State House Wing Garden Plantings

Revision Date: 03/18/2025 Page | 1 STATE OF VERMONT CONSTRUCTION INVITATION TO BID ISSUED BY: Department of Buildings & General Services State House Wing Garden Plantings ISSUE DATE: April 8, 2025 BIDDERS CONFERENCE: April 18, 2025 There will be a non-mandatory pre-bid meeting at the site on April 18, 2025 – 9:00 AM (EST) Bidders to meet on front lawn at bottom of steps. QUESTIONS DUE: May 2, 2025 – 4:30 PM (EST) RESPONSES DUE BY: May 16, 2025 – 4:30 PM (EST) STATE CONTACT: James Meyers, State Senior Purchasing Agent E-MAIL : contact@example.gov I N D E X INVITATION TO BIDDERS INSTRUCTIONS TO BIDDERS CERTIFICATE OF COMPLIANCE BID PROPOSAL MINORITY/WOMEN BUSINESS ENTERPRISES (M/WBE) CONTACT REPORTING FORM SAMPLE CONTRACT INCLUDING ATTACHMENTS A&B ATTACHMENT C: STANDARD STATE PROVISIONS FOR CONTRACTS AND GRANTS CONSTRUCTION SITE WASTE REDUCTION PLAN SAMPLE CHANGE ORDER MINORITY/WOMEN BUSINESS ENTERPRISES (M/WBE) CONSTRUCTION CONTRACT REPORT CONSTRUCTION EMPLOYMENT REPORT EO – 02-22 – VENDOR CERTIFICATION FORM GENERAL CONDITIONS DRAWINGS: G-001 - COVER SHEET L-101 - EXISTING CONDITIONS L-102 - SITE PREP AND DEMOLITION L-103 - PROPOSED CONDITION PLAN L-104 - LAYOUT PLAN L-105 - PLANTING PLAN L-106 - SITE DETAILS 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 State House Wing Garden Plantings Project for Buildings and General Services at 115 State Street in Montpelier, Vermont. This project consists of, but is not limited to, the installation of new ornamental perennial gardens, site elements, and routine horticultural maintenance at 115 State Street. 1. Contractor shall review the attached construction document set in its entirety and install the project as described in both the plans, details, specifications, and notes therein. 2. Contractor shall demolish and prepare the site in the manner described on the Site Prep and Demolition Plan – Sheet L-102. 2.1. Contractor shall review notes and specifications on this sheet and abide by any directive therein for field verifications and project coordination with the BGS Landscape Architect. 2.2. Damage done to items not specifically outlined for demolition or alteration in the plan set shall be returned to their preconstruction condition at no additional cost to the owner. 3. Contractor shall furnish all items necessary to install the project as described on the Proposed Conditions Plan – Sheet L-103. 4. Contractor shall review the Layout Plans – Sheet L-104 – and provide labor and materials and methodologies to achieve the desired results. 4.1. Gardens shall be laid out in a symmetrical and equal way. 4.2. Garden bed layouts shall be approved by the BGS Landscape Architect and Owner prior to installation. 4.3. Granite block seating shall be installed as symmetrically and equally as possible, and granite block locations shall be staked for approval of the BGS Landscape Architect and Owner prior to installation. 4.4. Contractor shall provide any necessary technology, instruments, or methodologies required to lay out garden beds and benches.. 5. Contractor shall furnish and install all plant material specified on the Planting Plan – sheet L-105. 5.1. Upon award the contract shall coordinate as soon as possible with a nursery supplier to determine what, if any, substitutions or changes need to be made in the planting schedule. 5.2. Changes and substitutions shall be submitted in writing to the BGS Landscape Architect for review and written approval. 5.3. Contractor shall make every effort to supply plants from nurseries located within New England with plant material from New England. 5.4. Contractor shall supply material data to the BGS Landscape Architect to show conformance with material specifications outlined on this sheet, planting details, and other notes as necessary or requested. 5.5. BGS Landscape Architect reserves the right to refuse any plant materials that arrive on site that do not meet the quality and standards as outlined in the notes and specifications of the attached plan set. Rejected plant material will be replaced by the contractor at no additional cost to the owner. Revision Date: 03/18/2025 Page | 3 5.6. Contractor shall not plant damaged or diseased or infested plants, those plants shall be rejected and replaced at no additional cost. 5.7. Contractor shall not prune any plant prior to planting without written approval from the landscape architect. 5.8. Contractor shall provide a 12 month warranty on all plant material and replace any plant material that fails to establish, dies within that 12 month period, fails to flourish or flower, or otherwise shows poor health and establishment at no additional cost to the owner. 6. Contractor shall review and provide materials and labor as described in the Site Details – L-106. 6.1. Contractor shall furnish material data and information as necessary to certify that materials ordered to the jobsite match the specifications contained in the notes and drawings. This includes, but is not limited to manufacturer’s and product labels, supplier product information or mix design, concrete mix ID or other identifying information, plant labels, etc. 6.2. Contractor shall use native soils as a part of the Landscape Backfill material as directed by the VTrans specification cited and shall lawfully dispose of or otherwise remove any unused soils from the site as necessary. Contractor shall provide any testing or other soils evaluation as required to lawfully dispose of any soils. 7. Contractor shall provide materials and labor to install the Granite Seat Blocks. 7.1. Granite seat blocks and materials shall conform to any material requirements or specifications outlined on L-106. 7.2. Contractor shall advise the owner of any issues in material selections and make any necessary substitutions or alterations in specifications at the time of award. 7.3. Contractor shall furnish all necessary product information, manufacturer’s labels, and material samples as required by the attached drawing set. 8. Contractor shall warranty all plant materials. 8.1. Warranty trees and shrubs, for a period of one year after date of substantial completion, against defects including death and unsatisfactory growth, except for defects resulting from neglect, abuse or damage by others. 8.2. Remove and replace trees, shrubs, or other plants found by the Architect to be dead or in unhealthy condition during warranty period. Make replacements during growth season following end of warranty period. Replace trees and shrubs which are in doubtful condition at end of warranty period; unless, in the opinion of the Landscape Architect, it is advisable to extend warranty period for a full growing season. 8.3. Another warranty inspection will be conducted at end of the one-year extended warranty period, if any, to determine acceptance or rejection. Only one replacement (per tree, shrub or plant) will be required at end of warranty period, except for losses or replacements due to failure to comply with specified requirements. 8.4. Winter use of road salt by the Owner will not void the guarantee/warranty. 9. Contractor shall provide costs separated out into the categories as outlined in attachment B in this document. 10. Contractor shall dispose of all wastes generated by the project in a legal manner according to all applicable local, state, and federal laws. Plant material and other organic materials shall be composted. Revision Date: 03/18/2025 Page | 4 11. Contractor shall return any areas disturbed by site operations outside the limit of work to their preconstruction condition at no additional cost to the owner. Contractor shall not disturb, undermine, damage, remove, or otherwise alter any site element (hardscape, landscape or other) not explicitly labeled for alteration in the attached plan set. Contractor shall return, refurbish, or replace any site element damaged by contractor operations at no additional cost to the owner. 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 specific questions in writing to contact@example.gov no later than 4:30 PM on May 2, 2025. All questions should include State House Wing Garden Plantings 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. Revision Date: 03/18/2025 Page | 5 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 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. Revision Date: 03/18/2025 Page | 6 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 Major Maintenance. 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. BIDDER QUALIFICATION PROCESS DOCUMENT: The Department of Buildings and General Services is requiring that all contractors meet certain minimum qualifications to be eligible to bid on this project. 9. BID SUBMISSION INSTRUCTIONS: 9.1. 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. Revision Date: 03/18/2025 Page | 7 9.1.1. 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. 9.1.2. 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. 9.2. ELECTRONIC BIDS ONLY: 9.2.1. 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. 9.2.2. 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. 9.2.3. 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. 10. Bonding is NOT required for this job. 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: ? Technical Response ? Bid Proposal Form ? Signed Certificate of Compliance 14. ATTACHMENTS – Refer to the Index Sincerely, Wanda Minoli Commissioner Department of Buildings and General Services