002113 INSTRUCTIONS TO BIDDERS.docx
DOCX document 37 KB Posted
- Attached to
- 2024 Bathroom Renovations @ HHS
- Solicitation number
- RFP - HCS - 240000001944
- Issued by
- Hillsdale County, Michigan
About this file
This document contains the Instructions to Bidders for a state and local contract opportunity related to the 2024 Bathroom Renovations project for Hillsdale Community Schools in Hillsdale County, Michigan. The project involves the replacement of the HVAC system at the Main Tech Center and East Building facilities. The Instructions outline the bidding process, including the required bid documents, site visit information, bid submission requirements, bid security, contract time, and award criteria. Bidders must submit references demonstrating their relevant experience, and the Owner reserves the right to reject any and all bids. The contract will be awarded to the lowest or best qualified bidder based on the Owner's evaluation. The successful bidder must provide the required performance and payment bonds, as well as insurances, upon execution of the contract agreement.
The bid form must be completed in full, and bidders are required to acknowledge receipt of all issued addenda. Bids will remain subject to acceptance for 30 days after the bid opening. Retainage provisions are set forth in the contract agreement. The Instructions also detail the procedures for modifying or withdrawing bids prior to the bid opening.
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| File | Type | Posted |
|---|---|---|
| 001113 HCSS-ADV FOR BIDS-04-16-24.pdf |
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SECTION 00 21 13
INSTRUCTIONS TO BIDDERS
Defined Terms:
1.1 Terms used in these Instructions to Bidders which are defined in the Standard General Conditions of the Construction Contract have the meanings assigned to them in General Conditions. The term ''Bidder" means one who submits a Bid directly to OWNER, as distinct from a sub-bidder, who submits a bid to a Bidder. The term "Successful Bidder" means the most qualified, responsible and responsive Bidder to whom OWNER (on the basis of OWNER's evaluation as hereinafter provided) makes an award. The term "Bidding Documents" includes the Advertisement or Invitation to Bid, Instructions to Bidders, the Bid Form, and the proposed Contract Documents (including all Addenda issued prior to receipt of Bids). The term "Issuing Office" means the office from which the Bidding Documents are to be issued and where the bidding procedures are to be administered.
Copies of Bidding Documents:
2.1 Complete sets of the Bidding Documents in the number and for the deposit sum, if any, stated in the Advertisement or Invitation to Bid may be obtained from MENDE ENGINEERING SOLUTIONS, LLC.
2.2 Complete sets of the Bidding Documents must be used in preparing Bids; neither OWNER nor Professional assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.
2.3 OWNER and Professional in making copies of Bidding Documents available on the above terms do so only for the purpose of obtaining Bids on the Work and do not confer a license or grant for any other use.
Qualifications of Bidders:
3.1 To demonstrate qualifications to perform Work, each Bidder must submit 3 references indicating previous experience. References shall be part of the submitted Bid form. Valid contact information shall be provided with each reference. References which contain incomplete contact information shall be considered invalid.
Examination of Contract Documents and Site:
| 4.1 | It is the responsibility of each Bidder before submitting a Bid to: | ||
| 4.1.1 | To examine the Contract Documents thoroughly and other related data identified in the | Bidding Documents (including "technical data" referred to below); | |
| 4.1.2 | To visit the site and to become familiar with and satisfy Bidder as to the general, local | and site conditions that may affect cost, progress, performance or furnishing of the Work; | |
| 4.1.3 | To consider federal, state and local Laws and Regulations that may affect cost, progress, | performance or furnishing of the Work; | |
| 4.1.4 | To study and carefully correlate Bidder's knowledge and observations with the Contract | Documents and such other related data and; |
4.1.5 To promptly notify Professional of all conflicts, errors, ambiguities or discrepancies which Bidder has discovered in or between the Contract Documents and such other related documents.
4.1.6 To field verify all dimensions and other conditions which may affect the work.
| 4.2 | Reference is made to the Supplementary Conditions, if applicable, for identification of: | |||||||
| 4.2.1 | Those reports of explorations and tests of subsurface conditions at or contiguous to the site | which have been utilized by Professional in preparation of the Contract Documents. | Bidder may rely upon the general accuracy of the "technical data" contained in such | reports | but not upon other data, interpretations, opinions or information contained in such | reports or otherwise relating to the subsurface conditions at the site, nor upon the | completeness thereof for the purposes of bidding or construction. | |
| 4.2.2 | Those drawings of physical conditions in or relating to existing surface and subsurface | structures (except Underground Facilities) which are at or contiguous to the site that have | been utilized by Professional in preparation of the Contract Documents. Bidder may rely | upon the accuracy of the "technical data" contained in such drawings but not upon other | data, measurements, interpretations, opinions or information shown or indicated in such | drawings or otherwise relating to such structures, nor upon the completeness thereof for | the purposes of bidding or construction. | |
| 4.2.3 | Copies of such reports and drawings will be made available by OWNER to any Bidder | |||||||
| on request. Those reports and drawings are not part of the Contract Documents. Bidder is | responsible for any interpretation or conclusion drawn from any "technical data" or any | such data, interpretations, opinions or information. |
4.3 Information and data reflected in the Contract Documents with respect to Underground Facilities at or contiguous to the site is based upon information and data furnished to OWNER and Professional by owners of such Underground Facilities or others, and OWNER does not assume responsibility for the accuracy or completeness thereof unless it is expressly provided otherwise in the Supplementary Conditions.
4.4 Provisions concerning responsibilities for the adequacy of data furnished to prospective Bidders on subsurface conditions, underground facilities and other physical conditions, and possible changes in the Contract Documents due to differing conditions appear in Paragraphs 4.2 and 4.3 of the General Conditions.
4.5 Before submitting a Bid, each Bidder will, at Bidder's own expense, make or obtain any additional examinations, investigations, explorations, test and studies and obtain any additional information and data which pertain to the physical conditions (surface, subsurface and Underground Facilities) at or contiguous to the site or otherwise which may affect cost, progress, performance or furnishing of the Work or which relate to any aspect of the means, methods, techniques, sequences or procedures of construction to be employed by Bidder and safety precautions and programs incident thereto or which Bidder deems necessary to determine its Bid for performing and furnishing the Work in accordance with the time, price and other terms and conditions of the Contract Documents.
4.6 On request in advance, OWNER will provide each Bidder access to the site to conduct such explorations, examinations, investigations, studies, and tests as each Bidder deems necessary for submission of a Bid. Bidder shall fill all holes, clean up and restore the site to its former condition upon completion of such activities.
4.7 The lands upon which the Work is to be performed, rights-of-way and easements for access thereto and other lands designated for use by CONTRACTOR in performing the Work are identified in the Contract Documents. All additional lands and access thereto required for temporary construction facilities or storage of materials and equipment are to be provided by CONTRACTOR. Easements for permanent structures or permanent changes in existing structures are to be obtained and paid for by OWNER unless otherwise provided in the Contract Documents.
4.8 The submission of a Bid will constitute an incontrovertible representation by Bidder that Bidder has complied with every requirement of this Article 4, that without exception the Bid is premised upon performing and furnishing the Work required by the Contract Documents and the specific means, methods, techniques, sequences or procedures of construction as may be shown or indicated in or expressly required by the Contract Documents, and the Bidder has given Professional written notice of all conflicts, errors, ambiguities, and discrepancies that Bidder has discovered in the Contract Documents and the written resolutions thereof by Professional is acceptable to Bidder, and that the Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performing and furnishing the Work.
4.9 In the event of a discrepancy between the Owner and the bidder, the specifications shall supersede the Drawings. The submission of a bid shall guarantee that the bidder has read and reviewed the contract documents completely.
Interpretations and Addenda:
| 5.1 | All questions about the meaning or intent of the Contract Documents are to be directed to Professional. Interpretations or clarifications considered necessary by Professional in response to such questions will be issued by Addenda via EMAIL to all parties recorded by Professional as having received the Bidding Documents. Questions received less than FIVE days prior to the date for opening of Bids may not be answered. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. | |
| 5.2 | Addenda may also be issued to modify the Bidding Documents as deemed advisable by | OWNER or Professional. |
Bid Security:
| 6.1 | Each Bid must be accompanied by Bid security made payable to OWNER in an amount of five | percent of the Bidder's maximum Bid price and in the form of a certified check or a Bid Bond | issued | by a surety meeting requirements of Article 5, Bonds and Insurance, Paragraph 5.1, of the | General Conditions section of the Bidding Documents. | ||||||
| 6.2 | The Bid security of the Successful Bidder will be retained until such Bidder has executed the | Agreement and furnished the required contract security and met the other conditions of the Notice | of Award, whereupon the Bid security will be returned. If the Successful Bidder fails to execute | and deliver the Agreement and furnish the required contract security within fifteen days after the | Notice | of Award, OWNER may annul the Notice of Award and the Bid security of that Bidder | will be | forfeited. The Bid security of other Bidders whom OWNER believes to have a reasonable | chance of receiving the award may be retained by OWNER until the earlier of the seventh day | after the Effective Date of the Agreement or one day longer than Bid hold period after the Bid | opening, whereupon Bid security furnished by such Bidders may be returned. |
Contract Time:
7.1 The numbers of days within which, or the dates by which, the Work is to be substantially completed and also completed and ready for final payment (the Contract Time is defined in the General Conditions) are set forth in the Bid Form and the Agreement.
Liquidated Damages:
8.1 Provisions for liquidated damages, if any, are set forth in the Section 007300 Supplemental General Conditions.
Award of Contract:
| 9.1 | The Contract, if awarded, will be on the basis of materials and equipment described in the Drawings | or specified in the Specifications without consideration of possible substitute or "or-equal" items. | |
| Whenever it is indicated in the Drawings or in the Specifications that a substitute or "or-equal" item of material or equipment may be furnished or used by CONTRACTOR if acceptable to Professional, | application for such acceptance will not be considered by Professional until after the Effective | Date of the Agreement. The procedure for submission of any such application by | |
| CONTRACTOR and consideration by Professional is set forth in Section 013300, Paragraphs 6.7.1, 6.7.2 and 6.7.3 of the General Conditions and may be supplemented in the Section 016100 Product Requirements. |
Subcontractors, Suppliers and Others:
| 10.1 | If the OWNER requires the identity of certain Subcontractors, Suppliers and other persons and organizations (including those who are to furnish the principal items of material and equipment) to be submitted to OWNER in advance of a specified date prior to the Effective Date of the Agreement, the apparent Successful Bidder, and any other Bidder so requested, shall within seven days after the Bid opening submit to OWNER a list of all such Subcontractors, Suppliers and other persons and organizations proposed for those portions of the Work for which such identification is required. |
| Such list shall be accompanied by an experience statement with pertinent information regarding similar projects and other evidence of qualifications for each such Subcontractor, Supplier, person or organization if requested by OWNER. An OWNER or Professional who, after due investigation, has reasonable objection to any proposed Subcontractor, Supplier, other person or organization, may on or before the Notice of Award is given, request the apparent Successful Bidder to submit an acceptable substitute, in which case the apparent Successful Bidder shall submit an acceptable substitute, that Bidder's Bid price will be increased (or decreased) by the difference in cost occasioned by such substitution and OWNER may consider such price adjustment in evaluating Bids and making the contract award. If apparent Successful Bidder declines to make any such substitutions, OWNER may award the contract to the next lowest bidder that proposes to use acceptable Subcontractors, Suppliers and other persons and organizations. The declining to make requested substitutions will not constitute grounds for sacrificing the Bid security of any Bidder. Any Subcontractor, Suppliers, or other person or organization listed and to whom OWNER and Professional do not make written objection prior to the giving of the Notice of Award will be deemed acceptable to OWNER and Professional subject to revocation of such acceptance after the Effective Date of the Agreement as provided in Paragraph 6.8 of the General Conditions. |
10.2 In contracts where the Contract Price is on the basis of Cost-of-the-Work Plus a Fee, the apparent Successful Bidder, prior to the Notice of Award, shall identify in writing to OWNER those portions of the Work that such Bidder proposes to subcontract and after the Notice of Award may only subcontract other portions of the Work with OWNER's written consent.
10.3 No CONTRACTOR shall be required to employ any Subcontractor, Supplier, other person or organization against whom CONTRACTOR has reasonable objection.
Bid Form:
11.1 The Bid Form is included with the Bidding Documents. Unless noted otherwise in the Bid Form, only the Bid Form and its specified documents shall be submitted.
11.2 All blanks on the Bid Form must be completed in ink or by typewriter.
11.3 Bids by corporations must be executed in the corporate name by the president or a vice-president (or other corporate officer accompanied by evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation must be shown below the signature. Evidence of authority to conduct business as an out-of-state corporation in the state where the Work is to be performed shall be provided. State contractor license number, if any, must also be shown.
11.4 Bids by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature and the official address of the partnership must be shown below the signature.
11.5 All names must be typed or printed below the signature. Enter the date the proposal is submitted.
11.6 The Bid shall contain an acknowledgment of receipt of all issued Addenda (the numbers of which must be filled in on the Bid Form).
11.7 The address and telephone number for communications regarding the Bid must be shown.
11.8 The ''Legal Status of Bidder" data must be filled out and included with the Bid Form.
11.9 Two copies of the bid form are to be submitted. One copy of the notarized forms and bid security (if bid bond) is to be submitted. Bidder is not required to include copies of the construction documents, or addenda with the bid submitted.
Submission of Bids:
12.1 Bids shall be submitted at the time and place indicated in the Advertisement or Invitation to Bid and shall be enclosed in an opaque sealed envelope, marked with the Project title (and, if applicable, the designated portion of the Project for which the Bid is submitted) and name and address of the Bidder and accompanied by the Bid security and other required documents. If the Bid is sent through the mail or other delivery system, the sealed envelope shall be enclosed in a separate envelope with the notation "BID ENCLOSED" on the face of it. Faxed bids shall not be accepted.
12.2 Additional Pre-bid conferences can be arranged by appointment by contacting Mr. Jeremy LaFolette, Director of Facilities, 517-439-9494 (cell). Engineer will transmit to all prospective Bidders of record such Addenda as Engineer considers necessary in response to questions arising at the conference. Oral statements may not be binding or legally effective.
Modification and Withdrawal of Bids:
13.1 Bids may be modified or withdrawn by an appropriate document duly executed (in the manner that a Bid must be executed) and delivered to the place where Bids are to be submitted at any time prior to the opening of Bids.
13.2 If, within twenty-four hours after Bids are opened, any Bidder files a duly signed, written notice with OWNER and promptly thereafter demonstrates to the reasonable satisfaction of OWNER that there was a material and substantial mistake in the preparation of its Bid, that Bidder may withdraw its Bid and the Bid security will be returned. Thereafter, that Bidder will be disqualified from further bidding on the Work to be provided under the Contract Documents. This written notice may be submitted on the bidder’s company letter head and then sent to JoanK@MendeEngineeringSolutions.com
Opening of Bids:
14.1 Bids will be opened and (unless obviously non-responsive) read aloud publicly at the place indicated in the Advertisement or Invitation to Bid. An abstract of the amounts of the base Bids and major alternatives (if any) will be made available to Bidders after the opening of Bids.
Bids to Remain Subject to Acceptance:
15.1 All bids will remain subject to acceptance for 30 days after the day of the Bid opening, but the OWNER may, in its sole discretion, release any Bid and return the Bid security prior to that date.
Award of Contract:
16.1 OWNER reserves the right to reject any and all Bids, including without limitation the rights to reject any or all nonconforming, nonresponsive, unbalanced or conditional Bids and to reject the Bid of any Bidder if OWNER believes that it would not be in the best interest of the Project to make an award to that Bidder, whether because the Bid is not responsive or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by OWNER. OWNER also reserves the right to waive all informalities not involving price, time or changes in the Work and to negotiate contract terms with the Successful Bidder. Discrepancies between the multiplication of units of Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of the words.
16.2 In evaluating Bids, OWNER will consider the qualifications of the Bidders, whether or not the Bids comply with the prescribed requirements, and such alternates, unit prices and other data, as may be requested in the Bid Form or prior to the Notice of Award.
16.3 OWNER may consider the qualifications and experience of Subcontractors, Suppliers, and other persons and organizations proposed for those portions of the Work as to which the identity of Subcontractors, Suppliers, and other persons and organizations must be submitted as provided in the Bid form. OWNER also may consider the operating costs, maintenance requirements, performance data and guarantees of major items of materials and equipment proposed for incorporation in the Work when such data is required to be submitted prior to the Notice of Award.
16.4 OWNER may conduct such investigations as OWNER deems necessary to assist in the evaluation of any Bid and to establish the responsibility, qualifications and financial ability of Bidders, proposed subcontractors, Suppliers and other persons and organizations to perform and furnish the Work in accordance with the Contract Documents to OWNER's satisfaction within the prescribed time.
16.5 If the contract is to be awarded, it will be awarded to the lowest or best qualified Bidder whose evaluation by OWNER indicates to OWNER that the award will be in the best interests of the Project.
16.6 If the contract is to be awarded, OWNER will notify the Successful Bidder during the Bid hold period.
16.7 The Owner reserves the right to reject any or all proposals, accept a bid other than the low bid, and to waive informalities, irregularities and/or errors in the bid proposals which they feel to be in their own best interest.
Contract Security and Insurance:
17.1 Article 5.1 of the Bonds and Insurance section of the General Conditions set forth OWNER's requirements as to Performance and Payment Bonds and Insurances. When the Successful Bidder delivers the executed Agreement to OWNER, it must be accompanied by the required performance and payment Bonds and Insurance papers.
Signing of Agreement:
18.1 When OWNER gives a Notice of Award to the Successful Bidder, it will be accompanied by the required number of unsigned counterparts of the Agreement with all other written Contract Documents attached. Within fifteen days thereafter CONTRACTOR shall sign and deliver the required number of counterparts of the Agreement and attached documents to OWNER with the required Bonds and Insurances. Thereafter, OWNER shall deliver one fully signed counterpart to CONTRACTOR.
Retainage:
19.1 Provisions concerning retainage and CONTRACTOR's rights to deposit securities in lieu of retainage are set forth in the Agreement.
END OF SECTION
| MAIN TECH CENTER | INSTRUCTIONS TO BIDDERS | |
| HVAC SYSTEM REPLACEMENT | 03/14 |
LENAWEE INTERMEDIATE SCHOOL DISTRICT
| MAIN TECH CENTER & EAST BLDG | AGREENENT |
| HVAC SYSTEM REPLACEMENT | 01/14 |
LISD
| HILLSDALE COMMUNITY SCHOOLS | 002113 - 7 | |
| 2024 – BATHROOM RENOVATIONS | 04/2024 |
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