Form No, DPP-RFP-PS-68-75

Approved 5/7/75

Revised 3/18/08



GOVERNMENT OF

THE VIRGIN ISLANDS OF THE UNITED STATES



Request for Proposal — Negotiation

Professional Services



SOEs uut actos cca cst eat gai aeeata ee NS, Date: May 28, 2018



et nieacace ah Bid Sa So SCO moira Al aT OKO gaNayRNENS RFP No. 029-C-2018 (S)



Pursuant to 31 V.L.C. 239 (a) (4) and Rules and Regulations thereunder issued.

the Government of the Virgin Islands, herein after referred to as GVI, Department of

Property and Procurement will receive proposals for the work described below. Proposals

will be received no later than Thursday, June 14, 2018 @ 4:00 o’clock p.m. Atlantic

Standard Time.



DESCRIPTION OF WORK:



Provide Emergency Generator Service & Maintenance on the Islands of St. Croix, U.S.

Virgin Islands.



SCOPE OF WORK: See Attached



sii:

Form No. DPP-RFP-PS-68-75

Approved 5/7/75

Revised 3/18/08



NEGOTIATED PROCEDURES:



The Commissioner of the Department of Property and Procurement will appoint a

Selection Committee to assist in the evaluation and selection of the Contractor.

Accordingly current data on qualifications and performance should be submitted with

proposals. After reviewing the qualifications and proposals the Committee will select for

discussions from the contractor/s or firm/s considered not less than three (3), in order of

preference, deemed to be most highly qualified to provide the services herein

required.



FACTORS FOR DISCUSSIONS



Selection criteria will include (i) Professional qualification, registration and

general reputation of the contractor or firm; (ii) the extent to which the contractor or firm

specializes in or has provided services of a scope similar to the hereunder; (iii) familiarity

with the location (s) in which the service will be performed; (iv) capability of meeting

project schedules.



NEGOTIATION:



The Selection Committee shall recommend to the Commissioner the highest

qualified firm or person with whom a contract shall be negotiated. The

Commissioner, with the assistance of the Selection Committee, shall attempt to negotiate

a contract with such contractor or firm.



Should the Commissioner be unable to negotiate a satisfactory contract with the

contractor or firm considered to be the most qualified, at a price he determines to be fair

and reasonable to the Government, negotiations with that contractor or firm will be

formally terminated. Negotiations will then commence with the second most qualified,

the third most qualified or additional contractors or firms, in order of preference, and

shall continue until an agreement is reached.



Lloyd T. Bough, Jr.

Commissioner

Property and Procurement

Form No. DPP-RFP-PS-68-75

Approved 5/7/75

Revised 3/18/08



INSTRUCTION TO PROPOSERS



A. NOTICE



RFP-029-C-2018 (S) Provide Emergency Generator Service & Maintenance

on the Islands of St. Croix, U.S. Virgin Islands



Information provided in the scope of work is to be used only for purposes of preparing a

proposal. It is further expected that each bidder will read the scope of work thoroughly,

for failure to meet certain specified conditions may invalidate the proposal.



The Government of the Virgin Islands, herein after referred to as GVI, reserves the right

to reject any or all proposals or any portion thereof and to accept the proposal deemed

most advantageous to GVI.



Applicants are requested to submit proposals on the basis of the scope of work. Any

exceptions to the requirements requested herein must be clearly noted in writing and be

included as part of the proposal.



The information contained herein is believed to be accurate, but is not to be considered in

any way as a warranty. Request for additional information clarifying the Scope of Work

should be directed in writing to Deputy Commissioner of Procurement, Dynell R.

Williams at dynell.williams@dpp.vi.gov.



B. STATEMENT OF PURPOSE



To assist the Government of the Virgin Islands in meeting the requirement for the

following supply/service: RFP-029-C-2018 (S) Provide Emergency Generator

Service & Maintenance on the Islands of St. Croix, U.S. Virgin Islands



C. PROPOSE SCOPE OF WORK



See Attached.



D. TIMETABLE



1. Last day for request for written clarification will be Tuesday, June 5, 2018 @

12:00 noon Atlantic Standard Time.



2. Proposals will be accepted at Department of Property & Procurement, no later

than Thursday, June 14, 2018 @ 4:00 p. m. Atlantic Standard Time.

Form No, DPP-RFP-PS-68-75

Approved 5/7/75

Revised 3/18/08



E. SUBMISSION OF PROPOSAL



All interested parties shall submit one (1) original and four (4) copy sets of proposals,

which are to be delivered to the Department of Property and Procurement no later than

Thursday, June 14, 2018 @ 4:00 p. m. Atlantic Standard Time.



They shall be addressed to:



Lloyd T. Bough, Jr.

Commissioner



Property & Procurement



3274 Estate Richmond



St. Croix, Virgin Islands 00802



THE SEALED ENVELOPE CONTAINING THE PROPOSAL MUST

HAVE THE FOLLOWING INFORMATION WRITTEN ON THE

OUTSIDE OF THE ENVELOPE OR PACKAGE:



SEALED PROPOSALS-DO NOT OPEN



RFP-029-C-2018 (S)



(Name of Bidder)



(Mailing Address of Bidder)

(Telephone Number of Bidder)

(Fax Number of Bidder)



Where proposals are sent by mail, the bidder shall be responsible for their delivery to

Department of Property & Procurement before the date and time set for the closing of

acceptance of proposals.



F, WITHDRAWALS OF PROPOSAL



A proposal may be withdrawn at any time prior to the time specified as the

closing time for acceptance of proposals. However, no proposal shall be

withdrawn or canceled for a period of thirty (30) days after said closing time for

acceptance of proposals nor shall the successful provider withdraw, cancel or

modify the proposal, except at the request of GVI after having been notified that

said proposal has been accepted by GVI.



-f.

Form No. DPP-RFP-PS-68-75

Approved 5/7/75

Revised 3/18/08



G.



INTERPRETATION OF SPECIFICATIONS



If any person contemplating submitting a proposal requires clarification of any

part of the scope of work, he/she may submit to the GVI a written request for an

interpretation thereof to the Deputy Commissioner of Procurement, Dynell R.

Williams. GV1 will not respond to questions received after the above established

date. Oral explanations will not be binding.



CONSIDERATION OF PROPOSAL



The Commissioner of Property and Procurement shall represent and act for GVI

in all matters pertaining to the scope of work and contract in conjunction

therewith. This RFP does not commit GVI to the award of a contract, nor pay

of any cost incurred in the preparation and submission of proposals in

anticipation of a contract. GVI reserves the right to reject any or all

proposals and to disregard any informality and/or irregularity in the

proposal when, in its opinion, the best interest of GVI will be served by such

action. Proposals failing to provide some of the items in the scope of work shall

not be rejected per se but any deviations from the scope must be clearly noted.



ACCEPTANCE OF PROPOSALS

GVI will notify in writing acceptance of one of the proposals. Failure to provide

any supplementary documentation to comply with the respondent’s proposal may

be grounds for disqualification.

CONTENTS OF PROPOSAL

The following is a list of information to be included in the written proposal.

Failure to comply with all the requirements as outlined, may disqualify the

applicant.

1. Organization:



a. Number of staff available for project.



b. Copy of valid Virgin Islands Business License



c. Articles of Incorporation & Corporate Resolution, if applicable



a Sub-Contractor that will be retained for this project and percentage of

work to be sub-contracted.

Form No. DPP-RFP-PS-68-75

Approved 5/7/75

Revised 3/18/08



<u Project experience:

a. List of completed projects and estimated cost of each.



4. Project References (minimum of 3)



K. CONFLICT OF INTEREST



A proposer filing a proposal hereby certifies that no officer, agent or

employee of GVI has a pecuniary interest in this proposal or has participated in

contract negotiations on behalf of GVI; that the proposal is made in good faith

without fraud, collusion, or connection of any kind with any other Bidder for the

same request for proposals; the Bidder is competing solely in its own behalf

without connection with, or obligation to, any undisclosed person or firm.



L. LICENSE REQUIREMENT



Bidders must submit hard copy of a valid Virgin Islands Business License. All

Bidders bidding as Joint Ventures must be licensed as a Joint Venture in the

Virgin Islands.



M. INSURANCE



1. The Contractor shall maintain on his own Workmen’s Compensation

Insurance, Comprehensive General Liability Insurance against bodily

injury with limits of $500,000.00 and against property damage with limits

of $500,000.00, the cost of which shall be borne by the Contractor and

maintained fully during the term of the contract.



Dis FAILURE TO PROVIDE THE CERTIFICATED WITHIN THE

STATED TIME PERIOD MAY RESULT IN THE PROPOSAL

DEEMED NON-RESPONSIVE AND MAY BE IMMIDIATELY

DISQUALIFIED WITH NO FURTHER CONSIDERATION GIVEN

FOR POTENTIAL AWARDING OF THE CONTRACT.

Generator Service & Maintenance

Scope of Work



1. GENERAL



The purpose of this contract is to provide servicing and maintenance to emergency generators in the

territory of the United States Virgin Islands, which have been declared under a state of emergency

or a disaster area by the Governor of the United States Virgin Islands.



The Contractor shall provide all management, supervision, labor, machines, tools, equipment and

lubricants necessary to service and maintain emergency generators in top operational performance.

Work shall commence within six (6) hours of receipt of a job order. Work shall be performed in the

United States of the Virgin Islands during hours of 7:00 a.m. and 7:00 p.m., seven (7) days per week

until all job orders are satisfactorily completed.



2. EXECUTION



The Contractor shall coordinate all work through the Department of Public Works (DPW).

Emergency generators serviced and maintained under this contract must be owned or operated by a

government agency. Service and maintenance of emergency generators shall consist of checking and

replenishing all oils and lubricants, performing preventative maintenance and emergency repairs to

make generators operational.



3. REPORTING

The Contractor shall submit a report to the Department of Public Works at the end of each day. Each

Daily Report shall contain, at a minimum, the following information:



Contractor’s name and telephone



Contract number



Make, model number (including phase



Agency, location, date, time and activity performed on generator (including an itemized list

of all parts installed — old parts must be returned to DPW)



Daily and cumulative total of oil and lubricants delivered to generator



GONOmP



Mm



4. PAYMENT



Payment for service and maintenance of emergency generator will be based on the number of

generators serviced. Parts for parts are on a cost plus basis. Contractor is instructed to submit bi-

weekly detailed invoices that must include, but is not limited to, the contracted number; the

contract amount; the number of generators serviced; the number and cost of pairs installed; the

amount to be paid to the Contractor; the amount previously paid the Contractor (if applicable); the

balance due the Contractor; the period for which services were rendered; days worked; number of

units serviced; number and title of personnel; and copies of Daily Reports covering the invoiced

period.



5. OTHER CONTRACTS

The Government reserves the right to issue other contracts or direct other Contractors to work

within the area included in this contract.

GENERATOR SERVICE & MAINTENANCE

BID SCHEDULE



BID SCHEDULE



UNIT TOTAL

AMOUNT

ITEM | DESCRIPTION QUANTITY | UNIT PRICE



001 Technician/Mechanic Fee 1 Hour

for the first hour of service

002 Technician Fee after the 36 Hour

first hour of service

003 Parts Replacement + 15% 1 each

Mark-up



TOTAL:



Company Name:



Company Physical Address:



Company Mailing Address:



Tax indication Number:



Company Telephone:



Company Fax Number:



NOTE: Quantities listed above are for bid evaluation purposes only.