Golf Course Clock Bid 2024.pdf

City of St. Clair Shores

1st Tee 4 Post Clock

BID SPECIFICATIONS

1. Purpose

The City of St. Clair Shores is seeking proposals from experienced and qualified businesses to provide bids for the sale and delivery of a New Golf Course Street Clock. The clock must be a maximum height of 12 Feet 7 inches with 4 LED backlit dials and 24 inches in diameter. Clock must have a cast aluminum post, aluminum head and decoration with east access and spun aluminum bezels. Street clock movement must be standard 4-way pulse movement. Clock motor must be a permanently lubricated motor rotor bearings and totally sealed shaft bearings, cast aluminum gear box with permanently lubricated worm gear reducers. Clock must have 4 custom headers, one of which is located above each dial, and will be provided with the wording of the customers choice. Four custom bottom panels, one of which is located beneath each dial with the wording of the customers choice. The street clock faces must be white acrylic dials [1/4 inch thick] with protective high impact Lexan covers to be provided. A clock controller must be supplied for changing Daylight Savings Time and 10 year battery back-up to reset after any power outage. Clock must have a 3 year Limited Warranty. Bids shall include all charges for delivery, packing, crating, government fees, etc. unless otherwise stated in bid document. General delivery hours are 6:00 a.m. to 2:00 p.m. Contact person: Matt Crippen, (586) 294-2000 Ext.2.

Specifications may be obtained at www.bidnet.com. All bids must be submitted in accordance with the bid specifications. A public viewing copy is available at the Office of the City Clerk.

Responses to this proposal should be addressed as indicated on the cover letter and be received no later than Friday, March 22, 2024 at 10:00 a.m. Questions regarding this document may be addressed to Matt Crippen, Golf Course Operations Manager, at (586) 294-2000 ext. 2 or via e-mail to crippenm@scsmi.net no later than Thursday, March 21st, 2024 at 4pm.

2. Background Information

The city of St. Clair Shores is currently renovating the 1st tee and the addition of a 4 post clock is to be part of the renovation.

3. SUBMISSION AND RECEIPT OF BIDS

Sealed proposals will be received at the Office of the City Clerk, City of St. Clair Shores MI, 27600 Jefferson Avenue, St. Clair Shores, Michigan 4801-2093, up to 10:30 a.m., local time, Friday, March 22nd, 2024, at which time they will be publicly opened and read. NO LATE

BIDS WILL BE ACCEPTED.

Bids may be submitted via a delivery (mail) service or in person. For bids submitted in person, the white drop box in back of City Hall, 27600 Jefferson Ave., will be utilized to receive bids.

mailto:crippenm@scsmi.net

Bids may be delivered to this drop box either in person or through a delivery (mail) service.

The envelope for all bids must be clearly marked with the Project Name and addressed to the City Clerk.

All bids must be received by the City Clerk’s Office no later than 10:30 a.m. on Friday, March 22, 2024 in order to be considered. Bidders are encouraged to submit bids early to ensure they are received on time. You can contact the City Clerk’s Office at (586) 447-3303 for any questions regarding the bid procedure. NO LATE BIDS WILL BE ACCEPTED.

A complete bid tabulation will be posted after the opening to the Michigan Intergovernmental Trade Network (MITN) website.

4. RESPONSIVE BIDS

All pages and the information requested herein shall be furnished completely in compliance with instructions. The manner and format of submission is essential to permit prompt evaluation of all bids on a fair and uniform basis. Unless otherwise specified, the City reserves the right to accept any item in the bids. Bidders may submit bids on any item or group of items, provided however, that the unit prices are shown as required. Accordingly, the City reserves the right to declare as non-responsive, and reject any incomplete bid if material information requested is not furnished, or where indirect or incomplete answers or information is provided. Alterations to the written requirements will negate any response.

5. OFFICIAL DOCUMENTS

The City shall accept NO CHANGES to the Bid document made by the Bidder unless those changes are set out in the “Exceptions” provision of the Authorized Version of the bid document. It is the Bidder’s responsibility to acquire knowledge of any changes, modifications or additions to the Authorized Version of the bid document. Any Bidder who submits a bid and later claims it had no knowledge of any changes, modifications or additions made by the City to the Authorized Version of the bid document, shall be bound by the bid, including any changes, modifications or additions to the Authorized Version. If a bid is awarded to a Bidder who claims that it had no knowledge of changes, modifications or additions made by the City to the Authorized Version of the bid, and that Bidder fails to accept the bid award, the City may pursue costs and expenses to re-bid the item from the Bidder. The Authorized Version of the bid document shall be that bid document appearing on the Bidnet website with amendments and updates.

The City of St. Clair Shores officially posts bids on Binet.com and has official copies available at the Office of the City Clerk. Copies of bid documents obtained from any other source are not considered official copies. Only those bidders who obtain bid documents from the Bidnet system are guaranteed access to receive addendum information, if such information is issued. It is recommended that you register on the Bidnet site to obtain an official copy.

6. INTERPRETATION OF BID AND/OR CONTRACT DOCUMENTS

All inquiries shall be made within reasonable time prior to the stated deadline in order that a written response in the form of an addendum, if required, can be processed before bids are opened. Inquiries received that are not made in a timely fashion may or may not be considered.

7. ADDENDA AND EXPLANATIONS

Explanations desired by Bidders shall be requested of the Owner, and if explanations are necessary, a reply will be made in the form of an Addendum. A copy of which will be posted to the MITN website. Registering (no cost available) for the site can be done at www.mitn.info. Every request for such explanation shall be made to Matt Crippen, Golf Course Manager, at (586) 294-2000 x2.

8. SPECIFICATIONS

Unless otherwise stated by bidder, the bids will be considered as being in strict accordance the City’s applicable standard specifications, and any special specifications outlined in the bid document. Reference to a particular trade name, manufacturer’s catalogue, or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City, and should not be construed as excluding bids on other types or materials, equipment and supplies unless otherwise stated. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid. The City reserves the right to determine if product/equipment/service being bid is equal to the specified product/equipment/service requested.

9. ALTERNATE BIDS

Bidders are cautioned that any alternate bid, unless requested by the City, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements for this bid, may be considered non-responsive, and at the opinion of the City, may result in rejection of the bid.

10. PRICING

Prices shall be stated in units of quantity specified in the Bid Document. In case of a discrepancy in computing the amount of the bid, the unit price bid will govern.

http://www.mitn.info/

11. QUANTITIES

All quantities stated, unless indicated otherwise are estimates and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

12. DELIVERY

Bids shall include all charges for delivery, packing, crating, etc. unless otherwise stated in the bid document. General delivery hours are 6:00 a.m. to 2:00 p.m.

13. TAXES, TERMS, AND CONDITIONS

The City of St. Clair Shores is exempt from Federal Excise and State Sales Tax.

14. AWARD

The bid shall be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the City, price and other factors considered.

The City reserves the right to accept or reject any or all bids, in part or whole and to waive informalities and minor irregularities in bids received. Unless otherwise specified in the bid document the City reserves the right to accept any item in the bid on an individual basis.

Bidders may submit bids on any item or group of items provided unit prices are clearly shown and notation is made on the bid document clearly indicating Bidder’s intent.

15. WITHDRAWL OF BIDS

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening except the successful company whose prices shall remain firm for the entire contract period. In case of error by the bidder in making up a bid, the City may, by discretion, reject such a bid upon presentation of a letter by the Bidder which sets forth the error, the cause therefor, and sufficient evidence to substantiate the claim.

16. DEFAULT CONDITIONS

In case of default by the contractor, the City of St. Clair Shores may procure the articles or services from other sources and hold the bidder responsible for any excess cost associated thereby. In case of error by the bidder relating to a Contract, the City may, by discretion, upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder; such error may be subject to default conditions.

17. INFRINGEMENTS AND INDEMNIFICATONS

The bidder, if awarded a contract, agrees to protect, defend, and save the City and the cooperative members listed herein, its officials, employees, departments and agents harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against if for; or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees or agents; from liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.

18. GENERAL

The City of St. Clair Shores is seeking bids to establish contract pricing on turf maintenance supplies.

19. EXCEPTIONS/DEVIATIONS

These specifications may reference specific brands in order to establish minimum acceptable standards. Such references are not intended to eliminate any manufacture from the bidding process. Compliance with “spirit of the specification” is not acceptable.

Deviations shall be clearly called out in writing and explained on the bid form (attached hereto). Failure to follow these instructions may cause for the elimination of the bidders proposal from consideration. Deviations may be permitted if determined to be in the best interest of the City. The City of St. Clair Shores will make the sole determination whether an alternate is equivalent to the product specified.

20. ORDER PLACEMENT AND DELIVERY

Materials shall be delivered within seven (7) days of telephone order. Failure to deliver materials within the stated time frame shall constitute sufficient cause for cancellation of contract or purchase order at the option of the City, in which case the City may procure product from a second low bidder or from any vendor in the open market.

21. TERMS

All prices are to be fixed and firm at the amounts listed below for the period beginning upon award of the bid through September 1, 2024. Prices will be quoted Free On Board Delivered.

22. INSURANCE

Workman’s Comp & Vehicle insurance as required by State law. The City Shall be included as additional named insured on this Owners & Contractors Protective policy. Please indicate the amount of coverage you carry:

BID FORM

Company: _________________________________________________________________

Address: _________________________________________________________________

Contact Name: ________________________________ Signed: __________________________

Phone No.: ________________________________ Date: __________________________

Total Cost to include Product, Delivery, and Installation = ___________________

Exceptions/Deviations:

COMPETENCY AND EXPERIENCE OF THE BIDDER

Please list the municipalities/companies for which your company has provided similar products or services. Municipal references are preferred.

1) Agency: _________________________________________________________________

Year: _________________________________________________________________

Contact Name: _________________________________________________________________

Contact Phone No.: _________________________________________________________________

2) Agency: _________________________________________________________________

Year: _________________________________________________________________

Contact Name: _________________________________________________________________

Contact Phone No.: _________________________________________________________________

3) Agency: _________________________________________________________________

Year: _________________________________________________________________

Contact Name: _________________________________________________________________

Contact Phone No.: _________________________________________________________________

CONTRACT

The Proposal of ________________________________ (hereinafter called “Bidder”) to the City of St.

Clair Shores, Macomb County, Michigan (hereinafter called “Owner”).

The Bidder, in compliance with the Advertisement for Bids for the performance of the Golf Course Clock, having examined the specifications with related documents, and being familiar with all of the proposed products, herby proposes to furnish all materials and supplies in accordance with the Contract Documents within the time set forth therein, and at the prices stated. These prices are to cover all expenses incurred in performing the work required under the Contract Documents, of which this proposal is part.

The Bidder affirms that in making such a Proposal neither he nor the company that he may represent nor anyone on behalf of him or the company directly has entered into any combination or collusion, undertaking or agreement, with any bidder or bidders to maintain the prices of said products, or any compact to prevent any other bidder or bidders from bidding on said contract, and further affirms that such proposal is made without regard or reference to any other bidder or proposal and without any agreement or understanding or combination either directly or indirectly with any other person or persons with reference to such bidding in any way or manner whatsoever.

The Bidder herby confirms that all owners and employees of his-her company are legally eligible to work in the State of Michigan and in the United States of America. The Bidder confirms that his/her company has received Social Security numbers from all employees and have confirmed to the best of his/her abilities and obligations that such employees are in compliance with both State and Federal Laws with respect to their immigration status.

The Bidder agrees that this bid shall be good and may not be withdrawn for a period of thirty (30) calendar days after the scheduled closing time for receiving bids.

The Bidder acknowledges receipt of the following addenda:

• NO. ____________ DATED: ____________

• NO. ____________ DATED: ____________

Dated and signed this __________________________ day of ___________________________, 20_____

Name of Business: _____________________________________________________________________

Name of Bidder: _______________________________________________________________________

Signature: ____________________________________________________________________________

Title of Signature: ______________________________________________________________________

Business Address of Bidder: ___________________________________________________________

Telephone No.: ____________________________

Email Address: ___________________________