Friends of the Historic Union Community Hall operating the Catherine Creek Community Center

November, 2021

RETURN TO:

Board of Directors

Friends of the Historic Union Community Hall PO Box 275

Union OR 97883

Tele: (541) 562-2038

ccccenter667@gmail.com

Proposals are due by 12:00 PM (noon) on Wednesday, December 15, 2021 and may be submitted as a hard copy (printed) document or emailed as a pdf document. 

This Request for Proposals (RFP) provides potential applicants with the information to prepare and submit proposals for consideration by the Friends of the Historic Union Community Hall, operating as the Catherine Creek Community Center (HUCH) to satisfy the need for electrical repairs and upgrades to the building located at 667 North Main Street in Union, Oregon.

Response Date

In order to be considered, proposals must be received either in hard copy (printed) form or by email (pdf) form on or before 12:00 Noon on Wednesday, December 15, 2021. Any proposals arriving later than 12:00 noon on the above date will be rejected. No responsibility will be taken by HUCH for failure of a delivery service to deliver proposals on time, regardless of the reason.

Proposals

The following must be submitted:

1. Cover Sheet/Applicant Profile
2. Assurances
3. References
4. Required documents listed on the Coversheet (pg. 11)
5. Current Certificates of Insurance (COI)

For your convenience, the pages to be returned are numbered 11-13. These pages can be edited, printed and returned to HUCH. Responses with missing pages will be rejected as incomplete. Applicants should not vellum or spiral bind proposals. The proposals submitted become the property of HUCH.

HUCH reserves the right to verify any item that appears inconsistent, unclear, or erroneous. Any applicant willingly providing false information, as verified by HUCH, will be immediately disqualified from consideration.

Rejection of Proposals

The Friends of the Historic Union Community Hall reserves the right to reject any and all proposals received, as a result of this RFP, or to negotiate separately with some or all competing applicants for all or any part of the services described herein.

Conditional proposals will not be accepted. However, HUCH reserves the right to waive minor errors or irregularities in the proposals that are submitted.

An official authorized to bind the applicant to its provisions must sign the proposal. HUCH does not accept any responsibility for accuracy in pricing. Since subcontractor selection is partially based on the quoted price, no changes in pricing can be accepted after the proposal is submitted to HUCH.

Goals & Project Overview 

The existing electrical systems are out of date and have developed several safety issues. The systems have been updated over time and they are now a patchwork of the old wiring spliced into a newer service. Some of the wiring has been damaged by rodents having gained access to the attic spaces and there are other issues like ungrounded circuits and lack of GFCI outlets in the required locations. Other concerns are the need for more receptacles to be installed in more convenient locations and additional switches to control the lighting where it is lacking. Updates to outlets, fixtures and lighting throughout the building with grounded cable and LED light fixtures is the ultimate goal. With much of the wiring being old, damaged and volatile in the sanctuary attic, it would be best to update the wiring completely throughout that section of the building since there is some active knob and tube wiring that is still in use. The ungrounded wiring in the fellowship hall should also be replaced with grounded cable. If it is possible to utilize some of the existing grounded circuits that are fit for use, then that is an avenue that should be explored for cost effectiveness. Along with improving the existing deficiencies list found in the inspection report, a list of desired improvements is also requested to better serve the current needs. The building may be used for church services, theatrical productions, and audio/video recording sessions, along with other events.  

Considerations and Questions  

1. Having a licensed electrical contractor visit the building to assess the deficiencies and the proposed improvements is important. Testing the systems, tracing the circuits and getting eyes on the issues in person, will also give the contractor a better idea of what can be done as far as utilizing existing equipment and wiring vs. replacing the entire system unless it is needed and that would be determined as well. 

2. It is recommended to prioritize the immediate electrical needs that are code issues and safety items. Lesser priorities can be done at a later date if funding is inadequate for completion of all tasks listed. This can be done once an assessment is produced by a licensed electrical contractor. 

3. Be mindful that if a full electrical system replacement is performed, the existing deficiencies list will become null and void, but will still serve as a guide for things to be cautious of. This should help with the cost of the upgrade as well since these additional items would be included within a system replacement. 

4. Determine if a 200amp service is large enough for the needs of the building for future expansion of the proposed project list and deficiency improvements along with future power needs. 

5. Will the service meter and panel need to be updated, due to age, condition and ability to keep the weather out of the main breaker panel? The service drop cables should be inspected to determine if they are the correct size and are in adequate condition to hold up well into the future.

6.. Can the existing 200amp panel be better organized, and or utilized for the building’s needs without replacing it? 

7. The old push button subpanel in the front entry foyer will likely need to be replaced to bring more available power to that section of the building. This would make things more convenient for connecting additional circuits with modern wiring to power the old section of the building. 

8. While improving the wiring and fixtures in the old section of the building, it is recommended to maintain the historical look while enjoying updated lighting and controls, modern wiring and adequate access to power so that it can be used safely and conveniently into the future. 

9. Be mindful of all fire code requirements for exit lighting, emergency backup lighting, smoke and carbon monoxide detectors.

Historical Information 

Below is a historical overview of the original Methodist Church and its addition that was built later (the Fellowship Hall). This information is intended to explain the history of the electrical systems, the current electrical configuration, deficiencies and the future for the building. 

It is undetermined when Union was first provided with electricity or when the original church section of the building was electrified but it was likely near the beginning of the 20th century, since the church was built around 1905. Before the single-story fellowship hall was built in 1954, the original incoming service cables came off of a transformer from a power pole and entered the north gable of the building as the original insulators are still intact at the north gable. Per the technology of the day, knob and tube wiring was used to power the building, which is still being partially used today in the walls, ceiling and basement in the original church section. The power was then dropped into the old breaker panel (originally a fuse panel) in the front entry foyer (concealed behind the mirror on the south wall). From here, the branch circuit wiring dispersed throughout the building. After the fellowship hall was added on, a fuse panel was installed at the east interior wall of the addition, next to the east entry near the kitchen. It is probable that this became the main power supply and the panel at the front entry foyer then became a sub panel. The fuse panel at the fellowship hall, was later disbanded and replaced with a more modern 200amp breaker panel that is the current power source, but the old fuse panel is now used as a sort of junction box. It is probable that the breaker panel at the front entry foyer was updated in the 1950’s-60’s to replace the original fuse panel that was in its place. It appears that the latest breaker panel at the fellowship hall east entry was likely installed in the 1980’s and other updates have been done. These include, replacing some of the outlets, adding more outlets and circuits and improving the exterior lighting. Now there is a conglomeration of old and newer wiring and a variety of different two and three prong outlets, some which do not function as they should and many are ungrounded.

Current Building Information 

Since the electrical systems have been partially updated and some newer cable has been spliced in with the older systems over time, it is recommended to modernize the systems completely, to make it code compliant and safe while meeting modern needs. The existing 200amp breaker panel at the east entry of the fellowship hall has all of its breaker spaces filled as it is only a 30-space unit. Once an electrical contractor performs their assessment, they will be able to determine if this panel can be better organized to utilize the 30 breaker spaces more efficiently or if a new 200amp panel with more breaker space needs to be installed. The old breaker panel at the front entry foyer in the church will also need to be replaced with one that is safer and easier to use, with more breaker space to power the older part of the building. There are several existing concerns that need to be addressed. It would be preferable to install a larger panel and have the option to put in more circuits later if needed, rather than maximizing the existing panels’ circuit capacity. Installing a new service meter panel and mast may also be something to consider since rain and snow have leaked into the main breaker panel in the past and the meter box is older with some rust developing as well. 

Existing Deficiencies from the Inspection Report  

1. The standard outlets along the kitchen countertop should be replaced with GFCI outlets, especially where they are within 6 feet of the sinks. SAFETY 

2. The ground cable for the breaker panel needs to be attached to a driven ground rod or other method since the supply water pipe that it is currently clamped to has been partially replaced with PEX plastic pipe, between the water heater and the basement wall. This has created a break in continuity and plastic pipe is not a good conductor like the original steel pipe was. IMPORTANT 

3. The range fan needs to be replaced in the kitchen as the existing one is not working and is very old.  IMPORTANT 

4. The outlet on the south wall of the storage room/pantry at the west end of the dining hall addition has the hot and neutral wires reversed which should be corrected for the right polarity. IMPORTANT 

5. The Romex cables at the main entry and head of the stairwell foyer in the old church section should be protected by conduit and not just tacked to the walls. IMPORTANT 

6. There is an outlet in the north balcony room that has become loose and needs to be reconfigured as it is laying on the floor. IMPORTANT 

7. The knob and tube wiring and Romex cable in the attic above the original church needs to be replaced as much of it has become damaged by intruding squirrels. There are many places where the coating has been chewed off down to the bare wires which would not take much to cause an arc and spark which is a fire and electrocution hazard. This would be a good time to get away from the old knob and tube system since it is as old as the building. This old wiring is in the walls, attic and floor of the original building, is outdated and in poor condition. There are several exposed splices in the wiring that have bare wires and some junction boxes that need covering as well.  URGENT 

8. The circuit wires for the old oil furnace in the basement under the stage is energized and are exposed with no wire nuts to prevent getting shocked. It is recommended to either cap the wires and put them in the junction box with a cover or eliminate the circuit altogether. This is located at the southeast corner of the basement near the furnace. SAFETY  

9. There are some various other junction boxes in the main basement that also need to have covers put on to protect the splices. One is on the ceiling near at the south end of the basement near the opening to the crawlspace that goes under the stage. SAFETY

Additional Improvements Proposed for Electrical System Upgrade 

1. There is a plan to have a custom sign installed at the front (west side) of the building (brick base) and for installation of display lights directed from the ground to light the sign at night. There is wiring stubbed out at the existing base, but it will need to be traced and tested to see which circuit it is connected to and if the existing wiring is fit for use or will need to be replaced. 

2. A separate sign will be installed at the north side of the building which will also need power supplied to it. Consultation between the Board and electrical contractor is recommended to determine the exact location and power needs. 

3. There is a need for installing more receptacles throughout the fellowship hall in the main meeting room, computer room, west storage room and the kitchen. Additional circuits and receptacles will also need to be installed in the church building and on the stage for equipment use. More outlets will need to be installed at the upper balcony seating areas, in the office north of the sanctuary, the west overflow seating under the balcony and in the storage room to the north of the stage to accommodate modern and future needs. Many of the outlets will need to be updated to 3 prong units as well if they are to be salvaged. 

4. Additional light switches (3-way or 4-way switches) to be installed throughout the building and these should be placed at the front entry foyer or near the entry to the sanctuary and at the doorway between the sanctuary and computer room to control the sanctuary lighting. It is a possibility that additional switches be installed at the stage or in the storage room in the event that this room is used as a working side entry or office space where the sanctuary lighting can be controlled from this location. The stairwell will also need to have a 3-way switch installed top and bottom for safe access to the upper rooms of the sanctuary. The north entry to the fellowship hall or the east entry hallway should have 3-way or 4-way switches installed. An additional set could be installed at the west opening to the computer room depending on the desires of the Community Center Board and recommendations of the electrical contractor. 

5. The existing upstairs wiring that is exposed in the overflow seating areas needs to be reconfigured so that it is safe and concealed. The updated wiring that has been done in flexible conduit for the entryway lighting around the office and front entry should also be tidied up and concealed better to maintain the historic look of the building. 

6. Upgrading the lighting throughout the entire building is desired. Choosing the fixtures for each room will be left to the Community Center Board. Installing LED lighting that is historical in appearance in the old section of the building could be an option to maintain the look and feel of the era. 

7. There is a future desire for installing a dishwasher in the kitchen as well as a range hood and possible commercial range or cooktop. The proper wiring would need to be ran to this area and it would be beneficial if the appliances could be procured before or during the electrical renovation so that they could be connected while the contractor is onsite. 

8. There is a need for installing an alarm or video type security system in and around the building which would need a place for a control panel and a power supply. This could be located in several different places for ease of access for the security contractor or the building operator. It may be best suited to install it in the fellowship hall as to not take away from the historic value of the sanctuary. 

9. Installing a dedicated circuit for a refrigerator in the kitchen is something to consider. A chest or upright freezer may be also desired and should be kept in mind. This may also require a dedicated circuit.

10. Depending on current fire safety code, it may be necessary to install lighted exit lights and or emergency backup lighting units at each exit in the building. This would likely be needed at the west end of the sanctuary main entry, the north side of the stage, the east end of the fellowship hall for the east entry and possibly at the north entry of the fellowship hall. Running power to these units would also be necessary where applicable. 

11. Installing necessary fire alarm and carbon monoxide detectors would also require a power source. 

12. Updating any exterior lighting and receptacles should be done so that they are grounded and up to code.  It would be ideal to have period lighting installed at the front entry and office entry, similar to what is in place but updated in order to match the era of the building. 

Access Availability

There is decent attic access, good basement access and fair crawlspace access for running wiring between the two building sections to keep the wiring concealed. Below, are the locations of the access points into the attic, basement and crawlspace areas in order to take the guess work out of searching for them. 

Attic Access Location  

• Ceiling hatch in the storage room north of the stage for sanctuary attic access • Ceiling hatch at upstairs belltower foyer access to the belltower and small attic space between • Ceiling hatch in east entry hallway of fellowship hall for attic above the entire addition including the computer room, storage room, meeting hall, kitchen and bathrooms 

Basement & Crawlspace Access Locations 

• Door and stairwell north of the west facing bathroom in the fellowship hall, access under bathrooms and east hallway 

• Foundation opening accessible only from fellowship hall basement north side of the stairwell • Exterior storm cellar doors access at the east side of the sanctuary is the only current access location to get into the sanctuary basement 

• Foundation opening at the east side of the basement gives access under the stage and stage storage room 

• Openings between the sanctuary basement retaining walls and floor structure gives access to the south crawlspace under the sanctuary and under the west overflow seating area at the west side of the sanctuary 

• There is no crawlspace between the east perimeter walls of the church section of the building, to the kitchen and restrooms in the fellowship hall and any power ran in this space would need to go overhead in the attic space.

Type and Quantity of Electrical Services

Necessary repairs and upgrades are specified within this RFP.  Electrical contractors should provide their bid based on the specific list of needs as outlined in this document.  If additional work items, other than those listed, are identified at a later date, HUCH will pay per item at a mutually agreed upon rate at that future time.

Note: It is the Electrical Contractors sole responsibility to research and comply with all applicable City, State and The National Electric Code Requirements.

Selection of Providers

HUCH will select a provider from among qualified applicants by determining a Score  based on a variety of attributes including, but not limited to: price, references, years in business, and personal experience by members of the HUCH Board of Directors

Contract Due Date

Successful applicants must have signed contracts and proof of insurance meeting HUCH requirements delivered to HUCH before any work can be awarded.

Inspection and Payment

HUCH is able to pay 50% of the cost of the electrical upgrades and repairs up front upon completion of a contract for services.  Electrical Contractor will be required to commit to a timeframe for beginning the work and an estimate for completion. HUCH reserves the right to withhold payment on final work until a post-inspection by an individual consultant is completed.  Final payment will not be made until all required inspection processes are completed.

Contractor Registration; U.S. EPA’s Lead Repair, Renovation and Painting Rule

Contractor must have the training, certifications and licenses required to perform the services described in this RFP and will provide proof of same to HUCH with the Response to this RFP. Without limiting the requirement in HUCH’s contract that mandates that all contractors comply with all applicable law, and without limiting HUCH’s right to determine for any reason that a potential contractor is not qualified or otherwise permitted to be a contractor for HUCH, the following is required:

1. All applicants that perform services regulated under 40 CFR 745, commonly known as the Lead Repair, Renovation and Painting Rule (the “Rule”), and any of applicants’ subcontractors, shall be EPA certified per the Rule, and will maintain any such certification throughout the term of an agreement with HUCH, if awarded, and otherwise remain in compliance with the Rule. Applicant is required to immediately report to HUCH in writing if its certificate issued under the Rule is suspended or revoked or if any disciplinary action is taken against it under the Rule. To the extent applicable, applicants must also maintain any other certifications required by the U.S. Department of Housing and Urban Development, the State of Oregon and any local laws and will immediately report to HUCH in writing if its certificate issued under any of those laws is suspended or revoked or if any disciplinary action is taken against it under any of those laws.

Warranty

Contractors will warrant that all materials, work, services and modifications, including, but not limited to, labor and installation, shall be free from defects in material and workmanship for a period of at least one year from the date of completion. All products installed by contractors shall be warranted by contractor to be free from defects in material and workmanship for a period of one year. For all mechanical equipment and products that are major appliances, the contractor will obtain a copy of the manufacturer’s and/or seller’s warranty that the mechanical equipment and/or product(s) will be free from defects in material and workmanship for a period of at least one year.

The written warranty from the manufacturer and/or seller shall be provided HUCH by the contractor.

All violations hereof shall be repaired without cost to HUCH, and if the violation cannot be repaired to the reasonable satisfaction of HUCH, then the work, material or equipment shall be replaced to the reasonable satisfaction of HUCH.

Insurance

1. HUCH’s insurance requirements will be substantially as stated below.  

2. Before submitting a response to this RFP, an applicant should verify through its insurance carriers that it would be able to obtain the necessary insurance coverage.

3. A successful applicant must provide HUCH with a current COI evidencing compliance with HUCH’s insurance requirements within fourteen (14) days of receipt of the award letter from HUCH or its award status will be in jeopardy.

4. Successful applicant will be required to provide a current COI evidencing compliance with HUCH’s insurance requirements at the time the contract is signed.

5. Insurance Requirements:

Contractor shall, at its sole cost and expense, procure and maintain in full force and effect, throughout the term of the Agreement, the following insurance from companies licensed or approved to do business in the State of Oregon, or through a qualified self-insurance program approved or registered by or with the State and acceptable to HUCH, in the forms and on the terms and conditions specified herein.

1. General liability insurance with no self-insured retention, and with no endorsements excluding or limiting coverage, including, but not limited to, contractual liability coverage, naming HUCH and its officers as additional insureds, with an endorsement stating that the coverage afforded the additional insureds shall be primary and non-contributory to any other coverage available. Such coverage shall have limits of coverage, on a stand-alone basis or in combination with excess or umbrella coverage, of not less than $1,000,000 combined bodily injury and property damage per occurrence and $2,000,000 per annual aggregate. All such policies shall expressly include coverage for products-completed operations hazard with limits of at least $1,000,000 per occurrence and $2,000,000 in the aggregate. The coverage for products-completed operations hazard shall remain in effect for four (4) years following completion of all work contemplated in the Agreement or the period of the warranty for the work, whichever is longer. Applicants shall evidence coverage for contractor’s pollution and/ or lead paint based risk consistent with the scope of work contemplated, in such amounts as HUCH may reasonably require, whether by endorsement to the required general liability policy or other means acceptable to HUCH..

2. Automobile liability insurance written on the current Insurance Services Office’s commercial auto form or its equivalent, with no self-insured retention, naming HUCH and its officers as additional insureds, with an endorsement stating that the coverage afforded the additional insureds shall be primary and non-contributory to any other coverage available, and with limits of coverage, on a stand-alone basis or in combination with excess or umbrella coverage, of not less than $1,000,000 per occurrence combined single limit for bodily injury and property damage, covering owned, non-owned and hired vehicles;

3. Workers compensation insurance (with statutory limits of coverage and no deductible) and employers liability insurance (with limits of coverage of not less than

$100,000 per accident, $100,000 per employee by disease and $500,000 policy limit by disease and no deductible) endorsed for all states in which work is to be performed under the Agreement;

4. All-risk or special form property damage insurance, naming HUCH as additional insured and loss payee, insuring as they may appear the interests of Contractor and HUCH in all personal property, fixtures and improvements to real estate funded or supplied by HUCH, whether titled to Contractor or to HUCH. Such coverage shall be written for the full replacement value of the property in question without penalty or deduction for coinsurance or deductible greater than $500.00, and shall be amended as necessary to reflect changes in inventory.

Contractor shall provide HUCH with certificates of insurance evidencing compliance with HUCH’s insurance requirements prior to performance under the Agreement. All certificates shall evidence the agreement on the part of the insurer to provide HUCH with prior written notice of any non-renewal, cancellation or modification of coverage, or of any impairment greater than $100,000 of the aggregate insurance available as a result of loss no later than the time period for a notice of cancellation as set forth in the policy. Any language on the certificate which states that the insurer will “endeavor to” mail such notice and any language stating “but failure to do so shall impose no obligation on liability of any kind upon the insurer affording coverage, its agents or representatives, or the issuer of this certificate” shall be deleted.

FRIENDS OF THE HISTORIC UNION COMMUNITY HALL REQUEST FOR PROPOSALS

COVER SHEET/ APPLICANT PROFILE

FIRM NAME:

ADDRESS:

TELEPHONE:               _____________

EMAIL:

FEDERAL EIN / TAX IDENTIFICATION NUMBER:   

DATE OF INCORPORATION / INITIATION:   

TOTAL STAFF (this business only): Administrative/Supervisory:   

Construction: Clerical:   

TOTAL GROSS SALES FOR 2020 (from IRS documents): $                             

Required documents:  All previous awardees and new applicants must provide the items listed with the proposal or they will not be considered as a potential candidate.

  Trade license(s) (plumbing, electric, roofing)

  Contractor license (general contractor)

EPA Lead Repair, Renovation and Painting (RRP) Certification

SIGNED: DATE:  

PRINTED NAME & TITLE:

ASSURANCES

By the initials of applicant’s Authorized Representative next to each statement that follows and their signature below, applicant certifies that:

  Applicant is familiar with the contents of this request for proposal and will commit the resources at applicant’s disposal to assure provision of the services described in the HUCH Request for Proposals for Electrical Repair and Upgrades. Applicant is willing to provide as needed items in addition to those listed in the RFP.

  Applicant is committed to providing honest, thorough and responsive staff service in order to minimize consumer disruption and upset.

  Applicant understands that contracts will be awarded but that the total amount of actual reimbursement will be based on the actual repairs and upgrades completed by applicant.

  Applicant will carry insurance of the type and in the amounts required by HUCH (and otherwise comply with HUCH’s insurance requirements) and will provide evidence of such insurance. Applicant will carry such insurance throughout the term of the contract.

  Applicant agrees to comply with all the requirements of the EPA Lead Repair, Renovation, and Painting Rule [40 CFR 745] and will submit the EPA Lead RRP certification and training certificates at the time of proposal.

  Applicant agrees to provide all services under this RFP in a first class workmanlike manner.

  Applicant will warrant all work to be free from defects in material and workmanship for a period of at least one year from the date of completion.

  Applicant understands that all products installed by applicant shall, where available and offered by the manufacture and/or seller and/or distributor, be accompanied by warranties that such products shall be free of defects in material and workmanship for the period of time and in accordance with the conditions and limitations specified in the warranty.

  Applicant agrees to maintain and make available, for purposes of HUCH monitoring and audit, documentation to verify service provision.

  Applicant agrees to provide periodic progress reports to HUCH as requested.

Applicant Company Signature of Authorized Representative

REFERENCES

Please list five references for residential or commercial work completed within the last year, indicating property address, description of work, monetary value of work, contact person and telephone number for each job. HUCH will contact three by telephone. Please notify each reference of the possibility of PCA calling. Individual properties must be listed. 

1. Name: Address & Phone:    Type of Work:     Date Completed: Dollar Amount: $

2. Name: Address & Phone:    Type of Work:     Date Completed: Dollar Amount: $

3. Name: Address & Phone:    Type of Work:     Date Completed: Dollar Amount: $

4. Name: Address & Phone:    Type of Work:     Date Completed: Dollar Amount: $

Name: Address & Phone:    Type of Work:     Date Completed: Dollar Amount: $