PVD25-69- Public Property- RFP- Locksmith Services Two Year Contract with Two One Year Optoins to Renew (Open Enrollment)- MT 49236.pdf

Revised: 7/28/2024

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

REQUEST FOR PROPOSALS

Item Description: LOCKSMITH SERVICES TWO YEAR CONTRACT WITH TWO ONE YEAR OPTIONS TO RENEW (OPEN

ENROLLMENT)

Procurement/MinuteTraq #: 49236

Date to be opened: 5/19/2025

Issuing Department: Department of Public Property

QUESTIONS

• Please direct questions related to the process, how to fill out forms, and how to submit an application(Pages 1-8) to the Purchasing Department.

o Email: purchasing@providenceri.gov Please use the subject line “Solicitation Question”

• Please direct questions relative to the Minority and Women’s Business Enterprise Program and the corresponding forms (Pages 10-11) to the MBE/WBE Outreach Director for the City of Providence, Grace Diaz o Email: gdiaz@providenceri.gov Please use subject line “MBE WBE Forms”

• Please direct questions relative to the specifications outlined (beginning on page 14) to the issuing department’s subject matter expert:

o Name: Chevell Burgess o Title: Deputy Director of Purchasing o Email Address: cbugress@providenceri.gov

Pre-submission Conference There is no pre-bid conference scheduled for this item.

Deadline for questions submissions:

Friday May 9, 2025 by 12PM mailto:purchasing@providenceri.gov mailto:gdiaz@providenceri.gov

INSTRUCTIONS FOR SUBMISSION

Meeting Date: 5/19/2025

Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City Clerk. Room 311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly opened and read at the Board of Contract Meeting in Conference Room 305, on the 3rd floor of City Hall.

• Bidders must submit 2 copies of their bid in sealed envelopes or packages labeled with the captioned Item Description and the City Department to which the solicitation and bid are related and must include the company name and address on the envelope as well. (On page 1).

• If required by the Department, please keep the original bid bond and check in only one of the envelopes.

• Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e. product information/samples) should have “NOT A BID” written on the envelope or wrapper.

• Only use form versions and templates included in this solicitation. If you have an old version of a form do not recycle it for use in this bid.

• The bid envelope and information relative to the bid must be addressed to:

Board of Contract and Supply Department of the City Clerk – City Hall, Room 311 25 Dorrance Street Providence, RI 02903

**PLEASE NOTE: This bid may include details regarding information that you will need to provide (such as proof of licenses) to the issuing department before the formalization of an award.

This information is NOT requested to be provided in your initial bid by design.

All bids submitted to the City Clerk become public record. Failure to follow instructions could result in information considered private being posted to the city’s Open Meetings Portal and made available as a public record. The City has made a conscious effort to avoid the posting of sensitive information on the City’s Open Meetings Portal, by requesting that such sensitive information be submitted to the issuing department only at their request.

BID PACKAGE CHECKLIST

Digital forms are available in the City of Providence Purchasing Department Office or online at http://www.providenceri.gov/purchasing/how-to-submit-a-bid/

The bid package MUST include the following, in this order:

• Bid Form 1: Bidder's Blank as the cover page/ 1st page (see page 6 of this document)

• Bid Form 2: Certification of Bidder as 2nd page (see page 7 of this document)

• Bid Form 3: Certificate Regarding Public Records (see page 8 of this document)

• Bid Form 4: Affidavit of City Vendor (see pages 9 and 10 of this document)

• Forms from the Minority and Women Business Enterprise Program: Based on Bidder Category. See forms and instructions enclosed (pages 10-11) or on:

https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-program/

*Please note: MBE/WBE forms must be completed for EVERY bid submitted and must be inclusive of ALL required signatures. Forms without all required signatures will be considered incomplete.

• Bidder’s Proposal/Packet: Formal response to the specifications outlined in this RFP, including pricing information and details related to the good(s) or service(s) being provided. Please be mindful of formatting responses as requested to ensure clarity.

• Financial Assurance, if requested (as indicated on page 5 of this document under “Bid Terms”)

All of the above listed documents are REQUIRED. (With the exception of financial assurances, which are only required if specified on page 5.)

***Failure to meet specified deadlines, follow specific submission instructions, or enclose all required documents with all applicable signatures will result in disqualification, or in an inability to appropriately evaluate bids.

http://www.providenceri.gov/purchasing/how-to-submit-a-bid/ https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-program/

NOTICE TO VENDORS

1. The Board of Contract and Supply will make the award to the lowest qualified and responsible bidder.

2. In determining the lowest responsible bidder, cash discounts based on preferable payment terms will not be considered.

3. Where prices are the same, the Board of Contract and Supply reserves the right to award to one bidder, or to split the award.

4. No proposal will be accepted if the bid is made in collusion with any other bidder.

5. Bids may be submitted on an “equal in quality” basis. The City reserves the right to decide equality.

Bidders must indicate brand or the make being offered and submit detailed specifications if other than brand requested.

6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.

7. The Board of Contract and Supply reserves the right to reject any and all bids.

8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence, immediately upon the conclusion of the formal Board of Contract and Supply meeting during which the bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City’s Open Meetings Portal.

9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island Sales Tax, prices quoted are not to include these taxes.

10. In case of error in the extension of prices quoted, the unit price will govern.

11. The contractor will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally or equitably any monies or any claim thereto without the previous written consent of the City Purchasing Director.

12. Delivery dates must be shown in the bid. If no delivery date is specified, it will be assumed that an immediate delivery from stock will be made.

13. A certificate of insurance will normally be required of a successful vendor.

14. For many contracts involving construction, alteration and/or repair work, State law provisions concerning payment of prevailing wage rates apply (RIGL Sec. 37-13-1 et seq.)

15. No goods should be delivered, or work started without a Purchase Order.

16. Submit 2 copies of the bid to the City Clerk, unless the specification section of this document indicates otherwise.

17. Bidder must certify that it does not unlawfully discriminate on the basis of race, color, national origin, gender, gender identity or expression, sexual orientation and/or religion in its business and hiring practices and that all of its employees are lawfully employed under all applicable federal, state and local laws, rules and regulations. (See Bid Form 2.)

http://providenceri.iqm2.com/Citizens/Default.aspx http://providenceri.iqm2.com/Citizens/Default.aspx http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM

BID TERMS

1. Financial assurances may be required in order to be a successful bidder for Commodity or Construction and Service contracts. If either of the first two checkboxes below is checked, the specified assurance must accompany a bid, or the bid will not be considered by the Board of Contract and Supply. The third checkbox indicates the lowest responsible bidder will be contacted and required to post a bond to be awarded the contract.

a) A certified check for $ must be deposited with the City Clerk as a guarantee that the

Contract will be signed and delivered by the bidder.

b) A bid bond in the amount of per centum (%) of the proposed total price, must be deposited with the City Clerk as a guarantee that the contract will be signed and delivered by the bidder; and the amount of such bid bond shall be retained for the use of the City as liquidated damages in case of default. Any person signing a bid bond as an attorney-in-fact shall include with the bid bond an original, or a photocopy or facsimile of an original, power of attorney.

c) A performance and payment bond with a satisfactory surety company will be posted by the bidder in a sum equal to one hundred per centum (100%) of the awarded contract.

d) No financial assurance is necessary for this item.

2. Awards will be made within nighty (90) days of bid opening. All bid prices will be considered firm, unless qualified otherwise. Requests for price increases will not be honored.

3. Failure to deliver within the time quoted or failure to meet specifications may result in default in accordance with the general specifications. It is agreed that deliveries and/or completion are subject to strikes, lockouts, accidents, and Acts of God.

The following entry applies only for COMMODITY BID TERMS:

4. Payment for partial delivery will not be allowed except when provided for in blanket or term contracts.

The following entries apply only for CONSTRUCTION AND SERVICE BID TERMS:

5. Only one shipping charge will be applied in the event of partial deliveries for blanket or term contracts.

6. Prior to commencing performance under the contract, the successful bidder shall attest to compliance with the provisions of the Rhode Island Worker’s Compensation Act, RIGL 28-29-1, et seq. If exempt from compliance, the successful bidder shall submit a sworn Affidavit by a corporate officer to that effect, which shall accompany the signed contract.

7. Prior to commencing performance under the contract, the successful bidder shall, submit a certificate of insurance, in a form and in an amount satisfactory to the City.

http://webserver.rilegislature.gov/Statutes/TITLE28/28-29/INDEX.htm

BID FORM 1: Bidders Blank

1. Bids must meet the attached specifications. Any exceptions or modifications must be noted and fully explained.

2. Bidder’s responses must be in ink or typewritten, and all blanks on the bid form should be completed.

3. The price or prices proposed should be stated both in WRITING and in FIGURES, and any proposal not so stated may be rejected. Contracts exceeding twelve months must specify annual costs for each year.

4. Bids SHOULD BE TOTALED so that the final cost is clearly stated (unless submitting a unit price bid), however each item should be priced individually. Do not group items. Awards may be made on the basis of total bid or by individual items.

5. All bids MUST BE SIGNED IN INK.

Name of Bidder (Firm or Individual):

Contact Name:

Business Address:

Business Phone #:

Contact Email Address:

Agrees to bid on (Write the “Item Description” here):

If the bidder’s company is based in a state other than Rhode

Island, list name and contact information for a local agent for service of process that is located within Rhode Island

Delivery Date (if applicable):

Name of Surety Company (if applicable):

Total Amount in Writing*:

Total Amount in Figures*:

*If you are submitting a unit price bid, please insert “Unit Price Bid”

Use additional pages if necessary for additional bidding details.

Signature of Representation

Title

BID FORM 2: Certification of Bidder (Non-Discrimination/Hiring)

Upon behalf of_____________________________________________ (Firm or Individual Bidding), I, (Name of Person Making Certification), being its (Title or “Self”), hereby certify that:

1. Bidder does not unlawfully discriminate on the basis of race, color, national origin, gender, sexual orientation and/or religion in its business and hiring practices.

2. All of Bidder’s employees have been hired in compliance with all applicable federal, state and local laws, rules and regulations.

I affirm by signing below that I am duly authorized on behalf of Bidder, on this day of 20 .

Printed Name

BID FORM 3: Certificate Regarding Public Records

Upon behalf of______________________________________________ (Firm or Individual Bidding), I, (Name of Person Making Certification), being its (Title or “Self”), hereby certify an understanding that:

1. All bids submitted in response to Requests for Proposals (RFP’s) and Requests for Qualification (RFQ’s), documents contained within, and the details outlined on those documents become public record upon receipt by the City Clerk’s office and opening at the corresponding Board of Contract and Supply (BOCS) meeting.

2. The Purchasing Department and the issuing department for this RFP/RFQ have made a conscious effort to request that sensitive/personal information be submitted directly to the issuing department and only at request if verification of specific details is critical the evaluation of a vendor’s bid.

3. The requested supplemental information may be crucial to evaluating bids. Failure to provide such details may result in disqualification, or an inability to appropriately evaluate bids.

4. If sensitive information that has not been requested is enclosed or if a bidder opts to enclose the defined supplemental information prior to the issuing department’s request in the bidding packet submitted to the City Clerk, the City of Providence has no obligation to redact those details and bears no liability associated with the information becoming public record.

5. The City of Providence observes a public and transparent bidding process. Information required in the bidding packet may not be submitted directly to the issuing department at the discretion of the bidder in order to protect other information, such as pricing terms, from becoming public. Bidders who make such an attempt will be disqualified.

I affirm by signing below that I am duly authorized on behalf of Bidder, on this day of 20 .

Printed Name

BID FORM 4: Affidavit of City Vendor

Per our Code of Ordinances Sec. 21.-28.1 (e), this form applies to a) the business, b) any political action committee whose name includes the name of the business, c) all persons holding ten (10) percent or greater equity interest or five thousand dollars ($5,000.00) or greater cash value interest in the business at any time during the reporting period, d) all executive officers of the business entity, e) any spouse or dependent child of any individual identified in a) though d) above.

Executive officers who are not residents of the state of Rhode Island are exempted from this requirement.

Per R.I.G.L. § 36-14-2, “Business” means a sole proprietorship, partnership, firm, corporation, holding company, joint stock company, receivership, trust, or any other entity recognized in law through which business for profit or not for profit is conducted.

Name of the person making this affidavit: ____________________________________________

Position in the “Business” ________________________________________________________

Name of Entity _________________________________________________________________

Address: ________________________________________________________________________

Phone number: ________________

The number of persons or entities in your entity that are required to report under Sec. 21.-28.1 (e): _____

Read the following paragraph and answer one of the options:

Within the 12 month period preceding the date of this bid submission with the City of Providence, or with respect to the contracts that are not in writing within the 12 month period preceding the date of notification that the contract has reached the $100,000 threshold, have you made campaign contributions within a calendar year to (please list all persons or entities required under Sec. 21.-28.1 (e)).

a. Members of the Providence City Council? ☐ Yes ☐ No

• If Yes, please complete the following:

Recipient(s) of the Contribution:

Contribution Date(s): Contribution Amount(s):

b. Candidates for election or reelection to the Providence City Council? ☐ Yes ☐ No

• If Yes, please complete the following:

c. The Mayor of Providence? ☐ Yes ☐ No

d. Candidates for election or reelection to the office of Mayor of Providence? ☐ Yes ☐ No

Signed under the pains and penalties of perjury. Position https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI http://webserver.rilegislature.gov/Statutes/TITLE36/36-14/36-14-2.htm https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI

MBE/WBE Participation Plan

Please complete separate forms for each MBE/WBE subcontractor/supplier to be utilized on the solicitation.

Bidder’s Name:

Bidder’s Address:

Point of Contact:

Telephone:

Email:

Procurement #:

Project Name:

Which one of the following describes your business’ status in terms of Minority and/or Woman Owned Business Enterprise certification with the State of Rhode Island? (Check all that apply).

☐MBE ☐WBE ☐Neither MBE nor WBE

This form is intended to capture commitments between the prime contractor/vendor and MBE/WBE subcontractors and suppliers, including a description of the work to be performed and the percentage of the work as submitted to the prime contractor/vendor.

Please note that all MBE/WBE subcontractors/suppliers must be certified by the Office of Diversity, Equity and Opportunity at the time of bid. The MBE/WBE Directory can be found here. Please visit, the City’s MBE/WBE page for details of the program (e.g.

instructions and requirements).

• Nonprofit organizations are not required to complete the rest of this form.

• Construction projects unable to identify subcontractors prior to bid submission (e.g. Design Build) are required to provide updates to the MBE/WBE Outreach Office Name of Subcontractor/Supplier:

Type of RI Certification: ☐MBE ☐WBE ☐Neither Address:

Point of Contact:

Telephone:

Email:

Detailed Description of Work to Be Performed by Subcontractor or Materials to be Supplied by Supplier Per the Scope of Work provided in the RFP

Total Contract Value ($):

Subcontract Value ($): Participation

Rate (%):

Anticipated Date of Performance:

I certify under penalty of perjury that the forgoing statements are true and correct.

Prime Contractor/Vendor Signature Title Date

Subcontractor/Supplier Signature Title Date

*If you did not meet the 20% MBE/WBE combined participation goal, submit a Waiver Request Form.

https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe

MBE/WBE Waiver Request Form Fill out this form only if you did not meet the 20% MBE/WBE participation goal.

State-certified MBE or WBE Prime Bidders are NOT REQUIRED to fill out this form.

Submit this form to the City of Providence MBE/WBE Outreach Director, Grace Diaz, at gdiaz@providenceri.gov, for review prior to bid submission. This waiver applies only to the current bid which you are submitting to the City of Providence and does not apply to other bids your company may submit in the future. In case a waiver is needed, City Department Directors should not recommend a bidder for an award if this form is not included, absent or is not signed by the city of Providence MBE/WBE director.

Prime Bidder: _______________________________________ Contact Email and Phone________________________________ Company Name, Address: ________________________________________ Trade _________________________________ Project /Item Description (as seen on RFP):

To receive a waiver, you must list the certified MBE and/or WBE companies you contacted, the name of the primary individual with whom you interacted, and the reason the MBE/WBE company could not participate on this project.

MBE/WBE Company Name

Individual’s Name Company Name Why did you choose not to work with this company?

I acknowledge the City of Providence’s goal of a combined MBE/WBE participation is 20% of the total bid value. I am requesting a waiver of _______ % MBE/WBE (20% minus the value of Box F on the Subcontractor Disclosure Form). If an opportunity is identified to subcontract any task associated with the fulfillment of this contract, a good faith effort will be made to select MBE/WBE certified businesses as partners.

Signature of Prime Contractor / Printed Name Date Signed or Duly Authorized Representative

Signature of City of Providence Printed Name of City of Providence Date Signed MBE/WBE Outreach Director / MBE/WBE Outreach Director or Duly Authorized Representative mailto:gdiaz@providenceri.gov

FOR CONSTRUCTION PROJECTS

APPRENTICE REQUIREMENTS (Construction Projects Valued at $100,000 or More).

Attention of prospective bidders is called to the fact that this project is to be bid upon and executed under the City of Providence Code of Ordinances Chapter 21 Art. II Section 21-28.1 c(1) and (2) related to utilizing apprentices in the contract. This ordinance outlines requirements for utilizing not less than 15% of total hours worked by apprentices. The City may lower this percentage only if it determines in writing that compliance is not feasible or that it would be unduly cost prohibitive to the project. The attention of prospective bidders is also called to the fact that reporting the efforts undertaken and progress towards achieving the requirements in this ordinance is a condition for payment. Compliance reporting shall be submitted with any contract payment requisition, in a format to be specified by the City. This demonstration of compliance through such reports shall be a condition of the requisition for payment to be processed. Upon the contract being awarded to the successful bidder, a mandatory meeting will be scheduled to review the project requirements relative to apprenticeship requirements and the process and protocols by which these goals will be achieved. At this meeting, specific forms and procedures for the documentation and achievement of these requirements by the successful bidder will be provided, discussed and agreed upon for the execution of the contract.

“FIRST SOURCE” REQUIREMENTS.

Attention of prospective bidders is called to the fact that this project is to be bid upon and executed under the City of Providence Code of Ordinances Chapter 21 Art. III 1/2 First Source Agreements Sec. 21-91 through 21-96. This ordinance outlines requirements for hiring Providence residents to work on this project. The City may waive this requirement only upon a determination in writing that qualified residents of Providence are not available for the project, pursuant to Sec. 21-94(e). The attention of prospective bidders is called to the fact that reporting the efforts undertaken and progress towards achieving the requirements in this ordinance is a condition for payment. Compliance reporting shall be submitted with any contract payment requisition, in a format to be specified by the City.

This demonstration of compliance through such reports shall be a condition of the requisition for payment to be processed. Upon the contract being awarded to the successful bidder, a mandatory meeting will be scheduled to review the project requirements relative to the First Source Agreements and the process and protocols by which these goals will be achieved. At this meeting, specific forms and procedures for the documentation and achievement of these requirements by the successful bidder will be provided, discussed, and agreed upon for the execution of the contract.

https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIII_1-2_FIURAG

BID PACKAGE SPECIFICATIONS

Overview

The City of Providence is seeking qualified vendors to provide locksmith services for various owned facilities such as administrative offices, Providence City Hall, Police & Fire Stations and other specialized buildings. In addition to providing services to facilities, the city is requesting qualified vendors to provide services in new key cutting and duplications. The approved bidder(s) will be contacted for a price quite for service on a needed basis. This will be an Open Enrollment with the expectancy of 3 bid opening cycles to provide labor, materials, services skills and necessary tools and equipment for the installation, repair, service parts and hardware for locksmith services as well as the possibility for 24-hour emergency services.

General Requirements

Services will involve the repair, maintenance and installation of various locking systems and associated hardware projects as well as the possibility of 24-hour emergency services. Task orders will be issued by the individual requesting departments on an as needed basis. This request for proposal and potential subsequent award(s) does not guarantee that the City of Providence will utilize any contractor for a minimum or maximum amount of time or for a minimum or maximum dollar value of work over the term of the contract.

The successful bidder(s) must have and maintain a valid certificate of registration issued by the Contractors’ Registration Board throughout the term of the contract awarded pursuant to this RFP and ensure that its subcontractors, unless exempt from registration, also obtain and maintain valid certificates of registration.

The successful bidder(s) must be equipped to provide mobile services for as need services

Bidders must be able to respond to emergency calls within two hours. This response time applies to usual business hours, evenings, weekends, and holidays.

The Successful Bidder(s) and anyone performing any services associated with this contract award pursuant to this solicitation must possess all the licenses required by federal, State and local law to perform such work. (The issuing department will seek this information directly after the bids are received and reviewed).

Certified payrolls may be requested at any time upon the City’s request.

All Bidder(s) must be in compliance with all OSHA, DEC and EPA/DEM laws and regulations. It is a requirement for the selected bidder(s) to have a current OSHA 10 card. (The issuing department will seek this information directly after the bids are received and reviewed).

Prior to the execution of this contract, the successful bidder(s) must be insured, and a certification of insurance must be provided to the city- listing the “City of Providence” as additionally insured. (The issuing department will seek this information directly after the bids are received and reviewed).

Scope of Work

Furnish all labor, materials tools, equipment, licenses, transportation and incidentals to provide locksmith services in accordance with all bid provisions. The following is a list of the types of services to be performed under this RFP. This list is neither exclusive nor complete.

• Open building door or interior doors

• Open automobile door

• Duplicating keys

• Cut all keys as requested o Replacement by the Contractor, at no extra charge, of any copy of a key that fails to operate the respective lock.

• Repair, replace, re-key cylinders when requested

• Maintain and covert when requested interior and exterior door locks, padlocks, safes, deadbolts and alarm system keys

• Repair and change codes or replace bush button locks

• Perform maintenance and repairs on door locks, crash-bars, files, desks, padlocks, latches and other related items

• Re-keying master keying and rebuilding cylinders

• Removal of old locks and installation of new locks

Hours of Service

Regular working hours: Monday-Friday 8:00 AM – 5:00 PM.

Overtime hours: Monday-Friday, 5:01 PM – 7:59 AM, all day Saturday, Sundays and State Legal Holidays.

Emergency services: Bidder(s) shall maintain a twenty-four (24) hour capability with sufficient manpower, equipment and vehicles to assure emergency repair response and a two (2) hour response time is expected for emergency service.

Service calls: Bidder(s) must respond by phone within two (2) hours and establish a mutually agreed arrival time at the requesting department. The User Agency must be advised and must approve if more than (1) person is necessary on the project.

The successful bidder(s) must not dispatch more than one (1) person as a matter of routine per work order. If more than one person is necessary, hourly rates reflect the net cost of labor. Travel time shall not be an allowable expense. All billable time is for on-site services unless approved in writing by the City.

The extended/ overtime hourly rates shall not exceed 1 ½ times the value of the hourly rate.

The Bidder(s) shall comply with minimum wages standards and any other applicable laws of the State of Rhode Island.

Labor and Material Charges

The hourly rates quoted are assumed to be straight-time rate for all labor, equipment use and materials.

The cost of materials shall not exceed a 10% mark-up from the actual cost.

Parts

Bidder(s) must be able to furnish all locking hardware and associate parts in conjunction with a repair or otherwise needed.

All unusable materials and debris shall be removed from the premises. Upon completion, the successful bidder(s) shall thoroughly clean up all areas where work has been involved.

Bidder(s) will be responsible for the restoration of any damaged or disturbed areas to their original conditions.

Warranty

A. Type of Warranty Coverage Required

Bidder(s) shall warrant the products and/ or services against faulty labor and /or defective material for no less than ninety (90) calendar days after the date of acceptance by the City. This warranty requirement shall remain in effect for the full period of the executed contract term. Any payment by the City on behalf of the goods or service received does not constitute a waiver of these warranty provisions.

B. Correcting Defects Covered Under Warranty Bidder(s) shall be responsible for promptly correcting any deficiency, at no cost to the, within five (5) calendar days after the City notifies the vendor of such deficiency.

C. All warranties via manufactures shall apply.

Reporting

Bidder(s) personnel shall report arrival to and departure from job site to the requesting department or designated representative.

Bidder(s) shall develop and maintain a log of all repairs, maintenance, keys made and issued to.

A request for an accurate signed for log can be requested at any time by the City.

Term of Engagement

The City is seeking a multi-year partner. This contract will be awarded for a period of two years ( effective from July 1, 2025, through June 30, 2027) with an additional two- one-year option terms (TBD effective from July 1, 2027, to June 30, 2028 & July 1, 2028, to June 30, 2029). The decision to renew the contract will be at the sole discretion of the City of Providence. Automatic renewals are not allowed. The contract resulting from this solicitation shall be structured as a fixed-fee contract and all prices quoted must remain firm for this period.

Proposed Schedule

The timeline for the selection process is presented below. A pre-bid conference is not scheduled for this item. Complete responses must be received by Monday May 19, 2025, at 2:15 pm and sent to the City Clerk (25 Dorrance Street Providence, RI 02903 Room 311). No faxed or electronic submissions will be accepted. Upon awarding the bid, the City would plan to commence work starting July 1, 2025. Any changes will be posted to the City of Providence Purchasing Department official website located at https://www.providenceri.gov/purchasing/openrfpsummary/ . Respondents are responsible for checking the website for any scheduled changes.

Events Date

Request for Proposals Issued Monday April 21, 2025

Deadline to submit bid questions (via email to subject matter experts)

Friday May 9, 2025

Final response to questions (via public addendum) Wednesday May14, 2025

Bids Due Monday May 19, 2025

Award

This bid may be awarded either in whole or in part to multiple vendors, whichever is in the best interest of the City of Providence and will be utilized on an “as needed” basis. There is no guarantee that any/all items will be purchased.

The award of this contract in no way obligates the City to spend the corresponding estimated dollars. The City reserves the right to cancel this contract at any time with 30 day written notice.

Pricing

All pricing must include shipping, handling, freight & inside delivery. THERE SHALL BE NO CHARGES IN EXCESS OF THOSE

QUOTED, INCLUDING FUEL SURCHARGES.

Billing must be reflecting of actual time worked. Bidders cannot require a minimum number of hours for service calls.

All invoices submitted must reflect pricing as per the enclosed bid proposal pages in order for payment to be rendered (i.e., time in and out, service rendered, etc.).

Bidders shall submit a detailed cost breakdown identifying the base product cost, estimated tariff percentage, freight, and any other cost components. The agency reserves the right to request supporting documentation to verify the reasonableness of pricing, including supplier invoices, historical pricing data, or manufacturer quotes https://www.providenceri.gov/purchasing/openrfpsummary/

Federally Imposed Tariffs

Changes in price (increase or decrease) resulting directly from a new or updated federal tariff, excise tax, or duty, imposed after contract award may be adjusted during the contract period or before delivery into the United States via contract amendment.

a. Notification of Changes: The Contractor must promptly notify the Procurement Officer in writing of any new, increased, or decreased federal excise tax or duty that may result in either an increase or decrease in the contact price and shall take appropriate action as directed by the Procurement Officer.

b. After-imposed or Increased Taxes and Duties: Any federal excise tax or duty for goods or services covered by this contract that was exempted or excluded on the contract award date but later imposed on the Contractor during the contract period, as the result of legislative, judicial, or administrative action may result in a price increase provided:

1) The tax or duty takes effect after the contract award date and isn't otherwise addressed by the contract;

2) The Contractor warrants, in writing, that no amount of the newly imposed federal excise tax or duty or rate increase was included in the contract price, as a contingency or otherwise.

a. After-relieved or Decreased Taxes and Duties: The contract price shall be decreased by the amount of any decrease in federal excise tax or duty for goods or services under the contract, except social security or other employment taxes, that the Contractor is required to pay or bear, or does not obtain a refund of, through the Contractor's fault, negligence, or failure to follow instructions of the Procurement Officer.

b. City's Ability to Make Changes: The City reserves the right to request verification of federal excise tax or duty amounts on goods or services covered by this contract and increase or decrease the contract price accordingly.

Notice for submission

Narrative and format: Bid proposals must address specifically each of the following elements.

A. Qualifications- Please provide a detailed description of the vendors’ experience in the locksmith industry B. Staffing information (Attachment A) C. Three References (Attachment B) D. Cost Proposal (Attachment C) https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=e7c3de2c69ecf724736be4cfdf5433ce&term_occur=7&term_src=Title%3A48%3AChapter%3A1%3ASubchapter%3AH%3APart%3A52%3ASubpart%3A52.2%3A52.229-3

Evaluation Criteria Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting contract. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.

Criteria Pass/Fail

Licensing

Qualifications

References

Cost Proposal

Overall Pass/Fail Pass/Fail

Attachment A: Service Team: Members Form

Firm Name: _____________________________________

Point of Contact: _________________________________

Address: ________________________________________

Telephone: ______________________________________

Email: _________________________________________

Supervisor Point of Contact: _________________________

Telephone: _______________________________________

Email: ___________________________________________

Invoice Questions Point of Contact: _____________________

Telephone: _________________________________________

Email: _____________________________________________

Attachment B: References

Please list at least three (3) customers with whom you have contracted to provide similar services. Preferably, references should be municipalities which are of approximate size as the City of Providence, and a website address should be included if available.

Reference #1 Company Name:

Contact Person: Telephone #:

Contract Dates: To

Website Address:

Reference #2 Company Name:

Contact Person: Telephone #:

Contract Dates: To

Website Address:

Reference #3 Company Name:

Contact Person: Telephone #:

Contract Dates: To

Website Address:

Attachment C: Cost Proposal LOCKSMITH SERVICES TWO YEAR CONTRACT WITH TWO ONE YEAR OPTIONS TO RENEW (OPEN ENROLLMENT)

Vendor Name: ___________________________ Tel No: _________________________

Address: _______________________________ Email: __________________________

City - State: ____________________________

Key Duplication Services (Various times / Not limited to)

Description Measure Unit Price

Regular Each

Double sided Each

Sectional Each

High Security Each

Hourly Rates

Description Measure Price

Straight Time ( Within usual business hours, M-F 8AM-5PM)

Per Hour

Premium Time (Evenings M-F After 5 PM)

Per Hour

Saturdays Per Hour

Sundays Per Hour

Holidays Per Hour

SUPPLEMENTAL INFORMATION

If the issuing department for this RFP determines that your firm’s bid is best suited to accommodate their need, you will be asked to provide proof of the following prior to formalizing an award.

An inability to provide the outlined items at the request of the department may lead to the disqualification of your bid.

This information is NOT requested to be provided in your initial bid that you will submit to the City Clerk’s office by the “date to be opened” noted on page 1. This list only serves as a list of items that your firm should be ready to provide on request.

All bids submitted to the City Clerk become public record. Failure to follow instructions could result in information considered private being posted to the city’s Open Meetings Portal and made available as a public record.

You must be able to provide:

• Business Tax ID will be requested after an award is approved by the Board of Contract and Supply.

• Proof of Insurance.

• Certificate of Good Standing with the Rhode Island Secretary of State.

Revised: 4/29/2023

CITY OF PROVIDENCE STANDARD TERMS & CONDITIONS

1. The terms “you” and “your” contained herein refer to the person or entity that is a party to the agreement with the City of Providence (“the City”) and to such person’s or entity’s employees, officers, and agents.

2. The Request For Proposals (“RFP”) and these Standard Terms and Conditions together constitute the entire agreement of the parties (“the Agreement”) with regard to any and all matters. By your submission of a bid proposal or response to the City’s RFP, you accept these Standard Terms & Conditions and agree that they supersede any conflicting provisions provided by bid or in any terms and conditions contained or linked within a bid and/or response. Changes in the terms and conditions of the Agreement, or the scope of work thereunder, may only be made by a writing signed by the parties.

3. You are an independent contractor and in no way does this Agreement render you an employee or agent of the City or entitle you to fringe benefits, workers’ compensation, pension obligations, retirement or any other employment benefits. The City shall not deduct federal or state income taxes, social security or Medicare withholdings, or any other taxes required to be deducted by an employer, and this is your responsibility to yourself and your employees and agents.

4. You shall not assign your rights and obligations under this Agreement without the prior written consent of the City. Any assignment without prior written consent of the City shall be voidable at the election of the City. The City retains the right to refuse any and all assignments in the City’s sole and absolute discretion.

5. Invoices submitted to the City shall be payable sixty

(60) days from the time of receipt by the City.

Invoices shall include support documentation necessary to evidence completion of the work being invoiced. The City may request any other reasonable documentation in support of an invoice.

The time for payment shall not commence, and invoices shall not be processed for payment, until you provide reasonably sufficient support documentation. In no circumstances shall the City be obligated to pay or shall you be entitled to receive interest on any overdue invoice or payment.

In no circumstances shall the City be obligated to pay any costs associated with your collection of an outstanding invoice.

6. For contracts involving construction, alteration, and/or repair work, the provisions of applicable state labor law concerning payment of prevailing wage rates (R.I. Gen. Laws §§ 37-13-1 et seq., as amended) and the City’s First Source Ordinance (Providence Code of Ordinances §§ 21-91 et seq., as amended) apply.

7. With regard to any issues, claims, or controversies that may arise under this Agreement, the City shall not be required to submit to dispute resolution or mandatory/binding arbitration. Nothing prevents the parties from mutually agreeing to settle any disputes using mediation or non-binding arbitration.

8. To the fullest extent permitted by law, you shall indemnify, defend, and hold harmless the City, its employees, officers, agents, and assigns from and against any and all claims, damages, losses, allegations, demands, actions, causes of action, suits, obligations, fines, penalties, judgments, liabilities, costs and expenses, including but not limited to attorneys’ fees, of any nature whatsoever arising out of, in connection with, or resulting from the performance of the work provided in the Agreement.

9. You shall maintain throughout the term of this Agreement the insurance coverage that is required by the RFP or, if none is required in the RFP, insurance coverage that is considered in your industry to be commercially reasonable, and you agree to name the City as an additional insured on your general liability policy and on any umbrella policy you carry.

10. The City shall not subject itself to any contractual limitations on liability. The City shall have the time permitted within the applicable statute of limitations, and no less, to bring or assert any and all causes of action, suits, claims or demands the City may have arising out of, in connection with, or resulting from the performance of the work provided in the Agreement, and in no event does the City agree to limit your liability to the price of the Agreement or any other monetary limit.

11. The City may terminate this Agreement upon five

(5) days’ written notice to you if you fail to observe any of the terms and conditions of this Agreement, or if the City believes your ability to perform the

Revised: 4/29/2023 terms and conditions of this Agreement has been materially impaired in any way, including but in no way limited to loss of insurance coverage, lapsing of a surety bond, if required, declaration of bankruptcy, or appointment of a receiver. In the event of termination by the City, you shall be entitled to just and equitable compensation for any satisfactory work completed and expenses incurred up to the date of termination.

12. Written notice hereunder shall be deemed to have been duly served if delivered in person to the individual or member of the firm or entity or to an officer of the entity for whom it was intended, or if delivered at or sent by registered or certified mail to the last business address known by the party providing notice.

13. In no event shall the Agreement automatically renew or be extended without a writing signed by the parties.

14. You agree that products produced or resulting from the performance of the Agreement are the sole property of the City and may not be used by you without the express written permission of the City.

15. For any Agreement involving the sharing or exchange of data involving potentially confidential and/or personal information, you shall comply with any and all state and/or federal laws or regulations applicable to confidential and/or personal information you receive from the City, including but not limited to the Rhode Island Identity Theft Protection Act, R.I. Gen. Laws § 11-49.3-1, during the term of the Agreement. You shall implement and maintain appropriate physical, technical, and administrative security measures for the protection of, and to prevent access to, use, or disclosure of, confidential and/or personal information. In the event of a breach of such information, you shall notify the City of such breach immediately, but in no event later than twenty-four (24) hours after discovery of such breach.

16. The Agreement is governed by the laws of the State of Rhode Island. You expressly submit yourself to and agree that any and all actions arising out of, in connection with, or resulting from the performance of the Agreement or relationship between the parties shall occur solely in the venue and jurisdiction of the State of Rhode Island or the federal court located in Rhode Island.

17. The failure of the City to require performance of any provision shall not affect the City’s right to require performance at any time thereafter, nor shall a waiver of any breach or default of this Agreement constitute a waiver of any subsequent breach or default or a waiver of the provision itself.

18. If any term or provision of this Agreement, or the application thereof to any person or circumstance shall, in any extent, be invalid or unenforceable, the remainder of this Agreement shall not be affected thereby, and each term and provision shall be valid and enforceable to the fullest extent permitted by law.

SUPPLEMENTAL INFORMATION