NOTICE REQUEST FOR PROPOSAL Roof Maintenance April 8, 2016 Due May 20, 2016
Table of Contents INTRODUCTION...3 BACKGROUND...3 MISSION...3 LOCATIONS...3 INVITATION TO BID...4 SCHEDULE OF EVENTS...4 INQUIRIES...4 PROCESS FOR SUBMITTING PROPOSAL...4 INFORMATION REQUIRED WITH PROPOSAL...4 DESCRIPTION OF SERVICES...5 OVERALL REQUIREMENTS...5 QUALIFICATIONS AND EXPERIENCE...5 SELECTING PROPOSAL...5 EVALUATION CRITERIA...5-6 REJECTION OF PROPOSAL...6 CONFIDENTIALITY...6 PROJECT DELIVERABLES...6 COST OF BID...6 REFERENCES...7 Roof Maintenance Page 2 of 7
Introduction Gaston Community Action, Inc. (GCA) is a private not-for-profit human services agency chartered in 1964 under the laws of the State of North Carolina. The agency operates the following programs: Head Start: The Head Start Program serves 3 and 4 year-old low income children and families. The children receive educational, social development, medical, dental, vision and hearing screenings as well as other evaluations and services pertinent to a healthy, well-rounded child. Through parent skill building and curriculum understanding workshops, parents are provided valuable information for their role as the primary caregivers and educators of their children. This service is provided in both English and Spanish. Community Services Block Grant (CSBG): The CSBG Program embodies the spirit of hope, helps families change their lives and improves communities. The program provides case management along with direct provision of services that result in job placement and increased family income. Mission Our Mission is to stimulate a better focusing of all available local, state, private and federal resources upon the goal of enabling low income families, and low income individuals of all ages, in rural and urban areas, to attain the skills, knowledge, and motivations and secure the opportunities needed for them to become self-sufficient. GCA Locations Administrative Office 223 N. Morris Street Highland Charter Head Start 324 N. Highland Street Deaton Head Start 101 Deaton Street Rankin I Head Start 714 Rankin Ave Lincoln Park Head Start 140 Industrial Park Rd. Head Start Locations Rankin II Head Start 304 N. Highland Street Oaklawn Head Start 410 Linden Street Cherryville Head Start 203 N. Elm Street Cherryville, NC 28021 CSBG/Gaston County 223 N. Morris Street CSBG/Lincoln County 124 E. Main Street CSBG Locations CSBG/Cleveland County 827 S. Washington Street Shelby, NC 28150 CSBG/Stanly County 507 Old Charlotte Road Albemarle, NC 28002 Roof Maintenance Page 3 of 7
Roof Maintenance Specifications Instructions/Information to Prospective Service providers Invitation to Bid Gaston Community Action, Inc. is requesting proposals for Roof Maintenance for funding year 2016-2017. Schedule of Events Release of RFP April 8, 2016 Deadline for submission May 20, 2016 Selection of Service provider on or about May 24, 2016 (on GCA website) Contract will include an addendum April 1, 2017 June 30, 2017 (pending approval) Contracts will be mailed to vendors on or about May 31, 2016 Inquiries Questions regarding this RFP are to be submitted to bids@gastonca.org with Roof Maintenance in the subject line. Questions regarding this RFP will only be accepted by email. Process for Submitting Proposal Proposals delivered on the day of the deadline must be received at Gaston Community Action, Inc. Administrative Office located at 223 North Morris Street, by 5:00 p.m. Mailed proposals shall be sent to Gaston Community Action P.O. Box 1653, Gastonia, NC 28053-1653. Proposal should be clearly marked: Roof Maintenance on the outside of the envelope. Emailed proposals shall be sent to bids@gastonca.org with Roof Maintenance in the subject line. Proposals received after due date will be rejected. The proposal offer acknowledges the right of GCA to accept or reject any or all proposals and to waive any informality in any proposal received. Information Required with Proposal The proposal should include the following: Estimated service call cost Estimated hourly labor cost Roofing License References Roof Maintenance Page 4 of 7
Description of Services Qualified contractor will be responsible for providing all parts and tools for roof services. Overall Requirements Qualified contractor shall contain all of the following procurement provisions, as applicable: Equal Employment Opportunity Act Copeland Anti-Kickback Act Davis Bacon Act Contract Work Hours and Safety Standards Rights to Inventions Made Under a Contract or Agreement Clean Air Act and the Federal Water Pollution Control Act Byrd Anti-Lobbying Amendment Debarment and Suspension Remedies Termination Affirmative Consideration of Minority, Small Business and Women-Owned Business Qualifications and Experience The qualified contractor must satisfy the following requirements: Maintain a permanent place of business Have adequate manpower and equipment to perform the services in adequate manner Have satisfactorily furnished related services for a period of at least 12 months Selecting Proposal GCA reserves the right to consider proposals based on their relative merit, risk, and values to the organization, and reserves the right to negotiate with all service providers. Evaluation offers will be based upon the Vendor s responsiveness to the RFP and the total price quoted for all items covered by the RFP. The successful service provider may be asked to participate in negotiations and may be asked to make revisions to their proposals based on their negotiations. In submitting a proposal, each service provider acknowledges that they have read and understand these requirements. Evaluation Criteria The following criteria will be used to evaluate each service provider s proposal: Adequacy of the proposed methodology of the vendor Skill and experience of key personnel Demonstrate company experience Other technical specifications (designated by program requesting proposals) Compliance with administrative requirements of the request for proposal format, due date etc. Vendor s financial stability Vendor s demonstrated commitment to the nonprofit sector Roof Maintenance Page 5 of 7
Results of communications with references supplied by vendor Ability/commitment to meeting time deadlines Cost Minority or women-owned business status of vendor Other (specified by program) Rejection of Proposal Gaston Community Action, Inc. reserves the right to accept or reject any and all proposals and to waive any minor discrepancies or technicalities in the proposal or specifications, which are required to complete this project, or when deemed to be in the best interest of Gaston Community Action, Inc. Confidentiality All information presented in this RFP, including information subsequently disclosed by Gaston Community Action, Inc. during the proposal process, shall be considered confidential and should not be released to outside parties. This document represents a request for proposal only and in no way should be construed as a contract or letter of intent. Project Deliverables All recommendations identified during this engagement will be documented and reviewed with Gaston Community Action, Inc. management. All deliverables produced during the engagement are for the sole use of Gaston Community Action, Inc. management. All work papers, analyses and final reports will remain the property of Gaston Community Action, Inc. Cost of Bid The Respondent shall bear all costs associated with the proposal meeting(s), interview(s), preparation and submission of the bid and Gaston Community Action, Inc. shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation. References Roof Maintenance Page 6 of 7
Vendor Name: Contact information: Provide at least three (3) references References Company Name: Address: Type of Business: Contact Person: Telephone & Fax Number: Company Name: Address: Type of Business: Contact Person: Telephone & Fax Number: Company Name: Address: Type of Business: Contact Person: Telephone & Fax Number: Authorized Representative: (Print or type name) Signature: Date: Roof Maintenance Page 7 of 7