REQUEST FOR PROPOSAL MOLD INSPECTION AND REMEDIATION PLAN Project # 2012025.01 Xavier University of Louisiana New Orleans, Louisiana Marion Bracy Vice President of Facility Planning and Management November 6, 2012 1
Ad Content Request for Proposal Xavier University of Louisiana is requesting sealed proposals from qualified firms or individuals for Xavier University of Louisiana MOLD INSPECTION AND REMEDIATION PLAN Project # 2012025.01 Proposers shall be responsible for the actual delivery of proposals during business hours to the address indicated below. It shall not be sufficient to show that the proposal was mailed in time to be received before scheduled closing time. Delivery address is: Xavier University of Louisiana Facility Planning and Management 1 Drexel Drive, Box 54 New Orleans, Louisiana 70125-1098 Purpose of this Request for Proposal (RFP) The purpose of this Request for Proposal (RFP) is to establish a contract for Mold Inspection and Remediation Plan required for Xavier South Building #40 located at 909 S. Jefferson Davis Pkwy. An on-site mandatory pre-proposal conference has been scheduled to be conducted at the site for 2:00 p.m., on Friday, November 9, 2012 in the Food Court/Fitness Area located on the First Floor. All respondents are directed to the document available online as directed above. Please do not phone or email anyone in the Facilities Department or any other department regarding this RFP as phone calls and emails will not be addressed. Page 2 of 12
Schedule of Events ACTION DATE DETAILS Invitation to Bid November 6, 2012 By email Mandatory Pre-Bid Conference & Walk Thru November 9, 2012 at 2:00 p.m. Period of Inquiry End date November 14, 2012 By 3:00 p.m. Xavier South 909 S. Jefferson Davis Pkwy, New Orleans, La. Direct all questions in writing to Landmark Consulting 1340 Poydras Street Suite 2150 New Orleans, LA 70112 lesleee@landmarkconsultingllc.com Bid Package Submittal Date & Bid Opening November 16, 2012 By 1:00 p.m. Anticipated Award/Notice to Proceed Week of November 19, 2012 Anticipated Project Timeline (mobilization Approximately 14-18 days to completion/remediation plan) Xavier University of Louisiana Facility Planning and Management 1 Drexel Drive, Box 54 New Orleans, Louisiana 70125-1098 I. SECTION ONE SUBMITTAL REQUIREMENTS The complete original proposal must be submitted in a sealed package and received in accordance with the instructions detailed in this request. All proposals shall be marked Mold Inspection and Remediation Plan. Proposers shall file all documents necessary to support their proposal and include them with their proposal. Proposers shall be responsible for the actual delivery of proposals during business hours to the address indicated in the cover letter. It shall not be sufficient to show that the proposal was mailed in time to be received before scheduled closing time. Proposal Format Proposals shall be submitted in the following format and include the following information Listing of all applicable licenses, insurances and certifications. Statement of work outlining tasks to be performed Detailed description of mold inspection and remediation capabilities including available staff Fee Proposals signed by responsible party References including contact names with phone numbers. Copies An original and three (3) copies of the proposal and supporting documents must be submitted in response to the RFP. All responses must relate to the specifications as outlined. Contact for Questions Proposers must submit proposals in accordance with the instructions contained in this RFP. All requested information must be submitted with the proposal. Instructions for preparation and submission of proposals are contained in this package. Questions regarding this request for proposal should be directed to: Page 3 of 12
Landmark Consulting 1340 Poydras Street Suite 2150 New Orleans, LA 70112 lesleee@landmarkconsultingllc.com Submittal of Qualifications: Proposers should submit experience and qualifications as described below. Additional information may be submitted as appropriate to further describe vendor and provide product capabilities. a) List of clients with contact names and phone numbers for whom you have performed projects with a similar scope of work within the last five (5) years. b) Please include a list with brief descriptions of the completed projects/experience of working at a college or university or some type of campus culture work history. c) Number of support personnel available for this project. d) Listing of all applicable licenses and certifications. e) Previous work completed on Xavier University s campus (if applicable). Purpose of this Request for Proposal (RFP) The purpose of this Request for Proposal (RFP) is to establish a contract for MOLD Inspection and Remediation Plan required for Xavier South Building #40. (Please see the attached preliminary assessment report). Xavier South is approximately 111,350 square feet in size and has 6 Air Handler Units. Request for Proposal Xavier University of Louisiana is requesting sealed proposals from qualified firms or individuals for MOLD INSPECTION AND REMEDIATION PLAN Statement of Work and Schedule The proposer shall furnish a Statement of Work (SOW) outlining tasks to be performed by the proposer. It is expected that most of the work required will be completed during office hours (Monday Friday, 7:00 AM 5:00 PM). Work will be permitted during the evenings and weekends. Bids shall be submitted in sealed envelopes or package. All required forms shall be submitted in the envelopes or package(s), which will be clearly marked, XULA Mold Inspection and Remediation Plan and will show the name of bidder, and the date and time when bids are due. Once received by the XULA, bids will not be returned. Formal communication such as requests for clarification and/or information concerning this solicitation shall be submitted in writing Landmark Consulting via email. No information concerning this solicitation or request for clarification will be provided in response to bid initiated telephone calls. All requests for information must be asked during submitted in writing. Bids received prior to the closing date and time will be securely kept, unopened until bid opening date. The bid opening manager, whose duty is to open them, will decide when the specified time has arrived, open them, and no bid received thereafter will be considered responsive. Page 4 of 12
Delivery Details Proposers shall be responsible for the actual delivery of proposals during business hours to the address indicated below. It shall not be sufficient to show that the proposal was mailed in time to be received before scheduled closing time. Bids will be received until: Closing Time: 1:00 p.m. Closing Date: Friday, November 16, 2012 Where: Xavier University of Louisiana Facility Planning and Management 1 Drexel Drive, Box 54 New Orleans, Louisiana 70125-1098 Mandatory Site Visit An on-site mandatory pre-proposal conference has been scheduled to be conducted at the site located at 909 S. Jefferson Davis Pkwy for 2:00 p.m. on November 9, 2012 to discuss the specifications, visit impacted areas and resolve any questions and/or misunderstandings that may arise. It is mandatory that all bidders attend. Each proposer must completely satisfy themselves to the exact nature and existing conditions of the site and requirements of the specifications for extent and quality of work to be performed. Failure to do so will not relieve the successful contractor of their obligations to carry out the provisions of the contract. Background Landmark Consulting, LLC was retained by Xavier University of Louisiana (XULA) to conduct a preliminary assessment of moisture damage post the weather events (Tropical Storm Isaac and Hurricane Isaac). The evaluation performed at the 2 locations consisted of visual damage assessments which were documented with a digital camera. For the purposes of this RFP, the inspection will include ONLY Xavier South. See attached report: Preliminary Moisture Assessment dated September 11, 2012. II. SECTION TWO SCOPE OF WORK Scope of work for Xavier South includes moisture inspection/testing and remediation plan of mold and mildew of the entire building of the affected areas, and all the necessary labor, equipment, needed to complete the project. All work will be performed in accordance with industry guidelines. The industries guidelines are listed below are not limited to the list. Industry and Federal Guidelines Mold Remediation in Schools and Commercial Buildings (Environmental Protection Agency, EPA); IICRC S500, Standard and Reference Guide for Professional Water Damage Restoration (Institute of Inspection, Cleaning and Restoration, IICRC); IICRC S520 Standard and Reference Guide for Mold Remediation (Institute of Inspection, Cleaning and Restoration, IICRC); A Brief Guide to Mold in the Workplace. Occupational Safety and Health Administrations (OSHA) Page 5 of 12
Initial Inspection Certified mold inspection personnel shall thoroughly inspect each facet of the moisture damaged sites, carefully noting any area of concern as it relates to existing mold, water intrusion, open windows, visible leaks, foundation cracks, and excess moisture. Please provide inspection protocol. Suggested elements of mold inspection are air quality samples (plate and/or whole), moisture readings (camera and meter) AIR QUALITY SAMPLING Limited air quality testing should be performed to include air samples to collect airborne spores to determine the amount of mold in the air. Air samples should be collected on spore traps. Please provide methodology, protocol and certified testing laboratories. Plate Analysis --Mold samples should be collected using Petri dishes. (Please include methodology and protocol) Whole Air Sample Analysis --Mold samples should be collected using an air quality sampler that is designed for rapid collection and analysis of airborne aerosols to include mold spores. (Please include methodology and protocol) MOISTURE READINGS One of the purposes of the moisture meter is to perform a quantitative survey to identify damaged building substrates. Moisture Meter --Use of a moisture meter is to evaluate the amount of moisture present in the damaged building materials. Moisture meters may be helpful for measuring the moisture content in a variety of building materials following water damage. They can also be used to monitor the process of drying damaged materials. These direct reading devices have a thin probe which can be inserted into the material to be tested or can be pressed directly against the surface of the material. Moisture meters can be used on materials such as carpet, wallboard, wood, brick, and concrete. (Please provide specifications/data sheet of meter) Humidity Gauges or Meters: Monitor Moisture Levels in the Air --Humidity meters can be used to monitor humidity and temperature indoors. Infrared Thermography Camera --Use of an infrared themography camera to screen for positive identification of internal moisture sources and identifies migration patterns. Infrared thermography cameras produce images of invisible infrared and provide precise noncontact temperature measurement capabilities. (Please provide specifications/data sheet of camera). Remediation Plan Remediation plans vary according to the size and complexity of the job. The remediation plan should include but is not limited to the following: Whether containment will be required; What level of PPE will be used; How the water or moisture problem will be fixed so the mold problem does not recur; How the moldy building materials will be removed to avoid spreading mold. Page 6 of 12
Final Inspection A thorough post mold remediation inspection shall be conducted to ensure quality of the work done. This should include but not limited to a visual inspection and air sampling. (Please provide protocol for final inspection) III.SECTION THREE Right of Rejection and Clarification XULA reserves the right, at its sole discretion, to reject any and all Statements of Qualifications, to cancel this RFP in its entirety, request clarification of information from any proposer, or to cancel the selected group of approved applicants. Any submittal which does not meet the requirements of this RFP may be considered to be nonresponsive, and bid may be rejected. Respondents must comply with all of the terms of this RFP and all applicable local, state, and federal laws and regulations. XULA may reject any bid that does not comply with all of the terms, conditions, and performance requirements of this RFP. Request for Additional Information Prior to the final selection, proposers may be required to submit additional information which the XULA may deem necessary to further evaluate the proposer's qualifications. Denial of Reimbursement XULA will not reimburse proposers for any costs associated with the preparation and submittal of any proposal, or for any travel and/or per diem costs that are incurred. Right of Negotiation XULA reserves the right to negotiate with the selected proposer the exact terms and conditions of the contract. Right of Rejection of Lowest Fee Proposal XULA is under no obligation to award this project to the proposed offering the lowest fee proposal. Evaluation criteria included in this document shall be used in evaluating proposals. Exceptions to the RFP Proposers may find instances where they must take exception with certain requirements or specifications of the RFP. All exceptions shall be clearly identified, and written explanations shall include the scope of the exceptions, the ramifications of the exceptions for XULA, and a description of the advantage to be gained or disadvantages to be incurred by the XULA as a result of these exceptions. Evaluation Criteria Proposals will be evaluated on the following criteria, listed in order of their relative priority with most important listed first: a) Qualifications, b) Past Experience and c) Price Warranty The proposer shall include details of any warranty provided. Page 7 of 12
Indemnity If a contract is awarded, the successful contractor shall provide contractual liability insurance which will, to the fullest extent permitted by law, indemnify, defend and hold harmless the Owner and their agents and employees from and against all claims, suits, damages, losses, liabilities and expenses, including but not limited to attorney s fees, arising out of, relating to or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (1) Is attributable to bodily injury, sickness, disease or death, or to injury to any persons, including Contractor s/subcontractor s employees or destruction of tangible property (other than the Work itself) including the loss of use resulting there from, and (2) Is caused in whole or in part by any negligent act or omission of the selected Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity, which would otherwise exist. This indemnity agreement shall also specifically apply to all claims, damages, losses and expenses, including but not limited to attorney s fees, arising out of or resulting from the use of any machinery, equipment, tools or other paraphernalia furnished by the Owner for use by the Contractor, any Subcontractor, or anyone directly or indirectly employed by any of them or anyone whose acts may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Notwithstanding the forgoing, it is agreed that selected Contractor s indemnification hereunder, shall not apply to the extent that such damage or resulting loss is adjudicated and attributed to the fault or neglect of Owner. The obligation to defend begins at the time a claim or demand is made and runs through a final adjudication or settlement. In any and all claims against the Owner or any of their agents or employees by any employee of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, this indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the selected Contractor or Subcontractor under workers or workmen s compensation acts, disability benefit acts or other employee benefit acts. The obligations of the selected Contractor under this Paragraph shall not extend to the liability of the Owner, their agents or employees, arising out of the preparation or approval of reports, opinions, change orders or specifications, or the giving of or the failure to give directions or instructions by his agents or employees provided such giving or failure to give directions or instructions by his agents or employees provided such giving or failure to give is the primary cause of the injury damage. Page 8 of 12
IV.SECTION FOUR Contract The contract between the XULA and the contractor shall consist of (1) the Request for Proposal (RFP) and any amendments thereto, and (2) the proposal submitted by the contractor in response to the RFP. In the event of a conflict in language between the two documents referenced above, the provisions and requirements set forth and/or referenced in the RFP shall govern. However, XULA reserves the right to clarify any contractual relationship in writing with the concurrence of the contractor, and such written clarification shall govern in case of conflict with the applicable requirements stated in the RFP or the contractor s proposal. In all other matters not affected by the written clarifications, if any, the RFP shall govern. The contract resulting from this invitation will be a firm-fixed-price type contract. The contractor shall be paid full compensation for work required, performed, and accepted under the contract at the prices indicated on the attached worksheets. The XULA reserves the right to reject any and all bids and to waive any informality in the bidding. The XULA is prohibited from making any awards to contractor firms (including subcontractors) or any individuals that are on the list of firms ineligible to receive awards from the United States Government. A written award or acceptance of offer mailed or otherwise furnished to the successful bidder within the time for acceptance specified in the offer shall result in a binding contract without further action by either party. All respondents will be notified by mail of the XULA s selection as soon as possible. The selected vendor will be expected to begin work no later than three (3) days after the Notice To Proceed (NTP). Fees Proposals shall include a lump sum fee for the inspection and remediation plan Termination of Contract Xavier may cancel the contract at any time for breach of contractual obligations by providing the consultant with a written notice of such cancellation. Should Xavier exercise its right to cancel the contract for such reasons, the cancellation shall become effective on the date as specified in the notice of cancellation sent to the contractor. RESPONDENT S REPRESENTATIONS Each Respondent by making his/her Response represents that: A. Respondent has read and understands the RFP Documents and his/her Response is made in accordance therewith. B. Respondent has visited the campus, has familiarized himself/herself generally with local conditions under which the work is to be performed. C. Respondent has familiarized himself/herself with all local conditions that may in any manner affect performance, including manpower availability and local labor practices. D. Respondent has familiarized himself/herself with federal, state and local laws, ordinances, rules and regulations that may affect this project. Page 9 of 12
E. Respondent acknowledges that XULA is not responsible for any costs associated with the preparation, submittal, or presentations of any kind and that the Respondent assumes all costs of same. INSURANCE REQUIREMENTS The selected Respondent shall furnish and maintain throughout the project such insurance (including appropriate retained limits insurance plans) which will protect the Contractor and XULA, against and from any claims, suits, demands or actions which in any way relate to or arise from the Contractor s performance of services hereunder or its operations with XULA with insurance carriers duly authorized to issue policies within the State of Louisiana and which have a key-rating of not less than A or a retained limits insurance plan(s) acceptable to XULA. The insurance carrier for coverage required in this paragraph shall waive its rights of subrogation against XULA. All coverage s other than worker s compensation shall include XULA as an additional named insured on each policy throughout the term agreement. The selected Contractor shall furnish XULA with certificates of insurance (to be included in proposal) that indicate that the following insurance coverage with the minimum limits indicated below or greater are maintained by the selected Contractor during the term of the Agreement: A. Comprehensive general liability or commercial general liability insurance with limits of at least $500,000 combined single limit per each occurrence/$1,000,000 aggregate, with broad form comprehensive general liability endorsement including coverage for premises and operations, independent contractor s protection, products/completed operations, personal injury (with employee and contractual exclusion deleted) broad form contractual indemnity liability coverage, and broad form property damage. B. Worker s Compensation and Employer s Liability Insurance, which shall cover the selected Contractor and its employees for liabilities arising under all applicable Workers Compensation laws. C. Property insurance coverage with respect to all property brought onto the premises by the selected Contractor, owned or maintained by the selected Contractor within XULA. D. Comprehensive Motor Vehicle Liability Insurance shall be provided with the limits of not less than $300,000 combined single limit per occurrence for all injuries and/or deaths resulting from any one occurrence. The limit of liability for property damage shall not be less than $500,000 for each occurrence. Such insurance shall include coverage for loading and unloading hazards. E. Fire Legal Liability in the amount of $100,000. F. Professional Liability Insurance Coverage (Errors and Omissions) of at least $1,000,000 combined single limit, per occurrence with a maximum deductible of $50,000. Coverage Amount will vary according to the value of the Project assigned to the selected Contractor. Page 10 of 12
Date Project No. ATTACMENT A BID FORM BID FORM FOR UNIT PRICE and LUMP SUM Proposal of (hereinafter called "Bidder") * a corporation, organized and existing under the laws of the State of,* a partnership, or an individual doing business as. To the XAVIER UNIVERSITY OF LOUISIANA, (hereinafter called "Owner") The Bidder, in compliance with your request for proposal having examined the RFP, addendum, related documents, the sites of the proposed work at Xavier South, and being familiar with all of the conditions surrounding the INSPECTION and REMEDIATION PLAN of the proposed project including the availability of materials and labor, hereby proposes to furnish all labor, materials, and supplies, and to complete the project in accordance with the contract documents, within the time set forth therein, and at the prices stated below. These prices are to cover all expenses incurred in performing the work required under the contract documents, of which this proposal is a part. Bidder hereby agrees to commence work under this contract on or before a date to be specified in written "Notice of Proceed" of the Owner. Bidder acknowledges receipt of the following addenda: Bidder agrees to perform the scope of work as described in the RFP and project related documents, for the following UNIT PRICE and LUMP SUM for XAVIER SOUTH site: TABLE FOR UNIT PRICING and LUMP SUM PRICING (INSERT HERE) Page 11 of 12
Amounts are to be shown in both words and figures. In case of discrepancy, the amount shown in words will govern). The above unit prices shall include all labor, materials, removal, overhead, profit, insurance, etc., to cover the finished work. Bidder understands that the Owner reserves the right to reject any or all bids and to waive any informalities in the bidding. Respectfully Submitted, Seal (if Corporation) By (Title) (Business Address and Zip Code) Page 12 of 12