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Home My WebLink AboutAward Proposal - City-Wide Overhead Door Services - Industrial Door of Northern Indiana1316 COUNTY -CITY BUILDING Icy� PHONE 574/ 235-9251 227 W. JEFFERSON BOULEVARD Srii w �� , r � � FAx 574/ 235-9171 SOUTH BEND. INDIANA 46601-1 930 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 19, 2019 Mr. Rick Hunter Industrial Door of Northern Indiana 3839 South Main St. South Bend, IN 46614 RE: Proposal Award — City -Wide Overhead Door Services Dear Mr. Hunter: The Board of Public Works at its meeting held on December 19, 2019, awarded the above referenced proposal to you, based on the recommendation of the review committee as the highest scoring proposal, and authorized the review team to negotiate a contract with your company. If contract terms are not reached, the award will go to the next highest scoring vendor. A representative from Central Services will be in contact with you regarding this award, If you have any further questions regarding this matter, please call this office at (574) 235-9251. Sincerely, Linda M. Martin, Clerk GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THERESE J. DORAU IN Ll I'll To: Linda Martin — Clerk, Board of Public Works From: Adam Parsons — Director of Facilities Management Date: 12/9/2019 Subject: RFP Award — City -Wide Overhead Door Services Contract On November 26, 2019, the Board of Public Works opened and read proposals for the above project. All proposals were found to be correct. The proposals were reviewed and scored based on the criteria detailed in the request for proposal. The proposals were scored as follows: City of South Bend Central Services Industrial Door Category Points Score Available Ability to address City of South 25 24 Bend overhead door needs Cost 25 25 Experience and Expertise 15 13 Ability to respond to emergencies 10 10 Adherence to specifications 10 10 References .................. 10 10 MBE/WBE status 5 0 Total 100 92 We recommend award of proposal for the City -Wide Overhead Door Service Contract to the highest scoring responsive proposal, Industrial Door of Northern Indiana. APB 'i"Wril of Pt i Funding will be made available via individual departmental maintenance funds. Plumbing Proposal Evaluation Committee: ,' • Sarah Hull — Financial Specialist III; Venues, Parks, and Arts " • Phil Marek —Superintendent III; Central Services • Ken Smith — Director of Wastewater Maintenance; Utilities • Adam Parsons — Director of Facilities Management; Central Services -� When the prospective Contractor is unable to certify to any of the statements below, it shall attach an explanation to this Affidavit. CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT, CERTIFICATION REGARDING INVESTMENT WITH IRAN, EMPLOYMENT ELIGIBILITY VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE OF UNITED STATES STEEL PRODUCTS OR FOUNDRY PRODUCTS (Must be completed for all quotes and bids. Please type or print) STATE OF VT(6nC- ) ) SS: COUNTY ) The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury that: 1. Contractor has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. Contractor further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale; and 2. Contractor certifies by submission of this proposal that neither contractor nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency; and 3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in investment activities in Iran. a. For purposes of this Certification, "Iran" means the government of Iran and any agency or instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16.5-5, as amended from time -to -time. b. As provided by Ind. Code § 5-22-16.5-8, as amended from time -to -time, a Contractor is engaged in investment activities in Iran if either: i. Contractor, its successor or its affiliate, provides goods or services of twenty million dollars ($20,000,000) or more in value in the energy sector of Iran; or ii. Contractor, its successor or its affiliate, is a financial institution that extends twenty million dollars ($20,000,000) or more in credit to another person for forty-five (45) days or more, if that person will (i) use the credit to provides goods and services in Non -Collusion Non -Debarment Affidavit Non [ran Form the energy sector in Iran; and (ii) at the time the financial institution extends credit, is a person identified on list published by the Indiana Department of Administration. 4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the Contractor subsequently learns is an unauthorized alien. Contractor agrees that he/she/it shall enroll in and verify the work eligibility status of all of Contractor's newly hired employees through the E-Verify Program as defined by I.C. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify Program is included and attached as part of this bid/quote; and 5. Contractor shall require his/her/its subcontractors performing work under this public contract to certify that the subcontractors do not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the subcontractor subsequently learns is an unauthorized alien, and that the subcontractor has enrolled in and is participating in the E-Verify Program. The Contractor agrees to maintain this certification throughout the term of the contract with the City of South Bend, and understands that the City may terminate the contract for default if the Contractor fails to cure a breach of this provision no later than thirty (30) days after being notified by the City. 6. Persons, partnerships, corporations, associations, or joint venturers awarded a contract by the City of South Bend through its agencies, boards, or commissions shall not discriminate against any employee or applicant for employment in the performance of a City contract with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of race, sex, religion, color, national origin, ancestry, age, gender expression, gender identity, sexual orientation or disability that does not affect that person's ability to perform the work. In awarding contracts for the purchase of work, labor, services, supplies, equipment, materials, or any combination of the foregoing including, but not limited to, public works contracts awarded under public bidding laws or other contracts in which public bids are not required by law, the City, its agencies, boards, or commissions may consider the Contractor's good faith efforts to obtain participation by those Contractors certified by the State of Indiana as a Minority Business ("MBE") or as a Women's Business Enterprise ("WBE") as a factor in determining the lowest, responsible, responsive bidder. In no event shall persons or entities seeking the award of a City contract be required to award a subcontract to an MBE/WBE; however, it may not unlawfully discriminate against said WBE/MBE. A finding of a discriminatory practice by the City's MBE/WBE Utilization Board shall prohibit that person or entity from being awarded a City contract for a period of one (1) year from the date of such determination, and such determination may also be grounds for terminating the contact for which the discriminatory practice or noncompliance pertains. 7. The undersigned contractor agrees that the following nondiscrimination commitment shall be made a part of any contract which it may henceforth enter into with the City of South Bend, Indiana or any of its agencies, boards or commissions. Non -Collusion Non -Debarment Affidavit Non Iran Form Contractor agrees not to discriminate against or intimidate any employee or applicant for employment in the performance of this contract with privileges of employment, or any matter directly or indirectly related to employment, -because of race, religion, color, sex, gender expression, gender identity, sexual orientation, handicap, national origin or ancestry. Breach of this provision may be regarded as material breach of contract. I, the undersigned bidder or agent as contractor on a public works project, understand my statutory obligations to the use of steel products or foundry products made in the United States (I.C. 5-16-8-1). I hereby certify that I and all subcontractors employed by me for this project will use steel products or foundry products made in the United States on this project if awarded. I understand I have an affirmative duty to notify the City in my bid that my proposal does not include the use of steel products or foundry products made in the United States. I understand it is my sole obligation and responsibility to provide a justification to the City, subject to review and approval, why the cost of United States made steel or foundry products is unreasonable. Prior to award and upon submission of bid which does not use steel products or foundry products made in the United States, the City, through its director of public works, shall make a determination if the price of United States made steel or foundry is unreasonable. I understand that violations hereunder may result in forfeiture of contractual payments. I hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid for public works are true and correct. Dated this day of &�O_/� Subscribed and sworn to before me this My Commission Expires l County of Residence Non -Collusion Non -Debarment Affidavit Non Iran Forth Contract Iiddca (burn Signature of Contractor/Bidder or Its Agent Printed Name and Title day , 20 L1 Notary Public �6_r� .r z nd stria oor 3839 South Main Street, South Bend, IN 46614 Of Northern Indiana Phone:888-653-3667 Fax: 574-289-4587 Contact Person: Rick Hunter 574-532-7266 rhunter indtistrialdoon i.com Secondary Contact: Corey Miller 574-360-9593 cmiller@indtistrialdoot-jii.com o South Main Street, Industrial Door South Bend, IN 46614 of Northern Indiana Phone:888-653-3667 Fax:574-289-4587 Company Background *Established in 2001 *Grew from 1 truck and 3 employees in 2001 to 15 trucks and 28 employees today *Strive for quality workmanship and timely service. *Annual sales of over $4,000,000.00 *Ability to provide adequate liability insurance and bonding through our local insurance agent. J IndustrialDoor �° �� of Northern Indiana 3839 South Main Street, South Bend, IN 46614 Phone:888-653-3667 Fax:574-289-4587 Company Experience Service Technicians: Bob Kelly: Service and Installation specialist (15 years) Brandon Reiss: Service and Installation specialist (4 years) Tennis Reiss: Service and Installation specialist (10 years) Greg Robb: Service and Installation specialist (9 years) Tim McCreery: Service and Installation specialist (6 years) Jack Dixon: Service and Installation specialist (12 years) Kevin Kalmorgan: Service and Installation specialist (5 years) Jim Cieselski: Service and Installation specialist (5 years) Chris Cattin: Service and Installation specialist (2 years) Chris Jones: Service and Installation specialist (1 year) Jack McCreery: Service and Installation specialist (2 years) Noah Devine: Service and Installation specialist (3 years) Nick Smith: Service and Installation specialist (1 year) Jason Hardel: Service and Installation specialist (1 year) Company History Customer base: Over 5,000 commercial and residential customers. Fleet: 11 Service trucks and 4 sales vehicles. Radio dispatched and equipped with GPS tracking. Business Location: 3839 S. Main Street South Bend, In. Suppliers: C.H.I Overhead Doors Clopay Garage Doors Raynor Garage Doors Cornell Iron Works Liftmaster Electric Operators Albany High Speed Doors McGuire Loading Dock Equipment Steel Warehouse 2722 W. Tucker Dr. South Bend, IN 46624 Merly Mears 574-850-5286 iiierlytn@StcgelWaret'ioLise net City of South Bend 1045 Sample St. South Bend, In. $6619 Phil Marek 574-309-4979 n arek @southbendinagy South Bend Regional Airport 4477 Progress Drive South Bend, In. 46628 Cliff Jenkins (574) 282-4590 ext.307 ieun in es n,air.com Other major customers AM General University of Notre Dame Meijer Stores Majority Builders Ancon Construction Ace Builders Cadet Construction Newmar Corporation United Parcel Service Federal Express Thor Corporation Forest River Keystone RV owr Industrial Door, of NorthernIndiana 3839 South Main Street, South Bend, IN 46614 Phone:888-653-3667 Fax:574-289-4587 Experience and ability to meet specifications Very familiar with all City of SB properties and doors. Currently under contract to service overhead doors. We are the only door company located in the city limits of South Bend and that enables us to have quick response time. Any service calls will be addressed within 2 hours maximum. All of our service technicians take their trucks home and are on call 24/7 We stock a large inventory of replacement parts to expedite repairs. Safety: All of our technicians have weekly safety meetings and wear personal protective equipment such as hardhats, safety glasses, reflective vests, fall protection and hearing protection. Scissor Lifts: We provide a scissor lift for our staff to work safely on your overhead doors at no cost to the customer. Safety is our main concern. industrial Door 3839 South Main Street, South Bend, IN 46614 of Northern Indiana Phone:888-653-3667 Fax:574-289-4587 Service Cost Information Non Emergency Service Rate: 1 .00 per lour Emergency Service .ate: $165.0�O per hour (after hours 5:00 pm-6:0Oam, weekends or holidays) I&K 44L&Q TAP- , /� _)/ 67 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: 12/9/2019 Naive: Adam Parsons BPW Date: 12/19/2019 Central Services Phone Extension: 9302 .....mm....... .w _.�.�.......... required Prior to Submittal to Board W Attorney X Attorney Name Dept. Attorney Z Attorney Name Clara McDaniels Purchasing ® Michael S"chn'tidt Check the Annropriatc Item "I ydn - Required for All Submissions Professional Service s Agreement F-] Contract [] Open Market Contract ❑ Amendment/Addendum ❑ Bid Opening ❑ Bid Award ❑ Quote Opening ❑ Quote Award ❑ Proposal Opening ❑ C/O & PCA No. Chg. Order, No. ❑ Traffic Control Other: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Information Proposal 0 Special Purchase, QPA ❑ Req. to Advertise ❑ Reject Bids/Quotes ❑ PCA Resolution ❑ Ease./Encroach ❑ Title Sheer Industrial Door of Northern Indiana ❑ Yes❑ If Yes, Approved by Purchasing ® No MBE ❑ WBE Completed E-Verify Form Attached Nees City Wide Overhead Door Services Various departmental mmaintenance ...funds _...._................... TBD ._...� ......._.•......_.......•••....................... _.................... .�...... .w 2-year initial contract; 2-year option with 5% hourlv rate increase To standardize and streamline the repair and installation of overhead doors throughout the City. For Clan Amount of �~~—- Increase `$ Decrease $ Previous Amount $ Increase Current Percent of Change: Decrease New Amount $ _ _ .....Increase .......... Total Percent of Change: Decrease Time Extension Amount: New Completion Date: Orders Onl (.... 0 %1 '5 t(1 I BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 10/14/2019 Department Central Services Name Adam Parsons Division/Bureau _,.�.. ��,........�.�.�.�.�.�.�........�....... .�........ ..............�.�.._.--....�......�. ....�. BPW Date 10/22/2019 Phone Extension 9302 '.. �� i��iM�i��lllfl�llmmmllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll'�JNNivYJvll/FNl,:SkM�dl6fiktl "' i h.3:++..F.�t9¢�PIl3�M�d(dWw'OIUPW'�191�Y�'�I'M'i81WVIVMOWWIW'WYd'��II�WIIW�IWWI�!"NIIIBNIfu2WHMid4.�P�.:d — NM'NpRdI�kIJRdIP✓��IM�18��.M.�UIIIVWdW'IYFi Required Prior to Submittal to Board Legal . _... _w..._ _..._..._... _ . .A.... �_ ® Attorney Name: Clara McDaniels Controller ® Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing El Check he l❑ Agreement Amendment Professional Services Bid Opening ❑ Quote Opening ❑ Change Order No. Ease/Encroach. Other: 1�pate Item T e — Required for All Submissions ContractyP.........�m..._�❑m,...Proposa.l................_��__ (❑ Resolution ❑ Bid Award ® Req. to Advertise ❑ Quote Award ❑ C/O & PCA No. ❑ PCA ❑ Traffic Control: Addendum ❑ Title Sheet Company or Vendor Name TBD ❑ Yes ❑ No ❑ If Yes, Approved by New Vendor Purchasio_.................................................. _w................................................m .....m._ ..... MBE/WBE Contractor ❑ MBE ❑ WBE MBE/WBE Contractor Requested ❑ _mm..... ............................... . .......... ......... No ❑ Yes Name of Company Project Name City -Wide Overhead Door Contract Project Number _dgets Funding Source Department Building Maintenance _ nce Buudgets ..........._ Account No. Various ............._ Amount ........... ......... ..................................�.�...�.�.... TBD Terms of Contract initial contract, 2 year renewal Purpose/Description __?_year Standardize city facility overhead door repairs under one contractor ❑ Required Contractor's Certification Forms Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.) �_�� .._.� .,....... �eqd or C as .Orders Only .. ...... h,,,.. �........�.. �.�m_ . _� Amount of ❑ Increase Decrease $ $ Previous Amountfi ...... ..��gr �� ..... Current Percent of Change: YO New Amount Total Percent of Chawww m.. _........_% ................ ._.__.... . ❑ "'LLg ...... .............. _ ..... Dispersal After Approval ___ ......____- _ Copy Original0 El ❑ 0 E1 ❑,_._m,,,�.� �_ ��.� �. _ .......... �.. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS REQUEST FOR PROPOSALS Sealed Proposals shall be received no later than 9:30 a.m., EST, November 26, 2019 in the office of the Board of Public Works, 13th Floor, County City Building, Room 1316, South Bend, Indiana, for: OVERHEAD DOOR SERVICES CONTRACT Summary: The Board of Public Works of the City of South Bend ("City"), is soliciting proposals from qualified vendors for the following: Project description: The City of South Bend is looking to partner with a qualified firm to enter into a services agreement for the repair and installation of overhead doors for all City departments. Proposals must meet the minimum expectations as provided in the City's Request for Proposals in order to be considered. How the Proposals will be evaluated and scored for selection. The person/firm making a proposal shall submit an explanation of how they comply with the requirements of this RFP. Exceptions to any requirements mentioned in this RFP must be clearly noted. Information submitted will be scored on a 100-point matrix system as follows and will be graded by a review team made up of city staff. Ability to address City of South Bend overhead door needs 25 Points Cost 25 Points Experience and Expertise 15 Points Ability to respond to emergencies 10 Points Adherence to specifications 10 Points References 10 Points MBE/WBE status 5 Points Upon selection, the City will then be given the approval to negotiate the terms of a final agreement Following negotiations, the City's Board of Public Works will be asked to review and approve the proposed written agreement and if approved, the agreement will be executed. The successful proposal respondent(s) shall comply with the City's ordinance and all other federal, state and local laws and regulations governing nondiscrimination in employment. The City reserves the right to accept, negotiate scope or reject any or all proposals. Complete Proposal Request packages and instructions are available for download by visiting the City of South Bend's web page at www soww1ibep(Jip,gk?,y: BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: 11/19/2019 Name: Adam Parsons Department of Public Works - Engineering Division BPW Date: 11/26/2019 Phone Extension: 9302 ..,.. .,. rvrvmunira�rcrtm:�m�� A "._,es✓ar��.zsau�rn.�;u�srz^�ierum�rzn�u wwuw�.u�r�.w.wwduv��mw,nev�wvwevervewew,r.;:!�r:�re�.�,.o�,,,,,�,,,��m lie uired Prior to Submittal to Board BPW Attorney X Attorney Name Clara McDaniels Dept. Attorney Attorney Name Purchasing Michael Schmidt Check the A Item Type - .l��s�t;�rr ee /br All Submissions Professional Services Agreement ❑ Contract ❑ Open Market Contract Amendment/Addendum ❑ Bid Opening Bid Award ❑ Quote Opening El Quote Award ® Proposal Opening [-] C/O & PCA No. n Chg. Order, No. El Traffic Control Other: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description uired Information Proposal ❑ Special Purchase, QPA ❑ Req. to Advertise ❑ Reject Bids/Quotes ❑ PCA ❑ Resolution Ease./Encroach ❑ Title Sheel TBD.......... ....... ................ ....................... ...... �. 0 Yes E] If Yes, Approved by Purchasing [:] No ❑ MBE Completed E-Verify Form Attached ❑ Yes ❑ WBE ❑ No Citv-Wide Overhead Door Contract Department Building Maintenance Budgets ............................ Various TBD initial contract; 2-vear renewal Standardize City facility overhead door repairs under a single contractor,. For Change Orders Only _ ......... Amount of Increase .......... _ _.. [� Decrease$ ................. _. _ _ ._............._. Previous Amount $ _ ......... ... Increase................................._w./o°......................._.............. Current Percent of Change: Decrease (....... % ..... w_ New Amount $ _........ �..._.._ _. o.......................... ........ Increase /o Total Percent of Change: Decrease Time Extension Amount: New Completion Date: CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS REQUEST FOR PROPOSALS Sealed Proposals shall be received no later than 9:30 a.m., EST, November 26, 2019 in the office of the Board of Public Works, 13th Floor, County City Building, Room 1316, South Bend, Indiana, for: C�]�f�I a:Ll: � 1 �Z�]�.y �I :a�/ [�T.YK�]`►Y Y 7:«III Summary: The Board of Public Works of the City of South Bend ("City"), is soliciting proposals from qualified vendors for the following: Project description: The City of South Bend is looking to partner with a qualified firm to enter into a services agreement for the repair and installation of overhead doors for all City departments. Proposals must meet the minimum expectations as provided in the City's Request for Proposals in order to be considered. How the Proposals will be evaluated and scored for selection. The person/firm making a proposal shall submit an explanation of how they comply with the requirements of this RFP. Exceptions to any requirements mentioned in this RFP must be clearly noted. Information submitted will be scored on a 100-point matrix system as follows and will be graded by a review team made up of city staff. Ability to address City of South Bend overhead door needs 25 Points Cost 25 Points Experience and Expertise 15 Points Ability to respond to emergencies 10 Points Adherence to specifications 10 Points References 10 Points MBE/WBE status 5 Points Upon selection, the City will then be given the approval to negotiate the terms of a final agreement. Following negotiations, the City's Board of Public Works will be asked to review and approve the proposed written agreement and if approved, the agreement will be executed. The successful proposal respondent(s) shall comply with the City's ordinance and all other federal, state and local laws and regulations governing nondiscrimination in employment. The City reserves the right to accept, negotiate scope or reject any or all proposals. Complete Proposal Request packages and instructions are available for download by visiting the City of South Bend's web page at www,sotiffibelidip.gov: