RFP Document.pdf

BHSU Carpenter Bid, October 6, 2022 Page 2

Request for Proposal

CARPENTER WORK AS NEEDED

Black Hills State University

1200 University St., Spearfish SD 57799

BHSU-RC

4300 Cheyenne Blvd, Rapid City SD 57703

RFP#: B-CCYS2327

Issue Date: October 29, 2022

PROPOSALS MUST BE RECEIVED BY:

5:00 PM MST, Tuesday, November 15, 2022

GENERAL INFORMATION:

1. Purpose: Hourly labor rate to perform carpentry work in various locations on the campus of Black Hills State University and BHSU-RC to include minor carpentry maintenance in buildings, construction renovation projects, and miscellaneous carpentry service as needed. A valid copy of the contractor’s license and liability insurance certificate is required.

2. Black Hills State University will hereinafter be referred to as “BHSU.”

Respondents to the RFP shall be referred to as “Bidder”. The Bidder to whom the contract is awarded shall be referred to as the “Contractor”.

3. Scope of Work: To include minor carpentry maintenance in buildings, construction renovation projects, and miscellaneous carpentry service as needed. Normal working hours are from 7am to 4pm, Monday through Friday, but work may require special hours to accommodate specific building schedules. The rate will be standard for regular workday and special hours. No overtime rate will be allowed. Response time is to be scheduled with Facilities Services. Detailed invoice billing is to be submitted at least monthly and must include a project name, location, and hours worked.

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4. Evaluation Criteria: After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, BHSU shall use subjective judgment in conducting a comparative assessment of the proposal by considering each of the following criteria.

35% Specialized expertise, capabilities, and technical competence and resources available to perform the work, including any specialized services or equipment, within the specified time limits for the project.

20% Price. Hourly labor rate to perform service and repair.

15% Availability to the project locale.

15% Familiarity with the project locale.

15% Record of past performance, including references. The contractor must provide three professional carpenter-related references.

5. BHSU reserves the right to reject any or all proposals. A proposal may be rejected if it is in any way incomplete or irregular. When there are tie proposals, the award will be determined by a lottery draw.

6. Award Protest: Bidder may appeal the award decision by submitting a written protest to Lorraine Talks within five (5) business days of the date of the award notice.

7. Communication with BHSU: It is the responsibility of the Bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy or the RFP. BHSU will not be bound by oral responses to inquiries or written responses other than addenda.

Inquiries must be made to:

BHSU Purchasing

Lorraine Talks 1200 University St, Unit 9505

Spearfish, SD 57799 Phone: 605-642-6285 lorraine.talks@bhsu.edu

8. Submission: A completed original of the proposal must be received by Lorraine

Talks, via email at lorraine.talks@bhsu.edu, no later than 5:00 PM MST, November 15, 2022. Bidders are encouraged to submit proposals in advance of the due date/time to avoid the possibility of missing the deadline due to unforeseen circumstances. Bidders assume the risk of the methods of delivery chosen. BHSU assumes no responsibility for delays caused by any package or mail delivery service. A postmark on or before the due date WILL NOT substitute for receipt of bid. In the event of suspended BHSU operations, the proposal opening will be rescheduled for the next business day. Proposals mailto:lorraine.talks@bhsu.edu

BHSU Carpenter Bid, October 6, 2022 Page 4 received after the due date and time will be returned unopened. Additional time will not be granted to any single Bidder, however, additional time may be granted to all Bidders when BHSU determines that circumstances require it.

9. Pre-proposal Visit: Before submitting a proposal, BHSU suggests that vendors visit the sites to become fully acquainted with existing conditions, facilities, difficulties and restrictions.

10. Proposal Understanding: By submitting a proposal, the Bidder agrees and assumes that the specifications are adequate, and the Bidder accepts the terms and conditions herein. Any exceptions should be noted in your response. The Bidder assumes all costs of preparation of the bid and any presentations necessary to the proposal process.

11. Proposal Term: All proposals shall be valid for sixty (60) days from the due date of the proposal for evaluation purposes.

12. Errors: Bids may be withdrawn or amended by Bidder at any time prior to the RFP due date. After the due date proposals may not be amended. If a significant mistake has been made by an apparent low Bidder, the Bidder will be given the option of selling at the price given or withdrawing the proposal. If an extension error has been made, the unit price will prevail.

BHSU Carpenter Bid, October 6, 2022 Page 5

GENERAL TERMS AND CONDITIONS:

1. Contract Administration:

Contract Issues: Day to Day Activities:

Kathy Johnson Randy Culver VP of Finance & Administration Assoc. VP/Facilities/Sustainability Black Hills State University Black Hills State University 1200 University St Unit 9505 1200 University St Unit 9513 Spearfish, SD 57799 Spearfish, SD 57799

2. Contract Documents: The Contract entered into by the parties will be drafted from the RFP including attached site exhibits, the State of South Dakota Standard Terms and Conditions for Informal Solicitations, the specifications including all modifications thereof, the bid submitted by the Contractor, required insurance certificates, all of which shall be referred to collectively as the Contract Documents.

3. Contract Modification and Amendment: The Contract Documents contains the entire agreement, between the parties, and may be amended only in writing signed by both parties. Any modifications or amendments become part of the Contract Documents.

4. Contract Term: The initial term shall be from approximately JANUARY 1, 2023 THROUGH DECEMBER 31, 2023. With mutual written agreement from the parties by way of a signed Contract the Contract may be extended annually for a period of four (4) years, with renegotiation towards the end of each additional year from the initial year. Renegotiation, for extension years, price increases must be within the Consumer Price Index rating or 3%, whichever is greater.

5. Termination: The Contract can be terminated with or without cause by BHSU upon thirty (30) days written notice and may be terminated for cause by the State at any time with or without notice.

6. Assignment: Neither party of the Contract shall assign the Contract without the prior written consent of the other, nor shall the Contractor assign any money due or to become due without the prior written consent of BHSU.

7. Equal Opportunity: In the execution of the Contract, the Contractor and all subcontractors agree, consistent with the State of South Dakota policy, that there shall be no discrimination on the basis of a person’s race, color, creed, religion, national origin, ancestry, citizenship, gender, sexual orientation, age or disability.

8. Independent Contractor: While performing services hereunder, the Consultant is an independent contractor and not an officer, agent, or employee of the State of South Dakota or University Center.

9. Compliance: The Consultant will comply with all federal, state and local laws, regulations, ordinances, guidelines, permits and requirements applicable to

BHSU Carpenter Bid, October 6, 2022 Page 6 providing services pursuant to this Contract, and will be solely responsible for obtaining current information on such requirements.

10. Insurance Requirements: Contractor shall provide insurance as specified in this Solicitation. Within ten (10) calendar days of award of contract, Successful bidder must furnish BHSU with the Certificates of Insurance proving coverage as specified and naming the State of South Dakota Additional Insured by endorsement. Failure to furnish the required certificates within the time allowed may result in withdrawal of award.

11. Contractor’s Liability Insurance: During the term of this agreement, the Contractor shall maintain the following insurance.

Commercial General Liability: Consultant shall maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1,000,000 for each occurrence. If such insurance contains a general aggregate limit it shall apply separately to this Contact or be no less than two times the occurrence limit. Such insurance shall include South Dakota State employees as additional insured in the event a claim, lawsuit or other proceedings is files against a State employee as a result of the services provided pursuant to this Contract.

Business Automobile Liability: Consultant shall maintain business automobile liability insurance or equivalent form with a limit of not less than $500,000 for each accident. Such insurance shall include coverage for owned, hired, and non-owned vehicles.

Worker’s Compensation: Consultant shall procure and maintain worker’s compensation employer’s liability insurance as required by South Dakota law.

12. Funding Out: This Contract depends upon the continued availability of funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds restrictions, this contract will be terminated by the State of South Dakota. Termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State.

13. Subcontractors: Consultant may not use subcontractors to perform the services described herein without the express prior written consent of Black Hills State University. Consultant will include provisions in its subcontracts requiring its subcontractors to comply with the all applicable provisions of this Contract.

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PERFORMANCE TERMS AND CONDITIONS:

1. Condition and Care of Property and Protection of the Work: The Contractor shall continuously maintain adequate protection of all work covered by the Contract from damage or loss and shall protect the property from injury or loss arising in connection with this Contract, and shall make good any such damage, injury or loss. The Contractor shall adequately protect adjacent property as provided by law and the contract Documents.

2. Employees: The contractor shall employ only competent and satisfactory personnel and shall provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to BHSU. If BHSU notifies the Contractor in writing that any person employed on this Contract is incompetent, disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this Contract without the written consent of

BHSU.

3. The contractor must have five year’s professional carpenter experience.

Contractor must provide all tools and equipment necessary to complete requested tasks. All materials necessary for repairs or projects to be purchased by Black Hills State University.

4. Permits: The Contractor will procure and maintain, at their expense, all permits, licenses or other authorities necessary for the lawful performance of this Contract.

5. Location of Work: Black Hills State University, 1200 University St, Spearfish SD, and BHSU-RC, 4300 Cheyenne Blvd, Rapid City SD.

6. Normal working hours are from 7 am to 4 pm, Monday through Friday, but work may require special hours to accommodate specific building schedules. The rate will be standard for regular workday and special hours. No overtime rate will be allowed, without written permission from BHSU. Response time is to be scheduled with Facilities Services.

SUBMISSION REQUIREMENTS:

Bidders shall ensure that all information required here in is submitted with the bid.

All information provided shall be verifiable by documentation requested by BHSU.

Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the bid or rescission of an award.

1. Pricing: Hourly labor rate to perform carpentry work.

2. References: A list of three references must be provided. These references should be agencies your firm has done business within the past year on projects with a similar scope to this one. Provide company names with contact person and telephone number.