IFB 2025-015 Sandra Lane.pdf

INVITATION FOR BID

IFB - 2025-015

Construction Date issued:

July 28th,2025

Sandra Lane – Sutherland Creek Crossing Sanitary Sewer and

Storm Sewer Replacement

THE CITY OF MANITOU SPRINGS

IFB - 2025-015 – City of Manitou Springs Sandra Lane – Sutherland Creek Crossing Sanitary Sewer and Storm Sewer Replacement

July 25th, 2025 – Page

The City of Manitou Springs hereby solicits Lump Sum (LS) Bids, as detailed in this Invitation For Bids (IFB), for Sandra Lane – Sutherland Creek Crossing Sanitary Sewer and Storm Sewer Replacement Project.

This IFB is posted to BidNet Direct. It is available for all vendors free of charge, following free registration, at the BidNet Direct website.

SUBMITTALS FOR THIS PROJECT WILL ONLY BE ACCEPTED THROUGH BIDNET.

Please login to the following website to register (Free Registration) to submit a bid for this project. All required documents will be uploaded to the BidNet website. The City of Manitou Springs belongs to BidNet’s Rocky Mountain e-Purchasing Group within BidNet.

https://www.bidnetdirect.com/

BIDNET Direct Support

800-835-4603 https://www.bidnetdirect.com/

SECTION I – BID INFORMATION

1.0 BID INFORMATION

Section I provides general information to potential Bidders, such as bid submission instructions and other similar administrative elements. This Invitation for Bid (IFB) is available on BidNet (www.bidnetdirect.com). All addenda or amendments shall be issued through BidNet and may not be available through any other source.

1.1 SPECIAL TERMS

Please note the following definitions of terms as used herein:

The term “City” means the City of Manitou Springs.

The term “Contractor” means the Bidder whose offer is accepted and is awarded the contract to provide the products or services specified in the IFB.

The term “Bid” means a bid submitted in response to this IFB.

The term “Bidder” means the person, firm, or corporation that submits a formal bid or offer and that may or may not be successful in being awarded the contract.

The term “Project” refers to Sandra Lane – Sutherland Creek Crossing Sanitary Sewer and Storm Sewer Replacement .

The term “Invitation for Bid” or “IFB” means this solicitation of formal, competitive, sealed bids from prospective bidders in which the intent is to award a contract to the resultant lowest responsible and responsive bidder.

1.2 BID ISSUE DATE

Invitation for Bid (IFB) Number 2025-013 is being issued and posted on www.bidnetdirect.com on July 8th, 2025

1.3 SUBMISSION OF BIDS

A. Bids are to be submitted electronically on Bidnet B. Bids shall be received on or before August 8th 2025, by 5 pm.

C. Bid bond is required. (Also see 1.22) D. The cost of Bid preparation is not a reimbursable cost. Bid preparation shall be at the Bidder’s sole expense and is the Bidder’s total and sole responsibility.

1.4 PRE-BID CONFERENCE/CRITICAL DATES

• Job-Walk Visit meeting to be held on July 31st, 2025 9:00 am at 9 Sandra Lane, Manitou

Springs, CO. This meeting is highly encouraged but not mandatory.

• Deadline to present questions deadline is August 4th,2025 at 5 PM.

• Questions to be answered on bidnet by August 7th, 2025 http://www.bidnetdirect.com/ http://www.bidnetdirect.com/

1.5 LATE BIDS/LATE MODIFICATIONS OF BIDS

Bids, withdrawals, or modifications of Bids received after the time set for opening, as designated in 1.3 above, are considered “late bids”, and will not be accepted by the City. Bidders are solely responsible for ensuring their bids arrive on time and to the place specified in this Invitation for Bid.

1.6 MISTAKES IN BIDS - CONFIRMATION OF BID

If it appears from a review of a Bid that a mistake has been made, the Bidder may be requested to confirm its Bid in writing. Situations in which the confirmation may be requested include obvious, apparent errors on the face of a Bid or a Bid unreasonably lower than the other Bids submitted.

1.7 PROCUREMENT RULES AND REGULATIONS

It is Bidder’s responsibility to advise the City in this IFB of any perceived discrepancies, conflicting statements, or problems with clauses or specifications prior to the Bid opening date and time.

Contact: bschmitt@manitouspringsco.gov – Phone (719) 600-8317 with questions or concerns that cannot be input into Bidnet.

1.8 MINOR INFORMALITIES/IRREGULARITIES IN BIDS

A. A minor informality or irregularity is one that is merely a matter of form and not of substance.

It also pertains to some immaterial defect in a Bid or variation of a Bid from the exact requirements of the invitation that can be corrected or waived without being prejudicial to other Bidders. The defect or variation is considered immaterial when the effect on price, quantity, quality, or delivery is negligible when contrasted with the total cost or scope of the goods and/or services being acquired.

B. If the City determines that a Bid submitted contains a minor informality or irregularity, then the

City shall either give the Bidder an opportunity to cure any deficiency resulting from the minor informality or irregularity or waive the deficiency, whichever is to the advantage of the City. In no event will the Bidder be allowed to change the Bid amount. Examples of minor informalities or irregularities include but are not limited to the following:

1. Bidder fails to sign the Bid, but only if the unsigned Bid is accompanied by other material evidence, which indicates the Bidder’s intention to be bound by the unsigned Bid (such as Bid security, or signed cover letter which references the Bid Number and amount of Bid).

2. Bidder fails to acknowledge an Amendment, although this may be considered a minor informality only if the Amendment, which was not acknowledged, involves only a matter of form or has either no effect or merely a negligible effect on the price, quantity, quality, or delivery of the item or services bid upon.

1.9 REJECTION OF BIDS

The City has the authority to reject any Bid based on, but not limited to, the following:

A. Any Bid that fails to conform to the essential requirements of the Invitation for Bids shall be rejected.

mailto:bschmitt@manitouspringsco.gov

B. Any Bid that does not conform to the applicable specifications shall be rejected unless the IFB authorizes the submission of alternate bids and the items or services offered as alternates meet the requirements specified in the IFB.

C. A Bid that fails to conform to the specified delivery schedule.

D. A Bid shall be rejected when the Bidder imposes conditions that would modify the requirements of the IFB or limit the Bidder’s liability to the City since to allow the Bidder to impose such conditions would be prejudicial to other Bidders.

For example, Bids shall be rejected in which the Bidder:

1. Protects against future changes in conditions, such as increased costs, if total possible costs to the City cannot be determined. This includes failure to completely fill out the required bid schedule.

2. Fails to state a price and indicates that price shall be “price in effect at time delivery”.

3. States a price but qualifies it as being subject to “price in effect at the time of delivery”.

4. Takes exceptions to the IFB terms and conditions.

5. Inserts the Bidder’s terms and conditions.

6. Limits the rights of the City under any Contract/Invitation for Bid clause.

E. Any Bid in which the price is considered to be unreasonable or is over budget.

F. Any Bid if the prices are determined to be unbalanced.

G. Bids received from any person or contractor that is suspended, debarred, proposed for debarment, or under investigation for fraud, including failure to pay federal, state, local, or city taxes.

H. When a bid guarantee is required and the bidder fails to furnish the guarantee in accordance with the requirements of the IFB.

I. Low Bids received from bidders who are determined to be non-responsible in accordance with the City’s Procurement Rules and Regulations.

J. Any Bid that was prepared and submitted by a vendor who has been determined by the City to have an unfair advantage over other Bidders. Examples of an unfair advantage include, but are not limited to, the following:

1. A previous or prior employee who in the last six (6) months was directly involved in the design or specification preparation of the completed procurement.

2. A vendor who was directly involved in the design or specification preparation of the completed project either for pay or voluntarily.

1.10 ESTIMATED QUANTITIES

If the Bid Form (Schedule A) contains estimated quantities, this provision is applicable. The quantities listed for each of the items in the Bid Form are only estimated quantities. Contractors are required to bid a firm unit price for each specified item. The actual quantities ordered may fluctuate up or down. The unit prices proposed by each Bidder will remain firm and will not be re-negotiated if the estimated quantities are not met or are exceeded. This clause will take precedence over any/all other estimated quantity clauses that conflict with this clause.

For bidding purposes, if there is a conflict between the extended total of an item and the unit price, the unit price shall prevail and be considered as the amount of the Bid. All unit prices shall include all necessary overhead and profit. Items not listed in the Bid Form such as overhead, profit, mobilization, de-mobilization, bonding, etc. shall be distributed throughout the Bidder's Unit Prices for the items listed on the Bid Form.

1.11 NUMBER OF COPIES

Bidders shall submit bid items into bidnet.

1.12 IDENTIFICATION OF BID

The solicitation number and Contractor’s name must be clearly marked within the Bid.

Bid No.: 2025-015 Due Date and Time: August 8th, 2025 5 pm

1.13 SALES TAX

The successful Offeror, if awarded a contract, tax-exempt shall not apply.

1.14 PREPARATION OF BID OFFER

A. Bidders are expected to examine the drawings, specifications, bid documents, proposed contract forms, terms and conditions, and all other instructions and solicitation documents.

Bidders are expected to visit the job site to determine all requirements and conditions that will affect the work. Failure to do so will not relieve a Bidder from their responsibility to know what is contained in this Invitation for Bid, or site conditions affecting the work.

B. The Bidder certifies that it has checked all of its figures and understands that the City will not be responsible for any errors or omissions on the part of the Bidders in preparing its Bid.

C. All items, (unless the invitation specifically states otherwise) including any additive or deductive alternates on the Bid Form, must be completely filled out or the Bid will be determined non-responsive and ineligible for consideration for award.

D. The Bidder declares that the person or persons signing this Bid is/are authorized to sign on behalf of the firm listed and to fully bind the Bidder to all the requirements of the IFB.

E. The Bidder certifies that no person or firm other than the Bidder or as otherwise indicated has any interest whatsoever in the Bid or the contract that may be entered into as a result of the Bid and that in all respects the Bid is legal and firm, submitted in good faith without collusion or fraud.

F. By submitting a Bid the Bidder certifies that it has complied and will comply with all requirements of local, state, and federal laws and that no legal requirements have been or will be violated in making or accepting this Bid.

G. If there is a discrepancy between the unit price and the total price, the unit price shall be used to determine the applicable total price. Bidders are responsible for including profit and overhead associated with the project when determining their unit prices.

1.15 BASIS OF AWARD

A. The City intends to award a contract to the lowest responsive and responsible Bidder whose

Bid meets the requirements, and the criteria set forth in the Invitation for Bids and is determined to be in the best interest of the City.

B. The City reserves the right to reject any or all Bids and to waive informalities and/or irregularities in a Bid. Whether or not a contract is awarded as a result of this Invitation for Bid, as stated above, Bid preparation costs are not reimbursable.

C. Total Bid will be evaluated and awarded as follows: It is the City’s intent to award this bid based on the TOTAL BASE BID, not on a line item-by-line item basis.

1.16 PERIOD OF ACCEPTANCE

The Bidder agrees that its Bid shall remain open for acceptance by the City for a period of sixty

(60) calendar days from the date specified in the IFB for receipt of Bids.

1.17 CONTRACT AWARD

The signature of the Bidder indicates that within ten (10) calendar days from acceptance of its Bid, it will execute a contract with the City and, if indicated in this IFB, furnish project-specific documents as identified in section 1.22 (b).

1.18 NOTICE TO PROCEED

Work may not start under any awarded contract until a written notice to proceed is issued by the City. The City may issue the Notice to Proceed any time after the contract is signed and, if required, insurance and bonds have been provided in accordance with 1.22 below.

1.19 AMENDMENTS TO THE SOLICITATION

Amendments are also referred to as addendum or addenda, and these terms shall be considered synonymous.

DO NOT CONTACT ANY OTHER INDIVIDUAL AT THE CITY REGARDING THIS

SOLICITATION. FORMAL QUESTIONS SHOULD BE THROUGH BIDNET

A. If this solicitation is amended, then all specifications, terms, and conditions, which are not specifically amended, remain unchanged.

B. Bidders shall acknowledge receipt of any amendment to this solicitation by signing and returning the amendment and by identifying the amendment number and date in the space provided on the form for submitting a Bid.

C. Acknowledged amendments must be received prior to Bid opening. Bidders are encouraged to include signed addenda or initialed acknowledgment with returned Bids.

1.20 EXPLANATIONS TO PROSPECTIVE OFFERORS

Any prospective Bidder desiring an explanation or interpretation of the IFB documents, drawings, specifications, etc., must request it in writing by the questions deadline through bidnet. Oral explanations or instructions given before the opening of Bids will not be binding. Any information provided to a prospective Bidder during the Bid preparation stage will be promptly furnished to all other prospective Bidders as an amendment to the solicitation, if that information is necessary in submitting Bids or if the lack of it would be prejudicial to other prospective Bidders.

1.21 QUESTIONS AND OTHER REQUESTS FOR INFORMATION

All questions shall be submitted electronically via bidnet no later than August 4th, 2025 at 5 pm.

Requests for Information, support, and questions shall be directed to though bidnet. The Owner’s Representative will determine whether questions are innovative or proprietary in nature. If the Owner’s Representative determines that a question does not warrant confidentiality, the bidder may withdraw the question. If the bidder withdraws the question, the Owner’s Representative will not answer the question and the question will not be documented for the public. If the bidder does not withdraw the question, the question will be answered, and both the question and the City answer will be posted on bidnet. If the Owner’s representative agrees that a question warrants confidentiality, they will answer the question, and keep both question and answer confidential.

The City will keep a record of both question and answer in their confidential file.

Contact for the City for this project shall be:

NAME: Ben Schmitt EMAIL bschmitt@manitouspringsco.gov

1.22 SECURITY REQUIREMENTS

A. Bid Security

1. The Bidder is required to furnish with their Bid a bid security in the form of a bank-certified check, bank cashier’s check or a one-time bid bond underwritten by a company licensed to issue bonds in the State of Colorado and acceptable to the City in an amount equal to at least 5% of the total amount of the Bid payable without condition to the City.

mailto:bschmitt@manitouspringsco.gov

2. The Bid security shall guarantee that the Bid will not be withdrawn or modified for a period of sixty (60) calendar days after the time set for the receipt of Bids, and, if the Bid is accepted within those sixty (60) calendar days, that the person, firm or corporation submitting same shall within ten (10) calendar days after being notified of the acceptance of its Bid, enter into a Contract and furnish the required bonds and all insurance certificates called for under this Invitation for Bid.

3. The Bid bonds of unsuccessful Bidders will not be returned to the respective Bidders unless a self-addressed, stamped envelope is provided along with a written request for bid bond return. However, if a certified check or a cashier’s check is submitted as Bid security, it will be returned as soon as possible after the lowest responsive and responsible Bidder is determined and a contract is executed.

4. In the event the Bidder whose Bid is accepted fails to enter into the contract and/or furnish the required contract bonds, its certified check, cashier’s check or bid bond will be forfeited in full to the City.

B. Insurance and Bonds

1. Upon notice of Intent to Award, the Contractor shall furnish to the City each of the following:

a. Worker's compensation insurance as required by law; and

b. Commercial general liability insurance with minimum combined single limits of one million dollars ($1,000,000) each occurrence and one million dollars ($1,000,000) general aggregate naming CDOT, the City and the City's officers, employees, and contractors as additional insureds. The policy shall be with a carrier and in a form acceptable to the City at the City's sole discretion.

c. Any insurance carried by the City, its officers, or its employees or contractors is excess and not contributory insurance to that provided by Contractor. Contractor shall be solely responsible for any deductible losses under any policy.

2. Upon notice of Intent to Award, Contractor shall procure and maintain, at its own cost the following Bonds:

a. Performance Bond in the amount of one hundred percent (100%) of the total project cost;

b. Payment Bond for fifty percent (50%) of project cost.

3. Contractor shall provide to the City a certificate of insurance and bond certificates as evidence that required policies and bonding are in full force and effect. The certificate of insurance shall identify the City and CDOT as additionally insured; bond certificates shall include the City; and Contractor shall provide that the coverages and/or bonds afforded under the policies shall not be cancelled, terminated or materially changed until at least thirty (30) days prior written notice has been given to the City. The City reserves the right to request and receive a certified copy of any policy, bonds, and any endorsement thereto.

The City must have all certificates and bonds on file prior to start of any project.

4. The cost of all bonds shall be included in the Contractor’s Bid.

5. Bonds shall:

a. Be for the full amount of the Contract price.

b. Guarantee the Contractor's faithful performance of the work under the Contract, and the prompt and full payment for all labor and materials involved therein.

c. Guarantee protection to the City and CDOT against liens of any kind.

d. Be from a surety company operating lawfully in the state of Colorado and accompanied by an acceptable "Power-of-Attorney" form attached to each bond copy.

e. Be issued from a surety company that is acceptable to the City.

1.23 SPECIFICATIONS AND DRAWINGS

No Fee solicitations: Specifications and Drawings are included in the IFB.

1.24 TYPE OF CONTRACT

As a result of this Invitation for Bids, it is the City’s intention to award a fixed unit price Contract based on the prices offered by the lowest responsive and responsible bidder. Contract prices shall remain firm and fixed throughout the Contract performance period.

1.25 F.O.B. DESTINATION

Unless otherwise specified in the Invitation for Bid, all goods, materials, supplies, equipment, or services covered by this IFB shall be delivered F.O.B. Destination shall be the location indicated in the awarded Contract or Purchase Order.

1.26 BID RESULTS

The City does not mail Bid results or tabulations. However, Bid tabulations are posted and can be downloaded from BidNet.

1.27 APPROPRIATION OF FUNDS

In the event funds are not appropriated in whole or in part sufficient for the performance of the City's obligations under this IFB, or appropriated funds may not be expended, then the City, without compensation to Bidders, may terminate or cancel this IFB or not award any contracts under this IFB.

1.28 PERIOD OF PERFORMANCE

The Contractor shall complete all work within 30 calendar days from the issuance date of the Notice to Proceed. The Contractor shall start work promptly after receipt of the Notice to Proceed and Pre-Construction Meeting and continue to work diligently until all work is completed and accepted by the City.

1.29 BID DOCUMENTS

The following comprise this Invitation for Bid.

Schedule A – Construction Plan Sets

Construction Drawings (CD)

The following listed documents must be included with your Bid for your Bid submittal to be considered responsive.

Schedule A - Completed Bid Tab (via Bidnet) Exhibit 1 – Bid Bond Exhibit 2 - Acknowledged Addenda, if issued