Form No, DPP-REP-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. TOL cece cede e denen hsbc enone cee edaecenseeeeeaeeneaees Date: September 6, 2018 ee ee ee ee ee eee ee eee eee eee eee eer er ry RFP No. 038-C-2018 (S) Pursuant to 31 V.I.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 Jater than Friday, September 21, 2018 @ 4:00 o’clock p.m. Atlantic Standard Time. DESCRIPTION OF WORK: For the Step Program Debris Removal, U.S. Virgin Islands SCOPE OF WORK: See Attached NEGOTIATED PROCEDURES: -]- a Form No, DPP-RFP-PS-68-75 Approved 5/7/75: Revised 3/18/08, The Commissioner of the Department of Property and Procurement will appoint a. Selection Committee 10 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 INSTRUCTION TO PROPOSERS: Form No, DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 A. NOTICE RFP-038-C-2018 (P) For the Step Program Debris Removal, 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-038-C-2018 (P) For the Step Program Debris Removal, U.S. Virgin Islands. C. PROPOSE SCOPE OF WORK See Attached D. TIMETABLE 1. Last day for request for written clarification will be Thursday, September 13, 2018 @ 12:00 noon Atlantic Standard Time. 2. Proposals will be accepted at Department of Property & Procurement, no later than Friday, September 21, 2018 @ 4:00 p. m. Atlantic Standard Time. ‘Forin No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 E. SUBMISSION OF PROPOSAL. All inteested 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 Friday, September 21, 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 00820 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 REP-038-C-2018 (P) (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 1o 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. G. INTERPRETATION OF SPECIFICATIONS Form No. DPP-RFP-PS-68-75 Approved 5/7/75. Revised:3/18/08 If any person contemplating submitting a proposal requires clarification of any patt 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. GVI will not respond to questions received after the above established date. Oral explanations will not be binding. H. 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 GV1I 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. L 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. J. CONTENTS OF PROPOSAL The following is a list of information to’ be included in the written proposal. Failure to ‘comply with all the requiremients 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 2. Sub-Contractor that will be retained for this project and percentage of work to be ‘sub-contracted. 3. Project experience: a. List of completed projects and estimated cost of each. 4, Project References (minimum: of 3) 5- Form No, DPP-RFP-PS-68-75 Approved 3/7/75 Revised.3/18/08 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 i 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 Workmien’s Compensation Insurance, Comprehensive General Liability Insurance against bodily injury with limits of $100,000.00 and against property damage with limits of $100,000.00, the cost. of which shall be borne by the Contractor and maintained fully during the term of the contract. 2. 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. Sheltering and Temporary Essential Power (STEP) Program Debris Removal Scope of Work 1. GENERAL The purpose of this contract is to provide debris removal response assistance to the participants of the Sheitering:and Temporary Essential Power (STEP} Program throughout the territory of the United States Virgin Islands, which has been-declared under a state of emergency or declared a disaster area by the Governor of the United Statés Virgin Islands. The STEP Program Debris Removal is for the collection of Construction and Demolition materials and white goods only, delivered by.the Virgin Islands Department of Public Works (Public Works) or designated contracts in trucks pre-certified by Public Works and Witt O’Brien’s, with United States Army Corp of Engineers (USACE) present. Placards provided:by Public Works will be placed on the trucks so that they are visible and easily read by the tower mojtitor. Signs shall be a minimum of 12 X 16 inches and wil! prominently display the following information: Prime Contractor name, Subcontractor name (if applicable}, Unique Truck number, Cubic Yard Capacity, Name of Inspector and Inspection date. 2. SERVICES The Contractor shall provide all Jabor and materials necessary to fully operate and maintain (including fuel, oil, grease and repair) all equipment. All contract bid terms must include the cost of laborers, Operators, supervision, maintenance, fuel, repairs, overhead, profit, insurance, and any other costs associated with the-equipment and personnel. The Contractor shall pick up STEP program eligible Construction and Demolition (C&D) Debris, and White Goods, in separate trucks, [oad and remove separated debris from the. Authorized households territorial and federal route system right-of-way (ROW) tothe Debris Management Site (DMS). ‘The Public Works Program Manager will designate work sites throughout. the island .by sector or by roadway sections. Debris will be collected using Public Works certified dump trucks or roll-on/roll-off bins which will be sized and labelled appropriately for the purpose -of tracking by. inspectors throughout the duration of the operation. The contractor will be responsible for removing any and all “eligible” debris (see section 4 for a definition of eligible debris) from territorial and federal roads, ROW of streets and roads as-directed by the Virgin Islands. Housing Finance Authority (VIHFA). The eligible debris will be pre-measured by VIHFA and reported to Public Works: This information will then be submitted to the Contractor ona weekly basis. The-scope of work. will include 4) examining debris to determine whether or not debris is eligible; 2) loading separated debris.in. two separate trucks; 3) hauling debris to. an approved Debris Management Site; and 4) dumping the debris at the dumpsite. Ineligible. debris {ie., hazardous toxic material, vegetative) will not be loaded, hauled, or dumped under this contract, however, Contractor must immediately notify the Program Manager when Hazardous or toxic waste is found in his sector: Any load that includes ineligible debris, will be turned away. Debris removal shall include all eligible debris found on the ROW at the specified addresses designated by VIHFA, The Program Manager may specify any eligible'debris within the ROW which should not be removed, or which should be removed at a later time.. The Contractor shall make-as many passes through the designated area as required by VIHFA through Public Works, The Contractor shall not enter onto private property during the performance of this contract. All debris removal must be monitored and verified by assigned Debris Monitors: A debris monitor must be present at each location, from start to finish. The debris monitor will verify that the debris removed is eligible. No debris is to be removed without approval of the Debris Monitor: All load tickets must be verified by the Debris Monitor, therefore, any debris that has not been approved and: verified on the load ticket by the Debris Monitor, will be considered ineligible and the whole load will be turned away. All work. shall be performed in compliance with the US Department of Transportation Manual on Uniform Traffic Controls for Streets and Highways, Part VI (Standards and Guides for Traffic Control for Street and Highway Construction, Maintenance, Utility,;and Incident Management Operations) (MUTCD), and in accordance with the Virgin Islands OSHA Safety Standards. The Contractor-shall ensure that all Contractor personnel-are capable of understanding safety concerns expressed in Part VI of MUTCD directly or through an interpreter. Afl equipment-used under this contract must be in ‘compliance with all federal and local rules and regulations.. The Contractor must present his equipment for inspection prior to its use by the Contractor: The Contractor ‘shall conduct its operations so as notto interfere with the disaster response and recovery activities of federaf and loca! governments or agencies, or of any'public utilities. All work shall be accomplished in a safe manner: 3. LOAD TICKETS. The Contractor is responsible for ensuring that the load tickets are completed. according to the established procedures. The load ticket will contain the following’ information: Unique ticket number Contractor name-and telephone number Sub-contractor name and telephone number (if applicable) Truck: Number: Truck Capacity (already certified by US ACE} Truck Driver name. Date Time, Start & Finish STEP Program Application Number - provided by Public Works for each address Address — _ Latitude and Longitude Debris Classification . DMS Location . Signature fields for both Roving Monitor and Tower Monitor: Capacity. percentage and total of appliances collected OZ ZT ALT TAMNMoONSE US Virgin islands Department of Public Works Ticket # 1234567 Debris Load Ticket - DR 4346 Prine Sostresctor ruck No Wagocity Clner info Sulb- Sister” Tr Driver Range & Qver Appkcation. Address Latitude | tongitess | CY otCaD | AG Unt | Mercwove Refigerat : Number efrigerstoy Water Hpater Unloading Information DMS'Site ~ Check One jDate Body Slob Refrigerator |Wvater Heater “|Nazarely Suzannaborg Insp soni ; Other Notes: Orgad VDP « Fetd Moniloe Copy 3: VEDPYY - Thwer Montor Gapy 2 Track Briver Cosy LSACEMMMA Copy 4 CERES 4. DEBRIS CLASSIFICATION Eligible Debris, Debris. that.is within the scope of this contract falls under two possible classifications: Construction and Demolition (C&D) and White Goods. Debris that is classified hazardous or toxic is not to be handled.under this contract. Construction and Demolition Debris: Debris resulting from the alteration, construction, destruction, rehabilitation, or repair to the rooves of the specified houses, which may include sheetrock, plywood sheathing, corrugated metal roofing, gutters, bathroom/kitchen cabinets, window, doors, tub, toilet, sinks, ceramic floor/wall tile, carpeting etc, . White Goods: Refrigerators, A/C Units, Microwaves, Range and Ovens, and Water Heaters. Hazardous Toxic Waste (HTW}. Hazardous or toxic-materials or waste such as petroleum products, paint products, asbestos, electrical transformers, and other knowri or suspected hazardous materials shall be removed by others: Coordination for hazardous debris.removal is the responsibility of the Government. 5. DUMPSITES The Contractor shail use only the debris management site(s) designated by the Public Works Program Manager. The dumpsite operator shall direct all dumping Operations. The Contractor shall cooperate with the dumpsite operator to facilitate: effective dumping operations. The Government makes no. representations regarding the turn-around time at the dumpsites. Contractors are to abide by the working. schedule of the dumpsite Operator. Only eligible STEP debris delivered ‘to the Public Works approved dump site will be considered for compensation thro ugh this contract, 6. PERFORMANCE SCHEDULE The Contractor shall commence mobilization immediately upon notification and designation of work areas by the Program Manager. The Contractor must commence debris removal operatioris within twelve: (12) hours of contact notification. The Contractor shall work during daylight hours for ten (10)-hours per day, six {6) days per week, until:designated work areas are cleared. Maximum allowable time for compietion will be one hundred eighty (180) calendar days, unless the Government initiates additions or deletions to the contract by written change orders. Subsequent changes in completion time will be equitably negotiated by bath parties pursuant to applicable territorial and federal law. Liquidated damages shall be assessed at $200.00 per calendar day for any time over the maximum allowable time established. by the contract. 7. EQUIPMENT All trucks and other equipment. must be in. compliance with all applicable federal and local rufes and tegulations. Any truck used to haul debris must be equipped with a cover and a tailgate that will effectively contain the debris transport and permit the truck to be filled to capacity. The Public Works Program Manager must measure ail trucks for the load capacity, All trucks operating under this contractor will be measured and certified through Public Works and will be given a placard: displaying Contractor's name, subcontractor’s: name (if applicable), unique truck number, the load capacity in cubic yards as determined. through certification process, name of inspector, and inspection date. The placard must be mounted on both sides of the truck. Sideboards or other extensions to the bed are allowable provided they meet all applicable'rules and regulations, cover thé front.and both sides, and are constructed in a manner to withstand severe operating conditions. The sideboards are to be constructed of 2” by 6” boards or. greater and not to extend more than two feet above the metal bedsides. All extensions are subject to acceptance or rejection by the Program Manager. Trailers towed by trucks are not permitted under this-contract. The maximum load capacity fora pickup truck with sideboards is five (5) cubic yards. The Contractor must present all equipment for inspection’to the Program Manager prior to. use, for the purpose of determining hauling capacity. The hauling capacity will be based on the interior dimensions of the truck’s metal.dump bed. Trucks orequipment, which are designated for use under this-contract, shall not be used for any other work during the working hours of this contract. The Contractor shall not solicit work from private citizens or others to be performed in the designated work area during the period of this contract. Under ho circumstances will the Contractor mix debris hauled for others with debris hauled: under this contract. Equiprnent used under this contract-shall be rubber tired and sized property to fit loading conditions. Excessive size equipment and non-rubber tired equipment must be approved by the Program Manager prior to its-use. 8. BARGING (NOT APPLICABLE TO THE ISLAND OF ST. CROIX) The Contractor shail be responsible for transporting covered truck loads or-containers of separated-debris. from the islands of St: John, Water Island, and Hassel Island to the designated debris management site(s} identified: by the Program Manager on the island of St. Thomas. 9. REPORTING The-Contractor shall submit a Weekly. Report to. the Program Manager during the term of the contract. Each.report shall contain a minimum of the following information: Contractor's name, telephone number and fax number Location.of work assignment area(s) Load tickets for the respective period Cubic yard. capacity of each piece of heavy equipment identified. by vehicle tag number GAP 10. OTHER CONSIDERRATIONS The Contractor shall supervise and direct the work, using skilful labor and proper equipment for all tasks. Safety of the Contractor's personnel, equipment and the adjacent ‘area are the responsibility of the Contractor. Additionally, the Contractor shall pay for all materials, personnel, taxes and fees (including barging) necessary to: perform under the terms. of this contract. The Contractor must be duly licensed in accordance with the territory's statutory requirements to perform the work. The Contractor shall obtain all permits necessary to complete the work. The Contractor shall be responsible for what permits are necessary to perform under this contract. Copies of ail permits shall be. submitted to the Program Manager. The Contractor shall be responsible for taking correction action in response to any notices of Violations issued as a result of the Contractor’s or any subcoritractors’ actions or operations during. the performance of this contract. Corrections for any such violations shall be at no additional cost to the: Government. The Contractor sha!l be responsible for the control of: ‘pedestrian and vehicular traffic'in the work area. The Contractor shall provide all flag persons, signs, equipment, and other devices necessary to meet. federal and local requirements. At a minimum, one flag person should be posted at each approach to the work area near the roadways. Work shall be accomplished in a safe manner. 11. MEASUREMENT Measurement for. separated eligible debris loaded and transported to the DMS(s) will be by the cubic yard as predetermined through truck. bed measurement. Trucks with Jess than full load capacities will be adjusted down by visual inspection by the Monitor. Measurement wilt be documented by load tickets and verified by the Monitor. 12. PAYMENT Payment for the removal and transportation of separated eligible debris tothe approved DMS(s) will be paid for under the contract. bid item for: eligible debris certified by the Contractor and approved by the Public Works Program Manager. The total amount of-debris to be removed under this contract will be determined in cubic yards collected and.documented by. load tickets and verified by actual measurement ‘of the. debris at the debris:site. Contractor agrees that the rate to be paid under this contract is non-negotiable as outlined. below, Contractor further agrees that payments will be made in accordance:with approved invoices submitted to ‘Public Works verified by actual measurement of the debris at the debris site. A. Construction and Demolition at a rate of $38.00 per cubic. yard B. White:Goods at a flat rate of: a. Waterheater $46.00 Microwave $46.00 Stove. 546.00 Refrigerators. $63.00 A/C Unit $63.00. mana Sample Invoice: ABC Construction, Inc Contract: SC-0123-ViDPW-2000 #123 Estate Anna’s Hope Period: 07/15/2000- 07/15/2000 P.O. Box 987,-Kingshil! VI 008511 TEL: (340) 555-0123 Tax ID: 66-9999999 1. 07/15/2000 Route #70 Estate Mount Pleasant 150 cubic yards @ $5.00 § 750.00 Invoice number 001 through.075 2. 07/16/2000 Route #70 Estate Pleasant Prospect 125 cubic yards @ $5.00 S 625.00 Invoice number-076-through 120 3. 07/17/2000 Route #70:Estate Adventure 130 cubic yards @ $5.00 $ 650.00 Invoice number 121 through 180 TOTAL DUE: $2,025.00 | certify that the above information is true and correct. John Smith, Sr., President Date ABC Construction, Inc Final payment is subject to the inspection and acceptance of the project by the Government, the submission of all pertinent warranties and Release of Claims. Contractor shail'submit a Waiver of Liens-or Affidavits of subcontractors who have release the contractor of its ‘obligations. Contractor shall also submit a Consent of Surety to final payment, and upon the Government's request, any other documentation the Government deems necéssary. Company Name: Company Physical Address: Company Mailing Address: Tax indication Number. Company Telephone: Company Fax Number: Contractor is instructed to submit-monthly detailed invoices that must include, but is not limited to, the contract number; the amount to be paid to the Contractor; the period for which services were rendered; the dates worked; the area worked, and Operational Report covering the contact period. 13. OTHER CONTRACTS The Government reserves right to issue other contracts or direct other contractors to werk within the area included in this contract. 14. INSURANCE The Contractor shall maintain on his own Workmen's Compensation Insurance, Comprehensive General Liability Insurance against bodily injury with limits of $100,000.00 and against. property damage with limits of $400,000.00 the cost of which shall be borne by the Contractor and maintained fully during the term of the contract. A copy of the insurance listed herein shall be filled with the Department of Property & Procurement, 274 Estate Richmond, Christiansted, St. Croix. The Contractor shall be liable for foss or damage to property or pérsons; however, in no case shall such negligence be presumed of inferred.