Owner’s Project Management Services For CPF Grant Rec Center Renovations

Agency:	City of Providence
State:	Rhode Island
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services S - Utilities and Training Services
Posted:	Mar 14, 2024
Due:	Apr 8, 2024
Publication URL:	To access bid details, please log in.

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Revised: 11/9/2023

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

REQUEST FOR PROPOSALS

Item Description: OWNER’S PROJECT MANAGEMENT SERVICES FOR CPF GRANT REC CENTER

RENOVATIONS

Procurement/MinuteTraq #: 44394

Date to be opened: 4/8/2024

Issuing Department: Public Property

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: Ben Lobaugh

o Title: Capital Improvements Project Manager

o Email Address: blobaugh@providenceri.gov

Pre-bid Conference

There will be a Mandatory Pre-Bid Conference

Date: Thursday, March 21, 2024

Time: 2:00pm

Virtual Meeting Link: https://www.microsoft.com/microsoft-teams/join-a-meeting

Meeting ID: 223 616 074 180

Passcode: NTyMCq

Call in # (audio only): +1 332-249-0606 Phone Conference ID: 559 786 243#

Deadline for questions submissions: Friday, March 29, 2024 at 12:00pm

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Revised: 11/9/2023

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

INSTRUCTIONS FOR SUBMISSION

Please Note – this RFP for Owner’s Project Management Services contains special instructions for two separate proposal packages:

1) Technical Proposal for Qualification and 2) Professional Cost Proposal

1) Technical Proposals for Qualification may be submitted up to 2:15 P.M. on the above meeting date (April 8,

2024) 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 hard copies and a digital copy on a USB flash drive of their bid in sealed

envelopes or packages labeled “RESPONSE TO RFP Technical Proposals for Owner’s Project

Management Services for CPF Grant Rec Center Renovations” and 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).

• 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 to 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 April 22,

2024 at the Board of Contract Meeting in Conference Room 305, on the 3rd floor of City Hall.

• Bidders must submit 2 hard copies and a digital copy on a USB flash drive of their Professional Cost

Proposals in sealed envelopes or packages labeled “Professional Fee – Owner’s Project Management

Services for CPF Grant Rec Center Renovations” and 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).

• The Professional Cost Proposal envelope and information relative to the bid must be addressed to:

Page 2 of 24

Revised: 11/9/2023

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

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

DISQUALIFICATION OF THE PROPOSING FIRM.

Page 3 of 24

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 bid 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 bid package MUST include the following, in this order:

• Bid Form 5: Professional Fee (see pages 12-13 of this document)

• Forms from the Minority and Women Business Enterprise Program: Based on Bidder Category. See

forms and instructions enclosed (pages 14-18) 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 24

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 qualified and 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 brand or the make being offered and submit detailed specifications if other than

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.)

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Owner’s Project Management Services For CPF Grant Rec Center Renovations

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