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Exhibit B
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RFP # 2012-633 —AMENDMENT # 1
CITY OF TYBEE ISLAND
TYBEE ISLAND, GEORGIA
IS ISSUING THIS REQUEST FOR PROPOSAL FOR DESIGN AND ENGINEERING
SERVICES DESCRIBED HEREIN:
The City of Tybee Island is requesting proposals for DESIGN AND ENGINEERING SERVICES FOR THE
CONSTRUCTION OF A PUBLIC SAFETY BUILDING. Bidders shall offer services and materials which may
be upgraded with optional services and materials which may not be purchased at time of bid award. Bidder
shall specify in the proposal the delivery schedule for the products and services from time of notification of
award of bid.
BIDS ARE TO BE RETURNED NO LATER THAN: June 21, 2012 AT 10:00AM
BIDS WILL BE OPENED ON June 21,2012 AT 11:00 AM AT CITY HALL.
A PREBID MEETING WILL BE HELD JUNE 7,2012 AT 1:30
AT THE TYBEE ISLAND POLICE DEPT 78 VAN HORN
ALL RESPONDENTS ARE INVITED TO ATTEND THE PREBID MEETING& BID OPENING.
I. Scope of Work
The City of Tybee is requesting design and engineering services for the construction a public
safety building to be located at the Northwest corner of Fort Avenue and Van Horne. The city
anticipates the demolition of the following buildings to accommodate the building and parking
site for the new public safety building:
• The existing police building(excluding the new animal shelter)—78 Van Horne—7,578
sq./feet— 10% chrystile in floor tile—Demolition of the existing police building will need
to take place after construction of the new police administrative building for continuation
of operations during construction.
• The existing ceramic building— 80 Van Horne—4,750 sq./feet—3% chrystile asbestos in
wallboard and 5% chrystile in floor tile, lead paint—Demolition of the ceramic building
can take place prior to construction of the police administrative building.
The anticipated site improvements and building square footage for each area is as follows:
•
• Parking lot to accommodate improvements and nearby amenities
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• 10,640 sq./feet—administrative
• 2,400 sq. /feet—multi-purpose courtroom, training, and city council chambers.
• 360 sq./feet—detention area/holding cells
• 1,000 sq./feet—sally port/garage enclosure (add alternate)
• 420 sq./feet—fire bay( add alternate)
• Automatic fuel reading system with 2 new fuel pumps (add alternate)
Design and construction of the building is to be architecturally compatible with the neighborhood,
energy efficient, meet state police certification requirements, ADA requirements, FEMA
requirements, include telephone and internet wiring design ..
Phase I, Limited Site Investigation Report and a survey of the site are available upon request. City
will be responsible for completion of environmental site reports.
Proposal for services to include the following:
• List of similar public safety building and site plan design/engineering projects especially in
the area
• List of similar projects completed within or under budget
• References
• Project manager
• List of staff who would be assigned to project
• List unit price fee structure:
o Fee for design of building and site plan excluding landscape design
o Fee for construction and site plan drawings
o Fee for each soil boring including report for site, as needed
o Fee for bidding services including public advertising and plan distribution
o Fee for oversight of construction and change order review
o Fee for oversight of demolition of two existing buildings in accordance to EPA
regulations.
II. Administrator
Joe Wilson will be the Contractor Administrator for this project.
III. Submission Requirements
A. Submission Deadline and Location: Proposals must be submitted to the City to the
address listed below by 10 o'clock a.m. on June 21, 2012:
City of Tybee Island
RFP#2012-633—Amendment#1
Public Safety Building
ATTN: Melissa Freeman
403 Butler Ave.
P.O. Box 2749
Tybee Island, GA 31328
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Inquiries or other need for clarification in this document should be submitted no
later than June 19, 2012.
Questions to: Joe Wilson
Office - 912-472-5041
Cell - 912-658-8302
Email -jwilson @cityoftybee.org
B. All submissions must be accompanied by copies of the necessary licenses of the parties
making the proposals.
C. All persons wishing to submit proposals shall submit one (1) original proposal and five
(7) complete copies in an 8 'A"by 11" format and one (1) original contract that is
consistent with the proposal.
D. Required Information:
Please submit the following information in the order requested.
1. A bid sheet, W-9, vendor application, and affidavit located at the end of this
RFP.
2. Name, address, phone number, fax number, and e-mail address of the
person or firm submitting the proposal. Provide the name of the contact person
and person authorized to contract for the firm.
3. The proposer's qualifications to meet the City's objectives and perform tasks
listed in the proposal. This shall include the size of the firm, office location from
which the service is being performed and nature of staff and equipment to be
employed. Job descriptions and pay classifications of the proposer's positions
and employees shall also be included.
3. Bids and all required or requested supplemental materials in compliance with
this Request for Proposal shall be submitted as requested above. Supplemental
materials will not be accepted after the Proposals have been opened unless
requested by the City.
IV. Limitations
A. This Request does not commit the City to the award of a contract or to pay any
costs incurred in the preparation for a response to this Request.
B. The City may or may not require the prospective proposer to participate in
negotiations and to submit additional technical information or other revisions to
their Proposal as may result from the negotiations.
C. The City reserves the right to reject any or all Proposals, to waive informalities, to
request additional information, and to award a contract deemed most advantageous
for the City.
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V. Minimum Requirements for a Proposer
A. Proposals shall be considered only from firms normally engaged in performing the
type of work specified with the Request for Proposal. In the determination of the
evidence of responsibility and ability to perform the required services by the
proposer, the representatives of the City shall determine whether the evidence of
responsibility and ability to perform is satisfactory. The representatives of the City
reserve the right to reject any or all proposals.
B. Previous experience in the performance of projects of a similar nature to ensure
timely and efficient completion.
C. The individual/firm warrants that he/she is fully qualified, with adequate personnel
and experience to undertake the services required within a reasonable time.
D. The proposer shall be an equal employment opportunity employer and shall adhere
to any applicable local, state, or federal affirmative action requirements.
VI. Criteria for Evaluation and Award
The successful Proposer will be selected based upon the best response offered to the City.
Proposers may be requested to give an oral presentation after submission of responses
should the City find it necessary to determine which is best received.
Evaluation Criteria: Submitted proposals will be evaluated and scored based upon the
following criteria:
Criteria Points Assigned
Credentials 10
Expertise of Designated Staff 10
Past Performance 20
Managerial Capabilities 10
References 15
Capability to Perform SOW 15
Price Proposals 20
VII. Incurred Expenses
The City is not responsible for any expenses which proposers may incur in the preparation
and submittal of proposals requested by this RFP, including but not limited to, costs with
travel, accommodations, interviews, or presentation of proposals.
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City of Tybee Island
TERMS AND CONDITIONS
DEFINITIONS. As used herein, the following terms shall have the meanings set forth below,
whether or not capitalized.
(a) "Purchase Order" or"Order"means this purchase order.
(b) "Buyer"means The City of Tybee Island.
(c) "Seller"or"Vendor"means the party furnishing the supplies under this order.
(d) "Supplies" means what the Seller furnishes the Buyer under this order and includes with
limitation, the following; (1) the work; materials; articles; deliverable items, items, data
and services, whether tangible or intangible or any combination thereof; and (2) what is
leased or licensed, pursuant to the lease(s) or license(s) signed by both the Buyer and the
lessor or licensor if attached to and made a part of this order.
(e) "Loss" means any or all the following: claims, liabilities, damages, losses, costs, or
expenses (including reasonable attorneys' fees and expenses and other legal costs).
ACCEPTANCE. This order constitutes an offer which shall become a binding contract upon the
terms and conditions herein set forth upon acceptance by Seller either by acknowledgement of this
order or commencement of performance. Buyer objects to any difference, conflicting or additional
terms proposed by Seller in the acceptance of this order, and no such terms shall be effective
unless expressly accepted by Buyer in writing. Each shipment received by Buyer from Seller shall
be deemed to be only upon the terms and conditions contained in this order, except by such written
instrument modifying the order, signed by Buyer, notwithstanding any terms and conditions that
may be contained in any acknowledgment, invoice, or other form issued by Seller and
notwithstanding Buyer's act of accepting or paying for any shipment, or similar act by Buyer.
PRICES. Seller represents that the prices, terms, warranties, and benefits contained in this order
are comparable to or better than those offered to any other customer of Seller for items which are
the same or substantially similar. Buyer shall receive the benefit prospectively or retrospectively if
Seller offers any item or service included in this order to any other customer at a lower price, more
favorable terms, more favorable warranties, or more favorable benefits up to one year after
completion of this order.
DELIVERY. Any delivery schedule made a part of this order is an important, material condition;
time is of the essence of the order. Unless otherwise agreed to in writing. Seller shall not make
material commitments or production arrangements in excess of the amount or in advance of the
time necessary to meet Buyer's delivery schedule. It is Seller's responsibility to comply with this
schedule, but not to anticipate Buyer's requirements. In addition to any other rights or remedies,
Buyer may cancel all or any part of this order for Seller's failure to deliver in strict accordance
with the delivery terms set forth herein. Seller shall promptly notify Buyer of any anticipated
delay in the delivery date and Buyer may require Seller to ship by alternate means in order to
expedite delivery. Any additional costs shall be paid by Seller and Seller shall be liable for all
resulting damages to Buyer occasioned by the delay. Delivery shall not be deemed to be complete
until the items have been received and accepted by Buyer. Advance and excess shipments may at
Buyer's option be rejected and returned to Seller at Seller's expense.
TRANSPORTATION. Except as otherwise provided on the face of this order, transportation
charges on Supplies shall be f.o.b. destination, at Seller's sole cost and expense. Risk of loss from
any casualty to supplies ordered hereunder, regardless of cause, shall be Seller's responsibility
until goods have been delivered to Buyer's designated delivery post. No insurance or premium
transportation costs beyond the price listed in this order will be allowed unless authorized by
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Buyer in writing. If Seller does not comply with Buyer's delivery schedule, Buyer may, in
addition to any other rights that Buyer may have under this order, require delivery by fastest way,
and charges resulting from the premium transportation must be fully prepaid and absorbed by
Seller.
WARRANTY. Seller warrants that all supplies delivered pursuant to this order shall strictly
conform to the applicable specifications (including without limitation information or functional
performance, material content, size, appearance, response time, etc.), shall be free from all defects
and workmanship in materials including latent defects, shall be free from defects in design and
suitable for their intended purpose, and shall be free from all claims, encumbrances, and liens.
This warranty shall survive inspection, delivery and payments shall run to Buyer, its successors,
assigns and the users of the items and shall not be deemed to be exclusive. Seller agrees to
indemnify, defend and hold Buyer, Buyer's employees, and those for whom Buyer may act as
agent, harmless from all damages, including consequential and incidental damages, incurred or
sustained by Buyer by reason of any breach of any warranty with respect to the supplies purchased.
Buyer shall be promptly reimbursed for all expenses incurred in the handling, inspection and return
of defective items, and Seller shall bear the risk of loss on all such items. If any of the supplies are
found at any time prior to acceptance to be defective in material or workmanship, or otherwise not
in conformity with the requirements of this order, Buyer (in addition to any other rights which it
may have under warranties or otherwise) may at its option (1) correct or have corrected the
nonconformity at Seller's expense, or (2) reject and return such supplies or other deliverable items
at Seller's expense, such supplies or other deliverable items not to be replaced without suitable
written authorization from Buyer.
CHANGES. Buyer may at any time request in writing changes to this order in the specifications,
packing, shipment, quantities, delivery schedules, and other matters. If any such change causes an
increase or decrease in the costs of or the time required for performance, Seller shall immediately
notify Buyer. Any request for an equitable adjustment must be made in writing with 30 days from
the date of the written request for the change. No additional charge or change in the specifications,
packing, shipment, quantities, delivery schedules, and other matters will be allowed unless
authorized by Buyer in writing.
TAXES. The Buyer, a municipality in the State of Georgia, is exempt from Georgia Sales Tax
under the Sales and Use Tax ID # 302 526 178. All sales and use tax due on materials purchased
by the city for installation by the seller under this contract are the responsibility of the contractor.
ASSIGNMENT. Neither this order nor any interest herein may be assigned, in whole or in part,
by Seller without the prior written consent of Buyer. Notwithstanding the above, Seller may
assign any monies due or to become due to him hereunder, provided that such assignment shall not
be binding upon Buyer until receipt of a copy of the assignment agreement is acknowledged and
approved by Buyer in writing.
SUBCONTRACTING. Seller shall not enter into a subcontract for any part of this order,
including completed or substantially completed items or major components thereof, without
Buyer's written consent. Nothing in this order shall be seen as prohibiting Seller's purchase of
standard commercial articles, raw materials, or other supplies specified in this order if these are
typically purchased by Seller in the normal course of business.
TERMINATION. Buyer may terminate or suspend performance under this order in whole or in
part from time to time by sending written notice to Seller. Upon receiving notice of such action by
Buyer, Seller shall immediately comply with its terms and take all reasonable steps to avoid
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incurring any additional costs under this order. Buyer's sole liability to Seller shall be for items
completed and delivered to Buyer in accordance with this order and for Seller's reasonable costs to
the date of termination, such costs being solely attributable to this order and not being recoverable
from other sources.
INDEMNIFICATION. Seller agrees to indemnify, defend and hold Buyer, Buyer's employees,
and those for whom Buyer may act as agent harmless from (1) any and all claims and liabilities for
injuries or death of persons or damages to or destruction of property; (2) any other Loss caused by
or resulting from the acts or omissions of Seller, its agents, subcontractors, suppliers or employees
in the performance of this order; (4) any breach by Seller of any express or implied warranties. If
Seller's work hereunder involves operations by Seller's agents, subcontractors, suppliers or
employees on Buyer's premises or any place where Buyer conducts operations, Seller shall take all
necessary precautions to prevent the occurrence of any injury or damage to persons or property
during the progress of such work. Further, Seller shall indemnify, defend and hold Buyer, Buyer's
employees, and those for whom Buyer may act as agent harmless for any injuries occurring to
Seller's agents, subcontractors, suppliers or employees and Seller shall maintain public liability,
property damage and employee's liability and compensation insurance sufficient to protect Buyer
from any claims under any applicable law, statute, or regulation.
MODIFICATION; WAIVER. No waiver or modification of this order shall be effective unless
in writing and signed by both of the parties hereto. Failure of either party to enforce its rights
under this order shall not constitute a waiver of such rights or any other rights.
ENTIRE AGREEMENT. This order is intended by the parties as a final expression of their
agreement and also as a complete and exclusive statement of the terms thereof, any prior or
contemporaneous oral or written agreements as to the same subject matter notwithstanding.
INVALIDITY. In the event that any provision of this order is declared invalid, illegal, or
otherwise unenforceable by any tribunal or law, the remainder of the provisions shall not be
affected thereby, and each term and provision not declared invalid, illegal or unenforceable shall
be valid and shall be enforced to the fullest extent permitted by law.
DRUG FREE WORKPLACE. By accepting this order, the Seller certifies that he shall provide a
drug free workplace for his employees in accordance with the laws of the State of Georgia.
SPECIFICATIONS, PROPOSALS, BID DOCUMENTS. The documents which form the basis
for this order shall include the plans and specifications and bid documents as attached hereto,
together with any other documents so listed and enumerated, if any, and it is expressly understood
that any special conditions listed and attached hereto are specifically made a part of this contract.
APPLICABLE LAW. The provisions and performance of this purchase order shall be governed
by the laws of the State of Georgia and applicable federal law. Seller agrees to bring any and all
actions relating to this purchase order only in the state and federal courts located within Chatham
County in the State of Georgia.
APPROPRIATION. Notwithstanding, any other provision hereof, this agreement shall terminate
at the end of each calendar year without liability or obligation on the part of the city in any
calendar year where the City has not appropriated funds for the obligations hereunder for the next
calendar year.
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PROTEST POLICY Any offerer who is aggrieved in connection with a solicitation or award of
a contract may protest to the Purchasing Agent. The protest shall be made to the purchasing office
having responsibility for initiating the solicitation. The protest must be submitted in writing within
7 calendar days after knowledge of the facts and occurrences giving rise to the protest. The protest
shall: include the name and address of the protestant; include the solicitation number, contain a
statement of the grounds for protest; and specify the ruling requested from the purchasing office.
Awards will be held at bay until the protests are resolved.
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QUOTATION SHEET
A. Description:
Fee for design of building and site plan excluding landscape design_
Fee for construction and site plan drawings
Fee for each soil boring and report for site, as needed
Fee for bidding services including public advertising and plan
distribution
Fee for oversight of construction and change order review
Fee for oversight of demolition of two existing buildings in
accordance to EPA regulations.
$
TOTAL COST: $
Quotation Expiration date:
Page 9 of 11
Form 9 Request for Taxpayer Give tam, to the
(Rev.October 2004) Identification Number and Certification requester. Do not
Depanrrent of the Treeeur., send to the IRS.
Internal Revenue eanice
Name(as reported on your income tax return)
Eu
a,
at
a Business name,if different from above
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a
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a p Individual/ Exempt from backup
4, Check appropriate box: ❑ Sole proprietor ❑ Corporation ❑ Partnership ❑ Other N. withholding
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Address(number, street, and apt.or suite no.) Requester's name and address(optional)
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City,state,and ZIP code
List account number(s)here(optional)
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Part I Taxpayer identification Number (TIN)
Enter your TIN in the appropriate box.The TIN provided must match the name given on Line 1 to avoid Social security number
backup withholding. For individuals. this is your social security number(SSN). However,for a resident
alien,sole proprietor, or disregarded entity. see the Part I instructions on page 3. For other entities, it is
your employer identification number(EIN). If you do not have a number, see Flow to get a TIN on page 3. or
Note.if the account is in more than one name, see the chart on page 4 for guidelines on whose number Employer Identification number
to enter. It 1 1 1 1 1 1
Part II Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number(or I am waiting for a number to be issued to me),and
2, I am not subject to backup withholding because: (a) I am exempt from backup withholding.or(b) I have not been notified by the Internal
Revenue Service(IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends, or(c)the IRS has
notified me that I am no longer subject to backup withholding, and
3. I am a U.S. person (including a U.S. resident alien).
Certification instructions.You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions: item 2 does not apply.
For mortgage interest paid, acquisition or abandonment of secured property,cancellation of debt, contributions to an individual retirement
arrangement(IRA), and generally, payments other than interest and dividends,you are not required to sign the Certification, but you must
provide your correct TIN, (See the instructions on page 4.)
Sign Signature of
Here U.S.person P. Date '
City of Tybee Island, PO Box 2749, Tybee Island, GA 31328
912-786-4573 I (fax) 912-786-9465
What products/services do you provide to the City of Tybee Island:
To whom shall we direct the Purchase Order?
Sales Contact: Email:
Phone# Fax#
Location:
To whom shall we direct Payment?
A/R Contact: Email:
Phone# Fax#
Remittance Address:
Our terms are Net 30.
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Affidavit Verifying Status
for City Public Benefit Application
By executing this affidavit under oath, as an applicant for a City of Tybee Island, Georgia, Business License or
Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract, or other public benefit as referenced in O.C.G.A.
Section 50-36-1,I am stating the following with respect to my application of a City of Tybee Island:
• Business License or Occupational Tax Certificate,
• Alcohol License,
(circle all that apply)
• Taxi Permit,
• Contract
• Other public benefit for (printed name of
natural person applying on behalf of individual, business, corporation,partnership, or other private
entity).
1) I am a United States citizen.
OR
2) I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-
immigrant under the Federal Immigration and Nationality Act, 18 years of age or older and lawfully
present in the United States. *
In making the above representation under oath, I understand that any person who knowingly and willfully makes a
false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section
16-10-20 of the Official Code of Georgia.
Signature of Applicant
Date
Printed Name
*Alien Registration Number for Non-citizens
SUBSCRIBED AND SWORN BEFORE ME ON THIS
THE DAY OF ,20
Notary Public
My Commission Expires:
Note: O.C.G.A. §50-36-1(e)(2)requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C.,
as amended, provide their alien registration number. Because legal permanent residents are included in the federal
definition of "alien", legal permanent residents must also provide their alien registration number. Qualified aliens
that do not have an alien registration number may supply another identifying number below:
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