Addendum 1 with Scope of Work.pdf

05/06/2024

TO: All Potential Bidders

SUBJECT: Sherwood Pond Fencing

Bid Ref. #24-057

Bid Opening Date & Time: May 24, 2024

ADDENDUM NO. 1

The items contained in this addendum are added to and/or deleted from and become part of the specifications and proposal documents for the above-referenced Invitation to Bid. Bidders must acknowledge receipt of the Addendum on the Bid Form, located in the invitation to bid, when the bids are submitted.

ADD/DELETE:

ADD: Tripp Swilley, Facilities Maintenance as a contact.

DELETE: Any visible and current fencing at these sites shall be removed by the City of Albany’s Public Works Division at no cost to the Contractor prior to the contract start date (page four (4) of original bid).

ADD: See new, attached scope of work which includes only vegetation clearing and fence installation (attached to this Addendum). There is no fencing to be removed and all vegetation clearing shall be performed by the vendor.

QUESTION/ANSWER:

Question 1: Is the fencing to be black or galvanized? Answer: galvanized.

Question 2: Will the City remove any vegetation beforehand? Answer: No.

Question 3: Does the City want a clean rehabilitation? Answer: Yes, inside of the 20-foot buffer area.

Question 4: Is the vegetation shrubbery or are there trees? If so, can the trees be cut? Answer: Yes, there are trees present as well as shrubbery. Yes, the trees can be cut and the stump can be left as long as it’s at an acceptable height.

Question 5: Can any large rocks remain? Answer: Yes.

End of Addendum 1 (see revised, attached scope of work)

Takeshia Martin Takeshia Martin, Buyer

Cc: Tripp Swilley, Facilities Maintenance Don Gray, Facilities Maintenace

REVISED SCOPE OF WORK

BID REFERENCE NO. 24-057

Sherwood Pond Fencing

1. Fencing Scope of Work: This project is for the installation of fencing surrounding the holding pond at 2301 Whispering Pines Rd. The fencing project entails providing materials and installation of fencing to include the addition of six-foot high, nine-gauge, galvanized chain link fencing with a gate to surround the location. All work is to be performed in accordance with specifications, bid documents and contract documents. Fence specifications and drawings can be found in the following drop box link:

https://www.dropbox.com/scl/fo/sj8ychnkktgdiw6x54vtl/AHd219x0G1X4uc0hgzv4KJc?rlkey=

Vegetation Scope of Work: Project Overview

The project involves the removal of all vegetation within the stormwater pond and the establishment of a 20-foot maintenance buffer around the perimeter of the pond. This will facilitate better water flow, improve water quality, and enhance the accessibility for ongoing maintenance.

The following specifications are required:

A. Site Preparation B. Prior to vegetation removal, the contractor will conduct a thorough site assessment to identify areas requiring special attention. The contractor must also install and maintain sediment control measures to prevent erosion and protect water quality if needed during operations.

C. Vegetation Removal D. Complete removal of all specified vegetation within the boundaries of the stormwater pond and the designated 20-foot buffer area. Methods of removal should be specified, whether mechanical or manual, with a preference for environmentally sustainable practices. Specify the depth of removal, especially if root systems are to be completely eradicated to prevent regrowth.

E. Vegetation Disposal F. Proper disposal of removed vegetation in accordance with local, state, and federal environmental regulations. Contractors must detail the disposal method and location, ensuring that no harmful environmental impact occurs.

G. Site Restoration and Buffer Establishment H. Post-clearance, the contractor will grade the cleared areas to ensure proper drainage and minimize erosion. The 20-foot buffer zone will be established with ground covers that require minimal maintenance but effectively prevent erosion. The contractor must ensure that all areas are left clean, level, and stable.

Contractor’s bid shall include all necessary labor, materials, tools, equipment, and all other items necessary to complete the contract requirements in accordance with bid documents, special instructions, specifications, and all other provisions included in this https://www.dropbox.com/scl/fo/sj8ychnkktgdiw6x54vtl/AHd219x0G1X4uc0hgzv4KJc?rlkey=b7y250cjtig79ikuuwohz943t&st=g8gox26m&dl=0 invitation to bid. It is the bidder’s responsibility to visit the jobsite and become familiar with the local conditions.

There is currently no fencing surrounding the holding pond at Sherwood (2301 Whispering Pines Road.)

2. Corporations: All Corporations should provide the corporate seal, a copy of the Secretary of State Certificate of Incorporation, and a listing of the principals of the corporation with the bid.

3. Bids: Bid(s) must be submitted on the bid form(s) provided in this bid document. Bid is for a unit price contract. Each bid form should be completed in its entirety. Bid is for all work specified in this bid document and will be awarded to the lowest responsive and responsible bidder(s), in the manner that best benefits the City of Albany Board of Commissioners. The City of Albany reserves the right to award each location within the bid separately if it is deemed beneficial to the City.

4. Contract Time: Contract/Completion time for the project shall be one hundred twenty (120) calendar days from issuance of the Notice to Proceed. This shall include all time required for a complete project, including to but not limited to product ordering and shipping, installation and final clean up.

5. Performance will be monitored and documented by the Project Manager, Don Gray, 229-302-1662 and Tripp Swilley, 229-809-6073. Not completing contract within the time specified may hamper the contractor’s ability to secure future contracts with the City.

6. The Owner of this project is the City of Albany. The Owner reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the contract as may be in the best interest of the Owner or re-advertise for bids.

7. Contract: The successful bidder will be required to submit two (2) executed copies of the contract contained herein within ten (10) days following the issuance of the Notice of Award.

8. INSURANCE: Contractor shall maintain insurance with companies licensed to do business in the State of Georgia acceptable to the City for the protection of the City and name it as an additional insured, against all claims, losses, costs or expenses arising out of injuries or death of persons whether or not employed by contractor, whether arising from the acts or omission, negligence or otherwise of contractor or any of its agents, employees, patrons, or other persons, and growing out of work being done by Contractor on behalf of City, such policies to provide for a liability limit on account of each accident resulting in the bodily injury or death of not less than One Million ($1,000,000) Dollars, a liability limit of not less than One Million ($1,000,000) Dollars for each accident for property damage. Contractor shall also carry product/completed operations liability insurance for personal injuries and/or death in the amount not less than One Million ($1,000,000) Dollars for any one person. Contractor shall maintain a combined single liability limit of One Million

($1,000,000) Dollars covering owned, non-owned, leased, and hired vehicles.

Contractor shall furnish to the City satisfactory evidence that it carries Worker’s Compensation Insurance in the statutory limits of Georgia and Employers’ Liability with limits of liability of no less than One Hundred Thousand ($100,000) Dollars of each accident/disease. These polices must also contain a waiver of subrogation in favor of the City of Albany. Contractor shall furnish evidence to the City of the continuance in force of said policy’s declaration page (s) to the Procurement Agent.

Acceptable proofs of insurance: (i) a Certificate of Insurance with Additional Insured Endorsement (a Certificate of Insurance by itself is not acceptable) or (ii) Declaration Pages of the insurance policies listed below which show the City of Albany as additional insured. All insurance policies must provide that the City of Albany will be notified within 30 days of any changes, restrictions, and/or cancellation. The City’s sole judgment shall control as to the sufficiency of the coverage.

9. Georgia Security and Immigration Compliance Act: The successful contractor will provide certification that they are in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of O.C.G.A § 13-10-91, Chapter 300-10-1, per the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A §13-10-90(2), all subcontractors entering into a contract or agreement for hire on this Project must be registered and participate in the Federal Work Authorization Program. Complete and submit a copy of the form, applicable to your company, and applicable Subcontractor Affidavits.

10. Superintendent: The contractor shall have a superintendent or representative on the site at all times while work is being performed. They will represent the contractor and all communications given to them shall be binding as if given to the contractor.

11. Barricades and Warnings: The contractor shall provide erect and maintain all necessary barricades, suitable and sufficient number of watchmen to direct traffic, and take all necessary precautions for the protection of the work and safety of the public. Barricades and obstructions shall be illuminated at night and lights shall be kept burning from sunset to sunrise.

12. Removal of Trash and Rubbish: The contractor shall be responsible for the removal and legal disposal of all waste, trash, and rubbish resulting from the work under this contract. Work site shall be kept clean and orderly during construction;

trash shall be removed from the site or adequately containerized daily. Any precious metals belong to the owner. All other debris is to be taken to the Dougherty County Landfill.

13. Preservation of Property: The contractor shall carry out their work with such care and by the proper methods to prevent damage to the property adjacent to the work or within streets, easement locations to the extent the owner may have rights therein, or other property of the owners or of others, whether adjacent to the work site or not, the removal, relocation, or destruction of which is not called for by the provisions of the contract documents; it being a condition of the execution of the contract that the work be performed in such manner that the property of others and other property of the owner shall not be damaged in any way. The word PROPERTY, as used, is intended to include among other types of property, public street improvements, storm and sanitary sewers, water lines and appurtenances, or other structures. Should any property be damaged or destroyed, the contractor at their own expense shall promptly, or within reasonable time, repair or make such restoration as is practical and acceptable to the owner of the damaged or destroyed property. In case of failure on the part of the contractor to repair or restore such property, or make good such damage or injury, the Building Inspector may within forty-eight (48) hours’ notice, proceed to repair, rebuild, or otherwise restore such property as may be necessary, and the cost thereof will be deducted from any monies due, or which may become due the contractor under this contract agreement. The contractor shall, at all times in performance of the work, employ approved methods and exercise reasonable care and skill so as to avoid delay, damage, injury or destruction of existing public service installations and structures; and shall at all times in the performance of the work avoid interference with, or interruption of, public utilities services, and shall cooperate fully with the owners thereof to the end.

14. Certificate of Non-Collusion: An executed copy of this form should accompany your bid. (See Attached).

15. Governing Law and Venue: An executed copy of this form should accompany your bid. (See Attached).

16. Drug Free Workplace Certification: An executed copy of this form should accompany your bid. (See Attached).

17. Debarred Bidders Certification: An executed copy of this form should accompany your bid. (See Attached).

18. Bid Withdrawal: No bid may be withdrawn for a period of sixty (60) days from the bid opening date.

19. Permits and Fees: Within five (5) days following the issuance of the Notice to Proceed, the contractor shall apply for all permits. Failure to do so may result in award of this contract to the next lowest bidder and the original contractor may be billed for the difference in price. The contractor shall secure all permits, license certificates, inspections (permanent and temporary) and business license before any work can commence. This documentation should be on file in the Procurement Office prior to start of any work associated with this contract. The contractor is required within five (5) days of completion of specified work to contact Project Manager, Don Gray, 229-302-1662 for a final inspection. Successful bidder as well as any and all known subcontractors must possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration prior to award of contract.

20. Certification of Bidder’s Experience and Qualifications: The undersigned bidder certifies that they are, at the time of bidding, and shall be, throughout the period of the contract, licensed by the State of Georgia to do the type of work required under terms of the contract documents. Bidder further certifies that they are skilled and regularly engaged in the general class and type of work called for in the contract documents. The bidder represents that they are competent, knowledgeable and have special skills on the nature, extent, and inherent conditions of the work to be performed. Bidder further acknowledges that there are certain peculiar and inherent conditions existent in the construction of the particular facilities, which may create, during the construction program, unusual or peculiar unsafe conditions hazardous to persons and property. Bidder expressly acknowledges that they have the skill and experience to foresee and to adopt protective measures to adequately and safely perform the construction work with respect to such hazards. Suitable evidence of the successful bidder’s experience, to include references, may be submitted with bid.

21. Bid Bond: If the bid shall exceed $100,000.00, each bid shall be accompanied by a certified check, cashier’s check, cash, or bid bond (surety) acceptable to the Owner, in an amount equal to at least five (5%) percent of the bid, payable without condition to the Owner as a guaranty that the bidder, if awarded the contract, will promptly execute the Agreement in accordance with the bid and other contract documents, and will furnish good and sufficient bond for the faithful performance of the same, and for the payment to all persons supplying labor and material for the work. The bid bond must be presented in its original form. Copies are not acceptable.

22. Indemnification: Contractor agrees to indemnify and hold harmless the City, its agents, officers, and employees, their successors and assigns, individually and collectively, with respect to all claims, demands or liability for any injuries to any person (including death) or damage to any property arising out of the activities of contractor or based on alleged negligence of contractor, its officers, agents, or employees and contractor shall defend against all such claims and pay all expenses of such defense, including attorney fees, and all judgments based thereon; provided that this obligation shall not extend to any damage, injury or loss due to the negligence of the City.

23. Termination for Convenience: This contract may be terminated in whole or in part by the City of Albany with the consent of the Contractor in which case the two parties shall agree upon the termination conditions, including the effective date in the case of partial termination, the portion to be terminated or by the Contractor upon written notification to the City of Albany setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated.

However, if in the case of partial termination, the City of Albany determines that the remaining portion of the award will not accomplish the purposes for which the contract was awarded, the City of Albany may terminate the contract in its entirety.

24. Termination for Cause: In the event that the contractor shall for any reason or through any cause be in default of the terms, conditions, or obligations of the contract documents, the City may give the contractor written notice of such default and terminate the contract. All terms, conditions, and obligations of the contract documents are considered material. The City may, in its discretion, provide the contractor an opportunity to cure the default, if curable, prior to termination. Unless a different duration is provided in the notice of default, the contractor shall have fourteen (14) calendar days to cure the default from the date such notice is mailed to the contractor, unless notification is by facsimile or personal delivery, in which case the opportunity to cure shall commence upon delivery of the notice. Upon failure of the contractor to cure the default the City may immediately terminate the contract effective as of the mailing or delivery of the default notice. If the City terminates the contract, the contractor shall remain liable for performance of all terms, conditions, and obligations through the date of termination. Termination by the City shall not constitute a waiver by the City of any other rights or remedies available to the City by law or contract.

25. Warranty: Contractor shall guarantee all specified work performed for a period of one (1) year from the date of written acceptance of the work by the Owner’s designated representative that all materials, labor, and workmanship provided under this contract are free from defects of any kind. At no expense to the City of Albany, the contractor shall make repairs to any defects found and reported during the warranty period. Final inspection, final acceptance, and final payment shall not be construed as a waiver of this warranty. The following are excluded from this warranty:

A. Defects or failures resulting from abuse by the owner.

B. Damage caused by fire, tornadoes, hail, hurricane, Acts of God, wars, riots, civil commotion or vandalism.

26. Compliance: The contractor is responsible for knowledge of and compliance with all laws, codes, ordinances, and regulations that are applicable to this type of work.

27. Bid Submittals: Items A-B listed below must be submitted with bid. Failure to provide all required submittals will result in rejection of bid.

A. Bid Form B. Bid Bond (if applicable) C. Addendum Acknowledgement Form D. DBE Subcontractor Form

The following items should be submitted with the bid:

A. Governing Law & Venue Form (See Attached) B. Certificate of Non-Collusion Form (See Attached) C. Debarred Bidders Certification Form (See Attached) D. Drug Free Workplace (See Attached) E. Corporate Seal F. Secretary of State’s Certificate of Incorporation G. Listing of the corporation’s principals H. Affidavit to Comply with OCGA § 13-10-91 (for corporations or sole proprietorship, whichever is applicable to your company, and subcontractor affidavits, if applicable)

28. The City of Albany strongly encourages Disadvantaged Business Enterprises (DBE) and Small Business firms to participate in this bid.

29. Proposal documents may be obtained at the office of City Procurement, 222 Pine

Ave., Suite 260, Albany, GA 31701, at www.albanyga.gov, or through the Georgia

Procurement Registry, https://ssl.doas.state.ga.us/gpr/index.

http://www.albanyga.gov/ https://ssl.doas.state.ga.us/gpr/index

30. Bid Submission: Bid Submission deadline is May 24, 2024. Bids may be delivered to the City Procurement Office, 222 Pine Avenue, Suite 260, Albany, GA 31701 in person or by courier.

31. Requests for Additional Information should be directed in writing no later than 2:30 p.m., May 14, 2024 to the Procurement Division office, Attn: Takeshia Martin, either by fax (229) 431-2184 or email: tmartin@albanyga.gov, cc:

jswilliams@albanyga.gov and kross@albanyga.gov. Replies of substance will be in the form of an addendum which will be posted on the website and made available to all potential Bidders.

32. Liquidated Damages: Time is an essential element of the Contract, and any delay in the prosecution of The Work may inconvenience the public, obstruct traffic, or interfere with business. In addition to the aforementioned inconveniences, any delay in completion of The Work will always increase the cost of engineering. For this reason, it is important that the work be pressed vigorously to completion. Should the Contractor fail to complete the work within the time stipulated in the Contract or within such extra time that may be allowed, charges shall be assessed against any money due or that may become due the Contractor in accordance with the rate of one hundred dollars ($100.00) per calendar day.

mailto:tmartin@albanyga.gov mailto:jswilliams@albanyga.gov mailto:kross@albanyga.gov