Grand Traverse County Civic Center Park South Building Renovation and Expansion Project.pdf

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Memorandum

Grand Traverse County Facilities Management

1213 W Civic Center Dr.

Traverse City, MI 49686

(231) 922-4511 jchase@gtcountymi.gov

TO: Prospective Bidders

DATE: October 8, 2025

FROM: John Chase, Director of Parks and Facilities

SUBJECT: Request For Bid for Design/Build services for expansion of the South building at Civic Center Park (1213 W. Civic Center Drive, Traverse City)

Grand Traverse County invites sealed bids from qualified, licensed, and insured firms for design/build services to:

• Expand the South building at Civic Center Park in the Grand Traverse County Civic Center in Traverse City. Interested firms must furnish design, architectural, engineering, permit management, bid management, and construction management services to deliver a complete, code-compliant, building expansion.

This project includes an alternate to provide support for a separate and related project on the same property:

• Necessary permitting, land clearing, tree removal or protection, post-construction landscape restoration, site, and turf restoration for a 19,000 sq ft. pump track being constructed at the NW corner of Civic Center Park. Selected contractor will need to coordinate the above activities with the pump track installer.

The single-story South building currently houses two restrooms, and vestibule, and a storage/program space. The expansion project will renovate and expand the restrooms, eliminating the vestibule, and extending the building to add a 2+ bay garage to be used for grounds equipment storage.

Attached to this letter is an Invitation to Bid and Bid Form to provide interested parties with information to enable them to prepare and submit bids for a contract award.

The County reserves the right to consider bids or modifications received at any time before award is made, if such action is in the best interest of the County. The County also reserves the right to reject any and all bids received as a result of this request, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the County. The County does not intend to award a contract solely on the

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The completed bid forms must be submitted no later than Wednesday, November 5, 2025, at 12:00 pm electronically via MITN Bidnet.

Attachments:

1. Instructions to Bidders

2. Specifications

3. Bid Form

4. Miscellaneous Bidding Information

REQUEST FOR BID

Mandatory Pre-Bid: Friday, October 17, 2025, 8:30 am, Civic Center Park, 1213 W. Civic Center Drive, Traverse City, MI 49686

Due: Wednesday, November 5, 12:00 pm

Issued by

Grand Traverse County Parks and Facilities Management

1213 W. Civic Center Dr.

Traverse City, MI 49686

POINT OF CONTACT

Contract Administration: John Chase, Director of Parks and Facilities jchase@gtcountymi.gov

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INSTRUCTIONS TO BIDDERS

GENERAL INFORMATION

1-1 Purpose

Grand Traverse County invites sealed bids from qualified, licensed, and insured firms for design build services to expand the South building at Civic Center Park in Traverse City.

Interested firms must furnish design, architectural, engineering, permit management, construction bid management, and construction management services to deliver a complete, functional, and cost-effective facility that meets the operational and community needs of Civic Center Park.

This project also includes an alternate to provide support for a separate and related project on the same property:

1-2 Contract Award

The contract that may be entered into will be that which is most advantageous to the County, price and other factors considered. The County reserves the right to consider bids or modifications received at any time before award is made, if such action is in the best interest of the County.

1-3 Rejection of Bids

The County reserves the right to reject any and all bids received as a result of this Request For Bid, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the County. The County does not intend to award a contract solely on the basis of any response made to this request or otherwise pay for the information solicited or obtained.

1-4 Incurring Costs

Grand Traverse County is not liable for any cost incurred by the firm prior to the issuance of a contract.

1-5 Prebid Conference

A mandatory pre-bid conference will be held at the time, date, and location specified in the cover letter. The purpose of this conference is to discuss with prospective contractors the work to be performed and to allow them to ask questions concerning the RFB.

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1-6 Inquiries

Questions that arise as a result of this RFB which require a written response must be submitted in writing to the Issuing Office via MITN Bidnet.

1-7 Addenda to the RFB

In the event it becomes necessary to revise any part of this RFB, addenda will be issued via MITN Bidnet.

1-8 Response Date

To be considered, sealed bids must be received on or before the date specified in the cover letter.

1-9 Bids

To be considered, firms must submit a complete response to this RFB, using the format provided. Bids must be submitted electronically via MITN Bidnet. No other distribution of bids will be made by the firm. Bids must be signed by an official authorized to bind the firm to its provisions. For this RFB, the bid must remain valid for at least sixty

(60) days.

1-10 Acceptance of Bid Content

The contents of the bid of the successful bidder, as mutually modified, amended or supplemented shall become contractual obligations if a contract ensues. Failure of the successful bidder to accept these obligations may result in cancellation of the award.

1-11 Interview/Oral Presentation

The County may request an interview and/or oral presentation of any firms who submit a bid. These meetings provide opportunity for the County to ask questions and for the bidder to clarify the bid. The Issuing Office will schedule these presentations.

1-12 News Releases

News releases pertaining to this RFB or the service, study, or project to which it relates will not be made without prior County approval, and then only in coordination with the Issuing Office.

1-13 Disclosure of Bid Contents

Bids are subject to disclosure under the Michigan Freedom of Information Act (P.A. 1976, Act 442).

After contract award, a summary of total price information for all submissions will be furnished upon request to those bidders participating in this RFB.

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1-14 Independent Price Determination

By submission of a bid, the offer or certifies, and in the case of a joint bid each party thereto certifies as to its own organization, that in connection with this bid:

A. The prices of the bid have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror with any other competitor;

B. Unless otherwise required by law, the prices which have been quoted in the bid have not been knowingly disclosed by the offeror and will not be knowingly disclosed by the offeror to any competitor; and

C. No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.

1-15 Contractor's Liability

The Contractor will provide and maintain public and professional liability, property damage, and worker's compensation insurance insuring, as they may appear, the interests of all parties to any agreement that results from this RFB. The Contractor is responsible for insuring that all precautions are exercised at all times for the protection of all persons and property. Documentation of the Contractor’s insurances will be provided by the successful bidder to the County prior to Contract execution and will be included as a Contract rider.

The Contractor shall secure all necessary certificates and permits from municipal or other public authorities and comply with all national, State, and municipal laws, ordinances, and regulations as may be required.

1-16 County's Liability

The selected firm agrees to indemnify, defend, and save harmless the County, its officers, agents, and employees from any and all claims and losses accruing or resulting from the negligent performance of work as described in any agreement that results from this RFB.

Further, if any recipient of a contract subcontracts for work, they will enter into a contract with such subcontractor(s) which indemnifies the County as provided herein.

1-17 Permits

The Contractor shall secure all necessary certificates and permits from municipal or other public authorities and comply with all national, State, and municipal laws, ordinances, and regulations as may be required.

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1-18 Silence of Specifications

The apparent silence of this specification and any supplemental specification as to any detailed description omission shall be regarded as meaning that only the best commercial practices are to prevail and that only material of first quality and correct type, size and design are to be used. All workmanship is to be first quality. All interpretation of this specification shall be made upon the basis of this statement.

1-19 Safety

The contractor shall comply with and ensure that the contractor’s personnel and subcontracted personnel comply with all current applicable local, state and federal policies, regulations and standards relating to safety and health, including, by way of illustration and not limitation, the standards of the Michigan Occupational Safety and Health Administration for the general industry and for the construction industry. The contractor shall provide or cause to be provided all technical expertise, qualified personnel, equipment, tools and material to safely accomplish the work specified to be performed by the contractor and subcontractor(s).

The contractor shall identify to the County Project Office at least one on-site person who is the contractor’s competent, qualified, or authorized person on the worksite and who is, by training or experience, familiar with policies, regulations and standards applicable to the work being performed. The competent qualified or authorized person must be capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous or dangerous to employees, shall be capable of ensuring that applicable safety regulations are complied with, and shall have the authority and responsibility to take prompt corrective measures, which may include removal of the contractor’s personnel from the work site. The contractor shall provide to the County, at the County’s request, a copy of the contractors written safety policies and safety procedures applicable to the scope of work. Failure to provide this information within seven (7) days of the County’s request may result in cancellation of the award.

1-20 OSHA Requirements

The contractor certifies that all material supplied or used under this contract meets all Occupational Safety and Health Administration (OSHA) requirements, both federal and those of the commonwealth of Michigan; and further certifies that, if the material delivered or used in the performance of the work is found to be deficient in any of the applicable State or Federal Occupational Safety and Health requirements, all costs necessary to bring the material into compliance with the requirements shall be borne by the contractor.

1-21 Hazardous Materials

Grand Traverse County is subject to the Hazard Communication Standard, 29 CFR S1910.1200 (standard). The contractor agrees that it will provide or cause to be provided safety data sheets required under the standard for all hazardous materials supplied to the County or used in the performance of the work. Such material safety data sheets shall be delivered to the County no later than the time of actual delivery of any hazardous materials to the County or use of such material in the performance of work under the contract by the

- 7 -contractor or its subcontractors. Container labeling meeting the requirements of the standard shall be appropriately affixed to the shipping or internal containers. The County reserves the right to refuse shipments of hazardous materials not appropriately labeled, or when material safety data sheets have not been received prior to or at the time of receipt of the shipment for use by the County or for use by the contractor in the performance of the contract, or whenever the material is delivered in a manner inconsistent with any applicable law or regulation. Contractor is responsible for removal of hazardous material related to the job, after job has been completed.

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PROJECT BID FORM

PROJECT: Civic Center Park South Building Renovation and Expansion

DUE DATE: Wednesday, November 5, 2025, 12:00 pm

BIDDER: _________________________________

Bidder's Tel. No.:____/__________

PROJECT DESCRIPTION

Project Overview - The project includes the following components:

I. Restroom Building Expansion and Renovation

• Modernization of existing restroom facilities.

• Expansion of restrooms and eliminate vestibule

• Expansion to improve capacity and ADA accessibility.

• Upgrades to plumbing, electrical, HVAC, lighting, and finishes.

II. Two plus-bay Garage Addition

• Construction of a secure, attached two-plus bay garage.

• Space for vehicle/equipment storage and maintenance.

• Integration with the existing building and site utilities.

• The final design must align with Grand Traverse County standards, applicable codes, and accessibility requirements.

III. Scope of Services for I and II

• The selected design-build team shall provide all services necessary to deliver a complete project, including but not limited to:

• Preliminary planning, schematic design, and cost estimating.

• Final design, construction drawings, and permitting.

• Demolition and site preparation as needed.

• Construction, including all labor, materials, equipment, and subcontractors.

• Project management, scheduling, and coordination with Grand Traverse County.

• Testing, inspections, and close-out documentation.

IV. Alternate

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IV. Bid Requirements - Bids shall include the following:

1. Cover Letter – Brief introduction and statement of interest.

2. Team Qualifications – Firm background, project team members, relevant licenses/certifications.

3. Project Experience – Examples of similar restroom, municipal facility, and/or design-build projects.

4. Approach and Methodology – Outline of project approach, design philosophy, and schedule management.

5. Preliminary Schedule – Key milestones from design through completion.

6. Cost Bid – Preliminary budget and fee structure (including design, general conditions, and construction costs).

7. References – Minimum of three (3) client references for similar projects.

V. Selection Criteria

• Bids will be evaluated on the following criteria:

• Qualifications and experience of the design/build team.

• Demonstrated success with similar projects.

• Quality and feasibility of project approach and schedule.

• Cost effectiveness and value.

• References and past client satisfaction.

BASE BID

The undersigned hereby proposes to furnish design service and construction implementation as called for in the Request For Bid for:

(amount in words) (amount in figures)

ALTERNATE

The undersigned hereby proposes to furnish construction support for the alternate as called for in the Request For Bid for:

(amount in words) (amount in figures

SPECIAL TERMS AND CONDITIONS

The undersigned has attached all special terms and conditions which would be contingent upon entering into a contract.

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PROOF OF BONDABILITY

Accompanying this Bid is a letter from a Surety, licensed to do business in the State of Michigan, stating that Bidder is able to obtain Performance Bonds, and Labor and Material Payment Bonds, for one hundred percent (100%) of the Base Bid amount.

BONDING COST

At the Owner’s option, bonds will be furnished at an increase to the Base Bid sum as follows:

A. Labor and Material Payment Bond Add ($_________________________)

B. Performance Bond Add ($_________________________)

ACKNOWLEDGMENTS

The undersigned acknowledges that:

The bidder has received the Bid Form, the Bid Request, and Specifications, and further acknowledges that the bidder has received the following addenda issued thereto and has incorporated their provision in the bid:

Addendum No. ______ Dated __________

Addendum No. ______ Dated __________

The bid documents have been read and carefully examined that the bidder fully understands and has correlated their observations with the requirements of the bidding documents.

The bidder has visited the site, has familiarized themselves with the local conditions under which the work is to be performed and has correlated their observations with the requirements of the proposed contract documents.

Their bid is based upon the materials, systems and equipment required by the bid documents and that exceptions are fully explained.

This cost and price analysis is submitted in full compliance with the provisions of the paragraph titled 'Independent Price Determination' in Part I of the RFB to which this bid is a response.

FEES FOR HANDLING ADDITIONAL WORK

For additional work to be performed, upon instruction of the owner, by the undersigned or subcontractors of the undersigned, the undersigned agrees to add to the subcontractor's sums for such additional work, a fee of _________ percent (_________%), which fee includes all the charges of the undersigned for overhead and profit.

The undersigned agrees that each bid covering extra work shall be accompanied with complete itemized material and labor breakdown.

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For all revisions involving the deletion (after award) of contract work, the undersigned agrees that full credit for material and labor costs shall be given the owner for such deleted work. The undersigned further agrees that any credit will not include any factor reflecting undersigned's overhead or profit.

NEGOTIATION

The undersigned agrees that should the overall costs of this project exceed the funds available, after designation as the successful bidder, the bidder will be willing to negotiate with the owner for the purpose of making reductions in the contract work. The contractor shall agree to give full credit for all such deductions in the work requested by the owner, including full value for labor, material and subcontract work, and reasonable proportionate reductions in overhead and profit, thereby arriving at an agreed upon contract price.

PROPOSED SUBCONTRACTORS AND SUPPLIERS

The undersigned submits the "Subcontractors Listing" below, listing proposed subcontractors for any portions of the work to be subcontracted and the amounts of their sub-bids.

Proposed Subcontractor __________________________________

Proposed Subcontractor __________________________________

The undersigned agrees to be responsible for the work, materials, equipment, and supplies furnished by each subcontractor.

Waivers of lien will be required from all subcontractors, if applicable, at the time of final bill submission.

AGREEMENTS

In submitting this bid, the undersigned agrees:

1. To hold their bid open for 60 consecutive calendar days from the bid due date.

2. To enter into and execute a contract with Grand Traverse County, 400 Boardman

Avenue, Traverse City, Michigan, 49684, if awarded on the basis of this bid, and to furnish required submittals within seven (7) days of notification of selection of contract for the work.

3. To perform the work in accord with the proposed contract documents and to perform said work within the time period stipulated in the bid.

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LEGAL STATUS AND SIGNATURE OF BIDDER

1. Check appropriate section and complete information.

____ Corporation incorporated under the laws of the State of ____________

____ Partnership

Names and Address of all members

NAME ADDRESS

_____ Sole Proprietorship, doing business as ____________________

2. Complete all information below.

Authorized Negotiator

Name _______________________________

Title _______________________________

Federal ID #_______________

License # _______________ Type ______________

(if applicable)

Bidder

By

Title

Signed this __________ day of _________________, 2025.