until 1:00 p.m., on September 26, 2024 for the improvements described in this Invitation to Bid dated September 17, 2024 at which time and place the acceptance of bids will be closed, and all bids then received will be opened, and the identity of the Bidders recorded. The District will not consider bids received after closing. The content of the bids submitted will remain confidential in nature until an award has been made to the selected firm.

B. Format of Bid

IMPORTANT NOTICE: The District takes the bid process seriously, and it is its intent to solicit bids that are accurate and that each proposer intends to honor. Bidders are expected to submit bids that are accurate, complete and contain all terms and conditions that they feel are necessary. If after submitting a bid, the proposer finds changes are necessary, the proposer may change or withdraw their bid at any time up to the time of the bid opening. However, after the opening, a bid MAY NOT be withdrawn, changed or altered in any way. If accepted, a bid is considered noncancellable and the proposer will be expected to honor a binding contract. If for any reason the proposer does not perform, the District can be expected to take whatever action it believes appropriate, including, but not limited to, the disqualification of that proposer from future public contracts.

The Invitation to Bid (ITB) process is allowed under Crook County School District Public Contracting Rules and Procedures. This ITB allows Bidders the opportunity to submit to the District the bid or bids that they feel will best serve the interests of the District.

Bidders shall provide one (1) original & one (1) electronic PDF copy of their bid, with all attachments and original signatures. All bids shall be sealed in an opaque envelope or package and addressed as follows:

Crook County School District Attention: Leland Bliss, Director of Operations 471 NE Ochoco Plaza Drive Prineville, Oregon 97754

In addition, the name and address of the proposer and the ITB title (that appears on the cover of this ITB) shall be on the outside of envelope or package.

All bids must be received by the addressee no later than the date and time specified herein.

The District WILL NOT be responsible for bids delivered by a proposer, the U.S. Postal Service or any other means to any location other than the address listed within this ITB. Facsimile transmissions of bid will not be accepted.

The bid sheet provided in this ITB shall be signed in ink, as follows:

1. In the case of an individual proposer, by such individual proposer.

2. In the case of a partnership or limited liability partnership, the name of the partnership or limited liability partnership must appear on such bid and it shall be signed in the name of such partnership or limited liability partnership by at least one partner. In addition to such signature, the names of all partners shall be stated in the bid.

3. In the case of a limited liability company, the name of the limited liability company must appear on such bid and it shall be signed in the name of such limited liability company

Modular Building Purchase by at least one member or manager. In addition to such signature, names of all members (and at least one manager, if applicable) shall be stated in the bid.

4. In the case of a corporation, the corporate name must appear on such bid and it shall be signed by the president or other authorized officer, and there shall be set forth under the signature of such officer the name of the office he or she holds or the capacity in which he or she acts for such corporation.

C. Prohibition of Alterations

Bids that are incomplete, or that contain any erasures, alterations, or that contain irregularities of any kind, or that are not in conformity with the law may be rejected. A proposer may not make its bid conditional or contingent upon the District’s acceptance of any terms and conditions other than those contained in this ITB. Notwithstanding the forgoing, a bid may be modified prior to closing in accordance with OAR 137-047-0440.

D. Equal Employment Compliance Requirement

By submitting a bid, the proposer certifies conformance to the applicable Federal Acts, Executive Orders, and Oregon Statutes and Regulations concerning Affirmative Action toward equal opportunities. All information and reports that are required by the Federal or Oregon Governments having responsibilities for the enforcement of such laws shall be supplied to the District upon request, for purposes of investigation to ascertain compliance with such acts, regulations and orders. The District is an Equal Opportunity Employer. Women and minority owned businesses are encouraged to apply for this contract. Each proposer shall certify that the proposer has not discriminated and will not discriminate against any minority, gender or emerging small business enterprise in obtaining any required subcontract.

E. Protest of Solicitation

Any protest of this ITB must be in writing and must contain the information required by ORS 279B.405 (4) and a statement of the desired change to the procurement process or solicitation document that would remedy the cause for protest. All protests must be received by the Chief Financial Officer (CFO) at the address listed in this ITB not less than 10 days prior to the closing of this solicitation. All complaints received prior to this time will be reviewed and acknowledged.

The District will consider each protest that is timely filed and meets the requirements of ORS 279B.405 (4). The District will issue a written disposition of each such protest no less than three

(3) business days before bids are due. If the District upholds the protest, in whole or in part, the District may in its sole discretion either issue an addendum reflecting its disposition to those of record on the specification holder’s list, or cancel this ITB pursuant to OAR 137-047-0660.

If the District determines that no addendum will be issued with regard to a protest, the protesting party will be notified as to the reason, along with the date and time the Recommendation of Award will be submitted to the District Board for determination of award.

Should vendors feel that any specification limits competition, they are encouraged to follow through with the "Protest of Solicitation" process, as outlined.

F. Pre-qualification of Bidders – Not Required.

G. Duration of Bids

1. Any bid submitted shall be irrevocable and open for acceptance for a period of sixty (60) days from the bid closing date. Timely withdrawals may be made in any manner provided by OAR 137-047-0440.

2. An award of the contract to any proposer shall not constitute a rejection of any other bid.

Modular Building Purchase

H. Transfer or Assignment

No contract awarded pursuant to this ITB, nor any interest therein, shall be transferred to any other party or parties, and in case of such transfer, the District may refuse to carry out such contract, either with the transfer or the transferee. All rights of action for any breach of this contract by a successful proposer are reserved to the District. No officer of the District, nor any person employed in its service, is, or shall be, permitted any share or part of such contract or any benefit which may arise thereunder.

I. Contract and Insurance Coverage

Dependent upon the District's approval of the Contractor selection, the District and the Contractor will finalize the Professional Services Agreement, and the Contractor shall furnish Certificates of Insurance meeting the District specifications. A copy of the proposed Professional Services Agreement is included in this ITB package, which includes insurance requirements.

J. Interpretation of Specifications

Prior to the deadline provided in this ITB for submitting a protest of solicitation, a proposer may request clarification of any provision of this ITB. Request for clarification shall be submitted to the person identified in the Protest of Solicitation section. Any clarification to a proposer, whether orally or in writing, does not change the ITB documents, and is not binding on the District, unless the District amends the ITB by written addendum.

K. Acceptance of Conditions

Each proposer, by the submission of a bid, assents to each and every term and condition set forth anywhere in the ITB and agrees to be bound thereby.

L. Evaluation Committee

The bids shall be evaluated on the lowest bidder who meets the criteria as specified in the mandatory requirements. Those bids submitted that do not meet mandatory requirements outlined in the Instructions to Bidders and Specifications will not be evaluated.

M. Disclosure

Bids will be considered confidential materials and will not be made a part of the public record until after the evaluation process is completed and notice of intent to award is issued. Said files including the evaluation report will then be available for public review.

N. Disclosure of Intent

No employee or elected official of the District may own more than 5% of a business that is submitting a bid on any awards with the District unless it is fully disclosed in the bid documents.

O. Reservations

The District herein expressly reserves the following rights:

1. To negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the District. The District does not intend to award a contract solely on the basis of any response made to this Invitation to Bid or in any way to pay for information solicited or obtained. The information obtained will be used in determining what seems to best serve the interests of the District.

2. To cancel this procurement or reject any or all bids as permitted by the Oregon Public Contracting Code or the District’s Public Contracting Rules when the District determines it would be in its best interest to do so. The District is not responsible for any costs of

Modular Building Purchase any Bidders incurred while submitting a bid; all Bidders who respond to this ITB do so solely at their own expense.

3. To waive informalities in bids as allowed by the District’s Public Contracting Rules.

4. To consider the competency and responsibility of Bidders and of their proposed sub consultants in making the award.

5. In the event any proposer or bidders to whom the contract is awarded shall default in executing said formal contract or in furnishing satisfactory insurance coverage within the time and in the manner hereinafter specified, to re-award the contract to another proposer or bidder.

6. To make the award based on the District’s best judgment as to which bid best meets the District's expectations of a program of the highest quality and innovation within budgetary guidelines.

7. To negotiate the terms and conditions of the contract, including but not limited to the statement of work and contract price, in order to meet the District’s project expectations.

8. To make such changes or corrections in plans, specifications or quantities as it may deem necessary or desirable prior to the bid opening. Bidders will be notified of such changes by written addenda mailed to the address on the specifications holder's list.

9. To cancel the contract upon written notice at any time the District, in its sole judgment, determines that the provider is not meeting the needs of the District.

P. Protest of the Award

Protest of the award of the project to any particular proposer must be in writing, delivered to the District’s Superintendent within seven (7) days after the award of the contract or the issuance of the notice of intent to award the contract, whichever occurs first.

Such protests shall specify the grounds for the protest to be considered by the District pursuant to ORS 279B.410 (2). No protest of the award of the contract shall be considered if submitted after the deadline established for submitting such protest. Unless earlier receipt is established, receipt of notice of intent to award the contract shall be deemed to have occurred three (3) days following the mailing of written notice to proposer addressed to proposer’s address as stated in proposer’s bid.

Upon receipt of a protest of award, the District’s Superintendent shall consider same and may hold in abeyance the completion of final contract documents until consideration of the protest and issuance of a written determination on the protest, which may include, a denial thereof, or, if the District upholds the protest, in whole or in part, the District may in its sole discretion either award the contract to the successful protestor or cancel the solicitation. During the resolution of the protest, the District has the right and ability to continue negotiations with the selected firm, though contract execution may be delayed until resolution of the protest. If the protest is not resolved at the time when the contract is ready to be executed, the Superintendent may authorize the execution of interim 30-day letter agreements for a limited scope of the work with the selected contractor.

Modular Building Purchase

SECTION II - SPECIFICATIONS

A. Background

Crook County Middle School (CCMS) currently has 3 modular buildings on the property. We are interested in purchasing the existing buildings or purchase replacement buildings. Because the modular buildings are already in place, bids submitted must include the cost of installation and setup.

B. The Proposed Project Schedule

The District’s intent is to complete the process of procuring buildings prior to September 30, 2024.

C. The Bid

The District is accepting sealed bids for 3 - 28x64 2 classroom Modular buildings. The sealed bids must be returned on or before 1 PM on September 26, 2024

D. Scope of Services

The full scope and specifications can be found in Appendix A.

E. Contractual Terms

The District intends to enter into a Purchase Agreement (contract) with the selected Contractor based on the selected contractors bid. The contract will be awarded for the duration of the project subject to applicable ORS, OAR and other rules.

F. Bid Requirements

The submitted bid must include the cost to the Crook County School District for the cost of the buildings as well as all costs of installation, infrastructure, setup, and related costs.

G. Additional Information

1. Contact Person

All contact and questions regarding this request for bid or to coordinate a visit to the project site should be directed to Leland Bliss, Director of Operations, 471 NE Ochoco Plaza Drive, Prineville, Oregon 97754, (541) 447-4419.

Modular Building Purchase

BID FOR CONTRACTING SERVICES

ITB TITLE:

221212 Crook County Middle School Modular Building Purchase

DATE: , 2024

TO: Crook County School District Leland Bliss, Director of Operations 471 NE Ochoco Plaza Drive

Prineville, Crook County, Oregon, 97754

The undersigned hereby proposes to furnish, within the time specified, the services, and equipment listed in the District’s Invitation to Bid (ITB), to be delivered in accordance with the ITB specifications, for the fee outlined in this Bid. By signing below, the undersigned acknowledges that it is authorized to execute this bid on behalf of the proposer, that it has read and understands the terms and conditions contained in this ITB, and that it accepts and agrees to be bound by the terms and conditions of this

ITB.

PROPOSER'S FEDERAL EMPLOYER IDENTIFICATION NUMBER:

EQUAL EMPLOYMENT COMPLIANCE REQUIREMENT: By submitting this bid, the undersigned certifies conformance to the applicable Federal Acts, Executive Orders, and Oregon Statutes and Regulations concerning affirmative action toward equal employment opportunities. All information and reports required by the Federal or Oregon State Governments, having responsibility for the enforcement of such laws, shall be supplied to the District upon request for purposes of investigation to ascertain compliance with such acts, regulations and orders. By submitting this bid, the undersigned certifies that the proposer has not discriminated and will not discriminate against any minority, woman or emerging small business enterprise in obtaining any required subcontract.

Receipt is hereby acknowledged of Addenda through .

Are you domiciled in the State of Oregon? YES NO . (If no, list state of organization: __________________________)

Are you registered to do business in the State of Oregon? YES NO .

If you are not headquartered in Oregon, do you or your firm receive, or are you or your firm eligible for any preference in the award of contract with your state or with government bodies in your state?

YES NO .

If so, cite the law or regulation (legal citation preferred): ___________________________

Percent of Preference: % State Preference Received:

PROVIDING INCORRECT INFORMATION MAY BE GROUNDS FOR BID REJECTION OR

CONTRACT CANCELLATION.

Modular Building Purchase

SIGNATURE OF INDIVIDUAL (Signed by Individual)

Signature:

Print or Type Name:

Company:

Address:

City, State, Zip:

Telephone:

SIGNATURE OF PARTNERSHIP OR LIMITED LIABILITY PARTNERSHIP (Signature of One Partner Required)

Print or Type Names of Partners:

Name of Limited Liability Company:

Address:

SIGNATURE OF LIMITED LIABILITY COMPANY (Signature of One Member or Manager required)

Print or Type Names of Partners:

Name of Partnership:

Address:

Modular Building Purchase

SIGNATURE OF CORPORATION (Signatures as Indicated)

Signature:

Print or Type Name:

Corporation Name:

Address:

231004 Crook County Middle School Modular Building Purchase

Appendix A

Appendix A

Specifications for CCMS Modular Building Purchase

Crook County Middle School Modular Building

Supply 3 - 28x64, 2 classroom modular buildings with restrooms in each classroom

LVP Flooring Connections to Water, Power, & Fire Alarm System must be complete Installation must be complete