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15-16-059 RFP Rehabilitate Trolley Buses

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15-16-059 RFP Rehabilitate Trolley Buses City of Danville, Virginia PO Box 3300 427 Patton St, Room 304 Danville, Virginia 24543 Danville, Virginia 24541 J. Gary Via, CPPO Phone (434) 799-6528 Director of Purchasing Fax (434) 799-5102 e-mail: [email protected] e-mail: [email protected] _________________________________________________________________________________________________________________ Request for Proposals RFP 15-16-059 “Rehabilitate Two (2), 2005 Freightliner Trolley Buses” 1.0 GENERAL CONDITIONS 1.1 INTENT It is the intent of this RFP to secure a contractor that is located within 120 miles of Danville, Virginia to complete rehabilitation services of two Freightliner trolley buses as outlined in Section 4.0 Scope of Services. 1.2 DEADLINE Sealed proposals shall be submitted no later than Wednesday, November 25, 2015 at 5:00 p.m. City of Danville Purchasing Department 427 Patton Street Danville, Virginia 24541 1.3 GENERAL MEETING All interested contractors are invited to attend a public meeting to be held at the Danville Regional Airport Terminal Building, 424 Airport Drive, Danville, Virginia at 2:00 P.M. on Wednesday, November 18, 2015. Representatives of the City will be on hand to answer any questions. A review of the trolley buses will also be completed at Danville Transit’s Administrative Maintenance Facility located at 1002 S. Boston Road. This facility is located south of the Danville Humane Society. 1.4 QUESTIONS Any questions concerning this Request for Proposal should be directed to J. Gary Via, Purchasing Director, at 434-799-6528. 1.5 CODE COMPLIANCE This procurement process is governed by the “PROCUREMENT CODE OF THE CITY OF DANVILLE, VIRGINIA”. Copies of the Procurement Code may be obtained by writing the City of Danville Purchasing Department, P.O. Box 3300, Danville, Virginia 24543. The City does not discriminate against faith-based organizations. 1.6 EQUAL OPPORTUNITY During the performance of this contract, the Contractor agrees as follow: 1.6.1 The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor also agrees to post in conspicuous place, available to employees and applicants for employment, notices setting for the provisions for this nondiscrimination clause. 1.6.2 The Contractor also shall not discriminate against any handicapped person in violation of any state or federal law or regulation and shall also post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this additional nondiscrimination clause. 1.6.3 The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor will state that such Contractor is an equal opportunity employer. 1.6.4 Notices, advertisements, and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purposes of meeting the requirements of this section. 1.6.5 Will include the provisions of the foregoing paragraphs in every subcontract or purchase order of $10,000 so that the provisions will be binding upon each subcontractor or vendor. 1.7 CONFIDENTIAL INFORMATION All proposals shall be held in confidence until award. 1.8 ELIGIBILITY Proposals will only be accepted from contractors who are actively engaged in providing rehabilitative services as called for in the RFP and that are located within 120 miles of Danville, Virginia. No proposal will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligations to said City or had failed to perform faithfully any previous contract with the City. 2 1.9 VERIFICATION Contractors will fully inform themselves as to conditions, requirements and specifications before submitting their proposal. Failure to do so will be at the offerors’ own risk and they cannot secure relief on plea of error. Neither law nor regulations make allowance for error of omission or concession on the part of offerors. 1.10 INCURRING COSTS All costs incurred in the preparation and submission of proposals will be borne by the offeror. 1.11 ECONOMY OF PREPARATION Proposal documents must be prepared simply and economically, providing a straightforward, concise delineation of capabilities proposed to satisfy the requirements of the RFP. Unnecessarily elaborate brochures or other presentations are not required. Completeness and clarity of content must be emphasized. All brochures, presentation and items submitted in support of proposals will become part of the Contract. 1.12 MODIFICATION OR WITHDRAWAL OF PROPOSALS Proposals may be modified or withdrawn in person by an authorized representative of the offeror or by written notice received at any time prior to the closing date and time specified. 1.13 AMENDMENTS In the event that an amendment to this solicitation is issued, all solicitation terms and conditions will remain in effect unless they are specifically changed by the amendment. Offerors must acknowledge receipt of such solicitation amendments, to the place designated, and prior to the hour and date specified in the solicitation (as amended) for receipt of offers. OFFERS THAT DO NOT TIMELY ACKNOWLEDGE RECEIPT OF SOLICITATION AMENDMENTS BY ONE OF THE FOLLOWING METHODS MAY BE REJECTED: 1.13.1 By returning one signed copy of the amendment. 1.13.2 By acknowledging receipt of the amendment on at least one signed copy of the offer that is submitted. 1.13.3 By stating that the amendment is acknowledged in a signed letter that refers to the solicitation and amendment numbers. 1.14 PROPOSALS BINDING NINETY (90) DAYS Unless otherwise specified all formal proposals submitted shall be binding for ninety (90) calendar days following closing date unless extended by mutual consent of both parties. 1.15 PERMITS 3 The Contractor shall, at his own expense, secure any business or professional licenses, permits or fees required by the City of Danville or Commonwealth of Virginia. 1.16 TERMINATION After giving the Contractor seven (7) days written notice, the City may without breach terminate the services of the Contractor at any time and may finish the work by whatever method it may deem expedient. 1.17 FUNDING These projects are funded in part by a federal and state grant. The selection process will be made in accordance with DOT regulations, "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments," 49 C.F.R. Part 18. - Federal Transit Administration Circular, 4220.1E. 1.18 MINORITY BUSINESS ENTERPRISES (MBE) ASSURANCES 1.18.1 It is the policy of the Department of Transportation (DOT) that Minority Business Enterprises as defined in 49 CFR Part 26 shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with the federal funds under this agreement. Consequently, the MBE requirements of 49 CFR Part 26 applies to this agreement. 1.18.2 The Contractor agrees to ensure that minority business enterprises as defined in 49 CFR Part 26 have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds provided under this agreement. In this regard, all Contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that minority business enterprises have the maximum opportunity to compete for and perform contracts. Contractors shall not discriminate on the basis of race, color, national origin or sex in the award and performance of DOT-assisted contracts. 1.18.3 The Contractor shall comply with all applicable Federal, state and local regulations. These shall include, but not be limited to, Federal Americans with Disabilities Act (ADA). 1.18.4 In the event of any conflict between the requirements of this Specification and any applicable legal requirement, the legal requirement shall prevail 1.19 REQUIRED FEDERAL CONTRACT PROVISIONS See attachment for additional required provisions that are incorporated in this request and are applicable in any agreement resulting from award. 2.0 CODE & STANDARDS 2.1 The Contractor, its officers, agents, employees and any subcontractors, in the performance of this Agreement shall comply with all applicable statutes and laws of the United States and the Common wealth of Virginia, the Charter and ordinances of the City of Danville, and the applicable rules and regulation of the agencies of each. 4 2.2 Oral change orders are not permitted. No change in this Agreement shall be made unless the Transportation Services Director gives prior written approval. Therefore, the Contractor shall be liable for all costs resulting from, and/or for satisfactorily correcting, any specification change not properly ordered by written modification to the Agreement. 3.0 BACKGROUND 3.1 The Danville Transit Administrative Maintenance facility is located at 1002 S. Boston Road in the Public Works/Adult Detention complex and is near the Danville Humane Society. The Danville Transit facility is a shared use facility with Danville Public Schools Transportation. 3.2 The Virginia Department of Rail and Public Transportation has awarded federal and state transit grant funds to rehabilitate two, 2005 Freightliner Trolley buses. 3.3 The trolley buses will be rehabilitated one at a time. Each rehabilitation effort should not exceed 3 months to allow the total project to be completed within 6 months. 4.0 SCOPE OF SERVICES TO BE PROVIDED BY THE CONTRACTOR Minimum Contract Specifications/Elements of Work: 4.1 Upon completion of this project the successful offeror is required to supply in hard copy format within 60 days of award of Agreement, a detailed list including part numbers, description, manufacturer and suppliers name for the paint and components, new and replaced as a result of rehabilitation activities.
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