Casting Bid 2024-2025 RFB 2024 - 002.pdf

Jeffrey M. Lanigan Jennifer Gleasman

MAYOR PURCHASING AGENT

PURCHASING DEPARTMENT

ROME CITY HALL 198 N. WASHINGTON STREET

ROME, NEW YORK 13440-5815

(315) 339-7665 www.RomeNewYork.com

BID NUMBER: RFB - 2024 - 002

BID TITLE: SUPPLY AND DELIVER STEEL CASTINGS FOR STRUCTURES

BID DUE: MARCH 21, 2024 at 11:00 AM

BID OPENING: MARCH 21, 2024 at 11:00 AM

COMPANY NAME:

MAILING ADDRESS:

PHONE:

EMAIL:

WEBSITE:

SIGNATURE:

PRINTED NAME/TITLE:

TOTAL OF BID IN FIGURES: _____

TOTAL OF BID IN WORDS: _____

PROPOSER’S WARRANTY: The above-signed person by his/her affixed signature certifies that he/she is an officer of the organization. He/she has been specifically authorized to offer a proposal in full compliance with all requirements and conditions, as set forth in this Proposal, other than those deviations noted above. He/she has fully read and understands the Proposal and has full knowledge of the scope, nature, quantity, and quality of work to be performed and that he/she has carefully examined and checked the materials, equipment, labor, service, and cost thereof, and hereby states that the amount or amounts set forth in the proposal is or are correct. The bidder further agrees not to make claim for reformation, modification, or correction of this proposal after the scheduled closing time for receipt of proposal bids.

http://www.romenewyork.com/

TABLE OF CONTENTS

Page Title Page No.

Cover Sheet of Bid Package 1

Table of Contents 2

Invitation and Instructions to Bid 3

General Conditions 4 – 8

General Municipal Law Compliance 9

Attention 10

Responsible Bidder 11

Non-Collusive Bidding Certificate 12

Technical Specifications 13

Bid Total Itemization Sheet 14

INVITATION AND INSTRUCTIONS TO BID

The City of Rome, New York invites your firm to participate in the enclosed Request for Bid Proposal for:

BID NUMBER: RFB - 2024 - 002

BID TITLE: SUPPLY AND DELIVER STEEL CASTINGS FOR STRUCTURES

BID DUE: MARCH 21, 2024 at 11:00 AM

BID OPENING: MARCH 21, 2024 at 11:00 AM

This sealed bid will be opened and read in the Common Council

Chambers and can be viewed on the City of Rome Facebook© Live page.

March 21, 2024 at 11:00 AM

198 N WASHINGTON ST

ROME, NY 13440

Proposer’s Warranty Form, Responsible Bidder Form and Non-Collusive

Statement must be completed and signed and returned with proposal.

Bid must be covered by Money Order, Certified Check, or Bid Bond in the amount of 5% of the amount of the total bid.

Sealed bids must be clearly marked with the bid number and title and sent to the address below, where they will be time-stamped, local time to:

Office of the City Clerk

Rome City Hall Suite 1A

198 North Washington Street Rome, NY 13440

To view bid docs electronically at www.romenewyork.com; click on Purchasing Department;

Bid Opportunities. The City of Rome, New York, reserves the right to reject any or all proposals or to accept any bid deemed to be in its best interest.

http://www.romenewyork.com/

GENERAL CONDITIONS

A. SCOPE OF WORK:

• Work shall include the supply and delivery of Steel Castings for

Structures as well as other miscellaneous construction materials used by the City of Rome Dept of Public Works.

B. QUESTIONS REGARDING SPECIFICATIONS:

Questions must be directed to:

Patrick D. Surace, PE PSurace@romecitygov.com

(315) 335-2653

C. CONTRACT PERIOD:

Effective from date of execution to December 31, 2025.

D. TAX:

Purchases by the City of Rome, New York, are not subject to any sales tax, federal excise tax or transportation tax.

E. FINANCE CHARGES:

The City of Rome will not be subjected to finance or late charges under this contract.

F. PRICE AND PRICE ADJUSTMENTS:

Unless otherwise stated in this document, at no time during the term of any contract arising from an award by the City of Rome may any of the contract pricing be changed for any reason without written approval by the City. All pricing shall remain firm for the first six months from the date of award. Once, per each twelve-month period the vendor or the City may request a price adjustment. The vendor shall give the City a minimum of thirty (30) calendar days notification of any request for a price adjustment. Said adjustment may at no time exceed the Consumer Price Index for all items as calculated by the City of Rome Purchasing Department. Should the City deem the requested adjustment unacceptable, the City reserves the right to terminate the contract in accordance with the terms of the bid and seek pricing from whatever sources legally available.

mailto:PSurace@romecitygov.com

G. DURATION OF PROPOSAL OFFER:

Proposals are irrevocable for a period of forty five (45) calendar days following the closing date of this bid proposal.

H. METHOD OF AWARD:

The contract shall be awarded to the lowest responsible and responsive bidder whose proposal meets the requirements set forth herein. Final determination will be made by the City as deemed to be in its best interests. Taken into consideration will be the reliability of the bidder, the quality of the materials/services offered, their level of quality and conformity with the specifications, and the terms of delivery.

I. ACCEPTANCE OR REJECTION:

The City of Rome Board of Estimate and Contract reserves the right to accept or reject any or all bids received.

J. COMPLETION DATE & DELIVERY SCHEDULE:

Each bidder must include in the proposal an approximate delivery date from contract award. Delivery time may or may not be considered at the time of bid consideration.

K. TIME IS OF THE ESSENCE: All times stated herein are of the essence.

L. NOTICE OF DELAY:

If the successful bidder encounters difficulty in meeting performance requirements or has knowledge of a possible delay, the vendor shall immediately notify the Purchasing Agent, preferably in writing. A slippage will require the vendor to demonstrate an alternate means of recovering the anticipated or actual delay in contract performance.

M. GUARANTEE/WARRANTY

The bidder must guarantee that the equipment offered is a model of regular stock product, with parts regularly used for this type of equipment offered; also, that no attachment or part has been substituted or applied contrary to manufacturer’s recommendations or standard practices. The unit delivered must be warranted against faulty materials and workmanship for a period that should such faults develop, the bidder aggresses to replace/repair the unit or part affected without cost to the City of

Rome, New York, with all replacement parts paid for by the contractor.

N. INSURANCE

The City of Rome New York requires general liability coverage in the amount of $1,000,000 each occurrence

/$2,000,000 general aggregate, with The City of Rome, New York as certificate holder and additional insured. The accepted form of proof is ACORD 25 (2009/09) – Certificate of Liability Insurance.

For workers’ Compensation and Disability Benefits insurance, please use forms C-105.2, U-26.3 or DB120.1, respectively. Information on these forms are located at website (http://www.wcb.state.ny.us/content/main/Forms.jsp).

Forms must be signed by an authorized representative of the insurer. All policies must provide for written notice to the

City of Rome to be delivered in accordance with the policy provisions. All forms may be completed by your agent/broker, do not require notarization and will be accepted electronically when sent directly from your agent/broker.

C-105.2 (9/07)

Certificate of NYS Workers' Compensation Insurance Coverage (All private NYS licensed workers' compensation carriers are required to issue the C-105.2. Please note that the State Insurance Fund issues a different form, the U-26.3 form, as its version of the C-105.2)

Employers insured for workers' compensation through a private insurance carrier

Filed with any entity requesting to be a certificate holder including a government agency issuing a permit, license or contract.

The C-105.2 must be completed by the insurance carrier or its licensed insurance agent.

Employers must obtain this form from either their NYS workers' compensation insurance carrier or a licensed NYS insurance agent of that carrier.

Carriers, their licensed agents, and Self-Insured Employers may email the Board at Certificates@wcb.ny.gov to obtain controlled forms not available on this website.

DB-120.1

(5/06)

Certificate of Insurance Coverage Under the NYS Disability Benefits Law

Employers insured for NYS statutory disability benefits insurance through an insurance carrier.

Filed with any entity requesting to be a certificate holder including a government agency issuing a permit, license or contract. The DB-

120.1 must be completed by either the NYS statutory disability benefits insurance carrier, or a licensed NYS insurance agent of that carrier.

Employers must obtain this form from either their NYS statutory disability benefits insurance carrier or a licensed NYS insurance agent of that carrier.

Carriers, their licensed agents, and Self-Insured Employers may email the Board at Certificates@wcb.ny.gov to obtain controlled forms not available on this website.

CE-200

(12/08)

(Replaces

WC/DB-100 and Form C-105.21)

Certificate of Attestation of Exemption from NYS Workers' Compensation and/or Disability Benefits Coverage

Applicants for permits, licenses or contracts from State, county or municipal agencies in New York State that are not required to carry NYS workers' compensation and/or disability benefits insurance coverage.

Please file with the government agency that is issuing the permit, license or contract. (Examples:

The New York City Department of Buildings or the New York State Department of Health)

These exemption forms can ONLY be used to attest to a government entity that an applicant requesting a permit, license or contract from that government entity is not required to carry NYS workers' compensation and/or disability benefits insurance.

(Instructions) http://www.wcb.state.ny.us/content/main/Forms.jsp mailto:Certificates@wcb.ny.gov mailto:Certificates@wcb.ny.gov?subject=Disability%20Benefits%20Compliance%20Forms http://www.wcb.ny.gov/content/main/forms/CE200Instructions.jsp

O. MINORITY BUSINESS ENTERPRISE PARTICIPATION:

1. Minority and women-owned business enterprises are encouraged in the performance of all City material, supply, professional and construction contracts and sub-contracts;

2. A “minority business enterprise” is defined as a business firm which is at least fifty-one percent (51%) owned by minority group members. The minority ownership must exercise actual day-to-day management and control of the business.

3. “Minority” means Blacks, Hispanics, American Indians, Alaskan Natives, Asians and Pacific Islanders.

4. A “women-owned business enterprise” is defined as a business firm which is at least fifty-one percent (51%) owned by women. The women ownership must exercise actual day-to-day management and control of business.

5. Bidders are requested to provide the following:

a. Is your company 51% or more women owned?

____yes ____no

b. Is your company 51% or more minority owned?

____yes ____no

c. If you answer YES to Letter B, check one of the following:

_____ Black _____ Hispanic _____Alaskan Native

_____ Asian/Pacific Islands _____ American Indian

P. CONTRACT TERMINATION:

The City may terminate for cause if the vendor fails to perform any material condition of the contract and such failure continues unresolved for thirty (30) days after receipt of notice from the City.

Q. LIMITATIONS:

1. Neither the vendor nor its affiliates shall be liable in any way for delay, failure in performance, loss damage due to any of the following conditions: fire, explosion, power blackout, earthquake, flood, the elements, civil or military authority, or acts of God.

2. The vendor shall be liable for any delay, loss, and property damage attributable to any service or actions of any of its employees or agents.

R. GENERAL:

1. Any modification or waiver of any provision of the Contract must be in writing and signed by authorized representatives of both parties.

2. If any term or provision of the contract shall be held invalid or unenforceable, the remainder of the contract shall not be affected.

3. The waiver by either party of any breach of the Contract by the other party will not operate as a waiver of subsequent breaches of the same or different kind.

S. DEVIATIONS FROM SPECIFICATIONS: (not applicable)

T. LITERATURE:

Each bidder shall include product or equipment literature as available.

U. PROTEST AND APPEAL PROCEDURES:

1. Protests regarding the validity or appropriateness of the specifications or of the Request for proposal shall be filed in writing with the City Clerk no later than two (2) days prior to the closing of the bids. The address to submit the protest is:

City Clerk City of Rome

198 N. Washington St.

Rome, New York 13440

2. Such protests will not be considered if received later than the date established in paragraph above.

3. Protests shall be explicit and in sufficient detail to stand on their own record.

4. Post-award protests shall be in writing in a diligent and timely fashion and to be received in the City Clerk’s Office no later than five (5) days after receipt of the award notice.

STATE OF NEW YORK, Section 103-a

GENERAL MUNICIPAL LAW COMPLIANCE

“Upon the refusal of a person, when called before a Grand Jury to testify concerning any transaction or contract had with the State, any political subdivision thereof, a public authority or with any public department, agency or an official of the state or any political subdivision thereof or of a public authority, to sign a waiver of immunity against subsequent criminal prosecution or to answer any relevant questions concerning such transaction or contract, (a) such person, and any firm, partnership or corporation of which he is a member, partner, or director or officer shall be disqualified from thereafter selling to or submitting bids to or receiving awards from or entering into any contracts with any municipal corporation or any public department, agency or official thereof for goods, work or services, for a period of five years after such refusal, and (b) any and all contract made with any municipal corporation or any public department, agency or official thereof, since the effective date of this law, by such person, and by any firm, partnership or corporation of which he is a member, partner, director or officer may be cancelled or terminated by the municipal corporation without incurring any penalty or damages on account of such cancellations or termination, by any monies owing by the municipal corporation for goods delivered or work done prior to the cancellation or termination shall be paid all pursuant to Section 103-a of the General Municipal Law of the State of New

York.”

Effective: July 1, 1959

ATTENTION

This bid may not be acceptable without completing the following information. For your protection, please review your bid and indicate by a check mark that all requested information has been included.

1. ( ) BID BOND OR CERTIFIED CHECK

2. ( ) BID SPECIFICATIONS

3. ( ) BIDDERS MANUFACTURING SPECIFICATIONS IF

APPLICABLE

4. ( ) BIDDERS REFERENCES

5. ( ) BIDDERS QUALIFICATIONS

6. ( ) MANUFACTURERS WARRANTIES

7. ( ) INSTRUCTIONS TO BIDDERS

8. ( ) RESPONSIBLE BIDDER FORM

9. ( ) PROPOSER’S WARRANTY (On Page 1)

10. ( ) NON-COLLUSIVE STATEMENT

11. ( ) DELIVERY DATE

Do not separate or remove any pages from this bid package. Doing so may render your bid invalid. Please return the checklist with your bid.

RESPONSIBLE BIDDER

Each bidder will complete the following to enable the City to determine a Responsible Bidder.

A. Is your firm presently engaged in actions which will lead to a merger, consolidation, or other form of reorganization?

_____ yes _____ no

B. Has your firm filed for bankruptcy? _____ yes _____ no

In determining the “lowest responsible bidder,” in addition to price, the purchasing authority shall consider the ability, capacity and skill of the bidder to perform the contract or provide the service required;

whether the bidder can perform the contract or provide the service promptly or within the time specified, without delay or interference;

the character, integrity, reputation, judgment, experience and efficiency of the bidder; the quality of performance or previous contracts or services; the and existing compliance by the bidder with laws and ordinances relating to the contract or service; the sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; the quality, availability and adaptability of the supplies or contractual services to the particular use required; the ability of the bidder to provide future maintenance and service for the use of the subject of the contract; and the number and scope of conditions attached to the bid.

NON-COLLUSIVE BIDDING CERTIFICATE

Pursuant to Chapter 675, Laws of 1966

(a) By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such process with any other bidder or with any competitor:

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not submit a bid for the purposes of restricting competition.

(Name of Bidder)

(Official capacity)

TECHNICAL SPECIFICATIONS

Supply and Deliver Steel Castings for Structures

• Delivery of materials will be made to:

City of Rome Dept of Public Works

132 Race Street

Rome, NY 13440

• Construction materials will be ordered by the City of Rome from the successful bidder on an as need basis throughout the contract period.

• Quantities of materials ordered will vary throughout the contract period, however at a minimum no separate order will amount to less than $2,000.00.

• Each bid item pricing will include all costs of delivery.

• Complete material orders must be delivered and received within two weeks of the order date, unless a mutual agreement is arranged between the successful bidder and the City of Rome to allow for an extended delivery date.

• Partial deliveries will only be accepted if an agreement is arranged between the successful bidder and the City of Rome.

• Please include all standard construction material specification sheets listed on the bid itemization list with Bid Package. Specification sheets should include all relevant product information including but not limited to product materials, product numbers, dimensions, and all other pertinent information, etc.

• All bid items listed are manufactured by EJ USA INC. Alternate products may be approved and accepted as an equal substitution by the City of Rome upon review of bid packages received. Review of bid packages and specification sheets submitted will determine the acceptance or denial of an equal product substitution.

RFB 2024-002 Supply and Deliver Steel Castings for Structures

ITEM

NO.

DESCRIPTION QTY UNIT PRICE TOTAL AMOUNT

EJ USA 32 Inch MH Frame & Cover

1322Z Frame – 1480C Cover

Products #00132213 & #00148089

6 EA

EJ USA 25 In Sq CB Frame & Grate

7295Z Frame – 7295M Grate

Products #00729510 & #00729530

140 EA

EJ USA 25 In MH Frame & Cover

Self Level Frame – 1203C Cover

Products #00302433 & #00120423

10 EA

EJ USA Curb DI CB Frame, Grate, Hood

7010Z F – 7010M1 G – 7010T1 H Prod. #00701010, #00701030, #00701068

12 EA

EJ USA 24 Inch MH Frame & Cover

1310Z Frame – 11310C2 Cover

Products #00131011 & #001310007

125 EA

EJ USA 1.5 Inch Riser 24 Inch Opening

M5 Adjustable Steel Riser

Product #M5 Riser

20 EA

EJ USA ADA Detectable Warning Plate

7007 Duralast Detectable 30 In x 24 In

Product #00700721

80 EA

EJ USA 24 In Round CB Frame & Grate

1312Z Frame – 1310 Grate

Products #00131211 & #00131034

20 EA

EJ USA 10 Inch Valve Box - Top Section

8550 Valve Box Top – 10T

Product #85507010

24 EA

EJ USA 16 Inch Valve Box - Top Section

8550 Valve Box Top – 16T

Product #85507016

36 EA

EJ USA 26 Inch Valve Box - Top Section

8550 Valve Box Top – 26T

Product #85507026

36 EA

EJ USA 24 Inch Valve Box - Bottom

8560 Valve Box Bottom – 24B

Product #85606024

24 EA

EJ USA 12 Inch Valve Box - Base

8560 #6 Valve Box Base

Product #85605006

24 EA

EJ USA 6 Inch Valve Box Cover

6800 Valve Box Cover

Product #06800001

72 EA

TOTAL BID AMOUNT IN FIGURES:

COMPANY NAME: