4-IFB 26-1-23301 Vol.2 Bid Submittal Instructions.pdf

Madison County Transit IFB Volume 2 of 5

BID SUBMITTAL INSTRUCTIONS

Bids will be publicly opened and read out loud at the bid deadline.

In the project’s Supporting Documents section of the Bonfire portal, the as-read bid tabulation will be posted within 24 hours of the bid deadline. The winning vendor and amount will also be publicly available Bonfire once an award, if any, is made.

Public bid opening location: Madison County Transit Administration Building 1 Transit Way Pontoon Beach, IL 62040

BID DELIVERY AND ACCEPTANCE INFORMATION:

The Owner requires that bids be submitted electronically via the Bonfire portal at mct-act.bonfirehub.com. Bids will be time and date stamped by the Bonfire portal. Bids submitted in any manner other than through the Bonfire portal will not be accepted. As a condition of bid responsiveness, the following completed forms and requested information are required by the bid deadline. Bidder must use the Owner’s supplied forms.

FORMS THAT MUST BE IN PDF or EXCEL FORMAT AND UPLOADED TO THE BONFIRE PORTAL:

1) a) Solicitation and Offer Form. This form can be signed manually or electronically. The person signing the bid on behalf of the bidder must be the duly authorized representative of the bidder and have the requisite authority to do so.

b) Bid Price Form (Lump sum). Enter the Total Bid Price in Bonfire’s electronic bid table.

2) Certifications. These forms can be signed manually or electronically. All four (4) certifications must be completed and submitted.

a) Federal Tax Liability and Convictions Certification

b) Lobbying Certification

c) Covered Telecommunication Equipment or Services Certification

d) Buy America Certification – The Bidder or Proposer must submit to the Owner the appropriate Buy America Certification for this FTA-funded contract. Bids that are not accompanied by a properly completed Buy America certification are subject to the provisions of 49 CFR 661.13 and may be rejected as nonresponsive. For more information, please see the FTA’s Buy America webpage at: https://www.transit.dot.gov/buyamerica.

3) DBE Participation.

a) DBE Utilization Plan - The DBE Business Participation percentage written by the bidder on this form must be calculated in accordance with 49 CFR Part 26 and IFB Volume 1. Bidder’s should contact the Owner’s DBE Liaison Officer, Miriam Bell, at (618) 797-4600 or dbe@mct.org with any questions concerning how to correctly calculate the percentage.

b) DBE Participation Statement – Provide DBE Participation Statement(s) and/or good faith efforts to meet the Owner’s DBE goal of 0.17%. The Owner’s DBE Liaison Officer (DBELO) will conduct an evaluation to determine whether the apparent low bidder submitted all of the information required by 49 CFR Part 26.53(b). In the event that the bidder with the lowest monetary bid price fails to meet the contract-specific goal or fails to demonstrate sufficient good faith efforts, or is otherwise not responsive or responsible, the DBELO will evaluate the responsive bidder with the next lowest bid price. Should the DBELO determine that additional information is needed to evaluate a bidder’s submission with regard to the DBE requirements, the DBELO will request said bidder to submit the required information, or may contact the listed DBEs directly. If the Owner determines that the bidder has failed to meet the https://mct-act.bonfirehub.com/ https://www.transit.dot.gov/buyamerica mailto:dbe@mct.org requirements to meet the DBE goal and that a good faith effort has not been made, the Owner will notify the bidder. The notification will include a statement of reasons why good faith efforts have not been found. Within five (5) working days of being informed by the Owner that it has not documented sufficient good faith efforts, a bidder may request administrative reconsideration. In such case, the bidder should make this request in writing to MCT Managing Director, 1 Transit Way, Pontoon Beach, Illinois 62040, or managingdirector@mct.org. The Managing Director will not have played any role in the original determination that the bidder did not document sufficient good faith efforts. As part of this reconsideration, the bidder will have the opportunity to provide written documentation or argument concerning the issue of whether it met the goal or made adequate good faith efforts to do so. Upon request, the bidder will have the opportunity to meet in person with the Managing Director to discuss the issue of whether it met the goal or made adequate good faith efforts attempting to do so. The Owner will send the bidder a written decision on reconsideration, explaining the basis for finding that the bidder did or did not meet the goal or make adequate food faith efforts to do so. The result of the reconsideration process is not administratively appealable to the Department of Transportation.

c) DBE Regular Dealer/Distributor Affirmation Form – If using a regular dealer and or a distributor to reach the Owner’s DBE goal, this form must be completed and signed by both the DBE and the bidder for each DBE firm used. Submission is required with the bid at the bid deadline.

d) DBE Unavailability Form – The bidder must show that all necessary and reasonable steps were taken to achieve the DBE contract goal. If the bidder is unable to reach the DBE goal, good faith efforts must be submitted with the bid. This form can be useful for documenting DBE good faith efforts. Other ways to document good faith efforts are explained in IFB Vol.1 INTRO 23.

4) Bid Bond – A bid guarantee in the amount of five percent (5%) of the bidder’s Total Bid Price must accompany a bid to ensure that the bidder will honor its bid upon acceptance. A bid bond is required to be with a qualified surety companies holding certificates of authority as an acceptable surety under Department of the Treasury regulations, “Surety Companies Doing Business with the United States,” 31 CFR Part 223. For a current list of approved sureties, see Department of the Treasury’s Listing of Approved Sureties (Department Circular 570), https://www.fiscal.treasury.gov/surety-bonds/circular-570.html . Failure to provide a bid bond from a qualified surety company will render the bid non-responsive. It is also understood and agreed that if the bidder should withdraw any part or all of their bid within 90 days after the bid opening without the written consent of the Owner, or refuse or be unable to enter into this Contract as provided above, or refuse or be unable to furnish adequate and acceptable Performance and Payment Bonds, or refuse or be unable to furnish adequate and acceptable insurance, as provided above, it shall forfeit its bid guaranty to the extent Owner’s damages occasioned by such withdrawal, or refusal, or inability to enter into a Contract, or provide adequate security thereof. It is further understood and agreed that to the extent the defaulting bidder's bid guaranty shall prove inadequate to fully recompense Owner for the damages occasioned by default, then the bidder agrees to indemnify Owner and pay over to Owner the difference between the bid guarantee and Owner’s total damages so as to make Owner whole.

The bidder understands that any material alteration of any of the above or any of the material contained herein, other than that requested will render the bid unresponsive.

REQUESTED INFORMATION THAT MUST BE ANSWERED IN THE BONFIRE PORTAL:

5) If any addenda to the solicitation have been issued, you will be asked to confirm your receipt of each addendum.

mailto:managingdirector@mct.org https://www.fiscal.treasury.gov/surety-bonds/circular-570.html

Pre-Award Information – Responsibility Determination Documents As part of the bid evaluation process, the Owner will request the following information from the bidder being considered for award in order to determine their responsibility. The Owner requests that this information be submitted within one (1) business day of the request.

PRE-AWARD INFORMATION TO BE SUBMTTED BY THE LOWEST RESPONSIVE BIDDER: The forms and information listed below will be used in the Owner’s review of responsibility for the bidder being considered for award. This information is only required from the lowest responsive bidder, or subsequently identified lowest responsive bidder, and is NOT due at the bid deadline. Upon the Owner’s request, this information may be submitted electronically to mctbid@mct.org or delivered to the Owner’s Administration Office, Attn: Penny Brown, 1 Transit Way, Pontoon Beach, IL 62040.

1. Project Manager

2. Project Implementation Schedule

3. List of Subcontractors – The Owner’s approval of all subcontractors and supplier is required prior to contract award. The Owner will notify the bidder within a reasonable time if any of the proposed subcontractors will not be approved along with the relevant reasons. In order to assist the Owner in its evaluation of bidder’s qualifications, the bidder must supply to the Owner a detailed list of all proposed subcontractors (including DBE’s). This requirement is in addition to, and not in lieu of, submission of documentation pertaining to DBE requirements. Bidders can find NAICS codes at the US Census Bureau website located at https://www.census.gov/naics/. However, as applicable to DBE’s, it is best to use the IL UCP DBE Directory https://webapps.dot.illinois.gov/UCP/ExternalSearch because the DBE must be certified under the relevant work category (i.e. NAICS code) in order to receive credit for the work the DBE will be performing. Any subcontractor or supplier receiving pre-award approval must be utilized by the contractor for the portion of the work for which they were approved. The Owner will generally not entertain any post-award substitutes of any such subcontractor or supplier in the absence of compelling circumstances to do so.

4. References

5. Financial Information

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mailto:mctbid@mct.org https://www.census.gov/naics/ https://webapps.dot.illinois.gov/UCP/ExternalSearch