Town of Maiden. Request for Proposals For Sign Replacement Project

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1 Town of Maiden 19 N. Main Avenue Maiden, NC (828) Request for Proposals For Sign Replacement Project

2 Section I Introduction and Intent of RFP: Pursuant to the General Statutes of North Carolina Section , sealed proposals will be received by the Town of Maiden for the replacement of street name and regulatory signs. Proposals will be accepted until October 28, :00 p.m. at Maiden Town Hall, located at 19 N. Main Avenue, Maiden, NC Proposals submitted shall be submitted in a sealed envelope identifying the contractor s name and the RFP title on the face of the envelope. Submission of a proposal signifies the contractor s agreement that their proposal and the contents thereof are valid and will become part of the contract that is negotiated between the Town of Maiden and the successful contractor. All Prices submitted with the proposal shall remain in effect for the contract period. Section II General Conditions Contractor Qualifications: The successful contractor shall be reasonably qualified for the consideration of the award of the contract. Pricing: The contractor warrants that pricing stated herein shall remain firm. Signed Proposal Considered and Offer: Receipt of a signed proposal shall be considered an offer on the part of the contractor. The terms, conditions and specifications of this proposal will become part of the contract, if the proposal shall be deemed approved and accepted by the Town of Maiden. In the event of a default on the part of the contractor after acceptance, the Town may take such action as it deems appropriate including legal action for damages or specific performance. Changes: The Town of Maiden shall have the right, at any time, to alter the specifications to meet increased or decreased needs. If any such changes cause an increase or decrease in the cost or the time required for the performance, or otherwise affects any other provision of this agreement, an equitable adjustment shall be made and this agreement shall be modified in writing accordingly.

3 Non-Discrimination: The contractor shall not discriminate against any individuals and will take proactive measures to assure compliance with all Federal and State requirements concerning fair employment, employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination based upon age, race, color, religion, sex, national origin, or disability. Governing Laws: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina. Collusive Bidding: The vendor s submission to the Town of Maiden is a guarantee that the prices quoted have been arrived at without collusion with other eligible contractors and without effort to preclude the Town of Maiden from obtaining the lowest possible competitive price. General Indemnity: The contractor shall save and hold harmless, pay on behalf of, protect, defend, indemnify the Town of Maiden, assume entire responsibility and liability for losses, expenses, demands and claims in connection with or arising out of an injury, or alleged injury (including death) to any person, or damage, or alleged damage, to property of the Town of Maiden or others sustained or alleged to have been sustained in connection with or to have arisen out of or resulting from the performance or the intended performance of any work/service, outline or resulting from this agreement, by the contractor or their employees, including losses, expenses or damages sustained by Town of Maiden or Town of Maiden officials from any and all such losses, expenses, damages, demands and claims. The contractor further agrees to defend any suit or action brought against the Town of Maiden or Town of Maiden officials based on any such alleged injury or damage and to pay all damages, cost, and expenses in connection therewith or resulting therefrom. As an integral part of this agreement, the contractor agrees to purchase and maintain, during the life of this contract, contractual liability insurance. Conflict of Interest: All contractors must disclose in writing with their proposal the name of any owner, officer, director, or agent who is also an employee of the Town of Maiden. By submitting a proposal, the contractor certifies that there is no relationship between the contractor and any person or entity which is or gives the appearance of a conflict of interest related to this RFP. Errors and Omissions: The contractor shall not take advantage of any errors or omissions in this RFP. The contractor shall promptly notify the Town of Maiden of any omissions or errors found in this document. Insurance Coverage: During the term of the contract, the contractor at their sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may

4 be reasonably associated with the contract. At a minimum, the contractor shall provide and maintain the following coverage: Worker s Compensation- The contractor shall provide and maintain Worker s Compensation Insurance as required by the laws of North Carolina. General Liability- The contractor shall provide and maintain general liability coverage. Automobile- Automobile liability insurance to include liability coverage, covering all owned, hired and non-owned vehicles used in connection with this contract. Insurance Requirements: Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. Proposal Opening: The proposal deadline is October 28, 2013 at 12:00 p.m. On that date and time the package containing the proposals from each responding contractor will be opened. Evaluation Criteria: The Town of Maiden, at its sole discretion, following an objective evaluation, will award this contract to the most responsible, responsive contractor. The proposals will be evaluated on a best overall value basis including, but not limited to, completeness and content of the proposal, pricing, quality, and the contractors experience with similar projects. All contractors and subcontractors will be responsible for compliance with Article 2 of Chapter 64 of the N.C.G.S. Reference to Other Data: Only information which is received in response to this RFP will be evaluated. Award of Bid: The Town of Maiden, at its sole discretion, following an objective evaluation, will award this contract to the most responsible, responsive contractor. Price will be a major consideration but will not be the determining factor in our selection. The award of this contract will be based and granted on best value. Best value will allow the Town of Maiden to consider factors beyond pricing such as whether the responsible contractor is able to meet and/or exceed the required specification. Best value will permit and reflect prudent stewardship of public funds and trust. Notification of Award: After all prerequisites and specifications have been met by the contractor and the award has been made, the successful contractor will be notified within 10 days of this award.

5 Termination for Cause: The Town of Maiden reserves the right to terminate this contract at any time for cause. The violation of any provision or condition contained in this contract, or the refusal, failure, or inability to carry out any provisions of this contract shall constitute sufficient grounds to terminate this contract for cause. Termination Without Cause: The Town of Maiden and the contractor may terminate this contract without cause. Written notice of termination must be sent by mail not later than thirty days prior to the termination date. Section III Employee Guidelines Drug Policy: The contractor certifies that it maintains a drug free work place environment to ensure worker safety and workplace integrity. Authorized Personnel: While engaged in the performance of sign installation, only authorized employees of the contractor are allowed at the location where the work is being performed. Section IV Scope of Work/Sign Specification The following traffic sign criterion establishes the standard for traffic sign replacement along Main Street. Deviations or Substitutions: The contractor shall provide street signs in accordance with the specifications herein. Any deviations or substitutions from this specification must be approved by the Town of Maiden, in writing, prior to the submittal of a proposal. If any are approved by the Town, an addendum will be issued to all bidders defining the substitution. Technical Specifications: A. Completed regulatory traffic signs and posts: Intended uses are sign posts used on Town roadways. In addition to these specifications, all items must meet or exceed Federal Highway Administration (FHWA) and North Carolina Department of Transportation (NC DOT) specifications. It shall be the responsibility of the contractor to ensure that all FHWA and NC DOT specifications are met. B. At a minimum, signs shall be.080 rust proof aluminum reflective street signs with both lettering and background being reflective. 3M High Intensity Prismatic sheeting shall be used, or an approved equal substitution.

6 C. Primary text shall be defined by the street name and secondary text shall be street suffix or other text as necessary. D. Sign Specifications: Pole Mounted Street Signs i) Color green with 0.5 solid white band around exterior ii) Sides sign shall be printed on both sides iii) Height 6 iv) Primary text height 4 v) Secondary text height 1.75 vi) Horizontal Spacing Minimum of 0.5 between text and white band vii) Vertical Spacing Minimum of 0.5 between text and white band, 0.5 between secondary text when stacked viii) Pole round 2 3/8 outside diameter black powder coated steel post ix) Base triangular break-away base set in 24 minimum concrete with 3 top soil above the concrete. Regulatory Signs i) Sides sign shall be powder coated on back to match pole ii) Pole round 2 3/8 outside diameter black powder coated steel post iii) Base triangular break-away base set in 24 minimum concrete with 3 top soil above the concrete. iv) Bottom of sign shall be 7 above the nearest back of curb elevation. v) Text Height- 8

7 Section V Bid Sheet Please provide bids for all four options. Option 1 and 3 include bids for installation. Options 1-2 include the replacement of NC DOT signs whereas options 2-4 are only for Town of Maiden signs.

8 Section VI- Contractor Information 1. Owner of the company. 2. Location of the company. 3. List the number of years in business. 4. Is your business full or part time? 5. List the number of people employed on a regular basis. 6. Who is the Town s contact person in the event your firm is awarded the contract? Name Address Phone

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