Repair and or Replacement of Elevator.pdf

Request for Proposal (RFP)

RFP #COK 25-006

Repair and/or Replacement Elevator

Issued by:

City of Kingsland, Georgia

Proposals must be submitted

No later than

2:00PM on Thursday, December 19, 2024

To:

City of Kingsland

Mailing Address

City of Kingsland

Finance Department

Attn: Hannah Smith, Purchasing Agent

P.O. Box 250

Kingsland, Georgia 31548

Delivery Address

City of Kingsland

Finance Department

Attn: Hannah Smith, Purchasing Agent

105 West William Avenue

Kingsland, Georgia 31548

LATE PROPOSALS WILL BE REJECTED

Issued: 11/26/2024

CITY OF KINGSLAND, GEORGIA RFP #COK24-006

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PURPOSE:

Kingsland Welcome Center, located at 1190 East Boone Avenue, is seeking proposals from qualified vendors to repair or replace its elevator system. The goal of this project is to ensure the elevator is fully operational, compliant with current safety regulations, and meets the needs of building occupants.

INVITATION:

You are hereby invited to submit a sealed proposal by providing all information requested in the attached “Specifications” to the Finance Department to either address listed below:

Mailing Address: Delivery Address:

City of Kingsland City of Kingsland Finance Department Finance Department Attn: Hannah Smith, Purchasing Agent Attn: Hannah Smith, Purchasing Agent P.O. Box 250 105 West William Avenue Kingsland, Georgia 31548 Kingsland, Georgia 31548 hsmith@kingslandgeorgia.com

PROPOSAL SUBMISSION PROCESS:

All proposals shall be submitted in a sealed envelope. The Request for Proposal (RFP) number, title, opening date and name of bidder shall be clearly displayed on the outside of the sealed envelope. The delivery of said proposal to the prescribed delivery point on or before the specified opening date and time is solely and strictly the responsibility of the Proposer. Any proposal received at the prescribed delivery point after the specified date and time will NOT be accepted. Proposals must be submitted as prescribed by the City. No Proposal may be modified after opening.

All Responders shall submit one (1) original and one (1) copy of their documents in a SEALED envelope to either of the addresses listed above no later than Thursday, December 19, 2024 at 2:00 PM. Any proposal received after the time and date specified will NOT be considered.

http://www.kingslandgeorgia.com/ mailto:ljohnson@kingslandgeorgia.com

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SCOPE OF WORK:

1. Evaluation and Assessment

Perform a comprehensive evaluation of the current elevator system (brand, model, age, condition, etc.).

Identify issues or deficiencies in the existing system, including structural, mechanical, electrical, and safety concerns.

Provide a recommendation for repair, partial upgrade, or full replacement of the elevator, depending on the assessment findings.

2. Repair (if applicable)

Provide detailed specifications for any repairs needed to bring the elevator into full compliance with safety regulations and operational standards.

Outline a timeline for completing repairs, including any necessary downtime of the elevator.

3. Replacement (if applicable)

If replacing the elevator, provide specifications for a new elevator system, including:

o Model/type (hydraulic, traction, machine-room-less, etc.)

o Capacity (weight limit, number of passengers) o Speed o Features (e.g., modern controls, accessibility features, energy efficiency) o Compliance with relevant safety standards and local codes

4. Project Timeline

Provide an estimated timeline for the entire project from assessment to completion. Specify milestones for each phase, including:

o Initial assessment and proposal review o Order and delivery of materials/equipment (if applicable) o Installation/repair work schedule o Final inspection and testing

5. Warranty and Maintenance

Outline any warranties provided for the elevator system (repair or new installation).

Provide information on ongoing maintenance options and service agreements.

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6. Budget/Cost Proposal

Include a detailed cost estimate for the full scope of work, broken down by:

o Labor o Materials/equipment o Permits and inspections (if applicable) o Any other associated costs (e.g., demolition, disposal, etc.)

Provide a payment schedule (e.g., deposit, progress payments, final payment upon completion).

VENDOR QUALIFICATIONS:

Vendors submitting proposals must meet the following criteria:

Licensed and insured to perform elevator installation, repair, or maintenance.

Experience with elevator repair or installation in commercial buildings (provide references or case studies).

Knowledge of local building codes, safety regulations, and elevator standards.

Ability to provide ongoing maintenance and support post-project completion.

MINIMUM QUALIFICATIONS:

The Contractor must agree to maintain Workers’ Compensation and liability insurance for a minimum of one million dollars ($1,000,000) to protect the City from liability claims for damages because of bodily injury, including death, and from liability for damages to property. The contractor will furnish a certificate of said insurance to the City of Kingsland before beginning the work or with submission of proposal if listed as part of the required documents.

AWARD:

The contract to purchase will be awarded to the most responsible, responsive bidder whose submission, conforming to the solicitation, will be most advantageous to the City of Kingsland price and other factors considered, such as quality of equipment conformity of the specifications and warranty. Any proposer who is in default to the City of Kingsland at the time of submittal of the proposal shall have that proposal rejected. The City of Kingsland reserves the right to clarify any terms with the concurrence of the

Vendor; however, any substantial non conformity in the offer, as determined by the City of Kingsland, shall be deemed non-responsive and the offer rejected.

LOCAL VENDOR PREFERENCE:

For purchases, bids, proposals or contracts less than $100,000 the local vendor may be given an

CITY OF KINGSLAND, GEORGIA RFP #COK24-006

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City of Kingsland, Georgia Page 5 opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 10% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality, service and conditions, then the local vendor shall be awarded the contract. (See City of Kingsland Purchasing Ordinance for complete guidance.)

HOLD HARMLESS:

The Vendor will indemnify, defend, and hold harmless the City of Kingsland from loss for all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Vendor.

The Vendor agrees that this clause shall include claims involving infringement of patent or copyright.

For purposes of this document, “City” and “Vendor” includes their employees, officials, agents and representatives.

DAYS TO ACHIEVE COMPLETION:

Work shall be completed no later than 60 Days following the commencement date of the contract and following written “Notice to Proceed” by Owner. The Contract time may be extended in an amount equal to time lost due to delays beyond the control of Contractor. Such delays shall include, but not be limited to, acts or neglect by Owner or others performing additional work, fires, floods, abnormal weather conditions or acts of God.

LIQUIDATION DAMAGES:

CONTRACTOR and OWNER recognize that time is of the essence of this Agreement and that OWNER may suffer financial loss or liability if the Work is not completed within the times specified above, plus any extensions thereof allowed by an official written request and approval of an extension of time. The parties also recognize the delays, expense, and difficulties involved in proving, in a legal or arbitration proceeding, of the actual loss suffered by OWNER if the Work is not completed on time. Accordingly, instead of requiring any such proof, OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty), CONTRACTOR shall pay OWNER $300.00 for each day that expires after the commencement date of (90 Days).

SUCCESSORS AND ASSIGNS:

OWNER and CONTRACTOR each binds itself, it’s partners, successors, assigns and legal representatives to the other party hereto, it’s partners, successors, assigns and legal representatives in respect to all covenants, agreements and obligations contained by the Contract Documents.

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SEVERABILITY:

Any provision or part of the Contract Documents held to be void or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon OWNER and CONTRACTOR, who agree that the Contract Documents shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provision. The City of Kingsland reserves the right to reject any or all submissions, or any part of any submission, or award any part or in whole any submission, or to multiple submissions, or to waive any informality in any submission and to award a contract deemed to be the best interest of the City of Kingsland.

SUBMISSIONS:

Bid proposal documents must be submitted in a SEALED envelope and submitted to either address listed below. Submissions must be marked with RFP #COK 25-006, due date, and the firm’s name and address.

Please review all documents pertaining to this request before.

PAYMENT:

Unless otherwise stated, payment will be made within thirty (30) days of the completion of the Scope of Work and acceptance by the City of Kingsland. Bidder shall compute pricing less sales tax, of which the City of Kingsland is exempt, and documentation will be provided upon request.

GENERAL INSTRUCTIONS:

Proposal must contain a manual signature of an authorized representative. Proposals must be typed or printed in ink. Use of erasable ink is not permitted. All corrections by Proposer to any Proposal entry must be initialed.

Any questions shall be directed as follows:

Scope of Work Questions Request for Proposal Questions or Submittal Ron Knox, Assistant Public Works Director Hannah Smith, Purchasing Agent

PH: (912) 552-4061 PH: (912) 729-8113

Email: rknox@kingslandgeorgia.com hsmith@kingslandgeorgia.com mailto:rknox@kingslandgeorgia.com mailto:hsmith@kingslandgeorgia.com

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REQUIRED DOCUMENTS TO BE SUBMITTED:

One (1) original and two (2) copies of documents which must include the following information:

1. Copy of signed W-9

2. Scope of Work (Page 2-3)

3. Acknowledgement of Addenda, if applicable (Page 8)

4. Bid Proposal Form (Page 9)

5. Bid Proposal Signature Page (Page 10)

6. E-Verify Contractor and/or Sub-Contractor/Sub-Subcontractor Affidavit (Must be a Notarized Original)

7. Proof of Insurance and Business License

Descriptive literature, brochures, catalogs, drawings, photos, references and other information which will be used to evaluate and award the bid may be submitted with the proposal and will become property of the City of Kingsland for the official records

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Acknowledgement of Addenda

Proposer hereby acknowledges receipt of all Addenda.

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Company: _________________________________________________________________________

Authorized Signature: ________________________________________________________________

Print Name: ________________________________________________________________________

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Bid Proposal Form

Total Cost of Project $___________________________________________________________

Estimated Start Date____________________________________________________________

The following statement must be signed and submitted with bid. Failure to sign this statement will render bid invalid.

“I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Company Name: Person Authorized to Sign:

Name: ________________________________ Name: ________________________________________

Address: ______________________________ Title: _________________________________________

City: _________________________________ Signature: _____________________________________

State: _________________Zip____________ Telephone Number: _____________________________

Fax: ______________________________ E-Mail: _______________________________________

This ____________Day of ___________________________, 2024

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Bid Proposal Signature Page

“I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Name: ________________________________ Name: ______________________________

Company Name Print Authorized

Address: ______________________________ Title: _______________________________

City: _________________________________ Signature: ___________________________ Authorized Signature

State: ________________Zip______________ Phone: _____________________________

Fax: __________________________________ E-Mail: _____________________________

This _____ Day of _________________, 2024

OTHER EXCEPTIONS/VARIATIONS: