ITB_0009_25 Purchase Installation Gazebos at .pdf

INVITATION TO BID

(GENERAL SERVICES)

(ITB)

ITB-0009-25

PURCHASE AND INSTALLATION

OF

GAZEBO’S AT SALEM PARK AND FAIRINGTON PARK

SOLICITATION ISSUE DATE: Tuesday, July 29, 2025

BID’S DUE DATE and OPENING DATE:

Tuesday, September 9, 2025, by 3:00 P.M.

BIDNET WILL NOT ACCEPT LATE SUBMITTALS

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

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

ISSUED BY:

City of Stonecrest

Procurement Department 3120 Stonecrest Boulevard

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

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Purchase and Installation of Gazebo’s at Salem Park and Fairington Park

TABLE OF CONTENT

TITLE PAGE NO.

GENERAL INFORMATION 2

PROCUREMENT SCHEDULED AND EVENTS 4

SCOPE OF WORK 6

GENERAL TERMS AND CONDITIONS 17

SPECIAL TERMS AND CONDITIONS 30

ADDITIONAL ATTACHMENTS AND REQUIRED FORMS:

ATTACHMENT “A” – BIDDER’S REQUIRED FORMS:

1. BID CHECKLIST

2. BIDDER’S CERTIFICATION

3. STATEMENT OF QUALIFICATIONS

4. AUTHORIZED SIGNATORIES

5. PURCHASING POLICY ADDENDUM

6. CONFLICT OF INTEREST DISCLOSURE

7. AFFIDAVIT VERIFICATION STATUS FOR CITY

PUBLIC BENEFIT APPLICATION

8. DRUG-FREE WORKPLACE

9. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE

ACT AFFIDAVIT “E-VERIFY”

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

11. INDEMNIFICATION CLAUSE

12. NON-COLLUSION STATEMENT

13. VENDOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES LIST

14. TRENCH SAFETY

15. BID BOND

16. PERFORMANCE AND PAYMENT BOND

17. SCHEDULE I AND SCHEDULE II

18. SUBCONTRACTOR LIST

19. REFERENCES

Attachment B – Bid Cost Proposal Form (Bid Sheet) Attachment C – Aerial Views and Locations Attachment D – Gazebo Rendering and Additional Details Attachment E – Request for Approved Equal Form Attachment F – “Sample” Professional Services Agreement

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GENERAL INFORMATION

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

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

City of Stonecrest Procurement Department

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

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

Email: Tboynton@stonecresga.gov

All questions and requests for clarification concerning this solicitation and procurement process MUST be submitted in writing via Bidnet under “Message – Opportunity Q&A” at: (https://Bidnetdirect.com/georgia/cityofstonecrest). Please follow the instructions provided on Bidnet. The deadline to submit non-administrative questions is Tuesday, August 19, 2025 by 5:00 P.M. Answers to questions received will be responded to via an Addendum posted on Bidnet. Questions received after the date referenced above will not be accepted.

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

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

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

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

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

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

• REQUEST FOR APPROVED EQUALS OR EQUIVALENT: The products specified herein does not necessary constitute the exhaustive list of products required to complete this project. Therefore, the Contractor is responsible for providing any other parts and materials needed to deliver a complete and fully operational system. All items, functioning capabilities and requirements listed within the scope of work are the MINIMUM REQUIREMENT acceptable to the City.

The Contractor may use Approved Equal or Equivalent equipment and parts as applicable to stay in compliance with current industry standards. The Contractor shall provide the City technical specification, data sheets for any equipment, parts, and accessories that meets or exceeds the minimum requirement listed in herein. Bidders shall complete Attachment “F” - Request for Approved Equal Form and submit request to Tboynton@stonecrestga.gov on or before 5:00PM, Tuesday, August 19, 2025. Requests received after the date and time specified will not be reviewed or accepted. Approval of such request is at the control and approval of the City.

Remainder of Page Intentionally Left Blank mailto:Tboynton@stonecrestga.gov

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PROCUREMENT SCHEDLE AND EVENTS

1. PRE-BID MEETING:

There will be a Pre-Bid Meeting on Tuesday, August 12, 2025, at 10:30 am, local time, at City of Stonecrest Annex Room, located at City Hall, 3120 Stonecrest Blvd., Suite 190, Stonecrest, Ga. 30038. The purpose of this pre-bid conference is to explain the method of selection, to provide an overview of the service requirements and view the area in which services will be performed.

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

2. TRANSACTION FEES:

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

3. ELECTRONIC BID SUBMISSION DEADLINE:

Electronic Bid Responses shall be submitted via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) in response to this solicitation, prior to the designated bids due date and time indicated in the solicitation, Tuesday, September 9, 2025 by 3:00PM. PAPER BID SUBMITTALS WILL NOT BE ACCEPTED.

BID BOND: REQUIRED FOR THIS SOLICITATION

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

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

BID SUBMITTAL.

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

WILL PRIOR TO 12:00 PM, MONDAY, SEPTEMBER 9, 2025, WILL RESULT IN A NON-RESPONSIVE

AND NON-RESPONSIBLE DETERMINATION.

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

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

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

RESPONSIBLE DETERMINATION.

NOTE: In addition to submitting Attachment “A” – Bidder’s Required Forms and Attachment “B” – Bid Cost Proposal (Bid Sheet), Bidder’s MUST submit the manufacturer information consisting of but not limited to; pictures and technical specification for the Gazebo being offered in response to this solicitation BY BIDS DUE DATE AND TIME. FAILURE

TO SUBMIT THE REQUESTED MANUFACTURER INFORMATION WITH BID SUBMITTAL WILL

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

4. ELECTRONIC BID OPENING:

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

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

Microsoft Teams meeting

Join on your computer, mobile app or room device Meeting ID: 262 912 335 828 9

Passcode: hH9Ad9ur

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

https://www.stonecrestga.gov/199/Procurement https://www.microsoft.com/en-us/microsoft-teams/downloadapp https://www.microsoft.com/en-us/microsoft-teams/downloadapp https://www.stonecrestga.gov/199/Procurement

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SCOPE OF WORK

1. PURPOSE:

The City of Stonecrest (“City”) is seeking qualified and experienced bidders to respond to a fixed (one-time) project for the purchase and installation of two (2) new gazebo’s, One to be installed at a Salem Park and the other to be installed at Fairington Park. Work shall be performed in accordance with the terms, conditions, and specifications contained in this Invitation to Bid (“ITB”).

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

Prices offered on the Attachment “B” - Bid Cost Proposal Form (Bid Sheet) are all inclusive and shall constitute complete compensation.

2. BACKGROUND:

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

The City is planning to upgrade Salem and Fairington Parks with the installation of new gazebos, one at each park. Salem Park is an 11-acre community park which includes a playground, basketball court, slides for children, walking trail, outdoor exercise equipment and a parking lot. The park is located opposite Salem middle School. Fairington Park is a 10-acre community park with a walking trail, children’s play area, and multipurpose fields. The park is located near Fairington Elementary School and located in a dense residential area with several large multi-family complexes.

3. CONTRACT ADMINISTRATOR/DESIGNEE/PROJECT MANAGER:

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

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

4. GOVERNING REGULATIONS:

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

1. American Disability Act (ADA) as applicable and as amended;

2. City of Stonecrest Building Code as applicable and as amended;

3. State, Local and Federal Building Code as applicable and as amended;

4. The most recent editions of the following but not limited to; OSHA Regulations for Construction – Title 29, Part 1926, Construction Safety and Health Regulations, Code of Federal Regulations, OSHA Standards – Title 29, Part 1910, Occupational Safety and Health Standards, Code of Regulations as amended;

5. International Building Code (IBC) 2021 as amended; and

6. American Concrete Institute (ACI) Code 318-19 Building code Requirements for Structural Concrete as amended.

5. PROJECT LOCATION AND CONDITION: (See Attachment “C” – Aerial Views and Locations) The gazebo’s will be installed at the following locations:

1. Salem Park - 5290 Salem Road, Stonecrest, GA 30038

2. Fairington Park - 2831 Fairington Parkway Lithonia, GA 30038

The parks are open to the public during regular operating hours. The Contractor shall take measures to not disrupt access mailto:hkarikaran@stonecrestga.gov mailto:Pwalker@stonecrestga.gov

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to the parks.

5.1 Construction Services and Underground Utilities:

If it is determined that excavation must occur in order to complete this project, the Contractor shall notify the Contract Administrator / Designee prior to the commencement of any work. The Contractor will be responsible for obtaining underground utilities information for each site. If excavation will be in excess of 5 feet, the Contractor must complete and submit the Trench Safety form located in Attachment “A” – Bidder’s Required Forms with bid submittal.

6. PROJECT MEETINGS:

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

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

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

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

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

6.5 Regular Meetings:

There will be regular meetings throughout this project. The Contractor, all sub-contractors shall participate in these meetings. Representatives of governmental agencies with jurisdiction may also participate in these meetings.

6.6 Project Progress Reports:

The Contractor shall provide timely progress reports for each phase of this project. The Contractor and Contract Administrator / Designee will determine what information is to be submitted as the project progress report upon mutual agreement.

6.6.1 At a minimum, progress reports shall include the following but is not limited to:

1. Equipment model information, serial numbers (as applicable), and additional information as required by the Contract Administrator / Designee.

2. A list of all employee(s) and subcontractor(s) including their job title(s)/description(s), hourly salary rate and total hours worked to complete each installation.

3. A list of any major equipment used to complete this project.

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

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

8. PROJECT DURATION:

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

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

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

8.2 Preliminary Project Schedule:

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

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

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

9. WORK TO BE PERFORMED:

The Contractor shall furnish all materials, equipment, tools, and the performance of all necessary labor necessary to complete the scope of work requested herein and in accordance with Attachment “D” – Gazebo Rendering. Work shall include but is not limited to; manufacture and fabrication, fabrication, erection, and installation of the monument and signage.

9.1 Purchase and Installation of New Gazebos:

The Contractor shall purchase and install the new gazebos in accordance with Attachment “D” – Gazebo Rendering. Gazebos shall be installed in accordance with manufacturer’s requirements. The gazebos and area around the equipment shall meet all current ADA requirements.

9.2. Material and Minimum Technical Specifications or Approved Equal To:

The Contractor shall provide gazebos that are in the same style depicted in Attachment “D” – Gazebo Rendering or an Approved Equal To.

Note: Please Refer to page ITB-3, Request for Approved Equals or Equivalent. Contractor shall provide the accepted and approved gazebo style and type submitted bid response.

Alternatives/Deviations: Alternatives/Deviations after bids due date and contract award shall be at no additional cost to the City, if accepted by the City. The Contractor shall purchase and install the gazebo style and type approved by the City. Alternatives/Deviations will not be accepted without written authorization by the City. If Alternative/Deviations are approved by the City, it will be at no additional cost to the City. The amount to be paid to the Contractor shall be in accordance with Attachment “B”

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– Bid Cost Proposal (Bid Sheet) received on bids due date.

9.2.1 Material: All materials used should be vandal resistant, fire resistant, durable, and suitable for outdoor use and extreme weather and be void of sharp edges or contain the risk of pinching.

9.2.2 Minimum Requirements or Approved Equal To:

• Wood construction

• Minimum size shall be 20 feet x 24 feet

• Flooring shall be reinforced concrete

• Roofing shall be metal standing seam made with minimum 29 gauge high-tensile steel. If possible, roof color is to match color of existing roof of the other structure on site (Salem Park)

• No ceiling is to be installed, underside of roof is to be visible

• Minimum headroom under roof of structure, fan, and entrances shall be 6 feet 6 inches.

• Two ceiling fans are to be installed in each gazebo. Fan shall be 52-inch diameter Bloomfield collection with integrated LED lighting and handheld wall control to be permanently mounted on post. Alternative models will be considered. Fans must be UL wet rated for outdoor use, IP56 rated.

• Four electrical power outlets shall be installed in each gazebo. Outlets shall be IP66 rated with Ground Fault Interrupter (GFCI) technology.

• Lightning road and grounding system is required.

9.4.10 Forms:

Forms used in construction shall be of wood or metal for full depth of the concrete, straight, free from warp, and sufficient strength. They shall be staked securely enough to resist the pressure of the concrete without springing. If of wood, they shall be of two-inch (2”) surfaced planks. All work forms shall be thoroughly cleaned before being reused.

9.2.3 Anchor Placement

Gazebo shall be anchored to the foundation as indicated in the approved construction plans to ensure structural stability

9.2.4 Structural Integrity

Gazebo shall be assembled and erected per manufacturer’s directions. All structural members, connectors, fasteners shall be used as directed.

9.2.5 Roofing

Prior to installation of the metal roof Contractor is to ensure the roof frame is structurally sound and adequately braced. Roof area and panel overlap is to be accurately calculated to ensure a watertight seal. Install the metal roof panels with appropriate fasteners and flashing.

Roof sheathing thickness based on manufacturer’s recommendations and compliance with the building code.

9.2.6 Fire Safety

Adherence to all fire safety regulations will be required.

9.2.7 Electrical Installations

All electrical installations and connections to the power grid shall be done by a qualified electrician and shall adhere to local codes.

9.3 New Foundations (Construction/Placement):

The new gazebos shall be permanent structures placed on reinforced concrete foundations. The existing surface under the gazebos is to be removed down to bare earth.

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9 .3.1 Footing Depth and Placement:

Below Frost Line: Footings must be placed below the frost line to prevent heaving and cracking caused by frost expansion and contraction. Footings should extend at least 12 inches below the undisturbed soil. Footings must be placed below the frost line to prevent heaving and cracking caused by frost expansion and contraction. Footings should be and be wide and deep enough to support the gazebo's weight and resist uplift forces

9.3.2 Foundation wall thickness:

Foundation walls for solid wall construction must be at least 12 inches thick. And composed of reinforced concrete or reinforced concrete block.

9.3.3 Concrete and reinforcement:

Concrete used in foundations typically has a minimum compressive strength of 3,000 psi at 28-days.

9.3.4 Reinforcement:

Structural reinforcing steel shall be incorporated into design for load-bearing capacity. The minimum yield strength of reinforcing steel to be used is 40,000 psi (Grade 40). Steel reinforcement must have a minimum concrete cover to protect it from corrosion and environmental factors in compliance with the requirements of ACI 318-19.

9.3.5 Water:

Water shall be clean and free from salt, oil, or organic substances. Water from local rivers, creeks, or ditches shall not be used.

9.3.6 Load Bearing Capacity and Drainage:

Foundations must be designed to withstand all vertical and horizontal loads imposed by the structure. Foundation materials and types must be compatible with the soil's load-bearing capacity. Foundations must have proper drainage to prevent moisture damage and ensure stability. Foundations shall not be placed on uncompacted fill soils.

9.3.6 Protection of Subgrade:

In no case shall foundations be placed on frozen or muddy subgrade. Frost crystals or mud caused by freezing and thawing shall be removed and replaced with suitable material at the Contractor’s expense or allowed to dry before placing concrete foundations. If ruts are formed in the prepared subgrade, the subgrade shall be scarified and thoroughly compacted.

If borrow material is required because of improper handling or drainage, the cost of such will be borne by the Contractor.

9.3.7 Placing Concrete:

No concrete shall be placed until the forms and subgrade have been approved by the

Engineer. The subgrade shall be thoroughly wetted, and the concrete shall be placed thereon in one course to the required depth. The concrete shall be thoroughly spaded and rammed and struck off with a template to the required grade and cross section. Successive batches of concrete shall be deposited in a continuous operation until individual sections are completed.

9.3.8 Joints:

Contraction joints shall be provided uniformly per the manufacturer consisting of but not limited to; installation of gazebo, materials and technical engineering plans.

9.3.9 Finishing

After the freshly poured concrete has been brought to the establishing grade, it shall be floated with a wooden float to produce a surface free from irregularities. The final surface shall be obtained by troweling with a steel trowel or hand float and brushing lightly with a

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lightweight brush in a transverse direction so as to produce a uniform gritty surface of the proper texture. All edges and joints shall be rounded to one-fourth inch (1/4”).

No more concrete shall be laid than can be properly finished and covered during daylight, unless artificial light satisfactory to the Engineer is provided.

9.3.10 Cold Weather Pouring

Concreting operations shall not be undertaken or continued when the surrounding air temperature is below 40°F or the local weather reports indicate the possibility of temperatures of 32°F or lower within the ensuing twenty-four (24) hours, unless provisions are made to insulate or heat the concrete in a manner satisfactory to the Engineer. In any event, the Contractor shall plan and protect his work in a manner which will assure satisfactory results. Any concrete damage by freezing shall be removed and replaced by the Contractor at his own expense.

Concrete when deposited in the forms, shall have a temperature of not less than 50°F nor more than 90°F. The concrete shall be maintained at a temperature of not less than 50°F for a period of at least seventy-two (72) hours in case of normal concrete, or twenty-four

(24) hours when high early cement is used. Concrete shall not be deposited on a frozen subgrade.

9.3.11 Curing and Protection

Immediately after finishing operations have been completed, the entire surface of the concrete shall be covered and cured under burlap or other material approved by the Engineer. The burlap shall be free from holes, dirt, clay, or other foreign matter. Reclaim burlap shall not be permitted.

Curing operations shall be carried on at all times when the air surrounding the concrete is

50°F or greater. After finishing the concrete, and surface is hardened sufficiently or prevent marring, the entire surface shall be covered with one layer of thoroughly saturated burlap overlapping at least six inches (6”) at joints to prevent gaps.

Liquid membrane forming curing compound may be used in lieu of keeping the concrete wet. When used, it shall be applied per manufacturer’s instructions. After the curing compound has been applied, the concrete shall be kept covered with a tarpaulin or heavy building paper for at least three (3) days to protect the surface from traffic and rain.

Sufficient barricades, signs, and warning devices shall be provided by the Contractor to protect the finished concrete.

9.3.12 Removal of Forms and Backfilling

After the concrete has set sufficiently, the forms shall removed and the spaces on both sides shall be backfilled with suitable earth, uniformly spread and compacted

Immediately after the forms have been removed, construction traffic shall be excluded from crossing the concrete for a period of approximately fourteen days. Contractor shall be responsible for any damage resulting from traffic within the fourteen (14) day period and he shall remove and replace any concrete damage as directed by the Engineer.

9.4 Sidewalk:

Gravel fill under sidewalk is to be thoroughly compacted before placement of concrete for sidewalk. GDOT Class A concrete shall be used for the sidewalk. Minimum compressive strength of 3,000 psi at 28 days. Minimum yield strength for welded wire fabric shall be 65,000 psi.

Sidewalk width shall be 5 ft.. Sidewalk surface shall be sloped for drainage. Maximum slope shall be 1.5%.

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9.5 Removal of Defective Work

The City shall have the authority to and shall require the removal of any work performed under these specifications which does not conform to the requirements as set forth herein.

Upon notification in writing by the Contract Administrator / Designee, the Contractor shall take immediate action to correct the faulty work at no additional cost to the City.

9.6 Method of Measurement

Actual quantities, measured in the field, shall be used to compute payments due to the contractor.

9.7 Drawings

A complete set of plans shall be prepared and stamped by a Georgia registered engineer with the appropriate expertise for review by City of Stonecrest City Engineer. Any exceptions noted by City Engineer shall be addressed. Approved plan set shall be used to secure Stonecrest building permits.

Design must comply with City of Stonecrest Building code.

9.8 Electrical: (Refer to Attachment “D” – Gazebo Rendering and Additional Details.

All electrical work shall be performed by a Georgia Certified Electrician.

9.9 Additional Requirements and Scope of Work: Refer to Attachment “D” – Gazebo Rendering and

Additional Details.

10. CONTRACTOR RESPONSIBILITIES:

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

10.1 Person of Contact (POC):

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

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

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

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

10.6 The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and provide reasonable protection to prevent damage to properties surrounding the work site, injury or loss to employees, materials, and equipment in connection with the performance of the work herein.

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

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

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

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

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

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

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

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

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

10.16 Reporting Dangerous Conditions / Situations:

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

11. WORK SCHEDULE:

Regular work Hours: 7:00 am to 7:00 pm, Monday through Friday and 8:00 am to 5:00 pm on Saturday. The City will consider extended workdays, workweeks and hours upon written request by the Contractor on a case-by-case basis. No work will be allowed on national holidays and City observed Holidays (i.e. Memorial Day, July 4th, Labor Day, etc.).

12. EQUIPMENT AND MATERIAL:

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

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13. LIQUIDATED DAMAGES:

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

14. WEATHER:

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

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

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

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

15. DELIVERY, STORAGE, AND HANDLING:

15.1 Delivery:

The Contractor shall coordinate delivery and arrange storage of materials (if needed).

15.2 Storage:

Storage space may be limited. The Contractor shall furnish, at his/her own expense suitable secure area(s) for storing any equipment and materials that will be left on-site (where approved). The Contractor shall provide all necessary protective covering needed to prevent damage to surround work areas.

15.3 Security:

The Contractor shall be responsible for on-site security of tools, equipment and materials.

16. RESPONSE TIME:

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

17. RESTORATION OF PROPERTY:

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

18. DISPOSAL OF EXCESS MATERIAL:

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

19. CONTRACTOR AND SUBCONTRACTOR UNIFORM/BADGING:

The Contractor employees assigned to this contract must wear a professional uniform with the company name permanently affixed to the uniform. Uniforms shall comply with all safety provisions from State, Federal (OSHA), and the City.

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20. CONTRACTOR AND SUBCONTRACTOR VEHICLES:

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

21. DAMAGE REIMBURSEMENT:

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

22. WARRANTY:

The Contractor shall furnish all pertinent warranty information including manufacturers’ warranties, effective dates, as they become available, for all new equipment. Labor work performed shall be fully warranted and guaranteed for a minimum of One (1) year from date of completion of services and acceptance by Contract Administrator / Designee.

Structural Framework: Warranty period shall be for the period set forth by the Manufacturer. The Contractor shall provide a copy of the warranty.

Paint and Finish: Warranty for Powder coat/paint finish shall be for the period set forth by the coat/paint used on the gazebo. The Contractor shall provide a copy of the warranty.

Accessories, parts, and hardware: Warranty period shall be for a period set forth by the Manufacturer. The Contractor shall provide a copy of the warranty.

Defective Labor/Products: The Contractor shall repair or replacement defects occurring in labor or product(s) within the warranty period shall be performed and provided at no additional cost to the City.

23. CLEAN UP:

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

24. WORK ACCEPTANCE:

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

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

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

25. FINAL INSPECTION AND WORK ACCEPTANCE:

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

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

25.2 Submitted all other required contract deliverables; and

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

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

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

2. Warranty (ies) as provided by Manufactures.

26. INVOICING AND PAYMENT:

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

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

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GENERAL TERMS AND CONDITIONS

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

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

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

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

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

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

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

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

4. BID BOND: REQUIRED FOR THIS SOLICITATION.

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

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

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

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