GENERAL CONDITIONS_1999_PUBLIC WORKS CONSTRUCTION.pdf

INTERIM

GENERAL

CONDITIONS

1999 EDITION

PUBLIC WORKS DIVISION

DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES

STATE OF HAWAII

INTERIM

GENERAL

CONDITIONS

1999 EDITION

FOR CONSTRUCTION

State of Hawaii Department of Accounting and General Services Public Works Division

Printed by

State of Hawaii

First Printing March 2000

PREFACE

The State of Hawaii Procurement Code forms the basis for portions of this Interim General Conditions. The Hawaii Administration Rules Procurement Code is not physically included in this Interim General Conditions, but shall govern if any provisions used in this Interim General Conditions are not consistent with the Hawaii Administration Rules Procurement Code.

Copies of the Hawaii Administration Rules Procurement Code may be obtained from the State Procurement Office, Department of Accounting and General Services, State of Hawaii, fourth floor Kalanimoku Building Room 416, 1153 Punchbowl Street, Honolulu Hawaii.

Approved for Publication

Comptroller, State of Hawaii Department of Accounting and General Services

Approved as to Form

Deputy Attorney General, State of Hawaii

TABLE OF CONTENTS

Section/Subsection Page

ARTICLE 1 - DEFINITIONS

ARTICLE 2 - PROPOSAL REQUIREMENTS

AND CONDITIONS

2.1 Qualification of Bidders

2.1.1 Notice of Intention to Bid

2.1.2 Tax Clearance

2.1.3 Wrongful Refusal to Accept a Bid

2.2 Interpretation of Quantities in Bid Schedule . . 6

2.3 Contents of Proposal Forms

2.4 The Site and Proposed Contract

Documents

2.5 Addenda and Bid Clarifications

2.5.3 Bid Discrepancy

2.6 Substitution of Materials and

Equipment Before Bid Opening

2.6.3 Statement of Variances

2.6.4 Substitution Denial

2.7 Preparation of Proposal

2.8 Bid Security

2.9 Delivery of Proposals

2.10 Withdrawal or Revision of Proposal

2.10.1 Withdrawal of Proposals

2.10.2 Modification of Proposals

2.11 Public Opening of Proposals

2.12 Disqualification of Bidders

2.13 Protest

ARTICLE 3 - AWARD AND EXECUTION OF

CONTRACT

3.1 Consideration of Proposals;

Cancellation

3.2 Irregular Proposals

3.3 Correction of Bids and Withdrawal

of Bids

3.4 Award of Contract

3.5 Cancellation of Award

3.6 Return of Bid Security

3.7 Requirement of Performance and

Payment Bonds

3.8 Execution of the Contract

3.9 Failure to Execute the Contract

3.9.1 Before the Award

3.9.2 After the Award

3.9.3 Comptroller’s Options

3.10 Notice to Proceed

ARTICLE 4 - SCOPE OF WORK

4.1 Intent of Contract, Duty of Contractor

4.2 Changes

4.2.1 Minor Changes

4.2.2 Oral Orders

Section/Subsection Page

4.2.3 Field Orders

4.2.4 Change Orders

4.3 Duty of Contractor to Provide

Proposal for Changes

4.4 Price Adjustment

4.5 Allowances for Overhead and Profit

4.6 Payment for Deleted Material

4.6.1 Canceled Orders

4.6.2 Returned Materials

4.6.3 Uncancelled Materials

4.7 Variations in Estimated Quantities

4.8 Variations in Bottom Elevations

4.9 Differing Site Conditions

4.10 Utilities and Services

4.10.2 Unknown Utilities

4.10.4 Restoration of Damaged Utilities

ARTICLE 5 - CONTROL OF WORK

5.1 Authority of the Engineer

5.2 Authority of the Inspector

5.3 Authority of the Consultant(s)

5.4 Shop Drawings and Other Submittals

5.4.1 Shop Drawings

5.4.2 Submittal Variances

5.4.3 Review and Acceptance Process

5.5 Coordination of Contract Documents

5.5.1 Addenda

5.5.2 Special Conditions and Proposal

5.5.3 Specifications

5.5.4 Specification Error

5.5.5 Drawings

5.6 Interpretation of Drawings and

Specifications

5.7 Examination of Drawings, Specifications, Project Site

5.8 Cooperation Between the

Contractor and the Department

5.8.1 Furnishing Drawings and

Specifications

5.8.2 Superintendent

5.8.3 Engineering Work

5.8.4 Use of Structure or Improvement

5.9 Inspection

5.9.2 Authority to Suspend Operations

5.9.4 Federal Agency Inspection

5.10 Removal of Defective, Non-Conforming

and Unauthorized Work

5.10.2 Scheduling Corrective Work

5.10.3 Failure to Correct Work

5.11 Value Engineering Incentive

5.11.2 Value Engineering Change Proposal

5.11.3 VECP Required Information

5.11.4 Required Use of Licensed

Architect or Engineer

5.11.6 Acceptance of VECP

5.11.7 VECP Price Adjustments

Section/Subsection Page

5.12 Subcontracts

5.12.1 Substituting Subcontractors

5.12.2 Requesting Approval to Substitute a Subcontractor

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5.12.4 Subcontracting

6.1 Materials and Equipment

6.2 Source of Supply and Quality

of Materials

6.2.3 Engineer’s Authorization to Test Materials

6.2.4 Unacceptable Materials

6.3 Substitution of Materials and

Equipment After Bid Opening

6.3.2 Substitution After Contract Award

6.4 Asbestos Containing Materials

6.5 Test Samples

6.6 Material Samples

6.7 Non-Conforming Materials

6.8 Handling Materials

6.9 Storage of Materials

6.10 Property Rights in Materials

6.11 Assignment of Antitrust Claims for Overcharges

for Goods Purchased

7.1 Prosecution of the Work

7.1.4 Working Prior to Notice to Proceed

7.2 Commencement Requirements

7.2.1 Identification of the Superintendent

7.2.2 Proposed Working Hours

7.2.3 Permits and Licenses

7.2.4 Schedule of Prices

7.2.5 Proof of Insurance Coverage

7.3 Insurance Requirements

7.3.1 Obligation of the Contractor

7.3.7 Types of Insurance

7.4 Permits and Licenses

7.5 Normal Working Hours

7.6 Hours of Labor

7.7 Prevailing Wages

7.7.2 Wage Rate Schedule

7.7.5 Posting Wage Rate Schedule

7.8 Failure to Pay Required Wages

7.9 Payrolls and Payroll Records

7.10 Overtime and Night Work

7.10.2 Overtime Notification

7.11 Overtime and Night Payment

for State Inspection Service

7.11.2 Payment for Inspection Services

7.12 Limitations of Operations

7.13 Assignment or Change of Name

Section/Subsection Page

7.13.1 Assignment

7.13.3 Recognition of a Successor in

Interest; Assignment

7.13.4 Change of Name

7.14 Laws to be Observed

ARTICLE 6 - CONTROL OF MATERIALS

AND EQUIPMENT

ARTICLE 7 - PROSECUTION AND

PROGRESS

7.15 Patented Devices, Materials

and Processes

7.16 Sanitary, Health and Safety Provisions

7.17 Protection of Persons and Property

7.17.1 Safety Precautions and Programs

7.17.8 Emergencies

7.18 Archaeological Sites

7.19 Responsibility for Damage Claims;

Indemnity

7.20 Character of Workers or Equipment

7.20.2 Character and Proficiency

of Workers

7.20.3 Insufficient Workers

7.20.4 Equipment Requirements

7.21 Contract Time

7.21.2 Calculation of Contract Time

7.21.3 Modifications of Contract Time

7.21.4 Delay for Permits

7.21.5 Delays Beyond Contractor’s Control

7.21.6 Delays in Delivery of Materials

7.21.7 Delays for Suspension of Work

7.21.8 Contractor Caused Delays

7.21.9 Reduction in Time

7.22 Construction Schedule

7.23 Statement of Working Days

7.24 Suspension of Work

7.24.1 Procedure to be Followed

7.24.2 Partial, Total Suspension of Work

7.24.3 Payment

7.24.4 Claims Not Allowed

7.25 Disputes and Claims

7.25.1 Required Notification

7.25.2 Continued Performance of Work

7.25.4 Requirements for Notice of Claim

7.25.6 Final Statement for Claim

7.25.10 Decision on Claim / Appeal

7.25.11 Payment and Interest

7.25.13 Waiver of Attorney’s Fees

7.26 Failure to Complete the Work on Time

7.26.2 Acceptance of Liquidated Damages

7.26.3 Payments for Liquidated Damages

7.27 Termination of Contract for Cause

7.27.1 Default

7.27.2 Additional Rights and Remedies

7.27.3 Costs and Charges

7.27.4 Erroneous Termination for Cause

7.28 Termination for Convenience

7.28.1 Termination

7.28.2 Contractor’s Obligations

7.28.3 Right to Construction and Goods

7.28.4 Compensation

7.29 Correcting Defects

7.30 Final Cleaning

7.31 Substantial Completion, and

Final Inspection

7.31.1 Substantial Completion

7.31.2 Final Inspection

Section/Subsection Page

7.31.4 Revoking Substantial Completion

7.32 Project Acceptance Date

7.32.2 Protection and Maintenance

7.32.4 Punchlist Requirements

7.32.7 Failure to Correct Deficiencies

7.33 Final Settlement of Contract

7.33.1 Necessary Submissions

7.33.2 Failure to Submit Closing

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Documents

7.34 Contractor's Responsibility for Work;

Risk of Loss

7.35 Guarantee of Work

7.35.2 Repair of Work

7.35.3 Manufacturer’s and Installer’s Guarantee

7.36 Work of and Charges by Utilities

7.37 Right to Audit Records

7.38 Records Maintenance, Retention and Access . 45

ARTICLE 8 - MEASUREMENT AND

PAYMENT

8.1 Measurement of Quantities

8.2 No Waiver of Legal Rights

8.3 Payment for Additional Work

8.3.4 Force Account Method

8.4 Progress and / or Partial Payments

8.4.1 Progress Payments

8.4.3 Partial Payments for Materials

8.5 Prompt Payment

8.5.3 Bona Fide Disputes

8.5.4 Filing Non-Payment Complaint

8.6 Retainage

8.7 Warranty of Clear Title

8.8 Final Payment

8.9 Claims Arising out of Payment for Required Work

Section/Subsection Page

APPENDIX - SAMPLE FORMS

Request for Substitution

Contractor's Bond Forms

Labor and Material Payment

Name of Corporation

Contract 59

Surety [Bid] [Proposal] Bond

Performance Bond - Surety

Performance Bond - Contractor

Labor and Material Payment

Bond - Surety

Bond - Contractor

Contractor Acknowledgment Form

Surety Acknowledgment Form

Certificate of Recycled Content

Value Engineering Change Proposal

Contractor Summary Sheet

Contractor Required Information

Estimate for Field Order or Bulletin

Change Order

Field Order

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1.12 BIDDING DOCUMENTS The advertisement ARTICLE 1 - Definitions “Notice to Contractors”, or invitation to bid, instructions to bidders, proposal requirements, the bid Whenever the following terms or pronouns are used in these form and the proposed Contract Documents including Bidding and Execution of Contract Requirements, and General all addenda issued prior to receipt of Bids.Conditions, or in any contract documents or instruments where

satisfactory, unsatisfactory, sufficient, insufficient,

1.4 ADMINISTRATOR The Public Works rejected or condemned.

Administrator, Department of Accounting and

General Services

1.15 CALENDAR DAY Any day shown on the calendar

beginning at midnight and ending at midnight the

1.5 ADVERTISEMENT A public announcement following day. If no designation of calendar or inviting bids for work to be performed or materials to working day is made, “day” shall mean calendar day.

be furnished.

executed by the Contractor and Comptroller issued to settlement of all claims for direct, indirect and amend the existing contract between the State and the consequential costs, including costs of delays, and Contractor. establishes any adjustments to contract time related to the work covered and affected by one or more field

1.7 BAD WEATHER DAY When weather or other orders, or for change work done or agreed to be done conditions prevent a minimum of four hours of work without issuance of a separate field order. A change with the Contractor’s normal work force on order signed by all the parties to the contract controlling items of work at the site. constitutes a supplemental agreement.

1.8 BENEFICIAL OCCUPANCY The point of project 1.17 COMPLETION See SUBSTANTIAL completion when the State can use the constructed COMPLETION and FINAL COMPLETION.

facility in whole or in part for its intended purpose even though substantial completion may not be

1.18 COMPTROLLER The Comptroller of the State of

achieved. Hawaii, Department of Accounting and General

Services.

1.9 BID See PROPOSAL

bidder from which the State may recover its damages with respect to the project in the event the bidder breaches its promise to enter into a contract with the State and fails to execute the

1.20 CONTRACT The written agreement between the

required bonds covering the work contemplated, if its Contractor and the State of Hawaii by its proposal is accepted. Comptroller, by which the Contractor is bound to furnish all labor, equipment, and materials and to

1.11 BIDDER Any individual, partnership, firm, perform the specified work within the contract time corporation, joint venture, or other legal entity stipulated, and by which the State of Hawaii is submitting, directly or through a duly authorized obligated to compensate the Contractor therefor at the representative or agent, a proposal for the work prices set forth therein. The contract shall include the contemplated. Contract Documents and also any and all amendments and change orders which are required to complete the construction in an acceptable manner.

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1.21 CONTRACT COMPLETION DATE The

calendar day on which all work on the project, required by the contract, must be completed. See CONTRACT TIME and FINAL COMPLETION.

1.22 CONTRACT DOCUMENTS The Contract, Addenda (which pertain to the Contract Documents, Contractor’s Proposal (including Wage Schedule, List of Subcontractors and other documentation accompanying the Bid and any post bid 1.31 documentation submitted prior to the Notice of Award) when attached as an exhibit to the Contract, the Notice to Proceed, the Bonds, these GENERAL CONDITIONS, the SPECIAL CONDITIONS, the Specifications and the Drawings as the same are more 1.32 specifically identified in the Contract together with all written Amendments, Change Orders, Field Orders, a written order for minor changes in the work and Engineer’s written interpretations and clarifications issued on or after the effective date of the Contract.

1.23 CONTRACT PRICE The amount designated on the 1.33

face of the contract for the performance of work including allowances for extra if any.

1.24 CONTRACT TIME The number of working or 1.34

calendar days provided in the contract for completion of the contract, exclusive of authorized time 1.35 extensions. The number of days shall begin running on the effective date in the Notice to Proceed. If in lieu of providing a number of working or calendar days, the contract requires completion by a certain date, the work shall be completed by that date.

1.25 CONTRACTOR Any individual, partnership, firm, corporation, joint venture, or other legal entity 1.36 undertaking the execution of the work under the terms of the contract with the State of Hawaii, and acting directly or through its agents, or employees.

1.37

1.26 DEPARTMENT The Department of Accounting

and General Services, State of Hawaii (abbreviated

DAGS).

1.38

1.27 DRAWINGS (or Plans) The contract drawings in

graphic or pictorial form, which show the design, location, character, dimensions and details of the Work to be done and which shall be a part of the Contract Documents. 1.39

1.28 ENGINEER The Public Works Administrator, or

the authorized person to act in the Administrator’s behalf.

1.29 EQUAL OR APPROVED EQUAL Whenever this

term is used in the drawings or specifications, it shall be interpreted to mean a brand or article, prequalified in accordance with Section 6.3 SUBSTITUTION OF 1.40 MATERIALS AND EQUIPMENT, that may be used in place of the one specified.

1.30 FIELD ORDER A written order issued by the 1.41

Engineer or the Engineer’s authorized representative to the Contractor requiring the contract work to be performed in accordance with a change or changes in the work. A field order may (1) establish a price adjustment and/or time adjustment in an amount the Engineer believes is reasonable for the change; or (2) may declare that the Engineer does not intend to adjust contract time or price for the work; or (3) may request the Contractor to submit a proposal for an adjustment to the contract time and/or price by a certain date.

FINAL COMPLETION The date set by the Comptroller that all work required by the contract and any amendments or changes thereto is in full compliance with the contract.

FORCE ACCOUNT Term used when Work is ordered to be done without prior agreements as to lump sum or unit price cost thereof and is to be billed for at cost of labor, materials and equipment, insurances, taxes, etc., plus an agreed percentage for overhead and profit.

GUARANTEE Legally enforceable assurance of the duration of satisfactory performance of quality of a product or Work

GOODS Materials. §103D-104

HAZARDOUS MATERIALS Any and all radioactive materials, asbestos, polychlorinated biphenyls, petroleum, crude oil, chemicals known to cause cancer or reproductive toxicity, pollutants, contaminants, toxic substances or materials cited in Hazardous Material Laws. Abandoned motor vehicles or parts thereof are not hazardous material.

HOLIDAYS The days of each year which are set apart and established as State holidays pursuant to Chapter 8, Hawaii Revised Statutes.

INSPECTOR The person assigned by the Engineer to make detailed inspections of contract performance and materials supplied for the work.

LAWS All Federal, State, City and County Laws, ordinances, rules and regulations, and standard specifications, including any amendments thereto effective as of the date of the call for sealed bids.

LIQUIDATED DAMAGES The amount prescribed in the General Conditions, Section 7.26 FAILURE TO COMPLETE THE WORK ON TIME to be paid to the State or to be deducted from any payments due or to become due the Contractor for each working day or calendar day (as applicable) delay in completing the whole or any specified portion of the work beyond the Contract Time.

LETTER OF AWARD A written notice from the Comptroller to the successful bidder(s) stating that its proposal has been accepted by the State.

MAJOR UNIT PRICE ITEM A unit price item which, when extended on its estimated quantities in the proposal form, exceeds five percent (5%) of the

-2 total base bid proposal less any allowance and 1.53 SHOP DRAWINGS All drawings, diagrams contingent items included in the proposal.

1.42 NON-CONFORMING WORK Work that does not

fulfill the requirements of the Contract Documents.

1.43 NOTICE TO CONTRACTOR The advertisement

for proposals for all work or materials on which bids are required. Such advertisement will indicate the location of the work to be done or the character of the material to be furnished and the time and place of the opening of proposals.

1.54

1.44 NOTICE TO PROCEED A written notice from the

Engineer to the Contractor advising it of the date on which it is to begin the prosecution of the Work, which date shall also be the beginning of Contract Time.

1.55

1.45 POST CONTRACT DRAWINGS Drawings

issued after the award of the contract for the purpose of clarification and / or changes to the work indicated in the original drawings and which may be made a part of the contract.

1.56

1.46 PROJECT ACCEPTANCE DATE The calendar

day on which the Engineer accepts the project as sufficiently completed in compliance with the contract so that the State can occupy or utilize the Work for its intended use. See SUBSTANTIAL

COMPLETION.

1.57

1.58

1.47 PROJECT CONTRACT LIMITS (or Contract

Zone) The portion of the site as delineated on the drawings which define the Contractor’s primary area of operation for the prosecution of the work. It does not define the exact limits of all construction that may be required under the contract.

1.59

1.48 PROJECT GUARANTEE A guarantee issued by

the Contractor to the State. See GUARANTEE.

1.49 PROPOSAL (Bid) The executed document

submitted by a Bidder in the prescribed manner, in response to a request for proposals or invitation to Bid, to perform at the prices quoted, for the work specified under the contract, within the time prescribed for performance. 1.60

1.50 PROPOSAL FORM The form prepared by the

State on which the written offer or formal bid for the work to be done is submitted by the Bidder. By submitting a bid on the proposal form, a Bidder adopts the language therein as its own.

1.61

1.51 PUNCHLIST A list compiled by the Engineer (or

Contractor) stating work yet to be completed or corrected by the Contractor in order to substantially complete or finally complete the contract requirements.

1.62

1.52 QUESTIONNAIRE The specified forms on which

the bidder shall furnish required information as to its ability to perform and finance the work.

1.63 illustrations, schedules and other data or information which are specifically prepared or assembled by or for Contractor and submitted by Contractor to illustrate some portion of the Work.

SPECIAL CONDITIONS Supplements or modifies the standard clauses of the GENERAL CONDITIONS setting forth conditions or requirements peculiar to the individual project under consideration, which are not thoroughly or satisfactorily covered, described or explained in these

GENERAL CONDITIONS.

SPECIFICATIONS That portion of the Contract Documents consisting of written descriptions for materials, equipment, construction systems, standards, workmanship, directions, provisions and requirements that pertain to the method and manner of performing the work and certain administrative requirements applicable thereto.

STATE The State of Hawaii acting through its authorized representative.

SUBCONTRACT Any written agreement between the Contractor and its subcontractors which contains the conditions under which the subcontractor is to perform a portion of the work for the Contractor.

SUBCONTRACTOR An individual, partnership, firm, corporation, joint venture or other legal entity, as covered in Chapter 444, Hawaii Revised Statutes, which enters into an agreement with the Contractor to perform a portion of the work for the Contractor.

SUBSTANTIAL COMPLETION The status of the project when the Contractor has completed all the work and 1) all utilities and services are connected and working, 2) all equipment is in acceptable working condition, 3) additional activity by the Contractor to correct punchlist items as described herein will not prevent or disrupt use of the work or the facility in which the work is located, and 4) the building, structure, improvement or facility can be used for its intended purpose.

SUPERINTENDENT The employee of the Contractor who is charged with the responsibility of all the Work.

SURETY The qualified individual, firm or corporation other than the Contractor, which executes a bond with and for the Contractor to insure its acceptable performance of the contract.

UNUSUALLY SEVERE WEATHER

Uncommonly harsh weather including but not limited to hurricanes, tornados, tropical storms and tropical depressions, or as otherwise defined in the SPECIAL

CONDITIONS.

WORK The furnishing of all labor, materials, equipment, and other incidentals necessary or convenient for the successful completion of the

-3 project and the execution of all the duties and obligations imposed by the contract.

1.64 WORKING DAY A calendar day, exclusive of

Saturdays, Sundays and State-recognized legal holidays for the month in question.

ABBREVIATIONS

HAR Hawaii Administrative Rules

HRS Hawaii Revised Statutes

VECP Value Engineering cost Proposal

DOTAX State Department of Taxation

IRS Internal Revenue Service

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BIDDING AND EXECUTION OF

CONTRACT REQUIREMENTS

ARTICLE 2 - Proposal

Requirements and Conditions

2.1 QUALIFICATION OF BIDDERS Prospective

bidders must be capable of performing the work for which bids are invited, and must be capable of entering into a public contract of $25,000 or more.

2.1.1 Notice of Intention to Bid

2.1.1.1 In accordance with Section 103D-310, Hawaii

Revised Statutes, and Section 3-122-108, Hawaii Administrative Rules, a written notice of intention to bid must be filed for the construction of any public building or public work when the bid is $25,000 or more. A written notice of intention to bid need not be filed for the mere furnishing and installing of furniture, equipment, appliances, material and any combination of these items when a Contractor's license is not required under Chapter 444 of the Hawaii Revised Statues, as amended, and the rules and regulations of the Contractor's License Board.

2.1.1.2 The written notice must be addressed to the

Comptroller, State of Hawaii, who is the officer charged with letting the contract. The words, “INTENTION TO BID” must be clearly written or typed on the face of the envelope containing the written notice of intention to bid. The notice may be faxed, hand carried or mailed to the office indicated in the Notice to Contractors. Submitting the intention to bid via fax is acceptable only to the Oahu office.

2.1.1.3 The written notice must be received by the

office(s) indicated in the Notice to Contractors no later than 2:00 p.m. on the 10th calendar day prior to the day designated for opening bids. If the 10th calendar day prior to the day designated for opening bids is a Saturday, Sunday, or legal State holiday, then the written notice must be received by the Department no later than 2:00 p.m. on the last working day immediately prior to said Saturday, Sunday, or legal State holiday. The written notice will be time stamped when received by said office. The time designated by the time stamping device in said office shall be official. If the written notice is hand carried, then the bearer is responsible to ensure that the notice is time stamped by said office. If the notice is faxed, the time of receipt by the Department fax machine shall be official.

2.1.1.4 It is the responsibility of the prospective bidder to ensure that the written notice of intention to bid is received in time and the Department assumes no responsibility for failure of timely delivery caused by the prospective bidder or by any method of conveyance chosen by the prospective bidder.

2.1.1.5 If two (2) or more prospective bidders desire to

bid jointly as a joint venture on a single project, they must file an affidavit of joint venture with their notice of intention to bid. Such affidavit of joint venture will be valid only for the specific project for which it is filed. No further license is required when all parties to the joint venture possess current and appropriate contractor’s licenses. Joint ventures are required to be licensed in accordance with Chapter 444 of the Hawaii Revised Statutes, as amended, and the rules and regulations of the Contractor’s License Board when any party to the joint venture agreement does not hold a current or appropriate contractor's license. The joint venture must register with the office of the Director of Commerce and Consumer Affairs in accordance with Chapter 425 of the Hawaii Revised Statutes, as amended.

2.1.1.6 No persons, firm or corporation may bid where (1)

the person, firm, or corporation, or (2) a corporation owned substantially by the person, firm, or corporation, or (3) a substantial stockholder or an officer of the corporation, or (4) a partner or substantial investor in the firm is in arrears in any payment owed to the State of Hawaii or any of its political subdivisions or is in default of any obligation to the State of Hawaii or to all or to any of its political subdivisions, including default as a surety or failure to perform faithfully and diligently any previous contract with the Department.

2.1.1.7 The Comptroller may, in accordance with Section

103D-310 Hawaii Revised Statutes, require the prospective Bidder to submit answers to questions contained in the

STANDARD QUALIFICATION QUESTIONNAIRE FOR

PROSPECTIVE BIDDERS ON PUBLIC WORKS

CONTRACTS, on the form provided by the Department, properly executed and notarized, setting forth a complete statement of the experience of such prospective Bidder and its organization in performing similar work and a statement of the equipment proposed to be used, together with adequate proof of the availability of such equipment, at least two (2) working days prior to the time advertised for the opening of bids. If the information in the questionnaire proves satisfactory, the Bidder’s proposal will be received. All information contained in the answers to the questionnaire shall be kept confidential. The questionnaire will be returned to the Bidder after it has served its purpose.

2.1.1.8 If upon review of the Questionnaire, or otherwise, the Bidder appears not fully qualified or able to perform the intended work, the Comptroller shall, after affording the Bidder an opportunity to be heard and if still of the opinion that the Bidder is not fully qualified to perform the work, refuse to receive or to consider any bid offered by the prospective Bidder.

2.1.1.9 Failure to complete and submit the

prequalification questionnaire by the designated deadline will be sufficient cause for the Department to disqualify a prospective Bidder.

2.1.2 Tax Clearance § 103D -328 HRS)

2.1.2.1 Contractors are required to provide both state and

federal tax clearances as a prerequisite to entering into a public contract of $25,000 or more. To meet this requirement, all Bidders shall submit valid tax clearances with their bid proposals when the bid is $25,000 or more. An additional tax clearance will be required before final payment can be made.

2.1.2.2 Tax clearances may be obtained by completing the

Tax Clearance Application (Form A-6) and submitting it to the Hawaii State Department of Taxation (DOTAX) or the

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Internal Revenue Service (IRS). The application may be 2.1.3 Wrongful Refusal to Accept a Bid - In the event the obtained from the DOTAX, the IRS, or the Public Works Division, Kalanimoku Building, Room 422, 1151 Punchbowl Street, Honolulu, Hawaii. The application may be mailed in or walked in to either the DOTAX or the IRS. Both tax agencies encourage the use of their mail-in process, which should be completed within twenty-one (21) calendar days.

Tax clearance certificates will be issued to the applicant upon determination that the applicant has filed all tax returns due, and has paid all amounts owing on such returns, including penalty and interest.

2.1.2.3 Only original tax clearance certificates or certified copies will be accepted for this purpose. Failure to submit the required tax clearance certificates may be sufficient grounds for the Department to refuse to receive or consider the prospective bidder's proposal.

2.1.2.4 Tax clearance certificates are valid for six (6)

months. The six-month period will begin with the later approval date stamped on the tax clearance. An original copy of a tax clearance that bears an original green certified copy stamp will be accepted by the Department for final payment.

The period of validity is two months.

2.1.2.5 The tax clearances submitted with the bid

proposals must be valid on the solicitation’s first legal advertisement date or any date thereafter up to the bid opening date. Valid tax clearances submitted with the proposal will remain valid for the contract award and encumbrance.

2.1.2.6 Any person, firm or corporation that is not

presently doing business in the State of Hawaii and submits a Notice of Intention to Bid must submit along with said Notice of Intention to Bid a certified letter stating that said person, firm or corporation is not doing business in the State of Hawaii and is not in default of any obligations due to the State or any of its political subdivisions.

2.1.2.7 If a business cannot obtain a tax clearance

certificate because of tax delinquencies, it may submit a “special letter” from DOTAX and/or the IRS. The “special letter” may only be obtained if (1) the business has an existing installment agreement with the tax agency, or (2) the delinquency is the subject of an administrative or judicial appeal. The bidder is cautioned that the “special letter” from the IRS must be certified by DOTAX. All conditions applied to tax clearance certificates for this purpose are applicable to these “special letters”. Instructions to obtain the “special letter” are available from each respective tax agency.

2.1.2.8 Various combinations of tax clearance certificates

and “special letters” are acceptable for this purpose as follows:

(a) Tax clearance certificate signed by both tax agencies;

(b) Individual tax clearance certificates from each tax agency, respectively;

(c) Tax clearance certificate from one tax agency and a “special letter” from the other tax agency;

(d) “Special letters” from both tax agencies.

Comptroller, for any reason, wrongfully refuses to accept what would otherwise be a responsive and responsible lowest bid, the exclusive remedy for such lowest bidder shall be the recovery of the reasonable actual costs of preparing the bid. No other bidder shall have any claim for damages. Refer to 2.13

PROTEST.

2.2 INTERPRETATION OF QUANTITIES IN BID

SCHEDULE

2.2.1 When quantities for individual items of work are

listed in the proposal form for which respective unit prices are asked, said quantities are estimated or approximate and are to be used by the Department only for the purpose of comparing on a uniform basis bids offered for the work. The Department does not, expressly or by implication, agree that the actual quantity of work will correspond therewith.

2.2.2 After determining the low bidder by comparison of

bids submitted in accordance with the proposal form and Section 3.1 CONSIDERATION OF PROPOSALS;

CANCELLATION in these specifications, the quantities of unit price items of work may increase or decrease.

2.2.3 On unit price bids, payment will be made only for the

actual number of units incorporated into the finished project at the unit price bid, subject to Section 4.7 VARIATIONS IN

ESTIMATED QUANTITIES.

2.3 CONTENTS OF PROPOSAL FORMS

2.3.1 Prospective bidders will be furnished with proposal

forms giving the location, description, and the contract time of the work contemplated for which a lump sum bid price is asked or containing a schedule of items, together with estimated quantities of work to be performed and materials to be furnished, for which unit bid prices and/or lump sum bid prices are asked.

2.3.2 All papers bound with or attached to the proposal

form shall be considered a part thereof and shall not be detached or altered when the proposal is submitted.

2.3.3 The drawings, specifications and other documents

designated in the proposal form, will also be considered a part thereof whether attached or not.

2.3.4 By submitting a bid on the proposal form, a bidder

accepts the language therein as its own.

2.4 THE SITE AND PROPOSED CONTRACT

DOCUMENTS

2.4.1 The Bidder shall examine carefully the Project Site

contemplated and the proposal, drawings, specifications, supplemental specifications, SPECIAL CONDITIONS, and any documents or items referenced therein and contract and bond forms therefore. The submission of a bid shall be considered as a warranty that the Bidder has made such examination and is informed of the conditions to be encountered in performing the Work and of the requirements of the drawings, specifications, supplemental specifications, SPECIAL CONDITIONS and any documents and items referenced therein, and contract and bonds.

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2.5 ADDENDA AND BID CLARIFICATIONS

2.5.1 The terms and requirements of the bid documents (i.e.

drawings, specifications and other bid and contract documents) cannot be changed prior to the bid opening except by a duly issued addenda or bid clarification.

2.5.2 The Department may alter, increase or decrease the

scope of the work or the contract time, provisions and conditions by issuing a written addendum which sets forth such alterations, increase or decrease.

2.5.3 Bid Discrepancy - If a bidder discovers what it

considers to be a discrepancy, ambiguity, omission or doubt as to the meaning of drawings, specifications and any other bid or contract documents, the bidder shall request in writing no later than 14 days before the bids are opened.

2.5.4 Addenda to the bid documents will be provided to all

prospective bidders at the respective offices furnished for such purposes. Each addendum shall be an addition to the Contract Documents.

2.5.5 Upon providing an addenda, all bidders shall be

deemed to be on notice of the information therein whether or not the addendum or bid clarification is actually received. All addenda and bid clarifications so issued shall become part of the Contract Documents.

2.5.6 No claim for additional compensation and/or time for

performance will be allowed if the Contractor discovered, or in the exercise of reasonable care, should have discovered a discrepancy, ambiguity, omission or doubt for which an interpretation was not requested.

2.6 SUBSTITUTION OF MATERIALS AND

EQUIPMENT BEFORE BID OPENING

2.6.1 Brand names of materials or equipment are specified

or shown on the drawings to indicate a quality, style, appearance or performance and not to limit competition. The Bidder shall base its bid on one of the specified brand names unless alternate brands are qualified as equal or better in an addendum. Qualifications of such proposed alternate brands shall be submitted in writing and addressed to the Public Works Administrator. The face of the envelope containing the request must be clearly marked “SUBSTITUTION REQUEST”.

The request may be hand carried to the Public Works Division, 4th Floor of the Kalanimoku Building, Room 426, 1151 Punchbowl Street or mailed to the Public Works Division, P.O.

Box 119, Honolulu, Hawaii 96810. In either case, the written request must be received by the Public Works Division no later than the time and date specified in the SPECIAL CONDITIONS. The written request will be time stamped by the Public Works Division. For the purpose of this section, the time designated by the time stamping device in the Public Works Division shall be official. If the written request is hand carried, the bearer is responsible to ensure that the request is time stamped by the Public Works Division.

2.6.2 Submit three (3) sets of the written request, technical brochures, and a statement of variances. Refer to the Appendix for the Sample “Request for Substitution.”

2.6.3 Statement of Variances - The statement of variances

must list all features of the proposed substitution which differ from the drawings, specifications and / or product(s) specified and must further certify that the substitution has no other variant features. The brochure and information submitted shall be clearly marked showing make, model, size, options, etc., and must include sufficient evidence to evaluate each feature listed as a variance. A request will be denied if submitted without sufficient evidence. If after installing the substituted product, an unlisted variance is discovered, Contractor shall immediately replace the product with a specified product all at no cost to the State

2.6.4 Substitution Denial - Any substitution request not

complying with the above requirements will be denied.

Substitution requests sent to other agencies and received by the Public Works Division after the deadline above will be denied.

2.6.5 An addendum shall be issued to inform all prospective

bidders of any accepted substitution in accordance with Section

2.5 ADDENDA AND BID CLARIFICATIONS.

2.6.6 For substitutions of materials and equipment after

issuance of the Letter of Award, refer to Section 6.3

SUBSTITUTION OF MATERIALS AND EQUIPMENT

AFTER BID OPENING.

2.7 PREPARATION OF PROPOSAL

2.7.1 The Bidder’s proposal must be submitted on the

proposal form furnished by the Department. The proposal must be prepared in full accordance with the instructions thereon.

The Bidder must state, both in words and numerals, the lump sum price or total sum bid at which the work contemplated is proposed to be done. These prices must be written in ink or typed. In case of a discrepancy between the prices written in words and those written in figures, the words shall govern over the figures. The Bidder shall sign the proposal in the spaces provided with ink. By submitting a bid, the Bidder adopts the language of the proposal as its own.

2.7.2 If the proposal is made by an individual, the person’s

name and post office address must be shown in the space provided. If made by a partnership the name and post office address of each member of the partnership must be shown and the proposal signed by all partners or evidence in the form of a partnership agreement must be submitted showing the authority of the partner to enter, on behalf of said partnership, into contract with the State. If made by a corporation the proposal must show the name, titles, and business address of the president, secretary and treasurer and also evidence in the form of a corporate resolution must be submitted showing the authority of the particular corporate representative to enter on behalf of said corporation into contract with the State. If made by a joint venture the name and post office address of each member of the individual firm, partnership or corporation comprising the joint-venture must be shown with other pertinent information required of individuals, partnerships or corporations as the case may be. The proposal must be signed by all parties to the joint-venture or evidence in the form of a Joint-Venture Agreement must be submitted showing the authority of the joint-venture’s representative to enter on behalf of said joint-venture into contract with the State.

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2.7.3 Pursuant to the requirements of Section 103D-302, HRS, each Bidder shall include in its bid the name of each person or firm to be engaged by the Bidder on the project as joint contractor or subcontractor indicating also the nature and scope of work to be performed by such joint contractor and/or subcontractor and their respective contractor’s license number.

A joint contractor or subcontractor performing less than or equal to one percent of the total bid amount is not required to be listed in the proposal. The Bidder shall be solely responsible for verifying that their joint contractor or subcontractor has the proper license at the time of the submitted bid.

2.8 BID SECURITY §3-122-223(d) HAR

2.8.1 Subject to the exceptions in Section 3-122-223(d)

HAR, all lump sum bids of $25,000 and higher, or lump sum base bids including alternates of $25,000 and higher, that are not accompanied by bid security are non-responsive. Bid security shall be one of the following: §3-122-222(a) HAR

2.8.1.1 Surety bid bond underwritten by a company

licensed to issue bonds in this State which shall be substantially in the form of the Surety Bid Bond form in the Appendix; or

2.8.1.2 Legal Tender; or

2.8.1.3 Certificate of Deposit; Credit Union share

certificate; or cashier’s, treasurer’s, teller’s or official check drawn by, or a certified check accepted by, and payable on demand to the State by a bank, a savings institution, or credit union insured by the Federal Deposit Insurance Corporation or the National Credit Union Administration.

(a) These instruments may be utilized only to a maximum of $100,000.

(b) If the required security or bond amount totals over $100,000, more than one instrument not exceeding $100,000 each and issued by different financial institutions shall be accepted.

(c) CAUTION - Bidders are cautioned that certificates of deposit or share certificates with an early withdrawal penalty must have a face value sufficient to cover the maximum penalty amount in addition to the proposal guaranty requirement. If the certificate is made out to two names, the certificate must be assigned unconditionally to the Comptroller.

2.8.2 Unless otherwise stated, the bid security shall be in an amount equal to at least five percent (5%) of the lump sum bid or lump sum base bid including alternates or in an amount required by the terms of the federal funding, where applicable.

2.8.3 If the Bidder is a corporation, evidence in the form of a corporate resolution, authorizing the corporate representative to execute the bond must be submitted with the proposal. (See sample in Appendix.) If the Bidder is a partnership, all partners must sign the bond or evidence in the form of a partnership agreement must be submitted showing the authority of the partner.

2.8.4 If the Bidder is a joint -venture, all parties to the joint venture must sign the bond; provided, that one party to the joint-venture may sign on behalf of the joint-venture if evidence in the form of a joint-venture agreement or power of attorney, is submitted showing the authority of the signatory to sign the bond on behalf of the joint-venture.

2.8.5 In the case where the award will be made on a group

or item basis, the amount of bid security shall be based on the total bid for all groups or items submitted.

2.8.6 Bidders are cautioned that surety bid bonds which

place a limit in value to the difference between the bid amount and the next acceptable bid, such value not to exceed the purported amount of the bond, are not acceptable. Also, surety bid bonds which place a time limit on the right of the State to make claim other than allowed by statutes or these GENERAL CONDITIONS are not acceptable. Bidders are hereby notified that a surety bid bond containing such limitation(s) is not acceptable and a bid accompanied by such surety bid bond will be automatically rejected.

2.9 DELIVERY OF PROPOSALS - The entire proposal

shall be placed together with the bid security, in a sealed envelope no smaller than 9-1/2" x 12" so marked as to indicate the identity of the project, the project number, the date of bid opening and the name and address of the bidder and then delivered as indicated in the Notice to Contractors. Bids which do not comply with this requirement may not be considered.

Proposals will be received up to the time fixed in the public notice for opening of bids and must be in the hands of the official by the time indicated. The words “SEALED BID” must be clearly written or typed on the face of the sealed envelope containing the proposal and bid security.

2.10 WITHDRAWAL OR REVISION OF PROPOSAL

- may be modified prior to the deadline to submit the offers by any of the following documents.

2.10.1 Withdrawal of Proposals:

2.10.1.1 A signed, written notice received in the office

designated in the solicitation; or

2.10.1.2 A written notice faxed to the office designated in

the solicitation; or

2.10.1.3 A telegraphic message received by telephone by

the office designated in the solicitation from the receiving telegraph company office, provided the telegraph company confirms the telephone message by sending a written copy of the telegram showing that the message was received at such office prior to the time and date set for the opening.

2.10.2 Modification of Proposals:

2.10.2.1 A written notice received in the office designated

in the solicitation, stating that a modification to the offer is submitted; and

2.10.2.2 The actual modification sealed securely in a

separate envelope or container, accompanying the written notice.

2.11 PUBLIC OPENING OF PROPOSALS - Proposals

will be opened and read publicly at the time and place indicated

-8 in the Notice to Contractors. Bidders, their authorized agents and other interested parties are invited to be present.

2.12 DISQUALIFICATION OF BIDDERS - Any one or

more of the following causes will be considered as sufficient for the disqualification of a Bidder and the rejection of its proposal or proposals:

2.12.1 Non-compliance with Section 2.1 QUALIFICATION

OF BIDDERS.

2.12.2 Evidence of collusion among bidders.

2.12.3 Lack of responsibility and cooperation as shown by

past work such as failing to complete all of the requirements to close the project within a reasonable time or engaging in a pattern of unreasonable or frivolous claims for extra compensation.

2.12.4 Being in arrears on existing contracts with the State of Hawaii, or having defaulted on a previous contract with the State of Hawaii.

2.12.5 Lack of proper equipment and/or sufficient experience

to perform the work contemplated, as revealed by the Standard Questionnaire and Financial Statement for Bidders.

2.12.6 No contractor’s license or a contractor’s license which does not cover type of work contemplated.

2.12.7 More than one proposal for the same work from an

individual, firm, partnership, corporation or joint venture under the same or different name.

2.12.8 Delivery of bids after the deadline specified in the

advertisement calling for bids.

2.12.9 Failure to pay, or satisfactorily settle, all bills overdue for labor and materials of former contracts in force at the time of issuance of proposal forms.

2.12.10 Debarment or suspension pursuant to the provisions

of Chapters 103D, 104 and 444, Hawaii Revised Statutes, as amended.

2.13 PROTEST

2.13.1 Protests shall be adjudicated in accordance with

§103D-701, HRS and as amended.

2.13.2 No Protest based upon the contents of the solicitation shall be considered unless it is submitted in writing to the Comptroller, State of Hawaii prior to the date set for the receipt of proposals.

2.13.3 A protest of an award or proposed award pursuant to

§103D-302 or §103D-303, HRS, shall be submitted in writing to the Comptroller within five (5) working days after the posting of the award of the Contract.

2.13.4 In addition to any other relief, when a protest is

sustained and the protestor should have been awarded the contract under the solicitation but is not, then the protestor shall be entitled to the actual costs reasonably incurred in connection with the solicitation, including bid or proposal preparation costs but not attorney’s fees.

ARTICLE 3 - Award and Execution of Contract

3.1 CONSIDERATION OF PROPOSALS;

CANCELLATION - After the proposals are opened and read, the figures will be extended and/or totaled in accordance with the…