INLAND VALLEY DEVELOPMENT AGENCY SAN BERNARDINO INTERNATIONAL AIRPORT AUTHORITY REQUEST FOR PROPOSALS FOR EMERGENCY RESTORATION SERVICES

Transcription

1 INLAND VALLEY DEVELOPMENT AGENCY SAN BERNARDINO INTERNATIONAL AIRPORT AUTHORITY 1601 East Third Street San Bernardino, CA Phone: (909) / FAX: (909) REQUEST FOR PROPOSALS FOR EMERGENCY RESTORATION SERVICES DECEMBER 17, 2015 I. REQUEST FOR STATEMENT OF QUALIFICATIONS Overview The Inland Valley Development Agency (IVDA) and the San Bernardino International Airport Authority (SBIAA), collectively referred to as IVDA/SBIAA or the Agencies, are issuing this Request for Proposals (RFP) for the selection of a qualified company to provide as-needed emergency remediation, restoration and reconstruction services on IVDA/SBIAA property in response to emergency situations such as, but not limited to: water /fire damage, vandalism cleanup, biohazard cleanup, sewage decontamination, deodorization, mold remediation, debris removal, emergency construction for damage mitigation, etc. IVDA/SBIAA property may include, but is not limited to, vacant and occupied warehouses, office and commercial space, modular buildings, hangar complexes, airport arrival and departure facilities and storage facilities. Award of the contract will be based on a combination of cost and technical factors that best serve the needs of the Agencies. Description of Work Work will be requested on an as-needed basis for emergency restoration services as further defined is Section III. Scope of Services of this RFP. Submission Deadline For full consideration, proposals and backup materials in response to this RFP are due at the IVDA/SBIAA Administrative Office located at the Norton Regional Event Center, 1601 East Third Street, San Bernardino, California, on Wednesday, December 30, 2015 before 4:00 p.m. All proposals will be time-stamped upon receipt, and any proposals received after the time specified above will be returned unopened. Please submit one (1) signed original and three (3) copies of the proposal addressed to the attention of Ms. Jennifer Farris, Clerk of the Board. In bold lettering, mark the envelope with the following words: RFP FOR EMERGENCY RESTORATION SERVICES. II. SUBMITTAL REQUIREMENTS In order to control the dissemination of information regarding this RFP, companies interested in submitting proposals shall not make personal contact with any member of the IVDA Board, SBIAA Commission or IVDA/SBIAA staff members other than Catherine Pritchett. Questions regarding this RFP shall be submitted via to the individual listed below no later than Wednesday, December 23, Page 1 of 9

2 Mrs. Catherine Pritchett Director of Administrative Services Inland Valley Development Agency/ San Bernardino International Airport Authority 1601 East Third Street San Bernardino, CA (909) Ext The IVDA/SBIAA reserves the right to accept or reject any or all proposals and/or re-solicit or cancel the procurement process, if deemed to be in the best interest of the IVDA/SBIAA. Additionally, the IVDA/SBIAA reserves the right to waive any informality in this RFP and in the responses as delivered to the IVDA/SBIAA. The IVDA/SBIAA will not conduct debriefings to companies not selected. Submitters shall be responsible for any and all expenses incurred in preparing and submitting said proposal. Addendums, revisions or clarifications will be posted on the IVDA website and the SBIAA website at It is the responsibility of all potential respondents to monitor the website for any such addendums, revisions or clarifications. Submission of Proposals Proposal packages must be submitted with one (1) signed original and three (3) additional copies. Proposals shall be brief and concise, containing no more than ten (10) single-sided pages of material. Please note that the Transmittal Letter, Table of Contents and completed Company Information Sheets will not be considered part of the ten (10) page limit. Each proposal shall include the following as a minimum: 1. Cover Letter - A maximum one-page, dated Introductory Letter must be submitted including the legal name of the company, address, telephone number and the name, title and signature of the person authorized to submit the proposal on behalf of the company. 2. Table of Contents - A Table of Contents of the material contained in the proposal. 3. Equipment Provide an inventory list of any and all restoration equipment that may be used in the event of an emergency 4. Sample Documentation - A sample of a standard service invoice with typical equipment and wage billing descriptions 5. Narrative - Provide a brief narrative of the company s experience in providing emergency restoration services. The narrative shall include the following: a. Experience - Describe your company s experience working with similar agencies. Provide contact names and phone numbers for three references. b. Personnel Indicate who would serve as the primary point of contact in the event of an emergency. Indicate office locations and the methods used by your company to assure coordination of all work. c. Insurance Provide a list of insurance companies your company has experience working with. d. Sub-contractors - Provide a list of sub-contractors with whom your company regularly contracts. e. Additional Data - Provide any additional information about the company as it may relate to this RFP. 6. Fee for Services How the company proposes to bill time, (prevailing rates must be demonstrated for non-professional employees); a detailed fee schedule for all general and specialized services as may be needed in the event of an emergency; all rates for general and specialized equipment that may be needed and/offered. Page 2 of 9

3 Proposals must be complete and prepared in a format that provides an insightful, straightforward and concise overview of the capabilities of the company. Respondents to this RFP are cautioned not to undertake any actions to promote or advertise their interests except in the context of presentations sponsored by IVDA/SBIAA. All materials submitted in response to this RFP shall become the property of the IVDA/SBIAA and shall be considered a part of the public record of the IVDA/SBIAA, except for any proprietary financial information that should been clearly marked as confidential. III. SCOPE OF SERVICES The IVDA and SBIAA are seeking proposals from qualified, California licensed and insured, companies to provide as-needed emergency remediation, restoration and reconstruction services in response to emergency situations such as, but not limited to: Water extraction, mitigation and restoration Fire, smoke and water damage mitigation and restoration Vandalism cleanup Biohazard cleanup Sewage decontamination Deodorization Mold remediation Debris removal Emergency construction for damage mitigation (limited to the repair of pre-existing facilities, no new contruction) Abatement of Asbestos Contained Materials The fee for these services shall be based upon the company provided equipment and hourly rate schedule. Time billed for services shall be calculated on actual time accrued. The selected company shall comply with the provisions of the California Labor Code, including and without limitation, the obligation to pay the general prevailing wage rates. The selected company will be required to keep accurate payroll records and to provide records to the Agencies if requested. The selected company may elect to work with a subcontractor to perform the services identified in the Scope of Services. The selected company shall be entirely responsible for the immediate payment of all subcontractor liens. VII. SELECTION PROCESS The IVDA/SBIAA will complete a review of the proposals submitted in response to this RFP. The proposals will first be reviewed to ensure compliance with the requirements, minimum qualifications and requested information contained in this RFP. A committee, designated by the IVDA/SBIAA, will evaluate the proposals deemed complete and score each based on the criteria listed below. POINTS 1. Evaluation of company history Resource capability for required services Competitiveness of rates Familiarity with local area and company s proximity to the project site 20 Page 3 of 9

4 The selection committee may select an undetermined number of companies to interview. All companies responding to this RFP will receive notification as to whether or not they are selected for an interview. If required, interviews may be scheduled on January 4 or 5, 2016 The selected company will enter into negotiations with the IVDA/SBIAA. If negotiations are successful, Agency staff will prepare a separate standard Professional Services Agreements with each Agency. The term of the initial contracts shall be for one year, with two one-year extension options. IV. SELECTION PROCESS SCHEDULE The proposed schedule for this project is as follows: RFP s Available Thursday, December 17, 2015 Proposals Due Wednesday, December 30, 2015 Review proposals Selection/Interview (if required) January 4 or 5, 2016 Contract Awarded January 13, 2016 (IVDA) January 27, 2016 (SBIAA) Effective Date February 1, 2016 V: CONFLICT OF INTEREST Any company submitting a response to this RFP must disclose any actual or potential conflict of interest between any member of the IVDA Board, SBIAA Commissions or any entity that appointed a member to the IVDA Oversight Board. In addition, any company submitting a response to this RFP should also disclose any projectrelated work on behalf of any of the following entities: County of San Bernardino, City of San Bernardino, City of Colton, City of Highland City of Loma Linda, or any entity that appointed a member to the IVDA Oversight Board including the San Bernardino Valley Municipal Water District, San Bernardino Unified School District and the San Bernardino Community College District. VI. Basic Business Terms and Conditions Indemnity The selected company shall save, indemnify, defend, and hold harmless the IVDA/SBIAA and its employees, from any and all claims, damages, losses, cost, expenses (including reasonable attorneys fees and court costs) or liabilities of every kind on account of damage to property or injury to person or death, which claims, damages, losses, costs, expenses or liabilities directly or indirectly arise from or relate to the acts or omissions of the selected development team, its officers, agents, employees, contractors and subcontractors during the term of and in connection with the agreement with the IVDA/SBIAA, except to the extent that such claims, damages, losses, costs, expenses or liabilities result from the active and sole negligence or willful misconducts of the IVDA/SBIAA or their respective officers, agents and employees. Page 4 of 9

5 Insurance The selected Company will be required to submit evidence of general liability, automobile, workers compensation and property protection policies with appropriate deductible levels. These policies shall be endorsed to name the IVDA/SBIAA as additional insured. Public Record Respondents must be aware that all submitted proposal documents are subject to the California Government Code Section 6250 et seq., commonly known as the Public Records Act. Information contained in the proposals may be made public after the review process has been completed in recommendation for award to the IVDA/SBIAA. Terms and Conditions: This RFP does not commit the IVDA/SBIAA to award a contract or contracts, to defray any costs incurred in the preparation of a response to this request, or to procure or contract for services. The IVDA/SBIAA is in no way obligated to utilize the selected company for additional specialty services as identified in this RFP. Additional legal services from alternate companies may be procured. All submitted RFPs become the property of the IVDA/SBIAA as public records. All RFPs may be subject to public review, by request, unless exempted as discussed elsewhere in this RFP. The IVDA/SBIAA reserves the right to reject all submittals. Selection is dependent upon the negotiation of mutually acceptable contracts with successful respondents. The IVDA/SBIAA reserves the right to cancel, in part, or in its entirety, this RFP including, but not limited to: selection schedule, submittal date, and submittal requirements. If the IVDA/SBIAA cancels or revises the RFP, all respondents of record will be notified in writing by the IVDA/SBIAA. Selection announcements, contract awards, and all data provided by the IVDA/SBIAA shall be protected from public disclosure. Companies who desire to release information to the public must receive prior written approval from the IVDA/SBIAA. The IVDA/SBIAA reserves the right to request additional information and/or clarifications from any or all respondents to this RFP. Page 5 of 9

6 COMPANY INFORMATION SHEET [Updated 2015] DECLARATION I declare under penalty of perjury under the laws of the State of California, I have completed this Company Information Sheet and that the information contained herein is factual and accurate as of the date completed. Completed and executed this day of, 2015, in,. [state] [day] [month] [city] By: Print : Print : LEGAL NAME OF COMPANY: ADDRESS: _ TELEPHONE: _ FAX: TYPE OF BUSINESS (Check One): [ ] CORPORATION [ ] LIMITED LIABILITY COMPANY [ ] PARTNERSHIP [ ] JOINT VENTURE [ ] INDIVIDUAL [ ] INDIVIDUAL DOING BUSINESS UNDER A COMPANY NAME [ ] OTHER STATE OF INCORPORATION OR FORMATION: Page 6 of 9

7 PRINCIPALS/OFFICERS/PARTNERS/OWNERS OF COMPANY (List All Principals/Officers/Partners [including Joint Venture Partners, Managing Partner], as well as investors/investment companies): [PLEASE ATTACH ADDITIONAL SHEETS AS NECESSARY IN ORDER TO PROVIDE ALL REQUESTED INFORMATION.] IDENTIFICATION OF PRINCIPAL(S)/OFFICER(S)/REPRESENTATIVE(S) OF COMPANY Execution of Legal Documents: The Company has authorized and hereby designates the following individual(s) to execute legal documents on behalf of Company, including but not limited to contract documents, proposals and related documents: IDENTIFICATION OF PRINCIPAL(S)/OFFICER(S)/REPRESENTATIVE(S) OF COMPANY Representative and/or Management Capacity: The Company has authorized and hereby designates the following individual(s) to serve in a representative and/or management capacity on behalf of Company relating to the concerned project, contract document, lease document, development document, or any other legal document or agreement, including but not limited to manager, project manager, site manager, etc. [PLEASE ATTACH ADDITIONAL SHEETS AS NECESSARY IN ORDER TO PROVIDE ALL REQUESTED INFORMATION.] Page 7 of 9

8 COMPANY INFORMATION SHEET [Updated 2015] SUBCONTRACTOR/SUB-CONSULTANT VENDOR/SUPPLIER DECLARATION I declare under penalty of perjury under the laws of the State of California, I have completed this Company Information Sheet and that the information contained herein is factual and accurate as of the date completed. Completed and executed this day of, 2015, in, [state] [day] [month] [city] By: Print : Print : LEGAL NAME OF COMPANY: ADDRESS: _ TELEPHONE: _ FAX: TYPE OF BUSINESS (Check One): [ ] CORPORATION [ ] LIMITED LIABILITY COMPANY [ ] PARTNERSHIP [ ] JOINT VENTURE [ ] INDIVIDUAL [ ] INDIVIDUAL DOING BUSINESS UNDER A COMPANY NAME [ ] OTHER STATE OF INCORPORATION OR FORMATION: Page 8 of 9

9 PRINCIPALS/OFFICERS/PARTNERS/OWNERS OF COMPANY (List All Principals/Officers/Partners [including Joint Venture Partners, Managing Partner], as well as investors/investment companies): [PLEASE ATTACH ADDITIONAL SHEETS AS NECESSARY IN ORDER TO PROVIDE ALL REQUESTED INFORMATION.] IDENTIFICATION OF PRINCIPAL(S)/OFFICER(S)/REPRESENTATIVE(S) OF COMPANY Execution of Legal Documents: The Company has authorized and hereby designates the following individual(s) to execute legal documents on behalf of Company, including but not limited to contract documents, proposals and related documents: IDENTIFICATION OF PRINCIPAL(S)/OFFICER(S)/REPRESENTATIVE(S) OF COMPANY Representative and/or Management Capacity: The Company has authorized and hereby designates the following individual(s) to serve in a representative and/or management capacity on behalf of Company relating to the concerned project, contract document, lease document, development document, or any other legal document or agreement, including but not limited to manager, project manager, site manager, etc. [PLEASE ATTACH ADDITIONAL SHEETS AS NECESSARY IN ORDER TO PROVIDE ALL REQUESTED INFORMATION.] Page 9 of 9