Request For Proposals
City Hall Renovations, Butler Missouri
PROPOSAL NUMBER: RFP #200 | ISSUE DATE: July 17, 2024
The City of Butler is soliciting proposals for the renovation of
our City Hall (22 W. Ohio) including exterior paint of City Hall, signage, and
foundation work. Bids may include multiple firms, but one must be acting as the
General Contractor.
Qualified firms should respond with nine (9) hard copies and one
(1) electronic copy of their qualifications to include the following
information. Limit submissions to 15 single sided 8 ½ x 11 pages. Covers and
tabs are not part of the page count. Please include:
1. General information about the company.
2. Key personnel of the firm and their experience and
qualifications. Provide information for any subcontractors as well. Please be
brief.
3. Three (3) examples of experience with related projects
including ability to work within budget constraints and ability to meet
schedules.
4. References.
5. Please include total costs for the project for each of three
(3) aspects of the project.
6. Warranty information.
7. Costs and timeframe.
All submissions must be received by 10 a.m. CST, Thursday,
August 29, 2024, to the attention of:
Corey Snead, City Administrator
Reference Proposal No. RFP #200
The City of Butler
PO BOX 420
22 W. Ohio
Butler, MO 64730
Please direct RFP questions (via email) by August 12, 2024, to:
Corey Snead, City Administrator
Any response made by the City will be provided in writing to all
Proposers by addendum. No verbal responses shall be authoritative. Responses to
the questions will be posted on the City’s website: www.cityofbutlermo.com will
be posted within one week of the questions deadline.
No late proposals will be accepted.
PROJECT SCOPE
The following specific services are requested by the City in the
RFP:
1. Painting and patching the structure of city hall.
2. Minor structural repair
3. Foundation/masonry work
WORKMANSHIP
• All work to be "first class" and performed to
accepted, highest industry standards.
• All products to be applied in accordance with manufacturer
instructions and recommended coverage rates to ensure proper coverage.
• All work to be performed in a neat and workmanlike manner to
ensure proper coverage and finish with each application.
• Materials and workmanship provided under these specifications
are warranted for minimum of (1) one year from contract completion or for as
long as warranted by the paint manufacturer, whichever is longest.
• Contractor will be responsible for any and all damage to City
facilities caused by the Contractor’s employees in the execution of their work.
Repairs and/or replacement shall be at the contractor’s expense.
• Contractor to supply all work materials, tools, drops,
ladders, scaffolds, equipment, vehicles or other items necessary to complete
the scope of work.
• Contractor will not store combustible supplies including, but
not limited to rags, paper, solvent, chemicals or equipment. The Contractor
shall consider contaminated equipment and materials as potentially subject to
spontaneous heating and storage of such items is prohibited in City facilities.
• Care must be taken to contain and dispose of debris resulting
from the work. This material is to be contained and removed from the premises
by the contractor. Work areas must be cleaned with debris removed daily.
Insurance Required:
• When project is awarded, successful Vendor must provide proof
of insurance as required:
• Limits of liability for insurance shall be not less than the
following amounts, and must be greater where required by other laws or
regulations and must be insured on an “occurrence” basis and not on a “claims
made” basis:
a. Workmen's Compensation:
• State . . . . . . . . . . . . . . Statutory
• Applicable Federal . . . Statutory
b. Comprehensive General Liability:
• • Bodily Injury (including completed operation and products
liability) and Property Damage:
• o $2,000,000 . . . . . . Each Occurrence
• o $2,000,000 . . . . . . Annual Aggregate
• o or a combined single limit of $2,000,000
• Property damage liability insurance will provide Explosion,
Collapse and Underground coverage where applicable.
SPECIAL CONDITIONS
• Final paint colors shall be approved by City.
• Work area to be always kept neat and safe.
• Scaffolds, ladders, equipment, lifts, staging etc., shall meet
OSHA standards.
• Contractor is responsible for the safety of its own personnel,
City employees, and members of the general public. Suitable signs and/or
barricades will be placed to ensure safety.
• Contractor is responsible for damages to all adjacent areas
and items including buildings and walks, shrubbery, trees, lawns, HVAC
equipment and will take necessary steps to protect them from damage and to
restore them to their original condition.
• Care must be taken to protect passers-by and property from
damages resulting from overspray or other work.
• Contractor to maintain sufficient personnel and equipment on
site to complete project on time and to make continuous progress to completion.
• A City representative will be available to answer contractors’
questions and coordinate with occupants.
• City of Butler building is a high traffic public area. The
successful contractor and his/her personnel shall not create interruption,
noise, or offensive situations that may interfere with the normal business of
the City.
RFP SUBMISSION EVALUATION
City staff will evaluate all proposals. It is possible that
interviews will be performed with a select number of contractors prior to
formulations of a bid award recommendation to the City Council. Evaluation of
the proposals shall be based upon, but not limited to, the factors listed
below, not necessarily in the order of their importance:
• Experience, qualifications, and general abilities of the
applicant
• Quality of the overall project approach
• Cost proposal
• Specified warranties and other after-service provisions
• Bonding capacity, insurance coverage, and other legal matters
• Quality of references, prior business experience with the
contractor, or reputation of contractor with other local municipalities/clients
• Responsiveness to items as set forth in this RFP.
The City reserves the right to reject any and all proposals in
whole or in part and/or not select a proposer. This RFP does not commit City to
interview candidates, award a contract, to pay any costs incurred by any
proposer in preparing a proposal, to procure or contract any services or to
adhere to any predetermined schedule or timelines of events.
PROPRIETARY INFORMATION
If a submission includes any proprietary data or information,
such data or information must be specifically identified as such on every page
on which it is found. Data or information so identified will be used by the
City solely for the purposes of evaluating submissions and conducting contract
negotiations, provided all proposers understand and acknowledge that
submissions made in response to this RFP may become matters of public record
pursuant to Missouri law applicable to public entities and respondents shall be
deemed fully aware of that possibility upon submission of a proposal.
MODIFICATION OR WITHDRAWAL OF PROPOSAL
Any submission may be withdrawn or modified by written request
of the respondent, provided such request is received by the City at the above
address prior to the date and time set for receipt of submissions.
RIGHT TO REJECT
By providing a submission, it is understood by the respondent
that the right is reserved by City to accept any submission, to reject any and
all submissions as non-responsive and to waive any irregularities or
informalities when to do so is in the best interest of the City.
COST OF PROPOSAL PREPARATION
The cost of preparing a response to this RFP will not be
reimbursed by the City.
Approval of Completed Project:
• Completed project must be approved by Mayor James W. Henry and
City Administrator Corey Snead.
PROJECT SCHEDULE
The proposed project schedule would be as follows (subject to
changes):
• RFP deadline: Thursday, August 29, 2024
• City Council award: No earlier than Tuesday, September 3, 2024
• Project initiation: Fall, 2024 or Spring 2025
• Project Completion: Ideally by March 2025
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