DEPARTMENT OF PUBLIC WORKS AND UTILITIES
820 LINCOLN AVENUE, OSAWATOMIE, KANSAS
February 16, 2018
PROPOSAL DUE DATE: 2:00 p.m., March 16, 2018
City Clerk’s Office
Osawatomie City Hall
439 Main Street
Osawatomie, KS 66064
The City of Osawatomie, Kansas is seeking a contractor that has the capability to design and construct an approximately Seven Thousand, Five Hundred (7,500) square-foot [125 feet (+/- 5 feet) by 60 feet] Pre-Engineered Steel Building with a nominal eve height of 15 feet. The building will have six drive-thru bays with the interior construction completed by the owner.
The building will be built behind (on the north side) of the current building located at 820 Lincoln Avenue. The building dimensions may be slightly changed to accommodate manufacturer’s standards, with prior written approval from the City.
The Contractor shall be responsible for complete construction including contractor licensing, engineering, drawings for permit approval, concrete slab on grade, and building erection. The owner will be responsible for performing all site preparation, electrical, mechanical, HVAC, and plumbing work. The contractor shall coordinate with the City to ensure successful completion of this work.
The building must conform to Occupancy Category III design criteria per IBC 2006.
The selection of the contractor to provide these services will be made following this process.
a. Pre-Proposal Conference and Site Tour. An on-site, pre-proposal conference will be held at 10:00 a.m. on March 1, 2018. Interested parties should come to the west side of the Public Works shop building located at 820 Lincoln Avenue, Osawatomie, Kansas. A site tour of the proposed building area will be provided and staff will be available for questions at this time.
b. Request for Proposal (RFP). Responses must be submitted to the City Clerk’s Office by 2:00 p.m., March 16, 2018.
The day and time is firm, unless amended in writing from the office of the City Clerk. No exception will be accepted. The Evaluation Committee will conduct a review of all responses in accordance with the evaluation criteria set-forth herein. Based upon these results, the Evaluation Committee will make a recommendation for consideration by the City Council.
The City of Osawatomie reserves the right to accept or reject any and all Proposals in whole or in part, to waive informalities in the process, to obtain new Proposals, or to postpone the opening should circumstances require. Each Proposal shall be valid to the City of Osawatomie for a period of ninety (90) days after the opening.
Interested firms are to submit a proposal to the City of Osawatomie as required by this RFP. It is the intent of City of Osawatomie to award the contract to the firm that clearly demonstrates the ability to provide these services to high professional standards.
Three (3) copies of your proposal must be submitted to the City Clerk by 2:00 p.m., March 16, 2018.
All proposals must be submitted to:
Tammy Seamands, City Clerk
City of Osawatomie, KS
439 Main Street, PO Box 37
Osawatomie, KS 66064
All proposals must be clearly marked on the outside: “ELECTRIC DISTRIBUTION BUILDING”. All proposals received after the designated time and date of the proposal opening will not be considered.
Proponents are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer, which shall remain valid for ninety (90) days and may not be withdrawn except as provided herein.
To minimize the cost to the proponent in responding to this solicitation, you are encouraged to be brief and succinct, avoiding extravagant covers, bindings and photographs. The City will not be responsible for any cost incurred by proponents in responding to this solicitation.
The City of Osawatomie reserves the right to reject any and all proposals, to evaluate proposals, and to accept portions of any proposal, and accept any proposal, which in its opinion, may be in the best interest of the City. The City reserves the right to waive any and all formalities.
It is in the City’s interest for proposers to understand the requirements of this RFP as fully as possible. Therefore, we have arranged a pre-proposal conference for this procurement.
Technical Questions: Technical questions relating to the RFP may be directed in writing via email to: Blake Madden, Director of Public Works and Utilities, . Questions must be submitted no later than 5:00 p.m., Wednesday, March 7, 2018.
Questions will be forwarded to the appropriate staff members for responses. All responses will be submitted by addenda to all interested proponents. Please do not call or contact any other department or the governing body concerning this RFP. Any such contact may void your ability to bid on this project.
Errors in Proposals: Proponents or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer’s own risk.
Contract Period: The term of a contract awarded as a result of this RFP shall be to the completion of the building which shall be ready for occupancy by June 22, 2018.
Compliance with Laws: The Proposer shall obtain and maintain all applicable City contractor’s licenses, permits, a minimum of $1,000,000 in liability insurance, worker’s compensation insurance, and shall provide a performance bond for the project as required by city financial policies for all capital projects over $40,000. There will be no cost for the building permits as the project is proposed by the issuing authority. The Proposer will comply with any and all other standards or regulations required by federal or state statutes or any ordinances and rules during the performance of any contract between the Proposer and the City. Any such requirement specifically set forth in any contract document between the Proposer and the City shall be supplementary to this section and not in substitution thereof.
Withdrawal of Proposal: Any proposal may be withdrawn by written request received by the City before the time fixed for receipt of proposals. Withdrawal of your proposal will not prejudice the right of the proponent to submit a new proposal, providing the latter is timely received as provided herein.
Confidentiality of Documents: Upon receipt of a proposal by the City, the proposal shall become the property of the City without compensation to the proponent, for disposition or usage by the City at its discretion. The details of the proposal documents will remain confidential to the extent possible until final award.
Compensation: The City has attempted to provide as much information about the scope of services as possible to enable firms to structure a most productive and cost effective offer. The subsequent contract between City of Osawatomie and the winning proposal will define compensation payments based upon the amount negotiated and agreements as to terms between City of Osawatomie and the successful proposer. The winning proposal will result in a contract between the contractor and the City. There will be only one contract with the winning bidder and that winning bidder will be responsible for paying any sub-contractors and purchasing materials as outlined in the submitted proposal.
Local Preference Policy: The City of Osawatomie has adopted a purchasing policy which allows businesses located within the city limits of Osawatomie who choose to respond to any request for bids shall be afforded a 0.5-percent difference from the low proposer. In the event a business located in Osawatomie is within 0.5-percent of the low bid, City staff are hereby permitted to purchase from the local vendor, provided all things are otherwise equal. Local businesses that are above the lowest bid between 0.5-percent and 5-percent shall be afforded the opportunity to adjust their bid to within 0.5-percent after bids are open and known in order to earn the business, provided everything else is equal.
Rejecting Proposals: The City reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of City of Osawatomie. Similarly, the City is not bound to accept the lowest dollar proposal if the offer is not considered in the City’s best interest.
Conflict of Interest: All respondents must provide a statement of disclosure, which will allow the City to evaluate possible conflicts of interest. No person involved in making procurement decisions may have personal investments in any business entity which will create a substantial conflict between their private interests and their public duties.
Appeals by Proposers: Appeals from any actual or prospective proposer who feels aggrieved in connection with the solicitation or award of a contract may appeal to the City Manager. An appeal shall be submitted in writing within 5 working days after the aggrieved person knows or should have known of the facts. The City Manager shall promptly issue a written decision regarding any appeal, if it is not settled by a mutual agreement. The decision shall state the reasons for the action taken and inform the actual or prospective proposer of the right to appeal to the City Council. The City Council shall be the final appeal at the city level.
Affirmation: All proposals must clearly state and affirm by signature that the proposer has read the RFP document, fully understands the requirements, has familiarized itself as to the conditions of the site, and will comply with these requirements, if awarded this work.
Notification: The City will evaluate all the proposals and quickly select the winning proposer for approval by the City Council at a subsequent City Council meeting. All proposers will be notified of the selected proposer by email within 10 days of the proposal deadline.
The project will include the design and construction of the following:
1. An approximate 7,500 square-foot [125 feet (+/- 5 feet) by 60 feet] pre-engineered steel, clear span building, with I-beam construction and an eve height of 15 feet.
2. 125 feet (+/- 5 feet) by 60 feet, minimum 6-inch thick concrete slab sloped to drain to floor drains. Maximum joint spacing is 12 feet with #5 by 30-inch deformed tie bars across all joints. Column piers and anchor bolts as required.
3. 12- cast iron floor drains (coordinate with City for plumbing)
4. A PBR roof with 3:12 pitch, with bypass girts.
5. PBR roof panels that meet IBC code requirements and 26 gauge colored sidewall panels.
6. 6- drive-thru bays with minimum width of 14 feet.
7. 2- 3070 walk in doors, steel insulated w/ lockset and keys
8. 2- 3’x3’ framed openings at each end of building for ventilation by others
9. 12- 14-foot high by 12-foot wide 25 gauge steel insulated overhead doors.
10. Gutters and downspouts
11. 4-inch insulation, complete building, white reinforced with nylon
12. Building will conform to Occupancy Category III design criteria per IBC 2006.
13. KS stamped engineered drawings of building.
14. KS stamped foundation plan.
15. The foundation of the building will be placed atop limestone screenings compacted to 95-percent maximum dry density. For foundation, footing and slab design, the bearing capacity shall be assumed to be 2,500psf.
1. Remove and replace siding and roof on existing Public Works shop building.
2. Remove and replace existing insulation with 4-inch insulation, white reinforced with nylon, on existing Public Works shop building.
3. Remove and replace two doors with 3070 walk-in doors, steel insulated with lockset and keys on existing Public Works shop building.