DURHAM TECHNICAL COMMUNITY COLLEGE REQUEST FOR PROPOSALS (RFQ) RFQ #

Transcription

1 DURHAM TECHNICAL COMMUNITY COLLEGE REQUEST FOR PROPOSALS (RFQ) RFQ # TITLE: PURPOSE: Supply, manufacture, install, and provide costs to replace existing interior signs on the Main Campus, Northern Durham Center, and Orange County Campus. ISSUE DATE: October 29, 2015 ISSUING & USING AGENCY: Durham Technical Community College 1637 Lawson Street Durham, NC LOCATION of work: Durham Technical Community College facilities at: 1637 E. Lawson, Durham, NC Snow Hill Road Durham NC College Park Road, Hillsborough NC SEALED BIDS subject to the conditions made a part hereof will be received until 2:00 p.m., Tuesday, December 8, 2015 for furnishing services described herein. SEND ALL BIDS DIRECTLY TO THE ADDRESS AS SHOWN BELOW: DELIVERED BY US POSTAL SERVICE DELIVERED BY ANY OTHER MEANS RFP NO. # RFP NO. # Durham Technical Community College Durham Technical Community College Attn: Yolanda Moore-Jones Business Office Attn: Yolanda Moore-Jones Business Office, N.B. White Building 1637 E. Lawson St E. Lawson St. Durham, NC Durham, NC IMPORTANT NOTE: Indicate firm name and RFQ number on the front of each sealed proposal envelope or package, along with the date for receipt of proposals specified above. NOTE: If a proposal is mailed, the Contractor takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. The College assumes no responsibility to accept proposals not received by the deadline, regardless of the reason. ALL INQUIRIES SHOULD BE ed and directed to: Durham Technical Community College Yolanda Moore-Jones, Auxiliary Services Director Phone: , ext jonesym@durhamtech.edu Page 1

2 OR Durham Technical Community College Richard McKown, Facility Services Director Phone: , ext PRE-BID CONFERENCE AND SITE INSPECTION: Attendance at the conference and site inspection is MANADATORY AND LATE ARRIVALS WILL NOT BE ADMITTED. Potential bidders must attend the conference and inspection(s) in order to submit a bid. The prebid conference and site inspection will be held on, Tuesday, November 10 at 10:00 a.m. at Durham Technical Community College, Educational Resource Center auditorium, 1637 E. Lawson St., Durham, NC. The purpose of the visit is for the bidders to acquaint themselves with the conditions and requirements of the tasks to be performed. Bidders should take all necessary measurements and make all necessary evaluations of existing conditions. QUESTIONS concerning the specifications and scope of work in this Request for Quotation will be received until 4:00 pm, Tuesday, November 24, It is the contractor s responsibility to assure that all specifications in the RFQ and any addenda have been reviewed. Within two days after notification of award of a contract, the contractor must register in NC Your Service ( Page 2

3 TABLE OF CONTENTS SECTION TITLE PAGE I. PURPOSE 4 II. GENERAL REQUIREMENTS 4 III. SCOPE OF WORK 4 IV. THE PROCUREMENT PROCESS 4-5 V. QUOTATION REQUIREMENTS 5-6 VI. GENERAL INFORMATION ON SUBMITTING QUOTATIONS 6-8 VII. NORTH CAROLINA GENERAL CONTRACT TERMS and CONDITIONS 8-12 VIII. SPECIAL TERMS and CONDITIONS 12 IX. SCOPE OF SERVICES X. CONTRACTOR DATA SHEET 14 XI. HUB / MWBE FORMS ATTACHMENT I CONTRACTOR QUOTATION/EXECUTION OF QUOTATION ACCEPTANCE OF QUOTATION 24 ATTACHMENT II Bid Summary by Campus Location IIa Main Campus 25 IIb North Durham Campus 26 IIc Orange County Campus 27 IId Sign Type Unit Prices 28 Page 3

4 REQUEST FOR QUOTATION (RFQ # ) I. PURPOSE: The purpose and intent of this RFQ for the is to engage a qualified sign contractor herein referred to as the Contractor or offeror in a turnkey project and to supply, manufacture, install, and replace existing interior signs in the fourteen buildings of Main Campus, Northern Durham Center, and Orange County Campus. The Contractor will be expected to provide a high-quality level of service that is acceptable to Durham Technical Community College, herein referred to as the College. The College will not reimburse any potential or successful Contractor for costs incurred in the preparation and submission of this proposal. The College will be represented for these stated purposes by a person in the position of Director of Facility Services, or as the College designates. II. GENERAL REQUIREMENTS: The College is requesting quotations to supply, manufacture, and install signs in fourteen buildings at three campus locations. The Contractor will remove existing signs, repair and paint wall damages to match surrounding surfaces when needed and install new interior signs. Sign designs will be in accordance with the design information in this document and on the College web site Access to the web site is by password only, which must be obtained by ing Richard McKown at mckownr@durhamtech.edu. III. SCOPE OF WORK: The College is requesting quotations for the supply, manufacture, and installation of interior signs for fourteen buildings located at three campus locations. An assessment of campus conditions and needs was completed during 2015 by APCO USA. The design of the interior signs, the building layouts, sign locations and type is available on the Durham Tech web site Please contact Richard McKown at mckownr@durhamtech.edu for password access. Information contained in Section IX and Attachments II a, b, c, & d must be utilized by the Contractor in preparing their quotation. IV. THE PROCUREMENT PROCESS: The following is a general description of the process by which a firm will be selected to provide services: 1. Request for Quotation (RFQ) is issued to prospective contractors. 2. A mandatory pre-bid conference and deadline for written questions are set. 3. The quotation original, one copy with original signature and one copy (three document copies in all) will be received from each offeror in a sealed envelope or package. Each original shall be signed and dated by an official authorized to bind the firm. Unsigned quotations will not be considered. Page 4

5 4. All quotations must be received by the College not later than the date and time specified on the cover sheet of this RFQ. 5. At the specified date and time, the package containing the proposal from each of the responding firms will be received and later reviewed by the College for overall understanding of the campus needs. Interested parties are cautioned that their proposals are subject to further evaluation for completeness and correctness. 6. At their option, the College evaluators may request oral presentations or discussion with any or all offerors for the purpose of clarification or to amplify the materials presented in any part of the quotation. However, offerors are cautioned that the evaluators are not required to request clarification; therefore, all quotations should be completed and reflect the most favorable terms from the offeror. 7. The College will review all accepted quotations with particular emphasis on the following (these items are not listed in any ranking order of importance): completeness of proposal; content of proposal; experience with similar projects; cost; and ability to provide services in a timely manner. 8. In addition to any other evaluation criteria identified in the College s solicitation document, the College shall consider the following factors and qualifications to ensure that any award will be in the best interest of the College: a. Specialized or appropriate expertise in the type of project; b. Past performance on similar projects; c. Adequate staff and proposed team for the project; d. Current workload and State projects awarded; e. Proposed approach for the project including design, manufacturing, and installation team and consultants; f. Recent experience with project costs and schedules; g. Construction administration capabilities; h. Proximity to and familiarity with the area where the project is located; i. Record of successfully completed projects without major legal or technical problems; j. Total cost to the College; k. Level of quality provided by the contractor; l. Information received from contractor references; and m. Other factors which may be appropriate for the project. 9. AWARD CRITERIA: As provided by Statute, award will be based on the lowest and best bid(s) (most advantageous to the College) as determined by consideration of: a. Price b. Quality of item offered c. General reputation and performance capabilities of bidder d. Suitability of item(s) for intended use e. Conformity with intent of specifications herein f. Guaranteed delivery schedule 10. Offerors are cautioned that this is a request for quotation, not a request to contract, and the College reserves the right to reject any and all quotations when such rejection is deemed to be in the best interest of the College. Page 5

6 V. QUOTATION REQUIREMENTS The response to this RFQ shall consist of the following sections: Corporate Experience; Financial Statement; Project Staffing and Organization; Technical Approach; Cost Proposal; and Insurance Certificate. 1. Corporate Experience: This section shall include background information on the organization and should give details of experience with similar projects. A list of references (including contact persons and telephone numbers) for which similar work has been performed shall be included. 2. Financial Statement: The offeror s most recent audited financial statement or similar evidence of financial stability shall be provided. 3. Project Staffing and Organization: This section must include the proposed staffing, deployment and organization of personnel to be assigned to this project. Contractors must also list wholesalers that they will be utilizing and their experience in the sign industry with projects of this size. 4. The offeror shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. 5. Technical Approach: This section shall include, in narrative, outline, and/or graph form the offeror s approach to accomplishing the tasks outlined in the Scope of Work section of this RFQ. A description of each task and the schedule for completing each item shall be included. 6. Quotation: A statement of cost representing the maximum amount for all work to be performed will be considered by the College in its overall evaluation of the proposed signage system. 7. Insurance Certificate: See North Carolina General Contract General Terms And Conditions. VI. GENERAL INFORMATION ON SUBMITTING QUOTATIONS 1. EXCEPTIONS: All quotations are subject to the terms and conditions outlined herein. All responses shall be controlled by such terms and conditions, and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror s response will be waived and have no effect either on this Request for Quotations or on any contract that may be awarded resulting from this solicitation. Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the quotation. 2. CERTIFICATION: By executing the quotation, the signer certifies that this quotation is submitted competitively and without collusion (G.S ), that none of our officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S ), and that we are not an ineligible vendor as set forth in G.S False certification is a Class I felony. Page 6

7 3. ORAL EXPLANATIONS: The College shall not be bound by oral explanations or instructions given at any time during the competitive process or after award. 4. REFERENCE TO OTHER DATA: Only information that is received in response to this RFQ will be evaluated; reference to information previously submitted shall not be evaluated. 5. COST FOR QUOTATION PREPARATION: Any costs incurred by offerors in preparing or submitting offers are the offerors sole responsibility. The College will not reimburse any offeror for any costs incurred prior to award. 6. TIME FOR ACCEPTANCE: Each quotation shall state that it is a firm offer, which may be accepted within a period of 30 days. Although the contract is expected to be awarded prior to that time, the 30-day period is requested to allow for unforeseen delays. 7. TITLES: Titles and headings in this RFQ and any subsequent contract are for convenience only and shall have no binding force or effect. 8. CONFIDENTIALITY OF QUOTATIONS: In submitting its quotation, the offeror agrees not to discuss or otherwise reveal the contents of the quotation to any source outside of the College, government or private, until after the award of the contract. Offerors not in compliance with this provision may be disqualified, at the option of the College, from contract award. Only discussions authorized by the College are exempt from this provision. 9. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to the RFQ, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the offerors shall become the property of the College when received. 10. OFFEROR S REPRESENTATIVE: Each offeror shall submit with its quotation the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm s quotation. 11. PROPRIETARY INFORMATION: Trade secrets or similar proprietary data which the offeror does not wish disclosed to other than personnel involved in the evaluation or contract administration will be kept confidential to the extent permitted by NCAC T01:05B.1501 and NC G.S if identified as follows: Each page shall be identified in boldface at the top and bottom as CONFIDENTIAL. Any section of the quotation that is to remain confidential shall also be so marked in boldface on the title page of that section. Cost information may not be deemed confidential. In spite of what is labeled as confidential, the determination as to whether or not it is shall be determined by North Carolina law. 12. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to NC General Statute and Executive Order #150, the College invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. 13. PROTEST PROCEDURES: A party wanting to protest a contract award handled by the College must submit a written request for a protest meeting to the Director of Auxiliary Page 7

8 Services, which must be received in the Business Office within 30 consecutive calendar days from the date of the protested contract award. This letter must contain specific sound reasons and any supporting documentation for why the party is protesting the award or the protest will be promptly rejected. A final decision for this protest will be reached within 20 working days. If we are unable to inform you by this date, a written letter will be sent to you advising you of the reason and the date. If not, the Director of Auxiliary Services will schedule a meeting with the protesting party to hear their complaint. This meeting will be held within 30 consecutive calendar days after receipt of the written protest. The Director of Auxiliary Services will respond to the protesting party in writing with a decision within the 30 consecutive calendar days from the date of the protest meeting. If the protesting party is not agreeable to the decision of the Director of Auxiliary Services, they may appeal, following the same procedures as described above, to the Vice President of Finance and Administration. The protesting party may make a final appeal to the Vice President of Finance and Administration following the same procedures. 14. TABULATIONS: The College will make available quotation bids to those offerors who provided a quotation to this RFQ. The information provided to the college is public domain and may be requested by the public only by specific written request to the College. 15. VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Vendor Link NC allows vendors to electronically register free with the State to receive electronic notification of current procurement opportunities for goods and services available on the Interactive Purchasing System. Online registration and other purchasing information are available on our Internet web site: RECIPROCAL PREFERENCE: NC G.S establishes a reciprocal preference law to discourage other states from applying in-state preferences against North Carolina s resident offerors. The Principal Place of Business is defined as the principal place from which the trade or business of the offeror is directed or managed. VII. NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS A. GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina. B. SITUS: The place of this contract, its situs and forum, shall be North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined. C. INDEPENDENT CONTRACTOR: The Contractor shall be considered to be an independent contractor and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with the College. D. KEY PERSONNEL: The Contractor shall not substitute key personnel assigned to the performance of this contract without prior written approval by the College s Contract Page 8

9 Administrator. The individuals designated as key personnel for purposes of this contract are those specified in the Contractor s proposal. E. PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this agreement, the College shall thereupon have the right to terminate this contract by giving written notice to the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Contractor shall, at the option of the College, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Contractor shall not be relieved of liability to the College for damages sustained by the College by virtue of any breach of this agreement, and the College may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of damages due the College from such breach can be determined. In case of default by the Contractor, the College may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. The College reserves the right to require a performance bond or other acceptable alternative guarantees from successful offeror without expense to the College. In addition, in the event of default by the Contractor under this contract, the College may immediately cease doing business with the Contractor, immediately terminate for cause all existing contracts the College has with the Contractor, and de-bar the Contractor from doing future business with the College. Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy or insolvency by or against the Contractor, the College may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with the College and de-bar the Contractor from doing future business. Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by any act of war, hostile foreign action, nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God. F. TERMINATION: The College may terminate this agreement at any time by 30 days notice in writing from the College to the Contractor. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the option of the College, become its property. If the contract is terminated by the College as provided herein, the Contractor shall be paid for services satisfactorily completed, less payment or compensation previously made. G. AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to the College for the purpose set forth in this agreement. H. CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the Contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of the College. I. CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property furnished it for use in connection with the performance of Page 9

10 this contract or purchased by it for this contract and will reimburse the College for loss of damage of such property. J. COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the subject of an application for copyright by or on behalf of the Contractor. K. ACCESS TO PERSONS AND RECORDS: The State Auditor shall have access to persons and records as a result of all contracts or grants entered into by State agencies or political subdivisions in accordance with NC General Statute The Contractor shall retain all records for a period of three years following completion of the contract. L. ASSIGNMENT: No assignment of the Contractor s obligations or the Contractor s right to receive payment hereunder shall be permitted. However, upon written request approved by the College purchasing authority, the College may: (a) Forward the contractor s payment check(s) directly to any person or entity designated by the Contractor, or (b) Include any person or entity designated by Contractor as a joint payee on the Contractor s payment check(s). In no event shall such approval and action obligate the College to anyone other than the Contractor, and the Contractor shall remain responsible for fulfillment of all contract obligations. M. COMPLIANCE WITH LAWS: The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority. N. AFFIRMATIVE ACTION: The Contractor shall take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin, or disability. O. INDEMITY AND INSURANCE: To the extent permitted by law, the Contractor shall indemnify and save harmless the College, its officers, agents, employees, and assigns from and against all loss, cost, damages, expense and liability caused by an accident or other occurrence resulting in bodily injury; including death, sickness and disease to any person; or damage or destruction of property, real or personal; arising directly or indirectly from operations, products or services rendered or purchased under this agreement. The Contractor further agrees to purchase and maintain during the life of the agreement, with an insurance company acceptable to the College and authorized to do business in the State of North Carolina, the following insurance: Automobile Liability Bodily Injury and Property Damage liability coverage for all owned, non-owned, and hired automobiles, golf carts, or trucks for limits of not less than $1,000,000 bodily injury each person, each accident and $1,000,000 property damage, or $1,000,000 combined single limit bodily injury and property damage. Page 10

11 Commercial General Liability Bodily Injury and Property Damage liability coverage that will protect the Contractor and any subcontractor performing work under this agreement from claims of bodily injury or property damage which arise from the duration of this agreement whether such operations are performed by the contractor, subcontractor, or anyone directly or indirectly employed by either. The amounts of such insurance shall not be less than $1,000,000 bodily injury each occurrence/aggregate and $1,000,000 property damage each occurrence/aggregate or $1,000,000 bodily injury and property damage combined single limit each occurrence/aggregate. This insurance shall include coverage for products, completed operations, personal injury liability and contractual liability assumed under the indemnity provision of this agreement. Workers Compensation Employers liability policy to meet the current basic statutory requirements of the State of North Carolina for $150,000 per accident for injuries, $150,000 per employee for disease, and $500,000 aggregate (annually) for disease. Higher limits may be purchased. The College shall be named as an additional insured for operations or services rendered under this agreement. Certificates of insurance will be furnished to the College and shall contain the provision that the College is given 30 days written notice of any intent to amend or terminate by either the insured or the insuring companies. The Contractor is advised that if any part of the work under this agreement is sublet, the Contractor will require the subcontractor(s) to carry insurance as required above. However, this will in no way relieve the contractor from providing full insurance coverage on all phases of the project, including any that is sublet. P. ADVERTISING: The Contractor agrees not to use the existence of this contract, the name of the College, or the name of the State of North Carolina as part of any commercial advertising. Q. ENTIRE AGREEMENT: This contract and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. This Request for Proposals, any addenda thereto, and the offeror s proposal are incorporated herein by reference as though set forth verbatim. All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation. R. AMENDMENTS: This contract may be amended only by written amendments duly executed by the College and the Contractor. The NC Division of Purchase and Contract shall give prior approval to any amendment to a contract awarded through that office. Page 11

12 S. TAXES: G.S bars the Secretary of Administration from entering into contracts with vendors if the vendor or its affiliates meet one of the conditions of G. S (b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S (b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the vendor and (3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the bid document, the vendor certifies that it and all of its affiliates (if it has affiliates), collect(s) the appropriate taxes. T. GENERAL INDEMNITY: The contractor shall hold and save the State, the College, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the contractor in the performance of this contract and that are attributable to the negligence or intentionally tortuous acts of the contractor provided that the contractor is notified in writing within 30 days that the College has knowledge of such claims. The contractor represents and warrants that it shall make no claim of any kind or nature against the College agents who are involved in the delivery or processing of contractor goods to the College. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract. VIII. SPECIAL TERMS and CONDITIONS A. LACK OF PERFORMANCE/RIGHT OF TERMINATION/DISPUTES: Should the College find the services of the Contractor to be unsatisfactory, the College may at its discretion withhold payment until the unacceptable conditions are remedied. If conditions have not been remedied within 48 hours, the College will contract with a third party contractor or rely on its own staff to correct the condition and the Contractor will be held liable for any additional funds needed to correct the problem. B. EQUIPMENT AND TOOLS: The Contractor shall provide all equipment, tools and transportation for their staff. The equipment the Contractor provides shall include but not be limited to all equipment used in the commercial graphic design, manufacture, and installation trades. C. LICENSE REQUIRED: The Contractor is responsible to obtain any licenses required to perform work in the City or County of Durham. D. PERFORMANCE BOND: The Contractor will provide the College a performance bond for the full amount of the contract. E. WORK EXPERIENCE: The Contractor shall have a minimum of 5 years commercial experience in their licensed trade. The Contractor upon request must provide documentation of said experience by providing customer contact name, address, phone number, type of work performed, and date of work performed, with their proposal. Page 12

13 IX. SCOPE OF SERVICES At a minimum, the Contractor will provide the following services: 1. This scope of work is intended to define, but not limit, the scope of work to be performed. The scope shall include all necessary labor, material, accessories, equipment, hardware, fasteners, tools, layout engineering, supervision, hoisting, scaffolding, shop drawings, packaging, trucking, freight, delivery, permits, inspections, insurance, bonds and all other services required for the complete performance of this scope of work in accordance with the drawings and specifications. 2. Research local codes for compliance to any sign ordinance and installation requirements, and obtain the necessary permits for installing signage; 3. Coordinate with the College the schedule and programming that includes demolition and replacement of existing signs, locations of new signs, and sign schedule. 4. New sign installation and removal of existing signs for each building will be completed before starting the next building. 5. Install signs according to the schedule prepared by the Contractor and approved by the College. 6. At a minimum, the Contractor will meet weekly with the College during the installation phase. 7. Any deviations from said Drawings and Specifications shall require prior written approval from the Owner/Owner's Representative. Any corrective work required as a result of unapproved deviations shall be charged to this Signage Contractor. 8. Shop Drawings: Submit dimensioned drawings showing location, type, size, arrangement, anchor, or mounting details, and accessories. 9. Shop Drawings: Submit layouts showing formats, fonts, colors, mountings. Include reviewed and approved message lists and location plans. Provide color samples for all specified colors. 10. Conduct on-site survey(s) of all buildings on 3 campuses. On-Site survey(s) to include: * Verification and revisions if necessary of all floor plans/sign locations. * Creation of all message lists (Room ID & Directional) for each building and campus. * Review with owner's representative of all sign messages and sign locations and to discuss any locations that may need to be revised. 11. Field verification of all dimensions and locations shall be done by Signage Contractor prior to manufacture. 12. Sign contractor to be responsible for patch, repair, and paint of wall surfaces after removal of signs. Repairs are to match existing surface(s) around the repair location. 13. Sign contractor to remove existing signs located on walls. Include cost to remove one existing sign per new sign, and one existing directing sign for each new directing sign. Do not include removal of existing signs mounted on doors. 14. Take precautions as to not damage any adjacent surfaces, in the event of damage report immediately. The cost for damage repair will be at the Contractor s expense. 15. Submit manufacturers literature with maintenance instructions. 16. Submit closeout binder with "as-built" drawings and documentation. 17. Provide an electronic document of final design and plans, such as AutoCad, or other format acceptable to the College. Page 13

14 18. Provide an electronic document/program that will allow the College to replace sign inserts as needed. Page 14

15 X. CONTRACTOR DATA SHEET: (must be completed by Contractor) Contractor s Name Business Phone Number Facsimile (Fax) Number Address Federal ID /Social Security Number Check One: Proprietorship Partnership Corporation Date Firm Established Sign Manufacturing Experience (Years) Total Business Income (from Sign Manufacturing): $ Fiscal Year To Date: $ Fiscal Year Began: Last Fiscal Year: $ Fiscal Year Dates: To Name of individual authorized to answer questions concerning the information contained herein: Name: Telephone Number: A. CONTRACTOR DATA 1. Qualifications of Contractor Bidders must have the capability and capacity in all respects to fully satisfy all of the contractual requirements. 2. Years in Business Indicate the length of time this firm has been in business providing this type of service: Years Months 3. Licenses and Insurance All state, county, and local licenses, permits and insurance coverage as required must be submitted as a part of the Bid Package. Current licenses, permits and insurance coverage must be provided prior to contract signing after bid is awarded. 4. References Indicate herein a listing of recent client references for which you have provided this type of service within the last three years. Include the date service was furnished and the name, address, and phone number of the person that the College has your permission to contact. Client Name: Date of Service: Address: Person to Contact: Phone #: Client Name: Date of Service: Address: Person to Contact: Phone #: Client Name: Date of Service: Address: Person to Contact: Phone #: Page 15

16 Identification of HUB Certified/ Minority Business Participation I,, (Name of Bidder) do hereby certify that on this project, we will use the following HUB Certified/ minority business as construction subcontractors, vendors, suppliers or providers of professional services. Firm Name, Address and Phone # Work Type *Minority **HUB Category Certified (Y/N) *Minority categories: Black, African American (B), Hispanic (H), Asian American (A) American Indian (I), Female (F) Socially and Economically Disadvantaged (D) ** HUB Certification with the state HUB Office required to be counted toward state participation goals. The total value of minority business contracting will be ($). Page 16

17 State of North Carolina County of Affidavit of AFFIDAVIT A Listing of Good Faith Efforts (Name of Bidder) I have made a good faith effort to comply under the following areas checked: RFQ # Bidders must earn at least 50 points from the good faith efforts listed for their bid to be considered responsive. (1 NC Administrative Code 30 I.0101) 1 (10 pts) Contacted minority businesses that reasonably could have been expected to submit a quote and that were known to the contractor, or available on State or local government maintained lists, at least 10 days before the bid date and notified them of the nature and scope of the work to be performed. 2 --(10 pts) Made the construction plans, specifications and requirements available for review by prospective minority businesses, or providing these documents to them at least 10 days before the bids are due. 3 (15 pts) Broken down or combined elements of work into economically feasible units to facilitate minority participation. 4 (10 pts) Worked with minority trade, community, or contractor organizations identified by the Office of Historically Underutilized Businesses and included in the bid documents that provide assistance in recruitment of minority businesses. 5 (10 pts) Attended prebid meetings scheduled by the public owner. 6 (20 pts) Provided assistance in getting required bonding or insurance or provided alternatives to bonding or insurance for subcontractors. 7 (15 pts) Negotiated in good faith with interested minority businesses and did not reject them as unqualified without sound reasons based on their capabilities. Any rejection of a minority business based on lack of qualification should have the reasons documented in writing. 8 (25 pts) Provided assistance to an otherwise qualified minority business in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or letters of credit, including waiving credit that is ordinarily required. Assisted minority businesses in obtaining the same unit pricing with the bidder's suppliers in order to help minority businesses in establishing credit. 9 (20 pts) Negotiated joint venture and partnership arrangements with minority businesses in order to increase opportunities for minority business participation on a public construction or repair project when possible (20 pts) Provided quick pay agreements and policies to enable minority contractors and suppliers to meet cash-flow demands. The undersigned, if apparent low bidder, will enter into a formal agreement with the firms listed in the Identification of Minority Business Participation schedule conditional upon scope of contract to be executed with the Owner. Substitution of contractors must be in accordance with GS (d) Failure to abide by this statutory provision will constitute a breach of the contract. The undersigned hereby certifies that he or she has read the terms of the minority business commitment and is authorized to bind the bidder to the commitment herein set forth. Date: Name of Authorized Officer: Signature: Title: SEAL State of, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires Page 17

18 State of North Carolina County of RFQ # AFFIDAVIT B-- Intent to Perform Contract with Own Workforce. Affidavit of (Name of Bidder) I hereby certify that it is our intent to perform 100% of the work required for the (Name of Project) contract. In making this certification, the Bidder states that the Bidder does not customarily subcontract elements of this type project, and normally performs and has the capability to perform and will perform all elements of the work on this project with his/her own current work forces; and The Bidder agrees to provide any additional information or documentation requested by the owner in support of the above statement. The Bidder agrees to make a Good Faith Effort to utilize minority suppliers where possible. The undersigned hereby certifies that he or she has read this certification and is authorized to bind the Bidder to the commitments herein contained. Date: Name of Authorized Officer: Signature: SEAL Title: State of, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires Page 18

19 Do not submit with bid Do not submit with bid Do not submit with bid Do not submit with bid State of North Carolina - AFFIDAVIT C - Portion of the Work to be Performed by HUB Certified/Minority Businesses County of (Note this form is to be submitted only by the apparent lowest responsible, responsive bidder.) If the portion of the work to be executed by HUB certified/minority businesses as defined in GS (g) and 128.4(a),(b),(e) is equal to or greater than 10% of the bidders total contract price, then the bidder must complete this affidavit. This affidavit shall be provided by the apparent lowest responsible, responsive bidder within 72 hours after notification of being low bidder. Affidavit of (Name of Bidder) I do hereby certify that on the (Project Name) Project ID# Amount of Bid $ I will expend a minimum of % of the total dollar amount of the contract with minority business enterprises. Minority businesses will be employed as construction subcontractors, vendors, suppliers or providers of professional services. Such work will be subcontracted to the following firms listed below. Attach additional sheets if required Name and Phone Number *Minority Category **HUB Certified Y/N Work Description Dollar Value *Minority categories: Black, African American (B), Hispanic (H), Asian American (A) American Indian (I), Female (F) Socially and Economically Disadvantaged (D) ** HUB Certification with the state HUB Office required to be counted toward state participation goals. Pursuant to GS (d), the undersigned will enter into a formal agreement with Minority Firms for work listed in this schedule conditional upon execution of a contract with the Owner. Failure to fulfill this commitment may constitute a breach of the contract. The undersigned hereby certifies that he or she has read the terms of this commitment and is authorized to bind the bidder to the commitment herein set forth. Date: Name of Authorized Officer: Signature: SEAL Title: State of, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires Page 19

20 State of North Carolina AFFIDAVIT D Good Faith Efforts County of (Note this form is to be submitted only by the apparent lowest responsible, responsive bidder.) If the goal of 10% participation by HUB Certified/ minority business is not achieved, the Bidder shall provide the following documentation to the Owner of his good faith efforts: Affidavit of (Name of Bidder) I do hereby certify that on the (Project Name) Project ID# Amount of Bid $ I will expend a minimum of % of the total dollar amount of the contract with HUB certified/ minority business enterprises. Minority businesses will be employed as construction subcontractors, vendors, suppliers or providers of professional services. Such work will be subcontracted to the following firms listed below. (Attach additional sheets if required) Name and Phone Number *Minority Category **HUB Certified Y/N Work Description Dollar Value *Minority categories: Black, African American (B), Hispanic (H), Asian American (A) American Indian (I), Female (F) Socially and Economically Disadvantaged (D) ** HUB Certification with the state HUB Office required to be counted toward state participation goals. Examples of documentation that may be required to demonstrate the Bidder's good faith efforts to meet the goals set forth in these provisions include, but are not necessarily limited to, the following: A. Copies of solicitations for quotes to at least three (3) minority business firms from the source list provided by the State for each subcontract to be let under this contract (if 3 or more firms are shown on the source list). Each solicitation shall contain a specific description of the work to be subcontracted, location where bid documents can be reviewed, representative of the Prime Bidder to contact, and location, date and time when quotes must be received. B. Copies of quotes or responses received from each firm responding to the solicitation. C. A telephone log of follow-up calls to each firm sent a solicitation. D. For subcontracts where a minority business firm is not considered the lowest responsible sub-bidder, copies of quotes received from all firms submitting quotes for that particular subcontract. E. Documentation of any contacts or correspondence to minority business, community, or contractor organizations in an attempt to meet the goal. F. Copy of pre-bid roster G. Letter documenting efforts to provide assistance in obtaining required bonding or insurance for minority business. H. Letter detailing reasons for rejection of minority business due to lack of qualification. I. Letter documenting proposed assistance offered to minority business in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or letter of credit, including waiving credit that is ordinarily required. Failure to provide the documentation as listed in these provisions may result in rejection of the bid and award to the next lowest responsible and responsive bidder. Page 20

21 Pursuant to GS (d), the undersigned will enter into a formal agreement with Minority Firms for work listed in this schedule conditional upon execution of a contract with the Owner. Failure to fulfill this commitment may constitute a breach of the contract. The undersigned hereby certifies that he or she has read the terms of this commitment and is authorized to bind the bidder to the commitment herein set forth. Date: Name of Authorized Officer: Signature: Title: SEAL State of, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires Page 21

22 ATTACHMENT I REQUEST FOR QUOTATION (RFQ) RFQ # TITLE: CONTRACTOR QUOTATION /EXECUTION OF QUOTATION In order to be considered for an award of contract, the Contractor must submit a complete Response Package to this Request for Quotation (RFQ), which would include this entire document plus all supporting documentation and materials. The College will respect the confidentiality, ownership and copyrights of material submitted for Review. By submitting this quotation, the potential contractor (offeror) certifies the following: This quotation is signed by an authorized representative of the firm It can obtain insurance certificates as required within 10 calendar days after notice of award. The cost and availability of all equipment, materials, and supplies associated with performing the service described herein have been determined and included in the proposed cost. All labor cost, direct and indirect, have been determined and included in the proposed cost. The offeror has attended the mandatory conference/site visit and is aware of prevailing conditions associated with performing these services The offeror has read and understands the conditions set forth in this RFQ and agrees to them with no exceptions. The offeror is registered in NC Your Service or agrees to register within two days after notification of contract award. Receipt of the following addendums are acknowledged: No. 1 No. 2 No. 3 No. 4 Contractor s failure to acknowledge all addendums will result in a non-responsive bid. In compliance with this RFP and with all the conditions imposed herein, the undersigned offers and agrees to furnish the services/goods at the price(s) indicated in the pricing schedule. The award of contract may be made without discussion after quotations are received. Quotations should, therefore, be submitted on the most favorable terms that the offeror could submit. The cost-not-to-exceed price for this quotation is $ Main Campus The cost-not-to-exceed price for this quotation is $ Northern Durham Center The cost-not-to-exceed price for this quotation is $ Orange County Campus These cost-not-to-exceed prices are to be supported by the costs from Attachment IIa,b,c,&d and are considered to be the contract pricing for the project signs. Page 22

23 OFFEROR/FIRM: ADDRESS: CITY, STATE, ZIP: TELEPHONE NUMBER: FAX: FEDERAL EMPLOYER IDENTIFICATION NUMBER: Principal Place of Business if different from above (See General Information on Submitting Proposals, Item 18.): BY: TITLE: DATE: (Signature) (Typed or printed name) **************************************************************************************************************************** ACCEPTANCE OF QUOTATION Durham Technical Community College BY: TITLE: Signature: Date Page 23

24 ATTACHMENT II A BID SUMMARY BY CAMPUS LOCATION MAIN CAMPUS INTERIOR SIGNAGE Sign Type Quantity Total Cost per Sign Type A 453 $ A1 19 $ B 338 $ B1 31 $ C 171 $ C1 20 $ D 286 $ F 58 $ G1 7 $ G2 5 $ J1 213 $ K1 14 $ K2 4 $ E2 110 $ E3 18 $ L 28 $ M 1 $ Sub-Total Product Artwork for Maps & Evacuation Plans Freight/Packaging 7.5% Sales Tax Installation/Removal/Patch & Repair/Paint On-Site Survey TOTAL INTERIOR BID Page 24

25 ATTACHMENT II B BID SUMMARY BY CAMPUS LOCATION NORTHERN DURHAM CENTER INTERIOR SIGNAGE Sign Type Quantity Total Cost per Sign Type A 32 $ A1 1 $ B 32 $ B1 1 $ C 21 $ C1 1 $ D 16 $ F 6 $ G1 0 $ G2 0 $ J1 21 $ K1 0 $ K2 0 $ E2 23 $ E3 4 $ L 5 $ M 0 $ Sub-Total Product Artwork for Maps & Evacuation Plans Freight/Packaging 7.5% Sales Tax Installation/Removal/Patch & Repair/Paint On-Site Survey TOTAL INTERIOR BID Page 25