CITB_0006_25 GATEWAY MONUMENT AND PARK IDENTI.pdf

INVITATION TO BID

(CONSTRUCTION)

(CITB)

CITB-0006-25

GATEWAY MONUMENT

AND

PARK IDENTIFICATION SIGNAGE

SOLICITATION ISSUE DATE: Thursday, July 17, 2025

BID’S DUE DATE and OPENING DATE:

Thursday, August 28, 2025, by 3:00 P.M.

BIDNET WILL NOT ACCEPT LATE SUBMITTALS

“Electronic” Submittals Must be uploaded to “Bidnet” https://Bidnetdirect.com/georgia/cityofstonecrest

(Paper, Faxed, E-mail, Mail Submittals Will Not Be Accepted)

ISSUED BY:

City of Stonecrest

Procurement Department 3120 Stonecrest Boulevard

Stonecrest, Ga. 30038 https://bidnetdirect.com/georgia/cityofstonecrest

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Gateway Monument and Park Identification Signage

TABLE OF CONTENT

TITLE PAGE NO.

GENERAL INFORMATION 2

PROCUREMENT SCHEDULED AND EVENTS 4

SCOPE OF WORK 6

GENERAL TERMS AND CONDITIONS 15

SPECIAL TERMS AND CONDITIONS 28

ADDITIONAL ATTACHMENTS AND REQUIRED FORMS:

ATTACHMENT “A” – BIDDER’S REQUIRED FORMS:

1. BID CHECKLIST

2. BIDDER’S CERTIFICATION

3. STATEMENT OF QUALIFICATIONS

4. AUTHORIZED SIGNATORIES

5. PURCHASING POLICY ADDENDUM

6. CONFLICT OF INTEREST DISCLOSURE

7. AFFIDAVIT VERIFICATION STATUS FOR CITY

PUBLIC BENEFIT APPLICATION

8. DRUG-FREE WORKPLACE

9. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE

ACT AFFIDAVIT “E-VERIFY”

10. SUBCONTRACTOR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(B)(3)

11. INDEMNIFICATION CLAUSE

12. NON-COLLUSION STATEMENT

13. VENDOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES LIST

14. TRENCH SAFETY

15. BID BOND

16. PERFORMANCE AND PAYMENT BOND

17. SCHEDULE I AND SCHEDULE II

18. SUBCONTRACTOR LIST

19. REFERENCES

Attachment B – Bid Cost Proposal Form (Bid Sheet) Attachment C – Map and Additional Park Signage Information Attachment D – Design Plans and Technical Specifications Attachment E – “Sample” Construction Contract – Fixed Project

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Gateway Monument and Park Identification Signage

GENERAL INFORMATION

The following information and instructions are given for the purpose of guiding Bidders in properly preparing their bid responses and are standard for Construction Invitations to Bid (CITB) Solicitations as issued by the City of Stonecrest Procurement Department. These directions and instructions have equal force and weight with the scope of services, specifications and strict compliance which is required with all of these provisions. The City may delete, modify supersede any of these standard instructions for a particular contract to Contractor or in the line item. It is the Bidder’s sole responsibility to become familiar with the scope of services and requirements herein prior to submitting a bid.

This project is funded by Special Purpose Local Optional Tax (SPLOST) Funds, providing funding for infrastructure projects such as street paving, sidewalks, parks improvements, intersection improvement and sidewalk improvements.

For information concerning procedures, clarification, and technical assistance pertaining to this solicitation, contact the Procurement Specialist / Buyer identified in the solicitation.

City of Stonecrest Procurement Department

ATTN: Tanisha Boynton, Procurement Official 3120 Stonecrest Blvd., Suite 190

Stonecrest, Ga. 30038 Phone: (772)-224-0200

Email: Tboynton@stonecresga.gov

All questions and requests for clarification concerning this solicitation and procurement process MUST be submitted in writing via Bidnet under “Message – Opportunity Q&A” at: (https://Bidnetdirect.com/georgia/cityofstonecrest). Please follow the instructions provided on Bidnet. The deadline to submit non-administrative questions is Friday, August 8, 2025 by 5:00 P.M. Answers to questions received will be responded to via an Addendum posted on Bidnet. Questions received after the date referenced above will not be accepted.

• No bid response will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City such as delinquent in payment of property or other taxes with Stonecrest, delinquent in payment of a loan(s) with the City, has had property acquired through foreclosure or a judgment within the past ten (10) years, has outstanding judgements or debts owed to the City, has been convicted of a felony that affects property or neighborhood or neighborhood stability, health, safety or welfare or who is deemed irresponsible or unreliable by the City Council.

• No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid response will be considered evidence that the Bidder has familiarized themselves with the nature and extent of the work, equipment, materials, and labor required.

• ADDITIONAL TERMS AND CONDITIONS: No additional terms and conditions included by the Bidder with the Bid response shall be evaluated or considered. Any and all such additional terms and conditions shall have no force and effect and are inapplicable to this Bid if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general conditions in this Invitation to Bid are the only conditions applicable to this Bid and the Bidder’s authorized signature on Attachment “B” - Bid Cost Proposal Form – Bid Sheet attests to this.

• AUTHORIZED SIGNATORIES: All associated forms must be signed by one duly authorized to do so. The individual submitting shall be authorized to sign (electronically accept) this solicitation response on the behalf of the Contractor as indicated in the Certificate as to Corporate Principal, designation letter by Director/Corporate Officer, or other business authorization to bind on the behalf of the Contractor. No bid response will be accepted, for any reason whatsoever, which is not submitted to the City as stated above, within the specified time.

• BID ACCEPTANCE: Bidder warrants, by virtue of bidding, that their bid and the prices quoted will be firm for acceptance by the City for a period of One Hundred and Twenty (120) days from the date of bid opening unless otherwise stated in the solicitation. The City shall award contract within this time period or shall request to the recommended awarded Contractor an extension to hold pricing, until products/services have been awarded.

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Gateway Monument and Parks Identification Signage

• MATERIAL MODIFICATIONS / ALTERATIONS: Material modification and/or alterations to the verbiage or documents herein made by the Bidder is expressly prohibited and is not enforceable. Modifications and/or alterations may render the Bidder’s submission void and bar the Contractor from consideration in connection with this solicitation.

Remainder of Page Intentionally Left Blank

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PROCUREMENT SCHEDLE AND EVENTS

1. PRE-BID MEETING:

There will be a Pre-Bid Meeting on Thursday, July 31, 2025, at 10:30 am, local time, at City of Stonecrest Lithonia Conference Room, located at City Hall, 3120 Stonecrest Blvd., Suite 190, Stonecrest, Ga. 30038. The purpose of this pre-bid conference is to explain the method of selection, to provide an overview of the service requirements and view the area in which services will be performed.

It will be the sole responsibility of the Bidder to become familiar with the scope of work and City requirements prior to submitting a bid. No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid will be considered evidence that the bidder has familiarized himself with the nature and extent of the work, equipment, materials, and labor required.

2. TRANSACTION FEES:

The City of Stonecrest uses Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) to distribute solicitations. There is no charge to Contractors to register and participate in the solicitation process, nor will any fees be charged to the awarded Contractor.

3. ELECTRONIC BID SUBMISSION DEADLINE:

Electronic Bid Responses shall be submitted via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) in response to this solicitation, prior to the designated bids due date and time indicated in the solicitation, Thursday, August 28, 2025 by 3:00PM. PAPER BID SUBMITTALS WILL NOT BE ACCEPTED.

BID BOND: REQUIRED FOR THIS SOLICITATION

FAILURE TO SUBMIT A BID BOND WILL RESULT IN A NON-RESPONSIVE AND NON-

RESPONSIBLE DETERMINATION. BIDDER’S MUST SUBMIT A COPY OF THE BID BOND WITH

BID SUBMITTAL.

BID BOND MUST BE MAILED OR HAND DELIVERED TO: FAILURE TO SUBMIT A BID BOND

WILL PRIOR TO 12:00 PM, THURSDAY, AUGUST 28, 2025, WILL RESULT IN A NON-RESPONSIVE

AND NON-RESPONSIBLE DETERMINATION.

City of Stonecrest Procurement Department ATTN: Tanisha Boynton, Procurement Official 3120 Stonecrest Blvd., Suite 190 Stonecrest, Ga. 30038

PERFORMANCE AND PAYMENT BOND: IS REQUIRED FOR THIS SOLICITATION. FAILURE TO

SUBMIT PROOF OF BONDABILITY WILL RESULT IN A NON-RESPONSIBE AND NON-

RESPONSIBLE DETERMINATION.

4. ELECTRONIC BID OPENING:

All Invitations to Bid solicited by the City of Stonecrest will be opened electronically via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) at the date and time indicated in the solicitation. This meeting will be conducted virtually via “Microsoft Teams Meeting” Platform and in-person at City Hall, 3120 Stonecrest Blvd., Suite 190, Stonecrest, Ga. 30038, Lithonia Conference Room. Bidders may attend this meeting in real time on a computer, laptop, cell phone or any other device with Wi-Fi access.

Get the app now and be ready when your first meeting starts https://www.microsoft.com/en-us/microsoft-teams/downloadapp.

Microsoft Teams meeting

Join on your computer, mobile app or room device Meeting ID: 239 917 958 529 8

Passcode: mz378Xf7 https://bidnetdirect.com/georgia/cityofstonecrest https://www.microsoft.com/en-us/microsoft-teams/downloadapp https://www.microsoft.com/en-us/microsoft-teams/downloadapp

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Information on bid results and solicitations currently out to bid can be obtained on the City website:

https://www.stonecrestga.gov/199/Procurement

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SCOPE OF WORK

1. PURPOSE:

The City of Stonecrest (“City”) is seeking qualified and experienced bidders to respond to a fixed (one-time) project for the construction and installation of a Gateway Monument Sign at Silver Rivier and Park Identification Signage at Panola Shoals, Trailhead for South River Trail, Salem Park, Browns Mill Recreation Center, Fairington Park, and Everett Park.

Work shall be performed in accordance with the terms, conditions, and specifications contained in this Construction Invitation to Bid (“CITB”).

The Contractor shall furnish all labor, materials, equipment, personnel, tools, supervision, transportation, machinery and other incidentals necessary to perform the work requested herein and typical of these types of projects.

Prices offered on the Attachment “B” - Bid Cost Proposal Form (Bid Sheet) are all inclusive and shall constitute complete compensation. Note: Bid Line Items may not be fully disbursed. Please incorporate the cost within the provided bid line items in Attachment “B”.

Note: Attachment “D” – Design Plans and Technical Specification include information on additional “Gateway” monument signage. The additional “Gateway” Monument Signage are not a part of this project and will be solicited at a later date. DO NOT INCLUDE COST FOR THE ADDITIONAL GATWAY” MONUMENT SIGNS” IN

RESPONSE TO THIS SOLICITATION.

Note: Attachment “D” – Design Plans and Technical Specification include information in reference to bid submittal requirements. Please disregard as this solicitation establishes the submittal and City requirements.

2. BACKGROUND:

Stonecrest is a community of approximately 60,000 people that was incorporated in 2017. The City is located along Interstate 20 roughly three miles east of I-285 (“The Perimeter”) and 20 miles east of Downtown Atlanta. Stonecrest is in the southeastern portion of Dekalb County and is bordered by Rockdale County to the east, Henry County to the south, and the City of Lithonia and unincorporated Dekalb County to the north and west. I-20 separates the City into a northern area which includes residential neighborhoods, commercial development along Covington Highway, industrial parks that date to the 1960s and active quarries that predate incorporation by 130 years. South of I-20 features regional retail and lodging, suburban neighborhoods, and substantial outdoor recreation areas.

3. CONTRACT ADMINISTRATOR/DESIGNEE/PROJECT MANAGER:

The designated Contract Administrator for this project is Hari Karikaran, P.E., City Engineer, he can be reached at hkarikaran@stonecrestga.gov or (770) 224-0200. The Contractor will work with the Contract Administrator / Designee to complete this project.

Designee: Patrick Walker, Pwalker@stonecrestga.gov or (770) 224-0220.

4. GOVERNING REGULATIONS:

The Contractor shall perform services requested herein in accordance with all State, Federal, Local, and City rules, regulations, policies, procedures and requirements herein but not limited to:

1. American Society for Testing Materials (ASTM) as applicable and as amended;

2. City of Stonecrest ordinances and regulations;

3. OSHA standards and guidelines.

Note: Failure to follow governing regulations may lead to project delays and stoppage of work as deemed necessary by the Contract Administrator / Designee.

5. PROJECT LOCATION AND CONDITION: (See Attachment “C” – Map and Signage Location Information) The signage for the parks shall be placed at the entrance as indicated in Attachment “C” – Signage Location Map. The parks are open to the public during regular operating hours. The Contractor shall take measures to not disrupt access to the parks.

mailto:hkarikaran@stonecrestga.gov mailto:Pwalker@stonecrestga.gov

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5.1 Park Identification Signage (Quantity - 5):

1. Panola Shoals, Trailhead for South River Trail - 4432 Panola Rd, Stonecrest, GA 30038 (#901, See

Attachment “C”)

2. Salem Park - 5290 Salem Rd, Stonecrest, GA 30038 (#902, See Attachment “C”)

3. Browns Mill Recreation Center - 4929 Browns Mill Rd, Stonecrest, GA 30038 (#903, See Attachment

“C”)

4. Fairington Park - 2831 Fairington Pkwy, Stonecrest, GA 30038 (#904, See Attachment “C”)

5. Everett Park - 5106 Klondike Rd, Stonecrest, GA 30038 (#906, See Attachment “C”)

5.2 Gateway Monument Signage (Quantity - 1):

Tertiary Gateway monument at Klondike Road/Flat Bridge Road to the north-east of its intersection with Union Church Road. Approximate digital Latitude 33.630051, Longitude-84.128901 (#005, See Attachment "C” #005)

Link to google maps: https://maps.app.goo.gl/CVnyQzvrmfW9SFyn8

Note: A GDOT encroachment permit is not required for this location.

6. PROJECT MEETINGS:

After the contract is awarded and prior to commencement of any work, a pre-construction conference will be held between the Contractor, City representative, and others affected by this work. The time and place of the meeting will be arranged by the City Contract Administrator/Project Manager. The project schedule and dates for completion will be established during this meeting.

6.1 At the pre-construction conference, the Contractor shall identify his designated project manager, foreman, site supervisor and any additional personnel representing the Contractor and their respective roles and responsibilities for the work. The designated project manager shall represent the Contractor, and communications given to the project manager shall be as binding as if given to the Contractor. Important communications shall be confirmed in writing. Other communications shall be similarly confirmed in written requests in each case.

6.2 At the pre-construction conference, the Contractor shall furnish in writing to the City’s Contract Administrator the names of persons or entities (including those who are to furnish materials or equipment fabricated to a special design) proposed for each principal portion of the work.

6.3 The City will promptly reply to the Contractor in writing stating whether or not, after due investigation, has reasonable objection to any such proposed person or entity.

6.4 The Contractor shall not contract with a proposed person or entity to whom the City has made reasonable and timely objection. The Contractor shall not be required to contract with anyone to whom the Contractor has made reasonable objection.

7. ISSUANCE OF NOTICE TO PROCEED AND PURCHASE ORDER (PO):

The Contractor shall not commence any work until receipt of a Notice to Proceed (NTP) from the Contract Administrator / Designee and receipt of a Purchase Order (PO). Upon receipt of the NTP and PO, the Contractor shall commence work upon the direction of the Contract Administrator / Designee.

8. PROJECT DURATION:

The Contractor shall complete all services no less than One Hundred and Eighty (180) days from receipt of Purchase Order and Notice to Proceed (NTP).

Time is of the essence for the Contractor’s performance of the work. The Contractor is expected to complete this project https://maps.app.goo.gl/CVnyQzvrmfW9SFyn8

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as expeditiously as possible. The work to be performed under this contract shall commence upon issuance of a Purchase Order (PO) and in conjunction with a Notice to Proceed (NTP). Contract Time extensions will not be allowed for holidays or vacations. At a minimum, the selected Contractor must adhere to the following schedule as set by the City:

8.1 The Contractor recognizes that TIME IS OF THE ESSENCE. The Work shall commence within 10 calendar days of the date of the Notice to Proceed.

8.2 Preliminary Project Schedule:

Within Ten 10 days after notice of award and as a condition precedent to executing the Contract, prior to commencement of any work, the Contractor shall submit their preliminary project schedule to the City for review and approval. The schedule shall be written in sufficient detail to show the chronical relationship of all major aspects of the project (in the form of tabulation, chart/graphic), procurement of materials, scheduling of equipment, construction, phases of each work site, estimated start and completion dates of the various project activities.

8.3 The Work shall be Substantially Completed within 150 calendar days, after the date when the Contract Time commences to run as provided in the Notice to Proceed.

8.4 The Work shall be finally completed on the Final Completion Date and ready for final payment in accordance with this Agreement within 180 calendar days, after the date when the Contract Time commences to run as provided in the Notice to Proceed.

9. WORK TO BE PERFORMED:

The Contractor shall furnish all materials, equipment, tools, and the performance of all necessary labor necessary to complete the scope of work requested herein and in accordance with Attachment “D” – Design Plans and Technical Specifications. Work shall include but is not limited to; manufacture and fabrication, fabrication, erection, and installation of the monument and signage. Demolition and removal of existing the monument at Silver River and park identification signage may be needed. The Contractor is to carefully review and comply with all the notes and requirements shown on Attachment “D” – Design Plans and Technical Specifications.

Note: Pictures and placement of signage for Fairington Park and Everett Park are not shown. However, they will be placed at the specified entrance of the parks.

Note: Attachment “D” – Design Plans and Technical Specifications are illustrative of the dimensions, colors, and lettering that are to be used on the signage.

9.1 Shop Drawings (Certified and Sealed by Professional Engineer):

Attachment “D” – Design Plans and Technical Specifications includes design and technical requirements for the monument and identification signage. The Contractor shall provide shop drawings. The shop drawings shall be signed and sealed by a professional engineer.

9.2 Construction Progress Documentation and Technical Specifications:

The Contractor shall comply with all provisions of the Construction Progress Documentation section of the

Technical Specifications as detailed in Attachment “D” – Design Plans and Technical Specifications.

9.3 Submittal Procedures:

Shop drawings are provided in Attachment “D” – Design Plans and Technical Specifications. The Contractor may be required to provide product date, samples, and other submittals in accordance with the submittal’s procedures section of the Attachment “D” – Design Plans and Technical Specifications as required. All submittals are to be approved by the City of Stonecrest representative in writing prior to fabrication and construction activities.

Note: The Contractor may not be required to perform some of the requirements in this section as drawings and technical specifications are provided by the City in Attachment “D” – Design Plans and Technical Specifications

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9.4 Project Record Documents:

The preparation and maintenance of Project Record Documents are an important part of the work to be performed on this project.

Project Record Documents shall include:

a) Record Drawings

b) Record Specifications

c) Record Product Data

The Contractor shall comply with project record documents section of the technical specifications as detailed in Attachment “D” – Design Plans and Technical Specifications.

A minimum of one copy of each submittal shall be maintained in the field office to document changes and modifications to the Project Record Documents as they occur. Record documents and samples are to be kept in the field office apart from contract documents used for construction.

9.5 Fabrication and Graphic Standards:

The Contractor shall Attachment “D” – Design Plans and Technical Specifications to ensure compliance with the fabrication and graphic standards. Contractor shall receive written authorization from the Contract Administrator/Designee prior to fabrication of the monument and identification signage. All dimensional, material and foundation requirements of the Attachment “D” – Design Plans and Technical Specifications shall be met.

Note: The Contractor may not be required to perform some of the requirements in this section as drawings and technical specifications are provided by the City in Attachment “D” – Design Plans and Technical Specifications.

9.6 Measurements:

Prior to ordering fabrication of any materials or commencement of any work, the Contractor shall verify all dimensions and foundational information for each location in which work is to be performed. The Contractor shall notify the City of any discrepancies in the measurements provided herein. The Contractor shall provide the adjusted measurements to the Contract Administrator / Designee for review and approval prior to ordering and fabrication of any materials and commencement of any work.

9.7 Clearing and Grubbing:

The Contractor shall remove obstructions, stumps, roots, debris, trees, shrubs, and other vegetation to permit installation of the new monument and park identification signage.

9.8 Demolition (Existing Monument and Signage):

Demolition shall be performed in a manner so as not to cause damage to the adjacent areas within the work area. The Contractor shall ensure dust control measures are in place for the duration of this project.

9.9 Cast-In-Place Concrete: The Contractor shall carefully review and comply with the Cast-In-Place requirements as required in Attachment “D” – Design Plans and Technical Specifications. The City shall review and approve concrete placements prior to installation and/or placement.

9.10 Post and Panel Monuments and Dimensional Letters:

The Contractor shall carefully review and comply with the post and panel monument and dimensional letters as required in Attachment “D” – Design Plans and Technical Specifications.

9.11 Pylon Monuments, Electronic Message Boards and Channel Letters:

The Contractor shall carefully review and comply with the pylon monuments, electronic message boards, and channel letters as required in Attachment “D” – Design Plans and Technical Specifications.

9.12 Decorative Metal Coatings – Dye Sublimated Printed Graphic Panels The Contractor shall carefully review and comply with the decorative metal coatings – dye sublimated printed graphic panels as required in Attachment “D” – Design Plans and Technical Specifications.

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9.13 Repair:

The Contractor shall protect, touch-up, repair, or replace damaged material, items and products until receipt of final acceptance from the Contract Administrator/Designee at no additional cost to the City.

9.14 Construction Waste Management:

The Contractor shall carefully review and comply with the construction waste management as required in Attachment “D” – Design Plans and Technical Specifications. The City of Stonecrest anticipates has established that this project shall generate as little waste as possible. The Contractor shall savage and recycle as much nonhazardous demolition and construction waste as possible. The Construction Waste Management Plan (CWMP) shall be provided to City representatives not more than 30 days after receipt of NTP and prior to generation of any waste.

9.15 Erosion Control:

Prior to land disturbing activity and/or construction activities, the Contractor shall schedule a pre-construction meeting with the area erosion control inspector to ensure requirements of erosion and sediment control plans are met. The Contractor shall comply with all sediment and erosion measures applicable to this type of project as required by the State of Georgia.

9.16 Tree Protection and Trimming:

The Contractor shall comply with the requirements provided in Attachment “D” – Design Plans and Technical Specifications as relate to the areas in which work is to be performed. A qualified arborist is to be used to ensure proper care and protection is taken of trees affected by the work performed during and after competing work requested herein (where applicable). Temporary fencing may be needed.

9.17 Utilities:

1. The Contractor may encounter utilities at the locations where work is to be performed. The Contractor shall contact the City Engineer/Designee to discuss next steps. The Contractor shall work with the City to ensure the applicable companies are notified and obtain all applicable clearances prior to commencement of any clearing and excavation activities.

2. Disruption in services:

It is not anticipated there will be a disruption in service. However, if it is necessary, the Contractor shall notify the Contract Administrator/Designee and obtain written authorization prior to commencement of such work.

10. CONTRACTOR RESPONSIBILITIES:

Unless otherwise specified, Contractor will be responsible for the provision and performance of all equipment, materials, work, etc. offered in their response.

10.1 Person of Contact (POC):

The Contractor shall provide contact information for Primary and Secondary staff within the company who will be responsible for providing a response to City request for support work during the term of this agreement. Contact information shall include: Name of Contact(s), E-mail address. Website Information, Phone Number, and Fax Number.

10.2 The Contractor shall conform to all applicable OSHA, NEPA, Americans with Disabilities Act (ADA), State and Federal safety requirements, rules, regulations, policies, and procedures to perform the work requested herein.

10.3 The Contractor shall maintain all certifications, licenses, bonds, and certificate of insurance for the duration of this project until receipt of final acceptance.

10.5 The Contractor shall supervise and oversee all work performed under this contract.

10.6 The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and provide reasonable protection to prevent damage to properties surrounding the work site, injury or loss to

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employees, materials, and equipment in connection with the performance of the work herein.

10.7 The Contractor shall be responsible for protecting all existing utilities, irrigation, drainage structures, pipes and signs within the limits of this project site shall remain in place and be in working condition during and after the completion of this project.

10.8 The Contractor shall assess the conditions at this site, notify the designated Contract Administrator / Designee in writing of any discrepancies, conflicts, or omissions promptly upon discovery, and make necessary recommendations to resolve identified issues.

10.9 The Contractor shall be responsible for the appearance of all working personnel assigned to the projects (clean and appropriately always dressed), and their compliance with City Policies and Rules prohibiting smoking and consumption of alcohol and illegal drugs while on City projects.

10.10 The Contractor shall enforce strict disciple and good order amongst its employees and other persons carrying out work under this contract.

10.11 The Contractor shall be responsible to the City of acts and omissions of its employees, subcontractors, and other agents performing portions of the work for or on the behalf of the Contractor or any of its subcontractors.

10.12 The Contractor shall have an English-speaking supervisor/representative on the work site at all times, who shall be thoroughly knowledgeable of all plans, specifications, and other contract documents and has the authority to act on the contractor's behalf.

10.13 The Contractor shall be solely responsible for the safety of its employees and subcontractors hired to perform the work requested herein.

10.14 The Contractor shall ensure all employees and subcontractors assigned to perform work under this contract are properly licensed, trained and certified.

10.15 The Contractor shall restore all trees, shrubbery, and sodding if all areas disturbed while performing the work herein (as applicable).

10.16 Reporting Dangerous Conditions / Situations:

The Contractor shall notify the Contract Administrator / Designee of any and all encounters with unsafe and dangerous conditions and/or unusual situations occurring at work sites while working on this project.

11. WORK SCHEDULE:

Regular work Hours: 7:00 am to 7:00 pm, Monday through Friday. The City will consider extended workdays, workweeks and hours upon written request by the Contractor on a case-by-case basis. No work will be allowed on national holidays and City Holidays (i.e. Memorial Day, July 4th, Labor Day, etc.).

12. EQUIPMENT AND MATERIAL:

The Contractor shall ensure all equipment used on this project complies with and is used in accordance with all pertinent safety regulations. Comply with the manufacturer’s warranty and guaranty instructions for installation. Make all adjustments for alignment and operation. Clean all surfaces and remove excess sealant and lubricants. Before construction starts on any particular sequence of work, all equipment and materials necessary for proper execution of the work shall be on site and in good/full working order.

13. LIQUIDATED DAMAGES:

Upon failure of the Contractor to complete the Work within the time specified for completion, the Contractor shall pay to the City the sum of Two Hundred and Fifty Dollars ($250.00) for each and every calendar day that the completion of the Work is delayed beyond the time specified in this Agreement for completion, as fixed and agreed liquidated damages and not as a penalty, so long as the delay is caused by the Contractor.

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14. WEATHER:

The Time of Completion for this project has been calculated assuming that the weather conditions will be average to moderate. If in the opinion of the City’s Contract Administrator / Designee / Project Manager that the weather escalates to a point where the work delays on the project more than the Contractor could have reasonably anticipated or controlled, the Contract Administrator / Designee will make arrangements for extending the time of completion for each individual work order package, once the request has been made for such extensions by the Contractor.

14.1 If adverse weather conditions are the basis of a Claim(s) for additional time, such Claim(s) shall be documented by data substantiating that weather conditions were abnormal for the period of time, could not have been reasonably anticipated and had an adverse effect on the project scheduled activities.

14.2 The Contractor will be required to promptly notify the City’s Contract Administrator / Designee / Project

Manager in writing of any such delays to the work, explaining its efforts to mitigate the effects of such delays. Any such notification received by the Contract Administrator / Designee / Project Manager, more than five business days after the delay has occurred will not be considered. No extension of time shall be granted for delay(s) resulting from typical weather conditions prevailing in the applicable area(s) as defined by the average of the last ten (10) years of weather data recorded with the City and the applicable jurisdiction(s).

15. DELIVERY, STORAGE, AND HANDLING:

The Contractor shall coordinate delivery and arrange storage of materials (if needed). Storage space may be limited.

Components sensitive to damage in a harsh environment shall be stored off-site and delivered as needed. The Contractor shall provide all necessary protective covering needed to prevent damage to surround work areas. The Contractor shall be responsible for on-site security of tools, equipment and materials.

16. RESPONSE TIME:

The Contractor shall respond to request for services within twenty-four (24) hours of notification by the City.

17. RESTORATION OF PROPERTY:

Property - whether public or private - if damaged during construction or removed for the convenience of the work; ALL such property shall be repaired and/or replaced by the Contractor at his/her own expense in a manner acceptable to the City’s Contract Administrator, prior to final acceptance of the work. Restoration of certain items (such as benches, shelters, traffic signs, street signs, fences, sod, etc.) shall be performed promptly for reasons of public safety, health, and welfare.

18. DISPOSAL OF EXCESS MATERIAL:

All excavated and excess material(s) which is not required for the work shall be promptly removed from site and safely disposed of by the Contractor; such removal and disposal of the applicable material(s) shall be the sole responsibility of the Contractor and conducted at his/her expense. Disposal of all materials shall be carried out in accordance with State, Local, Federal rules and regulations. No stockpiling of removed materials shall be allowed on site.

19. CONTRACTOR AND SUBCONTRACTOR UNIFORM/BADGING:

The Contractor employees assigned to this contract must wear a professional uniform with the company name permanently affixed to the uniform. Uniforms shall comply with all safety provisions from the Georgia Department of transportation, OSHA, and the City.

20. CONTRACTOR AND SUBCONTRACTOR VEHICLES:

The Contractor’s company vehicles shall be distinctly labeled with the company name; and shall only be parked in designated spaces provided by the City.

21. DAMAGE REIMBURSEMENT:

The Contractor shall be solely responsible for, and shall reimburse the City, any and all costs and/or expense of any kind or nature relating to the correction of any damage to any City property resulting from the installation, maintenance, replacement of mounted equipment and infrastructure.

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22. WARRANTY:

All workmanship and materials shall be fully warranted and guaranteed as follows:

22.1 Contractors Warranty Period: The Contractor shall provide a warranty of three (3) years from date of

Substantial Completion, for all workmanship associated with the fabrication and installation of the sign system this includes, but is not limited to the following:

1. The posts, panels, footers, sign faces, materials, mounting methods and fasteners shall be free of defects, including but not limited to; scaling, peeling, fading, warping, vinyl shrinking, adhesion, welds, structural integrity, corrosion or mechanical fastener failure.

2. The contractor is responsible for replacement/correction of sign system in case of damage due to vandalism or traffic collision prior to acceptance by the Town. Once accepted the contractor is no longer responsible for replacement/correction of sign system in case of damage due to vandalism or traffic collision.

22.2 Product and Manufacturers Warranties:

1. The Contractor shall pass on to the City and honor all associated third-party product warranties, including, but not limited to vinyl sheeting (reflective and non-reflective), inks, vinyl overlays, paint, coatings and hardware.

2. All paints, clearcoats, reflective vinyl’s and non-reflective vinyl’s shall be free of defects, including but not limited to; scaling, peeling, fading, warping, vinyl shrinking, adhesion or any other type of failure for the following time periods;

Paint Warranty: Minimum seven (7) years.

Reflective Vinyl/Custom Color Warranty: Minimum eight (8) years.

Non-Reflective Vinyl Warranty: Minimum ten (10) years.

Manufacturer’s Warranty: Up to ten (10) years depending on locations, substrate, environment and amount of direct sunlight.

22.3 Warranty Period Commencement: Warranty period begins for each individual unit; upon the date the City provides a written acceptance of a singular unit or group of units.

23. CLEAN UP:

All usable materials and debris shall be removed from the premises at the end of each workday and disposed of in an appropriate manner. Upon final completion, the Contractor shall thoroughly clean up all areas where work has been involved as mutually agreed with the associated location Contract Administrator / Designee.

24. WORK ACCEPTANCE:

24.1 Services performed under this agreement will be inspected by an authorized representative of the

Engineering Department. This inspection shall be performed to determine acceptance of work, appropriate invoicing and warranty conditions.

24.2 The City shall provide written notice of acceptance or rejection within five (5) business days of completion of final inspection.

25. FINAL INSPECTION AND WORK ACCEPTANCE:

The Contractor shall perform a joint inspection with the City’s authorized representative for each project upon the completion of all work. The Contractor shall notify the City when the work is complete and ready for the City’s final inspection. After final inspection, the City’s authorized representative for the project will accept the work if the Contractor has satisfactorily:

25.1 Corrected all deficiencies observed during the final inspection and no new deficiencies have been observed;

25.2 Submitted all other required contract deliverables; and

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25.3 The Contractor shall correct work rejected by the City or work failing to conform to the requirements of the contract documents, whether or not fabricated, installed or completed. This shall occur within at least five (5) business days of notice to the Contractor, unless otherwise agreed upon with City staff. The Contractor bears the costs of correcting such rejected work, including additional testing, inspections required and compensation for City services and expenses made necessary thereby.

25.4 The Contractor shall provide the following upon completion of the project:

1. Product list containing product names, product numbers, contact information and method of application for all materials used on the project.

2. Warranty letter (to cover a one-year period of trees starting with final written acceptance by the City)

26. REPORTING REQUIREMENTS:

The Contractor shall submit a two (2) week projected schedule each Friday by 3:00pm. The projected schedule of upcoming project activities shall clearly identify road segments to be paved within the next two (2) weeks.

27. INVOICING AND PAYMENT:

The Contractor shall submit a detailed “itemized” invoice list of equipment, labor, parts, and appurtenances used under this agreement. All one-time and reoccurring charges shall be identified on the invoice. Invoices will be reviewed and approved by City staff prior to payment. Invoices shall be submitted once a month. Invoices shall consist of the following:

1. Construction and installation service progress for the project.

2. Supporting documentation including narrative of completed work with associated photos, and any other data required by the City (e.g. daily activity reports).

3. Invoice should be signed by Contract Administrator/Designee.

4. Final Invoice Payment: Upon Completion and City’s Acceptance of Work.

Note: Payment Retainage is applicable to this agreement at a rate of 10% and will be withheld until it has been determined that the Contractor has complied with the requirements of the contract.

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GENERAL TERMS AND CONDITIONS

The following instructions are given for the purpose of guiding Bidder’s in properly preparing their bids responses. These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

1. ADDENDUMS AND INTERPRETATIONS: No interpretation of the meaning of the plans, specifications, scope of work or other contract documents will be made orally to any Bidder. Prospective Bidders must request such interpretation in writing as instructed in the bid package. To be considered, such request must be received by the Questions and Answers deadline as indicated on Page CITB-2 of this solicitation package and on Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest). Questions received after this time will not be answered.

• Material changes, if any, to the scope of services or bidding procedures will only be transmitted by written addendum on Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest).

• Failure of any Bidder to receive any such addenda or interpretation shall not relieve any Bidder from any obligation under his bid as submitted. All addenda so issued shall become a part of the contract document.

• Bidder shall verify in Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) that their bid response includes “all” addenda(s) before submitting a bid. Receipt of all addenda shall be acknowledged by the Bidder(s) on the Statement of Qualification Certification Form “Addendum Acknowledgement Section” and submitted with bid response.

2. ASSIGNMENT, SUBCONTRACT: Contractor shall not transfer, convey, pledge, subcontract or assign the performance required by this solicitation without the prior written consent of the Procurement Official. Any award issued pursuant to this solicitation and the monies which may become due hereunder are not assignable, transferable, or otherwise disposable except with the prior written consent of the Procurement Official.

3. AWARD: This Bid shall be awarded to the Bidder providing the lowest responsive and responsible bid and meets and/or exceeds the pre-qualification requirements. Award may be in whole, or by line Item, or by group, whichever is determined to be in the best interest of City. Award will be made to the responsive and responsible Bidder, quoting the lowest price, for that product/service that will best serve the needs of the City.

The City also reserves the right to accept or reject any or all bids, part of bids, to waive minor irregularities or variations to specifications contained in bids, minor irregularities in the bidding process, to negotiate terms with the successful Bidder and the right to disregard all non-conforming, non-responsive, unbalanced or conditional Bids. The City also reserves the right to award the contract on a split order basis; lump sum basis; individual item basis; or such combination as shall best serve the interest of the City. Awarded Bidder and all subcontractors/suppliers shall register as a Contractor with the City prior to notice to proceed and maintain active status in the City’s Vendor Registration System.

4. BID BOND: REQUIRED FOR THIS SOLICITATION.

A COPY OF THE BID BOND MUST BE UPLOADED IN BIDNET. FAILURE TO SUBMIT A BID BOND WILL

RESULT IN A NON-RESPONSIVE AND NON-RESPONSIBLE DETERMINATION.

Each submittal shall be accompanied by a bid guaranty in an amount equal to five (5)% percent of the total bid amount, payable to The City of Stonecrest. A certified check, cashier's check or bank officer's check, for the sum set forth in the advertisement, made payable to the City, or bid bond in such amount, shall accompany each bid response as evidence of the good faith and responsibility of the Bidder. The check or bond shall be retained by the City as liquidated damages should the Bidder refuse to or fail to enter into a contract for the execution of the work embraced in this bid, in the event the bid submittal of the Bidder is accepted. Retention of such amount shall not be construed as a penalty or forfeiture. The above bond or check shall be a guarantee that the Bidder will, if necessary, promptly execute a satisfactory contract and furnish good and sufficient bonds. As soon as a satisfactory contract has been executed and the bonds furnished and accepted, the check or bond accompanying the bid of the successful Bidder will be returned to him. The certified or other checks or bid bonds of the unsuccessful Bidders will be returned to them upon the acceptance of the bid of the successful Bidder. If the successful Bidder shall not enter into, execute, and deliver such a contract and furnish the required bonds within ten (10) days after receiving notice to do so, the certified or other check or bid bond shall immediately become the property of the City as liquidated damages. Retention of such amount shall not be construed as a penalty or forfeiture.

https://bidnetdirect.com/georgia/cityofstonecrest

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5. BIDDER’S COSTS: The City shall not be liable for any costs incurred by Bidder’s in responding to this ITB. All expenses involved with the preparation and submission of bid, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Bidder, and shall not be reimbursed by the City.

6. BIDDER PERFORMANCE REVIEWS AND RATINGS: The City Contract Administrator may develop a Bidder’s performance evaluation report. This report should be used to periodically review and rate the Bidder’s performance under the contract with performance rating as follows:

• Excellent - Far exceeds requirements.

• Good - Exceeds requirements

• Fair - Just meets requirements.

• Poor - Does not meet all requirements and Proposer is subject to penalty provisions under the contract.

• Non-Compliance - Continued poor performance after notice or a performance level that does not meet a significant portion of the requirements.

This rating makes the Bidder subject to the default or cancellation for cause provisions of the contract. The report shall also list all discrepancies found during the review period. The Bidder shall be provided with a copy of the report and may respond in writing if he takes exception to the report or wishes to comment on the report. Bidders’ performance reviews and subsequent reports will be used in determining the suitability of contract extension.

7. CODE REQUIREMENTS: The Contractor and his or her subcontractors on this project must be familiar with all applicable Federal, State, City, and Local Laws, Regulations or Codes and be governed accordingly as they will apply to this project and the actions or operations of those engaged in the work or concerning materials used. The contractor shall ask for and receive any required inspections.

8. CONDITIONS AND PACKAGING: Unless otherwise stated in the solicitation, or specifically ordered from an accepted price list, deliveries must consist only of new and unused goods and shall be the model of the current standards production available at the time of the solicitation response. The goods must be suitably packaged for shipment by a common carrier.

Each container or multiple units or items otherwise packaged shall bear a label, imprint, stencil or other legible markings stating name of manufacturer or supplier, purchase order number and any other markings required by specifications, or other acceptable means of identifying Contractor and purchase order number.

9. CONE OF SILENCE: In accordance with the State of Georgia Purchasing Act, the City prohibits any communication, except written correspondence, regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between any person’s representative seeking award from such competitive solicitation; and any City Council person or legislative staff, or any City employee authorized to act on behalf of the City Council to award a contract under this Bid.

The Cone of Silence shall be in effect as of the date the solicitation has been released and advertised, bids or other response to this competitive solicitation and shall remain in effect and subject to the terms of this section for any person or person’s representative.

The provisions of this division shall not apply to oral communications at any public proceeding, including pre-bid conference, oral presentations before selection committees, and contract negotiations during any public meetings, presentations made to the City Council and protest hearings. Further, the Cone of Silence shall not apply to contract negotiations between any employee and the intended awardees, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, or any written correspondence at any time with any employee, City Council, or selection committee member, unless specifically prohibited by the applicable competitive solicitation process.

The cone of silence shall terminate at the time the City Council, awards or approves a contract, rejects all bids or responses or otherwise take action which ends the solicitation process.

Any Contract entered into in violation of the cone of silence provisions in this section shall render the transaction voidable.

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10. CONFLICT OF…