ASSET MANAGEMENT
4800 N. Broadway Boulder, CO 80304
Phone: (720) 564-4616
REQUEST FOR PROPOSALS
WINDOW REPLACEMENT SERVICES
FOR THE HAYDEN PLACE AND WOODLANDS APARTMENTS
RFP #9-2011
RELEASED: Monday,June27, 2011
SITE TOUR: Tuesday, July 12, 2011 at 10:00 am
PROPOSALS DUE: Friday, July 22, 2011 at 2:00 pm
TO:Window Vendors
FROM:Betsy Failey, Assistant Project Manager
RE:RFP for Window Replacement for Hayden Place Apartments – 3405-3690 Hayden Place, Boulder, CO 80301 and Woodlands Apartments – 2663-2685 Mapleton Avenue, Boulder, CO 80304
Request
Boulder Housing Partners seeks to remove and replace allof the windows and sliding glass doors at BHP’s Hayden Place Apartments (3405-3690 Hayden Place) and all of the windows at the Woodlands Apartments (2663-2685 Mapleton Avenue)with energy-efficient replacements. Proposals should, at a minimum, include the following and in the specified order:
- Cover letter including contact name, address, phone number, and email; and
- Description of the firm, team, and team member bios and experience performingwindow procurement and installation work as specified in the scope of work; and
- Brief description of why BHP should use your firm for the work specified; and
- List of no less than three references, their contact information, and contact information for the project associated with the reference; and
- Ability to meet the project schedule at Hayden Place assuming a project start date of August 15, 2011. Woodlands window replacement may occur any time after the Hayden Project as long as the work is completed within 120 days of contract award; and
- Pricing for design, removalof old windows and installation of new windows and window frames for the site (Please use attached Bid Form); and
- Safety plan for Contractor and Residents.
Screening Criteria
The information submitted will provide the basis for selection. Responses will be scored based on the following selection criteria and weighted as indicated in parentheses.
- Price (40)
- Firm expertise including experiencein window replacement(30)
- Ability to work within BHP’s required schedule (20)
- References (10)
Due Date and Process
A tour of the Hayden Place and Woodlands sites will be held on Tuesday,July12, 2011 at 10:00am. This is a mandatory tour. Please meet Betsy Failey at Woodlands, located at 2663-2685 Mapleton Avenue, Boulder, CO 80304 in the central parking lotat 10 am on July 12 for the tour.
Clarification Deadline—Friday, July 15th, 2011 at 12:00 pm
The deadline for questions and requests for clarification will be Friday,July 15, 2011 at 5:00 pm. All requests for clarification must be submitted to Betsy Failey (). All responses will be posted on the BHP website by 5:00 pm on Tuesday,July 19, 2011 on the BHP website and emailed to all known bidders.
Proposals are due to the BHP offices below no later than Friday,July22, 2011 at 2:00 pm. Please provide two copies of your proposal and deliver or mail to the following contact and address:
Boulder Housing Partners
4800 Broadway
Boulder, CO 80304
Attention: Betsy Failey
Re: Hayden Place and WoodlandsWindow Replacement RFP #9-2011
Proposals will be time stamped at BHP’s front desk. Late bids will not be accepted. Proposals will be reviewed by Friday, July 29, 2011and final award decisions made soon after. All known respondents will be notified of the results of the process as soon as possible. If there is a close decision, respondents may be requested to come in for an interview the first week of August. Any substantive clarifications requested by one respondent will be shared with all known potential respondents and posted on our website at
Scope of Work
- Hayden Place Windows
Remove and install approximately twenty-eight (28) largedouble-pane low-e side-by-side slider windows and nineteen (19)medium double-pane low-e side-by-side slider windows. An example of the window system at Hayden Place is pictured below. (Contractormust verify size and count.)
- Windows should be operable (open and closable).
- Interior and exterior portions of the frames should be white (or off-white) in color. Contractors are free to propose a sensible alternative to this color scheme.
- Windows shall be fully finished inside and out and shall not require any additional finishing or painting.
- Glass should contain a low-emissivity coating.
- Window System should be energy efficient: containing a U-Factor of less than or equal to0.34 or displaying an Energy Star Label.
- Window frame-to-wall connection should be sealed to eliminate gaps in the building envelope structure and minimize air infiltration. Sealant should be a high performance, non-toxic, low-VOC caulking.
- Contractor should repair any damage that is sustained to the siding and exterior trim interior drywall during removal of old frames and installation of new as well as any damage and painting needs to the inside of the apartment.
- Window frame should consist of vinyl or fiberglass materials with efficient insulating properties or filled with insulation as pictured below.
- Window frame should come with heavy duty wire screen.
- Some windows have been recently replaced and will not need additional work. Please provide pricing as indicated on the bid form with the knowledge that quantities may change.
- Hayden Place Sliding Doors
Remove and install approximatelyseventeen (17) energy efficient sliding doors on the patios
- The doors should be white (or off-white) in color.Contractors are free to propose a sensible alternative to this color scheme.
- Doors shall be fully finished inside and out and shall not require any additional finishing or painting.
- Glass should contain a low-emissivity coating.
- Door System glass should be energy efficient: containing a U-Factor of less than or equal to 0.34or displaying an Energy Star Label.
- Door frame-to-wall connection should be sealed to eliminate gaps in the building envelope structure and minimize air infiltration. Sealant should be a high performance, non-toxic, low-VOC caulking.
- Contractor should repair any damage that is sustained to the exterior siding or interior drywall during removal of old frames and installation of new doors.
- Door frame should consist of vinyl or fiberglass materials with efficient insulating properties or filled with insulation as pictured below.
- Sliding Doors should come with heavy duty wire screens
- Some sliding doors have been recently replaced and will not need additional work.
- Woodlands Windows
Removeand install approximately two hundred and thirty-six (236) large double-pane low-e vertical single hung windows, sixty-six (66) medium double-panevertical low-e single hung windows, and six (6) small double-panevertical low-e single hung windows.An example of a window system at Woodlands is pictured below.(Contractor must verify size and count.)
- Windows should be operable (open and closable).
- Interior portions of the frames should be whitein color.
- Windows shall be fully finished inside and out and shall not require any additional finishing or painting.
- Glass should contain a low-emissivity coating.
- Window System should be energy efficient: containinga U-Factor of less than or equal to 0.34or displaying an Energy Star Label.
- Window frame-to-wall connection should be sealed to eliminate gaps in the building envelope structure and minimize air infiltration. Sealant should be a high performance, non-toxic, low-VOC caulking.
- Contractor should repair any damage that is sustained to the exterior siding or interior drywall during removal of old frames and installation of new frames.
- Window frame should consist of vinyl or fiberglass materials with efficient insulating properties or filled with insulation as pictured below.
- Reinstall the existing metallic window screens after installation.
Example of existing windows at Hayden / Example of existing windows at Woodlands /
Insulated window frame
- Contractor will install glass and window systems in accordance with the Manufacturer’s installation guidelines.
- Contractor is responsible for confirming window size and count at all properties prior to the start of the work to finalize the scope of work.
- Contractor will arrange for trash removal of the old windows and doors from the site on a daily basis. The site will be kept clear of construction debris and especially broken glass.
- Contractor will minimize disruption to residents.
- Contractor will propose and execute a safety plan for both installers and residents.
Site Summaries
Hayden Place is a 24 unit apartment complex made up of five buildings located in North Boulder. There are three four-unit apartment buildings and two six-unit apartment buildings at Hayden Place, all of which are made up of one bedroom units on two stories. The site houses Boulder Housing Partners affordable rental residents with reduced rents. The buildings were constructed in 1976-1978 and still have their original windows.
Woodlands is a 35 unit apartment complex in central Boulder and part of our workforce housing portfolio. The site is made up of six apartment buildings, a community center, and a child care facility. The apartments have three unit configurations and all have original windows from the site’s construction in 1993.
Organizational Summary
For more information about Boulder Housing Partners, please go to our website at
Attachments:
Sample BHP Contract
HUD Form 5370, General Conditions (Will be included as the General Conditions for the contract.)
Contact Information
Betsy Failey, Assistant Project Manager
Phone: (720) 564-4616
Email:
BHP Reservation of Rights:
- BHP reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by BHP to be in its best interests.
- BHP reserves the right not to award a contract pursuant to this RFP.
- BHP reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful bidder.
- BHP reserves the right to inspect work at any time during the ongoing work.
- BHP reserves the right to determine the days, hours and locations that the successful bidder shall provide the services called for in this RFP.
- BHP reserves the right to retain all proposals submitted and not permit withdrawal for a period of 30 days subsequent to the deadline for receiving proposals without the written consent of BHP Procurement Officer.
- BHP reserves the right to negotiate the fees proposed by the bidder.
- BHP reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not limited to incomplete proposals and/or proposals offering alternate or non-requested services.
- BHP shall have no obligation to compensate any bidder for any costs incurred in responding to this RFP. Responding to this solicitation does not guarantee that any work will be directed to the respondent.
- BHP shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a bidder or reject any proposal submitted that does not conform to any of the requirements detailed herein.
- Any interpretation, correction, or change of the RFP documents will be provided to all known potential respondents by email as appropriate and at the sole discretion of BHP.
- Late or unsigned responses will not be accepted or considered. It is the responsibility of respondent to insure that the statement of qualifications arrives in the offices of BHP prior to the time indicated in the RFP
Please note the following:
- Overnight, Express and Priority Mail should be directed to the above street address.
- All RFPs must be received by the date and time noted above.
- Any RFPs received after due date and time will remain unopened and unconsidered.
- No faxed or emailed RFPs will be accepted.
- BHP will open all RFPs received on or after the scheduled time. RFPs are not generally opened in a public setting. As, and only if necessary, the name of the respondent is the only public information that will be mentioned following the opening of the RFP; all other information contained in the proposal may be disclosed after the completion of the selection process.
- Respondents are expected to examine the qualifications, schedule of delivery, and all instructions; failure to do so will be at the respondent’s risk. Further, each respondent shall furnish all of the information required in the RFP.
- BHP’s standard services contract is included with this RFP. Respondents are required to review this contract carefully prior to submission of a proposal
Additional Information and Requirements Once Contract Signed
The contract generated by this RFP may be cancelled by BHP for noncompliance with specifications, inability to perform the contracting requirements of BHP or continued safety hazards. The cancellation notification shall state the cause or reason for the cancellation. Such cancellation would be at no charge to BHP other than for work authorized and completed at the time of termination.
A 100% Payment and Performance Bond will be required upon issuance of an executed contract.
BHP reserves the right to cancel particular housing sites for no cause with 60 days written notice to the contractor.
The contractor shall provide all items, articles, operations mentioned or herein specified, related labor services, tools, equipment, transportation and incidentals necessary and required for satisfactory, acceptable completion of the contracted work or delivery of materials. Owner may inspect work at any time during the ongoing work. Should a problem with the materials or the work performed by the Contractor occur during the course of this contract, and should it be shown that the case of this problem is faulty work, the Contractor shall repair such problem fully at Contractor’s own expense. After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at the Contractor’s expense.
Contractor shall be responsible for any injury, damage or loss to all public and private property caused directly, in whole or in part, by their employees or agents or anyone directly or indirectly employed by them or anyone for whole acts any one of them may be responsible. The contractor shall comply with all applicable laws and codes bearing on the safety of persons or property of their protection, from injury, damage, or loss. Contractor is responsible for the means, methods and sequence of work and all safety aspects of this work. To the maximum extent permitted by law, Contractor agrees to indemnify, hold harmless, and defend Owner and Owner’s Agents from and against any and all claims or damages arising from Contractor’s performance of this agreement, as well as acts committed during the course of this agreement by any of Contractor’s officers, employees, guests, invitees, and those doing business with Contractor.
Contractor assures that all existing and every new staff working on site do not have a criminal background which would indicate that they could present a threat to residents or staff. Acceptable criminal background is no felony arrests or convictions within five years and no pattern of misdemeanors (three or more) within five years. The Managing Agent may terminate this contract if this provision is violated.
Every effort must be taken to insure the safety and security of the residents of BHP and properties owned by BHP. Contractor agrees that if keys to buildings are misplaced, lost or stolen, the Contractor will absorb all costs incurred to correct the situation. Work will be completed by BHP maintenance staff or contracted and billed to Contractor.
Contractor will disclose to the Managing Agent if anyone working for the contractor is related to an employee of Boulder Housing Partners prior to signing this contract.
Insurance Requirements
Contractor shall secure, pay the premiums for, and keep in force until the expiration of their contract adequate liability insurance and Worker’s Compensation Insurance as provided by Colorado law. Certificate of insurance for Worker’s Compensation and for liability shall be delivered to BHP or kept on file at BHP prior to start of contract. Any policy change shall be reported to BHP and certificate forwarded to BHP. By signing a contract generated by the RFP, the contractor understands that neither they nor their employees are covered by any BHP insurance policy. All copies of proof of insurance will be submitted to BHP along with the RFP. Contractors may send a copy of the required insurances with their proposal, but the work of the RFP can not begin, nor contract executed until original insurance verification forms are on file at the BHP offices.
The following insurance coverage is required:
- Commercial General Liability: Minimum of $150,000 per person and $1,000,000 per occurrence.
- Worker’s Compensation Insurance: Equal to or at least $100,000 per employee.
- Automotive Insurance: Minimum of $100,000/$300,000 for bodily insurance and $50,000 for property damage.
- Pollution Insurance: Recommended minimum coverage of $1,000,000 per occurrence. Only necessary if contractor spraying or applying chemicals outdoors.
BHP WINDOW REPLACEMENT FOR HAYDEN PLACE, WOODLANDS
RFP #9-2011
MANDATORY BID FORM
1.WINDOW REPLACEMENT: WOODLANDS APARTMENTS
218 large, 50 medium windows
Material cost$______
Labor Cost$______
TOTAL$______
2.WINDOW PANE REPLACEMENT: WOODLANDS COMMUNITY CENTER AND DAYCARE (POSSIBLE DEDUCT)
18 large, 16 medium, 6 small windows
Material cost$______
Labor cost$______
TOTAL$______
3.WINDOW PANE REPLACEMENT: HAYDEN PLACE
28 large, 19 medium
Material cost$______
Labor cost$______
TOTAL$______
2.SLIDING DOOR REPLACEMENT: HAYDEN PLACE
17 doors
Material cost$______
Labor Cost$______
TOTAL$______
TOTAL BASE BID$______
Acknowledgement of Addenda
(Please acknowledge receipt of all addenda issued)
______, ______,
SIGNATURE AND PRINTED NAME
______
Authorized RepresentativeTitle
______
Company
______
Address
______