REQUEST FOR PROPOSAL
GREEN SEAL CERTIFIED
CUSTODIAL FLOOR STRIPPER & FINISH
RFP# 08-760-004
ISSUE DATE: December 4, 2008
DATE AND TIME PROPOSALS ARE DUE: December 16, 2008 2:00 p.m. (our clock)
TABLE OF CONTENTS
1PROPOSAL NOTICE
2PROPOSAL INQUIRIES
3PROPOSAL INSTRUCTIONS
4GENERAL CONDITIONS
5SPECIFIC CONDITIONS OF PROPOSAL AND AWARD OF CONTRACT
6INDEMNIFICATION
7PRODUCT SPECIFICATIONS
8PRODUCT TESTING, EVALUATION & AWARD PROCESS
9PROPOSAL CERTIFICATION FORM
10REQUEST FOR PROPOSAL FORM
11EVALUATION FORM
ATTACHMENT A: A Green Seal Environmental Standard for Industrial and Institutional Floor Care Products
1PROPOSAL NOTICE
PoudreSchool District (PSD or District) respectfully requests qualified vendors submit proposals for the supply and delivery of Green Seal Certified floor stripper and finish, as specified herein.
1.1Proposals will be received until 2:00 p.m. December 16, 2008, at which point all proposals will be opened and publicly read. No late proposals will be accepted. Late proposals will be returned unopened to the sender. Verbal proposals will not be accepted.
2PROPOSAL INQUIRIES
2.1Any questions concerning this proposal must be faxed or e-mailed to Skeet McCracken, Buyer at (970) 490-3278 or no later than December 8, 2008 at 3:00 p.m. Addenda resulting from questions received will be posted on the District website at: It is the responsibility of each potential vendor to monitor the website regularly in order to review changes or addenda to bids, quotes or proposals.
2.2The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the RFP prior to submitting the Proposal.
2.3Contact with PSD personnel, other than inquiries to Skeet McCracken, regarding this RFP may be grounds for elimination from the selection process.
3PROPOSAL INSTRUCTIONS
3.1Proposals shall be in a sealed envelope marked “Green Seal Certified Custodial Floor Stripper & Finish “RFP #08-760-004. All proposals shall be addressed and mailed or hand delivered as follows:
Skeet McCracken, Buyer
PoudreSchool District R-1
2415 LaPorte Avenue
Warehouse E
Fort Collins, CO80521
It is the sole responsibility of the vendor to see that the proposal is received before the submission deadline. The vendor shall bear all risks associated with delays in the U.S. mail or delivery services. Late proposals will not be considered.
3.2PSD reserves the right to reject any and all Proposals or any part thereof, to waive any formalities or informalities, and further, to award the contract to the lowest responsive and responsible Proposer(s) as deemed in the best interest of the District.
3.3Proposers are required to complete and sign the Proposal Certification Form and include their full business address.
3.4PSD will not be liable for any costs incurred by proposers in the preparation of a proposal or for any work performed prior to the award of the contract.
4GENERAL CONDITIONS
4.1Offeror must provide all information asked for in this request. Failure to do so may result in rejection of the proposal at the option of the Purchasing and Materials Management Department.
4.2PSD is exempt from City, County, State and Federal Sales/Excise Taxes. Tax Exempt Certificates will be issued upon request.
4.3Submission of a proposal is deemed as acceptance of all terms, conditions and specifications contained in the PSD solicitation package initially provided. Any proposed modification must be accepted in writing by PSD and prior to award of the contract.
4.4 All information submitted in response to this RFP is a public record of the Colorado Open Records Act and will be available for inspection upon completion of Contract negotiations and award. Proprietary information must be submitted in a separate envelope and clearly marked confidential. Only the names of the vendors submitting proposals will be disclosed prior to the completion of contract negotiations and award.
4.5PSD reserves the right to negotiate further with one or more Proposers and/or the successful Proposer or to request additional information. Should PSD determine and in its sole discretion that only one Proposer is fully qualified or that one Proposer is clearly more highly qualified than the others under consideration, a Contract may be negotiated and awarded to the Proposer.
4.6Proposals must meet or exceed specifications contained in this document.
4.7Proposer warrants that all articles, materials and work will conform within applicable drawings, specifications, samples and/or other descriptions given to PSD, and will be free from defects. Without limitation of any rights which PSD may have by any reason of any breach of warranty, goods which are not as warranted may be returned at the Proposer’s expense at a reasonable time after delivery, for either credit or replacement, as PSD may direct.
4.8Any proposal deemed to be collusive or a sham will be rejected. An authorized signature on this proposal assures that such proposal is genuine.
4.9All obligations of the District under this contract are solely from currently budgeted funds and this contract does not constitute a multiple fiscal year obligation of the District. Notwithstanding any other provision of this contract, all District obligations accruing beyond the current budget year are expressly subject to funds being budgeted and appropriated therefore in accordance with Colorado law.
4.10No officer, employee, or their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the District of any real or personal property, equipment, material, supplies, or services. This rule also applies to subcontracts with the District. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the District is prohibited.
4.11 In the event the District has reasonable grounds to believe that any individual assigned to perform work under this contract has a criminal record, is a registered sex offender, is under the influence of alcohol or other substance, has exhibited violence or based upon other information the District deems reliable; the District may exclude such individual from any school building or grounds or impose reasonable conditions upon such individual’s presence upon any school premises. In the judgment of the District, if the contract cannot be performed as a result of such action, the contract may be terminated.
4.12 In accordance with C.R.S. 8-17.5 et .seq., the proposer whose name and signature appears on the request for proposal hereby certifies, represents, warrants and agrees as follows:
In the event this request for proposal is accepted by the District, the proposer, as a vendor, shall comply with provisions of C.R.S. 8-17.5 et. seq., requiring certification that the proposer does not, and during all times proposer is under contact to perform services for the District, will not knowingly employ or contract with an illegal alien.
The proposer will not knowingly contract with a subcontractor who knowingly employs or contracts with an illegal alien to perform work under the contract with the District.
4.13 Venue for any and all legal action regarding or arising out of transactions covered herein shall be solely in the District Court in and for LarimerCounty, State of Colorado. The transactions covered herein shall be governed by the laws of the State of Colorado.
4.14The awarded contractor shall save and hold harmless the District from any liability or legal expenses involved in patent infringement suits, copyright infringements or any other such action which may develop in connection with the furnishing of materials to complete the contract.
4.15Proposals must meet or exceed specifications contained in this document.
4.16The proposal awardee is not permitted to transfer any interest in the project whether by assignment or otherwise, without prior written consent of the PSD Purchasing and Materials Management Department.
4.17Initial Term of Agreement. The Agreement between PSD and the Awardee shall commence on or around March 12, 2009 and shall continue in full force and effect through and including July 31 2010, unless earlier terminated by PSD as provided in either section 4.18, or 4.19.
4.18Termination for Cause.If, through any cause, the awarded contractor shall fail to fulfill in a timely and proper manner its obligations or if the awarded contractor shall violate any of the covenants, agreements, or stipulations of the award, PSD shall thereupon have the right to terminate the award by giving thirty (30) days advance written notice to the awarded contractor of such termination. In that event, all materials prepared by the awarded contractor shall, at the option of PSD, become property of PSD, and the successful shall be entitled to receive just, equitable compensation for any materials as furnished. Notwithstanding the above, the awarded contractor shall not be relieved of liability to PSD for damage sustained by PSD by virtue of breach of the award by the awarded contractor. PSD may withhold any payments to the awarded contractor until the exact amount of damages due PSD from the awarded contractor can be determined.
4.19 Termination for Convenience. Notwithstanding the term of the Agreement and/or any extension thereof as provide in section 4.18 above PSD may terminate an Agreement at any time in its sole discretion for any reason, with or without cause, upon written notice served on the Vendor no less than 30 days prior to the date of termination. In the event of such early termination by PSD the vendor shall be paid for the product that was ordered and received up to the date of termination in accordance with this agreement. No compensation shall be due to the awarded contractor for any profits that the awarded contractor expected to earn on the balance of the Agreement. Such payments shall be the total extent of PSD’s liability to the awarded contractor upon a termination.
4.20Extensions of Agreement.At the option of PSD the Agreement may be extended beyond year on for up to four (4) additional one-year terms, each from August 1 through July 31, subject to the parties’ negotiation of mutually agreeable price increase for the Floor Stripper and Finish.
5SPECIFIC CONDITIONS OF PROPOSAL AND AWARD OF CONTRACT
5.1Award of contract shall be made to the Proposer(s) meeting the specifications and as deemed to be in the best interests of the Districtand passing the testing and evaluation that is stated in section 8. Final evaluation may be based on, but not limited to, any or all of the following: price, adherence to specifications, performance,delivery time, and previous experience with similar product.
5.2A proposal in response to this RFP is an offer to contract with PSD based upon the terms, conditions, scope of work and specifications contained in the RFP. A purchase order referencing the selected firm’s RFP documents will result in a binding contract without the necessity for further action by either party, unless specifically indicated within the RFP that respondent desires a formal contract.
5.3Receipt of pertinent documentation and final inspection of finished product by the PSD Project Manager are required prior to release of final payment to the Contract Awardee All invoices must show a District purchase order number.
6INDEMNIFICATION
The awarded contractor shall agree to indemnify, defend and save harmless PSD, its elected officials, officers, agents, employees, individually and collectively; from and against any and all actions, claims, liabilities, losses and expenses, including but not limited to attorney’s fees, for personal, economic or bodily injury, wrongful death, loss of or damage to property, in law or in equity, which may arise or be alleged to have arisen from the negligent acts or omissions or other wrongful conduct of the awarded contractor, its employees, or agents in connection with the performance of service pursuant to the resultant Contract; the awarded contractor shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs expended by PSD in the defense of such claims and losses, including appeals.
7PRODUCT SPECIFICATIONS
See attachment pages 1-10. This will identify the term “green certified”. PSD is expecting the wax to meet all specifications listed in the attachment.
8PRODUCT TESTING, EVALUATION & AWARD PROCESS
8.1PSD is committed to being a responsible steward of our natural resources and believes that public education should provide leadership in developing an ethic of sustainability in all of its practices. In PSD, we have both Energy Conservation and Waste Management policies that espouse these values, making environmental stewardship an integral part of the physical plant operation. In an effort to extend this philosophy to building maintenance, we are specifying products that are Green Seal Certified and meet Green Seal Standards, or an approved alternate.
8.2Four (4) finalists will be chosen from the Proposals that are sent in. The first evaluation will be based on price as well as meeting the specifications stated on attachment A. Although the evaluation for price is important PSD is also looking for quality.The stripper and finish will not be selectedon an all or none basis.These finalists will be tested on tile floors that will be chosen by the custodial department. The floors will be checked for shine and the ability to be buffed, cleaned, and maintained with the traffic that will be used on it. The scores will range from 1-10, 1 being the lowest score to 10 being the highest.As part of the product evaluation process, PSD has selected cafeteria floors within the District that have the same type of floor installation, dimensions (approximately 2100 square feet), and usage. At times to be scheduled during Winter Break (December 23, 24) selected proposers will supply the product and labor to strip and finish one of the floors with three coats of finish. A minimum of one District custodian will be available at each site to assist with this process. (Prior to application of the finish, a District Custodial Supervisor will evaluate the quality of the floor stripper.) During the week of March 12, 2009 a pre-selected evaluation team will visit each test site to determine the condition of the floor after a period of normal usage. Each of these aspects discussed will be assigned a score by the team. At that time the team will make its recommendation as to which floor finish PSD will purchase. (During the usage period, all floors will be routinely maintained, using District supplied cleaning products.) PSD has used approximately 326 five (5) gallon cans of finisher last year. PSD has used approximately 207 five (5) gallon cans of stripper. This is not a guaranteed amount of usage for every year, only an estimation of what has been used. The amount may vary from year to year.
9PROPOSAL CERTIFICATION FORM Vendor: ______
IFB # 08-760-004 For: Custodial Floor Stripper & Finish
Response is required in the Purchasing & Materials Management Department by: December 16, 2008 at 2:00 p.m.
Submitted By:
Company Name:
Address:City:
State:Zip:
Telephone ( )Facsimile ( )
Proposal Certification (If a Proposal is Offered) -- The undersigned hereby affirms that:
- He/she is a duly authorized agent of the Proposer;
- He/she has read the Terms and Conditions and any technical specifications which were made available to the Proposer in conjunction with this Proposal and fully understands and accepts these terms unless specific variations have been expressly listed on the Proposal Form;
- The Proposal is being offered independently of any other Proposer;
- The Proposer will accept any awards made to it as a result of this Invitation for a minimum of ______calendar days following the date and time of the bid opening.
By:Date:
Manual Signature of Agent
Typed/Printed Name of Agent and Title of Agent
Note:Proposals without the manual signature of an authorized agent of the Proposer may be considered non-responsive and ineligible for award.
Name of Contact Person (if different from Agent):
10Request for Proposal:
Please provide all information requested below for items listed. PSD reserves the right to reject any or all proposals or any parts thereof. PoudreSchool District reserves the right to negotiate with a proposer for further bid considerations. PSD shall be the sole judge of whether analternative competitive product is equivalent to the specifications described herein.
Proposal (to include delivery charges):
Stripper:
Unit Price: $______
Finish:
Unit Price: $______
Vendor: ______
Lead Time: ______
*Include any product specifications with your submittal.
11Evaluation form
FLOOR FINISH
WEAR ABILITY EVALUATION
VENDOR / WEIGHTING FACTORSCHOOL
COMMENTS
PRICE FOR
STRIPPER: / 20
PRICE FOR
FINISH: / 20
STRIPPER
RATING: / 15
FINISH
WEAR RATING:
SHINE:
BUFFING:
CLEANING: / 15
10
10
10
TOTAL
SCORE:
*RATING: 1-10
(1 BEING LOWEST SCORE, 10 BEING THE HIGHEST SCORE)
ATTACHMENT: A
GS-40
Green Seal™ Environmental Standard for Industrial and Institutional Floor-Care Products
First Edition
November 12, 2004
Copyright © 2004 Green Seal, Inc. All Rights Reserved
Green Seal, Inc. • 1001 Connecticut Ave., NW, Suite 827 • Washington, DC20036-5525 • (202) 872-6400 • Fax (202) 872-4324
Green Seal’s Environmental Standards are copyrighted to protect Green Seal’s publication rights, not to restrict their use in product design or evaluation.
GREEN SEAL™
Green Seal is a non-profit organization devoted to environmental standard setting, product certification, and public education. Green Seal’s mission is to work towards environmental sustainability by identifying and promoting environmentally responsible products, purchasing, and production. Through its standard setting, certification and education programs, Green Seal:
• identifies products that are designed and manufactured in an environmentally responsible manner;
• offers scientific analyses to help consumers make educated purchasing decisions regarding environmental impacts;
• ensures consumers that any product bearing the Green Seal Certification Mark has earned the right to use it; and
• encourages manufacturers to develop new products that are significantly less damaging to the environment than their predecessors.
The intent of Green Seal’s environmental requirements is to reduce, to the extent technologically and economically feasible, the environmental impacts associated with the manufacture, use and disposal of products. Set on a category-by-category basis, Environmental Standards focus on significant opportunities to reduce a product’s environmental impact.