Request for Proposal

NOTICE TO BIDDERS, INSTRUCTIONS, and GENERAL CONDITIONS

 

Submission Deadline:  April 11, 2024 at 2:00pm

 

Questions will be submitted/answered only by e-mail.

All answers to all questions will be available upon request.

 

RFP Contact Name:	Yarissa Ortiz-Vidal, PhD Assistant Director & Environmental Compliance Mgr.  Rockland Pollution Control Facility
Telephone Number:	207-594-0324 ext. 2
Email Address:	yortizvidal@rocklandmaine.gov

 

Summary of important dates:

• Submission Deadline:                  April 11, 2024 at 2:00pm
• Public RFP opening:             April 11, 2024 at 2:00pm
• Project shall be completed by: May 10, 2024

 

Section 1. ABOUT THE PROJECT

 

1. Introduction

The City of Rockland invites and welcomes proposals to construct an ADA accessible ramp for a modular office building. Please take the time to carefully read and become familiar with the proposal requirements. All proposals submitted for consideration must be received by the time as specified above under the “SUBMISSION DEADLINE.”

 

1. Project location: Rockland Pollution Control Facility at 40 Tillson Ave., Rockland, ME.

 

2024. Project shall be completed by May 10, 2024.

 

1. Description of work:

Specifics:

• To build an ADA compliant ramp for a modular office building.
• Bidders are responsible to build the ramp in accordance with the accessibility standards of the American with Disabilities Act.
• Clean-up during and after project is completed.

 

Section 2. NOTICE TO BIDDERS, INSTRUCTIONS, and GENERAL CONDITIONS

 

1. BID FORM – All bids must be submitted in conformity with the requirements of the Specifications attached hereto and the Official Bid Form included herewith. The submission of a bid on a form other than the Official Bid Form shall constitute grounds for rejection of the bid. Upon execution by the City of Rockland, the Official Bid Form, and such other documents as stated below, shall serve as the contract.

 

1. BID DOCUMENTS – Bid documents shall be enclosed in an envelope sealed and clearly labeled so as to identify the item for which a bid is submitted and guard against opening prior to the time set therefore.

Label should read:

“RPCF Ramp, NOT TO BE OPENED UNTIL 2:00 P.M. ON April 11, 2024”

 

1. TIME FOR RECEIVING BIDS – Bids received prior to the time of opening will be securely kept unopened. All bids shall be delivered prior to 2:00 P.M. on April 11, 2024 to:

Rockland City Hall

City Manager

RPCF Ramp

270 Pleasant St.

Rockland, ME 04841

 

1. BID OPENING – The Bid Opening Meeting will be held on April 11, 2024 at 2:00 P.M. at City Hall, City of Rockland, 270 Pleasant Street, Rockland, Maine. At the time fixed for the opening of bids, their contents will be made public for the information of bidders and others properly interested, who may be present either in person or by representative.

 

1. BIDS TO REMAIN OPEN – All bids shall remain open and may not be withdrawn for a period of sixty (60) days after the day of the bid opening, but the City may, in its discretion, release any bid.

 

6. AWARD OF CONTRACT – The Contract will be awarded to the lowest responsible bidder, whose bid complies with all the conditions of the Contract Documents, provided the bid is reasonable, and it is in the best interest of the City to accept it as determined by the City Manager. The City of Rockland reserves the right to reject any or all bids in whole or in part as it is deemed in the best interest of the City, renegotiate any contract and waive any informality which does not compromise the actual bid. In determining the most advantageous bid, the City of Rockland reserves the right to consider quality, workmanship, service, and dependability of the product and manufacturer, independent of price. Upon execution by the City of Rockland, the Official Bid Form, together with the other Contract Documents shall serve as the Contract.

 

The Purchasing Agent will give preference to local bidders if the difference between bids submitted by a company whose headquarters is located in Rockland and/or who pays excise tax on their vehicles in Rockland and those not located in Rockland is 5% or less. If the two lowest bids are within 5% of each other and have each been submitted by companies located in Rockland, then price, quantity, quality and reliability of past or expected service shall be the only consideration in awarding the bid, or in deciding to reject any and all bids.

7. COMPLIANCE OF CONTRACT DOCUMENTS – Before submittal of this bid, each bidder must examine the Contract Documents thoroughly. The submission of a bid will constitute an incontrovertible representation by the bidder that it has complied with every requirement of these specifications.

 

8. DEVIATIONS – All deviations from the attached Specifications must be set forth in writing by use of the enclosed form marked “Statement of Compliance/Deviations from Specifications.” The information provided on the form must fully and completely describe each such proposed deviation and the reasons why each such deviation is fully equal or superior to the specifications; if there are no deviations, please state same. The executed “Statement of Compliance/Deviations from Specifications” must be submitted with the bid. The failure of a bidder to submit the form with the bid, if the City accepts the bid, shall be deemed to constitute grounds for rejection of the bid. It is incumbent upon the bidder to supply any and all additional information regarding any deviation from the Detailed Specifications, which in the opinion of the bidder may assist the City in evaluating compliance of the bid.

 

9. QUALIFICATIONS OF–BIDDER – Bidder shall have at least five (5) years’ experience in services similar to those required in this RFP. Bidders without this experience will be considered not responsive and the bid will be rejected. In addition, an executed “Experience Statement” must be submitted with the bid. The failure of a bidder to submit the form with the bid, if the City accepts the bid, shall be deemed to constitute grounds for rejection of the bid.

 

10. INTERPRETATIONS – All questions about the meaning or intent of the Contract Documents shall be submitted in writing to City Manager, City of Rockland, 270 Pleasant Street, Rockland, ME 04841. Replies will be issued by addenda, mailed, sent via facsimile or delivered to all parties recorded by the City as having received bid documents. Questions received less than five (5) working days prior to the date fixed for opening bids will not be answered. Only those interpretations provided by formal written addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

 

11. COMPLIANCE WITH LAWS; LICENSE AND PERMIT REQUIREMENTS – The submission of a bid will constitute an incontrovertible representation and warranty by the bidder that the bidder shall comply with all requirements of law, including the ordinances of the City of Rockland, in any way relating to the performance of the contract, including obtaining any and all required licenses and permits from any and all governmental agencies having any jurisdiction relating thereto, except for permits required by the City of Rockland, which will be obtained by the City of Rockland. All equipment and materials specified herein and furnished to this project shall be designed and manufactured to meet OSHA standards.

 

12. GENERAL ADMINISTRATION – The City Manager, or the Manager’s designee, and shall oversee and approve all services to be performed, coordinate all communications, and review and approve all invoices, under this Contract.

 

13. PAYMENT
14. City will pay Contractor for services once work is completed and meets the requirements of this agreement.

 

1. If the services rendered do not meet the requirements of the Agreement, Contractor will correct or modify the work to comply with the Agreement. City may withhold payment for such work until the work meets the requirements of the Agreement.

 

324. DATE OF COMMENCEMENT – The Work to be performed under this Agreement shall be coordinated with the Director Pollution Control Department or the Director’s designee, at (207) 594-0324. Delays in commencement of the work not excused by the City Manager may result in termination of this Contract.
325. TERM – n/a

 

1. LIEN, SATISFACTION – Successful Bidder agrees that it will furnish the City with satisfactory evidence that all persons who have done work or furnished material under this Contract and are entitled to a lien for their work or materials under any laws of the State of Maine have been fully paid or are no longer entitled to such lien. The City shall not be responsible for any obligations of the Successful Bidder to its subcontractors.
2. TERMINATION – If the Successful Bidder defaults or persistently fails to carry out the work in accordance with the Contract Documents or fails to perform a provision of the Contract, or if there is reasonable evidence that the work will not be completed within the Contract Time, the City, upon written notice to Successful Bidder, may terminate this Contract.
3. INSURANCE – Successful Bidder must agree to procure and maintain, at its expense, commercial general liability insurance for protection from claims under worker’s compensation acts, claims for damages because of bodily injury including personal injury, sickness or disease or death of any and all employees or of any other such employees, and from claims or damages because of injury to or destruction of property including loss of use resulting therefrom, which may arise from the performance of services hereunder. The minimum amounts of coverage are:

 

Type of Insurance	Each Occurrence	Aggregate
General Liability -Bodily Injury & Property Damage Combined	$1,000,000	$2,000,000
Automobile Liability ­Combined Bodily Injury and Property Damage	$1,000,000­
Excess Liability	$1,000,000	$2,000,000
Workers. Compensation & Employer’s Liability	$500,000 (Each Accident) $500,000 (Disease Policy Limit) $500,000 . (Disease Each Employee)

 

Each such certificate shall list the City as an additional insured and contain a statement of the insurer’s obligation to notify the City at least fifteen (15) days prior to cancellation of any policy covered thereunder. The City shall be furnished with a certificate of insurance. In the event the City is required to defend itself, Successful Bidder shall reimburse the City’s costs, including reasonable attorney’s fees, for defense of such liabilities, which arise out of the Successful Bidder’s negligence. In any claim which may arise as a result of intentional or negligent acts or omissions of the Successful Bidder, the comprehensive general liability insurance policy provided by Successful Bidder shall be deemed primary protection against such claims and the City shall not be called upon to contribute to a loss otherwise payable by the Successful Bidder’s insurer due to its insured’s act or omission.

 

1. INDEMNIFICATION – To the fullest extent permitted by law, Successful Bidder does agree to defend, indemnify and hold harmless the City, its officers, agents and employees, from and against all claims, damages, losses or expenses, just or unjust, including but not limited to costs of defense, arising out of or resulting from the performance of services hereunder, provided that any such claim, damage, loss or expense is caused in whole or in part by any negligent act or omission of Successful Bidder, its officers, agents or employees, anyone directly employed by it, or anyone for whose act it may be liable, except to the extent that said claim, damage, loss or expense is caused by the City, its officers or employees.
2. SALES TAX – This project is exempt from Sate Sales and Use or Excise Taxes to the extent allowed by law.
3. DISPUTE RESOLUTION – The parties hereto agree that prior to filing litigation they will consider alternative dispute resolution techniques to resolve all claims, counterclaims, disputes and other matters in question between the parties arising out of or relating to these Contract Documents.
4. NON-DISCRIMINATION AND COMPLIANCE WITH LAWS – ­Successful Bidder agrees not to discriminate against any employee or applicant for employment or any other person in the performance of this Agreement because of race, creed, color, national origin, marital status, sex, sexual orientation, age, disability, or other circumstance prohibited by federal, state, or local law or ordinance, except for a bona fide occupational qualification. Successful Bidder shall comply with all federal, state, and local laws and ordinances applicable to the work to be done under this Agreement. Violation of this paragraph shall be a material breach of this Agreement and grounds for cancellation, termination, or suspension of the Agreement by City, in whole or in part, and may result in ineligibility for further work for City.
5. SUBLETTING OR ASSIGNING CONTRACT – Neither City nor Successful Bidder shall assign, transfer, or encumber any rights, duties, or interests accruing from this Contract without the express prior written consent of the other.
6. INDEPENDENT CONTRACTOR – Throughout the performance of this Contract, Successful Bidder is acting in an independent capacity and not as an employee, officer, or agent of the City. Successful Bidder at its expense shall provide additional personnel needed by Successful Bidder to fulfill its contractual duties. Successful Bidder is solely responsible for complying with all State and federal laws including, but not limited to, workers compensation law, minimum wage law, employment security law, and drug/alcohol testing laws, and regulations (including 49 CFR Part 382). Successful Bidder is also solely responsible for maintaining its vehicles and equipment in a safe and legal condition.
7. CONTRACT DOCUMENTS – The following documents constitute the Contract Documents:
   1. Notice to Bidders, Instructions, & General Conditions
   2. Official Bid Form and Agreement
   3. Specifications
   4. Statement of Compliance/Deviation from Specifications
   5. Performance Bond/Payment Bond, when applicable
8. DOCUMENTS REQUIRED TO BE SUBMITTED WITH BID – The following documents must be submitted with the bid in order for such bid to be considered complete. Any bid that does not include each and every of these documents shall constitute cause for rejection of the bid.
   1. Executed Official Bid Form
   2. Experience Statement
   3. Executed Statement of Compliance/Proposed Deviations from Specifications

 

 

 

 

 

OFFICIAL BID FORM

 

 

Date: ____________, 2024              BIDDER’S NAME: ____________________________

 

 

Tom Luttrell, City Manager

City of Rockland

270 Pleasant Street

Rockland, ME 04841

 

Dear Mr. Luttrell:

 

In accordance with your Notice to Bidders & Instructions, and Specifications, each of which we recognize as part of the undersigned’s RPCF Ramp, we submit the following:

 

1. CONTRACT PRICE – The total contract price shall include everything required to fulfill the conditions of the contact, including, but not limited to, the following: all labor, materials, equipment, fees, costs, and insurance contemplated in these Contract Documents.

The purpose of this Request is to provide a standard from which to evaluate your company’s services as they compare to other companies and as they pertain to the needs of the City.

 

CONTRACT SUM:

 

Cost $. _____

 

CONTRACT SUM IN WORDS:

__________________________________________________________________ DOLLARS

(Amounts are to be both words and figures. In case of discrepancy, the written word                      shown shall apply)

 

Official Bid Form – Page 2 of 3

 

 

1. BIDDER INFORMATION – Please complete the following. Attach additional sheets as

necessary.

 

Our Company is:	A corporation ______  A partnership______ Individually Owned ______  Other: ______
Social Security No. or Federal l.D. No: (Submission is voluntary)
Company Name and Address:
Name of Principal:
Telephone Number: Facsimile Number: e-mail Address:
References: (List Three References, with names, address and telephone numbers)
Work Plan (Schedule)	Please attach.

 

 

Official Bid Form – Page 3 of 3

 

All sections above must be completed. All deviations from the specifications must be fully explained in writing on the Statement of Compliance/Deviations from Specifications Form and attached to the Official Bid Form, or if no deviations, you must state same.

Bidders understand that the City of Rockland reserves the right to reject any or all bids in whole or in part as it is deemed in the best interest of the City, renegotiate any contract and waive any informality which does not compromise the actual bid.

 

 

Date: _______________________ 2024       BIDDER: _________________________

(Company Name)

 

BY: ______________________________

(Authorized Representative)

 

Its: _______________________________

(Title)

 

_________________________________

Company Clerk

[SEAL]

 

NOTE: UPON EXECUTION BY THE CITY, THIS OFFICIAL BID FORM, AND SUCH OTHER DOCUMENTS AS STATED IN THE INSTRUCTIONS AND GENERAL CONDITIONS TO BIDDERS, SHALL SERVE AS THE CONTRACT

 

 

Date: _______________ , 2024                               CITY OF ROCKLAND, MAINE:

 

 

 

BY: _______________________

Tom Luttrell

Its: City Manager

 

ATTEST:

 

 

________________________                                                        ________________________

Stuart H. Sylvester, City Clerk

[SEAL]

 

 

Experience statement – page 1 of 3

 

EXPERIENCE STATEMENT

 

All questions must be answered with clear and comprehensive data; if necessary, add additional pages. This statement must be notarized.

1. Name of Bidder:

____________________________________________________________________

 

2. Permanent Main Office address:

________________________________________________________________________________________________________________________________________

 

3. When organized:

____________________________________________________________________

 

4. Where incorporated:

____________________________________________________________________

 

5. How many years have you been engaged in the contracting business under your present firm name? Also state names and dates of previous firm names, if any:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

6. State work of a similar nature to that stated in the Bid Proposal, including references that will assist the Owner to judge experience, skill and business standing:

_________________________________________________________________________________________________________________________________________________________________________________________________________

 

7. Contracts on hand (Schedule these, showing gross amount of each contract and the approximate anticipated dates of completion.):

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

8. General character of work performed by your company:

____________________________________________________________________________________________________________________________________________________________________________________________________________

 

Experience statement – page 2 of 3

 

9. Have you ever failed to complete any work awarded to you ______(Yes) ______(No)
   If so, where and why?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

10. Have you ever defaulted on a contract? ______(Yes) ______(No). If so, where and why?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

11. List the more important contracts recently executed by your company, stating approximate cost for each, and the month and year completed:

____________________________________________________________________________________________________________________________________________________________________________________________________________

 

12. List your major equipment available for this contract:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

13. List your key personnel such as Project Superintendent and Foremen available for this contract:

____________________________________________________________________________________________________________________________________________________________________________________________________________

 

14. 14. List any subcontractors whom you would expect to use and the general components of the Project for which they will be responsible. Indicate other projects on which the proposed subcontractor has worked with you:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

15. Name and address of banking institutions with whom you do business:

_____________________________________________________________________________________________________________________________________________________________________________________________________________________

 

Experience statement – page 3 of 3

 

Do you grant the Owner permission to contact this (these) institutions?  ______ (Yes) ______(No)

 

 

Dated at ___________________ this ___________ day of ___________ 20 _______

 

 

_____________________________________

(Name of Bidder)

 

By: __________________________

Authorized Representative

 

Its: ____________________________

Title

State of _______________ )

ss.

County of ______________ )

 

________________________________________being duly sworn, deposes and says that he is the

[Authorized Representative]

________________________ of ____________________ and that the answers

Title                                                        [Name of Bidder]

to the questions and all statements contained therein are true and correct.

 

Sworn to before me this ________ day of ___________ 20___

 

_______________________________

(Notary Public)

 

My Commission Expires: ___________

 

 

 

 

Statement of Compliance – Page 1 of 1

 

STATEMENT OF COMPLIANCE/

DEVIATIONS FROM SPECIFICATIONS

 

The Bidder proposes the following deviations from the Specifications and/or the Drawings, which the Bidder represents and warrants as being fully equal or superior to the requirements of the Scope of Work, Specifications, and/or Drawings, as may be applicable, for the reason(s) set forth fully below (attach additional sheets if necessary):

 

If there are no deviations from the Specifications and/or the Drawings, please state same.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

I certify that the foregoing fully and completely describes each proposed deviation, if any, and the

reasons why each deviation is fully equal or superior to those in specified in the Detailed Specifications.

 

Date: _____________2024                                                        BIDDER: ________________________

 

BY: ________________________

 

Its: ____________________________

 

Submission Deadline: Thursday, March 7, 2024, no later than 2 pm

 

Questions will be submitted/answered only by e-mail.

All answers to all questions will be available upon request.

 

RFP Contact Name:	Yarissa Ortiz-Vidal, PhD Assistant Director & Environmental Compliance Manager at the Rockland Pollution Control Facility
Telephone Number:	207-594-0324 ext. 2
Email Address:	yortizvidal@rocklandmaine.gov

 

INTRODUCTION

The City of Rockland invites and welcomes proposals to coat two Secondary Clarifiers. Please take the time to carefully read and become familiar with the proposal requirements. All proposals submitted for consideration must be received by the time as specified above under the “SUBMISSION DEADLINE.”

 

PROJECT AND LOCATION

The proposal is being requested for the coating of RPCF’s Secondary Clarifiers. The location is at the Rockland Pollution Control Facility at 40 Tillson Ave., Rockland, ME.

 

PROJECT COMPLETION DATE

• Project shall be completed the week of June 4, 2024.

 

DESCRIPTION OF WORK:

1. Two secondary clarifiers
2. Diameter: 55 ft. each
3. Specifics:
4. Prepare surfaces. Power wash the interior concrete walls, floor, and all steel work to remove all loose and failing rust paint and dirt.
5. Power jet blast the concrete walls and steel to an SP10 on the steel and CP 2 on the concrete. Including the rake arm, center well, and center well components.
6. Coat surfaces. Apply at least two coats of SW Sher Tar to the steel and walls at 6-8 mils dft per coat.
7. Clean-up during and after project is completed.

 

 

 

 

PROPOSAL BIDDING REQUIREMENTS

 

DEADLINE TO SUBMIT PROPOSAL

• Submission Deadline: Thursday, March 7, 2024, no later than 2 pm
• Public RFP review: March 7, 2024 at 2pm

 

Please submit proposals to:           Rockland City Hall

Project: Secondary Clarifiers Coating

270 Pleasant St.

Rockland, ME 04841

 

PROPOSAL SELECTION CRITERIA

Only those proposals received by the stated deadline will be considered. All proposals, submitted by the deadline, will be reviewed and evaluated based upon information provided in the submitted proposal. In addition, consideration will be given to cost and performance projections. Furthermore, the following criteria will be given considerable weight in the proposal selection process:

 

• Bidder’s performance history and alleged ability to timely deliver proposed services.
• Bidder’s ability to provide and deliver qualified personnel having the knowledge and skills required to effectively and efficiently execute proposed services.
• Overall cost effectiveness of the proposal.

Agency or entity shall be fully insured.

 

The City of Rockland shall reserve the right to cancel, suspend, and/or discontinue any and all proposals at any time they deem necessary or fit without obligation or notice to the proposing bidder/contractor.

 

PROPOSAL SUBMISSION FORMAT

The following is a list of information that the Bidder should include in their proposal submission:

 

Summary of Bidder Background

• Bidder’s Name
• Bidder’s Address
• Bidder’s Contact Information
• Legal Form of Bidder (g. sole proprietor, partnership, corporation)
• Bidder’s Federal Employee Identification Number (FEIN)

 

Proposed Outcome

• Summary of timeline and expected completion date

 

Cost Proposal Summary and Breakdown

• Summary and explanation of any other contributing expenses to the total cost.
• Lump sum, or not to exceed price for completion of project as described within this request for proposal.

 

The City of Rockland Wastewater Department is seeking proposals to install two (2) new sewer manholes in an existing 10-inch sewer main on Warren Street in Rockland.  Approximate manhole depth of 8 feet.

For details and to arrange a site visit contact:  John Dutcher at jdutcher@rocklandmaine.gov (207)594-0324 x.6

or  Dave Elwell at delwell@rocklandmaine.gov

Proposals are due by Friday, October 14, 2022.

 

January 28, 2019

CITY OF ROCKLAND

Request for Proposal

Project: Documents Review and Update

Submittal Deadline: February 22, 2019, at 2:00 pm

 

The City of Rockland is requesting proposals to review and update the following documents:

1. Sewer Use Ordinance
2. Pollution Control Department Local Limits
3. Pollution Control Department Industrial Pretreatment Program Enforcement Response Plan

 Proposal must include:

1. Method used for determining or estimating cost
2. Estimated time of project completion

Qualifications and requirements:

Agency or entity must have knowledge and experience regarding: (a) sewer use ordinance, (b) sewer utility regulations, (c) rate regulations, (d) environmental regulations and compliance, (e) wastewater industrial pretreatment programs, and (f) a legal background. Agency or entity shall be fully insured.

This request for proposal is open from February 1^st, 2019 to February 22^nd, 2019. Proposals must be in by 2:00 pm on Friday, February 22^nd, 2019. For details contact Yarissa Ortiz-Vidal at 594-0324 ext. 2 or email yortizvidal@rocklandmaine.gov. Please submit proposals to:

 

Tom Luttrell

City Manager

Project: Documents Review and Update 

270 Pleasant St.

Rockland, ME 04841

 

The City of Rockland and the PCF have the right to not accept any and all proposals. Selection shall be based on qualifications and experience.

 

Best regards,

Yarissa I. Ortiz-Vidal

Environmental Compliance Manager

Assistant Director Pollution Control Department

Yortizvidal@rocklandmaine.gov