IFB Title: Joshua Tree Re-Carpeting

IFB Number: IFB 16-48

INVITATION FOR BID
Superior Court of California, County of San Bernardino
Regarding: IFB 16-48Joshua TreeCourthouse
RE-CARPETING
BIDS DUE: MAY 13, 2016
NO LATER THAN 3:00 PM PDST

1.0BACKGROUND INFORMATION

1.1The Superior Court of California, County of San Bernardino (hereinafter referred to as the “Court”) desires to solicit a proposal with pricing for installation of carpeting in the Joshua TreeCourthouse. The Courthouse is located at 6527 White Feather Road, Joshua Tree California 92252. There is approximately 9300 square feet of carpeting to be installed in this project. Contractor is responsible for actual field measurements.

1.2Refer to Section 3.0 for estimated contract start and end dates by location

2.0DESCRIPTION OF SERVICES AND DELIVERABLES

2.1 General Requirements:

The Court seeks the services of a person or entity with professional expertise and workmanship in installation of carpeting and related systems, and able to comply with all the requirements, terms, and conditions as stated in this Request for Proposal.

2.2 Licenses/Compliancewith Law:

  1. Contractor shall ensure that it has all the necessary licenses and permits required by Federal, State, County and municipal laws, rules and regulations. The Contractor shall maintain these licenses and permits in effect for the duration of this contract. Contractor will notify the Court immediately upon loss or suspension of any such licenses and permits. Failure to maintain all required licenses or permits may result in immediate termination of this contractdue to contractor’s default.
  1. A specialty Contractor’s License C15 is required, a “B” license is not sufficient in accordance with Business & Profession Code Division 3, Chapter 9. Contractors, Article 4. Classifications sections 7057 (a), (b) & (c).
  1. The Contractor shall strictly adhere to the applicable provisions of the Labor Code and any Federal, State and County laws, ordinances, rules and regulations regarding the employment of apprentices; minimum wages; payment of wages, retention and inspection of payroll records; workers compensation; alien labor; the 8 hour day; overtime; Saturday, Sunday and holiday work; and non-discrimination because of race, color, national origin, physical handicap, sex or religion, including the provisions of Executive Orders 11246, 11375, 11625, 12138, 12432, 12250, Title VII of the Civil Rights Act of 1964, the California Fair Employment Practice Act.

2.3 Scope of Work:

  1. Contractor Responsibilities:
  1. All furniture (except systems furniture) will be moved and replaced by contractor as needed to adequately install new carpeting. No power or data lines will be removed /disconnected without prior approval.
  1. Installation in areas containing systems furniture will require lift system application due to workstations remaining unchanged.
  1. Jury box seating in Courtrooms to be removed and re-secured by contractor. All seating to be reinstalled same working day.All audience seating will remain in place. Carpet will need to be flush cut to legs of benches.
  1. Carpet to be installed using Shaw Advantage System over existing carpeting per manufacturers specifications.
  1. Areas to be carpeted include; Courtrooms and Judges chambers for J1, J2, J3, J4 and J5, jury deliberation rooms, Clerk areas, Jury Assembly, Managers and Supervisors offices, Judicial secretary offices and miscellaneous offices. Contractor responsible for actual field measurements.
  1. New 6” top set cove base will be installed according to manufacturer specifications. Removal of existing base and disposal of existing base is contractor’s responsibility. Color TBD.
  1. Contractor will furnish and install new transition strips where carpeting meets hard flooring, and new metal stair nose at steps to Judges Bench, Jury box and witness box. Color and type to be approved by Courts project manager.
  1. Contractor will be responsible for all doors and hardware that might need cutting or hardware adjusting due to new flooring heights. This includes but is not limited to, door undercut, door closers and panic devices, floor boxes, expansion plates, thresholds etc.
  1. Carpet specification: Shaw Groundwork’s III 24”x24” Ecoworx carpet tile; Color: TBD
  1. All materials to be furnished and installed by contractor to manufacturer’s specifications.
  1. Bids will include carpet yardage and lineal footage of base to be installed.
  2. Project is subject to prevailing wage rates.
  3. Contractor shall meet all governmental, safety and other regulatory requirements as they pertain to providing these services.
  1. Material Safety Data Sheets (MSDS) shall be provided to the project manager for all products used by the Contractor.
  1. Contractor to supply200 square feet of additional attic stock at completion of project.
  1. All waste from this projects materials are the responsibility of the contractor. An onsite space for a waste container will be designated to contractor if needed.
  1. Contractor is responsible for posting a performance bond in association with this project.
  1. Responsibility for Damage:
  1. The Contractor shall repair and restore to its original condition any Court property damaged by the Contractor at no cost to the Court. Contractor shall be responsible for damage or loss caused by his/her staff to personal property of Court employees.
  1. All cleaning methods, materials, supplies and equipment to be used by the Contractor shall not be harmful to the surfaces on which they are used.
  1. Working Hours:
  1. All work will be conducted after hours (6:00 pm to 2:00 am) and/or on weekends. Weekend work will require prior approval from court project manager
  1. The Court reserves the right to adjust the schedule, and/or working hours to accommodate needs of the Court.
  1. Supervision:

Contractor shall provide supervision. Supervision shall consist of, but not be limited to the following:

  1. Supervisors shall plan, schedule and assign work to all of the Contractor’s employees.
  1. Supervisors shall make inspections to review work in progress and inspect to ensure completion.
  2. Supervisors shall ensure that the Court’s requirements pertaining to the security of Court/facilities are met and that Contractor’s employees comply with safety regulations.
  1. Supervisors shall maintain a daily log of employees’ onsite, and areas worked.
  1. Supervisors shall respond to questions, complaints and requests from Court designated contacts and/or the Director of Court Facilities.
  1. Project Standards:
  1. All work to meet or exceed all applicable building, seismic, electrical and fire codes.
  1. All work to be of craftsmanship quality or better.
  1. Reasonable care will be taken while working in the building. Note existing conditions of walls, floors and furniture. Damage to areas not properly protected will be the responsibility of the contractor to correct to the owners satisfaction.
  1. Work areas will be clean and free of any debris at the end of each work day.Contractor to remove all waste/trash daily by end of work day.
  1. All work shall not impede Court business, create a nuisance or endanger Court employees and/or the public.
  1. Bid to state earliest start dates, as well as a time schedule by area to be approved by the Court.
  1. Contractor, upon notification of successful bid, shall satisfy all Court insurance requirements.
  1. Tools and Materials:
  1. Contractor shall provide all necessary tools materials and storage facilities to ensure professional installation according to manufacturer’s recommendations.
  1. Court Responsibilities:
  1. The Court shall supply the Contractoroverhead ceiling lighting, electrical power and water.
  1. The Court shall designate a location outside the building(parking lot) for a Contractor supplied storage facility for supplies and equipment. The Court shall not be responsible for the Contractors supplies, materials or personal belongings that may be damaged, lost or stolen.
  1. The Court will provide onsite representation, as necessary in the form of a regular Court employee. All questions or approvals needed by the Contractor will be run through the court project manager during normal business hours, unless other arrangements are made.
  1. The Court will provide access to the Courthouse, and all appropriate rooms in order for the Contractor to fulfill obligations of this contract.
  1. Quality Control:
  1. The Court reserves the right to halt all work at any time, for any reason(s).

I.Security:

Security is a great concern of the Court. The Contractor is advised that failure to fully comply with the security requirements of the contract shall result in the termination of the contract for default.

  1. All persons performing duties under the contract must be authorized by the Court. This shall include all owners of sole proprietorships, joint ventures, principals of corporations and all others who might have access to Court Facilities without the supervision of a Court employee.

Note: Children are not allowed to accompany anyone who has been cleared to enter facilities while in the performance of their duties.

  1. The Contractor’s use of unauthorized personnel is a material breach and will result in immediate termination of all approved Contractorcontracts with the Court. Contractor shall be responsible for any and all costs and expenses the Court incurs to replace services, materials, supplies and equipment.
  1. The misuse of any Contractoror Court issued ID cards, Access Control Card, keys or alarm codes by the Contractor or any employees of the Contractor shall be considered as failure to comply with the security requirements of this contract and shall be considered grounds for termination of the contract.

3.0TIMELINE FOR THIS IFB

The Court has developed the following list of key events related to this IFB. All dates are subject to change at the discretion of theCourt.

EVENT / DATE
IFB Issued : / April 22, 2016
Pre-proposal Conference/Job Walk / May 03, 2016
11:30 AM PDST
Deadline for Questions / May 05, 2016
3:00 PM PDST
Questions and Answers Posted / May 06, 2016
Latest Date and Time Proposal May Be Submitted / May 13, 2016
3:00 PM PDST
Bids Publicly Opened / May 17, 2016
9:00 AM PDST
Evaluation of Proposals (estimate only) / May 18, 2016
Notice of Intent to Award (estimate only) / May 18, 2016
Contract Award Date/Order Materials (estimate only) / June 04, 2016
Project Start Date (estimate only) / July 18, 2016
Project End Date (estimate only) / July 29, 2016

4.0IFB ATTACHMENTS

The following attachments are included as part of this IFB:

ATTACMENT / DESCRIPTION
Attachment 1: Administrative Rules Governing IFBs (Non-IT Good): / These rules govern this solicitation.
Attachment 2: Purchase Order General Terms and Conditions / The Standard Terms and Conditions will be incorporated into any resulting order and/or contract resulting from this solicitation subject to non-mandatory, non-material, and mutually agreed upon changes. See instructions on Attachment 3 regarding Proposer exceptions.
Attachment 3: Proposer’s Acceptance of Terms and Conditions / On this form, the Proposer must indicate acceptance of the Terms and Conditions or identify exceptions to the Terms and Conditions.
Note: A material exception to a Minimum Term will render a proposal non-responsive.
Attachment 4: Darfur Contracting Act Certification / Proposer must complete the Darfur Contracting Act Certification and submit the completed certification with its proposal.
Attachment 5: Payee Data Record Form / This form contains information the Court requires in order to process payments and must be submitted with the proposal.
Attachment 6: Payment Provisions / Payment provisions that govern this solicitation.
Attachment 7: Postconsumer-content Certification / The State Agency Buy Recycled Campaign (SABRC) is a state mandated program. This certification shall be provided regardless of the content, even if the product contains no recycled material.

5.0PAYMENT INFORMATION

The type of award contemplated herein is Firm Fixed Price (FFP) therefore the following will apply:

  • Progress or advance payments are not allowed under this solicitation.
  • Travel and per diem expenses are notallowed under this solicitation.

The Court is not responsible for any travel expenses, including but not limited to mileage and lodging that the Contractor may incur during the performance of the contract.

6.0Pre-proposal Conference/Job Walk

The Court will hold a pre-proposal conference on the date identified in the timeline above. The pre-proposal conference/job walk will convene in the entry to the Joshua Tree Courthouse, located at 6527 White Feather Road, Joshua Tree California, 92252

Attendance at the pre-proposal conference/job walk is MANDATORY. Each Proposer must be certain to check in at the pre-proposal conference, as the attendance list will be used to ascertain compliance with this requirement. The Court will reject a proposal from any Proposer who did not attend the pre-proposal conference.

7.0SUBMISSIONS OF BIDS

7.1Bids should provide straightforward, concise information that satisfies the requirements of the “Bid Contents” section below. Expensive bindings, color displays, and the like are not necessary or desired. Emphasis should be placed on conformity to the IFB’s instructions and requirements, and completeness and clarity of content.

7.2The Biddermust submit its bid in two parts, the non-cost information and the cost information.

A.The Biddermust submitone (1) original and one copy of the non-cost information. The original must be signed by an authorized representative of the Bidder. The non-cost information (including all copies thereof) must be submitted to the Court in a single sealed envelope, separate from the cost information. The Bidder must write the IFB title and number on the outside of the sealed envelope.

B.The Biddermust submitone (1) original and one (1) copy of the cost information. The original must be signed by an authorized representative of the Bidder. The cost information (including all copies thereof) must be submitted to the Court in a single sealed envelope, separate from the non-cost information. The Bidder must write the IFB title and number on the outside of the sealed envelope.

7.3Bids must be delivered by the date and time listed on the coversheet of this IFB to:

USPS Registered/Special Delivery (Fed-Ex, UPS or Hand Delivery)

Superior Court of California, County of San Bernardino

Attention: Purchasing

247 W. Third St., 11th Floor

San Bernardino, CA 92415-0066

7.4Late bids will not be accepted.

7.5Only written bids will be accepted. Bidsmust be sent by registered or certified mail, courier service (e.g. FedEx), or delivered by hand. Bids may not be transmitted by fax or email.

9.0BID CONTENTS

9.1Non-Cost Information. The following must be included in the non-cost information. A bidlacking any of the following may be deemed non-responsive.

  1. Bidder’s name, address, telephone and fax numbers, and federal tax identification number. Note that if Bidder is a sole proprietor using his or her social security number, the social security number will be required before finalizing a contract.

B.Name, title, address, telephone number, and email address of the individual who will act as Bidder’s designated representative for purposes of this IFB.

C.Model number(s), specifications, or other description of the goods Bidder proposes to supply to the Court, including warranty information.

D.Names, addresses, and telephone numbers of a minimum of three (3)clients for whom the Bidder has provided similar goods. The Court may check references listed by Bidder.

E.Acceptance of the Terms and Conditions.

  1. On Attachment 3, the Bidder must either indicate acceptance of the Terms and Conditions or clearly identify exceptions to the Terms and Conditions. An “exception” includes any addition, deletion, or other modification.
  1. If exceptions are identified, the Bidder must also submit a red-lined version of the Terms and Conditionsthat clearly tracks proposed changes, and a written explanation or rationale for each exception and/or proposed change.
  1. Note: A material exception to the Terms and Conditions (addition, deletion, or other modification) will render a bid non-responsive.

F.Certifications, Attachments, and other requirements.

  1. Bidder must include the following certifications in its bid:

Biddercertifies that it has no interest that would constitute a conflict of interest under California Public Contract Code sections 10365.5, 10410 or 10411; Government Code sections 1090 et seq. or 87100 et seq.; or rule 10.103 or rule 10.104 of the California Rules of Court, which restrict employees and former employees from contracting with judicial branch entities.

Bidder certifies that either (i) it is not a scrutinized company as defined in PCC 10490(b), or (ii) the goods or services the Bidder would provide to the Court are not related to products or services that are the reason the Bidder must comply with Section 13(p) of the Securities Exchange Act of 1934. (Note: PCC 10490(b) defines a “scrutinized company” as “a person that has been found to be in violation of Section 13(p) of the Securities Exchange Act of 1934 by final judgment or settlement entered in a civil or administrative action brought by the Securities and Exchange Commission and the person has not remedied or cured the violation in a manner accepted by the commission on or before final judgment or settlement.”)

  1. Bidder must submit with its bid, for itself and each of its affiliates that make sales for delivery into California, a copy of either (a) a California seller's permit issued under Revenue and Taxation Code section 6066 et seq. or (b) a certificate of registration issued under Revenue and Taxation Code section 6226.
  1. Bidder must complete the Darfur Contracting Act Certification (Attachment 4) and submit the completed certification with its bid.
  1. If (i) Bidder is a corporation, limited liability company, or limited partnership, and (ii) the agreement resulting from this IFB will be performed in California, proof that Bidder is in good standing and qualified to conduct business in California.

9.2Cost Proposal. The following information must be included in the costproposal.

  1. A detailed line item budget showing total cost of the proposed services.
  1. Materials
  1. Labor
  1. Permits, fees, etc.
  1. Contractor will provide a per square foot hourly rate and a per square foot material cost for the calculation of any contingencies that might arise from the performance of this project.
  1. A full explanation of all budget line items in a narrative entitled “Budget Justification.”
  2. A “not to exceed” total for all work and expenses payable under the contract, if awarded.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.