ITB PWUP 23_17 Mitchell Road Pipe Replacement.pdf

City of Norcross Department of Public Works, Utilities & Parks

INVITATION TO BID

MITCHELL ROAD PIPE REPLACEMENT

ITB PWUP 23-17

City of Norcross Department of Public Works, Utilities & Parks

INVITATION TO BID

MITCHELL ROAD PIPE REPLACEMENT

OVERVIEW:

The BID package should be clearly marked “ITB PWUP 23-17 – MITCHELL ROAD PIPE REPLACEMENT” on its face and submitted by 11:00 a.m. on October 27, 2023. to the address below. Please submit two printed copies and one electronic copy (USB) of your package to:

Christabel Ghansah

ITB PWUP 23-17 – MITCHELL ROAD PIPE REPLACEMENT

City of Norcross Department of Public Works, Utilities & Parks

345 Lively Avenue Norcross, GA 30071

Both printed and electronic copies must contain the same information.

Please submit questions/requests via e-mail only to the Capital Projects Manager at christabel.ghansah@norcrossga.net by 5:00 p.m. on October 13, 2023.

No BID will be received or accepted after the above specified date and time. Submissions received after the designated date and time will be deemed invalid and returned unopened to the firm.

No bid may be withdrawn within thirty (30) days after the BID opening and all BIDS shall remain firm during this period. Requests for withdrawals must be submitted in writing.

We appreciate your interest in the City of Norcross!

mailto:christabel.ghansah@norcrossga.net

BID CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to a BID for the City of Norcross

1. Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the City of Norcross’ staff member’s name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the ITB and is an excellent source of information for any questions you may have.

3. Attend the Pre-bid meeting if one is offered. These meetings provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the ITB.

4. Take advantage of the “question and answer” period. Submit your questions to the Capital Projects Manager by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the ITB. All addenda issued for this ITB will be posted on the City’s website and will include all questions asked and answered concerning the ITB.

5. Follow the format required in the ITB when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Do not assume the City or Evaluation Committee will know what your capabilities are or what items/services you can provide, even if you have previously contracted with the City. Evaluations are based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., sample budget form, certification forms, etc.

8. Check the City website for ITB addenda. Before submitting your response, check the City website at https://www.norcrossga.net/bids.aspx to see whether any addenda were issued for the ITB.

9. Review and read the ITB document again to make sure that you have addressed all requirements.

10. Submit your response on time. Note all the dates and times listed and be sure to submit all required items on time. Late and incomplete responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Company’s Response.

https://www.norcrossga.net/bids.aspx

1.0 INTRODUCTION

The City of Norcross is soliciting competitive sealed bids from qualified contractors for pipe replacements within the City of Norcross as shown in the attached map.

1.1 PROJECT SCOPE

The City of Norcross is soliciting sealed competitive bids from qualified contractors for stormwater pipe replacement on Mitchell road at the intersection of Buford Highway. This project consists of the removal of the underground stormwater pipes, replacing them with the exact size and length, removal and replacement of sidewalk, curb and gutter, pavement demolition and replacement and stabilization of all disturbed areas along with all other measures required to ensure the proper performance of the stormwater conveyance system.

See Appendix B – Maps for detailed information.

1.2 SPECIFICATIONS

All bids should be in duplicate with the same information submitted electronically (USB). Bids are legal and binding upon the bidder when submitted.

The written bid documents are final and supersede any verbal or written prior communications between the parties.

No bid will be received or accepted after the above specified date and time.

Submissions received after the designated date and time will be deemed invalid and returned unopened to the firm.

Award will be made to the most responsive and responsible lowest bidder.

Awards will not be automatically awarded to the lowest bidder. The City will review all bids for responsiveness and responsibility. Bidders must comply with specification guidelines, show evidence of experience and qualifications, and prove that they are qualified to carry out the scope of work.

The City of Norcross reserves the right to reject any or all bids, to waive technicalities, and to make an award deemed in its best interest. The City reserves the option to negotiate terms, conditions, and pricing with the lowest responsive, responsible bidder at its discretion.

All work must be completed in accordance with industry specifications and standards.

1.3 REQUIREMENTS

Estimates must include labor and all materials as specified; no substitutions for materials are allowed unless approved by City of Norcross staff.

1.4 BID SUBMISSION GUIDELINES

All questions must be answered. Information given must be clear and comprehensive. The written request should provide background information about the company, its employees, and its experience with related projects and related clients (especially government).

a. Name of Bidder

b. Permanent main office address, email address, pertinent contact numbers.

c. How long (years) has your firm been in this line of work under your present name; also, state names and dates of previous firm names, if any; where organized?

d. Attach a list of your employees with job titles, responsibilities, and years of experience as they relate the requirements of this bid document.

e. How long do you warrant a project?

f. Does your professional liability insurance coverage extend past the completion date and warrant of any project? If yes, for how long? Please include proof of coverage.

g. Contracts on hand (schedule – showing gross amount of each contract and the approximate anticipated dates of completion).

h. General character of work performed by your company.

i. Have you ever failed to complete any work awarded to you, if so, where, and why?

j. Have you ever defaulted on a Contract, if so, where, and why?

k. Have you ever failed to complete a project in the time allotment according to the Contract documents, if so, where, and why?

l. List three similar projects recently executed by your company, stating approximate cost for each, and the month and year completed.

m. List your major equipment available for this contract.

n. List any subcontractors whom you would expect to use for the contract.

o. With what bank do you do business? Do you grant the City permission to contract this/these situations? Latest Financial Statements, certified audit, if available, prepared by an independent certified public accountant, may be requested by City.

If requested, such statements must be provided within five (5) business days, or the bid proposal will be rejected. Certified audited statement is preferred.

Internal statements may be attached only if independent statements are not prepared.

1.5 SCHEDULE OF EVENTS

See Appendix A for the detail Schedule of Events.

1.6 COMMUNICATIONS WITH STAFF

All questions about this ITB should include the company name and the referenced RFP section in the following format:

Company Name

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

2.0 GENERAL CONDITIONS

BIDDERS ARE ADVISED TO THOROUGHLY UNDERSTAND THE GENERAL CONDITIONS AND

SPECIAL PROVISIONS, PRIOR TO SUBMITTING THEIR BIDS.

2.1 QUALIFICATIONS

2.1.1 Bids will only be considered from experienced and well-equipped Vendor(s) engaged in work of this type and magnitude.

2.1.2 Bidders may be required to submit evidence setting forth qualifications which entitle their company for consideration as a responsible Vendor. A list of work of similar character successfully completed within the last five years may be required, which lists the location, size, and scope for use on this work. Before accepting any bid, the City may require evidence of the Vendor’s financial ability to successfully perform the work to be accomplished under the contract.

2.1.3 Proposers must provide their own materials and tools for this contract.

Proof of samples and examples of current inventory will be provided to the City in the bid for the City staff to take into consideration.

2.2 GUARANTEE TO ACCOMPANY BID

2.2.1 If the cost proposal is greater than $30,000.00, then bids must be accompanied by a certified check or cashier’s check or acceptable performance bond in an amount not less than five percent (5%) of the amount proposal per section, and failure to submit a performance bond will be cause for rejection.

2.3 AUTHORITY TO SIGN

2.3.1 Bidder must ensure that the legal proper name of their firm and/or corporation is printed OR typed as appropriate on all documents.

2.4 RIGHTS RESERVED

2.4.1 The City of Norcross reserves the right to reject any or all bids, to waive informalities or to re-advertise. It is understood that all bids are made subject to this agreement, and that City of Norcross reserves the right to decide which bids it deems the most qualified and lowest cost. In arriving at this decision, full consideration will be given to the experience and qualifications of the Bidder, cost, work of this type successfully completed and past performance with the City of Norcross.

2.4.2 Bidders are advised to examine the site(s) of the proposed work, as are necessary, to familiarize themselves with location conditions, which may affect the proposed work. Bidders are also advised to inform themselves fully regarding conditions under which the work will be performed. The City will not be responsible for the Bidder’s errors or misjudgment, nor for any information on location conditions or general laws and regulations.

2.4.3 Any unauthorized additions, conditions, limitations, or provisions attached to the Bid shall render it informal and may be cause for rejection.

2.5 AWARD OF CONTRACT

2.5.1 The contract will be awarded to the most qualified firm whose bid will cost the least and prove to be the most advantageous to the City, experience, technical considerations, cost, and other factors considered. The City is to make the determination.

2.5.1.1 The bid evaluation will be based on the following criteria:

o Bid price o Compliance with submission guidelines and specifications (including all required forms and documents) o Qualifications of personnel/Ability to complete scope of work o Commitment to completing projects timely o References

Please provide accurate information and inform your references that the City of Norcross will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

Alternatively, Bidders are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

2.5.2 Prior to award of the Contract, the successful Bidder will be required to submit a schedule to the City, demonstrating the Bidder’s ability to commence and proceed in a timely manner. A Bidder’s failure to demonstrate the ability to proceed as required may result in contract cancellation.

2.5.3 Failure to demonstrate the ability for contract execution and progression will result in, at the City’s discretion, contract cancellation or re-advertising of any and/or all these contracts.

2.5.4 Prior to execution of a Contract, if the contract amount is greater than

$30,000.00, a Contract Performance Bond and a Payment Bond, each equal to 100% of the Contract amount per section, must be provided by the successful Bidder by a surety company qualified to do business in the State of Georgia with an AM Best rating of B+ or higher and satisfactory to the City of Norcross. Bonds given shall meet the requirements as listed in this ITB.

2.5.5 Prior to execution of a Contract, a Utility Coordination Meeting is required between Vendor(s), utility agencies and City of Norcross Public Works to ensure clarity and commitments concerning inter-related work schedules.

2.6 PRODUCTION REQUIREMENTS

2.6.1 Time is of the utmost importance of this project. The successful Bidder will be required to commence work within ten (10) calendar days from the receipt of the Notice to Proceed and must carry on with utmost diligence to complete the work according to specifications in the ITB.

2.7 PRICES AND INVOICING PROGRESS PAYMENTS AND RETAINAGE

2.7.1 Payment shall be provided based on the cost schedule provided in Vendor’s response. Vendor shall submit an invoice with NET 30-day payment terms for services performed for the City of Norcross under the terms of the executed contract. The invoice shall be directed to Donald Maxwell, Stormwater Superintendent at donald.maxwell@norcrossga.net.

The invoice shall contain a complete itemization of services. The total amount due, invoice number, invoice date, the designated project number, if applicable, and the City of Norcross’ Purchase Order Number. After work has commenced, progress payments shall be made monthly, based on the value of work completed as provided in the contract documents.

2.7.2 The City shall retain a maximum of 10% of each progress payment; provided, however, when 50% of the contract value including change orders and other additions to the contract value provided for by the contract documents is due and the manner of completion of the contract work and its progress are reasonably satisfactory to the City, the City shall withhold no more retainage. At the discretion of the City and with the approval of the Contractor, the retainage of each subcontractor may be released separately as the subcontractor completes their work.

mailto:donald.maxwell@norcrossga.net

2.8 LOCATION AND SITE(S)

2.8.1 The site(s) of the proposed work is as provided in Appendix B. All work is within City limits of the City of Norcross, Georgia.

2.8.2 The Vendor shall accept the site(s) in its present condition and carry out all work in accordance with the requirements of the specifications as indicated in the appendices or as directed by the Department of Public Works, Utilities and Parks.

2.8.3 The Vendor, before submitting a bid is required to visit the site(s) and acquaint themselves with the actual conditions and the location of any and/or all obstructions that may exist on the site(s).

2.9 COMPLIANCE WITH OSHA STANDARDS AND REGULATIONS

2.9.1 The work connected with this Contract shall be performed in accordance with all applicable OSHA regulations and standards including any additions or revisions thereto, until the job is completed and accepted by the City of Norcross.

2.10 NON-COLLUSION

2.10.1 Vendor(s), by submitting a bid, certify that the accompanying bid is not the result of, or affected, by any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

2.11 MATERIALS

2.11.1 Unless otherwise specified in the Contract, Vendor shall provide and assume full responsibility for all services, materials, equipment, labor, and all other facilities and incidentals necessary for the completion of the Work.

2.11.2 All materials and equipment incorporated into the work shall be of good quality, except as otherwise provided in the Contract. All special warranties and guarantees required by the Specifications shall expressly run to the benefit of the City.

2.12 CONTRACT REQUIREMENTS

2.12.1 The successful Vendor is required to do the following within ten (10) days of Notice:

2.12.1.1.1 Return to the Department of Public Works, Utilities & Parks contract documents executed by the authorized representative attested by the corporate secretary treasurer.

2.12.1.1.2 Provide Insurance Certificates as specified in the ITB Checklist.

2.12.1.1.3 Provide bonding as required by the ITB documents.

2.12.2 Failure to execute the Contract, Contract Performance Bond, or furnish satisfactory proof of carriage of the insurance required within ten days after the date of Notice of Award of the Contract may be just cause for the annulment of the award and for the forfeiture of the Bid guaranty of City of Norcross, not as a penalty, but as liquidation of damages sustained. At the discretion of the City, the award may then be made to the next most qualified Vendor, or the work may be re-advertised. The Contract and Contract Bonds shall be executed in duplicate.

2.13 GENERAL CONSTRUCTION GUIDELINES

2.13.1 The General Contractor shall be required to perform 100% of the actual resurfacing, paving work, and will not be allowed to sublet this item.

Subletting of the additional items: milling, structure, adjustment, cracks filing, etc. shall be in accordance with Section 108.01 of the Standard Specifications of the Georgia Department of Transportation.

2.13.2 The Contractor shall be required to give 24 hours’ notice to City of Norcross or its Representatives before proceeding with paving on any road in writing, submitted via fax, email or hand delivery.

2.13.3 Prior to beginning the patching work (or paving work if there is no patching), the Contractor shall install the appropriate post-mounted road construction signs on each non-residential road they are resurfacing. These signs will remain in place until approved for removal by the Department of Public Works.

2.13.4 The Contractor shall furnish, install, maintain, and remove all necessary traffic signs, barricades, lights, signals, cones and other traffic control devices, and all flagging and other means of traffic protection and guidance as required by Standard Specifications of the Georgia Department of Transportation. Such work shall be considered incidental to the overall contract, and no additional compensation will be made.

2.14 MISCELLANEOUS PROVISIONS

(May not be applicable to this ITB)

2.14.1 Permits

No permits are anticipated for this project.

2.14.2 Construction Schedule

If applicable, the Contractor shall provide the Stormwater Superintendent with a schedule indicating the order in which the streets will be resurfaced and an approximate schedule of when the work will be completed on each street. The schedule must be presented at least seven

(7) days prior to work commencing in order to notify residents.

Contractors are required to notify Homeowners and business merchants via flyers.

2.14.3 Work Hours

The daily hours are 8:00 a.m. – 10:00 p.m. on weekdays and 8:00 a.m. – 10:00 p.m. on weekends

2.14.4 Detour/Closures

All road closures and detours shall be approved by the Norcross Department of Public Works.

2.14.5 Residential Refuse

The Contractor is required to contact Norcross Public Works, Utilities & Parks Department at 678-421-2069, to obtain sanitation schedules in an attempt to reduce inconveniences to the citizens of Norcross.

2.14.6 Project Briefing

All bidders are required to schedule an appointment with the Stormwater Superintendent in order to inspect each work site. The Superintendent can be reached at donald.maxwell@norcrossga.net or 678-421-2069.

2.14.7 Disposal of Refuse

The Contractor shall be solely responsible for disposing of materials and shall consider, before bidding, the compliance with the above stated ordinances and regulations. Disposal of debris must be done in a lawful manner, in accordance with all applicable federal, state and/or local laws, statutes, rules, ordinances, and/or regulations. All trash and debris shall be collected and removed from the site(s) on a daily basis. The Contractor will not be permitted to burn any of the materials on site or within the boundary limits of Norcross, Georgia.

mailto:donald.maxwell@norcrossga.net

APPENDIX A

SCHEDULE OF EVENTS

Event: Date:

Release of RFP Sept. 20, 2023, at 9:00 a.m.

Deadline for Written Questions October 13, 2023, at 5:00 p.m.

Proposals Due October 27, 2023, at 11:00 a.m.

Proposal Evaluation TBD

Contract Award (On/about) TBD

APPENDIX B

MAP

APPENDIX C

COST PROPOSAL

APPENDIX D

REFERENCES

References for _____________________________________________________________

Please provide a list of contact numbers, addresses and a contact person from three (3) jobs completed (or in progress) having a similar specification and scope of work.

City of Norcross requests a minimum of three (3) references where work of a similar size and scope has been completed.

1. Company Name: _______________________________________________________

Description of Project: __________________________________________________

Completion Date: ______________________________________________________

Contact Person: ________________________________________________________

Telephone: ____________________________ Fax: ___________________________

Email address: ________________________________________________________

2. Company Name: _______________________________________________________

Description of Project: __________________________________________________

Completion Date: ______________________________________________________

Contact Person: ________________________________________________________

Telephone: ____________________________ Fax: ___________________________

Email address: ________________________________________________________

3. Company Name: _______________________________________________________

Description of Project: __________________________________________________

Completion Date: ______________________________________________________

Contact Person: ________________________________________________________

Telephone: ____________________________ Fax: ___________________________

Email address: ________________________________________________________

APPENDIX E

PACKET CHECKLIST

PROJECT: ________________________________________________________

DATE: ___________________________________________________________

Please use this checklist to ensure you have properly completed all forms and requirements.

You must complete and attach this checklist to your proposal packet. Failure to do so may you render ineligible for consideration.

_______ Packet Checklist (attached to bid package)

_______ Two Hard Copies & One Electronic Copy of bid Package (including completed appendices and all required forms)

_______ Bid Bond or Certified Check if cost proposal over $30,000

_______ Certificate of Liability Insurance

_______ E-Verify Contractor & SAVE Affidavits

_______ Mail or deliver to:

PWUP Department Attn: Christabel Ghansah, Capital Projects Manager City of Norcross 345 Lively Avenue Norcross, GA 30071 https://www.norcrossga.net/865/E-Verify-SAVE

REFRENCE FORM.pdf