Request for Quotes - Replacement of Roof at Mausoleum Invitation to Bid - Transient Boat Dock Dredging Project

1 REQUEST FOR QUOTES Roof Replacement for Mausoleum at Oak Grove Cemetery Paducah, Kentucky ISSUE DATE: September 15, 2022 DUE DATE: 2:00 pm, September 29, 2022 Contract Manager: Amie Clark, Director of Parks & Recreation Contact Information: aclark@paducahky.gov mailto:djordan@paducahky.gov 2 CITY OF PADUCAH, KENTUCKY REQUEST FOR QUOTES Roof Replacement West Kentucky Mausoleum Invitation The City of Paducah Parks and Recreation Department seeks qualified service providers for the demolition and replacement of a rubber roof membrane for the Mausoleum in Oak Grove Cemetery. The City of Paducah is accepting responses to this Request for Quotes (RFQ) from organizations that are: a) licensed/certified to operate in the Commonwealth of Kentucky; b) experienced in working with Kentucky Building Code; c) experienced in working with facilities that need restoration and

preservation Organizations responding to this RFQ must be prepared to undertake, in the most efficient manner, all aspects of construction based upon the City’s maximum estimated construction budget of $100,900. Respondents to this RFQ will be expected to meet or exceed the minimum qualifications set forth in this RFQ. The intent of this RFQ is to identify those entities that are qualified and capable of completing the contracted services for the City of Paducah, Parks and Recreation Department. Organizations are invited to submit a proposal as described herein by the submission deadline set for 2:00 pm, September 29, 2022. Background The City of Paducah Parks and Recreation Department oversees the maintenance and operations of 29 parks facilities, including Oak Grove Cemetery and the West Kentucky Mausoleum. Oak Grove Cemetery, located in Paducah, KY is approximately 50 acres of property and includes the West Kentucky Mausoleum. The West Kentucky Mausoleum was built in 1912 and houses 252 crypts. The building was renovated in 2008. It is the desire of the City of Paducah Parks and Recreation Department to replace the roof at the West Kentucky Mausoleum. QUALIFICATION PROCESS AND CRITERIA The Selection Committee, comprised of personnel from the City of Paducah Parks & Recreation and Public Works Departments will review and evaluate the qualifications of the agencies that respond to this RFQ. This Selection Committee will review all responses to this RFQ and will identify qualified entities according to the evaluation criteria. Respondents must meet or exceed the following criteria: • The entity must be legally capable of operating within the State of Kentucky. • The entity must, at its own expense, procure all permits, certificates, and licenses required by the law for the execution of this project. • The entity must comply with all federal, state and local laws, ordinances or rules and regulations relating to the 3 performance of the work. • The entity must provide no fewer than five references from similar clients. • The entity must be able to provide insurance in accordance with the City’s requirements. • The entity will be required to obtain a Paducah Business License to perform the work and the business license will need to be kept current throughout the duration of the contract. • The entity will be required to withhold and submit payroll tax to the City of Paducah. • The entity may be asked to provide a roster of employees and subcontractors used for the contracted services with the City of Paducah. The City of Paducah reserves the right to accept or reject any or all quotes. All quotes become the property of the City of Paducah. The City of Paducah has the right to waive any irregularities in the Request for Quotes process. The City of Paducah reserves the right, at its sole discretion, to terminate this process at any time or reject any or all quotes without penalty prior to the execution of an agreement with the selected agency. Any agreement resulting from this process shall be done so as deemed in the best interests of the City. The City has a variety of ordinances and policies which may or may not apply to a subsequent agreement including, but not limited to background checks of employees, licensing requirements, and others. Application of these requirements will be determined based on the structure of any subsequent agreement. Selection: The City’s selection committee will review all quotes after the RFQ deadline has expired. We may contact a representative of your team to seek additional clarification and/or information. The selection committee will determine the preferred agency from the short list of finalists, based upon the criteria referred to herein. Contract Negotiation: The City Manager will enter into contract negotiations with the preferred agency soon after the completion of the selection process. The finalists not selected will be placed on standby pending the successful completion of contract negotiations and ratification of the contract by all parties. Recommendation: The selection committee will recommend the selected firm to the Board of Commissioners after the completion of the contract negotiations. Approval: The City of Paducah Board of Commissioners will be required to approve the contract prior to ratification by the City. Scope of Services The Scope of Work includes, but is not limited to: • Demolition and removal of existing roof deck • Purchase and installation of adhered EPDM roof membrane (60 mils), cover board, insulation, vapor retarder, wall flashing, and metal drip edging around the perimeter installed to manufacture’s specifications • All flashing and penetrations must meet manufacture’s specifications • All debris must be properly removed and disposed of • Provided warranty as stated herein It is understood that except as otherwise specifically stated in the contract, the vendor (contractor) shall provide and pay for all materials, labor, tools, equipment, and transportation of every nature and all other services and facilities of every nature whatsoever, necessary to execute, complete and deliver the work within the specified time. Permits and licenses (including the City of Paducah) necessary for the execution of work shall be secured by the vendor but no fees will be charged to the vendor. All supplies and material shall be new. Any work necessary to be performed after regular working hours, such as work performed on Sundays or legal holidays shall be performed without additional expense to the City of Paducah. 4 Existing Conditions The vendor, in undertaking the work under this contract, is assumed to have visited the premises and to have taken into consideration all conditions which might affect the work. No consideration will be given to any claims based on lack of knowledge of existing conditions. Time Line: 1. RFQ Issued This RFQ is officially issued on September 15, 2022. 2. Qualification Proposals Due Your completed qualification proposals are due back to the City Clerk’s Office by 2:00 pm, September 29, 2022. Please submit 5 hardcopies of your proposal for our utilization. Please mail or hand deliver your proposal to: City of Paducah Attn: Amie Clark, Director – Parks and Recreation 300 S. 5th Street Paducah, Kentucky 42003 3. Review and Selection Quotes will be reviewed and scored using Rubric attached. Lowest, most qualified quote will be recommended to Board of Commissioners for Project Award. 4. Board of Commissioners Project Award The Agreement will be considered for approval by the Board of Commissioners on October 11, 2022. Content of Proposal At a minimum, the following information should be included in the response to this RFQ. This outline is not all-inclusive, and respondents can provide additional information as deemed appropriate. To insure a uniform review process and to obtain the maximum degree of comparability, the submissions in response to this RFQ must be organized in the following manner: A. General Information 1) Provide a transmittal letter that specifically states the respondent’s understanding of the work to be accomplished and briefly outlines the respondent’s strengths in providing the required services. The letter should also state that the respondent meets or exceeds the minimum qualification criteria outlined previously. The letter should also clearly express any specific competitive advantage the responding firm brings to the project. This letter should be signed by an authorized corporate officer for each entity included as a team proposal. Provide confirmation that the respondent is authorized to make the proposal. 2) Include the name of respondent’s firm/entity, address, telephone number, name of contact person, and the title of the RFQ. 3) Provide a description of the proposing entity’s current legal status (i.e. Corporation, Partnership, Sole Proprietor, Joint Venture, etc.) 4) Provide the proposing entity’s current Federal Identification Numbers. 5) Provide estimated project completion date. B. Background and Qualifications 5 1) Provide a profile of the responding organization and describe its legal and organizational structure. The respondent must identify and distinguish between its own experience and qualifications and that of any parent entity, predecessor and/or wholly-owned or partially-owned subsidiary of the respondent. If the respondent is a newly formed entity comprised of multiple individuals or entities that is compiling projects from prior experience, respondent must state this clearly. 2) Provide a copy of any organization profile, sales brochure, or other documentary information pertaining to the organization. 3) Provide resumes of key personnel of the organization. To include the name and contact information for the primary contact that will be tasked with the completion of the scope of services described herein. 4) Provide the year and month when the respondent’s entity was formed. 5) Provide the organization’s experience in providing scope of services to other similar organizations. 6) Provide the firm’s past experience with the City of Paducah or McCracken County (if applicable). C. Compensation Proposal The respondent shall provide a proposed cost for the provision of the scope of services defined herein for the City’s consideration, to include cost for products, materials, and labor. Compliance with Laws The selected consultant agrees to be bound by all Federal, State, and Local laws, regulations, and directives as they pertain to the performance of the agreed upon contract. Duration of Proposals All proposals must be valid for a minimum of 90 days after proposal opening, Proposal Costs Proposers responding to this RFQ do so solely at their own expense, and the City is not responsible for any Proposer’s expense associated with responding to this RFQ. Return of Proposals All proposals become the property of the City and will not be returned to the firm. Once received and opened, the contents of the proposal will be placed in the public domain and be open to public disclosure pursuant to state law. Warranty All materials and labor provided by the vendor shall have a 20-year manufacturer’s warranty as well as a 2-year workmanship warranty for weather tightness on the sheet metal portions of the project. Provide a 10-year warranty for all roofing products cover materials with no depreciation and a 5-year workmanship warranty for all related work as well Site Visit To arrange a site visit, please contact the Parks office at 270-444-8508 or email to aclark@paducahky.gov. mailto:aclark@paducahky.gov