Wood Beam Removal _ Building Restoration RFP.pdf

CITY OF EAST LANSING, MICHIGAN

NOTICE TO CONTRACTORS

REQUEST FOR PROPOSAL (RFP)

All contractors shall complete the Proposal and Award page and submit all information requested herein in the proposal document in its entirety, in order for the proposal to be responsive. Failure to do so may result in the proposal being declared non-responsive and rejected.

PROJECT NAME: Wood Beam Removal & Building Wall Restoration

DATE OF ISSUANCE: January 5, 2023

MANDATORY INFORMATIONAL MEETING: A mandatory information meeting is scheduled for Tuesday, February 13, at 10 a.m. at East Lansing City Hall, 410 Abbot

Road, East Lansing, MI 48823. Attendees will be shown the wood beam removal and building wall restoration locations in the alley of the 100 and 200 block of Grand River

Avenue. If unable to attend this meeting, please contact Joey Emery to make other arrangements.

DATE & TIME QUESTIONS DUE: Friday, March 8, 2023, at 5:00 p.m.

DATE & TIME PROPOSAL DUE: Friday, March 15, 2023, at 5:00 p.m.

ISSUING OFFICE: Planning, Building & Development

TABLE OF CONTENTS

Page

Notice to Contractors 1

Table of Contents 2

Request for Proposals 3

Proposal & Award 4

Acknowledgement of Special Directives 5-6

Instructions to Consultants, Terms & Conditions 7-13

Specific Project Information 14

Contents of Proposal 15

Scope of Services 16

Evaluation of Proposals 17

Cost Proposal 18-19

Tentative Schedule 20

Attachments 21-29

Note: Should any of the pages or documents listed above be missing from your packet, or if you have any questions regarding this RFP, please contact Joey Emery, Community

& Economic Development Specialist, at the City of East Lansing Planning, Building &

Development Department at (517) 319-6907 or jemery@cityofeastlansing.com.

mailto:jemery@cityofeastlansing.com

REQUEST FOR PROPOSALS

PROJECT NAME:

Alley Wood Beam Removal & Building Restoration

PROJECT SCOPE:

Contractors will remove the 15 wood beams and supporting materials that are attached to the building at the end of the 100 block Grand River Ave. alley, & 17 wood beams and supporting materials that are attached to the building at the end of the 200 block Grand

River Avenue alley. Contractors will then restore the building surfaces by repairing damage underneath the beams and paint affected areas in the matching color and pattern of the surrounding building surfaces. Work must begin during or after the week of April

29.

The contractor will be required to apply for a Non-Utility Right-of-Way Permit for the alley closure with the Department of Public Works prior to beginning work on-site.

DATE ISSUED:

January 5, 2024

PROPOSAL & AWARD

The undersigned having become thoroughly familiar with and understanding all proposal documents attached hereto, agrees to provide the services as specified herein, for the total fees as stipulated herein, subject to negotiation.

I hereby state that all of the information I have provided is true, accurate and complete. I hereby state that I have authority to submit this proposal which will become a binding contract if accepted by the City of East Lansing.

I hereby state that I have read, understand and agree to be bound by all of the terms of this proposal document.

Signature _____________________________ Title ________________________

Print Name ____________________________ Date ________________________

Firm Name ____________________________________

Address _____________________________________

Telephone No. ____________________

Fax No. ____________________

E-mail _____________________

ACKNOWLEDGEMENT OF SPECIAL DIRECTIVES

The City of East Lansing, by policy, has several special directives and preferences for contractors that will be followed by the City of East Lansing Downtown Development

Authority. By completing this acknowledgement, the Proposer attests that they are familiar with the directives identified below and that the information provided is true, accurate, and complete.

Yes No N/A

Firm is a minority owned business

Firm is a small business

Firm is a woma(e)n owned business

Firm provides benefits to employees

If yes, are benefits offered to other eligible individuals (i.e. domestic partners)

Local Purchasing Policy (indicate only one)

The physical location of Company offices is:

within the City of East Lansing within Ingham, Eaton or Clinton Counties

Other

Craftsmen, mechanics or laborers who are employed receive at least the prevailing wages and fringe benefits of the Building

Trades Department for classes as determined by the US

Department of Labor for the Ingham County area.

Does Firm provide for any of the following environmentally preferable purchasing practices:

Employ green fleet practices

Promote recycling and use of recycled or recyclable products

Employ alternative, sustainable or clean energy practices

Design for environmental sustainability

Other

If answered yes to any of the items above, please describe below:

Signature of person completing form Title

Printed Name Date

LOCAL PURCHASING PREFERENCE

The City of East Lansing seeks to encourage local and regional contractors to provide goods and services to the City’s government and citizens. Therefore, the

City has adopted Policy Resolution 2009-3 to establish a provision for local purchasing preference.

To qualify for the Local Purchasing Preference, a bidder must submit proof they operate a business within the legally defined boundaries of the city of East

Lansing to qualify as a registered local vendor (RLV) or within the Lansing metropolitan statistical area or region (Ingham, Clinton, and Eaton counties) to qualify as a registered regional vendor (RRV). A bidder/potential vendor who wishes to be considered as an RLV/RRV may either pre-qualify as such by filing a completed city vendor information form and W-9 that identifies a verifiable physical business address (not a P.O. Box) at which the business is conducted with the City Finance Director or submit such information as part of the formal bid submission. A copy of Policy Resolution 2009-3 and the City Vendor

Information Form may be obtained from the City Finance Department.

A. bidder will not qualify as a registered vendor if they have delinquent local personal property taxes, outstanding liens, fees, debts, unpaid fines or pending violations with the City.

A Registered local vendor (RLV) who submits a responsive bid or proposal which is within 7.5% of the lowest responsive bid/proposal shall be given the opportunity to reduce its bid to meet the lowest responsive bid/proposal and upon doing so, shall be considered to be the lowest responsive bid/proposal, provided however, that the initial lowest responsive bid proposal is not from another RLV.

A Registered regional vendor (RRV) who submits a responsive bid or proposal which is within 5% of the lowest responsive bid/proposal shall be given the opportunity to reduce its bid to meet the lowest responsive bid/proposal and upon doing so, shall be considered to be the lowest responsive bid/proposal, provided however, that the initial lowest responsive bid/proposal is not from a RLV or another RRV.

Preference will also be given to contractors located within the state of Michigan boundaries, wherever possible, practical, and cost effective.

INSTRUCTIONS TO CONTRACTORS

TERMS & CONDITIONS

PROPOSALS

All proposals must be submitted following the proposal format supplied by the City of

East Lansing in this document and shall be subject to all requirements of this document.

The City may consider as irregular any proposal in which there is an alteration of or departure from the format stated in the RFP Documents, and at its option may reject the same.

The City of East Lansing, by policy, has several special directives and preferences for contractors. These include: small, minority, and women owned businesses, prevailing wage, local purchasing preference, green fleet purchasing provision, directives on environmental impacts and contractors providing other eligible individual benefits. There are some exceptions for these policy directives, therefore each firm shall include in its proposal: if the firm is a small, minority or woman owned business, if any craftsman, mechanics or laborers employed receive at least the prevailing wages and fringe benefits of the Building Trades Department for classes as determined by US Department of Labor for the Ingham County area, if the firm is a registered local or regional vendor, if the firm provides benefits to its employees, and if benefits are offered to other eligible individuals

(i.e. domestic partners).

Each firm shall include in its proposal, in the format requested thereof, the cost of performing the work. The prices set forth in the proposal submitted by each firm shall remain in effect for the duration stated for each phase of the project.

Each firm shall include in their proposal a listing of each principal and the names of any proposed subcontractor and the name and address of each office which may be involved in the project.

Before executing any subcontract, the successful firm shall submit the name and principals of any proposed subcontractor for prior approval.

SUBMITTAL OF PROPOSALS

Vendors may submit proposals hard copy or electronically.

Electronic submission:

The proposal documents may be submitted electronically via e-mail to jemery@cityofeastlansing.com. The subject line should clearly delineate that the message is a proposal submission and include the project name and name of the firm submitting the proposal.

Hard copy submission:

One copy of the proposal documents shall be submitted in a sealed envelope. If mailed, send the proposal to City of East Lansing, Attention Joey Emery, 410 Abbot Road, East

Lansing, MI, 48823. If hand delivered, submit the proposal to Department of Planning, Building & Development, East Lansing, MI.

The envelope shall be clearly marked on the exterior denoting the name of the firm submitting the proposal and the name of the particular professional services contract for which the proposal is offered.

Questions regarding proposals shall be submitted by no later than 5:00 p.m., Friday, March 8, 2024.

Proposals shall be submitted by no later than 5:00 p.m., Friday, March 15, 2024.

AWARD OF CONTRACT/REJECTION OF PROPOSALS

The contract will be awarded to the firm who provides a proposal that is most responsive to meeting both the needs of the project and the City of East Lansing.

The City reserves the right to reject any and all proposals and to waive any irregularity in proposals received whenever such rejection or waiver is in the best interest of the City.

The firm to whom the award is made will be notified at the earliest possible date. All firms submitting proposals will be notified when the award is made.

The contract shall be considered executed after the City of East Lansing City Manager or other designated official signs it.

SIGNATURES

Prior to awarding a contract, all proposals, notifications, claims and statements must be signed as follows:

CORPORATIONS: Signature of official shall be accompanied by a certified copy of the resolution of the Board of Directors authorizing the individual signing to bind the corporation.

PARTNERSHIPS: Signatures of one partner shall be accompanied by a certified copy of the Power of Attorney authorizing the signing to bind all partners. If all partners sign the proposal no authorization is needed.

LIMITED LIABILITY COMPANY: Signature of a member, or if organized on a managing member basis, a certified copy of a resolution appointing the signer as the managing member.

INDIVIDUAL: No authorization is needed.

TYPE OF CONTRACT

It is proposed that the contract entered into as a result of this RFP will have a lump sum.

Negotiations may be undertaken with those firms whose proposals show them to be qualified, responsible and capable of performing the work. The contract that may be entered into will be that one which is most advantageous to the City of East Lansing, price and other factors, considered. The City reserves the right to consider proposals or modifications thereof received at any time before the award is made, if such action is deemed to be in the best interest of the City.

NO THIRD-PARTY RIGHTS

It is agreed and understood that any contract is made solely for the benefit of the City of

East Lansing and the Provider of Services; that it is not made for the benefit of any third party; and that no action or defense may be founded upon any contract except by the parties hereto.

INSURANCE

The firm shall provide proof of professional liability insurance which shall insure against negligent acts, errors or omissions which occur as a result of professional services performed by the firm. If a contract is entered into, the firm and any subcontractor shall maintain such professional liability insurance during the life of the contract with limits of not less than $1,000,000.00 and, if written on a claims made basis, for a period of two years following the end of the contract.

PERFORMANCE BOND

The City may require a performance bond in an amount equal to the contracted amount and/or liquidated damages as specified.

ORAL PRESENTATIONS

Firms who submit a proposal may be required to make an oral presentation of their proposal to the City. If held, these presentations will provide an opportunity for the firm(s) to clarify their proposals and to ensure mutual understanding of its contents. The

City will schedule any such presentations.

BID AMENDMENTS & QUESTIONS

If amendments are made to the project scope or description, each firm receiving this RFP will be notified via email, or another preferred contact method, to the primary contact.

That contact will also receive responses to any questions posed to City staff from a potential responding firm.

CONTRACT EXTENSIONS

Any extension to the project completion date is subject to review by the City of East

Lansing.

ACCEPTANCE OF PROPOSAL CONTENTS

The contents of the proposal of the successful offerer will become contractual obligations, if a contract is executed. Failure of the successful firm to accept these obligations will result in cancellation of the award.

CITY RESPONSIBILITIES

The City of East Lansing will provide information as to the City’s requirements for the project and make available pertinent information which may be useful in the project work.

The City will designate a person to act as the City’s Project Manager with respect to the work to be performed. Such person will have the authority to transmit instructions, receive information, interpret and define the City’s policies and decisions with respect to elements pertinent to the project.

The City will examine all studies, reports, estimates, proposal, and other documents prepared by the firm and render in writing, if necessary, decisions pertinent thereto within a reasonable time.

CONTRACT PAYMENT SCHEDULE

Payment for a contract entered into as a result of this request will be made monthly upon receipt of the firm’s billing invoice.

CITY OF EAST LANSING CONTRACT REQUIREMENTS

The following City of East Lansing Contract requirements will be included in the contract (some exclusions may apply):

Civil Rights Ordinance. Contractor agrees that it will comply with the City’s Civil

Rights Ordinance, Article II, Chapter 22 of the Code of the City of East Lansing, which in part requires that an employer not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment including benefit plan or system, or a matter directly or indirectly related to employment because of religion, race, color, national origin, age, sex, height, weight, marital status, sexual orientation, gender identity or expression, or student status, because of the use by an individual of adaptive devices or aids, or because of an arrest record when a conviction did not result, except as allowed under Section 22-33(b)(6) of Chapter 22.

Further, for contracts in which the total contract price will be $20,000.00 or more, the

City’s Civil Rights ordinance also prohibits discrimination on the basis of marital status, sexual orientation, or gender identity or expression by the Contractor failing to provide employment benefits for employees with domestic partners that it otherwise provides for the spouse of a married employee. An employer may apply to the City Human Relations

Commission for an exemption on the basis that religion, national origin, age, sex, height, weight, marital status, sexual orientation, gender identity or expression, or student status is a bona fide occupational qualification reasonably necessary to the normal operation of the business or enterprise. These requirements of Article II, Chapter 22, shall be considered material terms of this Agreement, and breach of any of these requirements will be regarded as a material breach of this Agreement.

Independent Contractors. The parties agree that Contractor is an independent contractor as that term is commonly used and Contractor’s employees are not and shall not be considered subcontractors or employees of the City and has no authority to bind the City in any manner. Contractor shall be solely responsible for the withholding and reporting of all federal, state, and local income and employment taxes. Contractor acknowledges that it is not insured in any manner through the City for any bodily injury, personal injury, or property loss whatsoever.

Limitation of Liability. Except for indemnification pursuant to this agreement, neither party shall be liable to the other, or any of their respective agents, representatives, or employees for any lost revenue, lost profits, loss of technology, rights or services, incidental, punitive, indirect, special or consequential damages, loss of data, or interruption or loss of use of service, even if advised of the possibility of such damages, whether under theory of contract, tort (including negligence), strict liability or otherwise.

Indemnity. Contractor shall, to the fullest extent permitted by law pursuant to MCL

691.991(2), defend, indemnify and hold harmless the City, and its elected and appointed officers, agents, servants, and employees from any and all claims, damages, losses, expenses, liability, judgment, or liens, including reasonable attorney fees and other costs of defense arising out of any acts, errors or omissions or the discharge, release or escape of contaminants or hazardous substances by Contractor or by anyone acting on their behalf under or in any matter connected with this agreement. Contractor’s obligations to indemnify the City shall survive the expiration, non-renewal, or termination of this

Agreement.

Liability Insurance. Contractor shall obtain and maintain in full force and effect during the entire term of this agreement a policy of comprehensive general liability insurance, including professional errors and omissions, with limits of liability of not less than

$1,000,000 and workers disability compensation insurance in compliance with

Michigan’s statutory limits, and shall provide a certificate of insurance to the City naming the City as a certificate holder, which certificate shall provide that the City shall receive at least 30 days prior written notice of cancellation or nonrenewal of such insurance.

Non-Assignment. The parties agree that there shall be no authority on the part of

Contractor to subcontract, assign, or otherwise dispose of any portion of the services to be performed herein without the prior written approval of the City. In the event that the

City approves a subcontract, assignment, or disposition, Contractor solely shall be responsible for managing, directing and paying the subcontractors or assignees, and the

City shall have no obligations whatsoever toward said subcontractors or assignees.

Consent to subcontract, assign, or otherwise dispose of any portion of this Agreement shall not be construed to relieve Contractor of any responsibility for the fulfillment of this

Agreement.

Criminal Background Investigation Requirement

The City of East Lansing requires satisfactory completion of a criminal background investigation for all persons having access to City facilities under this Contract. The

Contractor will be required to provide to the Owner a list of all employees and employees of Sub-Contractors who are proposed to be working under this Contract, within 10 days of award of Contract. This list shall include the full name and date of birth of each employee, any aliases of each employee including maiden names, and shall differentiate between employees proposed to have access to secure areas of City Hall and those who will work in other areas of City facilities. Secure areas of City Hall are those areas utilized for the administration of criminal justice and include: Dispatch, Jail, any portion of the Police Department, Probation Department, and Courts.

The City of East Lansing will investigate employees proposed to work under this

Contract using the Michigan Internet Criminal History Access Tool (IChAT), the

Michigan Sexual Offenders Registry and the Michigan Corrections website. In addition, employees proposed to work under this Contract who will have access to secure areas of

City Hall will also be subject to investigation thru the Law Enforcement Information

Network (LEIN).

Any Contractor or employee of any Contractor, who have any felony convictions, misdemeanor convictions that involve crimes against persons, or drug offenses will not be allowed to work in any City of East Lansing facility. The City of East Lansing reserves the right to limit areas of access for individual employee, to prohibit certain employees work in City facilities under this Contract, or to otherwise limit or eliminate any employees access to any City facility or portion of City facility, based on the information collected, as the City deems to be in its best interest.

Prevailing Wage

For Contracts greater than $20,000.00 involving construction and/or substantial remodeling of any building or part thereof, for the construction of sewer and/or water lines or parts thereof, for or on behalf of the City of East Lansing, all craftsmen, mechanics and laborers involved with such work and employed directly upon the site of the work, shall receive at least the prevailing wages and fringe benefits of the Building

Trades Department for the corresponding classes of craftsmen, mechanics and laborers, as determined and published by the Davis-Bacon Division of the United States

Department of labor for the Ingham County area. The foregoing provisions shall apply to all sub-contracts entered into by the Contractor. All Contractors and Sub-contractors engaged in the performance of service or work for the City of East Lansing to which the aforementioned provisions apply, shall, at the request of the City, furnish proof satisfactory to the City that the foregoing provisions are being fulfilled.

SPECIFIC PROJECT INFORMATION

INTRODUCTION TO PROJECT

The City of East Lansing is seeking a firm to remove wood beams that are attached to the buildings at each end of the alley of the 100 & 200 block of Grand River Avenue and restore the building surface by filling in holes created by the attached beams and painting affected areas in the color and pattern of the surrounding building surface.

Prior to this project, The Lansing Board of Water and Light will remove lighting that is attached to the wood beams. After this project is completed, they will be installing replacement lighting on the building wall. During that time, the areas under the wood beams will be without adequate lighting. To mitigate this issue, the work for this project will need to be done during or after the week of April 29, when there will be lower foot traffic due to Michigan State University’s Spring semester ending.

PURPOSE OF THE PROJECT

Remove the wood beams that are attached to the buildings at each end of the alley and restore the building surfaces affected by the wood beams.

INFORMATIONAL MEETING

A mandatory information meeting is scheduled for Tuesday, February 13, 2023, at 10 a.m. at East Lansing City Hall, 410 Abbot Road, East Lansing, MI 48823. City Staff will show attendees the locations in the alley of the 100 and 200 block of Grand River Avenue where the wood beam removal and building wall restoration will be done. If unable to attend this meeting, please contact Joey Emery to make other arrangements.

ATTACHMENTS

The following photos of the wood beams and walls in the project areas are provided herewith for your review and use:

• 100 Block Location – Looking North

• 100 Block Location – Looking East

• 100 Block Location – Looking South

• 100 Block Location – Looking West

• 200 Block Location – Looking North

• 200 Block Location – Looking East

• 200 Block Location – Looking South

• 200 Block Location – Looking West

CONTENTS OF PROPOSAL

As a minimum each proposal shall include the following items:

BUSINESS ORGANIZATION

State the full name and address of your organization, and if applicable, any branch offices or other subordinate elements that will perform or assist in performing the work. Indicate whether you operate as an individual, partnership, limited liability company or corporation. If a corporation or limited liability company, indicate the State in which you are incorporated. Provide proof or certification of license to operate in the State of

Michigan. Also, please note if your organization is currently a registered local or regional vendor with the City of East Lansing.

APPLICABLE EXPERIENCE

Include a brief description of 3 projects of similar scope that your firm has completed in the last 5 years. Highlights from example studies, models, and other work products can be included.

AUTHORIZED NEGOTIATIONS

Include the names and telephone numbers of those persons in your organization authorized to negotiate the proposed contract with the City of East Lansing.

CUSTOMER REFERENCES

Include three customer references with contact names, phone number and e-mail address.

ADDITIONAL INFORMATION

The firm may also include any additional information and/or comments believed to be pertinent but not specifically requested elsewhere in the document.

SCOPE OF SERVICES

The following tasks are to be provided based on the City of East Lansing’s initial concept of the project:

• Apply for a Non-Utility Right-of-Way Permit for the alley closure with the

Department of Public Works prior to beginning work on-site.

• Remove the 15 wood beams and supporting materials that are attached to the building at the end of the 100 Block Alley and dispose of them.

• Remove the 17 wood beams and supporting materials that are attached to the building at the end of the 200 Block Alley and dispose of them.

• Repair damage and holes on building surfaces caused by the attachment or removal of the wood beams and supporting materials.

• Once repaired, paint building surfaces that are affected by the attachment or removal of the wood beams to match the existing color pattern.

EVALUATION OF PROPOSALS

All proposals received shall be subject to an evaluation by representatives of the City.

The following factors will be considered in making the final selection:

VERIFICATION

Will be based on the verifiable information provided about the firm, including but not limited to: entity name, principals, incorporation, licensing, and customer references.

UNDERSTANDING OF THE PROJECT/PROBLEM

Will be based upon the understanding exhibited by the firm in statements of work presented in the proposal.

EXPERIENCE

Will be based upon applicable experience of the firm with similar type projects within the recent past.

TIME & EFFORT

Will be based upon a review of the total time necessary to accomplish the work, and the firm’s acknowledgement of any critical deadlines. See Tentative Schedule on page 20.

ACCESSIBILITY

Will be based upon the ability of the firm to work closely with the City staff for the duration of the project.

PRICE/VALUE

The City of East Lansing reserves the right to negotiate a final project price and scope that provides the greatest value in regards to cost vs. services provided.

COST PROPOSAL

COST & PRICE ANALYSIS

100 Block Grand River Avenue Alley

ITEM

AMOUNT

1. Remove the 15 wood beams and supporting materials that are attached to the building at the end of the 100 Block Alley and dispose of them.

2. Repair damage and holes on building surface caused by the attachment or removal of the wood beams and supporting materials.

3. Once repaired, paint building surfaces that are affected by the attachment or removal of the wood beams to match the existing color pattern.

Subtotal

200 Block Grand River Avenue Alley

ITEM

AMOUNT

1. Remove the 17 wood beams and supporting materials that are attached to the building at the end of the 200 Block Alley and dispose of them.

2. Repair damage and holes on building surface caused by the attachment or removal of the wood beams and supporting materials.

3. Once repaired, paint building surfaces that are affected by the attachment or removal of the wood beams to match the existing color pattern.

Subtotal

100 BLOCK AND 200 BLOCK TOTAL

Acceptance: This proposal is accepted by the City of East Lansing, DDA.

_____ _______ _DDA Chair, Date: ______________

Approved As to Form:

________________________________________City Attorney, Date: ______________

Certified As to Sufficiency of Funds:

__________________________________Chief Financial Officer, Date: _____________

TENTATIVE SCHEDULE

January 5, 2024 – RFP issued

February 13, 2024 – Informational Meeting at 10:00 a.m.

March 8, 2024 – Questions on Request for Proposals due by 5:00 p.m.

March 15, 2024 – Proposals due by 4:30 p.m.

Week of March 18, 2024 – Evaluate proposals

March 28, 2024 – Downtown Development Authority consideration for approval

Week of April 29, 2024 – Firm begins work of the project scope

ATTACHMENTS

1. 100 Block Location – Looking North

2. 100 Block Location – Looking East

3. 100 Block Location – Looking South

4. 100 Block Location – Looking West

5. 200 Block Location – Looking North

6. 200 Block Location – Looking East

7. 200 Block Location – Looking South

8. 200 Block Location – Looking West

100 BLOCK LOCATION – LOOKING NORTH

100 BLOCK LOCATION – LOOKING EAST

100 BLOCK LOCATION – LOOKING SOUTH

100 BLOCK LOCATION – LOOKING WEST

200 BLOCK LOCATION – LOOKING NORTH

200 BLOCK LOCATION – LOOKING EAST

200 BLOCK LOCATION – LOOKING SOUTH

200 BLOCK LOCATION – LOOKING WEST