RFP Repair and Replacement of Windows.pdf

Request for Proposal (RFP)

RFP #COK 25-019

Repair and Replacement of Windows and Window Frames

Issued by:

City of Kingsland, Georgia

Proposals must be submitted

No later than

2:00PM on Wednesday, June 18, 2025

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: 05/19/2025

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page 2

PURPOSE:

The City of Kingsland is seeking proposals to inspect and repair/replace windows and window frames at

Kingsland City Hall, as needed.

INVITATION:

You are hereby invited to submit a sealed proposal by providing all information requested in the attached “Scope of Work” 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 Wednesday, June 18, 2025 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

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page 3

SCOPE OF WORK:

City of Kingsland is seeking a licensed contractor to inspect and repair and/or replace windows and window frames as needed in the City Hall building located at 107 South Lee Street Kingsland, GA. Project would include plate glass windows for the front of the building.

Specifications

1. Complete inspection and replacement of damaged first and second floor windows and/or window frames at Kingsland City Hall.

2. Install temporary fencing or barricades in parking and sidewalk area to ensure pedestrian/ work zone safety with signage.

3. Provide roll off dumpster for all construction debris.

4. Scaffolding must be erected or approved man lift must be used for window replacement.

5. Wood framing is preferred but open to being replaced with aluminum if necessary.

6. Office windows must be operable, thermal insulated.

7. All interior and exterior trim must be color matched to existing trim.

8. All window openings shall be flashed with an adhesive membrane type flashing.

9. Daily cleaning and sweeping of all debris must be completed on exterior and interior of job site.

10. No interior grade wood is to be used on Exterior of building (even if wrapped with membrane).

Installation

1. Bidder shall provide a turnkey project inclusive of all labor, materials, supervision, disposal fees, permits, inspections for the window replacement at Kingsland City Hall as specified.

2. Install all materials and equipment in accordance with manufacturer’s instructions and warranty requirements.

3. Contractor must submit a timeline for the beginning and completion of the project.

4. Contractor is to obtain for required permits and inspections, the city will waive all associated fees. Any deficiencies found in the installation or materials used in the installation which prevents receiving a green tag from inspectors or issues found during the final walkthrough with

City representatives will be the Contractors responsibility and expense to correct.

5. Cleanup of all affected work areas shall be completed daily.

6. Work will not be permitted on days with City Council or Planning Commission meetings

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page 4 scheduled. Contractor will be notified of current meeting schedule when work commences.

Work area cleanup shall be conducted the previous day to ensure no workers are on site the day of the meeting.

Warranty

The installation services and materials furnished by the contractor, or any subcontractors shall be free from any defects in workmanship for a period of one year from the date of final payment.

Acceptance of Work

1. Bidder shall perform a final walk through with a City representative upon completion.

2. The City shall receive all warranties, maintenance manuals, product data, and closeout documents as applicable.

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.

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page 5

LOCAL VENDOR PREFERENCE:

For purchases, bids, proposals or contracts less than $100,000 the local vendor may be given an 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 90 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 $250.00 for each day that expires after the commencement date of (90 Days).

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page 6

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.

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 25-019, 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.

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page 7

Any questions shall be directed as follows:

Scope of Work Questions Request for Proposal Questions or Submittal Lee Spell, City Manager Hannah Smith, Purchasing Agent

PH: (912) 729-5613 PH: (912) 729-8113

Email: lspell@kingslandgeorgia.com hsmith@kingslandgeorgia.com

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 3-4)

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 mailto:lspell@kingslandgeorgia.com mailto:hsmith@kingslandgeorgia.com

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page 8

Acknowledgement of Addenda

Proposer hereby acknowledges receipt of all Addenda.

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Company: _________________________________________________________________________

Authorized Signature: ________________________________________________________________

Print Name: ________________________________________________________________________

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page 9

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 ___________________________, 2025

CITY OF KINGSLAND, GEORGIA RFP #COK25-019

WWW.KINGSLANDGEORGIA.COM REPAIR AND REPLACEMENT OF WINDOWS AND WINDOW FRAMES

City of Kingsland, Georgia Page

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 _________________, 2025

OTHER EXCEPTIONS/VARIATIONS: