3-MEDIA BOROUGH BUILDING PROPERTY MAINTENANCE OF BOROUGH OWNED FACILITIES 2025.docx

PROJECT CONTRACT DOCUMENTS

MEDIA BOROUGH BUILDING & PROPERTY MAINTENANCE OF BOROUGH OWNED FACILITIES

MEDIA BOROUGH 301 NORTH JACKSON STREET MEDIA, PA 19063

PREPARED BY

Borough Of Media mgreen@mediaborough.com T 610.566.5210

September 3, 2025

TABLE OF CONTENTS

01 PROJECT COMPONENT - SETUP

1.1 Cover & Title

1.2 Table of Contents

1.3 Project Narrative - Advertisement

1.4 Project Location Map

02 PROJECT COMPONENT - SOLICITATION

NOTICE OF ADVERTISEMENT FOR BIDS

2.0 Bidders Instructions

2.1 Bid Form with Signatures

2.2 Anti-Collusion Affidavit

2.3 Affidavit - Provisions of the Workmen’s Compensation Act

2.4 Bidder Qualifications - Statements, Affidavits and Questions

2.5 Bid Bond

2.6 Act 127 - “Public Works Employment Verification Form”

2.7 Consent of Surety

2.8 Acknowledged Addenda

03 PROJECT COMPONENT - DESIGN & SCOPE

3.1 Project Scope and Location

3.2 Project Technical Specifications

3.3 Project Plans

04 PROJECT COMPONENT - AWARD

4.1 General Conditions of Contract

4.2 Insurance Certifications

4.3 Performance Bonding Requirements

PERFORMANCE BOND

4.4 PAYMENT Bonding Requirements

PAYMENT BOND

05 PROJECT COMPONENT – CONSTRUCTION – DELIVERY

5.1 Project Schedule & Timeline

5.2 Materials Suppliers & Submittals

5.3 Videography “As-Built” Conditions of the Site

5.4 Notice to Proceed

5.5 Project Posting & Notice

5.6 Weekly Payroll Certification for Public Works Forms

5.7 Change Order Form

5.8 Equal Opportunity Employment Requirements

5.9 Site Observations

5.10 Daily Field Reports

5.11 Payment Requests

5.12 Prevailing Wage Rates

06 PROJECT COMPONENT - CLOSEOUT

6.1 Maintenance Bonding Requirements

6.2 Warranties for Materials & Work

6.3 Notice of Acceptance - Completion of Project

Project Narrative & Advertisement

MEDIA BOROUGH – BUILDING & PROPERTY MAINTENANCE

Media Borough, Delaware County is soliciting bids for the Building & Property Maintenance project via the PennBid web-based procurement application at http://pennbid.bonfirehub.com/. Plans, Drawings and Specifications for individual maintenance work will be available at no cost on PennBid at http://pennbid.bonfirehub.com/. The scheduled available date for this project is September 5, 2025 at 9:00 a.m.

There is no pre-bid meeting scheduled for this project. A bid security check in the amount of $250.00 will be required for the submission. Prevailing Wage rates are applicable to this project, specifically found in the contract documents. Bids may be held by the Borough for sixty (60) days after the bid opening date.

Media Borough is soliciting bids for the maintenance, repair, and remediation of Borough owned facilities and properties. The bid includes any Borough owned facilities or properties in Media Borough.

This contract is targeted at Borough owned facilities and properties as directed by the Borough Staff or Engineer.

The project is Borough-wide and will be a contract spanning one (1) year with the option to renew for an additional two (2) years wherein the awarded contractor will be responsible for making any required improvements throughout the length of the contract. The contractor shall be in continuous communication with the Borough Staff and Engineer regarding any sudden changes or new requests for maintenance, repair, and remediation during the project length.

The awarded contractor is responsible for satisfying any applicable fees to the PennBid service.

Media Borough Building & Property Maintenance

The Location of the Project is in Media Borough.

02 - PROJECT COMPONENT - SOLICITATION

NOTICE OF ADVERTISEMENT FOR BIDS

Notice of Advertisement of Bids Project Name: Media Borough Building & Property Maintenance

Public notice is given that sealed proposals will be received online via the PennBid Program by the Borough of Media by September 23, 2025 until 12:00 PM prevailing time, for furnishing all labor, materials and equipment necessary for the Media Borough Building & Property Maintenance project.

The scope of work includes the maintenance, repair, and remediation of Borough owned facilities and properties within the Borough as needed.

There is no physical public bid opening for this project; bids will be revealed via the PennBid website.

A uniform fee of 0.333% (⅓ of 1 percent) of the contract value for fixed fee contracts, and 1/6 of 1% of the contract value for term contracts (minimum award fee of $150 and is capped at $6,000 + tax) is applied only to bidders who are awarded contracts. No fees apply to bidders who submit without being awarded the contract.

All interested parties must submit questions via the “Ask a Questions Feature in Pennbid by the posted deadline. Bidders are not permitted to contact the Borough Engineer or staff directly.

Bidders are required to submit a surety in the form of a check of $250.00 in compliance with the contract documents. Bid security will be returned to the non-awarded bidders upon the execution of the contract.

Prevailing Wage requirements are applicable to this project. Public Works Employment Verification Act requirements are also in effect.

By Michael Green Media Borough Public Works Director

2.0 Bidders Instructions

1. ONLINE BID OPENING - NO PHYSICAL OPENING

Media Borough requests bids to be received via the PennBid Program http://pennbid.bonfirehub.com/.

Bids are welcome until the posted deadline and will be received until the scheduled time via the web service. The Borough shall consider bids with the provisions below. Any bid may be withdrawn, altered or otherwise modified with PennBid at any time prior to the above scheduled due date and time.

2. UNDERSTANDING OF PROJECT SCOPE AND TERMS & CONDITIONS

The potential bidders are required to read and familiarize him/her/themselves with the operation and usage of the PennBid service. It is recommended, but not required, to submit early since technical issues may arise as a result from a high volume of submissions.

This request is made wholly via the PennBid Service. The bidders must review the documents and understand the terms and conditions, scope, definitions, general and special conditions, and applicable laws prior to the submission of a bid.

The bidder is recommended to visit the site and submit any questions or inquiries regarding the site characteristics, conditions or potential issues that may affect the installation of the project improvements.

Bidders may electronically modify or withdraw their bid at any time prior to the bid due date and time. Requests for withdrawal of bids after bid opening shall be made in accordance with Commonwealth of Pennsylvania Act No. 4 of 1974 (73 P.S. §1601, et seq.).

The bidder shall sign and complete the Bid Form Signature page in accordance with the below contract document and with the appropriate required materials. The signing shall be completed by an officer of the bidding company, agency or proprietorship.

Pending the award of the Contract, bids may be retained by the Owner for a time not to exceed sixty (60) days from the date of the receipt date for the purpose of reviewing the bids and investigating the qualifications of bidders. During this period, no bid may be withdrawn except in accordance with PA Act 4 of 1974, entitled the “Bid Withdrawal Act” (73 P.S. §1601 et seq.).

3. PENNBID PROGRAM

The bidder is made aware that the procurement process will take place entirely over the web application provided at: http://pennbid.bonfirehub.com/. Bidders are requested to review the project documents and specifications and familiarize themselves with the usage and interface. It is strongly encouraged and recommended that users read any tutorials and educate themselves on the use and operation of the PennBid service. Instructions for the PennBid system can be found at http://pennbid.bonfirehub.com/. For assistance contact PennBid at info@PennBid.net or by phone at 610-693-4769 option 1. Hard copies of the bid package will not be accepted, nor will a physical bid opening occur.

4. QUESTIONS OF BIDDERS

There is a question and answer period for this project prior to the bid opening. Questions must be submitted, in writing, via PennBid at http://pennbid.bonfirehub.com/. Responses will be posted as soon as answers are available. Bidders are not permitted to contact the Borough staff, Engineering team or Project Managers directly. Any information provided without routing through PennBid will be considered unofficial.

No interpretation of the meaning of the plans, specifications or other pre-bid documents will be made to any bidder orally. Every request for such interpretation should be in writing via PennBid’s “Ask a Question” feature.

5. ADDENDA

The Borough reserves the right to post any addenda, changes or responses to questions which will be issued and posted on PennBid. Bidders who have registered with and downloaded documents for this project from PennBid will be notified via email of changes to the project documents, notifications or postings of any addenda or clarifications to the request for proposals. In addition, bidders will be required to submit an acknowledgement of any addenda to verify a complete understanding of the request for proposals and its associated documentation.

6. FORM OF BID

Bidders shall submit pricing and information via the digital data entry boxes and input forms listed on the PennBid service. Upon satisfactory award of the contract, a hard copy of the unit pricing or lump sum pricing will be provided for signatures by both the awarded contractor and the Borough. A transcription of the form of bid is provided below for clarity. The users must enter prices via the PennBid service.

7. SUBMISSION MATERIALS - REQUIRED

The following list of materials is required to be submitted with the full bid application. The bidder will find the associated forms, affidavit, statements and documents below to be executed at the time of submission of the bid.

-Bid Form with Signatures -Anti-Collusion Statement -Affidavit Accepting Provisions of the Workmen's Compensation Act -Bidder Qualifications - Statements, Affidavits and Questions -Bid Bond -Act 127 - “Public Works Employment Verification Form” -Consent of Surety -Acknowledged Addenda

8. WITHDRAWLS

A Bidder is permitted to withdraw, alter, or otherwise modify their proposal with PennBid at any time prior to the due date and time. No bidder is permitted to withdraw his bid after the bid opening, after which time his submission shall be considered a proprietary document of record retained by the owner for ninety (90) calendar days.

9. AWARD (REJECTION) OF BIDS

In the event that the Borough decides to award the contract, the contract shall be awarded to the most qualified bidder who has provided the lowest contract price. The choice or definition of “most qualified bidder” shall be at the discretion of the Borough engineer, Borough Solicitor and / or Borough Staff.

10. AWARD OF CONTRACT

Upon the receipt of the notice of award, the contractor will be expected to fully execute four copies of the contract documents within 10 calendar days. The awarded contractor will not begin work or schedule delivery of materials to any site until he / she is in receipt of the notice to proceed.

2.1 Bid Form with Signatures

PROPOSAL AND CONTRACT

PROPOSAL AND CONTRACT

WHEN EXECUTED

THIS PROPOSAL INCLUDES

INSTRUCTIONS TO BIDDERS

A. DEPOSIT OF PROPOSALS.

Bids must be submitted electronically via PennBid at http://pennbid.bonfirehub.com/.

MEDIA BOROUGH

Brittany Forman Borough Manager 301 Jackson Street, Media, PA 19063

Sealed electronic Proposals will be received on or before 12:00 P.M.

on the 23rd of September 2025.

Bids will be opened and read at approximately 12:00pm, on the above Letting Date.

1. The contractor proposes to furnish and deliver all materials and to do and perform all work on the following project as more specifically set forth in the Bid Form, in accordance with drawings and specifications on file at MEDIA BOROUGH as well as the supplements and special requirements contained herein.

2. If designated as the successful bidder, the contractor will begin work on the date specified in the notice to proceed, or as otherwise provided in the special requirements, and will complete all work within the timeframe of one year.

3. Accompanying this proposal is a certified check or bid bond in the amount of $250.00.

of______________________________ made payable to the municipality as a proposal guarantee which, it is understood, will be forfeited in case the contractor fails to comply with the requirements of the proposal.

BID FORM

Note: The Bid Form is included with the Bidding Documents for Reference. Bidders shall complete the electronic bid form within PennBid (“Prepare Your Submission” tab), inclusive of all pricing items and required supporting documents as identified. Quantities are approximate and are to be used for bid comparison purposes only. They are not to be construed as a basis of payment. The following trades/skills are not required: HVAC, Plumbing, Elevator repair, Utilities in streets including storm or sanitary sewer.

CONTRACTOR

Foreman

Local Suppliers

Local Suppliers

B. PROPOSAL OF:

NAME / ADDRESS OF CONTRACTOR

CONTRACTORS CERTIFICATION

It is hereby certified as follows:

1. The only person interested in the proposal as principal (s) is (are):

2. None of the above persons are employees of the municipality.

3. This proposal is made without collusion with any other person, firm, or corporation.

4. All plans and specifications referred to above and the site of the work have been examined by the contractor. The contractor understands that the quantities indicated herein are approximate and are subject to change as may be required; and that all work is payable on the basis of the unit price listed on the Schedule of Prices.

5. The contractor will comply with all requirements of the laws and implementing regulations of the Commonwealth of Pennsylvania and the United States relating to human relations, equal opportunity and non-discrimination in employment, and will pay to workmen employed in the performance of the contract the wages to which they may be entitled.

6. The contractor will provide the municipality with a performance bond, conditioned upon the faithful performance of the contract in accordance with the plans, specifications and conditions thereof, and a payment bond, conditioned on the prompt payment of all material furnished and labor supplied or performed in the prosecution of the work, in accordance with the Public Works Contractors’ Bond Law of 1967; and an affidavit accepting the provisions of the Workmen’s Compensation Act of 1915, as amended.

CONTRACTOR

BY:________________DATE:____________

WITNESSED OR ATTESTED

BY:_________________DATE:______________

TITLE:

TO BE EXECUTED ONLY IN THE EVENT THE ABOVE PROPOSAL IS ACCEPTED

DATE ACCEPTED ON:

MUNICIPALITY

BY:________________________________

ATTESTED BY:

2.2 Anti-Collusion Affidavit ANTI-COLLUSION AFFIDAVIT

County:_________________________ Municipality:______________________ Project Number:___________________ Project No.___________ County of_________________________( If Applicable )

The undersigned deponent deposes and says that he is the _______________ of the__________________Company; that he is authorized to make this affidavit on behalf of said company in compliance with section 102.06 (e) of Department Specifications, Publication 408, as amended and that the said company has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with such contract.

(Contractor)

Sworn to and subscribed before me the undersigned notary public this _____________ day of ________________2025.

Notary Public

My Commission expires: ____________

2.3 Affidavit – Provisions of the Workmen’s Compensation Act

AFFIDAVIT RE

ACCEPTING PROVISIONS OF THE WORKMEN’S COMPENSATIONS ACT

State:

County of:

Being duly sworn to law and deposes and says that they have /he has / she has / it has accepted provisions of the Workmen’s Compensation Act of 1915 of the Commonwealth of Pennsylvania, with its supplements and amendments, and has/ have also insured their / his / her / liability thereunder in with the terms in agreement with the terms of said Act with.

(SURETY COMPANY)

CONTRACTOR SIGNATURE

Sworn to and subscribed before me this day of ________A.D. 2025

SIGNATURE

image6.png image7.png image8.png image9.png image10.png image11.png image12.png image13.png image14.png image15.png image1.jpg image2.png image3.png image4.png image5.png