RFP-25226 Supply deliver install 2 Kilns.pdf

Town of Smithfield, RI

ON BEHALF OF

THE SMITHFIELD SCHOOL DEPARTMENT

Request for Proposals

Rfp # 25226

Supply, deliver, and install two (2) Kilns located at Smithfield High School

Utilizing - SBA Arts Initiative Act II Grant

Table of contents:

Page 1 Cover page

Page 2 Table of Contents/Project Summary

Page 3 Terms and Requirements

Page 4 Notice to Vendors

Pages 5 – 7 Scope of Work

Pages 8 – 9 Cost Proposal – “Attachment A”

Project Summary:

The Town of Smithfield on behalf of the Smithfield School Department is requesting proposals from qualified companies to supply, deliver, and install two

(2) Kilns located at Smithfield High School; 90 Pleasant View Ave. Smithfield, RI

02917

Sealed proposals will be received at the Finance Office, by the Purchasing Agent, located in Smithfield Town Hall, 64 Farnum Pike, Smithfield, RI 02917 until

10:00am on Thursday March 27, 2025 at which time all bids will be publicly opened in the Town Council Chambers 2nd floor of Town Hall.

State of Rhode Island Terms and Requirements for Request for Proposal

Item Description: SBA Arts Initiative Act II Grant – SMITHFIELD SCHOOL DEPARTMENT

Date and Time to be OPENED: Thursday March 27, 2025 at 10:00 AM

Optional Contractor Tour Date: Monday March 24, 2025 at 3:00 PM

Proposals may be submitted up to 10:00 AM on the above meeting date at the Finance Office, Attention Purchasing Agent, Smithfield Town Hall 64 Farnum Pike, Smithfield, RI 02917, during normal business hours, 8:30 AM through 4:30 PM. All proposals will be publicly opened and read at the Town Hall Council Chambers, second floor, Town Hall.

Instructions

1. Bidders must submit sealed proposals in an envelope clearly labeled with the above captioned item or work. The proposal envelope and any information relative to the proposal must be addressed to the Purchasing Agent, Smithfield Town Hall 64 Farnum Pike, Smithfield, RI 02917.

Any communications that are not competitive sealed proposals (i.e., product information or samples) should have “NOT A BID” written on the envelope or wrapper.

2. Proposals must meet the attached specifications. Any exceptions or modifications must be noted and fully explained.

3. Proposal responses must be in ink or typewritten.

4. The price or prices proposed should be stated both in WRITING and in NUMERALS, and any proposal not so stated may be rejected.

5. Proposals SHOULD BE TOTALED WHEN APPLICABLE. Do not group items: price each item individually. Awards may be made on the basis of total proposal or by individual items.

6. Each responder is required to state in their proposal their full name and place of residence; and must state the names of persons or firms with whom he/she is submitting a joint proposal. All proposals SHOULD BE SIGNED IN INK.

7. One original proposal and three copies shall be submitted.

NOTICE TO VENDORS

1. The Town of Smithfield reserves the right to waive any and all informalities and to award the contract on the basis of the lowest responsible evaluated bid proposal.

2. No proposal will be accepted if made in collusion with any other responder.

3. A responder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with Rhode Island General Laws, as amended, Sections 7-1.2-1401.

4. The Town of Smithfield reserves the right to reject any and all proposals.

5. In determining the lowest responsible evaluated bid proposal, cash discounts for payments less than thirty (30) days will not be considered.

6. The Town of Smithfield reserves the right to award to one responder, or to split the award.

7. All proposals will be disclosed at the formal proposal opening. After a reasonable lapse of time, tabulation of proposals may be seen on the Town’s website:

(https://www.smithfieldri.gov/departments/finance/purchasing-bids/closed-solicitations/-folder- 135)

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

9. In case of error in the extension of prices quoted, the unit price will be considered.

10. The contractor will not be permitted to either assign or underlet the contract, nor assign legally or equitably any moneys hereunder, or its claim thereto without the previous written consent of the Town Manager.

11. A certificate of insurance shall be required of a successful bidder within five (5) days of contract award. The Town of Smithfield shall be an additionally named insured in the title holder box of said certificate.

12. For contracts involving construction, alteration and/or repair work, the provisions of State Labor

Law concerning payment of prevailing wage rates apply (See R.I. General Law Sec. 37-13-1 et seq. as amended).

13. No goods should be delivered or work started without Notice from the Town.

14. In accordance with RI Gen. Law § 37-14.1-1, it is the policy of the State of Rhode Island to support the fullest possible participation of firms owned and controlled by minorities (MBEs) and women (WBEs). Pursuant to §§ 37-14.1- 2 and 37-14.1-6, MBEs and WBEs shall be included in all state purchasing, including, but not limited to, the procurement of goods, services, construction projects, or contracts funded in whole or in part with state funds, or funds which, in accordance https://www.smithfieldri.gov/departments/finance/purchasing-bids/closed-solicitations/-folder-135 https://www.smithfieldri.gov/departments/finance/purchasing-bids/closed-solicitations/-folder-135 with a federal grant or otherwise, the state expends or administers. MBEs and WBEs shall be awarded a minimum of ten percent (10%) of the dollar value of the entire procurement or project.

MBE participation credit shall only be granted for firms duly certified as MBEs or WBEs by the State of Rhode Island, Department of Administration, Office of Diversity, Equity and Opportunity, MBE Compliance Office (MBECO). The current directory of firms certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php or by contacting Dorinda Keene at the MBECO at (401) 574-8670 or via email at Dorinda.Keene@doa.ri.gov.

http://odeo.ri.gov/offices/mbeco/mbe-wbe.php mailto:Dorinda.Keene@doa.ri.gov

Scope of Services / Product

Vendor will provide services in accordance with the elements below:

1.) Two (2) Skutt KM1027-3, 1 phase 208 volt, 6.5 cubic feet. (or equivalent brand and model)

2.) Two (2) Kiln furniture kits per 8 5/8” core lite half shelves with 6 each 1”-6” post. (or equivalent brand and model)

3.) Supply, install and verify two (2), downdraft vent systems with switch, hard ducted with HDPE pipe to the hood above each kiln.

4.) Supply and install two (2) automated downdraft vents to automatically turn on at beginning of firing and turning off when kiln cools down to 125 degrees, assuring proper ventilation, minimizing equipment usage, and maximizing energy efficiency.

5.) Supply and Install two (2) Deluxe KilnShields (or equivalent brand and model) to protect the top edge of brick.

6.) All equipment, materials, and workmanship must be guaranteed for no less than one year.

All equipment should be shipped to:

Smithfield High School

90 Pleasant View Ave.

Smithfield, RI 02917

Shipping and delivery MUST include transferring all equipment from the truck and inside the facility.

The Smithfield School Department is not responsible for providing equipment required to move equipment or pallets of equipment from the delivery vehicle to inside the facility. A delivery vehicle equipped with a lift-gate is preferred for all deliveries. The vendor will provide the following services.

Factory certified personnel to inspect all items for damage prior to installation.

Vendor will be responsible for moving all equipment listed to the designated area of installation.

Vendor will coordinate a timeline for the installation of all equipment listed with designated Smithfield School Department personnel.

Vendor will remove the two (2) existing kilns and all debris off site.

Vendor will provide training and review the full sequence of operation for items after installation.

Vendor will provide all warranty documents and contact information for service.

Owner Responsibility – All electrical outlets for the installation/operation of two kilns and the down draft vent systems as specified in the SCOPE.

REQUIREMENTS:

1. There will be an Optional Pre-Proposal Site Visit and Meeting held on March 24, 2025 at 3:00 PM at the Smithfield High School, 90 Pleasant View Avenue.

2. Each responder shall be held as to have visited and examined the premises, the equipment as compared to specifications requirements, the condition of existing equipment, any obstructions, etc. that would interfere with satisfactorily carrying out the work prior to proposal submission.

3. No allowance shall subsequently be made on behalf of the successful responder by reason of any error or neglect on his or her part.

4. Responders must guarantee that the purchase and install can be provided to the Smithfield School Department no later than August 15, 2025.

5. Services which do not, in the opinion of the Town, meet the specified requirements will not be accepted.

6. Inquiries:

Inquiries concerning clarification on any portion of this RFP should be made to:

Carlos Santos Procurement Agent

64 Farnum Pike Smithfield, RI 02917 csantos@smithfieldri.gov

Cost Proposal:

i. The cost proposal should include the following information:

a. The responder shall submit Attachment “A” filled out completely.

b. The cost proposal should contain all pricing information relative to purchase and installation as described in this specification.

c. The pricing shall remain for the duration of the contract.

7. Proposal – to include the following:

i. A brief general statement describing your agency and its ability to provide the indicated services.

ii. Background information & license certifications regarding the specific individuals who will be responsible for running this project from your agency.

iii. List at least three (3) references of other clients, include the name and telephone number of a person to contact.

iv. List any prior services or products supplied to the Town of Smithfield.

mailto:csantos@smithfieldri.go

8. Evaluation Criteria:

i. The Town will review and evaluate each submitted proposal in accordance with the requirements of this RFP. The evaluation will include weighted criteria detailed below. If further information is desired, vendors may be requested to make additional written submissions or oral presentations to the Town.

ii. Proposal will be evaluated on the following:

Score

1. Company Information and Years in Business 20

2. Required documents stated in RFP 20

3. Experience and References 20

4. Business located in Smithfield 5

5. Pricing 35

Grand Total 100

9. No vendor questions will be accepted after March 25, 2025 at 4:00 PM

FINAL SELECTION:

i. The Smithfield Town Council will select a firm after taking into account the recommendation submitted by the evaluation committee. The Smithfield School Committee will take final action as to whether to go forward with the project.

Following the notification of the firm selected, it is expected a contract will be executed by the parties.

ii. A firm’s submission of a proposal indicates acceptance of all the conditions contained in this RFP unless clearly and specifically noted in the proposal submitted.

TIMELINE:

Request for Proposals Issued March 19, 2025 at 10:00 AM

Optional Pre-Proposal Site Visit & Meeting March 24, 2025 at 3:00 PM

Deadline for questions from vendors March 25, 2025 at 4:00 PM

Proposal Due Date and Opening March 27, 2025 at 10:00 AM

ATTACHMENT A

COST PROPOSAL FORM

Agrees to respond on: SBA Arts Initiative Act II Grant – SMITHFIELD SCHOOL DEPARTMENT

Date and time to be opened: Thursday March 27, 2025 at 10:00 AM

VENDOR NAME:

VENDOR ADDRESS:

CITY, STATE, ZIP:

Soc. Sec. # or Fed. ID #

#1 - BID (Includes all Material, Labor and Equipment): Two (2) Skutt KM1027-3, 1 phase 208 volt,

6.5 cubic feet. (or equivalent brand and model)

(In numerals)

(In words)

#2 - BID (Includes all Material, Labor and Equipment): Two (2) Kiln furniture kits per 8 5/8” core lite half shelves with 6 each 1”-6” post. (or equivalent brand and model)

#3 - BID (Includes all Material, Labor and Equipment): Supply, install and verify two (2), downdraft vent systems with switch, hard ducted with HDPE pipe to the hood above each kiln.

#4 - BID (Includes all Material, Labor and Equipment): Supply and install two (2) automated downdraft vents to automatically turn on at beginning of firing and turning off when kiln cools down to 125 degrees.

#5 - BID (Includes all Material, Labor and Equipment): Supply and Install two (2) Deluxe

KilnShields (or equivalent brand and model) to protect the top edge of brick.

Total Lump Sum Cost: _____________________________________________________

Total Lump Sum Cost: ____________________________________________________________________

CONTACT INFORMATION:

PHONE____________________________FAX_______________________________

EMAIL _________________________________________________________________

CONTACT PERSON NAME TITLE

CONTACT PERSON SIGNATURE