Jackson Street Flooring 2024.docx

RAPPAHANNOCK AREA COMMUNITY SERVICES BOARD

REQUEST FOR PROPOSALS (RFP)

600 Jackson Street Fredericksburg, VA 22401

Proposals will be accepted electronically via eVA (eva.virginia.gov) until noon (EST) on April 18, 2024.

Questions: See RFP Section XI for details.

In compliance with this Request for Proposals and the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

Name of Firm:

Firm Address:

Firm Representative (Print):

Firm Representative Signature:

Firm Representative Title:

Date:

Federal EIN:

eVA Vendor #:

DUNS #:

Phone Number:

Email Address:

I. Purpose RACSB is seeking proposals from qualified company’s to remove current floor coverings, supply desired flooring and install product as indicted in the color coded plans accompanying this RFP.

II. Agency Overview RACSB is an agency of local government, dedicated to education, recovery, treatment, and wellness of Planning District 16 residents affected by mental health and substance use disorders and developmental disabilities. RACSB is one of forty Community Services Boards in the Commonwealth of Virginia.

RACSB provides services to the residents of the City of Fredericksburg and the counties of Caroline, King George, Spotsylvania and Stafford. Our goal is to serve the community by providing desperately needed services for people with behavioral health concerns. And when possible, we’re committed to preventing behavioral health issues before they arise. We meet these goals through a variety of services, including early intervention, outpatient therapy, medication management, crisis services, residential care, peer support, support coordination, case management, day support, prevention services, and more. RACSB receives funding from Federal, State and Local sources as well as from clients and third-party insurance payors. No one is turned away due to inability to pay. Since 1970, RACSB has been the face of public behavioral healthcare and developmental disability support in the greater Fredericksburg area. RACSB has approximately 600 positions and pays approximately 540 employees per pay period.

III. Agency Contacts

· Authorized Signer – Executive Director

· Authorized Signer (Secondary) – Deputy Executive Director

· Finance Contact – Director of Finance and Administration

· Property Maintenance Contact – Property Maintenance Coordinator

· Procurement Contact – Purchasing Specialist

IV. Intent RACSB is upgrading the floor coverings throughout its 16,000 square foot Clinic and Administration building located at 600 Jackson Street, Fredericksburg, VA 22401. Color coded floor plans are attached. Areas highlighted in blue are not part of the scope of this project (essentially bathrooms, electrical closets, janitorial, storage, and stairwell closets). Areas highlighted in orange will receive luxury vinyl tile. Areas highlighted in yellow will receive carpet squares. Stair risers and treads will receive a vinyl product. The main entrance vestibule will receive a walk off carpet tile with our integrated “Hope Starter” logo. Work is to be performed during evening, night, weekend, and holiday hours. Included are 130 photos that attempt to provide an idea of the scope of work and magnitude of fixtures and furnishings. Photos start at the front door and then proceed counter clockwise through the building. Second floor photos begin after the elevator photo. Second floor photos start with room 201 and proceed in numerical order.

V. Materials Required

· Carpet Tile: Philadelphia Straight Shift 54810 Color: 00515 lever, 18” x 36”, Secondary backing: ecoworx, monolithic

· LVP: Philadelphia 5535V sustain 20mil, Color: 00568 Flaxseed, 6”x48” direct glue

· Cove Base: Johnsonite by Tarkett TA8 Welsh Castle CB (4” throughout, 6” in the waiting room)

· Vestibule: Patcraft Wall Forward Access 10533 Corridor 00510 VI. Scope of Work and Deliverables

· The Contractor shall provide all supervision, materials, labor, tools, equipment, documentation, and all incidentals required and/or implied for the complete and satisfactory performance of flooring services.

· Work shall include, but not be limited to the removal, disposal, and installation of flooring.

· The Contractor shall be responsible for all necessary surface preparation. This shall include the protection of all surface areas, equipment, fixtures, hardware, and similar items that may be in contact with the project area.

· Flooring types sought by the RACSB list in Section V. Materials Required.

· The Contractor shall be responsible for cleaning up all work areas and for the removal of their tools and equipment.

· The Offeror should have the ability to perform multiple tasks within one project or multiple projects simultaneously within a short turnaround period.

· The Contractor shall be responsible for providing professional level technicians required to accomplish the work and for properly supervising them at the work site.

· Contractor shall assure that all work is accomplished in compliance with all applicable County, State, Federal, and local laws, ordinances, rules, regulations, and codes including OSHA requirements and the dated version of the Virginia Uniform Statewide Building Code issued by the Department of Housing and Community Development.

· Contractor shall be responsible for all damages to persons or property that occur as a result of their fault or negligence.

· All work performed under this contract shall be done in a manner that will not adversely affect the integrity of the building’s structural, mechanical, electrical, fire protection, or life safety systems or any other building features that will overload or render useless any portion of the facility.

· Individuals performing installation shall be trained and competent per the manufacturer recommended methods.

· Work shall be inspected by the Property Maintenance Coordinator of RACSB and approved if acceptable. Substandard work shall not be accepted. The Contractor shall be required to correct substandard work and materials to the satisfaction of the Agency Property Maintenance Coordinator.

· Contractor is responsible for removal and disposal of all debris from jobsite, unless approved by Property Maintenance Coordinator.

· All demolition materials (including hazardous waste, if any) shall be disposed of by the Contractor in accordance with all applicable Federal, State, and local requirements daily.

· At the end of the project, the entire construction site shall be cleaned to RACSB standards and be ready for occupancy by RACSB prior to final payment. Contractors will not be allowed to use RACSB dumpsters for construction debris.

VII. Timeline A high-level timeline is provided below for the project. A Project Implementation Plan with specific deliverables and timelines will be developed immediately following contract execution.

Proposals must include an implementation timeline with expected milestones and target completion dates based on the Scope and Deliverables in Section III and the timeline outlined above.

VIII. Budget Proposing firms must submit a detailed, line item budget that includes each deliverable outlined in the Materials Required and Scope of Work and Deliverables in Section(s) V and VI. Vendors should provide a budget narrative that explains pricing structure and any anticipated pricing increases.

IX. Proposal Guidelines Proposals must include:

· Completed and signed RFP Cover Sheet,

· Timeline of completion,

· Narrative of Vendor Qualifications,

· Line item budget to include narrative and justification for each line item,

· Reference Forms, including contacts for at least three clients for comparable work,

· State Corporation Commission Form,

· Proprietary/Confidential Information Identification form, and

· Signed Addenda Acknowledgements, if any.

X. Submission Instructions Proposals are due by noon EST on April 18, 2024, and must be submitted electronically via eVA (eva.virginia.gov), Virginia’s electronic procurement portal. Late or incomplete submissions will not be reviewed. Completed proposals include those with all specified questions answered and all required documents and attachments included as part of the submission.

A. RFP Response: In order to be considered for selection, offerors must submit a complete response to this RFP. Responses must be submitted electronically via eVA (eva.virginia.gov). No other distribution of the proposal shall be made by the offeror.

B. Proposal Preparation: Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

C. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

XI. RFP Questions and Answers Offerors can submit questions regarding the RFP until 5pm (EST) on April 3, 2024. Questions must be submitted via email to purchasing@rappahannockareacsb.org with “Jackson Street Flooring RFP” in the subject line. Emails received after 5pm on April 3, 2024, and emails that do not contain “Jackson Street Flooring RFP” in the subject line will not be answered. All questions and answers will be included as an addendum to the RFP on eVA.

XII. Special Terms and Conditions A. Audit: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by RACSB or the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. Award of Contract: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. RACSB may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should RACSB determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

C. Cancellation of Contract: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 30 days written notice to the contractor. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

D. Renewal of Contract: This contract may be renewed by RACSB upon written agreement of both parties for successive one-year periods, under the terms of the current contract, and at a reasonable time (approximately 60 days) prior to the expiration.

E. Insurance: By signing and submitting a proposal under this solicitation, the Offeror certifies that, if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

During the period of the Contract, RACSB reserves the right to require the Contractor to furnish certificates of insurance for the coverages required by RACSB as indicated.

Coverages Required: Professional insurance, as applicable.

Worker's Compensation - Standard Virginia Workers' Compensation Policy.

Broad Form Comprehensive General Liability - $ 500,000 Combined Single Limit, with the RACSB named as additional insured. The coverage shall include:

Premises - Operations; Products/Completed Operations: Contractual;

Independent Contractors; Owners and Contractor's Protective; Personal Injury (Liable, Slander, Defamation of Character, etc.);

Automobile Liability - $500,000 Combined Single Limit

XIII. General Terms and Conditions A. Announcement of Award: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, RACSB will publicly post such notice on the eVA website (www.eva.virginia.gov) for a minimum of 10 days.

B. Drug-Free Workplace: During the performance of this contract, the contractor agrees to (i) provide a drug- free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

C. Nondiscrimination Of Contractors: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith- based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

D. Bid Price Currency: All proposals shall be in U.S. Dollars (USD).

E. Authorization to Conduct Business in The Commonwealth: A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

F. Governing Law and Jurisdiction: Contractor(s) agree any current or future agreement will be governed by, construed and enforced in accordance with the laws of the Commonwealth of Virginia. Parties agree that personal jurisdiction shall exist in the Commonwealth of Virginia and that the Commonwealth of Virginia shall have subject-matter jurisdiction over any issues arising from interpretation or enforcement of any current or future Agreement. Any lawsuits arising out of any current or future Agreement shall be brought in Fredericksburg, Commonwealth of Virginia.

XIV. Evaluation An evaluation committee will review and evaluate all replies and detailed proposals that meet the minimum qualifications herein. RACSB may request applicants to conduct oral presentations that will also be evaluated by the committee. The evaluation committee will have only the responses to this RFP to review for selection of finalists and, therefore, it is important that offerors emphasize specific information considered pertinent to the services to be provided.

RACSB reserves the right to select and contract with multiple vendors in order to meet the desired outcomes and timelines. Offerors can propose to deliver all or part of the contract activities and must be clear in which parts are proposed for completion and specify which components of the solicitation were intentionally excluded.

Attachment A: Vendor Data Sheet Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your proposal nonresponsive.

· Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

· Vendor’s Primary Contact:

· eVA Vendor ID or DUNS Number:________________________________________________________________

· Indicate below at least three current or recent accounts, either commercial or governmental, that your company is servicing, has serviced or has provided similar goods. Include the length of service and the name, address and telephone number of the point of contact.

I certify the accuracy of this information.

Signed:______________________________________________ Title:______________________________________ Date:________________________________________________ Attachment B: State Corporation Commission Form

Virginia State Corporation Commission (SCC) registration information. The undersigned Offeror:

· is a corporation or other business entity with the following SCC identification number:

-OR-

· is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

-OR-

· is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from offeror’s out-of-state location)

-OR-

· is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):

Signature:________________________________________________ Date:________________________

Print Name and Title:______________________________________________________________________ Name of Firm:____________________________________________________________________________

Attachment C – Proprietary/Confidential Information Identification

Trade secrets or proprietary information submitted by an Offeror shall not be subjected to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected including the section of the proposal in which it is contained and the page numbers, and state the reasons why protection is necessary. The proprietary or trade secret material submitted in the original and all copies of the proposal must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures or paragraphs that constitute trade secret or proprietary information submitted shall be submitted on this form. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. If, after being given reasonable time, the Offeror refuses to withdraw such a classification designation, the proposal will be rejected.

__________________________________ invokes the protections of § 2.2-434F of the Code of Virginia for the following portions of our proposal submitted on __________________.

Signature:______________________________________________ Date:_____________________________

Title:__________________________________________________

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