biddoc.pdf

R3-12026 1

BID #:

Title:

Issue Date:

Mandatory Pre-bid Meeting:

Question Deadline:

Bid Due Date:

26-PKS-053

Install Bunker Liners at West Woods Golf Course

09/04/2026

09/23/2026 at 9:00 AM MT West Woods Golf Course 6655 Quaker St, Arvada CO 80007 Meet in Lobby of Clubhouse

09/29/2026 2:00 PM MT

Questions must be submitted through BidnetDirect.com.

Responses will be posted on Bidnet via addendum

10/07/2026 - 2:00 PM MT

Virtual Opening Information Join Zoom Meeting https://arvadaco-gov.zoom.us/j/81621160616?pwd=Gi4LHIXDamRG0MTuPfaB6PLPfsMVK w.1

Bid Delivery Address: Electronic Submissions must be submitted online at BidNetDirect.com by the above date and time. Late responses will not be considered for award.

For additional administrative information not related to the project, contact: Doreen Mazza, dmazza@arvada.org Contact with the requesting department may result in vendor disqualification.

Arvada Vision: We dream big and deliver.

Mission: We are dedicated to delivering superior services to enhance the lives of everyone in our community.

Values:

Innovation – We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives.

Passion – We are a high performing, inclusive team inspiring each other to pursue excellence.

Opportunity – We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.

Documents included in this Request:

Cover Page page 1 General Terms and Conditions page 2 Special Terms and Conditions page 4 Insurance Requirements page 6 Scope of Work page 8 Sample Bid Schedule page 10 Required Vendor Submittal Form page 11 Submittal Checklist and References page 12

Attachments/Exhibits Aerial Photos of Bunkers https://arvadaco-gov.zoom.us/j/81621160616?pwd=Gi4LHIXDamRG0MTuPfaB6PLPfsMVKw.1 https://arvadaco-gov.zoom.us/j/81621160616?pwd=Gi4LHIXDamRG0MTuPfaB6PLPfsMVKw.1 https://arvadaco-gov.zoom.us/j/81621160616?pwd=Gi4LHIXDamRG0MTuPfaB6PLPfsMVKw.1

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GENERAL TERMS AND CONDITIONS

1. NO MULTI-YEAR FISCAL OBLIGATION. Financial obligations of Arvada payable after the current fiscal year are contingent on funds for that purpose being appropriated, budgeted, and otherwise made available by the City Council for Arvada. Arvada’s obligations under the Agreement shall be from year to year only and shall not constitute a multiple-fiscal year direct or indirect debt or other financial obligation of Arvada within the meaning of Article X, Section 20 of the Colorado Constitution (TABOR).

2. TAXES. Arvada shall not be liable for the payment of any excise, sales, or use taxes. Arvada is exempt from federal excise taxes under I.R.C. Chapter 32 (26 U.S.C., Subtitle D, Ch. 32) and from State and local government sales and use taxes under §§39-26-704(1), et seq., C.R.S. (Colorado Sales Tax Exemption Identification Number 98-01789). Contractor shall not invoice Arvada for any state, federal or local taxes. Upon written notification by Arvada, Contractor shall reimburse Arvada in a timely manner for any taxes erroneously paid by Arvada.

3. NO INDEMNIFICATION BY ARVADA. Arvada is prohibited under Article XI, Section 1 of the Colorado Constitution from indemnifying anyone. Despite any provision in any contract document to the contrary, Arvada does not indemnify Contractor or anyone else under the Agreement.

4. INDEMNIFICATION OF ARVADA. Contractor shall indemnify, defend, and hold harmless Arvada, its employees, agents and assignees (the “Indemnified Parties”), against any and all costs, expenses, claims, damages, liabilities, court awards, and other amounts (including attorneys’ fees and related costs) arising from or related to any act or omission by Contractor, or its employees, agents, Subcontractors, or assignees in connection with the Agreement.

4.1. Confidential Information Indemnification. Disclosure or use of Arvada Confidential Information by Contractor may be cause for legal action by third parties against Contractor, Arvada, or their respective agents. Contractor shall indemnify, defend, and hold harmless the Indemnified Parties, against any and all claims, damages, liabilities, losses, costs, expenses (including attorneys’ fees and costs) incurred by Arvada in relation to any act or omission by Contractor, including any unauthorized disclosure of Arvada Confidential Information, or by its employees, agents, assigns, or subcontractors. “Confidential Information” means any and all Arvada Records not subject to disclosure under CORA.

Confidential Information includes, but is not limited to, Personally Identifiable Information (“PII”), Protected Health Information (“PHI”), Payment Card Industry data (“PCI”), data related to tax information, Criminal Justice Information (“CJI”), and Arvada personnel records not subject to disclosure under the Colorado Open Records Act (C.R.S. §§24- 72-200.1 et seq.)(“CORA”). Confidential Information shall not include information or data concerning individuals that is not deemed confidential but nevertheless belongs to Arvada, which has been communicated, furnished, or disclosed by Arvada to Contractor which (i) is subject to disclosure pursuant to CORA; (ii) is already known to Contractor without restrictions at the time of its disclosure to Contractor; (iii) is or subsequently becomes publicly available without breach of any obligation owed by Contractor to Arvada; (iv) is disclosed to Contractor, without confidentiality obligations, by a third party who has the right to disclose such information; or (v) was independently developed without reliance on any Confidential Information. “Arvada Records” means any and all Arvada data, information, and records, regardless of physical form, including, but not limited to, information subject to disclosure under the CORA

4.2. Intellectual Property Indemnification. Contractor shall indemnify, save, and hold harmless the Indemnified Parties, against any and all costs, expenses, claims, damages, liabilities, and other amounts (including attorneys’ fees and costs) incurred by the Indemnified Parties in relation to any claim that any deliverable, good or service, software, or work provided by Contractor under the Agreement (collectively, “IP Deliverables”), or the use thereof, infringes a patent, copyright, trademark, trade secret, or any other intellectual property right. Contractor’s obligations shall not extend to the combination of any IP Deliverables provided by Contractor with any other product, system, or method, unless the other product, system, or method is (a) provided by Contractor or Contractor’s subsidiaries or affiliates; (b) specified by Contractor to work with the IP Deliverables; (c) reasonably required in order to use the IP Deliverables in its intended manner and the infringement could not have been avoided by substituting another reasonably available product, system, or method capable of performing the same function; or (d) is reasonably expected to be used in combination with the IP Deliverables.

4.3. Artificial Intelligence (AI). Contractor shall be fully responsible for all acts and omissions related to its use of any AI functionality to provide the Work. Contractor shall indemnify, save, and hold harmless the Indemnified Parties, against any and all costs, expenses, claims, damages, liabilities, and other amounts (including attorneys’ fees and costs) incurred by the Indemnified Parties in relation to any claim arising from Contractor’s use of AI functionality to provide the Work.

5. GOVERNMENTAL IMMUNITY. Liability for claims for injuries to persons or property arising from the negligence of Arvada, its departments, boards, commissions, committees, bureaus, offices, employees and officials shall be governed by the provisions of the Colorado Governmental Immunity Act, §§24-10-101, et seq., C.R.S. (CGIA). No term or condition of the Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections, or other provisions contained in the CGIA.

6. OPEN RECORD REQUESTS. Arvada is obligated to comply with the Colorado Open Records Act (C.R.S. §§24-72-200.1 et seq.)(CORA), which may require Arvada to disclose all or a portion of communications relating to the Agreement, any transaction under the Agreement, and other related matters. Contractor has been advised to familiarize itself with CORA. Any confidentiality provisions in any contract documents are subject to the provisions of CORA.

7. PROTECTION OF PERSONAL IDENTIFYING INFORMATION. In the event the Agreement includes or requires Arvada to disclose to Contractor any Personal Identifying Information as defined in C.R.S. § 24-73-101, Contractor shall comply with the applicable requirements of C.R.S. §§ 24-73-101, et seq., relating to third-party service providers.

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8. NO THIRD PARTY BENEFICIARIES. The Agreement does not and is not intended to confer any rights or remedies upon any person or entity other than Arvada and Contractor. Enforcement of the Agreement and all related rights and obligations are reserved solely to Arvada and Contractor. Any services or benefits which third parties receive as a result of the Agreement are incidental and do not create any rights for such third parties.

9. ASSIGNMENT. Contractor’s rights and obligations under the Agreement are personal and may not be transferred or assigned without the prior, written consent of Arvada. Any attempt at assignment or transfer without such consent shall be void. Any assignment or transfer of Contractor’s rights and obligations approved by Arvada shall be subject to the provisions of the Agreement. Any provision of an assignment that enlarges any duty, responsibility, or obligation of Arvada, or that limits, curtails, or diminishes any right or privilege of Arvada, without Arvada’s express written consent, shall be void.

10. BINDING EFFECT. This Agreement shall inure to the benefit of, and be binding upon, the parties, their respective legal representatives, successors, heirs, and assigns.

11. SURVIVAL. Any provision of the Agreement that imposes an obligation on a party after the Agreement’s termination or expiration shall survive the termination or expiration and shall be enforceable by the other party.

12. SUBCONTRACTS. Contractor shall not subcontract any of its responsibilities without Arvada's prior written approval, which will not be unreasonably withheld. Contractor shall submit to Arvada a copy of each such subcontract upon Arvada’s request. All subcontracts Contractor enters into in connection with the Agreement shall comply with all applicable federal, state, and local laws and regulations, shall provide that they are governed by the laws of the State of Colorado, and shall be subject to all provisions of the Agreement. Contractor agrees it is fully responsible for subcontractors performing services under the Agreement. Contractor shall be Arvada's sole point of contact regarding the services, including with respect to payment.

13. INDEPENDENT CONTRACTOR. Contractor shall perform its duties under the Agreement as an independent contractor and not as an employee. Neither Contractor nor any agent or employee of Contractor shall be deemed to be an agent or employee of Arvada. Contractor shall not have authorization, express or implied, to bind Arvada to any agreement, liability, or understanding, except as expressly set forth herein. Contractor and its employees and agents are not entitled to unemployment insurance or workers compensation benefits through Arvada and Arvada shall not pay for or otherwise provide such coverage for Contractor or any of its agents or employees. Contractor shall pay when due all applicable employment taxes and income taxes and local head taxes incurred pursuant to the Agreement. Contractor shall: (i) provide and keep in force workers’ compensation and unemployment compensation insurance in the amounts required by law; (ii) provide proof thereof when requested by Arvada; and (iii) be solely responsible for its acts and those of its employees and agents.

14. LICENSES, PERMITS, AND OTHER AUTHORIZATIONS. Contractor shall secure, prior to the effective date, and maintain at all times during the term of the Agreement, at its sole expense, all licenses, certifications, permits, and other authorizations required to perform its obligations under the Agreement, and shall ensure that all employees, agents and subcontractors secure and maintain at all times during the term of their employment, agency or subcontract, all license, certifications, permits and other authorizations required to perform their obligations in relation to the Agreement.

15. STANDARD AND MANNER OF PERFORMANCE. Contractor shall perform its obligations under the Agreement in accordance with the highest standards of care, skill, and diligence in Contractor’s industry, trade, or profession.

16. TIME OF THE ESSENCE. Contractor acknowledges and agrees that time is of the essence for this Agreement and that it is an essential term of this Agreement that Contractor maintain a rate of progress in the Work that will result in completion of the Work in accordance with this Agreement. To that end, Contractor agrees to proceed with all due diligence to complete the Work in a timely manner in accordance with this Agreement, and further agrees that failure to complete any of the Work during the Term of this Agreement, or as may be more specifically set forth in an attachment, exhibit, or modification, shall be deemed a breach.

17. WAIVER OF BREACH. A waiver by any party to the Agreement of a breach of any Agreement term shall not operate or be construed as a waiver of any subsequent breach by either party.

18. RIGHT TO TERMINATE. Arvada shall have the right to terminate, without cause, the Agreement. Any such termination shall not be considered a breach of the Agreement or any extension. In the event Arvada terminates for convenience, Arvada will pay Contractor for requested work performed up until the time of termination, not to exceed the total amount of the contract price agreed upon by Arvada and Contractor.

19. EXTERNAL TERMS AND CONDITIONS. Notwithstanding anything to the contrary, Arvada shall not be subject to any provision included in any terms, conditions, or agreements appearing on Contractor’s or a subcontractor’s website or any provision incorporated into any click-through or online agreements related to the Work unless that provision is specifically referenced in the Agreement.

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20. PROHIBITED TERMS. Any term included in the Agreement that requires Arvada to indemnify or hold Contractor harmless;

requires Arvada to agree to binding arbitration; limits Contractor’s liability for damages resulting from death, bodily injury, or damage to tangible property; or that conflicts with this provision in any way shall be void ab initio. Any term included in the Agreement that limits Contractor’s liability that is not void under this section shall apply only in excess of any insurance to be maintained under the Agreement, and no insurance policy shall be interpreted as being subject to any limitations of liability of the Agreement.

21. COMPLIANCE WITH ALL LAWS. Contractor shall comply with all applicable federal, Colorado and Arvada laws, rules, regulations, policies and procedures in effect or hereafter established, including, without limitation, laws applicable to discrimination and unfair employment practices.

22. BINDING ARBITRATION PROHIBITED. Arvada does not agree to binding arbitration by any extra-judicial body or person. Any provision to the contrary shall be null and void.

23. GOVERNING LAW AND VENUE. Colorado law, rules, and regulations shall be applied in the interpretation, execution, and enforcement of the Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules, and regulations shall be null and void. All suits or actions related to the Agreement shall be filed and proceedings held in the State of Colorado and exclusive venue shall be in Jefferson County.

24. OWNERSHIP OF WORK PRODUCT. The originals of all plans, reports, studies, data, or other materials or information relating to the Work that are produced by Contractor shall be delivered to and become the property of Arvada. Contractor may retain copies of any originals; however, no plans, reports, studies, data, or other materials or information relating to the Work shall be released to any person or entity without the prior written consent of Arvada. Nothing in this clause is intended to affect Contractor’s right to use generic know-how learned in the course of providing services under the Agreement for the future benefit of Arvada or others.

25. SOFTWARE PIRACY PROHIBITION. Arvada or other public funds payable under the Agreement shall not be used for the acquisition, operation, or maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions. Contractor hereby certifies and warrants that, during the term of the Agreement and any extensions, Contractor has and shall maintain in place appropriate systems and controls to prevent such improper use of public funds. If Arvada determines that Contractor is in violation of this provision, Arvada may exercise any remedy available at law or in equity or under the Agreement, including, without limitation, immediate termination of the Agreement and any remedy consistent with federal copyright laws or applicable licensing restrictions.

26. ACCESSIBILITY COMPLIANCE UNDER C.R.S. §24-85-104.

26.1 Contractor shall comply with the accessibility standards for an individual with a disability adopted by the office of information technology pursuant to C.R.S. §24-85-103.

26.2 Contractor shall indemnify, hold harmless, and assume liability on behalf of Arvada, and Arvada’s officers, employees, and agents, for all costs, expenses, claims, damages, liabilities, court awards, attorney fees and related costs, and any other amounts incurred by the state agency or public entity in relation to Contractor’s noncompliance with the accessibility standards for an individual with a disability adopted by the office of information technology pursuant to C.R.S. §24-85-103.

26.3 Arvada may require that Contractor’s compliance with the accessibility standards for an individual with a disability adopted by the office of information technology pursuant to C.R.S. §24-85-103 be determined and attested to by a qualified third party selected by Arvada.

27. ARTIFICIAL INTELLIGENCE (AI) DISCLOSURE & USE. Contractor shall not use any AI functionality while performing the work or providing the goods or deliverables without Arvada’s prior written consent. Contractor shall not use, access, or permit access to any Arvada Records for the purpose of training, improving, or refining any AI functionality, regardless of whether the functionality belongs to Contractor or a third-party, without Arvada’s prior written consent.

28. PROHIBITED PRICING PRACTICES. Contractor shall not include speculative tariff increases, unsupported contingency amounts, or broad percentage markups labeled as “tariff risk” in any contract document. Any line-item or percentage factor appearing on any document incorporating these terms and conditions must be tied to current, published tariff levels and documented upon request in a manner satisfactory to Arvada.

SPECIAL TERMS AND CONDITIONS

1. METHOD OF AWARD - IN THE BEST INTEREST OF THE CITY.

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Award of this contract will be based on either an item by item basis, a group basis, or an aggregate basis; whichever method is most beneficial to the City. The method of award shall be primarily determined on the basis of pricing and efficiency of delivery.

The City may award solicitations to a vendor(s) through the issuance of documents that include a Purchase Order, notice of award or a City contract. The General Terms and Conditions, the Special Conditions, any Technical Specifications, Insurance and Legal Requirements, the vendor's Offer, and the contractual documents are collectively an integral part of the contract between the City of Arvada and the successful vendor. Accordingly, these documents shall constitute a binding contract without further action by either party.

Not with-standing the foregoing, the City reserves the right to require the execution of a formal written agreement, approved as to form by the Arvada City Attorney’s Office.

2. TERM OF CONTRACT.

This contract shall commence on the date of the purchase order or contract execution and shall remain in effect until such time as the commodities, equipment and/or services acquired in conjunction with this Bid have been accepted by the City's authorized representative.

Any required warranty period which exceeds this term shall remain in full force for the duration of the warranty period.

3. PRICING SHALL BE FIXED AND FIRM.

The prices offered by the vendor shall remain fixed and firm for at least 90 ninety days. No changes in the Bid shall be allowed after the date and time of the Bid deadline due to error by the vendor. Although this Bid specifies a number of items to be purchased by the City, the City may, within ninety (90) days after the terms and conditions of this contract have been fulfilled through the delivery and acceptance of the items, purchase additional quantities of the same model or brand of item from the successful vendor.

4. ADJUSTMENT OF QUANTITIES BY CITY.

The City has the right to adjust/reduce the quantities ordered in conjunction with this Bid based on budgetary restrictions.

5. MODIFICATION OR WITHDRAWAL OF OFFERS BY VENDOR.

Modifications to Offers- Changes to the Offer after the submission deadline shall be allowed only when the vendor can show convincing evidence that an unintentional factual mistake was made. Modification requests must be made in writing. Any modification submitted to the City must have the vendor's name, address, Solicitation Number and title included.

Withdrawal of Offers- Offers may not be withdrawn after the deadline for the Solicitation for a period of ninety (90)calendar days. If an Offer is withdrawn by the vendor during this ninety (90) day period, the City may, at its option, suspend the vendor and may not accept any Offer from the vendor for a six (6) month period following the withdrawal.

6. REJECTION OF OFFERS BY CITY.

A. The City may reject an offer, in whole or in part, for reasons including, but not be limited to:

1) The vendor misstates or conceals any material fact in its Proposal;

2) The vendor's Offer does not strictly conform to the law or requirements of the Solicitation;

3) The Offer expressly requires or implies a conditional award that conflicts with the method of award stipulated in the Special

Conditions;

4) The Offer does not include documents which are required for submission with the Offer; or

5) The Offer has not been executed by the vendor through an authorized signature.

B. The City may, at its sole and absolute discretion:

1) Reject all or parts of Offers submitted by prospective vendors;

2) Re-advertise this Solicitation;

3) Postpone or cancel the Solicitation;

4) An Offer may not be accepted from, nor any contract be awarded to, any person or firm which

a) is in arrears to the City for any debt or Contract, or is a defaulter as surety for any obligation to the City.

b) has failed to perform faithfully any previous contract with the City, State or Federal governmental for a minimum period of one (1) year after this previous Contract was terminated for cause.

c) has pending litigation against the City on the date and time that the Solicitation is due.

7. CONTENTS OF OFFER.

Vendors are required to submit offers with the following conditions:

1) Vendors shall make all investigations necessary to inform themselves of the facilities affected by the delivery of products and services required by the Solicitation.

2) Any official interpretation of the Solicitation may only be issued by an authorized agent of the City. The City shall not be responsible for other interpretations offered by employees not authorized.

3) The City shall issue Addenda if substantial changes are required which may impact the content and submission of Offers.

A copy of such addenda will be publicly posted with the original RFB posting.

4) The apparent silence or omissions within this Solicitation regarding a detailed description of the materials or services shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be provided.

8. CLARIFICATION AND MODIFICATIONS.

The contract resulting from this solicitation will be subject to the Solicitation materials, City Ordinance, State and Federal Statutes. When conflicts occur, the highest authority shall prevail. Vendors are required to indicate any variances to the terms, conditions, requirements and specifications of this Solicitation; no matter how slight. If variations are not stated in the vendor's Offer, it shall be agreed that the vendor's Offer fully complies with all conditions identified in this Solicitation.

9. ELIGIBILITY OF VENDORS: MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES RENDERED.

Offers will only be considered from firms which have been engaged in the business of manufacturing or distributing the goods and/or performing services described in this Solicitation. Vendors must be able to produce evidence that they have an established satisfactory

R3-12026 6 record of performance for at least two (2) years and have sufficient finances and structure to ensure that they can satisfactorily execute the Contract requirements, as determined by authorities of the City. The City reserves the right, before awarding the contract, to require a vendor to submit evidence of its qualifications including, but not limited to, financial, technical and other qualifications, as well as past performance with the City, for consideration in making the award in the best interest of the City.

10. DELIVERY.

Quoted prices and deliveries are to be FOB Destination freight prepaid and shall require inside delivery unless otherwise specified in this Solicitation. Title and risk of loss shall pass to the City upon inspection and acceptance by the City at its designated point of delivery;

unless otherwise specified in this solicitation.

11. CONDITION OF MATERIALS AND PACKAGING

All materials and products supplied by the vendor in conjunction with this solicitation shall be new (unless otherwise specified in the Special Conditions), warranted, free from defects, and consistent with industry standards. The Solicitation price shall include commercial packaging. The materials and products shall be delivered to the City in excellent condition for inspection by City representatives. If the product(s) is damaged or a number of items or components are missing during shipment, the vendor shall either replace the damaged items (if shipped by the vendor) or be responsible for filing, processing and collecting all damage claims (if shipped by a contractor of the shipper). In the event that any of the materials and products supplied to the City by the vendor are found to be defective or do not conform to the specifications, the City reserves the right to return the product to the vendor at no cost to the City; either as an exchange for suitable merchandise or for full credit.

12. ELECTRONIC PAYMENT METHODS (2) - CITY OF ARVADA P-CARD AND SINGLE USE ACCOUNT.

Vendors are encouraged to consider the following methods of payment.

A. P-Card - The City utilizes (VISA) to transact smaller dollar payments for routinely purchased goods and services.

B. Single Use Account: The City incorporates the use of Single User Accounts as an option to seamlessly process payment of larger dollar purchase orders and contracts to vendors/contractors/providers. A secure, one-time payment transaction account processes to pay invoices via the vendor’s merchant bank. Invoice payments have an enhanced speed-of-pay cycle that can significantly benefit cash flow.

13. PREPARATION AND SUBMISSION.

Offers will be prepared as follow:

1) A blank shall be construed as "No Bid/not offered". Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

2) Vendors will not knowingly participate in solicitations where there exists a conflict of interest with their firm and a member of City staff or their immediate family.

3) The only authorized version of this Bid is posted on WWW.BIDNETDIRECT.COM. Registration is available to receive email notification of new solicitations, addenda and communications.

14. PERFORMANCE MEASUREMENTS FOR SERVICES MORE THAN $15,000. (For construction projects) The City has incorporated Performance Management into its organizational culture. The City will monitor and report on the following performance measures. These measures will determine, in part, renewals and eligibility for future awards. Measures include: (a) safety as defined by observation and OSHA reportable injuries, (b) quality of contracted work, (c) work completed within required schedule, (d) administration and coordination of estimates, RFIs, ASIs, change orders, pay requests and close out documents, (e) fair and justifiable change orders, (f) responsiveness and follow through on requests.

SERVICES means: the furnishing of labor, time, effort, maintenance, etc., by a vendor/contractor/consultant, with an initial contract amount of more than $15,000.

INSURANCE REQUIREMENTS

The following listed insurance requirements shall be carried by the selected vendor for the entirety of the contract. Applicable requirements for this solicitation are identified by completed check boxes.

1. Commercial General Liability, written on an occurrence form, for limits not less than $1,000,000 for bodily injury and property damage for each occurrence and not less than $2,000,000 aggregate. Coverage shall include premises and operations liability, blanket contractual, broad form property damage, products and completed operations and personal injury endorsements.

2. Workers’ Compensation and Employers Liability as required by statute. Employers Liability coverage is to be carried for a minimum limit of $1,000,000 each accident/disease and $2,000,000 aggregate.

3. Automobile Liability for limits not less than $1,000,000 combined single limit for bodily injury and property damage for each occurrence. Coverage shall include owned, non-owned and hired automobiles.

4. Umbrella Liability of $ , following form to the Commercial General Liability.

5. Builders Risk or Course of Construction Purchased by contractor to cover physical damage to property in construction or rehab. Contractors will ensure that City and subcontractors will be covered as additional insureds, excluding their own machinery, tools and equipment.

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6. Professional Liability Professional Liability insurance in an amount of not less than $1,000,000 per occurrence, covering the professional work contemplated under this proposal. The coverage shall have an extended reporting period of three (3) years following the date of substantial completion of the work for reporting of claims.

7. Pollution Legal Liability Insurance for limits not less than $1,000,000 per occurrence (or claims made) and not less than $1,000,000 aggregate for bodily Injury, personal Injury and property Damage.

8. Privacy/Network/Cyber Liability Insurance for limits not less than $1,000,000 for any firm providing product or services associated with IT, software, communication, or network.

Additional Insurance Requirements:

• Contractor will be required to, at its own expense, keep in full force and effect during the term of the Agreement, and during the term of any extension or amendment of the Agreement, insurance reasonably sufficient to insure against the liability assumed by Contractor pursuant to the provisions of the solicitation sent by the City of Arvada or as determined by the City of Arvada Risk Manager.

• Issuance of a Purchase Order/Contract is contingent upon the receipt of the insurance documents. Work shall not commence before this requirement is met. If the vendor fails to submit the required insurance documents within fifteen (15) calendar days after notice to submit such policies is given to the vendor by a City representative, the vendor may be in default of the Award.

• Except for Workers Compensation, Employer’s Liability insurance, Automobile Liability and Professional Liability insurance, the City of Arvada must be endorsed as an additional insured on a Certificate of Insurance.

• All coverage must be written with carriers holding a minimum A.M. Best rating of A-:VII, and authorized to do business in Colorado. Coverage shall be primary, and any insurance held by the City of Arvada is excess and non-contributory.

• The City, through its Risk Manager, reserves the right to require additional insurance coverage and other requirements.

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26-PKS-053 Install Bunker Liners at West Woods Golf Course

BACKGROUND AND OBJECTIVES

The City of Arvada is seeking a qualified, experienced golf course contractor to furnish all labor, materials, equipment, mobilization, and supervision necessary to install bunker liners in seven (7) bunkers totaling approximately 6,850 square feet at West Woods Golf Course. The work under this contract shall be performed as a single, continuous mobilization. Once work has commenced on the bunker liner installations, the Contractor shall not stop, suspend, or demobilize from the site until all seven (7) bunker liner installations have been completed.

All preparatory work has already been completed. Subgrades in all seven bunkers are finished and compacted, bunker edges have been established and cut to final shape, and drainage systems have been installed, tested, and repaired as needed. The scope of work under this contract is limited to the supply and installation of bunker liner material. The specific bunker liner material to be used is not predetermined by the City at this time; the City is seeking competitive pricing for the supply and installation of a warrantied bunker liner product, with the Contractor responsible for proposing a material that meets baseline performance expectations and warranty requirements set forth herein. The West Woods Golf Course Maintenance Team will place and finish the bunker sand after the Contractor has certified that liner installation in each bunker is 100% complete and ready to receive sand.

The bunkers to receive liners are identified and shaded on the attached course Exhibit A – Aerial Photos Bunkers. Bidders are responsible for field-verifying quantities and conditions prior to submitting a bid.

SCOPE OF WORK

● Mobilization and demobilization of all crews, equipment, and materials to and from the project site.

● Furnishing all bunker liner material required to fully line the floors and faces of all seven (7) designated bunkers, for a total area of approximately 6,850 square feet.

● All labor, tools, and equipment necessary to properly prepare (as needed, e.g., fine-raking or spot-compacting) the existing finished subgrade immediately prior to liner placement.

● Installation of the bunker liner system in strict accordance with the manufacturer's written installation instructions and industry best practice, including all seaming, anchoring, edge tie-in, and curing/set time as applicable to the liner type proposed.

● Coordination with existing drainage penetrations and structures so that the installed liner does not obstruct or impair drainage function.

● Site protection and daily housekeeping, including containment of excess material, packaging, and debris generated by the Contractor's operations.

● Final inspection walk-through with the City's Golf Course Manager (or designee) confirming each bunker is 100% liner-complete and ready for sand placement.

● Provide Manufacturer's product warranty and Contractor's workmanship warranty.

Work Excluded The following items have been completed and are NOT part of this Contractor's scope:

● Bunker excavation, shaping, and subgrade preparation.

● Establishment of bunker edges and final bunker geometry.

● Installation and repair of subsurface drainage systems.

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● Procurement, delivery, and placement of bunker sand (to be performed by the West Woods Golf Course Maintenance Team after liner installation is complete).

Liner Material Requirements The Contractor shall propose a bunker liner product suitable for the climate and play conditions at West Woods Golf Course (freeze-thaw durability, resistance to washout on sloped faces, resistance to damage from mechanical bunker rakes, and compatibility with the existing drainage design). At a minimum, the Bidder's proposal shall include:

● Manufacturer name, product name, and technical data sheet.

● Material composition and thickness (or equivalent system description for spray-applied/aggregate-bound systems).

● Manufacturer's standard warranty term and coverage

● Installation method summary, including surface preparation, seaming/anchoring method, and any required cure or set time before the area can be turned over for sand placement.

Existing Site Conditions

• Subgrades in all seven (7) bunkers are finished and ready to receive liner; no additional excavation or shaping is anticipated.

• Bunker edges are established and finished to final design lines.

• Drainage systems within and beneath each bunker have been installed and repaired and are functional and ready for liner installation over the top.

• The golf course will remain open and in active play during the course of the work. The Contractor shall coordinate daily work areas, staging, and traffic control with the Golf Course Manager to minimize disruption to play.

• The Contractor is responsible for protecting adjacent turf, cart paths, irrigation heads, and other course features from damage during mobilization, staging, and installation.

MINIMUM QUALIFICATIONS

Because this work requires specialized skills and equipment, only contractors with demonstrated, relevant experience will be considered responsive. At a minimum, the Contractor shall demonstrate:

● A minimum of three (3) completed golf course bunker liner or bunker renovation projects within the past five (5) years of comparable or greater scope.

References Bidders shall submit a minimum of three (3) references from completed golf course bunker liner or bunker renovation projects within the past five (5) years, including:

● Golf course/facility name and location.

● Owner or client contact name, title, phone number, and email.

● Approximate project size (square footage) and liner product/system used.

● Date of completion.

Warranty The Contractor shall provide, at a minimum:

● Manufacturer's material warranty covering defects in the bunker liner product, per the manufacturer's standard published warranty term for the proposed product.

● A minimum one (1) year workmanship warranty from the Contractor, covering installation defects including liner failure, seam separation, or improper anchoring attributable to installation error, and requiring the Contractor to repair such defects at no cost to the City.

● Bidders shall submit copies of the applicable manufacturer warranty documents with their bid.

Schedule & Availability Bidders shall submit, as part of their bid:

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● Earliest available mobilization/start date.

● Estimated number of working days required to complete all 6,850 SF of liner installation across the 7 bunkers.

The City intends to coordinate the Contractor's schedule with the West Woods Maintenance Team so that sand placement can begin promptly after each bunker's liner is certified 100% complete.

Contractor Name

Date Prepared By

ITEM

NO. DESCRIPTION UNITS PRICE

Mobilization / Demobilization (equipment, crew, and material delivery to/from West Woods Golf Course)

LS

2 Furnish and install bunker liner system. Material + Labor complete in place, all 7 bunkers

LS

3 Site protection, daily housekeeping, and debris removal LS

Final walk-through / bunker readiness certification LS

$0.00

Proposed Liner Manufacturer and Product *Must Submit copies of the manufacturer specifications

Manufacturer Warranty Term

Contractor Workmanship Warranty Term

Earliest Available Start Date

Estimated number of working days required to complete all 6,850 SF of liner installation across all

7 bunkers.

Bid Schedule 26-PKS-053 Install Bunker Liners at West Woods Golf Course

Total Bid Written:

LUMP SUM PRICE includes the cost of all labor, mobilization, permitting, materials, equipment, parts, implements, taxes, warranties, inspections, and supplies necessary to complete the project.

TOTAL BID

Sample ONLY - Please use the Excel File Bid Schedule provided in BidNet

R3-12026 12

REQUIRED VENDOR SUBMITTAL FORM

SUBMITTED BY:

Company Name: _______________________________________________________________________________________

Contact Names: Sales/Customer Service ____________________________________________________________________

Address: _____________________________________________________________________________________________

Phone: (______) ____________________ Email(s): __________________________________________________________

The undersigned hereby affirms that:

• They are a duly authorized agent of the vendor;

• They have read all Terms and Conditions and technical specifications made available in conjunction with this solicitation and fully accepts and acknowledges this offer is consistent with the specifications and terms and conditions, unless specific variations have been clearly and expressly listed in the offer.

• The Offer is in all respects fair, without outside collusion or otherwise illegal action.

By:__________________________________ ______________________ _______________________________ Signature of Authorized Agent Date FEIN

Typed/Printed Name of Agent Title of Agent Agent email

Type of Business: Corporation, State of Incorporation Partnership (general)

Partnership (limited) Sole Proprietorship Limited Liability Company Other ________________

Address of main business office, principal factory, or warehouse if different from above:

Principal line of business:

Number of years in present business:

REFERENCES:

Check here if Firm’s standard reference sheet is attached, otherwise, use the space below.

Name: ___________________________________________ Contact Person: ________________________

Address: __________________________________________________________________________________

Telephone No: ______________________________________ Email: _______________________________

Describe type of work/service performed or items supplied:

Name: ___________________________________________ Contact Person: ________________________

Address:__________________________________________________________________________________

Telephone No: ______________________________________ Email: _______________________________

Describe type of work/service performed or items supplied: _________________________________________

R3-12026 13

References continued:

Name: ___________________________________________ Contact Person: ________________________

Address: __________________________________________________________________________________

Telephone No:______________________________________ Email: _______________________________

Describe type of work/service performed or items supplied: _________________________________________

PAYMENT TERMS: If the vendor does not accept a percentage discount, the City standard is net thirty (30) days after the date that the City receives an accurate invoice and has accepted the product or service. Payment is the date of the check mailing or date of the credit card transaction.

Discount: ____% ____ Days, Net: 30 Days, Accept Visa without additional fee? ________________

SUBMITTAL CHECKLIST:

Bids shall be submitted in the order listed below with each section clearly identified. Missing information or required documents may result in submission being deemed non-responsive.

Submit one pdf document, and one Excel file of Bid Schedule, on-line at BidnetDirect.com (File Name: Company name – Solicitation number)

Submit this completed, signed Required Vendor Submittal Form, Manufacturer Specifications and Warranty for Product

EVIDENCE OF MINIMUM QUALIFICATIONS listed on page 9

Pricing –Use the City provided form if included in solicitation.

Attach Firm’s Licensing, if applicable.

CONFIRM:

CONFIDENTIAL information, if any, MUST be stamped as such on each page and submitted separately.

VARIATIONS: Checking this box indicates that the vendor has variations to this solicitation. Identify all variations and exceptions to this RFB on a separate sheet/s of paper. If variations are not stated in the vendor's Offer, it shall be agreed that the vendor's Offer fully complies with all conditions identified in this Solicitation. For each variation listed, reference the applicable section of the solicitation document, the page number, and the variance.

Submittal of a Vendor Contract is considered excessive in Variations and may be cause for determining that the Bid/Offer is non-responsive and ineligible for award.

Insurance – Checking this box accepts that the insurance requirements listed by the City are acceptable unless listed as a variation.

Initial to acknowledge receipt Addenda, if any:

#1 _________________________ #2 ______________________ #3 _____________________

Exhibit A - 26-PKS-053 Install Bunker Liners West Woods Golf Course 14 Green Bunkers

Exhibit A - 26-PKS-053 Install Bunker Liners West Woods Golf Course 15 Green Bunkers

Exhibit A - 26-PKS-053 Install Bunker Liners West Woods Golf Course 21 Green Bunkers

Exhibit A - 26-PKS-053 Install Bunker Liners West Woods Golf Course

Chip Green Bunker