Renovation of an educational facility in Willcox, Arizona. Completed plans call for the renovation of a educational facility.

DEADLINE FOR QUESTIONS: September 17, 2024 Summary Willcox Unified School District #13 is in Cochise County County serving our K-12 Community. This Project, Weatherization at Willcox Middle School, will be funded by the Division of School Facilities. Background Bring your subcontractors with you to this prebid. This will be the only opportunity to visit the site on an occupied campus. 1. Introduction In accordance with School District Procurement Rules in the Arizona Administrative Code (A.A.C.) promulgated by the State Board of Education pursuant to A. R. S. 15-213, bids for the material or services specified will be received by the Willcox Unified School District #13 electronically through OpenGov. Bids received by the correct time and date shall be opened and the vendor's who submitted shall be publicly read. After the bids submitted in response to an invitation for bids are opened and the award is made the governing board shall make available for public inspection all information, all bids and all findings and other information considered in determining whose bid conforms to the invitation for bids and will be the most advantageous with respect to price, conformity to the specifications and other factors to be selected for the award. 1.1. Summary Willcox Unified School District #13 is in Cochise County County serving our K-12 Community. This Project, Weatherization at Willcox Middle School, will be funded by the Division of School Facilities. 1.2. Background Bring your subcontractors with you to this prebid. This will be the only opportunity to visit the site on an occupied campus. 1.3. Contact Information Project Contact: Kevin Davis Superintendent 480 N. Bisbee Ave Willcox, AZ 85643 Email: kevin.davis@wusd13.org Phone: (520) 384-8600 Procurement Contact: Kevin Davis Superintendent 480 N. Bisbee Ave Willcox, AZ 85643 Email: kevin.davis@wusd13.org Phone: (520) 384-8600 Department: Willcox Unified School District, #13 Department Head: Kevin Davis Superintendent 1.4. Timeline Please note the Bid Submission Deadline time. Bids will not be accepted after this programmed time. For example: If the Bid Submission Deadline time is 10:00am the deadline is a hard cut-off. The system will not allow you to click "Submit" at 10:00:00:00:00 (and so on). A submission at 10:00:01 is late and will not be accepted. Also note the submission time is Local Arizona time. We do not observe Daylight Savings time. All questions are to be upload to within the OpenGov software at OpenGov. Questions shall be submitted in the Questions and Answers Tab on OpenGov no later than Tuesday, September 17, 2024, 12:00 pm. Questionnaire A completed Questionnaire is required and provides pertinent details about the bid. Details sought in the Questionnaire are a significant portion of how your offer will be evaluated. 5.6. Brand Name or Equal Per A.A.C. R7-2-1042(A.2.b) any manufacturer's names, trade names, brand name or catalog designations used in the specifications are for the purpose of describing and establishing the general quality level, design and performance desired. Such references are not intended to limit or restrict responses by other offerors but are intended to approximate the quality design or performance which is desired. Any offer which proposes like quality, design or performance will be considered. If the description of your Offer differs in any way, you must give complete detailed description of your Offer including pictures and literature where applicable. 6.2. License A contract may only be awarded to the lowest responsive and responsible bidder that holds the type of license requested by the District and/or required in the scope of work. 6.3. Contract Term The term of the Contract shall be from the effective date of the Contract Award until the project is completed. 6.4. Contract Award A contract under this bid will be awarded to a single vendor. The award will be limited to the least number of offerors that the District determines is necessary to meet the needs of the District. An award will be made to the lowest responsive and responsible bidder that conforms in all material respects to the requirements outlined in the Invitation for Bid. The District reserves the right to award the base bid and any combination of alternates, if any, that is deemed most advantageous to the District in determining the lowest responsible and responsive bidder. If a Bidder is awarded a contract and is unable to meet its contractual obligations, Willcox Unified School District #13 may cancel the Contract and award to the next lowest ranked Bidder if the determination occurs within a reasonable time period after original Contract Award. 6.5. Examination of Contract Documents and Project Site Before submitting a Bid, Bidders shall carefully examine all of the Contract Documents and visit the Project site and fully inform themselves as to all existing conditions and limitations. Bidders shall include in their Bid a sum to cover the cost of all items included in the Contract. The Bidder, if awarded the Contract, shall not be allowed any extra compensation by reason of any matter or thing, concerning which such Bidder might have fully informed themselves prior to the bidding. All quantities for bid submittal purposes are to be field verified by qualifying vendor prior to submitting bid submittal. The Offeror is cautioned that it is the Offerors sole responsibility to submit information related to the evaluation categories and that Willcox Unified School District #13 of Arizona is under no obligation to solicit such information if it is not included with the offerors bid. Failure by the offeror to submit such information may cause an adverse impact on the evaluation of the offerors bid. If there is a conflict between the specifications manual and drawings, the specs supersede drawings and/or if there are discrepancies the more restrictive requirement is required. 6.6. Base Bid and Alternates The Base Bid shall include all work as set forth in the solicitation and Amendments, in the Specifications, and in all Contract Documents, plus the specified Cash Allowances, if any. Alternates are completely described in the Specifications. Alternate only. Alternates will be awarded as budget allows. 6.7. Bonding All bonds shall be provided to Willcox Unified School District #13 and must be from Surety Companies licensed in the State of Arizona, with a General Power of Attorney and rated "A+" in Best's Guide. Bid Bond: An irrevocable bid security payable to Willcox Unified School District #13 in the amount of 10.00% of the total bid project cost is required. This security should be in the form of a bid bond, certified check, and must be scanned into the Vendor Questionnaire the District by the due time and date cited for this solicitation. The original must be in the District's possession within 48 hours of the opening of the bids. Performance Bond: The contractor shall be required to furnish an irrevocable security in the amount of 100.00% of the total contract price payable to Willcox Unified School District #13, binding the contractor to provide faithful performance of the contract. This security must be in the possession of the District within 48 hours after receipt of purchase order or other notice of award. The cost of this bond is itemized on the bid submittal form. Performance security shall be in the form of a performance bond, certified check or cashier's check. This security must be in the possession of the District within 48 hours after receipt of purchase order or other notice of award. If the contractor fails to execute the security document, as required, the contractor may be found in default and the contract terminated by the District. In case of default, the District reserves all rights to recover as provided by law. All performance bonds must be executed on forms substantially equivalent to the form included with this solicitation. This security must be in the possession of the District within 48 hours after receipt of purchase order or other notice of award. Payment Bond: The Contractor shall be required to furnish non-revocable security for the protection of all persons supplying labor and material to the contractor or any subcontractor for the performance of any work related to the contract. Payment security shall be in the amount of 100.00% of the total contract price and be payable to Willcox Unified School District #13. The cost of this bond is included in your base bid. Payment security shall be in the form of a payment bond, certified check or cashier's check. All payment bonds must be executed on forms substantially equivalent to the payment bond forms on file at the District and incorporated by this reference. This security must be in the possession of the District within 48 hours after receipt of purchase order or other notice of award. 6.8. Subcontractors A completed Subcontractor form, #Attachments shall be included and submitted electronically within the Vendor Questionnaire section. You should list only one name for each branch/type of the work. This form should be included even if your firm is self-performing 100% of the work and not utilizing any Subcontractor(s). It is the contractor's responsibility to know if their license classification is valid to perform the Scope of Work, as presented. Contractors listed on the Subcontractor form are only valid if the firm possesses a license for the specified type of work. The Subcontractor list may not be changed from as submitted without the Owner's written approval. It is the responsibility of the bidder to ascertain that all subcontractors are properly insured prior to submitting their bid and reverified before commencing work on Willcox Unified School District #13's property. If a subcontractor fails to fulfill the responsibilities as set forth by the general contractor after award, the general contractor will then be allowed up to, and including, five (5) calendar days to replace the vacancy resulting from the nonresponsive subcontractor. This vacancy is to be filled by another subcontractor who is properly insured and licensed and bonded by the State of Arizona Registrar of Contractors. It is the responsibility of the general contractor to advise the District that a subcontractor has been replaced by another qualifying subcontractor. The contract sum shall not be increased by the difference in cost occasioned by such substitution. If the Contractor refuses to provide an acceptable substitution at the same contract sum, this bid shall be rejected and the next lowest bidder will be considered, the previous low bidder being in default on his bid and no longer eligible for consideration. The rejected bidder's Bid Bond shall, at the District's discretion be subject to forfeiture. If the project involves coatings on roofs then the Certification of the Roofer must be scanned and uploaded with the Vendor Questionnaire . 6.9. Brand Name Only Specification This Solicitation may describe one or more desired items by brand name specification. District has determined that only the identified brand name item(s) will satisfy District's needs. The offer of an equivalent item will be deemed not responsive to the Solicitation. 6.10. Request for Substitution Identification of material or equipment by manufacturer's name or trade name is not meant to give preference to any manufacturer, but merely to establish a standard. Given the time urgency for this project, Bidders shall submit written requests to obtain approval to use unspecified products no later than Tuesday, September 17, 2024 by 12:00 pm. Requests received after this time will not be considered. Requests shall clearly describe the product for which approval is asked, including data necessary to demonstrate acceptability. The Owner shall consider and either approve or reject all proposals submitted and shall comply with the following requirements: If the Owner has approved any alternative product offerings, the Bidding Documents shall be modified to include the alternative products in an amendment issued to Bidders at least seven (7) days prior to the Bid date. If the Owner rejects an alternative product proposal, notice of the rejection shall be given to the Bidder prior to the deadline for receiving bids. Notice shall include a brief explanation for rejection of the product. The Bidder's request for approval of any substitution shall use the form found in the attachments and include the following: Complete data substantiating compliance of the proposed substitution with the Contract Documents. Product identification, including manufacturer's name, address and phone number. Manufacturer's literature showing complete product description, performance and test data and all reference standards. Samples and colors in the case of articles or products. Name and address of similar projects on which the product was used and date of installation. For construction methods, include a detailed description for proposed methods. Itemized comparison of proposed substitutions with product or method specified. Accurate cost data, meaning is less expensive, equally priced, or more expensive, on proposed substitution in comparison with product or method specified. Warranty information. Substitution requests shall be made on the "Substitution Request Form" included in this bid package as an attachment. #Attachments 6.11. Substitution Approval or Denial The decision of the Owner regarding the approval of items for which substitution is requested will be final. In the event of an approved substitution, if such substitution is later determined by the Owner to be unacceptable for any reason, including the necessity to perform extended redesign or rework of the project in order to accommodate the substitution, or if it becomes apparent to the Owner that the substituted item will not perform or function as well as the specified item, the Bidder will be required to furnish the original specified item or request approval to use another substitution. The Bidder will pay all costs, expenses or damages associated with or related to the unacceptability of a substitution and the resultant utilization of any item. The Bidder further understands and agrees that a time extension will not be granted due to delays associated with or related to the unacceptability of a substitution. If a substitution is approved, no subsequent change in brand or make will be permitted unless satisfactory written evidence is presented to the Owner that the manufacturer cannot make scheduled delivery of the approved substitute item. Substitutions will not be considered for approval by the Owner prior to or after the award of the Contract if: The proposed substitution is indicated or implied on shop drawings or product data submittals and has not been formally submitted for approval by the Bidder in accordance with the above stated requirements. Acceptance of the proposed substitution will require substantial design revisions to the Contract Documents or is otherwise not acceptable to the Owner. 6.12. References A minimum of three (3) references for the firm shall be included for projects of similar scope in Arizona including the following details: Owner, Contact Person, Cell Phone Number, Email Address, Value, Project Title, Date of Project and if a KB-1 or KB-2 is required how many subcontractors were used on each of your reference projects. It is expected that your references match the project you are bidding on; meaning within 10% of your bid number, 10% of the number of subcontractors you have chosen for this project and that the trades needed are similar. 6.13. Questionnaire A completed Questionnaire is required and provides pertinent details about the Bidder. Details sought in the Questionnaire are to detail the information about your firm. #Vendor Questionnaire 6.14. Offer Submission, Due Date and Time It is the vendor's responsibility to ensure that the bid package is uploaded on or before the due date by the time required at website. Plan accordingly. 6.15. Evaluation Opening: Sealed bids received by the correct time and date shall be opened and each vendor's pricing shall be publicly read. All other information contained in the Offer shall remain confidential until award is made. Evaluation Criteria: Bids may not be considered responsive and/or acceptable if they do not contain information sufficient to perform the necessary vetting of information requested in the IFB. Necessary components include an indication of the Bidder's intent to be bound, bid pricing submittal, acknowledgement of amendment(s), appropriate bonds, warranty information, detailed subcontractor's listing, company profile and any pertinent reference data as required. As stated in the Uniform Instructions, Exceptions to the Terms and Conditions may impact a Bidder's susceptibility for award. Once the bid package is determined responsive and the bidder is determined to be responsible, price is the most important factor. A tally sheet will be created with the pricing and costs requested in the IFB. Clarification of Bid Submittals: Clarification means communication with Offeror for the sole purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the Bid. It is achieved by explanation or substantiation, either in response to an inquiry from the District or as initiated by Offeror. Clarification does not give Offeror an opportunity to revise or modify its Offer, except to the extent that correction of apparent clerical mistakes results in a revision. Responsibility, Responsiveness and Acceptability: In accordance with R7-2-1076, R7-2-1161, R7-2-1168, R7-2-1171, and R7-2-1003(B), R7-2-1031 or R7-2-1046, the District shall consider the following in determining Offerors' responsibility as the responsiveness of bids submitted in response to the solicitation. Determinations of non-responsibility and/or non-responsiveness shall be made in writing and shall set forth the bases for the determination. Bids determined to be non-responsive and/or non-responsible shall prevent the bid from evaluation and the Offeror shall be notified accordingly. Mandatory Responsiveness Requirements A Signed Offer Form is included in the Vendor Questionnaire ; A Bid Bond is included in the Vendor Questionnaire ; Bidder and subcontractors all possess a valid license to perform the Scope of Work identified; Bidder does not have any unresolved issues at the Arizona Registrar of Contractors; Warranty requirements, and References demonstrating experience with similar projects of size and scope in Arizona are provided. See Vendor Questionnaire for details. Debarment, Suspension or Contract Termination: Offerors may not be considered responsible if they have been debarred from the practice of their profession that would otherwise be necessary in the provision of goods and services under any resulting contract. Offerors may not be considered responsible if they have had a contract with the District, within the last three-years, that was terminated for cause, due to breach or similar failure to comply with the terms of any such contract. Offerors may also not be considered responsible if there is factual evidence of their frequent and reoccurring failure to satisfy the terms of their agreements and contractual relationships, both with the District or other government entities. Factual evidence shall consist of any documented vendor performance reports, customer complaints and/or negative references. Electronic Bid Submittal Package: Bids will not be considered responsive if they are not submitted in the requested electronic format; if they include significant exceptions to any requirements, terms or conditions that render the bid unacceptable; or do not contain sufficient contents with which to evaluate the bid, e.g., bonds, product information, key personnel, references, pricing and/or other requested information. Failure to submit all requested information may result in rejection of the bid. Additional Responsibility Factors: The proposed contractor's stability, material, personnel and other resources, including their subcontractors; The proposed contractor's record of performance and integrity; Whether the proposed contractor is qualified legally to contract with the public entity; Whether the proposed contractor supplied all necessary information concerning its responsibility; Complaints on file with the Registrar of Contractors; Prior litigation history; and References provided and others that the District reaches out to. 6.16. Cost of Materials During these times of supply chain issues and resource volatility; you are asked to have: Documentation of the cost of materials, Dated within 24 hours of your bid submittal, From the Manufacturer or wholesaler.