RFP - Clerk-of-the-Works for Various Projects at Vermont Information Centers Statewide

Agency: State of Vermont
State: Vermont
Type of Government: State & Local
Caegory:
  • C - Architect and Engineering Services - Construction
Posted Date: Sep 4, 2018
Due Date: Sep 19, 2018
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Title Question Due Answers posted Due date No posting After
RFP - Clerk-of-the-Works for Various Projects at Vermont Information Centers Statewide 09/10/2018 01:00PM 09/19/2018 01:00PM

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Department of Buildings and General Services
Office of Purchasing & Contracting
109 State Street
[phone] 802-828-2211
Montpelier VT05609-3001
[fax]
802-828-2222
http://bgs.vermont.gov/purchasing
Agency of Administration
SEALED BID
REQUEST FOR PROPOSAL
CLERK-OF-THE-WORKS
FOR VARIOUS PROJECTS AT VERMONT
INFORMATION CENTERS STATEWIDE
ISSUE DATE:
September 4, 2018
BIDDERS’ CONFERENCE:
No Conference will be held.
QUESTIONS DUE BY:
September 10, 2018 at 1:00 PM
RFP RESPONSES DUE BY: September 19, 2018 at 1:00 PM
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND AMENDMENTS
ASSOCIATED WITH THIS RFP WILL BE POSTED AT:
http://www.bgs.state.vt.us/pca/bids/bids.php
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND AMENDMENTS
ASSOCIATED WITH THIS RFP.
STATE CONTACT:
TELEPHONE:
E-MAIL:
FAX:
Erin Collier
(802) 828-2211
BGS.OPCVendorDocs@vermont.gov
(802) 828-2222
STATE OF VERMONT
RFP – CLERK-OF-THE-WORKS FOR VARIOUS PROJECTS AT VERMONT INFORMATION CENTERS
STATEWIDE
PAGE 1
1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: The Office of Purchasing & Contracting is seeking to establish
purchasing agreements with one or more companies that can provide Clerk-of-the-Works (COTW)
services for:
1.1.1 Various projects at Vermont Information Centers throughout the State as needed. The majority of
the work consists of Security Upgrades to the following Information Centers. Future projects may
include, but not limited to:
Project
Security Upgrades
Security Upgrades
Security Upgrades
Security Upgrades
Security Upgrades
Location
Williston NB &
SB Info
Centers
Alburgh Info
Center
Georgia NB &
SB Info
Centers
Fair Haven
Info Center
Bennington
Info Center
Estimated Total
Project Cost
$35,000
$20,000
$20,000
$20,000
$5,000
Estimated Start
Date
October 2018
January 2019
January 2019
May 2019
May 2019
Estimated Completion
Date
December 2018
March 2019
March 2019
July 2019
July 2019
1.1.2. Security Upgrades may consist of replacing/adding new exterior and interior Security Cameras and
running new Cat6 data cabling. All new networking equipment will be installed in a new U-Rack
cabinet located in the Work Room. A Client Monitor will be installed in the Safe Room. New
motion detectors, door contacts, card readers and panic buttons are part of the scope of work.
1.1.3. Work will be divided up geographically and will begin with Williston Northbound and Southbound
Information Centers. Once the Williston Centers are successfully in progress, other Information
Centers will follow.
1.2. CONTRACT PERIOD: Contracts arising from this request for proposal will be for a period of 2 years with
an option to renew for 1 additional 12-month period. The contract duration is not a guarantee for billable
hours of work. Proposed start date will be for the Williston Northbound and Southbound Information
Centers will be October 1, 2018.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. BIDDERS’ CONFERENCE: There will not be a bidders’ conference for this project.
1.5. 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 no later than the deadline for question indicated on the first page of this RFP. Questions may be
e-mailed to the point of contact on the front page of this RFP. 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 on the
State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php 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.
STATE OF VERMONT
RFP – CLERK-OF-THE-WORKS FOR VARIOUS PROJECTS AT VERMONT INFORMATION CENTERS
STATEWIDE
PAGE 2
2. DETAILED REQUIREMENTS:
2.1. Role of the Clerk:
The Clerk-of-the-Works serves as the State’s on-site representative on a day to day basis. The Clerk-of-the-Works shall
be stationed at the work site and may have duties and responsibilities at other project sites as designated by the Project
Manager and shall be responsible for assisting the Project Manager by overseeing the General Contractor’s work. It is
the primary role of the Clerk to observe the progress and quality of work as is reasonably necessary throughout all
stages of construction to determine that it is proceeding in accordance with the construction documents. The Clerk
provides protection for the State against defects and deficiencies in the Work of the General Contractor as well as any
subcontractors working on the Project.
Communications by the Clerk-of-the-works shall, in general, be restricted to the Project Manager and General
Contractor. It shall be the responsibility of the Project Manager to ensure that the project’s Architect is made aware of all
substantive communications between the Clerk-of-the-works, the General Contractor, and the Project Manager. The
Clerk-of-the-works shall not communicate with Subcontractors or material suppliers except with the prior written consent
of the Project Manager and the General Contractor.
2.2. Definitions: For the purpose of this Request for Proposal (RFP), the following terms shall be defined as:
“Work”: “The Work” comprises the completed construction required by the Contract Documents and includes all labor
necessary to produce such construction, and all materials and equipment incorporated or to be incorporated in such
construction.
2.3. Duties and Responsibilities: The Clerk-of-the-works shall:
2.3.1.Provide all necessary office equipment and supplies to perform required duties and responsibilities. For example,
computer, camera, pager/cell phone, etc.
2.3.2.Develop a thorough familiarity with the purpose of the Project to be constructed, with the State’s requirements, with
the design, and with the Contract Documents.
2.3.3.Perform on-site observations of the progress and quality of the Work as may be reasonably necessary to
determine, in general, if the Work is being performed in a manner indicating that the Work when completed will be
in conformance with the Contract Documents or whether the Work requires special inspection or testing to
determine if the Work is being performed in conformance with the Contract Documents.
2.3.4.Monitor the General Contractor’s construction schedule(s) on an ongoing basis and immediately alert the Project
Manager to conditions that may lead to delays in completion of the work.
2.3.5.Receive and immediately transmit to the Project Manager any requests from the General Contractor for
information. The Clerk-of-the-works may, after consulting with the Project Manager and obtaining his or her prior
written consent, provide interpretations of Contract Documents. The Clerk-of-the-works may, after consulting with
the Project manager and obtaining his or her prior written consent, assist the General Contractor or the General
Contractor’s superintendent in understanding the intent of the Contract Documents.
2.3.6.Meet, verify identification, and accompany any inspectors from local, state, or federal agencies having jurisdiction
over the Project. Immediately report the results of such inspections to the Project Manager. Monitor any
corrective actions. Document with photographs as necessary.
2.3.7.Review field reports from architects and engineers and transmit them to the Project Manager. Monitor any
correction actions.
2.3.8.Observe materials delivered to the site and used by the subcontractors to ensure that materials used are those
specified or approved substitutes, and that materials are in good condition and free from defects. Report problems
immediately to the Project Manager and the General Contractor. Document with photographs as necessary. The
Clerk-of-the-works is authorized to receive samples which are required to be furnished at the site. The Clerk-of-
the-works will record the date the sample was received, from whom it was received, and immediately notify the
Project Manager to arrange examination and approval or rejection by the Project Manager.
STATE OF VERMONT
RFP – CLERK-OF-THE-WORKS FOR VARIOUS PROJECTS AT VERMONT INFORMATION CENTERS
STATEWIDE
PAGE 3
2.3.9.Monitor the proper storage of materials, including any off-site storage. Report problems immediately to Project
Manager and General Contractor. Include recommendation to Project Manager if, in the Clerk-of-the-works
opinion, any materials should be replaced due to improper storage. Document with photographs as necessary.
2.3.10. Attend all project meetings as the State’s on-site representative, unless Project Manager directs otherwise, and
prepare and submit written report to Project Manager of all meetings attended.
2.3.11. Observe all tests required by the Contract Documents. Record and Report to Project Manager on test
procedures and test results: verify testing invoices to be paid by the State.
2.3.12. Maintain records at the project site in an orderly manner. Records must include correspondence, Contract
Documents, Change Orders, Construction Change Directives, reports of site meetings, Shop Drawings,
Product Data, and similar submittals, supplementary drawings, color schedules, requests for payment, and
names, addresses, telephone numbers, and email addresses (where applicable) of the General Contractor,
any subcontractors and principal material suppliers. Utilize proficiently Submittal Exchange® software
system (www.submittalexchange.com) for record keeping system and paper file system.
2.3.13. Maintain a daily log book of all activities at the site, including progress reports, weather conditions, nature and
location of Work being performed, written instructions and interpretations given to the General Contractor,
subcontractors on-site, and any specific observations. Record any occurrence of Work that might result in a
claim for a change in Contract Sum or Contract Time. Maintain a list of all visitors, their titles, and time and
purpose of their visit.
2.3.14. Observe the Contractor’s record copy of the Drawings, Specifications addenda, Change Orders, and other
Modifications at intervals appropriate to the stage of construction and notify the Project Manager of any
apparent failure by the General Contractor to maintain up-to-date records.
2.3.15. Receive and review all requests for payment from Contractor and forward to the Project Manger with
recommendations for disposition.
2.3.16. If the Project involves an occupied facility, assist in the coordination of access to various parts of the facility by
the Contractor, Architect, consultants, and occupants.
2.3.17. Carefully coordinate and monitor any occupation of the facility by the occupants prior to final completion of the
work. Be especially alert to any conditions which may lead to claims for damages; immediately notify Project
Manager of any such conditions.
2.3.18. Coordinate and direct the Work of any contractor hired directly by the State to work on the Project.
2.3.19. Review the list of items to be completed or corrected which is submitted by the General Contractor with a
request for issuance of a Certificate of Substantial Completion. If the list is accurate, forward it to the Project
Manger for final disposition; it the list is not accurate, so advise the Project manager and return the list to the
General Contractor for correction.
2.3.20. Attend inspections conducted by the Architect to determine the date or dates of substantial completion and the
date of final completion. Report to the project manager any observations or recommendations resulting from
the Architect’s inspections. Observe commissioning and make recommendations to Project Manager
regarding compliance with the Contract Documents.
2.3.21. Assemble and ensure that Project Manager has all documentation required of the Contractor prior to
completion of the Work including, but not limited to: technical manuals, operators’ manuals, manufacturers
instructions, as-built drawings, and similar documents.
2.3.22. Coordinate training of the State’s staff on equipment operations and maintenance as required by the Contract
Documents.
2.3.23. Receive and inventory keys, special tools, filters, spare parts, and similar items for transfer to the Project
Manager.
2.3.24. Any other duties or responsibilities identified by Project Manager and agreed to by Clerk-of -the -Works in
writing.
2.4. Limitations on Authority:
STATE OF VERMONT
RFP – CLERK-OF-THE-WORKS FOR VARIOUS PROJECTS AT VERMONT INFORMATION CENTERS
STATEWIDE
PAGE 4
2.4.1.In the event of a conflict or ambiguity in the terms of this Agreement and the Contract Documents, the Contract
Documents shall control.
2.4.2.In the event of a conflict or ambiguity in the terms of this Agreement and the Agreement between the State of
Vermont and the Architect hired by the State for this Project, the Agreement between the State of Vermont and the
Architect shall control.
2.4.3.The Clerk-of-the-works, in acting on behalf of the State, shall not exceed the authority granted in this agreement.
The Clerk-of-the-works shall not:
(1) Authorize any deviation, change, or alteration from the Contract Documents.
(2) Approve substitute materials or equipment.
(3) Personal conduct or participate in tests or third-party inspections.
(4) Assume any of the responsibilities of the General Contractor’s superintendent, or subcontractors, or of the
Architect or the Architect’s Project Representative.
(5) Expedite the Work of the General Contractor.
(6) Have control over the charge of or be responsible for construction means, methods, techniques, sequences or
procedures, or for the safety precautions and programs in connection with the Work.
(7) Issue a Certificate for Payment, Certificate of Substantial Completion, or Certificate of Final Completion.
(8) Prepare or certify to the preparation of a record copy of the Drawings, Specifications, addenda, Change Orders
and other Modifications.
(9) Reject Work or require special inspection or testing.
(10) Accept, distribute, or transmit submittals made by the General Contractor that are not required by the Contract
Documents.
(11) Order the General Contractor to stop the Work, or any portion thereof.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Any and all costs that you wish the state to consider must be submitted for consideration as
part of the hourly rate.
3.1.1.Contractor shall be paid based on documentation and itemization of work performed and included in
invoicing. Invoicing must contain a detail of services including dates and hours of work performed
and rates of pay. Invoicing must also contain a detail of items and cost for any allowable
reimbursable expense (parts, travel, etc.). The State shall not be responsible for any unauthorized
expenses of the Contractor.
3.1.2.For its part, in consideration of the clerk-of-the-works services performed by the Contractor, the State
agrees to pay Contractor in accordance with the following schedule of rates:
An hourly rate of pay while on the job site with straight time for any time over eight (8) hours,
including weekends and holidays. Hours are on an as needed basis with a schedule developed
with the project manager. It is anticipated that there will be minimal hours required at the start and
end of the actual construction.
Mileage reimbursement shall be paid from the work site, as established in the contract, to and from
any other project or projects at the prevailing state rate as established by the U.S. General
Services Administration (GSA).
3.1.3.Any services outside of agreement shall not be allowed.
3.2. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The
Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following
provisions and requirements.
3.2.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate
section in the attached Certificate of Compliance for purposes of self-reporting information relating to
past violations, convictions, suspensions, and any other information related to past performance
relative to coding and classification of workers. The State is requiring information on any violations
that occurred in the previous 12 months.

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