itb-fh-25-26-2513.pdf

CITY OF FARMINGTON HILLS PHONE 248-871-2430

DEPARTMENT OF CENTRAL SERVICES

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

www.fhgov.com

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1. SUBMISSION AND RECEIPT OF BID

Bids to receive consideration shall be received prior to the specified time of opening as designated on the bid form. NO LATE BIDS WILL BE ACCEPTED. The City of Farmington Hills reserves the right to postpone the opening for its own convenience. Bidders shall use the bid documents furnished as none other may be accepted. Bids are considered received when in the possession of the Farmington Hills City Clerk. All bids shall be labeled with the ITB number, item, as well as the aforementioned deadline date/time and the vendor name and address on the outside of the envelope. Bids shall be sealed when submitted. Separate bids shall be submitted on each bid number and shall be typewritten or written in ink and legibly prepared. Bids having any erasures or corrections thereon may be rejected unless explained or initialed by the bidder. If you are submitting a “No

Bid”, do not follow the above directions but send a letter to the Purchasing Division indicating a “No Bid”.

Bids shall be mailed or delivered to City of Farmington Hills, City Clerk’s Office, 31555 Eleven Mile Road, Farmington Hills, MI 48336-1165 b efore the stated deadline. No faxed or emailed bids will be accepted.

Bids may be submitted via MITN.INFO as well.

2. RESPONSIVE BIDS

All pages and the information requested herein shall be furnished completely in compliance with instructions.

The manner and format of submission is essential to permit prompt evaluation of all bids on a fair and uniform basis. Unless otherwise specified, the City of Farmington Hills reserves the right to accept any item in the bid.

Bidders may submit bids on any item or group of items, provided however, that the unit prices are shown as required. Accordingly, the City of Farmington Hills reserves the right to declare as non-responsive, and reject any incomplete bid if material information requested is not furnished, or where indirect or incomplete answers or information is provided. Alterations to the written requirements will negate any response. The City of

Farmington Hills promotes “green” technologies and the reduction of waste. When possible, your response should be double sided to reduce paper usage. Other factors including source of supply may be used in award recommendations.

3. OFFICIAL DOCUMENTS

The City of Farmington Hills shall accept NO CHANGES to the bid document made by the Vendor unless those changes are set out in the “Exceptions” provision of the Authorized Version of the bid document. It is Vendor’s responsibility to acquire knowledge of any change, modifications or additions to the Authorized Version of the bid document. Any Vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the City of Farmington Hills to the Authorized Version of the bid document, shall be bound by the bid, including any changes, modifications or additions to the Authorized Version. If a bid is awarded to a

Vendor who claims that it had no knowledge of changes, modifications or additions made by the City of

Farmington Hills to the Authorized Version of the bid, and that Vendor fails to accept the award, the City of

Farmington Hills may pursue costs and expenses to re-bid the item from that Vendor. The Authorized Version of the bid document shall be that document appearing on the MITN with amendments and updates.

The City of Farmington Hills officially distributes bid documents from the Purchasing Division or through the

Michigan Intergovernmental Trade Network (MITN). Copies of documents obtained from any other source

DEADLINE: Tuesday, September 9, 2025, 10:00 a.m. E.D.T.

P RE-BID MEETING: MANDATORY Thursday, August 21, 2025 @ 1:00 p.m. E.D.T., Spicer House

Stables, 24915 Farmington Road

QUESTIONS: Accepted via email to Nikki Lumpkin, Senior Buyer, nlumpkin@fhgov.com, Wednesday, August 28, 2025, 12:00 p.m.

Spicer Stables Roof Replacement

ITEM:

#itb-fh-25-26-2513 BID:

http://www.fhgov.com/ mailto:nlumpkin@fhgov.com

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Pg. 2 of 58 are n ot considered official copies. Only those vendors who obtain documents from either the Purchasing

Division or the MITN system is guaranteed access to receive addendum information, if such information is issued.

If you obtained this document from a source other than MITN, it is recommended that you register on the MITN site, www.mitn.info and obtain an official copy and any addenda.

4. INTERPRETATION OF BID AND/OR CONTRACT DOCUMENTS

Any interpretation to a bidder regarding the Bid and/or Contract Documents or any part thereof is valid only if given by the City’s Purchasing Division staff. Any information given by departmental contacts is unofficial.

Interpretations may or may not be given orally (may be written) dependent upon the nature of the inquiry.

Interpretations that could affect other bidders will be in writing and issued by the Purchasing Division. All inquiries shall be made within reasonable time prior to the stated deadline in order that a written response in the form of an addendum, if required, can be processed before bids are opened. Inquires received that are not made in a timely fashion may or may not be considered.

5. CHANGES AND ADDENDA TO BID DOCUMENTS

Each change or addendum issued in relation to this bid will be on file in the Purchasing Division. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become part of the contract and all bidders shall be bound by such changes or addenda.

6. SPECIFICATIONS

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

7. ALTERNATES

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

8. PRICING

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

9. TAXES, TERMS AND CONDITIONS

The City of Farmington Hills & all agencies listed in this request are exempt from Federal Excise and State Sales

Tax. Please review The State of Michigan’s REVENUE ADMINISTRATIVE BULLETIN 1999 – 2 for clarification http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm The City’s tax number is 38-6006902.

General payment terms are Net 30 days upon receipt of goods (unless otherwise stated below). Cooperative members will provide their tax-exempt status as required by the awarded vendor

10. QUANTITIES

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

http://www.fhgov.com/ http://www.mitn.info/ http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm

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11. DELIVERY

Bids shall include all charges for delivery, packing, crating, etc., unless otherwise stated in the bid document. All deliveries will be FOB: Delivered. General delivery hours are 8:30 a.m. to 3 p.m. Monday-Friday.

12. AWARD

To be considered your company must specialize in and have provided the services listed herein as indicated in the specification section. Submit one (1) original & one (1) copy (P AGES 14-21) of the bid in one sealed envelope or box. Bids may be submitted via MITN.INFO as well.

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

B. If within the past ten (10) years, the vendor or any of its proposed subcontractors has sued the City of

Farmington Hills, or has been sued by the City of Farmington Hills, with respect to project related claim or issue, the vendor shall not be eligible for consideration.

C. Unless otherwise specified in the document the City reserves the right to accept any item in the bid on an individual basis. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the document clearly indicating Bidder's intent.

D. The City of Farmington Hills reserves the right, in their sole and exclusive discretion, to reject any or all bids for any or no reason at all, to not award this contract to any of the bidders for any or no reason, to waive irregularities and/or informalities, and to make the award that in the opinion of the City Council is in the best interest and to the best advantage of the City of Farmington Hills.

13. WITHDRAWL OF BID

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

14. DEFAULT CONDITIONS

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

15. INFRINGEMENTS AND INDEMNIFICATIONS

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

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16. SAMPLES

Generally, when required, samples will be specifically requested in the Request for Bids. Samples, when required, are to be furnished free of charge. Except for those samples destroyed or mutilated in testing, samples will be returned at an offeror request, transportation collect.

17. PATENTS, COPYRIGHTS, ETC.

The Contractor shall release, indemnify and hold the Buyer, its officers, agents and employees harmless from liability of any kind or nature, including the Contractor’s use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of this contract.

18. NON-COLLUSION

By signing the bid the offeror certifies that the bid submitted, has been arrived at independently and has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the Invitation to Bid, designed to limit independent bidding or competition.

19. CANCELLATION

Unless otherwise stated within this Invitation to Bid, any Contract entered into in response to this Invitation to Bid, including any extension or amendment of a Contract, may be terminated at any time, with or without cause, with

30 days written notice by the City. The City shall not be responsible to make any further payments for work performed after the effective date of such termination, and shall be responsible only for such work as has been completed and is eligible for payment under the terms of this Contract through the date of such termination.

Termination shall not relieve Contractor of its obligation to provide City with all of the plans and product generated under this Contract through the effective date of termination. Prior to the effective date of any termination or prior to the completion of the work (including any extension of the timing for completion), whichever is the first to occur, Contractor shall deliver to the City all reports, opinions, compilations, research work, studies, data, materials, artifacts, samples, documents, plans, drawings, specifications, correspondence, ledgers, permits, applications, manuals, contracts, accountings, schedules, maps, Jogs, invoices, billings, photographs, videotapes and other materials in its possession or control that is gathered or generated in the course of performing the work or that relates to the work in any way; provided that Contractor may retain a copy of such materials for its files.

20. DEFAULT AND REMEDIES

Any of the following events shall constitute cause for the City of Farmington Hills to declare Contractor in default of the contract: A. Nonperformance of contractual requirements or B. A material breach of any term or condition of this contract. Please note, The City of Farmington Hills shall issue a written notice of default providing a period in which Contractor shall have an opportunity to cure. Time allowed for cure shall not diminish or eliminate Contractor’s liability for liquidated or other damages. If the default remains, after Contractor has been provided the opportunity to cure, the City of Farmington Hills may do one or more of the following: A. Exercise any remedy provided by law; B. Terminate this contract and any related contracts or portions thereof; 4. Impose liquidated damages; or D. Suspend contractor from receiving future bid solicitations.

21. LAWS AND REGULATIONS

Any and all supplies, services and equipment offered and furnished shall comply fully with all applicable Federal and State laws and regulations.

22. GOVERNING LAW

This procurement and the resulting agreement shall be governed by and construed in accordance with the laws of the State of Michigan. The construction and effect of any Participating Addendum or order against the contract(s)

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Addendum shall be in the participating entity’s State.

23. ASSIGNMENT/SUBCONTRACT

Contractor shall not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this contract, in whole or in part, without the prior written approval of the City of Farmington Hills.

24. NONDISCRIMINATION

The offeror agrees to abide by the provisions of Title VI and Title VII of the Civil Rights Act of 1964 (42 USC

2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by

Executive Order No. 11246, as amended, which prohibits discrimination on basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. The offeror further agrees to furnish information and reports to requesting agencies, upon request, for the purpose of determining compliance with these statutes. Offeror agrees to comply with each individual agency’s certification requirements, if any, as stated in the additional terms and conditions listed in the solicitation. This contract may be canceled if the offeror fails to comply with the provisions of these laws and regulations. The offeror must include this provision in every subcontract relating to purchases by the agencies to insure that subcontractors and vendors are bound by this provision.

25. SEVERABILITY

If any provision of this contract is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected; and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular provision held to be invalid.

26. FORCE MAJEURE

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party’s reasonable control. The City of Farmington Hills may terminate this contract after determining such delay or default will reasonably prevent successful performance of the contract.

27. BID PREPARATION COSTS

The City of Farmington Hills is not liable for any costs incurred by the offeror in bid preparation.

28. CONFLICT OF INTEREST

The City of Farmington Hills Code of Ethics prohibits City officials and employees from using their official position to unreasonably secure, request, or grant any privileges, exemptions, advantages, contracts or preferential treatment for themselves or others, and further, requires the reporting of certain financial or other interests held by themselves or their family members in any organization that does business with the City. Consistent with the principles of the City of Farmington Hills Code of Ethics, and in accordance with applicable federal regulations, no employee, officer or agent of the City shall be permitted to participate in the selection, the award, or the administration of a contract if the employee, officer or agent of the City, or his or her immediate family member or members, or his or her business partner or partners, works for, or has any financial or other interest in any company bidding for the contract.

In order to determine whether your company presents any potential conflict of interest with respect to the award of the subject contract, on a separate piece of paper, please disclose any familial or business relationships you have with any current or former employee, agent, consultant, officer or elected or appointed official of the City of

Farmington Hills, or others who are or have been within the past year, in a decision making position with the City

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Pg. 6 of 58 of Farmington Hills, and who may be able to grant favorable treatment with respect to being awarded this contract. Please disclose the full nature and extent of your relationship.

The City will review the relationship for conflict of interest. If a determination is made that the relationship is contrary to Federal Regulations 24 CFR 570.611 your company will be removed from the bid process. Requests for exceptions will be reviewed by the HUD Detroit Field Office in accordance with the standards set forth in 24

CFR 570.611(d).

Violation of the City’s Code of Ethics as the result of non-disclosure will be reviewed in accordance with Section

5 of the City of Farmington Hills Code of Ethics and may result in disciplinary action, and/or termination of the subject contract.

29. INDEPENDENT CONTRACTOR

The contractor shall be an independent contractor, and as such shall have no authorization, express or implied to bind the City of Farmington Hills or the respective agencies to any agreements, settlements, liability or understanding whatsoever, and agrees not to perform any acts as agent for the City of Farmington Hills or participating agencies, except as expressly set forth herein.

30. THIRD PARTY BENEFICIARIES

There are no third party beneficiaries to this Agreement, and nothing expressed or referred to in this Agreement will be construed to give any person or entity other than the parties to this Agreement any legal or equitable right, remedy, or claim under or with respect to this Agreement or any provision of this Agreement. This Agreement and all of its provisions and conditions are for the sole and exclusive benefit of the parties named.

31. CITY POLICY ON SMOKING

The bidder, if awarded a contract, agrees to follow the City of Farmington Hills Smoking Policy which states:

“The City of Farmington Hills is dedicated to providing a healthy, smoke free work place for employees, residents and visitors.” To that end; smoking is prohibited in all municipal buildings, in all municipal owned, leased or rented vehicles and within twenty five (25) feet from any municipal building entrance, outdoor air intakes and operable windows. Smoking is permitted in outside designated smoking areas or in personal vehicles. Smokers are responsible for properly disposing of all smoking related litter, which includes cigarette and cigar butts, tobacco, etc. Disposal of any smoking litter is not permitted on City property except in the provided receptacles.

32. NON-IRAN LINKED BUSINESSES

By signing below, I certify and agree on behalf of myself and the company submitting this bid the following: (1) that I am duly authorized to legally bind the company submitting this bid; and (2) that the company submitting this bid is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions

Act, being Michigan Public Act No. 517 of 2012; and (3) That I and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

33. COVID-19 MANAGMENT ADHERANCE

As a result of the Covid-19 pandemic, in the event of the issuance of any order by federal, state or local health authorities, which requires the suspension of any or all activities for any time period, all Vendors are hereby on notice that in the event that certain types of public works projects, including but not limited to the Project set forth in this Invitation to Bid, are at any time determined by the City or other governmental authorities, to be required to be suspended, in accordance with the applicable order, this project may be delayed or terminated, as set forth in

Section 26 of this Invitation to Bid, and/or Article II of this Agreement. The City shall not be responsible for additional costs relating to delay of the Project, and the Project schedule may be revised to reflect requirements of the order.

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34. REASONABLE CARE

All contractors or any of their subcontractors for construction, maintenance and repair of roads, utilities & public rights-of way shall exercise reasonable care in performing work. In providing services for the City, Contractor shall perform consistent with the level of skill and care ordinarily used by other reputable members of Contractors profession.

35. INSURANCE (REQUIRED FOR WORK ON OR WITHIN CITY PROPERTY/FACILITIES)

The contractor, or any of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to The City of Farmington Hills. The requirements below should not be interpreted to limit the liability of the Contractor. All deductibles and SIR’s are the responsibility of the Contractor.

The Contractor shall procure and maintain the following insurance coverage:

A. Worker’s Compensation Insurance including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

B. Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than

$1,000,000.00 per occurrence and aggregate. Coverage shall include, but not limited to, the following: (A)

Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D)

Broad Form General Liability Extensions or equivalent; (E) Explosion, Collapse, and Underground, if applicable.

C. Automobile Liability including Michigan No-Fault Coverages, with limits of liability not less than

$1,000,000. per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

cc.

D. Additional Insured: Policy(ies) and coverages as described above, excluding Workers’ Compensation

Insurance, shall include an endorsement stating the following shall be Additional Insureds: The City of

Farmington Hills, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the City of Farmington Hills as additional insured, coverage afforded is considered to be primary and any other insurance the City of Farmington Hills may have in effect shall be considered secondary and/or excess.

E. Cancellation Notice: Policy(ies), as described above, shall be endorsed to state the following: It is understood and agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of

Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: City of Farmington Hills, Attention: Mr. Thomas Skrobola, 31555 West Eleven Mile Road, Farmington Hills, Michigan 48336.

F. Proof of Insurance Coverage: The Contractor shall provide the City of Farmington Hills at the time the contracts are returned by him/her for execution a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, a copy of the policy sections, where coverage is provided for additional insured and cancellation notice, may be acceptable. Copies of all policies mentioned above shall be furnished, if so requested.

dd.

G. Required liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies).

ee.

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H. If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates, endorsements, and/or policies to City of Farmington Hills at least ten (10) days prior to the expiration date.

36. PRE-BID MEETING

The City of Farmington Hills will conduct a mandatory pre-bid meeting Thursday, August 21, 2025, at

1:00 p.m. at 24915 Farmington Road, Farmington Hills, MI. All interested contractors are encouraged to attend as it will be the ONLY opportunity to view the sites proposed for this project.

37. BIDDER'S RESPONSIBILITY

Each bidder shall visit the site of the proposed work and fully acquaint himself with conditions relating to construction and labor so that he may fully understand the facilities, difficulties and restrictions attending the execution of the work under the proposed contract. Bidders shall thoroughly examine and be familiar with the Drawings and Contract

Documents. Any apparent omissions, errors or discrepancies in plans or specifications shall be reported to the Inspector in ample time before the date of letting. The failure of omission of any bidder to receive and examine any form, instrument, addendum or other document, or to visit the site and acquaint himself with conditions there existing, shall in no way relieve any bidder from any obligation with respect to his bid, or to the contract. The submission of a bid shall be taken as prima facie evidence of compliance with this section.

38. PRICES BID

The prices shall cover the costs of any nature, incident to and growing out of the work, in explanation, but not in limitation thereof, the prices stated in the Proposal by the Bidder, shall include the cost of everything necessary for the performance and completion of this contract in the manner and time prescribed, including the furnishing of all material, tools, equipment, transportation, labor, supervision, all costs on account of loss by damage or destruction of the work, unforeseen difficulties encountered, for settlement of damages, for replacement of defective work and materials, and for all else necessary therefore and incidental thereto.

39. QUALIFICATION OF BIDDER

The City may make such investigations as it deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to the City all such information and data for this purpose as the City may request. Such information may include past performance records, list of available personnel, plant and equipment, description of work to be done simultaneously with the City's project, financial statement, or any other pertinent information. The City reserves the right to reject any bid if the evidence submitted by, or investigation of, such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the Contract and to complete the work contemplated therein. Conditional bids will not be accepted.

40. BUILDING PERMITS AND PROJECT INSPECTION

All work to be done in accordance with applicable codes and ordinances of the City of Farmington Hills. The contractor will be required to pull all necessary City & County permits, however please note any City of

Farmington Hills permit fees will be waived. As determined by the Owner, management of the project will be performed by the Owners representative Cunningham-Limp. A City representative will also be named as internal contact on site.

41. DRAWINGS & SPECIFICATIONS

The Architectural Drawings with Integrated Specifications are available in .PDF form on www.mitn.info.

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42. GENERAL INFORMATION

A. The City of Farmington Hills is accepting bids from qualified contractors for the removal and replacement of the roof at the Spicer House Stables, located at 24915 Farmington Road, Farmington Hills, MI. The project spoils and related components/materials shall be removed and properly disposed of daily by the contractor.

B. The specifications may reference specific makes and models in order to establish a minimum acceptable standard. Such references are not intended to eliminate any manufacturer from the bidding process.

Compliance with the “spirit of the specification” is not acceptable. All deviations shall be clearly called out in writing and explained in an attachment to the bidder’s submitted proposal. Failure to follow these instructions shall constitute grounds for elimination of the bidder’s proposal from consideration. Deviations may be permitted if determined to be in the best interest of the City. It is at the City of Farmington Hills sole discretion whether an alternate is deemed equivalent or not.

C. Payment for the project shall not be approved until all requirements are fulfilled, including warranty registrations and building inspections to the satisfaction of the City of Farmington Hills Facility Supervisor and Building Inspectors.

D. It is the intent of this document to describe in sufficient detail new project materials installed with the manufacturer’s approved methods to provide the intended operation. All components, parts, materials, and services not specifically mentioned, which are necessary to provide the completed project to the City’s satisfaction, shall be included and considered incidental to the proposals. The references and reputation of the contractors to complete the project in a timely manner is a significant part of the bid evaluation.

43. SCOPE OF WORK

A. Remove existing shingle roof and underlayments down to wood decking. The decking is to be inspected for deficiencies and replaced where rotted per the SF price identified on the bid form below.

B. Existing fascia and soffit to remain. Any loose fascia is to be re-fastened if possible otherwise replaced at the predetermined sf price as identified on the bid form.

C. Install new, SBR-modified, fiberglass reinforced, self-adhering ice and water shield (RMER seal) as specified over the entire roof area. Additional layers at ridges (3’ on each side of ridge).

D. Install new drip at all eave and rake conditions as well as any necessary ancillary fabricated metal flashings from 24 GAKYNAR coated metal in standard “white’ color.

E. All penetrations shall be properly flashed per provided details.

F. Install new 30 year dimensional shingle as offered by GAF, Certainteed, or Owens-corning as specified.

Owner is to select the color of the shingle once the contract is awarded.

G. New Ridge Vent units are to be installed per provided details however no soffit venting is possible with the building.

H. Manufacturer of ice and water shield is to perform site inspections no less than three times per week to ensure compliance with bid documents.

I. Contractor to provide a 2-year workmanship warranty and shingle manufacturer to provide a “lifetime” warranty submitted through the contractor.

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INSTRUCTIONS TO BIDDERS

INDEX

101 Name, Address and Legal Status of the Bidder

102 Bond Requirements

103 Order of Work

104 Sunday and Holiday Work

105 Liquidated Damages

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INSTRUCTIONS TO BIDDERS

101.0 Name, Address, and Legal Status of the Bidder

The name and legal status of the bidder, whether corporation, partnership, or individual, shall be stated in the Proposal.

A corporation bidder shall give the state in which incorporated, a partnership bidder shall give all the names of the partners. Partnership and individual bidders will be required to state in the Proposal the names of all persons interested therein. The place of residence of each bidder, or the office address in the case of a firm or company, with county and state must be given after his signature.

Authorized Corporate Officer of company, with title, to sign in front of two witnesses and have signatures notarized.

The Bid Form/Contract Document shall be signed by the Bidder, as follows:

A. Sole Proprietorship: Signature of sole proprietor in the presence of a witness who will also sign.

Insert the words "Sole Proprietor" under the signature.

B. Partnership: Signature of all partners in the presence of a witness who will also sign. Insert the word "Partner" under each signature.

C. Corporation: Signature of a duly authorized signing officer(s) in their normal signatures. Insert the officer's capacity in which the signing officer acts, under each signature. If the Bid is signed by officials other than the President and Secretary of the company, or the

President/Secretary/Treasurer of the company, a copy of the by-law or resolution of the Board of

Directors authorizing them to do so must also be submitted with the Bid Form in the Bid envelope.

1 02.0 Bond Requirements

102.01 Bid Security

Each bid must be accompanied by cash, certified check of the bidder, or a bid bond duly executed by the bidder as principal and having as surety thereon a surety company approved by the City, in the amount of

5% of the bid as a guarantee on the part of the bidder that he will, if called upon to do so, enter into contract in the attached form, to do the work covered by such Proposal and at the price stated therein and to furnish acceptable surety for its faithful and entire fulfillment. Such cash, checks or bid bonds will be returned to all except the three lowest bidders within a reasonable time after the accuracy of all the bids have been determined, and the remaining cash, checks or bid bonds will be returned promptly after the City and the accepted bidder have executed the Contract, or if no award has been made within ninety (90) days after the date of the opening of bids, upon demand of the bidder at any time thereafter, so long as he has not been notified of the acceptance of his bid. If said bidder shall neglect or refuse to execute a contract, including all required bonds & insurance documents, within fifteen (15) days after written notice by the Owner, the amount of the bid deposit or bond shall be forfeited to the Owner as liquidated damages for such refusal or neglect.

102.02 Labor & Material Bond

The successful bidder shall be required to furnish a Labor and Material Bond in an amount at least equal to 100% of the contract sum as security for payment of all persons performing labor, furnishing materials and equipment rental in connection with this Contract.

102.03 Performance Bond

The bids shall be accompanied by a letter from a surety company satisfactory to the City stating that the necessary bonds will be furnished by it to the Contractor bidding in the event he is successful. The Bidder

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Pg. 12 of 58 shall furnish a surety bond in an amount at least equal to 100% of the contract as security for faithful performance of this Contract.

102.04 Maintenance & Guarantee Bond

The successful bidder shall be required to furnish a Maintenance and Guarantee Bond, equal to 25% of the contract sum, for a period of two (2) years from the date of approval of Final Estimate, to keep in good order and repair any defect in all the work done under this contract, either by the principal or his subcontractors.

1 03.0 Order of Work

The right to prescribe the order in which the work called for under this Contract is to be done will be retained by the

City.

1 04.0 Sunday and Holiday Work

There shall be no construction, regardless of the noise levels, on Sundays and legal holidays. When it is determined that special circumstances exist, or it is in the best interest of the City, allowances may be made to allow construction only in non-residential areas or where there is a threat to public health, safety or welfare. Permission must be given in writing and authorized by the City Manager or the Director of Public Services. A copy of the written authorization shall be forwarded to the Police Department. The contractor/builder receiving the authorization shall keep a copy of the authorization at the construction site.

1 05.0 Liquidated Damages

It is expressly covenanted and agreed that time is and shall be considered of the essence of the contract. In the event that the contractor shall fail to perform the entire work agreed to by or at the times herein mentioned or referred to in the Proposal, or within some other certain date subsequent to this to which the time limit for the completion of the work may have been advanced, the contractor shall pay unto the Owner as and for liquidated damage and not as a penalty, the sum of Five hundred dollars ($500.00) for each and every calendar day that the contractor shall be in default. Said sum of Five hundred dollars ($500.00) per day, in view of the difficulty of estimating such damages with exactness, is hereby expressly fixed and agreed upon as the damages which will be suffered by the Owner for reason of such defaults.

It is also understood and agreed that the liquidated damages hereinbefore mentioned are in lieu of the actual damages arising from such breaches of this contract which said sums the Owner shall have the right to deduct from any monies in his hands otherwise due or to become due to the contractor or to sue for and recover compensation for damages for non-performance of this contract at the time stipulated herein and provided.

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C HECKLIST FOR BIDDERS

MISTAKES OR OMMISSIONS CAN RESULT IN THE REJECTION OF YOUR BID

All information required by the terms of the bid documents must be furnished. Important items for you to check are included in, but not limited to, those listed below. This checklist is furnished only to assist you in submitting a proper bid.

Check as you Read

Where required, have you entered a unit price or lump sum for each bid item & alternates?

Did you check the MITN website for any addendums which may have been posted?

Addendums may be posted at any time.

Are decimals in the unit or lump sum prices in their proper place? Are your figures legible?

Is your bid properly signed?

Have you submitted one (1) original & one (1) copy of your response (PAGES 14-21) or one copy via MITN.info by the deadline date and time as well.

Have you labeled the outside of the envelope with the Section & Trade name?

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BIDDER’S GENERAL QUESTIONNAIRE

Please give the following information regarding your proposal for this bid:

1. Number of years’ experience in this work:

2. List below or attach a list of the number and types of equipment to be used if awarded this bid:

3. List the municipalities that you have contracted with for this type of work during the past three (3) years.

Name: Contact Person:

Phone #:_ E-mail address:

4. Name of your bank and other financial references:

5. Comments:

SIGNED: PRINTED NAME:

TITLE: DATE:

NAME AND ADDRESS OF FIRM: (Print or Type)

ZIP CODE: PHONE NO.

FAX NO. E-MAIL ADDRESS:

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LEGAL STATUS BIDDER

Fill out the appropriate section below for your company and strike out the other three. Provide additional sheets if more space is needed for your responses.

C orporation:

State and County in which incorporated:

Official title of person signing proposal:

Address of signer:

Full names, addresses and titles of all the corporation’s directors and officers:

P artnership:

State and County in which established:

Full names, addresses and titles of all partners:

L imited Liability Company (LLC):

State and County in which established:

Full names, addresses and titles of all members and managers of the LLC:

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NON-IRAN LINKED BUSINESS CERTIFICATION

Pursuant to Michigan law before accepting any bid or proposal or entering into any contract for goods & services with any prospective firm, the firm must certify that it is not an “Iran Linked Business”.

By signing below, I certify and agree on behalf of myself and the company submitting this bid the following: (1) that I am duly authorized to legally bind the company submitting this bid; and (2) that the company submitting this bid is not an “Iran Linked Business,” and that term is defined in section 2€ of the Iran Economic Sanctions Act, being Michigan

Public Act No.517 of 2012; and (3) That I and the firm submitting this proposal will immediately comply with any further certifications or information submissions requested by the City in this regard.

Company Name:

Authorized Representative Signature:

Printed:

Date:

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SUBCONTRACTORS

The contractor shall not sublet, assign or transfer the contract or any portion of any payment due the contractor hereunder, without the written consent of the City. If it is the intention of the bidder to use subcontractor(s) for any of the work called for herein, the bidder shall provide the information required for each subcontractor, below. If subcontractors will not be used, please strike out this page.

Name of Firm:

Contact Person: Title:

Address:

Phone: _

Work to be performed for general contractor:

Contact Person: Title:

Contact Person: Title: _

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PROPOSAL FORM

Name of Bidder:

Telephone Number: Fax Number:

Email:

PROJECT: SPICER STABLES ROOF REPLACEMENT

24915 Farmington Road

Farmington Hills, MI 48336

OWNER: CITY OF FARMINGTON HILLS

31555 Eleven Mile Road

Farmington Hills, Michigan

Nikki Lumpkin – Senior Buyer

248-871-2435, nlumpkin@fhgov.com

ROOF: THE GARLAND COMPANY, INC.

CONSULTANT 3800 East 91 Street

Cleveland, OH 44105-2197

Matt Verhey, Area Manager

248-880-0896 mverhey@garland.com http://www.fhgov.com/ mailto:nlumpkin@fhgov.com mailto:mverhey@garland.com

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BASE PROPOSAL – FIRE STATION #1 ROOF PROJECT – REMOVAL & REPLACEMENT

Pursuant to and in compliance with the specifications, and having carefully examined the Bidding Documents, drawings & specifications and the site, the undersigned agrees to enter into an agreement with the Owner, to supply all the labor & materials and to complete the work in accordance with the specification documents for the sums as listed below:

SPICER STABLES ROOF PRICE

A. DEOMOLITION & DISPOSAL

B. ALL NEW ROOFING, per scope of work and drawings

PROJECT TOTAL BASE BID $

***NOTE: Contractor is to exclude in pricing above, Garland supplied materials per Addendum #1 pertaining to the OMNIA Cooperative Purchasing Procurement program. Contractor is to supply with bid submission the form identifying the quantity of Garland supplied materials anticipated for the project. The owner will purchase the Garland materials under a separate contract.

Extra work may be necessary other than required by the plans and specifications, extra work will be completed according to the written instructions of the Owner for the following unit prices:

SCHEDULE OF CHARGES PRICE

A. REPLACEMENT OF WOOD DECKING

$ /per 4 x 8’ sheet

B. REPLACEMENT OF WOOD FASCIA BOARDS

$ /LF FT.

C. REPLACEMENT OF METAL FASCIA $ /EA

Proposed Start Date:__________________________________________________________________

Project Duration: -------------------------------------------------------------------------------------------------- --

It is the intent of the City of Farmington Hills (“Agency”) to purchase materials for the Spicer Stables Roof

Replacement (“Project”) located at 24915 Farmington Road, Farmington Hills, MI directly from Garland Inc., based upon the Agency’s participation in the Omnia Partners Government Purchasing Alliance’s program for Roofing

Supplies and Related Products and Services, as priced by and awarded to Garland/DBS, Inc., resulting from the competitively solicited Sealed Bid #PW-1925 issued by the Racine County Board of Commissioners.

As a bidder on the Project, you are required to fill in your order quantities for the following materials as listed below:

SPICER STABLES

Material Name Coverage Rate/Application Base Bid Qty

RMer Seal 200 sf roll

Rmer Flat Stock 22 Ga. Std Color – 4’ x 10’ each

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PLEASE NOTE:

1. It is the responsibility of the bidder to obtain any product-related information and pricing from the

Garland representative prior to bid submission.

2. The bidder takes full responsibility for the material quantities entered above. Any additional materials required to complete the Project, over and above the quantities submitted by the bidder in this addendum, will be billed to the bidder directly and will not be the responsibility of the Agency.

3. Material quantities will be cross-referenced to an expected Project take-off to verify accuracy. Any bids that have material quantities substantially below or above the anticipated requirements for the

Project will be rejected unless a detailed explanation is provided.

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FIRM PRICE GUARANTEE:

The price stated in this proposal is guaranteed for a period of no less than 90 days from the date hereon, and if authorized within that period, we agree to complete the Work at said price.

A CKNOWLEDGEMENT OF OFFICIAL DOCUMENTS

I , certify that I have read section 3 (Official Documents) of the invitation to bid and that the bid proposal documents contained herein were obtained directly from the City of Farmington Hills Purchasing

Office or MITN website, www.mitn.info and is an official copy of the authorized version.

SIGNATURE OF AUTHORIZED COMPANY REPRESENTATIVE

A UTHORIZATION OF SPECIFICATIONS:

The undersigned herein submits this proposal and agrees to enter into an agreement with the City of Farmington Hills in accordance with the Contract Documents. In submitting this completed and signed proposal, it is understood that the right is reserved by the City of Farmington Hills to reject any or all bids and to make such award that, in the opinion of the City Council, is in the best interest of the City of Farmington Hills.

NAME OF BIDDER:

BUSINESS ADDRESS OF BIDDER:

BUSINESS PHONE NO: FAX NO

WEBSITE EMAIL

AUTHORIZED SIGNATURE: TITLE OF SIGNER:

PRINTED SIGNATURE NAME: DATE:

FEIN:

NOTE: All items set forth herein shall be bid in full accordance with these bidding and/or contract documents and accompanying plans, complete.

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