Board of Regents of the University System of Georgia. Request for Qualifications

Transcription

1 Board of Regents of the University System of Georgia Request for Qualifications To Provide Disaster Recovery Services For The University System of Georgia Colleges and Universities; Georgia Archives; and Georgia Public Library System (Statewide & Local) Solicitation Issue Date: August 4, 2015 Qualifications Packages Due: October 2, 2015 DRSV RFQ

2 I. Introduction/Purpose Each year the United States is impacted by manmade and natural disasters. Georgia is not immune to this events. During natural disasters, or localized events that may threaten the safety of life and property, there would not be the opportunity to effectively identify firms that offer the range of necessary services, experience and response capabilities to adequately respond to one or several institutions. With over 60,000 acres of land, 3,415 buildings, and a variety of leased facilities throughout the state, the Board of Regents of the University System of Georgia has a vested interest in identifying qualified Georgia contractors that can provide emergency response and recovery services. The Board of Regents of the University System of Georgia is seeking services of qualified disaster recovery service contractors to provide 24/7 response to provide storm strengthening, stabilizations, debris removal, and/or emergency repairs to property/facilities. The Board of Regents of the University System of Georgia ( BOR, USG ) oversees the Georgia Public Library System, the Georgia Archives, and 30 public colleges and universities throughout the State of Georgia. (Visit for listing of institutions/entities) This Pre-Qualification process is intended to identify more than one contractor able to provide necessary services in a small or large scale disaster that will include the stabilization of facilities and operations prior, during and/or immediately following the event that may impact one or several USG operations. Services provided are to ensure USG is able to continue business operations with the least amount of disruptions to their communities.

3 II. Category of Work A. Disaster Response Services The University System of Georgia requires contractors that have staff with ability to provide a variety of needs/services in response to manmade or natural disasters that impact the facilities and/or grounds of USG institutions and entities. Services include: Storm strengthen facilities to reduce potential damage from high velocity winds, rains, debris, etc. Complete emergency repairs to facilities to prevent further damage Provide temporary power for critical campus operations needs Ability to temporarily patch blue-tarp roofs to prevent water intrusion Debris removal on small and large scale to include hazardous materials Conduct facility evaluations for safety considerations Asbestos abatement oversight Debris removal Mold remediation Water mitigation and repair Storm damage restoration, i.e. debris removal, clearing entrances/exits to facilities, etc. B. General Requirements Contractors will be chosen for a one-year term, with the possibility of a one year renewal, to be prequalified disaster response service contractors. Chosen contractors will be in an on-call capacity for USG institutions/entities. Contractors will be expected to have sufficient professional staffing with a broad range of knowledge, skills, and abilities to respond to emergency events for the purpose of mitigating further threats to the safety of the institutions and facilities for one or several USG properties. Contractors are expected to respond promptly when called and initiate response activities immediately upon notification. Contractors included in the USG Disaster Services Prequalified List that fail to meet any of these requirements must notify Lacey Kondracki, lacey.kondracki@usg.edu.

4 III. Review Process A. Selection Contractors that will be listed as pre-qualified for the USG Disaster Recovery Services Vendor listing will be selected based on the following process: 1. A selection committee of USG and other representatives will evaluate responses to this RFQ using the qualification criteria set forth below. 2. Review of qualifications will result in a listing of pre-selected contractors. 3. Pre-selected contractors will be requested to provide additional information to include a rate schedule for equipment listing provided in Exhibit D. 4. Selection committee may invite short listed contractors to participate in interviews with USG representatives for the purpose of gathering additional information. This is dependent upon the needs of the selection committee. 5. Selection committee will make recommendations to the Board of Regents office for acceptance of contractor's qualifications as being listed - included on the USG list, or not-listed. The contractor s identified as listed will be placed on the USG Disaster Service Contractors Pre-Qualified listing and published at Tentative Schedule Issue RFQ August 4, 2015 Deadline for questions September 25, 2015 Qualification Submittals Due October 2, 2015 Selection committee short list October 30, 2015 Request of additional information short listed firms November 13, 2015 Deadline for additional information November 20, 2015 Notification of listed firms December 1, 2015 B. Pre-qualification Overview Selection committee will evaluate the qualifications of all contractors responding to this RFQ. To prequalify, submitting contractors must have well established and relevant work experience in disaster recovery services and will be evaluated on the basis of the following: 1. Adequate staffing with the knowledge, skills, and abilities to respond a variety of emergency facility and grounds needs. 2. Professional qualifications and experience of key leadership and team members.

5 3. Demonstrated ability to adequately respond to small and large scale disaster scenes providing a variety of services. 4. Experience, knowledge, and experience with environmental considerations. 5. Knowledge and experience in documenting work for FEMA requirements. Selection committee will use the submittals, formatted as stipulated in Section VII, as a basis for the evaluation. D. Disaster Service Qualifications Submittal Evaluation of submittals will be accomplished on the basis of the following criterion: 1. Minimum of ten (10) years of experience of firm leadership in providing disaster response services. a. Demonstrate experience in responding to five (5) projects within the past seven (7) years ranging from moderate to large-scale responses, preference to responses to institutions of higher education during GEMA/FEMA declared disasters. b. Provide documentation of firm s knowledge, skills, abilities to provide services as identified in this RFQ. c. Demonstrate leadership s ability to manage/direct a response in regional emergency situations. 2. Be a licensed Georgia Contractor 3. Ability to respond to any USG institution or entity property within two hours to provide initial assessment and begin coordination of a response. Initial response teams to be on-site no less than eight (8) hours or as agreed upon by institution representative. Identification of one (1) or more response zones must be identified in Exhibit B, USG Response Zones. 4. Ability to properly manage and dispose of hazardous materials in accordance with state and federal rules, laws, and/or regulations. 5. Ability to obtain and provide insurance and performance/payment bonds at the amounts indicated section IV. 6. Experience in large scale debris removal. 7. Ability to provide emergency utilities to assist USG institutions and entities in maintaining basic operational needs. Preference may be given to proposals that include a demonstration of the firm s capabilities in #1(a) above. 8. Have necessary professionals, on staff or with contractual agreement, that are able to properly evaluate and assess the scope and nature of services required to respond effectively. 9. Demonstrate financial stability to respond to large scale emergencies. 10. Firm s compliance, is registered with, authorized to use, is using and will continue to use, the federal work authorization program for as long as the firm

6 shall remain on a Pre-Qualified vendor list. This statement shall be accompanied by the completed Contractor Affidavit, Exhibit C, and must include the firm s User Identification Number and Date of Authorization for said federal work authorization program (i.e. e-verify).

7 VII. Submittal Process/Format - Requirements Contractors responding to this RFQ will provide a Statement of Qualifications and Performance in a pdf file formatted as follows: Sections Item Format Cover Contractor Name, Address, Logo, etc One page TOC Table of Contents One page 1 RFQ Cover Page & Services Use form in RFQ Exhibit A (3 pages) 2 Copy of Current General Contractor s License One to three pages 3 Identify, five (5) projects the firm has completed in the within the past seven years to include; 1) date of the activities; 2) scope of work; 3) total cost associated with the recovery effort; 4) firm s fees that were associated with the work; 5) accurate and factual description of the role (principal firm, subcontractor) that the firm played in the disaster recovery project; and 6) contact information for a reference at each of the recovery project locations; 7) Projects should demonstrate involvement in projects that include hazardous materials remediation/disposal, roof repair, water remediation, fire/smoke remediation, and/or business continuity services. One page front and back for each project (Up to five pages front and back) 4 Information must be provided regarding the firm s financial rating and any documentation such as, Dun & Bradstreet analysis which indicate relative stability. The same documentation must be provided for a parent company if the firm is a subsidiary. - Firm must include responses to the following: Has the firm, the firm s parent corporation, or any partner or principal of the firm or the firm s parent corporation: - Filed a voluntary petition in bankruptcy or a One to three pages

8 voluntary petition seeking reorganization or to effect a plan or other arrangement with creditors; (b) made an assignment for the benefit of creditors; (c) voluntarily suspended transaction of business, become insolvent or unable to pay its debts as they mature; or, (d) applied for or consented to the appointment of any receiver or trustee for any such entity or person or of all or any substantial portion of the property of any such entity or person? a. If yes to any of these questions, explanations must be provided as a part of the documentation. Appendix A Appendix B Appendix C Appendix D Provide a copy of any notices of violation (NOVs) or citations from federal or state regulatory agencies for environmental safety infractions during the past five (5) years, to include any parent company and subsidiary. Firms must provide a list of equipment for review by the evaluation committee. It should be anticipated that certain equipment could reasonably be expected to support any disaster recovery project. Contractor s Affidavit Insurance statement Complete the tables included in Exhibit D and include as Appendix B of submittal. Substitutes will not be accepted. Complete Affidavit in Exhibit C (See Section IV, Insurance Requirements) 1. Submittal of questions and requests for clarification Questions about any aspect of the RFQ shall be submitted in writing to: Lacey E. Kondracki Board of Regents of the University System of Georgia Office of Real Estate & Facilities

9 270 Washington St, SW, 6 th Floor Atlanta, GA Lacey.Kondracki@usg.edu 2. The deadline for submission of questions relating to the RFQ is September 25, 2015, 2:00PM. Questions and responses will be posted to the Georgia Procurement Registry by September 28th, 2015 by 12:00pm. 3. Submittals are to be delivered in a pdf format by ing to: Facilities-Procurement@USG.edu It is the sole responsibility of the applicant to assure delivery by the specified deadline; the Owner cannot accept responsibility for incorrect delivery, regardless of reason. No submittals will be accepted after the date and time stipulated in # 2 above. 4. It is the responsibility of the applicant to examine the entire RFQ, seek clarification in writing, and review their application for accuracy before submitting a response. Once the deadline has passed, all submittals will be final. No submittals will be accepted for review after the deadline. 5. Review of applications will begin on October 5, 2015.

10 IV. Insurance Requirements [Include in Appendix D of submittal] Firm must provide proof of insurance coverage s identified below at the firm s expense and shall list the Board of Regents of the University System of Georgia as the certificate holder and as an additional insured. Type of coverage and limit of liability must, at a minimum, include: Type of Coverage Worker's Compensation Statutory Limits Limits of Liability Employer's Liability Bodily Injury by Accident Bodily Injury by Disease Bodiliy Injury/Disease Aggregate $1,000,000 Each Accident $1,000,000 Each Employee $1,000,000 Each Accident Commercial General Liability $1,000,000 Each Person (2001 ISO Occurrence Form or $1,000,000 Each Occurrence its equivalent); Includes XCU Coverage $1,000,000 Products-Co./Op Agg per Occurrence $1,000,000 Personal & Adv Injury per Occurrence $1,000,000 Contractual per Occurrence $2,000,000 General Aggregate per Project Commercial Automobile Pollution Legal Liability $1,000,000 Bodily Injury Liability $1,000,000 Property Damage per occurrence $1,000,000 Combined Single Limit $2,000,000 per occurrence $2,000,000 annual aggregate Commercial Umbrella Liability *Cost of work >$5M = $10M Agg $2,000,000 per Occurrence *$4,000,000 Aggregate Physical Damage Replacement Cost (To cover physical damage to USG or Component Institution property in the care custody and control of Contractor) Builders Risk (Written on 1991 Cause of Loss- Special Form or it's equivalent) OR Installation Floater (for other Cost of Project

11 than new construction) V. General Requirements A. Restriction on Communications From the issue date of this RFQ and until First Response Disaster Vendor firms are selected and the selection is announced, responders are not allowed to communicate with any person on the staff of the Board of Regents of the University System of Georgia regarding this offering except through the Issuing Officer or an assigned delegate. Procedural questions and clarifications regarding this RFQ should be reserved for the prequalification meeting. B. Cost of Preparing Qualifications Submittals The cost for preparing qualifications submittals in response to this RFQ is the sole responsibility of the responding firm. The Owner will not provide reimbursement for such costs. VI. Miscellaneous Provisions of this RFQ A. Right to Reject Qualifications and/or Proposals The Owner reserves the right to reject any and all qualifications and/or proposals. B. Form of Contract The Disaster Services Contract, will be used as attached to this RFQ. C. Minority Business Policy It is the policy of the Board of Regents that minority and female business enterprises shall have maximum opportunity to participate in the contracting and purchasing process. Therefore, all minority and female owned business enterprises are encouraged to compete for, win, and receive contracts for professional services as required by this RFQ. Also, the Board of Regents encourages all companies to sub-contract portions of any Board of Regents contract to minority business enterprises. D. Policy on a Drug-Free Workplace Award of a Contract is contingent upon the Consultant certifying that a drug-free workplace will be provided for the Consultant s employees during the performance of the Contract as required by the Drug-Free Workplace Act (O.C.G.A ).

12 E. ADA Guidelines The Board of Regents adhere to the guidelines set forth in the Americans with Disabilities Act (ADA), ANSI 17.1 and the International Building Code with Georgia Amendments. F. Rate Schedule A Rate Schedule will be solicited from the short listed candidates. Rate Schedules shall be submitted at the conclusion of the process. Final Evaluation Upon completion of the evaluation process by the Selection Committee, the firms will be ranked in descending order of recommendation. One or more of the top ranked firms will be awarded the opportunity to be placed on the Board of Regents Pre-Qualified Disaster Services Contractor List. G. Protest Notice: Notice of protest must be filed with the Issuing Officer within ten (10) days of the announcement of any award under this RFQ. Content: This Notice must include the legal grounds for the protest and the factual basis for the protest, in sufficient detail for the Issuing Officer to make a realistic assessment of the grounds and alleged procedural defect in the procurement process. A protest may not be grounded on the cost evaluation of the submitted sealed Rate Schedules, and any protest based on such grounds will be denied. Continuation of Award Process: Board of Regents is under no obligation to suspend or otherwise delay the designation of a contractor for the listing, but may, in its discretion, elect to do so. If it does elect to suspend or delay the designation, it will notify the protester and other proposers in writing of such decision. H. Exhibits Exhibit A - Cover page and document inventory form Exhibit B - USG Response Zones Map Exhibit C - Contractor's Affidavit Exhibit D - Equipment Tables (Blank Page)

13 Exhibit A

14 Cover Page, Services & Document Inventory INSTRUCTIONS: This form is to be completed in its entirety as provided. Any information requested in which you are unable to provide a response, enter N/A. Incomplete submissions will not be accepted. Date Submitted Point of Contact Name, Telephone & for USG RFQ Legal Name of Company/Firm: (Include any D/B/A names as well) If a subsidiary, include name and address of parent company Address for Primary Company/Firm Headquarters (Include additional locations on reverse side of this document) A. Response Areas: If selected, firm will respond to USG requests for service located: Statewide (all USG institutions/entities) If not statewide, identify the zones the firm will respond to referring to map in Exhibit B (check all that apply): Zone 1 Zone 2 Zone 3 B. Firm leadership has 10 years or more of experience in providing disaster recovery services? Yes No C. Firm is a licensed contractor in the State of Georgia? Yes No

15 Include a list of all business locations with names and addresses:

16 Services Provided by (Contractor Name) For each service offered, enter Y for yes and N for no or N/A for Not Available Identify the services offered directly by your firm s employees. Mold remediation Identify the services primarily conducted by subcontractors through agreements Mold remediation 24/7 Emergency Restorative Services 24/7 Emergency Restorative Services Debris Removal Emergency Generators Severe weather mitigation(storm strengthening) Water extraction Carpet/floor drying Fire/Water restoration Engineering, structural evaluation services Dehumidification Emergency moving, storage, inventory Hazardous materials removal Electrical engineering Roofing repair, replacement Document drying, preservation Asbestos abatement Demolition Debris Removal Emergency Generators Severe weather mitigation(storm strengthening) Water extraction Carpet/floor drying Fire/Water restoration Engineering, structural evaluation services Dehumidification Emergency moving, storage, inventory Hazardous materials removal Electrical engineering Roofing repair, replacement Document drying, preservation Asbestos abatement Demolition

17 Exhibit B - USG Response Zones Map

18 Exhibit C - Contractor s Affidavit Contractor Affidavit under O.C.G.A (b)(1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of Board of Regents of the University System of Georgia for the use and benefit of Institution Name, Using Agency (public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Contractor

19 Project Number and Description Name of Project Board of Regents of the University System of Georgia For the use and benefit of Institution Name Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on,, 20 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF,20. NOTARY PUBLIC My Commission Expires: Exhibit D - Equipment Listing Equipment Quantity Firm Owns Location of Equipment Ability of Firm to Lease If Not Owned (Classification Type) (#) (City/State) (Yes/ No) Air Compressor Air Mover / Carpet Dryer Boroscope EDP - Tool Set EDP - High Pressure Sprayer

20 EDP - Instrument Drying Oven Foamer Fogger - Spray Mist Fogger - Thermo-Gen Generator- Less than 10 Kilowatt HEPA Air Filtration Unit CFM HVAC - Air Tool Kit HVAC - Cutting I Spray Kit HVAC - Duct Auger HVAC - Duct Sweeper Hygrothermograph Recording Dry Clean Machine Lights - Quartz Demolition Moisture Meter Penetrating or Non- Penetrating Negative Air Machine Ozone Generator

21 Radio Personnel Communication Refrigerant Dehumidification Unit - One (1) Ton Refrigerant Dehumidification Unit - Three (3) Ton Sprayer- Industrial Airless Water Extraction System Thermohygrometer Trailer 40 ft Storage Trailer - Refrigerated 40 ft. Storage Trailer Utility Truck Box Ultrasonic Decontamination Vat Watt Vacuum-Barrell Vacuum Commercial Canister Vacuum - EDP Anti-static

22 Vacuum - HEPA Vacuum - MV II Vacuum - Upright Van - Cargo / Passenger Washer - High Pressure