Central Services Roof Replacement Project

STATE OF VERMONT CONSTRUCTION INVITATION TO BID ISSUED BY: Department of Buildings & General Services CENTRAL SERVICES ROOF REPLACEMENT PROJECT ISSUE DATE: June 3, 2025 BIDDERS CONFERENCE: There will be a non-mandatory pre-bid meeting at the site on June 19, 2025 at 9:00 AM. Meet at primary public VSARA entrance and bring a photo ID. QUESTIONS DUE: July 10, 2025 – 4:30 PM (EST) RESPONSES DUE BY: July 24, 2025 – 4:30 PM (EST) STATE CONTACT: James Meyers, State Senior Purchasing Agent E-MAIL : contact@example.gov Revision Date: 03/18/2025 Page | 2 CONSTRUCTION INVITATION TO BID DEPARTMENT OF BUILDINGS AND GENERAL SERVICES STATE OF VERMONT Contractors are invited to bid on the Central Services Roof Replacement for Buildings and General Services at 1078 U.S. Route 2 in Middlesex, Vermont. This project consists of, but is not limited to, the following: Full roof tear off and roof replacement of copper standing seam roofs at the Central Services building located at 1078 U.S. Route 2 in Middlesex, VT. The new roof is to be an insulated TPO roof assembly with snow guards and lightning protection. Blueprints, Etc. is the official source of information for documents concerning this Invitation to Bid. Documents may be obtained from Blueprints Etc, 20 Farrell Street, South Burlington VT 05403, by phone at +1 (555) 000-0000, by fax at +1 (555) 000-0000 or email to: contact@example.gov. Project Manuals and Plans are available for preview at: http://www.blueprintsetc.com in the Public Plan Room. Any and all notifications, releases and addendums associated with this project will be posted at http://www.blueprintsetc.com. There is a non-refundable fee for each set of documents purchased. Fee to Include one (1) Hard Copy & one (1) Digital CD-ROM Copy: $TBD 1. Please be advised that all notifications, releases, and addendums associated with this RFP will be posted on-line in the plan room where the original solicitation resides unless otherwise determined that a hard copy is necessary. The state will make no attempt to contact contractors with updated information. It is the responsibility of each contractor to periodically check the posting site for any and all notifications, releases and addendums associated with the RFP. 2. NOTE: On occasion hard copy addendums may be required due to size or type of media/requirements. If applicable and as determined by the Department of Buildings and General Services, for addendums that require hard copy distribution, a copy of such addenda will be mailed or delivered for each set of plans and specifications issued to the bidders, prior to the bid date. However, it is the responsibility of the bidder to be sure they have received all addenda, and bidders are required to state the number of addenda they have received on the proposal. 3. If Bidders choose to pull information from other third-party sites, Bidders do so at their own risk as there is one official source of information for documents as indicated above. SINGLE POINT OF CONTACT: All communications concerning this Invitation to Bid are to be addressed in writing to the State Contact listed for this Invitation to Bid. Actual or attempted contact with any other individual from the State concerning this Invitation to Bid is strictly prohibited and may result in disqualification. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or wishing to comment or take exception to any requirements of the RFP must submit Revision Date: 03/18/2025 Page | 3 specific questions in writing to contact@example.gov no later than 4:30 PM on July 10, 2025. All questions should include Central Services Roof Replacement Project in the subject line. Any comments, questions, or exceptions not raised in writing on or before the last day of the question period are waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted at http://www.blueprintsetc.com. 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. Bidder’s attention is directed to: 1. General Conditions for Construction Contracts. It is the Bidder’s responsibility to thoroughly read and comply with all requirements. 2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State. 2.1. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will help the State’s evaluation process. The State will factor information presented during presentations into the evaluation. Bidders will be responsible for all costs associated with providing the presentation. 3. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a response to this RFP and shall be responsible for all expenses associated with any presentations or demonstrations associated with this request and/or any proposals made. 4. CONFLICTS OF INTEREST: 4.1.Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has interests (for example, customers, partners, contracts) that could undermine, or reasonably be perceived to undermine, its faithful and unbiased performance of a contract with the State that may result from this solicitation. 4.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and unbiased performance of a contract with the State that may result from this solicitation. 4.3.Requirements: The State does not seek to contract with any individual or business entity having a conflict of interest which cannot be mitigated to the State’s satisfaction. To ensure the State’s awareness of actual, potential, or reasonably perceived PCOIs and OCOIs, bidders shall: a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and identify actual, potential, or reasonably perceived Revision Date: 03/18/2025 Page | relative to a contract with the State that may result from this solicitation. b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract with the State that may result from this solicitation. Disclose, also, any actions proposed to mitigate the PCOI or OCOI. 4.4. The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the State’s satisfaction and may discuss the conflict with the bidder if and to the extent the State deems discussion necessary to its determination. The State reserves the right to (a) reject from further consideration any proposal having a PCOI or OCIO that cannot be mitigated to the State’s full satisfaction and (b) terminate a contract upon discovery that a contractor failed to disclose facts pertaining to a PCOI or OCOI in its proposal, or otherwise misrepresented relevant information to the State. 5. Unsolicited Bidder-Confidential Information Prohibited. Bidders are hereby expressly directed not to include any confidential information in their proposal submissions, except as specifically permitted below. By submitting a proposal in response to this RFP, bidders acknowledge and agree to abide by the terms and conditions outlined in this document, including the prohibition on submitting confidential information. This prohibition reduces the burden on the State while preventing bidder-confidential information from entering the public record. 5.1.1.Disclosure under Public Records Act. All information received by the State in response to this solicitation will become part of the contract file and subject to public disclosure in accordance with the State’s Public Records Act, 1 V.S.A. § 315 et seq. The State may also choose to publicly post responses to this solicitation and the resulting agreement(s), following conclusion of this procurement process. 5.1.2.Unsolicited Confidential Materials. This RFP does not solicit bidder confidential information and bidders are expressly prohibited from providing confidential information in response to this RFP. All materials furnished by bidders in response to this RFP, including those marked as confidential by bidders, are subject to disclosure if requested under the Public Records Act, or public posting. 5.1.3.State Not Responsible for Disclosure of Unmarked Bidder-Confidential Information. It is the sole responsibility of the bidder to ensure that, other than where specifically directed or permitted by this RFP and accordingly marked as described below, no information that should not be publicly disclosed is included in their proposal materials, including any 1) trade secrets or intellectual property, 2) proprietary financial or business information, 3) personal information, or 4) any other information that should not be disclosed to the public. For example, bidders should avoid including specific details of their proprietary technologies or methodologies that they consider confidential, and any references to previous client engagements should be presented in a manner that does not disclose the client's confidential information. 6. Funding Source: This project is being funded, in whole or in part, through the Vermont Capital Construction Act funds. Wages for construction employees shall be paid no less than the Vermont Prevailing Wage and Fringe Benefit Rate requirements (reference Instructions Revision Date: 03/18/2025 Page | 5 to Bidders, Prevailing Wage Rate Requirements). A complete list of occupations and associated wage rates are available on the internet at: http://www.vtlmi.info/lmipub.htm 7. NOTICE TO BIDDERS – PROHIBITION OF RUSSIAN GOODS: The Contractor is hereby notified that, pursuant to Vermont Executive Order No. 02-22, dated March 3, 2022, the purchase of Russian-sourced goods and goods produced by Russian entities (defined as institutions or companies that are headquartered in Russia or have their principal place of business in Russia) is prohibited. The awarded Contractor must fill out and sign the Executive Order 02-22 Vendor Certification as part of the Contract awarding process. This certification is required for all subcontracts for work performed solely for the State of Vermont and subcontracts for work performed in the State of Vermont. 8. BID SUBMISSION INSTRUCTIONS: 8.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this RFP. Late bids will not be considered. 8.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a change is made, the State will inform all bidders by posting at the webpage indicated on the front page of this RFP. 8.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any and all bids received by the due date. 8.2. ELECTRONIC BIDS ONLY: 8.2.1. All bids under this RFP must be submitted electronically in accordance with the submission requirements herein. Electronic bids will be accepted via email submission to contact@example.gov. The subject line of the email submission must reference the Project Title as indicated on the front page of this RFP. 8.2.2. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. 8.2.3. There is an attachment size limit of 40 MB. It is the Bidder’s responsibility to compress the PDF file containing its bid if necessary in order to meet this size limitation. It is also the Bidder's responsibility to ensure that their own email system can send and receive messages up to this size. 9. Full Bonding is required for this job. 10. SUBMITTAL EXCHANGE®: Contractor shall obtain a license for the State to utilize Submittal Exchange for the purposes of this project. The State and its representatives will have full control of the use of Submittal Exchange by authorized users of the State. Submittal Exchange®, a web-based collaboration software system, shall be used to provide an on-line database and repository, which shall be used to transmit and track project-related documents. Based on an existing contract between the State and Submittal Exchange, the State anticipates that training and support during this project will be provided by Submittal Exchange at no additional cost to the selected contractor(s). Revision Date: 03/18/2025 Page | 6 11. CONSTRUCTION CONTRACTOR EVALUATION FORM: The Department of Buildings and General Services (BGS) may require contractor evaluations on construction projects over $100,000 or at the discretion of the BGS Director. Evaluations will be used to compile contractor’s performance on BGS projects to provide a history and assessment of the contractor’s performance. 12. It is the Bidder’s responsibility to thoroughly read and comply with all instructions and requirements of this bid solicitation. 13. BID SUBMISSION CHECKLIST: ? Bonding Requirements ? Technical Response ? References ? Price Schedule ? Signed Certificate of Compliance 14. ATTACHMENTS – Refer to the Index Sincerely, Wanda Minoli Commissioner Department of Buildings and General Services