Town of Wilmington
REQUEST FOR PROPOSALS (RFP) FOR CONTRACTING SERVICES
Door Replacement and Insulation & Air Sealing Services for Wilmington Memorial Hall
The Town of Wilmington (‘the Town’) is requesting proposals from qualified Vermont-licensed contractors to provide services per plans and specifications to the Town for four door replacements with air sealing, insulation for main floor including stage area walls & ceiling and basement cavity wall, and associated carpentry work at Memorial Hall. All work shall be compliant with plans and specifications and all local, state and federal codes.
The Town of Wilmington received a grant through a Cultural Facilities Grant funded by the State of Vermont and administered by the Vermont Arts Council.
Memorial Hall is a historic landmark and a valuable community asset to the Town of Wilmington. It was built in 1902 by Major Frank Childs as a memorial to his Civil War colleagues and to the founders of the town. It also served as the entertainment theatre for the adjacent Childs Tavern (now the Crafts Inn). It is the Town’s intent to renovate this building to preserve its historic qualities, improve its energy efficiency and to encourage its use for a variety of community and entertainment events. The history of the building can be reviewed on the town website http://www.wilmingtonvermont.us.
The Town had a thermal audit of the building completed in December 2012, along with recommendations and cost estimates. The audit and cost estimates are available upon request.
Record of respondent’s current licenses shall be on file and in good standing with the Vermont Secretary of State’s office. Please provide your license number and information for confirmation with the State of Vermont. This applies to general contractors, electrical contractors and all required sub-contractors. The insulation and air sealing contractor must be BPI-certified and enrolled in the Efficiency Vermont Building Performance program and commit to processing all necessary steps to secure available rebates from this program.
To be considered, proposals must be submitted electronically or in writing to the Town of Wilmington by September 21,2015 at 4pm. The email subject line should be ‘Wilmington Memorial Hall Bid and the email must be sent to the following addresses: Scott Murphy, Town Manager, email@example.com(2) copies of printed proposals must be received by the Town of Wilmington, P.O. Box 217 Wilmington, VT 05363. Proposals and/or modifications received after the bid deadline will not be accepted or reviewed.
Pre-bid site visits for prospective proposers will be held_Thrusday September 10,2015 @ 4pm at Memorial Hall, located at 14 West Main Street, Wilmington, VT. This is not a mandatory meeting.
The selected firm(s) shall report to and be responsible to the Town of Wilmington Town Manager. There is no expressed or implied obligation for the Town of Wilmington to reimburse responding firms for any expense incurred in preparing proposals in response to this request. The Town of Wilmington reserves the right to withdraw this Request for Proposals, to accept or reject any or all
proposals, to advertise for new proposals if it is in the best interest of the Town to do so, and to award a contract as deemed to be in the best interest of the Town.
During the evaluation process, the Town of Wilmington reserves the right, where it may serve the Town’s best interest, to request additional information or clarifications from proposing firms. At the discretion of the Town, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. The Town of Wilmington reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Town of Wilmington and the firm selected.
The Town has the right to disclose information contained in the proposals after an award has been made. All reports, documents and materials developed by the contractor for this project shall be considered public information and shall be the property of the Town of Wilmington. Questions regarding this request for proposal should be directed to:
Town of Wilmington, PO Box 217, Wilmington, VT 05363, Attn: Scott Murphy, (802) 464-8591,
Via email: firstname.lastname@example.org
Compliance with Law – The selected contractor shall comply with all applicable federal, state, and local laws and regulations in the performance of service. The selected contractor must be registered with the Office of the Secretary of State of Vermont and be certified to conduct business legally in the State of Vermont. The contractor must also comply with the Secretary of the Interior’s Standards for Historic Preservation Projects.
If any addenda are issued to this request for proposals, they will be made available on the Town of Wilmington website:
However, it shall be the sole responsibility of those offering proposals to contact the Town Manager prior to submitting their proposals to determine whether any addenda have been issued.
The preliminary project schedule is as follows:
|RFP Announcement||August 28, 2015|
|RFP Pre-Bid Site Visit (Not Mandatory)||September 10, 2015 4 pm|
|RFP Deadline||September 21, 2015 4 pm|
|Bid Opening||September 22, 2015|
|Selection of Contractors||September 29, 2015|
|Work Commencement||October 13, 2015|
|Mechanical, Electrical & Envelope Upgrades Completion||December 31, 2015|
SCOPE OF SERVICES – Per bid documents
Proposals will be reviewed at the designated time in the presence of one or more witnesses and a register of all applications will be prepared. The proposal opening shall not be open to the public, and the contents of the proposals shall be kept confidential until the evaluation process is complete. Finalists may be interviewed as part of the evaluation process. After the evaluation and interviews are completed a contract may be awarded to the contractor submitting the proposal most favorable to the Town of Wilmington.
Selection of contractor will be based upon the following standards:
- Responsiveness of the written proposal to the purpose and scope of the project.
- Reputation and professional qualifications of the specific individuals assigned to complete the project.
- Experience with governmental entities in the completion of similar projects.
- Cost of the work to be done.
- Qualifications of the firm and the personnel to be assigned to this project.
- Experience of the contractor working together as a team to complete similar projects. Demonstration of overall project understanding and insights into local conditions and potential issues.
- Demonstrated knowledge of project area.
- Clarity of the proposal and creativity/thoroughness in addressing the scope of work.
- Submission of a complete proposal with all elements required by the RFP.
- Proposal that best meets the overall needs of the Town of Wilmington
The selection of a contractor shall be made without regard to race, color, sex, age, religion, national origin, sexual orientation, or political affiliation. The Town of Wilmington is an Equal Opportunity Employer and encourages proposals from qualified minority and women-owned businesses.
INSURANCE REQUIREMENTS AND INDEMNIFICATION
Certificate of Liability Insurance in the minimum amount of $1,000,000 (certificate should name the Town of Wilmington as an additional insured for the work the contractor will be doing). Either a Certificate of Workers’ Compensation Insurance OR a waiver form (hold harmless agreement) is required. The Federal W-9 Form will be completed and returned to Town, if applicable.
HOLD HARMLESS AGREEMENT
The Contractor, its agents and assigns shall indemnify and hold harmless the Town of Wilmington, including but not limited to, its elected officials, its officers, and agents, (“the Town”) from any and all claims made against the Town, including but not limited to, damages, awards, costs and reasonable attorneys fees, to the extent any such claim directly and proximately results from the wrongful, willful or negligent performance of services by the Contractor during the Contractor’s performance of this Agreement or any other Agreements of the Contractor entered into by reason thereof. The Town agrees to give the Contractor prompt notice of any such claim and absent a conflict of interest, an opportunity to control the defense thereof.