INVITATION TO BID EOE

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1 INVITATION TO BID The 22 nd Judicial Circuit is currently soliciting bid proposals for the Clerk and Admission Office s new flooring for the Family Courts Juvenile Division at 920 N. Vandeventer Ave. The bid package may be obtained at information/requests for proposals. Bids are due April 18, EOE 1

2 Request for Proposal New flooring for the Clerk and Admission Offices This Request for Proposal (RFP) is to provide new flooring for the Clerk and Admission Offices for the Twenty-Second Judicial Circuit at the Family Court Juvenile Division, 920 N. Vandeventer, St. Louis, MO The funding for these services is in the annual budget of the Twenty-Second Judicial Circuit and is subject to appropriation from the City of St. Louis. Scope of Work FCJD 2 nd floor Clerk s Office Furnish and install Tandus Runaway II carpet tile (or equal) with ER3 dryback (glue to floor). Also install new 4 vinyl cove base. All work to be done weekday 7:30 a.m. to 4:00 p.m. Demo and disposal of existing materials is included. Furniture to be moved by the Court personnel. Detention Admission s Office All work to be done weekday 7:30 a.m. to 4:00 p.m. Demo and replace VCT flooring with new Armstrong EXCELON tile (or equal). New vinyl cove base is included. Furniture to be moved by the Court personnel. Installation date(s) will be coordinated with the Facilities Manager of the Courts. Contract Requirements Primary Court Contact The Facilities Manager of the Twenty-Second Judicial Circuit will be the primary contact and interface between the successful bidder and the Twenty-Second Judicial Circuit. Minority Business Enterprises The Twenty-Second Judicial Circuit hereby notifies all bidders that minority business enterprises will be afforded full opportunity to submit bids in response to this request for bids and will not be discriminated against on grounds of race, color, or national origin in consideration for an award. Awardment of Contract The Twenty-Second Judicial Circuit reserves the right to reject any or all proposals and to waive any minor informality or irregularity in proposals received. The contract shall be awarded to the bidder whose proposal is determined to be lowest responsive and responsible bidder. Only complete proposals will be accepted and considered. All partial or incomplete proposals will be rejected. Contract Cancellation The Twenty-Second Judicial Circuit may terminate the contract in whole or in part, with or without cause, with a written notification. In the event of cancellation, the successful bidder shall take all steps necessary and reasonable to mitigate close out costs to the Twenty- Second Judicial Circuit. Upon cancellation, the successful bidder will be paid for all services, labor and material up to the effective date of the cancellation. Selection Process The selection process for this project will be based on the company s qualifications and costs. Written proposals will be received, reviewed and evaluated. Prospective companies may be required to perform a presentation or be required to attend an interview session. No fee is required with the proposal. After the evaluation process, a selection will be made by the Twenty-Second Judicial Circuit. All bidders will be notified of acceptance or rejection. Governing Law/Venue 2

3 This Agreement shall be governed by and construed in accordance with the laws of the State of Missouri, excluding its conflicts of law principles. It is further agreed by the parties that any action at law, suit in equity, or other judicial proceeding to enforce or construe this Agreement, or regarding its alleged breach, shall be instituted in the Circuit Court of St. Louis City, Missouri (22 nd Circuit) or in the United States District Court for the Eastern District of Missouri. Any environmental laws, standards, or codes issued by the Environmental Protection Agency will be followed, including waste and disposal. The successful bidder is required to dispose of all waste generated by them. Indemnification: Contractor to protect, defend, indemnify and hold harmless the City, its officials, employee agents, and representatives against all claims, liabilities, losses, damages, amounts paid in settlement, and expenses including reasonable attorney's fees related to or arising from negligent or wrongful acts or omissions of Contractor s employees, agents or representatives relating to the subject matter of this agreement. Invoice Billing and Payment The Twenty-Second Judicial Circuit cannot process or make payment for any labor and materials that has not already been rendered. No advance charges or payments will be processed. Tax Exemption The Twenty-Second Judicial Circuit is tax exempt for all charges. Non-Payment of Invoice for Unsatisfactory Work or Invoice Discrepancies First quality work is required. Substandard and/or careless performance of work will not be accepted. Work that is unsatisfactory will be brought to the attention of the successful bidder and will be corrected at no additional expense to the Twenty-Second Judicial Circuit. Payment of the unsatisfactory work will not be processed until the work has been corrected to the satisfaction of the Facilities Manager. The Twenty- Second Judicial Circuit is the sole arbitrator of successful bidder performance. Proposal Submittal Mandatory pre-proposal meeting: April 14, 2014 at 9:00 a.m. at the: Family Court Juvenile Division 920 N. Vandeventer St. Louis, MO All bidders wishing to submit a proposal MUST be present at the meeting. A tour of the locations will follow the meeting. Proposals will be rejected from bidders that fail to be present for the pre-proposal meeting and complete tour of all locations. Proposal Questions Any request for information from a bidder regarding clarification or interpretation of this RFP must be e- mailed to the Facilities Manager by April 16, 2014 noon. All information resulting from requests for information will be furnished to all prospective bidders in the form of an addendum. Mark D. McGee, Facilities Manager, Twenty-Second Judicial Circuit Courts Proposal Due: April 18, 2014 at noon Proposals shall be delivered to: Kathryn S. Herman, Assistant Court Administrator Twenty-Second Judicial Circuit Family Court Juvenile Division 920 N. Vandeventer 3

4 St. Louis, MO All bids shall be enclosed in a sealed envelope clearly marked new flooring for the Clerk and Admission Offices RFP and submitted no later than date and time specified to address listed above. Bids received after date and time stated above will be rejected and will not be opened. Proposal Signature Required Each proposal form must be signed by an authorized company official and will be considered binding. Signed Exhibit A A signed Exhibit A form must accompany the submitted bid forms. The successful bidder must be currently enrolled in and actively participate in a federal work authorization program with respect to the employees working in connection with this contract, as required pursuant to Sections through of the Revised Statutes of Missouri, as amended. Pursuant to Sections through of the Revised Statutes of Missouri, as amended, the successful bidder must not knowingly employ any person who is an unauthorized alien in connection with this contract. Proposal Required Documents 1. Current Taxes, Business License and Federal ID Bidder must be current in payment of all City earnings taxes due, have filed all required returns of earnings tax and payroll expense tax with the City of St. Louis and have a current City of St. Louis business license. Bidder must supply a Federal Identification number. Bidder and all listed and/or proposed subcontractors must be free of any current legal actions relating to maintenance assignments and have no current liens of any kind placed on the company or subcontractors. 2. Workman s Comp Insurance The successful bidder will furnish a Certificate of Insurance on all required coverage prior to the commencement of work under this contract. The Certificate of Insurance shall list the City of St. Louis and the Twenty-Second Judicial Circuit as the insured. 3. Comprehensive General/Public Liability and Property Damage Insurance 1. Bodily Injury Liability - All sums which the successful bidder shall become legally obligated to pay as damages resulting from bodily injury, sickness or disease, including death at any time resulting therefrom, sustained by any person other than its employees and caused by occurrence. Bodily Injury Each Occurrence $1,000, Property Damage Liability - All sums that the successful bidder shall become legally obligated to pay as damages resulting from injury to or destruction of property, caused by occurrence. Property Damage Each Accident $1,000,000 Property Damage - Aggregate $1,000, Automobile Liability Insurance: 1. Bodily Injury Liability - All sums which the successful bidder shall become legally obligated to pay as damages resulting from bodily injury, sickness or disease, including death at any time 4

5 resulting therefrom, sustained by any person other than its employees caused by occurrence and arising out of ownership, maintenance, or use of any automobile. Bodily Injury Each Person $250,000 Bodily Injury Each Accident $1,000, Property Damage Liability - All sums which the successful bidder shall become legally obligated to pay as damages resulting from injury to or destruction of property caused by occurrence and arising out of ownership, maintenance, or use of any automobile. Property Damage Each Accident $500,000 5

6 PROPOSAL FORM DATE: PROPOSAL OF: (Company Name) (Address) (City & Zip Code) (Phone Number) TO: Twenty-Second Judicial Circuit Kathryn S. Herman, Assistant Court Administrator Family Court Juvenile Division, 920 N. Vandeventer Ave St. Louis, MO 63108; Having carefully and completely examined the Request for Proposal documents pertaining to the scope of work and conditions for new flooring for the Clerk and Admission Offices RFP dated, the undersigned agrees to furnish materials and labor on all work specified. Clerk s Office Carpeting $ Admission s Vinyl Floor $ Grand Total $ The signature of the bidder indicates that he/she understands and will comply with all terms and conditions as a part of this proposal and any subsequent contract. In compliance with the above, the undersigned offers and agrees if the proposal be accepted, to commence performance of the work specified in the documents. Name of Bidder (please print) Authorized Court Representative Signature Address of Bidder Title 6

7 EXHIBIT A STATE OF ) ) COUNTY OF ) AFFIDAVIT Before me, the undersigned Notary Public, personally appeared (Name) who, by me being duly sworn, deposed as follows: My name is (Name), I am of sound mind, capable of making this Affidavit, and personally acquainted with the facts herein stated: I am the (Position/Title) of. (Bidder) I have the legal authority to make the following assertions: 1. (Bidder) is currently enrolled in and actively participates in a federal work authorization program with respect to the employees working in connection with this contract, as required pursuant to Sections through of the Revised Statutes of Missouri, as amended. 2. Pursuant to Sections through of the Revised Statutes of Missouri, as amended (Bidder) does not knowingly employ any person who is an unauthorized alien in connection with this contract. Affiant IN WITNESS WHEREOF, I have hereunto subscribed my name and affixed my official seal this day of, 20. Notary Public My Commission Expires: 7

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