Page 1 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

COVER PAGE

NOTICE TO BIDDERS - THIS BID AT A GLANCE

1. Bidders must be licensed, insured (with minimum thresholds as outlined on Page 6), and bonded.

2. This is not a multi-prime solicitation. General Construction (GC) only.

3. There are no pre-qualification requirements (i.e., no pre-qualification period or pre-qualification process).

4. This project is funded and already secured by a state grant, the Local Share Account through the

PA Commonwealth Finance Authority.

5. This project is expected to start 10/1/2026 (Notice to Proceed) and end 12/31/2026 (Final

Inspection).

6. PA Prevailing Wages must apply.

7. Permit costs to be paid by the Contractor.

8. Bidders are highly encouraged to attend the on-site pre-bid/walk-thru meeting on 7/30/2026 at

11:30 am. The project lead and engineers will be available.

a. Online RSVP Registration required by 5 pm 7/29/26. (click here)

9. The American Institute of Architect (AIA) Contract template will be administered with the awarded bidders.

10.The City will award to the lowest-cost, most-responsible bidder.

11.The City of Chester uses PennBid to procure products and services. Any vendor/company can register with PennBid, for free, by clicking on the “Register” button in the upper right hand corner at PennBid.

12.Sealed electronic bids will be received via PennBid (https://PennBid.net). Physical paper bid copies will not be accepted.

13.There is no physical public bid opening ceremony for this solicitation; a written recording of the electronic bid opening will be posted via a PennBid Public Notice.

14.All electronic bid submissions must be accompanied by a Bid Bond equal to the amount of 10% of the total bid price.

15.The successful Bidder who is awarded a Contract will be required to pay “PennBid” a fee of 0.0033% (1/3 of 1 percent) up to a maximum of $6,000 of the Contract award value.

16.All prospective bidder questions and the corresponding answers from the City regarding this solicitation will be posted on PennBid via the “Messages” menu under the “Public Q&A” Tab by the posted deadline.

17.The awarded bidders will not be able to commence work until an approved Council resolution in a public meeting; a mutually-signed contract by the Mayor; approval by the City Solicitor, and a Notice-to-Proceed Letter has been issued by the City of Chester. No exceptions.

18.The City appreciates Diverse Business Proposals but they are not required for this solicitation.

19.All bidder submissions require a minimum of 17 (seventeen) requested documents as specifically outlined on Page 11. These are simple and straightforward and required for grant compliance. These forms can be found in the “Public Folders” tab within the bid on PennBid.

20.The City of Chester reserves the right to reject any and all bids and the right to waive any technicalities that may be required in the best interest of the City of Chester. The City will also consider price, competency, and responsibility of the bidder before the intent to award notification is posted.

21.This is not a contract, but an intention to contract without any obligations to contract.

22.The City is not at liberty to provide specific feedback to those bidders who did not win the award.

Thank you in advance for your time and effort to submit a proposal to meet the City’s needs.

Bid Packet - Version 1.2 Dated 7/27/2026 https://forms.cloud.microsoft/r/F59Ty3YMNf https://pennbid.bonfirehub.com/portal/?tab=openOpportunities https://pennbid.net/

Page 2 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

BID PACKET

CHESTER POLICE STATION - 3rd FLOOR INTERIOR RENOVATIONS

TABLE OF CONTENTS

I. INTRODUCTION

II. SUPPLEMENTAL

A. PROJECT OVERVIEW AND CHARACTERISTICS

B. BIDDER REQUIREMENTS

C. BIDDER INSTRUCTIONS - HOW TO RESPOND TO THIS SOLICITATION

III. MASTER

A. DEFINITIONS

B. ADDENDA

C. AUTHORITY

D. AUTHORIZATION TO DELIVER MATERIAL OR SERVICES

E. AWARD CRITERIA

F. BID PREPARATION AND SUBMISSION

G. CONTROLLING LAW

H. TAX EXEMPTION STATUS

I. DEFECTIVE OR DAMAGED WORK

J. GUARANTY

K. INDEMNIFICATION

L. INSURANCE

M. OBSERVANCE OF LAWS

N. INFORMATION AND CONDITIONS

O. CONTRACT TERMINATION

P. ACCESS TO ACCOUNTING AND PAYROLL RECORDS

Q. DIVERSE BUSINESS PROPOSAL

R. ORAL PRESENTATIONS (Optional)

IV. EXHIBITS

Exhibit A: Drawings Exhibit B: Technical Specifications Exhibit C: Environmental Report Exhibit D: PA Prevailing Wage Project Rates

Page 3 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

I. INTRODUCTION

This Invitation for Bids/Request for Quote (RFQ) is broken down into two sections:

1. a SUPPLEMENTAL section and

2. a MASTER section.

The MASTER is the standard terms and conditions applicable to all projects within the City of Chester. The SUPPLEMENTAL section is specific to the particular project.

About the Organization:

The City of Chester municipality, located in Delaware County, Pennsylvania is an estimated $65M annual operation primarily led by five elected officials including a Mayor.

The municipality has approximately 300 employees across 5 departments, serving 35,000+ residents. Chester is an ACT 47, Third Class City Code municipality that is currently undergoing a transformation with a Receiver appointed (in 2020) by the PA State Governor to help the City recover from the current Chapter 9 bankruptcy (filed November, 2022). The organization culture consists of a Receiver Team (consulting firms), Operations Team (City employees led by a Chief of Staff/City Administrator including a Chief Financial Officer), and City Council (Elected Officials). The current focus is to put people, processes, and policies in place to support the Recovery Plan. Click here to learn more about the City of Chester.

II. SUPPLEMENTAL

This section refers to the specific PROJECT.

A.PROJECT OVERVIEW AND CHARACTERISTICS

The CITY has provided this high-level detail for insight into the PROJECT and the expectations for BIDDERS to comply.

ITEM COMPONENT DESCRIPTION

1. PROJECT NAME: Chester Police Station 3rd Floor Interior Renovations

2. PROJECT BID

NUMBER: 2026-002

3. PROJECT

DESCRIPTION:

Renovate approximately ~1,500 SF on the 3rd Floor of the Police Station, which includes demolition, new drywall, new carpet, new lighting, painting and other incidental improvements.

https://www.chestercity.com/city-officials/city-council/ https://www.chesterreceivership.com/ https://www.chesterreceivership.com/receivership-team https://www.chestercity.com/

Page 4 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

4. PROJECT

LOCATION:

The site location address is 160 E. 7th Street Chester, PA 19013, Delaware County Tax ID 49-04-00040-01

5. PROJECT TYPE: Construction - Repair Existing Structure

6. PROJECT

MANAGEMENT:

The awarded General Trades, Earth Work, and Site Work contractor (GC) will lead this project with incidental electrical, and minor HVAC duct work modifications.

7. PROJECT

PRICING:

A. Lump Sum to include a $15,000.00 Allowance.

B. Schedule of Values to be provided upon Award

8.

PROJECT

PROCUREMENT

SCHEDULE:

(ESTIMATED)

A. Bid Opening Date: Jul 27, 2026 11:00 AM B. Pre-Bid Meeting and Site Tour: Jul 30, 2026 11:30 AM

a. Reservations Required. RSVP by 5 pm 7/29/26:

i. Click here or

ii. Cut and Paste:

https://forms.office.com/r/46RvxDYDRr C. Bid Q&A Deadline: Aug 7, 2026 12:00 PM D. Bid Solicitation Closing Date: Aug 17, 2026 10:00 AM E. Anticipated Bid Evaluation Date Aug 19, 2026 12:00 PM F. Anticipated Bid Award Date: Aug 26, 2026 12:00 PM G. Anticipated Mutually-Signed Fully Executed Contract

Date: Sep 28, 2026 12:00 PM H. Anticipated Notice-to-Proceed Date:

Oct 1, 2026 12:00 PM

9. PROJECT BUDGET

RANGE:

Estimated project budget range is between $130,000 - $145,000, which includes the $15,000 Allowance for additional interior renovations paid on a Time and Materials basis.

10.

PROJECT

CONTINGENCY

ALLOWANCES:

$15,000 Allowance

11.

PROJECT

ALTERNATES

AND UNIT

PRICES

Not Applicable https://forms.cloud.microsoft/r/F59Ty3YMNf?origin=lprLink

Page 5 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

12.

PROJECT

FUNDING

SOURCE:

This project is fully funded and already secured by a state grant, the Local Share Account Grant Program administered by the PA Commonwealth Finance Authority.

13. PROJECT SCOPE

OF WORK:

A. See Exhibit A: Drawings B. See Exhibit B: Technical Specifications

14.

PROJECT

TIMEFRAME:

(ESTIMATED)

A. PROJECT START: 10/1/2026

B. PROJECT END: 12/31/2026

C. PROJECT DURATION: 3 Months

D. PROJECT SIGNIFICANT COMPLETION DATE:

12/31/26

15. PROJECT

CHANGES:

All project change orders must follow the AIA Contract templates and be approved by City Council.

16. PROJECT BID

SUPPORT:

A. Tier I Support: 7/30/2026 In-Person Pre-Bid Meeting

a. Meet-and-Greet the Project Lead and Architects.

i. Registration Required (Click Here)

ii. or Cut and Paste this url in your browser:

https://forms.cloud.microsoft/r/F59Ty3YMNf B. Tier II Support: PennBid

a. Questions regarding this bid opportunity should be posted on PennBid via the “Messages” menu under the “Public Q&A” Tab. The Project Team will respond in a timely manner.

17. PROJECT BID

FORMAT:

Electronic through PennBid. Paper bid submissions will not be accepted.

18.

PROJECT

AWARD

CRITERIA:

The lowest, most responsible, most qualified bidder that serves the best interests/needs for the City of Chester.

19.

PROJECT

CONTRACT

TYPE:

Lump Sum Contract

20.

PROJECT

CONTRACT

FORMAT:

American Institute of Architects (AIA) A101-2017 Standard Form of Agreement between Owner and Contractor, or comparable.

21. PROJECT

INVOICING:

A. All invoices must reference a City-provided Purchase Order Number in order for payment to be processed.

B. All invoices carry a Net 30 Day payable terms from Invoice City Receipt Date.

C. All invoices to be itemized and billed monthly and/or https://forms.cloud.microsoft/r/F59Ty3YMNf

Page 6 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002 based on AIA Payment schedule.

B. BIDDER REQUIREMENTS

1. BONDING

REQUIREMENTS:

A. 10% Bid Bond (All Bidders) B. 100% Performance Bond (Awarded

Bidder Only) C. 100% Payment Bond (Awarded Bidder

Only) D. 12-Month Maintenance Bond for 15% of of total cost of improvements (Awarded Bidder Only)

2. INSURANCE

REQUIREMENTS:

A. COMPREHENSIVE GENERAL LIABILITY

a. Each Occurrence Limit - $1,000,000

b. Personal & Advertising Injury Limit

$1,000,000

c. General Aggregate $2,000,000

d. Products & Completed Operations

Aggregate $2,000,000

e. Include Aggregate limits per project.

B. AUTO LIABILITY

a. Each Accident — Combined Single Limit $1,000,000.

C. UMBRELLA OR EXCESS LIABILITY (To overlay General Liability, Auto Liability and Employer's Liability coverages)

a. Each Occurrence $3,000,000

b. Aggregate $3,000,000

D. WORKERS' COMPENSATION /

EMPLOYER'S LIABILITY

a. As required by statute

E. EMPLOYER’S LIABILITY

a. Each Accident: $500,000

b. Each Employee for Injury by Disease:

$500,000

c. Aggregate for injury by Disease:

$500,000

Page 7 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

F. INSTALLATION FLOATER

a. This is in lieu of a Builder’s Risk

Policy.

b. This is required to protect BIDDER and the Owner, jointly, from loss incurred by fire, lightning, extended coverage hazards, vandalism, theft, explosion and malicious mischief in the full amount of the Contract and such insurance shall cover all labor and materials connected with the work, including materials delivered to the site but not yet installed.

Workers' Compensation policy shall include a Waiver of Subrogation against The City of Chester, its elected officials, agents, and employees.

Prior to commencement of the performance of the Agreement and until one year after the Certificate of Occupancy has been issued (completion of the project), Contractor shall furnish to the City a certificate of insurance evidencing all required coverage in at least the limits required herein, naming the City of Chester, its elected officials, agents, and employees as Additional Insured under the General Liability for ongoing and completed operations as well as an Additional Insured on the Auto Liability and Umbrella Liability.

Contractor’s Commercial General Liability, Auto Liability, and Umbrella/Excess Policy shall be Primary to and will not require contribution from any other insurance under which the Additional Insured is a Named Insured. To the fullest extent permitted by applicable state law, all policies shall contain a Waiver of Subrogation Clause. The Certificate shall note the project and provide that no policies may be canceled without thirty (30) days advance written notice to the City.

Such certificate shall be issued to:

City of Chester Attn: Procurement Coordinator 1 E. 4th St.

Chester, PA 19013.

Ensure in the description of operations section of the Certificate of Insurance please have “Bid Number

Page 8 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

2026-002; Chester Police Station - 3rd Floor Interior Renovations”

All insurance policies shall be in effect with companies holding an A.M. Best rating of “A-“ or better or financial rating of IX or better with the A.M.

Best’s Company Key Rating, Guide Latest Edition and shall be licensed or authorized to do business in the Commonwealth of Pennsylvania. Such companies shall also be acceptable to the City. Said policies shall remain in full force and in effect until one year after the Certificate of Occupancy has been issued (project completion date) or until completion of all duties to be performed hereunder by the Contractor, whichever shall occur later.

3. LICENSE REQUIREMENTS:

A. Current and valid PA business registration.

B. Current and valid trade/specialty license.

C. Must be PA-licensed (i.e., General

Contractor License) D. City of Chester Business Privilege

Mercantile Tax License (can obtain once awarded) - $25 registration. (Download at: License and Inspections Website)

E. City of Chester Commercial Contractor License (can obtain once awarded) - $120 per year (Download at: License and Inspections Website)

F. Permits - The Awarded Bidder is responsible for obtaining and paying for all necessary permits.

4. QUALIFICATIONS:

A. Reliable, licensed, bonded, and insured.

B. Experience with construction of municipal government projects with similar scale and cost.

C. Must be able to work with other trades to complete the project on-time and on-budget.

D. Ability to create and adhere to a project schedule such as a Gantt Chart and provide project status reports including pictures on a periodic basis.

E. Ability to complete timely permit applications with the City’s L&I https://www.chestercity.com/departments/licenses-and-inspections/ https://www.chestercity.com/departments/licenses-and-inspections/ https://www.chestercity.com/departments/licenses-and-inspections/

Page 9 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

Department.

F. Safety record in good standing.

G. Ability to follow and adhere to OSHA

Standards.

H. Ensure environmental compliance.

I. Solution-oriented mindset with a teaming touch including the ability to partner with the City to follow processes (i.e., changes, perform construction during daily police operations, etc.)

J. Other, as outlined in the Bidder Profile and Questionnaire in PennBid.

5. PREVAILING WAGE

REQUIREMENTS:

A. Must pay PA Prevailing Wages - See Exhibit D - PA Prevailing Wage Project Rates

6. BID DOCUMENTS

A. Bidders must register on the PennBid platform to obtain access to the bid documents and all modifications to the bid documents. (See Bidder Instructions for additional information).

B. Bidders shall use complete Bidding Documents in preparing Bids. Neither the Owner nor Architect assumes responsibility for errors or misinterpretations resulting from the use of incomplete Bidding Documents.

Page 10 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

C. BIDDER INSTRUCTIONS - HOW TO RESPOND TO THIS

SOLICITATION

Thank you again for your interest in bidding for this opportunity. We appreciate your organization’s time and effort to respond to our municipality needs.

The City of Chester utilizes PennBid to aggregate, manage and communicate with registered bidders. Any vendor/company/non-profit can register with PennBid, for free, by clicking on the “Register” button in the upper right hand corner at PennBid.

Please note, your company, as a bidder, must register with PennBid to retrieve all bid documents and to be able to submit bid proposals/inquiries/clarifying questions. For questions regarding registration please contact the PennBid team at 610-693-4769 or go to https://PennBid.net/vendor-bidder-information/

SUBMISSION AND UPLOAD REQUIREMENTS

It is required that your response is submitted using the PennBid portal. The system will time stamp and confirm receipt of submissions. Please note, all bid responses, supporting documents, and required signed acknowledgements must be uploaded, saved, and submitted via the PennBid platform. The City will not accept paper submissions for this bid.

We understand and appreciate that bid responses may be time consuming. This is, however, Public Sector Procurement (Municipality Government), and the City must comply with grant/other regulations as stewards for our residents.

GUIDE FOR SUBMISSIONS

Please use the illustration on the next page as your guide to respond to this opportunity.

https://pennbid.bonfirehub.com/portal/?tab=openOpportunities https://pennbid.net/vendor-bidder-information/

Page 11 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

IMPORTANT:

The following illustration highlights what the City is expecting from each BIDDER and the suggested format for the BIDDER’S response to this Request for Proposal. BIDDERS are encouraged to use the following as a guide / checklist for their individual submissions. All documents can be found under the Public Files tab within PennBid for this solicitation. All submissions must be submitted electronically via PennBid. Documents must be uploaded individually to ensure all required documents are included to validate your proposal and ensure grant compliance. This also expedites the contract process should your proposal be awarded.

PennBid Cross Reference Points

(when you are in PennBid)

FOR YOUR

SUBMISSION

DESCRIPTION

“SUGGESTED”

PAGE LENGTH Header Name Header

Item

1. REQUIRED

BIDDER PROFILE AND QUALIFICATIONS QUESTIONNAIRE (EXCEL PROVIDED BY CITY, LISTED UNDER

“QUESTIONNAIRE”)

● INSTRUCTIONS: Simple to populate, save, upload with your PennBid electronic submission. This tells the City about you/your firm and serves as a job application.

N/A Acknowledge ments 1

2. REQUIRED

LUMP SUM CONTRACT (PDF PROVIDED BY THE CITY, LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Simply populate this lump sum form. This tells the City the price you/your firm are submitting for this bid, including allowances/fees. Simple to populate, sign, notarize, scan and upload with your electronic PennBid submission.

N/A Supporting Documents 1

3. REQUIRED

BID BOND - equal to 10% of your bid proposal (PDF PROVIDED BY THE CITY, LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Simple to populate, sign, notarize, scan and upload with your electronic PennBid submission.

N/A Supporting Documents 2

4. REQUIRED

CONSENT OF SURETY including these: (PDF PROVIDED BY THE CITY, LISTED UNDER “PUBLIC FILES”)

● Certificate of Authority - Commonwealth of Pennsylvania Insurance Department

● Bonding Company notarized Power of Attorney

● Bonding Company Statement of Financial Assets

N/A Supporting Documents 3

Page 12 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

● INSTRUCTIONS: Obtain these critical documents from your bonding company. Scan and upload with your electronic PennBid submission.

5. REQUIRED

NON-COLLUSION AFFIDAVIT (PDF PROVIDED BY THE CITY, LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS Download, simple to populate, sign, scan, and upload with your PennBid electronic submission. This document substantiates the integrity of the bid.

N/A Supporting Documents 4

6. REQUIRED

PUBLIC WORKS EMPLOYMENT VERIFICATION FORM (PDF PROVIDED BY THE CITY, LISTED UNDER “PUBLIC

FILES”)

● INSTRUCTIONS: Download, simple to populate, sign, scan, and upload with your PennBid electronic submission.

N/A Supporting Documents

7. REQUIRED

CAMPAIGN CONTRIBUTIONS DISCLOSURE FORM (PDF PROVIDED BY THE CITY, LISTED UNDER “PUBLIC

FILES”)

● INSTRUCTIONS: Download, simple to populate, sign, scan and upload with your electronic PennBid submission.

N/A Supporting Documents

8. REQUIRED

CONFLICT OF INTEREST FORM (PDF PROVIDED BY THE CITY, LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Download, simple to populate, sign, scan, and upload with your PennBid electronic submission.

N/A Supporting Documents

9. REQUIRED

ACORD CERTIFICATE OF INSURANCE (The standard ACORD Certificate that highlights all of your current business insurance coverages with the “City of Chester 1 E. 4th St. Chester, PA 19013” sited in the Certificate Holder section at bottom of form) For example and where applicable, :

1. Commercial General Liability Insurance

2. Professional Liability Insurance

3. Workers Compensation Insurance (if you have employees, you must have)

4. Public Liability and Property Damage Insurance

5. Automobile Bodily Injury and Property Damage Insurance

6. Umbrella Insurance

● INSTRUCTIONS: Every insurance company provides an ACORD. Just ask your insurance company. Upload with your PennBid electronic submission.

N/A Supporting Documents 8

Page 13 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

10. REQUIRED

SUBCONTRACTOR DECLARATION FORM (PDF PROVIDED BY THE CITY, LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Download, simple to populate, sign, scan and upload with your electronic PennBid submission. NOTE: If there are no subcontractors, please indicate accordingly on this form.

N/A Supporting Documents

11. REQUIRED

STATEMENT OF BIDDER QUALIFICATIONS QUESTIONNAIRE RESPONSES (PDF PROVIDED BY CITY, LISTED

UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Download, simply read, complete, sign, scan, and upload with your PennBid electronic submission.

N/A Supporting Documents 10

12. REQUIRED

CERTIFICATION OF NONSEGREGATED FACILITIES AND NON-EMPLOYMENT OF ILLEGAL ALIEN LABOR (PDF

PROVIDED BY CITY, LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Download, simply read, complete, sign, scan, and upload with your PennBid electronic submission.

N/A Supporting Documents 11

13. REQUIRED

CERTIFICATE AS TO CORPORATE PRINCIPAL (PDF PROVIDED BY CITY, LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Download, simply read, complete, sign, scan, and upload with your PennBid electronic submission.

N/A Supporting Documents 12

14. REQUIRED

WORKERS COMPENSATION ACKNOWLEDGEMENT (PDF PROVIDED BY CITY, LISTED UNDER “PUBLIC

FILES”)

● INSTRUCTIONS: Download, simply read, comprehend, sign, scan, and upload with your PennBid electronic submission.

N/A Acknowledge ments

15. REQUIRED

SEXUAL HARASSMENT AND NON-DISCRIMINIATION ACKNOWLEDGEMENT (PDF PROVIDED BY CITY,

LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Download, simply read, comprehend, sign, scan, and upload with your PennBid electronic submission.

N/A Acknowledge ments

16. REQUIRED DEBARMENT AND SUSPENSION ACKNOWLEDGEMENT (PDF PROVIDED BY CITY, LISTED UNDER “PUBLIC FILES”) N/A Acknowledge ments

Page 14 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

● INSTRUCTIONS: Download, simply read, comprehend, sign, scan, and upload with your PennBid electronic submission.

17. REQUIRED

QUANTITIES OF WORK ACKNOWLEDGEMENT (PDF PROVIDED BY CITY, LISTED UNDER “PUBLIC FILES”)

● INSTRUCTIONS: Download, simply read, complete, sign, scan, and upload with your PennBid electronic submission.

N/A Acknowledge ments 4

OPTIONAL, AND

ONLY IF

APPLICABLE

Upload DIVERSE BUSINESS ENTERPRISE Certificate (If applicable)

1. Minority-owned Enterprise (MBE)

2. Women-owned enterprise (WBE)

3. Small-business enterprise (SBE)

4. Disadvantaged business enterprise (DBE)

5. Veteran-owned business enterprise (VBE)

6. Service-disabled veteran-owned business enterprise (SDVBE)

7. Etc.

N/A Supporting Documents 12

VERY

IMPORTANT:

As a result of the above outline, each bid submission requires a minimum of 17 documents (as listed above).

Failure to provide this 17-document minimum with your electronic submission may result in a non-response status. N/A N/A N/A

Page 15 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

III. MASTER

This section applies to all City of Chester issued RFPs and RFQs and solicited

BIDDERS

A.DEFINITIONS

1. AWARDED BIDDER - The BIDDER who won the BID to advance to a contract with the CITY to perform the products and services set forth herein.

2. CITY - Wherever the word “CITY” is used, it shall be understood to mean the City of Chester, Pennsylvania. The CITY of Chester follows Third Class City Code of the Commonwealth of Pennsylvania and the procurement practices outlined in the Purchasing Policy and Procedure adopted by City Council on 5/25/2022.

3. PROJECT NAME - The City will assign/reference a Project Name.

Project Name shall be understood to mean products and services to be provided to the City's PROJECT NAME project.

4. PROJECT - Wherever the word “PROJECT” it shall be understood to mean any undertaking, carried out individually or collaboratively that is carefully planned to achieve a particular aim. All PROJECTS have a start date and end date.

5. PROJECT LEAD - Wherever the word “PROJECT LEAD” is used, it shall be understood to mean the specific person in the City of Chester or his/her duly appointed successor, or representative, to be managing the project and is acting within the scope of the duties entrusted to them. Other than the City Purchasing and Procurement Manager, no other City officer or employee is authorized to order supplies or services, enter into purchase negotiations, or in any way obligate the government of the City of Chester for indebtedness unless authorized by the Project Lead/Purchasing and Procurement Manager.

6. BID - Wherever the word “BID” it shall be understood to mean the PROJECT NAME and BID NUMBER.

Page 16 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

7. BIDDER - Wherever the word “BIDDER” it shall be understood to mean an interested and eligible third party individual or business entity that submits a proposal, qualification, or submittal that seeks to enter into a contract with the CITY to perform the duties set forth in the BID.

8. BID NUMBER - Wherever the word “BID NUMBER” it shall be understood to mean the reference number assigned by the City to track activity relative to a given bid opportunity.

9. DEFAULT - Wherever the word “Default” is used it shall be understood to mean the BIDDER’s inability to comply with the terms and conditions as set forth in the Invitation to Bid, Quote, Contract or Purchase Order. This is inclusive of, but not limited to, the Bid/Proposal/Quote pricing and Contract Term and any arrears that may be due and owing to the City.

10. LOCAL FIRM - a firm based/headquartered in the City of Chester.

11.DIVERSE BUSINESS ENTERPRISE A Diverse Business can be a

Minority Business Enterprise (MBE), a Women Business Enterprise (WBE) or a Disadvantaged Business Enterprise (DBE). These business classifications require a certification by a certifying body and a physical certificate demonstrating evidence of such.

12.PURPOSE

This bid opportunity was issued by the City for the purpose/intent of contracting with a vendor to perform the services outlined in the scope of work. This is not a CONTRACT.

The AWARDED BIDDER will be presented a separate CONTRACT with its own terms and conditions.

B.ADDENDA

1. Changes to this solicitation after the posting date, that have a material effect, shall be communicated via PennBid Public Notice - Addenda.

2. It shall be the responsibility of each BIDDER to ensure that their submission includes the required documents, and required acknowledgements as outlined in the Bidder Instructions table above.

3. No addendums will be issued seven (7) calendar days prior to bid closing unless otherwise noted.

Page 17 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

4. Failure to acknowledge all supporting documents, acknowledges and addenda may result in rejection of a proposal as non-responsive.

C.AUTHORITY

The PROJECT LEAD/PROCUREMENT COORDINATOR, the designee of the Chief of Staff (COS), and the COS, shall have dual responsibility and authority for negotiating, placing, and when necessary, modifying each and every invitation to bid, purchase order or other award issued by the City of Chester for this PROJECT. Any purchases contrary to these provisions and authorities shall be void and the City shall not be bound thereby.

D.AUTHORIZATION TO DELIVER MATERIAL OR

SERVICES

All purchases must be properly authorized in writing and in advance.

Contractors/Vendors must first obtain written permission and are prohibited from shipping any merchandise or providing any services prior to receiving an official award letter, notice to proceed, a purchase order number, from the PROJECT LEAD/PROCUREMENT COORDINATOR. The CITY will be under no obligation to pay for merchandise delivered or services provided resulting from violation of this rule.

E.AWARD CRITERIA

1. The award will be made to the lowest cost, most responsible, BIDDER whose BID response conforms to the invitation and will be most advantageous to the City of Chester.

2. The City reserves the right to reject any or all offers and to waive informalities and minor irregularities in offers received.

3. All bids, contracts and engagement contracts are subject to Council approval by resolution at a public meeting.

4. The City of Chester will only award contracts to equal opportunity employers.

5. The date on which City Solicitor has a fully-executed contract shall be known as the Official Award Date.

Page 18 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

6. The City will notify all bidders of the award and return BID sureties (if applicable) to all but the successful BIDDER.

7. An official written INTENT TO AWARD NOTIFICATION will be issued by the City to the AWARDED BIDDER

8. The AWARDED BIDDER has forty-five (45) days from the approved Council Resolution date to enter into a fully executed contract with the City, or forfeit, as liquidated damages, the Bid Security and/or the City reserves the right to rescind the award.

9. The City reserves the right to award by item, by section or group, or in its entirety depending on the best interest of the City of Chester.

10.The fully executed Contract Terms and Conditions will preside over the project and all contracts and invoices are subject to Council approval in a public meeting.

11.By submitting a proposal in response to the City’s solicitation, the AWARDED BIDDER hereby consents to a background check that the City, in the exercise of its sole but reasonable discretion, may deem appropriate to conduct, including, without limitation, a financial history, a credit check, a criminal history check, a litigation history check and a judgment, judgment lien, tax lien and bankruptcy search of the AWARDED BIDDER. The AWARDED BIDDER agrees to release and hold harmless the City from any and all claims in any way arising from such a background check conducted by the City or its agents of the AWARDED BIDDER. The City reserves the right to reject any and all responses to the City’s solicitation in the event the results of any such background check are found to be unsatisfactory to the City in the City’s sole discretion. The City shall keep all information derived from the background check confidential and shall only use such information for the purposes of City solicitations.

F.BID PREPARATION AND SUBMISSION

1. SUBMISSIONS

Page 19 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002

A. Paper submissions will NOT be accepted.

B. All bid responses must be submitted electronically via

PennBid.

C. No bid may be considered if received after the time and date posted on PennBid.

D. BIDDERS are expected to examine all instructions, specifications, drawings, sites, installation, etc. Failure to do so will be at the BIDDER’S risk.

E. The City reserves the sole right to outright reject any bid that fails to fully follow all instructions, specifications, drawings, sites, installations, etc. described in this document.

F. Changes to BIDS are accepted up to the PennBid Bid Closing Date.

G. In the event of none or only one vendor submission to this bid solicitation, the City may extend the bidding window through an addenda or cancel, refine and rebid at a later unspecified time. The City understands that having only one vendor submission does not provide a comparative scenario or an optimal bidding scenario. However, the City may also consider awarding a one-and-only submission, provided the City has exhausted all resources for solicitation of this bid, has performed a proper vetting of the single submission with an evaluation committee, and/or consideration of the project circumstances (criticality, timing, etc.) to meet the needs of the City. In summary, having a one-and-only submission does not constitute a reject and rebid, and a one-and-only submission may/can be awarded.

2. BIDS BINDING 90 DAYS

Unless otherwise specified, all formal bids submitted shall be binding for ninety (90) calendar days following the bid due date and may be extended at the agreement of both parties.

3. COMMUNICATIONS DURING SOLICITATION PROHIBITION

All questions and answers regarding this solicitation must be posted by the Q&A deadline via PennBid via the “Messages” menu tab, followed by the “Public Q&A” tab.

Unless otherwise stated in this document, communicating with City employees, or elected officials regarding requests for proposals, requests for qualifications, bids, or contracts by

Page 20 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002 the BIDDERS or any member of the BIDDER’S company, an agent of the BIDDER, or any person employed by any legal entity affiliated with or representing an organization that is responding to the requests for proposals, requests for qualification, bid or contract is strictly prohibited.

4. MUNICIPALITY PROPERTY

A. All information submitted becomes property of the City of Chester upon submission. The City of Chester reserves the right to issue supplemental information or guidelines relating to this bid opportunity as well as make modifications to the bid opportunity or withdraw/cancel this bid opportunity.

B. The cost of preparing, submitting and presenting a proposal is the sole expense of the BIDDER.

C. The City of Chester reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel this RFP in part or in its entirety if it is in the best interest of the City of Chester.

D. This solicitation of proposals in no way obligates the City of Chester to award a BIDDER or award a contract.

G. CONTROLLING LAW

This solicitation is governed by and will be construed and enforced in accordance with the laws of the Commonwealth of Pennsylvania without regard to any conflict of laws provisions. Venue for any disputes shall be in the Court of Common Pleas of Delaware County, Pennsylvania.

H. TAX EXEMPTION STATUS

The City is exempt from State and Federal taxes, and a political subdivision does not require an exemption certificate. If and where applicable, the prices quoted by the BIDDER will be the price, exclusive of taxes. Any sales or other taxes levied by federal, state, or local governments shall become the burden of the BIDDER.

I. DEFECTIVE OR DAMAGED WORK

Any defective or damaged work found to exist prior to approval of final payment shall be promptly corrected or removed and replaced with non-defective work by the AWARDED BIDDER at no expense to the City.

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Upon failure of the AWARDED BIDDER to correct the deficiency within thirty (30) business days, the City may correct the same and deduct the costs from any monies due the AWARDED BIDDER.

J. GUARANTY

1. The AWARDED BIDDER shall guarantee that all the materials used, and all the work done under the contract shall fully comply with the requirements of the plans, specifications, scope of work and the instruction of the City.

2. All expenses covering return or replacement of defective or improper merchandise will be assumed by the AWARDED BIDDER. In no instance shall the AWARDED BIDDER refer the City to any distributor or manufacturer for settlement of any claim arising from defective or improper merchandise. If the AWARDED BIDDER shall fail to replace or repair any defective or improper merchandise within thirty (30) days from date of notice, the City may make the necessary corrective arrangements to reimburse the City in such an instance. Samples of any warranties or guarantees which will apply to the goods being offered for sale shall be included as part of the bid.

3. Any defects in the completed work or any failure of the AWARDED BIDDER to fully perform or endure the service for which is intended, which in the opinion of the City are caused by or due to the use of materials, skill or workmanship not in compliance with the said plans, specifications and instructions, that may appear in the work within a period of twelve (12) months after acceptance by the City, shall be regarded as prima facie and conclusive evidence that the AWARDED BIDDER has failed to comply with the said specifications, plans and instructions. The AWARDED BIDDER in this event shall, at his own expense, at such time and in such manner as the PROJECT LEAD may direct, repair or take up and reconstruct any such defective work in full compliance with the original specifications, plans and instructions. The repairs required to be made by the AWARDED BIDDER shall extend only to making good any inherent defects which become manifested in the materials and workmanship under ordinary conditions and shall not be held to cover any breakage or damage caused by improper use or by accident resulting from circumstances over which the AWARDED BIDDER has no control.

K. INDEMNIFICATION

1. The AWARDED BIDDER shall assume all risks and responsibilities for casualties of every description in connection with the work, except that he shall not be held liable or responsible for delays or damage to the work caused by acts of God, acts of public enemy, acts of government, quarantine restrictions, general strikes throughout the trade, or by freight embargoes not caused or participated in by the Contractor. The

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AWARDED BIDDER shall have charge and control of the entire work until completion and acceptance of the same by the City.

2. The AWARDED BIDDER shall alone be liable and responsible for, and shall pay for, any and all loss or damage sustained by any person or party, either during the performance or subsequent to the completion of the work under this agreement, by reason of injuries to persons and damage to property, buildings and adjacent work, that may occur either during the performance of the work covered by this contract or that may be sustained as a result of or in consequence thereof, irrespective of whether or not such injury or damage be due to negligence or the inherent nature of the work.

3. The AWARDED BIDDER shall bear all losses resulting from the amount or character of the work being different, or because the nature of the premises on which the work is done is different from what was expected, or on account of the weather, or similar other causes; and he shall assume the defense of and indemnify and hold harmless the City, its employees, agents, officials, representatives, attorneys, and assigns from any and all liability, both negligent and non-negligent, arising directly or indirectly out of all activities conducted in connection with this project and/or the performance hereof, including but not limited to payment of all fees for its/their attorneys and all incidental litigation expenses in the event the City or any of its employees, agents, officials, representatives, attorneys, and assigns are sued upon a claim emanating or supposedly emanating from the execution and/or performance thereof, whether or not the City or any of its employees, agents, officials, representatives, attorneys, and assigns are held liable. This agreement shall be binding on the parties hereto, their heirs, successors and assigns.

L. INSURANCE

The AWARDED BIDDER, prior to commencing work, shall provide at the request of the City, and at its own expense, the following insurance to the City of Chester as evidenced for the project duration.

1. Certificates of Insurance, ONLY if the insurance policy includes a provision that specifically references a certificate of insurance as a means to effect coverage and actually require the issuance of a certificate to trigger insured status with this particular endorsement.

Both the endorsement and the certificate are required.

Or

2. Provide the Certificate of General Liability (CGL) policy so that the City of Chester can confirm that there is sufficient coverage as an additional insured under the existing policy showing that any person(s) or

Page 23 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002 organization(s) shown in the Schedule is also an additional insured, then the COI along with the policy are acceptable.

Or

3. Separate Additional Insured Endorsement naming the City of Chester and Colliers Engineering and Design Inc. as additional insured.

And/Or

4. The City reserves the right to request additional sureties, declarations, disclosures, coverages, liquidated damages, documentation, verification, etc. at the time of contract development that may have not been included in this solicitation.

M. OBSERVANCE OF LAWS

1. The AWARDED BIDDER at all times shall observe and comply with all federal, state and city laws, bylaws, ordinances and regulations in any manner affecting the conduct of the work or applying to employees on the project, as well as all orders or decrees which have been promulgated or enacted, by any legal bodies or tribunals having authority or jurisdiction over the work, materials, employees or contract.

N. INFORMATION AND CONDITIONS

1. INTENT

The purpose of this invitation/solicitation is to:

A. obtain proposals from qualified businesses and/or individuals B. obtain a minimum amount of information from qualified businesses and/or individuals to make an informed business decision C. select a BIDDER to enter into a contract that provides scope of work, a budget, a work plan (schedule).

D. award to the lowest, most responsible, qualified BIDDER

2. QUALIFICATION OF BIDDERS

A. All BIDDERS must complete and submit the VENDOR PROFILE AND QUESTIONNAIRE. This document serves like a job application for the project.

B. Where applicable, the professional resumes or qualifications of the specified persons who will be performing the requested services for the City of Chester.

C. By submitting a proposal, it shall be deemed that the BIDDER agrees, acknowledges, and understands the scope of the project, and has read and understands all the supporting documents, acknowledgements, etc. of this bid opportunity.

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D. If and where applicable, BIDDERS shall identify their principal subcontractors and cannot change subcontractors without prior written approval of the municipality.

O. CONTRACT TERMINATION

1. The City of Chester reserves the right to terminate any contract if work is not performed in accordance with the provisions of this BID.

2. The BIDDER should read requirements listed in the BID carefully to ensure that the BIDDER is able to meet the needs of the City.

P. ACCESS TO ACCOUNTING AND PAYROLL RECORDS

1. The BIDDER shall keep detailed accounting records including records related to hours worked by BIDDER employees and/or subcontractors.

2. The BIDDER shall, upon request from the City, afford full access to the Contractor’s records and the City expects the Contractor to preserve records for a period of not less than two (2) years following the termination or fulfillment of the Contract.

Q. DIVERSE BUSINESS PROPOSAL

1. Preferred, not required. If and where applicable, each BIDDER should include a Diverse Business Proposal that includes any plans to utilize certified diverse businesses as subcontractors.

2. Preferred, not required. If and where applicable, BIDDERS should include with its Proposal, a Letter of Intent (LOI) signed by both the BIDDER and each of the Diverse Business identified in the Proposal. At a minimum, the Letter of Intent must include the following:

a. The fixed numerical percentage commitment and associated estimated dollar value of the commitment made to the Diverse Business;

b. A description of the services or supplies the DIVERSE BUSINESS will provide;

c. The timeframe during the initial contract term and any extensions, options and renewals when the DIVERSE BUSINESS will perform or provide the services and/or supplies;

d. The name and telephone number of the Proposer’s point of contact for DIVERSE BUSINESS participation;

e. The name, address, and telephone number of the primary contact person for the DIVERSE BUSINESS; and A statement that the letter of intent is incorporated and will be

Page 25 Project Name: Chester Police Station - 3rd Floor Interior Renovations Bid Number: 2026-002 incorporated in the executed subcontract with the DIVERSE

BUSINESS;

f. A copy of the subcontractor’s valid, third-party diverse business certification.

g. Each DIVERSE BUSINESS commitment that is credited by the City along with the overall percentage of DIVERSE BUSINESS commitments will become contractual obligations of the selected BIDDER to the DIVERSE BUSINESS upon execution of the contract with the City.

R. ORAL PRESENTATIONS (Optional)

If the City requests oral presentations by short-listed bidders, committee members will score these presentations in accordance with the evaluation criteria, based on the additional information and clarification received in this phase. Oral presentations may be in-person, virtual, or a combination.

Since oral presentations may not be required, Bidders are encouraged to submit complete information with their proposals. Please note that a date for presentations has not been set and will be determined at a later time if, and only if, presentations are needed.

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IV. EXHIBITS

Exhibit A: Drawings

The pdf file is located under the Public Files tab in PennBid (entitled, “Exhibit A”).

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Exhibit B: Technical Specifications

PennBid (entitled, “Exhibit B ”).

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Exhibit C: Environmental Report

PennBid (entitled, “Exhibit C”).

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Exhibit D: PA Prevailing Wage Project Rates

PennBid (entitled, “Exhibit D”).