This is a service / maintenance or supply contract in Hartford, Vermont. Contact the soliciting agency for additional information.

The purpose of this project is to include project oversight of the construction activity for the renovation of the Windsor District Court. The Windsor County Courthouse was constructed in 1987 as a District Courthouse. Since this time little has changed in the building and building systems have evolved and improved since the building was constructed. The Vermont Department of Buildings and General Services (BGS) is working with the Vermont Judicial Bureau and an architectural firm to produce a set of construction documents to improve the energy efficiency of the building, upgrade the heating, ventilation, and air conditioning system, life safety systems, security systems, renovate some of the interior spaces to better meet Judiciary's programmatic needs, and address any site issues. Some enabling work located at the Windsor County Courthouse in Woodstock, VT will include renovating an office and restroom into a temporary holding cell. The construction work is expected to commence in October 2024. The COTW will also be required to attend a pre-construction meeting and follow-up site inspections after the actual period of construction. Due to the type of construction being performed, the State cannot guarantee that the Clerk will need to be on-site for an eight (8) hour workday each day. The amount of time required to be on site will be determined by the work being performed. The State expects that the clerk will be on site daily to observe the progress being made. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of twelve (12) months with an option to renew for up to two additional twelve-month periods. The State anticipates the start date will be October 9, 2024. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other individual from the State concerning this RFP is strictly prohibited and may result in disqualification. BIDDERS' CONFERENCE: A bidders conference will not be held. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or wishing to comment on any requirement of the RFP must submit specific questions in writing no later than the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last day of the question period are thereafter waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted on the State's web site. Every effort will be made to post this information as soon as possible after the question period ends, contingent on the number and complexity of the questions. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the issuance of an Addendum to this RFP and posted online. Verbal instructions or written instructions from any other source are not to be considered. DETAILED REQUIREMENTS: Role of the Clerk: The Clerk-of-the-Works serves as the State's on-site representative on a day-to-day basis. The Clerk-ofthe-Works shall be stationed at the work site and may have duties and responsibilities at other project sites as designated by the Project Manager and shall be responsible for assisting the Project Manager by overseeing the General Contractor's work. It is the primary role of the Clerk to observe the progress and quality of work as is reasonable necessary throughout all stages of construction to determine that it is proceeding in accordance with the construction documents. The Clerk provides protection for the State against defects and deficiencies in the Work of the General Contractor as well as any subcontractors working on the Project. Communications by the Clerk-of-the-works shall, in general, be restricted to the Project Manager and General Contractor. It shall be the responsibility of the Project Manager to ensure that the project's Architect is made aware of all substantive communications between the Clerk-of-the-works, the General Contractor, and the Project Manager. The Clerk-of-the-works shall not communicate with Subcontractors or material suppliers except with the prior written consent of the Project Manager and the General Contractor. Definitions: For the purpose of this Request for Proposal (RFP), the following terms shall be defined as: The "contract documents" include the following: (a) Windsor District Court, 82 Railroad Row, White River Junction, VT drawings (b) Windsor District Court, 82 Railroad Row, White River Junction, VT specifications (c) Woodstock County Court, 12 The Green, Woodstock, VT drawings The contract documents include any change orders or amendments to the agreements listed above. "Work": "The Work" comprises the completed construction required by the Contract Documents and includes all labor necessary to produce such construction, and all materials and equipment incorporated or to be incorporated in such construction. Duties and Responsibilities: The Clerk-of-the-works shall: Provide all necessary office equipment and supplies to perform required duties and responsibilities. For example, computer, camera, pager/cell phone, etc. Question Deadline 08/30/2024 at 4:30 PM ET Develop a thorough familiarity with the purpose of the Project to be constructed, with the State's requirements, with the design, and with the Contract Documents. Perform on-site observations of the progress and quality of the Work as may be reasonably necessary to determine, in general, if the Work is being performed in a manner indicating that the Work when completed will be in conformance with the Contract Documents or whether the Work requires special inspection or testing to determine if the Work is being performed in conformance with the Contract Documents. Monitor the General Contractor's construction schedule(s) on an ongoing basis and immediately alert the Project Manager to conditions that may lead to delays in completion of the work. Receive and immediately transmit to the Project Manager any requests from the General Contractor for information. The Clerk-of-the-works may, after consulting with the Project Manager and obtaining his or her prior written consent, provide interpretations of Contract Documents. The Clerk-of-the works may, after consulting with the Project manager and obtaining his or her prior written consent, assist the General Contractor or the General Contractor's superintendent in understanding the intent of the Contract Documents. Meet, verify identification, and accompany any inspectors from local, state, or federal agencies having jurisdiction over the Project. Immediately report the results of such inspections to the Project Manager. Monitor any corrective actions. Document with photographs as necessary. Review field reports from architects and engineers and transmit them to the Project Manager. Monitor any correction actions. Observe materials delivered to the site and used by the subcontractors to ensure that materials used are those specified or approved substitutes, and that materials are in good condition and free from defects. Report problems immediately to the Project Manager and the General Contractor. Document with photographs as necessary. The Clerk-of-the-works is authorized to receive samples which are required to be furnished at the site. The Clerk-of-the-works will record the date the sample was received, from whom it was received, and immediately notify the Project Manager to arrange examination and approval or rejection by the Project Manager. Monitor the proper storage of materials, including any off-site storage. Report problems immediately to Project Manager and General Contractor. Include recommendation to Project Manager if, in the Clerk-of-the-works opinion, any materials should be replaced due to improper storage. Document with photographs as necessary. Attend all project meetings as the State's on-site representative, unless Project Manager directs otherwise, and prepare and submit written report to Project Manager of all meetings attended. Observe all tests required by the Contract Documents. Record and Report to Project Manager on test procedures and test results: verify testing invoices to be paid by the State. Maintain records at the project site in an orderly manner. Records must include correspondence, Contract Documents, Change Orders, Construction Change Directives, reports of site meetings, Shop Drawings, Product Data, and similar submittals, supplementary drawings, color schedules, requests for payment, and names, addresses, telephone numbers, and email addresses (where applicable) of the General Contractor, any subcontractors and principal material suppliers. Utilize Submittal Exchange(R) software system (www.submittalexchange.com), when provided, for record keeping. Paper file system, when applicable, shall be made available for review at the project site and turned over to the project manager at the end of the project. Maintain a daily report, using the BGS-provided template, of all activities at the site, including progress reports, weather conditions, nature and location of Work being performed, written instructions and interpretations given to the General Contractor, subcontractors on-site, and any specific observations. Record any occurrence of Work that might result in a claim for a change in Contract Sum or Contract Time. Maintain a list of all visitors, their titles, and time and purpose of their visit. Daily reports shall be submitted to the project manager within 24-hours of the period covered in the report. Observe the Contractor's record copy of the Drawings, Specifications, Addenda, Change Orders, and other Modifications at intervals appropriate to the stage of construction and notify the Project Manager of any apparent failure by the General Contractor to maintain up-to-date records. Receive and review all requests for payment from Contractor and forward to the Project Manager with recommendations for disposition. If the Project involves an occupied facility, assist in the coordination of access to various parts of the facility by the Contractor, Architect, consultants, and occupants. Carefully coordinate and monitor any occupation of the facility by the occupants prior to final completion of the work. Be especially alert to any conditions which may lead to claims for damages; immediately notify Project Manager of any such conditions. Coordinate and direct the Work of any contractor hired directly by the State to work on the Project. Review the list of items to be completed or corrected which is submitted by the General Contractor with a request for issuance of a Certificate of Substantial Completion. If the list is accurate, forward it to the Project Manager for final disposition; it the list is not accurate, so advise the Project manager and return the list to the General Contractor for correction. Attend inspections conducted by the Architect to determine the date or dates of substantial completion and the date of final completion. Report to the project manager any observations or recommendations resulting from the Architect's inspections. Observe commissioning and make recommendations to Project Manager regarding compliance with the Contract Documents. Assemble and ensure that Project Manager has all documentation required of the Contractor prior to completion of the Work including, but not limited to: technical manuals, operators' manuals, manufacturer's instructions, as-built drawings, and similar documents. Coordinate training of the State's staff on equipment operations and maintenance as required by the Contract Documents. THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP. STATE CONTACT: James Meyers, State Senior Purchasing Agent E-MAIL: BGS.OPCVendorDocs@vermont.gov