IFB Title: Victorville Courthouse Seating Renovation

IFB Number: IFB 17-10 Revised

INVITATION FOR BID
sUPERIOR COURT OF CALIFORNIA,
COUNTY OF SAN BERNARDINO
REGARDING: VICTORVILLE COURTHOUSE SEATING
RENOVATION
PROPOSALS ARE DUE: DECEMBER 7th, 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 from qualified Contractors (“contractors, bidders” or similar) to re-upholster the audience bench seating for 13 courtroom at the Victorville Courthouse at 14455 Civic Drive, Victorville, CA 92392.

1.2This is a Public Works project subject to compliance monitoring and enforcement by the California Department of Industrial Relations (“DIR”). Contractor or Subcontractor must be registered with the DIR as a Public Works contractor pursuant to Labor Code 1725.5.

1.3Project is subject to prevailing wage rates. Copies of prevailing wage rates are available at the Court’s principle office, which shall be made available to any interested party upon request. Prevailing wage rates can also be located at the Department of Industrial Relations website:

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 application of upholstery fabric and related methods, and able to comply with all the requirements, terms, and conditions as stated in this Invitation for Bid.

2.2 Licenses/Compliancewith Law:

  1. Contractor shall ensure that it and any allowed Subcontractor has all the necessary licenses and permits required by federal, state, county and municipal laws, rules and regulations. Contractor and any allowed Subcontractor shall maintain these licenses and permits in effect for the duration of this contract. Contractor shall 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 any contract due to Contractor’s default.
  1. A specialty Contractor’s License D-34 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).
  2. Contractor and Subcontractor shall strictly adhere to the applicable provisions of the California Labor Code and any federal, state and local laws, ordinances, rules and regulations.
  1. Contractor and any allowed Subcontractor shall pay not less than the specified prevailing rates of wages to all workmen employed in the execution of this contract. Contractor must post a copy of the determination of the director of the prevailing rate of per diem wages at each job site.
  1. Contractor shall comply with Labor Code Section 1776 regarding payroll records.
  1. Contractor shall comply with Labor Code Section 1777.5 regarding employment of apprentices if contract is more than thirty thousand dollars ($30,000).
  1. Contractor and any allowed Subcontractor are subject to any and all penalties for violations as specified by law, including but not limited to:
  1. Contractor or subcontractor shall, as a penalty to the state or political subdivision on whose behalf the contract is made or awarded, forfeit twenty-five dollars ($25) for each worker employed in the execution of the contract by the respective contractor or subcontractor for each calendar day during which the worker is required or permitted to work more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of this article.
  1. Contractor shall, as a penalty to the state or political subdivision on whose behalf the contract is made or awarded, forfeit not more than two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing wage rates.
  1. Contractor shall be barred from bidding on or performing work on public works projects for one to three years.
  1. Court shall withhold and retain therefrom all amounts required to satisfy any civil wage and penalty assessment issued by the Labor Commissioner.

NOTE: Authority cited in this section 2.2: Labor Code. Reference: Sections 1720, 1720.2, 1720.3, 1726, 1727, 1728, 1729, 1770, 1771, 1773, 1773.2, 1773.3, 1773.4, 1773.5, 1774, 1775, 1776, 1777.1, 1777.5, 1777.7, 1778, 1779, 1810, 1811, 1812, 1813, 1815, 1860 and 1861.

2.3Scope of Work:

  1. Contractor Responsibilities:
  1. The work performed under this Agreement shall consist of furnishing all labor, materials, tools, equipment, and any other resources necessary to re-upholster the audience bench seating for 13 courtrooms. The contractor will disassemble seating, add new 1” foam on tops of existing seating, install new fabric over foam, reassemble seating, repair any broken or loose anchors and clean and polish wood work.
  1. Materials to be used: Fabric- Sherpa Shire - Color Shire Espresso. Court reserves the right to change color selection before procurement of materials. Foam Specifications: 2.5lb Density with an ILD (hardness) of 4.0 minimum.
  1. The Contractor shall provide a material submittal in the form of manufacturer fabric sample (including specified color). Contractor shall submit two 12”x 12” swatches for approval. The court must approve submittal prior to vendor procurement of materials.
  1. The contractor is to install seating back in exact locations.
  1. All carpeting will remain in place and contractor will need to install seating in current layouts.
  1. Contractor will ensure that all surfaces, furnishings and equipment will be properly protected during removal and installation.
  1. It is expected that at the minimum, one full courtroom will be completed work per day. At the end of each work day, no courtroom will be allowed to be left incomplete.
  1. A punch list will be performed on each courtroom after completion. Punch list items will need to be corrected within 24 hours of completion.
  1. 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. 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 as specified by the Court. This work will be performed after-hoursMonday through Friday from 5:00 PM to 2:00 AM.
  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.
  1. 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 employee’s 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. Contractor, upon notification of successful bid, shall satisfy all Court insurance requirements.
  1. All contractor project waste materials shall be the responsibility of the contractor. Waste must be disposed of properly.
  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 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 project manager during normal business hours, unless other arrangements are made.
  1. The Court will provide access to the Court locations, and all appropriate rooms, as necessary, 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).
  1. 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 Court requires the Vendor’s staff providing services under the contract to undergothe Court’s criminal background checks and drug tests at the Vendor’s expense (estimated cost $100 per individual). Vendor shall not employ any individual with any felony conviction to provide services under the contract. Those individuals who fail a background investigation or drug test shall not be allowed to work in any Court facility.
  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 – REVISED

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 : / October 28, 2016
Pre-proposal Conference/Job Walk / November 11, 2016
7:00 AM PDST
Deadline for Questions / November 7, 2016
3:00 PM PDST
Questions and Answers Posted / November 8, 2016
Latest Date and Time Proposal May Be Submitted / December 7th, 2016
3:00 PM PDST
Bids Publicly Opened / December 9th, 2016
9:00 AM PDST
Evaluation of Proposals (estimate only) / December 9th, 2016
Notice of Intent to Award (estimate only) / December 12th, 2016
Contract Award Date (estimate only) / December 31st, 2016
Project Start Date (estimate only) / January 31st, 2017
Project End Date (estimate only) / February 28th, 2017

4.0IFB ATTACHMENTS

The following attachments are included as part of this IFB:

ATTACMENT / DESCRIPTION
Attachment 1: Administrative Rules Governing IFBs (Non-IT Goods): / These rules govern this solicitation.
Attachment 2: Purchase Order General Terms and Conditions / The Standard Terms and Conditions shall 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 shall 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.
Attachment 8: Workers Compensation Certification / Proposer must complete the Workers Compensation Certification form and submit the completed certification with its proposal.

5.0PAYMENT INFORMATION - REVISED

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

  • Progress or advance payments may be allowed under this solicitation, depending upon the material costs and only upon request.
  • 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 front of the Victorville Courthouse located at 14455 Civic Drive, Victorville, CA 92392

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 PROPOSALS - REVISED

7.1Proposals should provide straightforward, concise information that satisfies the requirements of the “Proposal 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 Proposer must submit its proposal in two parts, the technical proposal and the cost proposal.

  1. The Proposer must submit one (1) original and one (1) copy of the technical proposal. The original must be signed by an authorized representative of the Proposer. The Proposer must write the IFB title and number on the outside of the sealed envelope.
  1. The Proposer must submit one (1) original and one (1) copy of the cost proposal. The original must be signed by an authorized representative of the Proposer. The original cost proposal (and the copies thereof) must be submitted to the Court in a single sealed envelope, separate from the technical proposal. The Proposer must write the IFB title and number on the outside of the sealed envelope.

7.3Proposals 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 proposals will not be accepted.

7.5REVIXSED - Proposals must be sent by registered or certified mail, courier service (e.g. FedEx), or delivered by hand. Proposals may also be transmitted by fax or email.

8.0PROPOSAL CONTENTS

8.1Technical Proposal. The following information must be included in the technical proposal. A proposallacking any of the following information may be deemed non-responsive.

  1. Proposer’s name, address, telephone and fax numbers, and federal tax identification number. Note that if Proposer 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 Proposer’s designated representative for purposes of this IFB.

C.Names, addresses, and telephone numbers of a minimum of three (3) clients for whom the Proposer has conducted similar services. The Court may check references listed by Proposer.

C.Acceptance of the Terms and Conditions.

  1. On Attachment 3, the Proposer 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 Proposer 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. Certifications, Attachments, and other requirements.
  1. Proposer must include the following certification in its proposal:

Proposer certifies 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.

2.Proposer must complete the Darfur Contracting Act Certification (Attachment 4) and submit the completed certification with its proposal.

3.If (i) Proposer is a corporation, limited liability company, or limited partnership,and (ii) the agreement resulting from this IFB will be performed in California, proof that Proposer is in good standing and qualified to conduct business in California.

8.2Cost Proposal. The following information must be included in the costproposal.

  1. A detailed line item budget showing total cost of the proposed services.
  1. Material Cost
  1. Hourly Labor Cost by labor category, journeyman, apprentice, etc.
  1. Permits, fees, etc.
  1. Contractor will provide a per square foot/yard hourly rate and a per square foot/yard 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”.
  1. 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.