Ward 12 Design-Build Smith Hill Wayfinding Signage

Agency: City of Providence
State: Rhode Island
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 541310 - Architectural Services
  • 541430 - Graphic Design Services
Posted Date: Mar 26, 2024
Due Date: May 6, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Ward 12 Design-Build Smith Hill Wayfinding Signage

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Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
REQUEST FOR PROPOSALS
Item Description: WARD 12 DESIGN-BUILD SMITH HILL WAYFINDING SIGNAGE
Procurement/MinuteTraq #: 44582
Date to be opened: 5/6/2024
Issuing Department: City Council
QUESTIONS
Please direct questions related to the bidding process, how to fill out forms, and how to submit a bid
(Pages 1-8) to the Purchasing Department.
o Email: purchasing@providenceri.gov
Please use the subject line “Solicitation Question
Please direct questions relative to the Minority and Women’s Business Enterprise Program and the
corresponding forms (Pages 9-13) to the MBE/WBE Outreach Director for the City of Providence,
Grace Diaz
o Email: gdiaz@providenceri.gov
Please use subject line “MBE WBE Forms
Please direct questions relative to the specifications outlined (beginning on page 14) to the issuing
department’s subject matter expert:
o Name: Samuel Ogundare
o Title: Project Management Associate
o Email Address: sogundare@providenceri.gov
Pre-bid Conference
There will be a Non-Mandatory Pre-Bid Conference,
Where: Providence City Hall, 25 Dorrance St, Providence, RI 02903, Room 305,
When: April 17th, 2024, at 1:00 PM (EST).
Deadline for questions submissions:
April 25, 2024, by 2:00 PM (EST)
Page 1 of 19
Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
INSTRUCTIONS FOR SUBMISSION
Meeting Date: 5/6/2024
Please Note this RFP FOR WARD 12 DESIGN-BUILD SMITH HILL WAYFINDING SIGNAGE
contains special instructions for two separate proposal packages: 1)Technical Proposal for Qualification and
2)Professional Cost Proposal.
1) Technical Proposals for Qualifications may be submitted up to 2:15 P.M. on the above meeting date at the
Department of the City Clerk. Room 311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all
Technical Proposals for Qualification will be publicly opened and read at the Board of Contract Meeting in
Conference Room 305, on the 3rd floor of City Hall.
Bidders must submit 2 copies of their bid in sealed envelopes or packages labeled RESPONSE to RFP
for WARD 12 DESIGN-BUILD SMITH HILL WAYFINDING SIGNAGEand the City
Department to which the solicitation and bid are related and must include the company name and
address on the envelope as well. (On page 1).
If required by the Department, please keep the original bid bond and check in only one of the envelopes.
Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e. product
information/samples) should have “NOT A BID” written on the envelope or wrapper.
Only use form versions and templates included in this solicitation. If you have an old version of a form
do not recycle it for use in this bid.
This Technical Proposal for Qualification must contain no cost information.
The Technical Proposal for Qualification envelope and information relative the bid must be addressed
to:
Board of Contract and Supply
Department of the City Clerk City Hall, Room 311
25 Dorrance Street
Providence, RI 02903
2) Professional Cost Proposals may be submitted up to 2:15 P.M. on the above meeting date at the
Department of Purchasing. Room 408, City Hall. 25 Dorrance Street, Providence. All Professional
Cost Proposals from firms meeting the minimum technical evaluation score threshold will be publicly
opened and read on January 29, 2024 at the Board of Contract Meeting in Conference Room 305, on the 3rd
floor of City Hall.
Bidders must submit 2 copies of their Professional Cost Proposals in sealed envelopes or packages
labeled “WARD 12 DESIGN-BUILD SMITH HILL WAYFINDING SIGNAGEand the City
Page 2 of 19
Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
Department to which the solicitation and bid are related and must include the company name and
address on the envelope as well. (On page 1).
The Professional Cost Proposal envelope and information relative to the bid must be addressed to:
Department of Purchasing
Providence City Hall, Room 408
25 Dorrance Street
Providence, RI 02903
**PLEASE NOTE: This bid may include details regarding information that you will need to provide
(such as proof of licenses) to the issuing department before the formalization of an award.
This information is NOT requested to be provided in your initial bid by design.
All bids submitted to the City Clerk become public record. Failure to follow instructions could result in
information considered private being posted to the city’s Open Meetings Portal and made available as a
public record. The City has made a conscious effort to avoid the posting of sensitive information on the
City’s Open Meetings Portal, by requesting that such sensitive information be submitted to the issuing
department only at their request.
FAILURE TO FOLLOW THESE SUBMISSION INSTRUCTIONS WILL RESULT IN THE
DISQUALIFICATION OF THE PROPOSING FIRM.
Page 3 of 19
Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
BID PACKAGE CHECKLIST
Digital forms are available in the City of Providence Purchasing Department Office or online at
http://www.providenceri.gov/purchasing/how-to-submit-a-bid/
The Technical Proposal for Qualification package MUST include the following, in this order:
Bid Form 1: Bidder's Blank as the cover page/ 1st page (see page 6 of this document)
Bid Form 2: Certification of Bidder as 2nd page (see page 7 of this document)
Bid Form 3: Certificate Regarding Public Records (see page 8 of this document)
Bid Form 4: Affidavit of City Vendor (see pages 9 and 10 of this document)
The Professional Cost Proposal envelope MUST include the following:
Forms from the Minority and Women Business Enterprise Program: Based on Bidder Category. See
forms and instructions enclosed (pages 11-12) or on:
https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-
program/
*Please note: MBE/WBE forms must be completed for EVERY bid submitted and must be inclusive of
ALL required signatures. Forms without all required signatures will be considered incomplete.
Bidder’s Proposal/Packet: Formal response to the specifications outlined in this RFP, including pricing
information and details related to the good(s) or service(s) being provided. Please be mindful of
formatting responses as requested to ensure clarity.
Financial Assurance, if requested (as indicated on page 5 of this document under “Bid Terms”)
All of the above listed documents are REQUIRED. (With the exception of financial assurances, which are
only required if specified on page 5.)
***Failure to meet specified deadlines, follow specific submission instructions, or enclose all required
documents with all applicable signatures will result in disqualification, or in an inability to appropriately
evaluate bids.
Page 4 of 19
Revised: 11/9/2023
NOTICE TO VENDORS
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
1. The Board of Contract and Supply will make the award to the lowest responsible bidder.
2. In determining the lowest responsible bidder, cash discounts based on preferable payment terms will not be
considered.
3. Where prices are the same, the Board of Contract and Supply reserves the right to award to one bidder, or
to split the award.
4. No proposal will be accepted if the bid is made in collusion with any other bidder.
5. Bids may be submitted on an “equal in quality” basis. The City reserves the right to decide equality.
Bidders must indicate the brand or the make being offered and submit detailed specifications if other than
the brand requested.
6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in
accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.
7. The Board of Contract and Supply reserves the right to reject any and all bids.
8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence,
immediately upon the conclusion of the formal Board of Contract and Supply meeting during which the
bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City’s Open
Meetings Portal.
9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island Sales
Tax, prices quoted are not to include these taxes.
10. In case of error in the extension of prices quoted, the unit price will govern.
11. The contractor will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally or
equitably any monies or any claim thereto without the previous written consent of the City Purchasing
Director.
12. Delivery dates must be shown in the bid. If no delivery date is specified, it will be assumed that an
immediate delivery from stock will be made.
13. A certificate of insurance will normally be required of a successful vendor.
14. For many contracts involving construction, alteration and/or repair work, State law provisions concerning
payment of prevailing wage rates apply (RIGL Sec. 37-13-1 et seq.)
15. No goods should be delivered, or work started without a Purchase Order.
16. Submit 2 copies of the bid to the City Clerk, unless the specification section of this document
indicates otherwise.
17. Bidder must certify that it does not unlawfully discriminate on the basis of race, color, national origin,
gender, gender identity or expression, sexual orientation and/or religion in its business and hiring practices
and that all of its employees are lawfully employed under all applicable federal, state and local laws, rules
and regulations. (See Bid Form 2.)
Page 5 of 19

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