Request for Proposals for Existing Facilities Roofing ... · 11/16/2018 · 1.2.4 The “Existing Facilities” in need of roof repair are the DAEP, Duval County Special Education

SAN DIEGO INDEPENDENT SCHOOL DISTRICT

609 LABBE AVENUE SAN DIEGO, TEXAS 78384

361-279-3382 EXT. 2229 fax 361-279-1831 Email: [email protected]

QUOTATION, SPECIFICATIONS,

& FORMS

Request for Proposals

for

Existing Facilities Roofing Repair

RFP #0001

Bids are due: 3:00 P.M. November 16, 2018 Email Quotations to: [email protected] Contact: Angelica Smithwick 361-279-3382 ext. 2229

SAN DIEGO INDEPENDENT SCHOOL DISTRICT Existing Facilities Roofing Repair

November 16, 2018 3:00 P.M. CST (Local)

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TABLE OF CONTENTS

Section 1: Invitation and Facts Section 2: General Instructions/Quotation Requirements Section 3: Contract Terms and Conditions

Section 4: Attachments



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Section 1 – Invitation and Facts 1.1.0 Invitation

1.1.1 San Diego Independent School District (known herein as “SDISD” or the “District”), is requesting quotes from qualified vendors for Roofing Repairs of our Existing Facilities, in accordance with the instructions, terms and conditions, and requirements/specifications contained in this solicitation. San Diego ISD is requesting quotes to repair the affected areas of the existing roof of the DAEP Building, Duval County Coop Building, Bus Barn Office, and Bus Barn Roof. The objective of this project is to repair seams, adhesion problems, transitions, and the District’s membrane roofing materials to eliminate and prevent leaks. Quotations shall be based on the specifications provided. However, deviations from specifications shall be permitted if determined to be in the best interest of the District. All such deviations from specifications shall be called out in writing and explained in detail either next to the specifications or in an attachment to the submitted quotation.

1.2.0 District Facts and Statistics

1.2.1 SDISD educates around 1,400 students, with around 215 employees. 1.2.2 SDISD is a small rural community located in Duval County. 1.2.3 The majority of the District facilities were recently built however, some existing facilities

were kept and incorporated into the new construction. 1.2.4 The “Existing Facilities” in need of roof repair are the DAEP, Duval County Special

Education Co-op, Bus Barn Office, and Bus Barn.

1.3.0 Scope of Project 1.3.1 Within the next 9 months, it is SDISD’s intent to have the 20,200 ft2 roof repaired on the

“Existing Facilities”: 1. DAEP 2. Duval County Special Education Co-op 3. Bus Barn Office 4. Bus Barn

1.4.0 Specifications

1.4.1 Thoroughly clean roof work in accordance with manufacture’s recommendations, and prepare all materials for repair before executing the repairs. All membrane repairs shall be executed in strict accordance with manufacturers recommended practices

1.4.2 Specifications consist of furnishing all labor, materials, and equipment needed for membrane roof repairs. Roof repairs consist of identifying, defining, and fixing the polyurea/silicone problem areas as well as the areas causing leakage, including, flashing, seams, etc.

1.4.3 Inspect and make repairs to the membrane following manufacturers recommended procedures. Inspect and repair all flashing for all HVAC units, exhaust hoods, sky lights, drains, stand pipes, etc. Existing flashing that has been identified as causing problems shall be removed, and re-flashed using materials matching existing materials. All flat roof drains that have been identified as causing problems shall be removed, clean, and resealed.

1.4.4 All debris resulting from the work herein required shall be removed from the District’s roof and disposed of off-site, not in a district owned/contracted trash dumpster.

1.4.5 Warranty: Contractor shall provide a five-year unconditional written warranty for all work and materials used with this project agreement.

1.4.6 Contractor must take all necessary precautions to protect the existing roof membrane from damages during repairs. All damages caused by the contractor or their employees shall be repaired at no cost to the District.

Section 2: General Instructions/Quotation Requirements 2.1.0 Quotations Instructions



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2.1.1 Prior to submittal of a Bid, the Bidder shall make, and shall be deemed to have made a thorough examination of the sites of work and all conditions pertaining to its successful completion within the time stipulated. Vendors shall fully examine the roof and the specifications before submitting your RFP. Failure to visit the site and acquaint themselves with existing conditions shall disqualify the contractor’s proposal/quotation. All work will be subject to inspections by a representative of the San Diego ISD and the contractor’s presence may be requested during inspections. This bid includes work at the following school location in San Diego, Texas: 609 Labbe Avenue

2.1.2 The bid shall include the square footage of the affected area in need of repair out of the 20,200 ft.2 roof.

2.1.2 Prior to submitting a bid contact Robert Gonzales, the SDISD Maintenance Director @ (361) 279-3382 or (361) 774-9601 to schedule a time to view the work area or with any questions

2.1.3 Quotes shall be emailed to Robert Gonzales the SDISD Director of Operations at

[email protected], no later than 3:00 pm on November 16, 2018. 2.2.0 Evaluation

2.3.1 This is a negotiated procurement, and as such, the District reserves the right to negotiate any terms, conditions, or pricing with a Proposer prior to an award.

2.3.2 SDISD reserves the right to award the Contract(s) to the Proposer(s) offering the best value, and not necessarily to the Proposer(s) offering the lowest price.

2.3.3 The following criteria will be used in evaluating the quotes:

Performance guarantees Price Vendor’s service Delivery capabilities Extent to which the goods or services meet the district’s needs Vendor’s past relationship with the district Vendor’s principal place of business Total long term cost to the district Impact on the district’s compliance relating to historically underutilized businesses Any other relevant factors

2.3.0 Pricing and Contract Term 2.3.1 The term of this contract shall be for one (1) year, and become payable upon the

completion of the job. 2.3.2 Quote fees/rates must be guaranteed for one (1) year from date of award. 2.3.3 SDISD reserves the right to break up the estimated quantities into multiple purchases

throughout the one year period. The unit prices will remain the same for all orders. 2.3.4 Vendors shall provide devices for testing at no charge to the district.

Section 3: General Terms and Conditions 3.1.0 Non-Appropriation

3.1.1 Availability of Funds: The award of this contract is dependent on the availability of funding. In the event funds do not become available, the contract may be terminated, or the scope amended. There shall be no penalty or removal charges incurred by the District.

3.2.0 Termination

3.2.1 This contract may be terminated by either SDISD or the Vendor upon thirty (30) days written notice in the event of substantial failure of the other party to perform in accordance with the terms of this agreement.

3.3.0 Assignment:

mailto:[email protected]



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3.3.1 No right or interest in this contract shall be assigned or delegation of any obligation made by the vendor without the written permission of the District.

3.4.0 Governing Law

3.4.1 Both parties agree that venue for any litigation arising from this contract shall lie in San Diego, Duval County, Texas

3.5.0 Indemnification

3.5.1 Contractor shall indemnify, defend and hold harmless the District, its officers, agents and employees, from and against any and all loss, cost, damage, expense and claims, including attorney’s fees and liability of any kind for any acts or omission of Contractor, its officers, agents or employees, in performance of contract, so long as the sole negligence of the District is not the cause of the loss, claim, damage expense or cost.

3.6.0 Notification of Criminal History of Contractor

(a) A person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. (b) A school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract."

3.7.0 Conflict of Interest (and Contractor Certification explanation)

3.7.1 Effective January 1, 2006, any individual or business entity (as well as agents of such persons) that contracts or seeks to contract for the sale or purchase of property, goods, or services with San Diego ISD must file a Vendor Conflict of Interest Questionnaire with the SDISD Business Office in accordance with Texas Local Government Code Chapter 176, no later than the 7th business day after the recipient becomes aware of facts that require filing. Each person or entity who seeks to or who contracts with SDISD is responsible for complying with any applicable disclosure requirements.

3.7.2 The Conflict of Interest Questionnaire: see attachment 3.7.3 Forms are posted at The Texas Ethics Commission’s website at

www.ethics.state.tx.us/whatsnew/conflict_forms.htm. 3.7.4 Disclosure of SDISD Employee Status: All bidders must disclose the name of

any SDISD employee who owns, directly or indirectly, an interest in the Bidder’s firm or any of its branches. Failure to provide such information may be grounds for disqualification of the bid or cancellation of a contract resulting from this solicitation.

Purchase of services or equipment from a business owned in whole or in part by a District employee shall be permitted only when approved by the Superintendent and executed through a documented competitive process.

Services that might be provided by the employee as an extension of the employee’s regular job responsibilities are prohibited from consideration

3.8.0 Invoicing and Payment

3.8.1 Contractor shall submit monthly invoices, in duplicate. Invoices shall indicate the purchase order number, and shall be itemized.

3.8.2 Contractor shall not include Federal Excise, State or City Sales Tax. SDISD shall furnish tax exemption certificate, if required.

3.8.3 SDISD agrees to pay supplier not later than thirty (30) days after receipt of uncontested invoices for the receipt of all supplies, aids or equipment, or the day on which services were completed, or the day on which the invoice was received, whichever is later.

3.8.4 SDISD agrees to notify supplier of error or contested invoice. SDISD and supplier hereby agree to mutually resolve disputed invoices, if at all possible, within sixty (60) days of receipt of notice of dispute.

http://www.ethics.state.tx.us/whatsnew/conflict_forms.htm



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3.8.5 The District’s obligation is payable only and solely from funds available for the purpose of

this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered, but unpaid goods will be returned to the Contractor by the District.

3.9.0 Insurance Requirements

3.9.1 Each proposer should run the following insurance requirements, waivers of subrogation language and indemnity language past his/her insurance underwriters for the purpose of identifying any requirements that may impose a hardship on the Contractor. Such hardships should be listed in the proposal and can be considered as SDISD evaluates the proposals. Any hardships can be discussed and negotiated with the bidder before the final proposer is selected. The Contractor shall take out and maintain, at its expense, until termination of the contract, at least the following insurance, with the insurance company to be approved by SDISD:

TYPE OF COVERAGE

Insurance Requirements: Limits:

A. General Liability General Aggregate $1,000,000 Products - Comp/or Agg. $1,000,000

Commercial General Liability Personal & Adv. Injury $1,000,000 Claims Made Occur. Each Occurrence $1,000,000

Owner's & Contractor's Prot. Fire Damage (Any one fire) $ 50,000 Med. Expense (Any one person) $ 5,000

B. Automobile liability Combined Single Limit $1,000,000 Any Auto Bodily Injury All Owned Autos (per person) Scheduled Autos Bodily Injury Hired Autos (per accident) Non-Owned Autos Property Damage Garage Liability

C. Umbrella form - Excess liability State the limits that your company carries. D. Worker's Compensation Statutory

And Each Accident $ 500,000 Employers' Liability Disease - Policy Limit $ 500,000 Disease - Each Employee $ 500,000

The insurance requirements as listed above also applies to any sub-contractor(s) in the event that any that any work is sublet. The contractor is responsible to insure that the sub-contractor(s) meets the minimum insurance requirement limits as by law. "Contractor represents that he/she is not an employee of the district and that he/she has or will follow Texas statutory guidelines regarding workers compensation" The contractor shall cause the insurance company to submit to SDISD evidence of the coverage outlined above before any work is started, and shall continue to submit copies of insurance renewals while the contract is in force. The Certificate of Insurance shall provide that coverage shall not be canceled or altered without first providing SDISD with thirty- (30) day’s prior written notice. The Contractor shall require all subcontractors performing any work to maintain coverage as specified herein. Certificates are to be provided directly to: San Diego Independent School District, Business Office., 609 Labbe Avenue, San Diego, TX 78384.



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Section 4: Attachments

Attachment A: Vendor Profile

Company Name: ______________________________________DBA:__________________________________

Company Address: ___________________________City:____________________State:______Zip:_______ Company Website _____________________________Email Address________________________________



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Organization Type: _____Sole Owner _____ Corporation ______S-Corp. ______ Partnership _____Other List the telephone numbers to: Place orders_________________Fax#:_____________Person to contact: __________________Title:_________ Area(s) of Procurement for which the company is requesting consideration: _____________________________ Is your company a member of any Purchasing Cooperatives? (Ex. Buy Board, TCPN, etc.) _____Yes______No If yes, please list your company’s purchasing cooperative affiliations: __________________________________________

Are you a sole source vendor for the procurement areas you listed? _____ Yes _____ No If yes, please provide a letter listing the commodities you are sole source for to the Business Office for approval.

Does your company accept Visa Card? ________Yes _______No Are you an employee of San Diego ISD? ______Yes _______No If you answered yes, please provide position held.

Are you or any employee of yours related to an employee or board officer of San Diego ISD?

_____Yes _____No If yes, please provide names and affiliation. If related to a board member, please complete the CIQ form (http://www.ethics.state.tx.us/forms/CIQ.pdf).

Do any employees or board members of SDISD have a financial interest in your business? Yes No If yes, please provide names and affiliation.

Local contact for this Quotation: Name: ___________________Address:___________________City:____________State_____Zip______ Phone: ____________________Fax:_______________________Email:__________________________ Number of Years in Business: _________ References: Please list three (3) Texas school districts, with contact names, phone numbers, and address of comparable size, for which you have performed services similar to this RFQ in the past three years. District/Company Name: _________________________Address: _______________________________ Contact Person: ________________________________Contact Phone: __________________________ District/Company Name: _________________________Address: _______________________________ Contact Person: ________________________________Contact Phone: __________________________ District/Company Name: _________________________Address: _______________________________ Contact Person: ________________________________Contact Phone: __________________________

Attachment B: Offer Form & General Conditions

I have received the General Conditions and all forms for Existing Facilities Roofing Repair as prepared by San Diego Independent School District. I have examined the General Conditions and submit the following quote. If I have deviated from the original General Conditions set forth by San Diego Independent School District, I have specified such deviations in the attached Deviation Form – See Attachment.

http://www.ethics.state.tx.us/forms/CIQ.pdf



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I agree: 1. To hold my quote open for 45 days after the due date for review of the quotes 2. That the signing of this RFP form may result in a contract between San Diego Independent School District

and my company, if awarded any or all of the quote. The term of the contract will be for one (1) year. 3. That payment(s) will only be made from an invoice. Payment will not be made from a statement. A

purchase order number must appear on all invoices. 4. That the General Conditions, Public Notice, instruction, representations, written notices and/or

agreements made in conferences concerning this solicitation are part of this contract as if they were attached, or therein repeated.

5. San Diego ISD can terminate this contract upon 30 days written notice.

RFP Check List:

Signed SDISD Quotation Documents: Attachments A-F ____

Company Name: _______________________________AuthorizedRepresentative_____________________________ (Print Name)

Authorized Representative: __________________________________________ Title: __________________________ (Signature)

Attachment C: Quote Sheet

The intent of this contract is to support a Onetime Installation of roofing. Unit Prices shall remain the same throughout the 12 months of this contract.

Specifications Unit/Quantity Cost



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Affected area of the 20,200 ft.2 roof.

Thoroughly clean roof membrane. Inspect and make repairs to the membrane following manufacturers recommended procedure.

Prepare all Materials for repair, cut out blisters, clean and replace all sealant/caulking, etc. All membrane repairs shall be executed in strict accordance with manufacturers recommended practices.

Inspect, repair, and reseal all flashing for all HVAC units, exhaust hoods, sky lights, drains, flues, roof drains, stand pipes, etc. that may be causing leakage. Existing flashing that has been identified as causing problems shall be removed, and re-flashed using materials matching existing materials.

All flat roof drains that has been identified as causing problems shall be removed, clean, and resealed.

Labor

Materials

Equipment

Old roofing material removed and disposed of offsite.

Travel

Contract Total

Estimated Start Date if awarded the bid? __________________________________________________

Attachment D: Deviation and Non-Collusion Statement

Deviations to Terms and Conditions: In the event the undersigned bidder intends to deviate from the general terms, conditions, or specifications listed in the “Terms and Conditions” and other information attached hereto, all such deviations must be listed below, with complete and detailed conditions and information also being attached (attach additional pages as necessary.



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____________________________________________________________________________________ ____________________________________________________________________________________ Deviations to Specifications: Vendors must list all specifications for item(s) proposed that differ from any specifications/brands listed in Quotation. SDISD will be the sole judge to determine if deviations are acceptable in meeting the needs of SDISD and participating members.

____________________________________________________________________________________

____________________________________________________________________________________

Non-Collusion Statement

_____ The undersigned affirms that they are duly authorized to execute this contract, that this Initial company, corporation, firm, partnership or individual has not prepared this bid in collusion

with any other Proposer, and that the contents of this Quotation as to prices, term or conditions of said Quotation have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this Quotation.

Suspension and Debarment Statement

_____ Non-Federal entities are prohibited from contracting with or making sub-awards under Initial covered transaction to parties that are suspended or debarred or whose principals are

suspended or debarred. Covered transactions include procurement of goods or services equal to or in excess of $100,000. Contractors receiving individual awards of $100,000 or more and all sub recipients must certify that the organizations and its principals are not suspended or debarred.

The undersigned affirms that no suspension or debarment is in place, which would preclude receiving a federally funded contract under the Federal OMB, A-102, Common Rule.

Our bid is submitted according to: __________ deviations as listed above OR

__________ no deviations

DATE:__________________________________

Company Name: ______________________________AuthorizedRepresentative______________________________ (Print Name)

Authorized Representative: __________________________________________ Title: __________________________ (Signature)

San Diego Independent School District

Attachment E: Contractor Certification



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Introduction: Texas Education Code Chapter 22 requires entities that contract with school

districts to provide services to obtain criminal history and fingerprinting record information

regarding covered employees. Contractors must certify with the District that they have complied.

Covered employees with disqualifying criminal histories are prohibited from serving at a school

district.

Definitions:

Covered employees: Employees of a contractor or subcontractor who have or will have continuing

duties related to the service to be performed at the District and have or will have direct contact

with students. The District will be the final arbiter of what constitutes direct contact with students.

Disqualifying criminal history: Any conviction or other criminal history information designated

by the district, or one of the following offenses, if at the time of the offense, the victim was under

18 or enrolled in a public school: (a) a felony offense under Title 5, Texas Penal Code; (b) an

offense for which a defendant is required to register as a sex offender under Chapter 62, Texas

Code of Criminal Procedure; or (c) an equivalent offense under federal law or the laws of another

state.

Direct contact: The contact that results from activities that provide substantial opportunity for

verbal or physical interaction with students that is not supervised by a certified educator or other

professional district employee.

On behalf of ______________________________________________ (“Contractor”), I certify

that [check one]:

[ ] None of the employees of Contractor and any subcontractors are covered employees, as defined

above. If this box is checked, I further certify that Contractor has taken precautions or imposed

conditions to ensure that the employees of Contractor and any subcontractor will not become

covered employees. Contractor will maintain these precautions or conditions throughout the time

the contracted services are provided.

Or

[ ] Some or all of the employees of Contractor and subcontractor are covered employees. If this

box is checked, I further certify that:

(1) Contractor has obtained all required criminal history and fingerprinting record information,

through the Texas Department of Public Safety, regarding its covered employees. None of

the covered employees has a disqualifying criminal history.

(2) If Contractor receives information that a covered employee subsequently has a reported

criminal history, Contractor will immediately remove the covered employee from contract

duties and notify the District in writing within 3 business days.



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(3) Upon request, Contractor will provide the District with the name and any other requested

information of covered employees so that the district may obtain criminal history record

information on the covered employees

(4) If the district objects to the assignment of a covered employee on the basis of the covered

employee’s criminal history record information, Contractor agrees to discontinue using

that covered employee to provide services at the District.

(5) All covered employees hired after January 1, 2008, have completed the fingerprinting

process prior to performing any duties related to the District or having any direct contact

with students.

Non-compliance by Contractor with this certification may be grounds for contract termination.

___________________________ _______________________

Contractor Signature Date

Attachment F: Conflict of Interest



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Photographs of buildings needing roof repairs



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