Pennsylvania Liquor Control Board Ifb 260284 Revision 1

PENNSYLVANIA LIQUOR CONTROL BOARD IFB 260284 REVISION 1

SPECIFICATIONS FOR DRAFTING AND ARCHITECTURAL SERVICES

WORK STATEMENT

The Pennsylvania Liquor Control Board (PLCB) operates approximately six hundred and twenty (620) retail outlets throughout the Commonwealth of Pennsylvania. All retail outlets and administrative locations are leased facilities. The PLCB has undertaken numerous initiatives to revitalize and improve agency and store-level operations, including increased emphasis on agency branding, site locations and leasing terms. As a result of these initiatives, the PLCB has recognized a need to supplement its existing in- house drafting/design unit due to a higher than expected demand for location drawings produced in Computer Aided Design (CAD) software. The selected contractor will provide a general set of CAD software produced drawings on a per site basis within five (5) business days upon receipt of the necessary specifications/information from the agency.

GENERAL REQUIREMENTS

Drafting Services for Architectural Drawings

The selected contractor, utilizing specifications/information provided by the PLCB, will produce accurate and detailed layouts of the store retail and wholesale areas showing all necessary items for store operation/function. They will be used for facility layout, bidding proposals, design intent and other processes needed to achieve executed status. The selected contractor must utilize an AutoCAD software compatible with 2011 Edition (.DWG format only) to produce the requested drawings. All current ADA and ICC building codes are to be met. A sample of PDF drawings currently used is provided as Attachment #1. The PLCB anticipates a need for approximately four (4) drawings sets per month from the selected contractor.

A general set of drawings shall consist of the following (see attached examples). Project #1407 is termed a “Standard” box design, and project #1523 is an example of a “Premium” box design:

 Floor plan/layout which shows all shelving locations, wine and spirit tables along with cart placement, wall fixtures, table areas (office/register/cash wrap), cold box area, restrooms, retail divider wall utilizing needed percentage of retail to wholesale split, portal entrance per established design, wholesale area with emergency exit, double door receiving and pallet staging areas and including any other needed items within the facilities boundaries. Details and/or sections (if necessary) for better understanding of concepts. NOTE: This floor plan will be

1 provided by the PLCB, but may need to be refined to comply with all applicable codes and/or unforeseen site conditions.

 Electrical plan showing basic layout and placement of all items required for the location. Receptacles, switches, alarms, register power points, notification buzzer placement; CAT5E line runs to table (office) area, HVAC controls placement, GFI receptacle locations, cold box power supply, etc. Details and/or sections (if necessary) for better understanding of concepts.

 Finish plan consisting of the facilities’ different materials and location used. A Room Finish Schedule identifying floor, wall and ceiling treatments in the various rooms. Details and/or sections (if necessary) for better understanding of concepts.

 Reflected Ceiling plan – show proper number of required light fixtures to meet established retail and wholesale lighting specifications. Show all exiting signage and locations, smoke detector placement throughout facility, speaker placement, emergency lighting designate along with night lighting, special fixture placement per designer and any other needed or specified (per location) lighting considerations. Also provide ceiling tile/panel grid work and dimensions within facilities areas (retail, wholesale, restroom, etc.) along with listing the specified material to be used in these areas acquired from design specifications. Details and/or sections (if necessary) for better understanding of concepts.

 Demolition plan of existing area showing needed retrofits for PLCB store layout/façade/etc. Restroom relocations, fixtures, etc. Details and/or sections (if necessary) for better understanding of concepts.

** Note: Materials used must be items from the PLCB approved materials list.

Drafting Services for Electrical and/or Mechanical Drawings

 Site Survey of the existing facility for general information if appropriate

 Electrical power distribution plan showing all device locations. Identify service equipment, panel boards and circuitry. Show locations for all switches, receptacles, phone and data jacks, phone and data raceways, phone block, point of demarcation, and fire alarm system components if applicable. Identify all wire and breaker sizes.

 Electrical specifications in full compliance with all applicable codes for authorities having jurisdiction.

 Electrical drawings signed and sealed by a professional electrical engineer registered in the Commonwealth of Pennsylvania.

2  All Mechanical (Plumbing, HVAC, Fire Protection) design and drawings if required for issuance of a building permit. Drawings are to be signed and sealed by a professional mechanical engineer registered in the Commonwealth of Pennsylvania.

Additional Services

 In addition to architectural, electrical and/or mechanical drawings, the PLCB may request additional drafting services as agreed upon between the PLCB and the selected contractor. Payment of these services will be in accordance with the hourly rates on the cost sheet. (Attachment #2)

ISSUING OFFICE

This Invitation for Bid (IFB) is issued by the Pennsylvania Liquor Control Board (PLCB), Bureau of Purchasing and Contract Administration, Room 316, Northwest Office Building, Harrisburg, PA 17124-0001, telephone: (717) 787-6360; facsimile: (717) 783-8927, email: [email protected] Tammy McQuaid is the Issuing Officer and sole point of contact at the PLCB for this IFB.

PLCB CONTACT PERSON

The PLCB Contact Person is the PLCB official charged with the day-to-day supervision of the performance of the services and who interacts with the Contractor. The PLCB Contact Person is Barry Bauer, Construction Manager, Room 315, Northwest Office Building, Harrisburg, PA 17124-0001, telephone: (717) 783-7590. Facsimile: (717) 783-8927.

PLCB CONTRACTING OFFICER

The PLCB Contracting Officer is the PLCB official authorized to enter into and administer contracts and make written determinations with respect to contracts. The PLCB Contracting Officer is Elaine DiRienzo, Director, Bureau of Purchasing and Contract Administration, Room 316, Northwest Office Building, Harrisburg, PA 17124- 0001, telephone: (717) 787-9851; facsimile: (717) 783-8927.

PRIME CONTRACTOR RESPONSIBILITY

The selected contractor shall be required to assume responsibility for all services offered in this Invitation for Bid. Further, the PLCB will consider the selected contractor to be the sole point of contact with regard to contractual matters.

3 SUBCONTRACTING

Any use of subcontractors by the contractor must be identified in the quote. During the project period, use of any subcontractors by the selected contractor not previously identified in the quote, must be approved in writing by the PLCB prior to any work being done.

The selected prime contractor shall be responsible for all services offered in its quotation whether or not it produces them. The prime contractor shall be the sole point of contact with regard to contractual matters.

INCURRING COST

The PLCB is not liable for any cost incurred by anyone prior to issuance of a contract. The PLCB will pay the Contractor only for services rendered at the rates in the contract.

QUESTIONS

Questions regarding this IFB must be submitted via e-mail (with the subject line entitled “IFB 260284 Questions”) to the Issuing Officer named in section entitled Issuing Officer of the IFB no later than 12:00 p.m. E.D.T on July 22, 2013. Do not contact the Issuing Office by phone with any questions. The bidder shall not attempt to contact the Issuing Officer by any other means. All questions submitted to the PLCB and its official response to each question will be e-mailed to all bidders who received the original IFB by 3:00 p.m. E.D.T on July 24, 2013.

All questions and official responses are considered an addendum to, and part of, this IFB. The PLCB shall not be bound by any verbal information, nor shall it be bound by any written information that is not either contained within the IFB or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation.

CUSTOMER REFERENCES

Prospective bidders must provide a minimum of three (3) retail references for which they have performed drafting and architectural services. References should include customer name, address, telephone number and contact persons. The PLCB reserves the right to contact any or all references listed by the bidder.

4 CONTRACT TERM

The contract shall commence upon written notice to proceed and shall continue for a period of one (1) year after the date of the notice to proceed. The PLCB reserves the right to renew this contract for two (2) additional one (1)-year options.

RESPONSE DATA

Bids must be signed by an official authorized to bind the bidder to its provisions. FAILURE TO SIGN THE BID (STD-271P) SHALL DISQUALIFY YOUR BID IMMEDIATELY. For this Invitation for Bid, the bid must remain valid for at least sixty (60) days. The contents of the bid of the successful bidder will be incorporated into the Contract.

Bids must be mailed (U.S. Postal service, Fed Ex., etc) or hand delivered and arrive at the PLCB Bureau of Purchasing & Contract Administration, Room 316, on or before the date and time specified on the Invitation for Bid #260284 Bidders mailing bids should allow time to insure timely receipt of their bid. If a receipt is desired, send by U.S. Certified or Registered mail. Bid #260284 must be on the outside of the envelope.

Cost sheet (Attachment #2) must be typewritten or completed in ink. No additional information or costs are to be added by the bidder.

Submitted rates on cost sheet (Attachment #2), must include one (1) revision per drawing. The PLCB will reimburse the selected contractor for its actual travel and subsistence costs in accordance with the requirements of Commonwealth Management Directive 230.10 – Travel and Subsistence Allowances.

Complete the cost sheet (Attachment #2) with no variations or added conditions.

INVOICING

The selected contractor shall invoice monthly on a per store general set of drawings basis and shall be compensated only for the drawings which the PLCB reviews and approves as completed. Additional services shall be invoiced monthly listing the services performed, hours worked and professional rate bid on cost sheet (Attachment #2).

5 REQUEST FOR RATE ADJUSTMENT

The rates may be adjusted at the start of each contract option year in accordance with the percentage change in the Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W) for all U.S. Cities, as issued by the United States Department of Labor. It is agreed that there will be no adjustments to the rates agreed under this Contract during the first contract year.

The following conditions and requirements apply: a. The contractor must make application for the increase, to be effective as indicated below, by notifying the PLCB Contracting Officer in writing of the new rates and effective date no later than fifteen (15) calendar days prior to the end of the previous contract year. b. The PLCB shall notify the contractor in writing of its agreement/disagreement of the new rate. c. New rates shall be effective on either the first day of the new contract option year or at a later date if so requested by the contractor. The contractor agrees that failure to apply for CPI-W increase on a timely basis as required in “a” above will result in contractor's waiver of CPI-W increase for that contract year. d. The CPI-W for May 2013 will be the base month.

The rates paid during the period from notification to proceed through the first contract year shall be the rates listed on the Invitation for Bid.

The percentage change for the rate in the first option year shall reflect the percentage change in the CPI-W from the base month to the May 2014 CPI-W.

The percentage change for the rate in the second option year shall reflect the percentage change in the CPI-W from May 2014 to the May 2015 CPI-W.

6 ATTACHMENT 2 PENNSYLVANIA LIQUOR CONTROL BOARD COST SHEET FOR DRAFTING SERVICES BID #260284

CONTRACT TERM: September 1, 2013 through August 31, 2014 with Two (2) additional One (1) Year Options. REFER TO THE SPECIFICATIONS FOR THE GENERAL REQUIREMENTS. All of the requested information is to be completed on this cost sheet. No additional information or costs are to be added.

A FIXED DOLLAR AMOUNT for one set of architectural drawings as specified under General Requirements on the attached specifications. $______Per Set Submitted rate must include one (1) revision per drawing.

A BLENDED HOURLY RATE for electrical and/or mechanical drawings as specified under General Requirements on the attached specifications. $______

HOURLY RATES below are for additional services as agreed upon between the PLCB and the selected contractor.

Principal/Senior Project Manager $______

Registered Architect/Project Manager $______

Graduate Architect/Technician I $______

Graduate Architect/Technician II $______

Administrative $______