Perkins_Road_Bridge_Riprap_Material,_Section_22-00654-00-BR_(Addendum_#1_Revision).pdf

FY2024-ITB-029

PERKINS ROAD BRIDGE RIPRAP MATERIAL, SECTION

22-00654-00-BR

City of Urbana

400 South Vine Street

Urbana, IL 61801

RELEASE DATE: January 4, 2024

DEADLINE FOR QUESTIONS: January 12, 2024

RESPONSE DEADLINE: January 18, 2024, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/urbanaillinois

Perkins Road Bridge Riprap Material, Section 22-00654-00-BR

I. Advertisement of Legal Notice

II. Introduction

III. Instructions

IV. Standard Terms & Conditions

V. Proposal Submittals & Confirmations

Attachments:

A - 22-00654-00-BR, BLR 12240 Material Proposal

B - 22-00654-00-BR, BLR 12241 Schedule of Prices

C - 22-00654-00-BR, BLR 12230 Bid Bond

D - 22-00654-00-BR, Specifications

E - 22-00645-00-BR, BLR 12240 Material Proposal (Addendum 1)

F - 22-00645-00-BR, Urbana Special Provisions (Addendum 1)

Title: Perkins Road Bridge Riprap Material, Section 22-00654-00-BR

1. Advertisement of Legal Notice

Public Works - Engineering Department

INVITATION TO BID (ITB):

The City of Urbana will receive proposals for the following:

Perkins Road Bridge Riprap Material, Section 22-00654-00-BR

The City of Urbana is seeking the furnishing and delivery of stone riprap and other aggregate material to the Perkins Road Bridge in Urbana. The material will be used for stream bank stabilization work, performed by others, and deliveries will be ordered in coordination with this work, which is planned for

March 2024.

Proposals are required to be submitted via the City of Urbana's Procurement Portal at https://procurement.opengov.com/portal/urbanaillinois/projects/73867 until 2:00 pm on Thursday, January 18, 2024. ITB instructions and selection procedures may also be obtained from the City of

Urbana's Procurement Portal.

John Zeman City Engineer City of Urbana

Publication Date: Thursday, January 4, 2024 https://procurement.opengov.com/portal/urbanaillinois/projects/73867

2. Introduction

2.1. Summary

The project is located at the existing bridge (S.N. 010-4272) that carries Perkins Road over a Tributary to

Saline Branch, which is located 350 feet east of Brownfield Road in Urbana, Champaign County, Illinois. The bridge is located at 40.127470 latitude and -88.186772 longitude.

The proposed work consists of furnishing and delivering stone riprap and other aggregate material to the

Perkins Road Bridge in Urbana. The material will be used for stream bank stabilization work, performed by others, and deliveries will be ordered in coordination with this work, which is planned for March

2024. The material shall be delivered by a combination of tandem truck loads and semi-truck loads to stockpile on the work site, as directed by the Engineer. The Engineer will notify the Contractor 72 hours in advance of starting or re-starting material deliveries. The normal operating hours of the City’s Public

Works Department are from 7:30 AM to 4:30 PM Monday through Friday, except holidays observed by the City. If special conditions require work to be performed outside of these normal operating hours, the

Engineer will notify the Contractor in advance.

2.2. Contact Information

Project Contact:

Ray Garcia Special Projects Manager 706 Glover Ave Urbana, IL 61801 Email: rlgarcia@urbanaillinois.us Phone: (217) 384-2342

Procurement Contact:

John Zeman City Engineer 706 S. Glover Avenue City of Urbana, Illinois, IL 61802 Email: jczeman@urbanaillinois.us Phone: (217) 384-2390

Department:

Public Works - Engineering

Department Head:

John Zeman City Engineer

2.3. Timeline

Project Publish Date January 4, 2024

Question Submission Deadline January 12, 2024, 5:00pm https://maps.app.goo.gl/yNr1umURucDwYSii7 mailto:rlgarcia@urbanaillinois.us tel:(217)384-2342 mailto:jczeman@urbanaillinois.us tel:(217)384-2390

Question Response Deadline January 16, 2024, 5:00pm

Proposal Submission Deadline January 18, 2024, 2:00pm In-Person Attendance Option:

Engineering Conference Room Public Works Building 706 Glover Avenue Urbana, IL 61802

Virtual Attendance Option:

RingCentral Video meeting.

Please join using this link:

https://v.ringcentral.com/join/653540694?pw=1f23

5997e5d10a0e7e1a39bf9aaeb79b Meeting ID: 653540694 Password: DzjMu3Wh7F One tap to join audio only from a smartphone:

+12679304000,,653540694#,,3956839473# United

States (Philadelphia, PA) Or dial:

+12679304000 United States (Philadelphia, PA) Access Code / Meeting ID: 653540694 Dial-in password: 3956839473 International numbers available:

https://v.ringcentral.com/teleconference

Urbana HRC Meeting (EEO Certification) February 13, 2024

Contract Award (Latest) February 14, 2024 https://v.ringcentral.com/join/653540694?pw=1f235997e5d10a0e7e1a39bf9aaeb79b https://v.ringcentral.com/join/653540694?pw=1f235997e5d10a0e7e1a39bf9aaeb79b https://v.ringcentral.com/teleconference

3. Instructions

3.1. Submission & Opening

All submittals shall be provided in the format requested in a direct and concise manner. Submittals are required to be submitted via the City’s e-Procurement Portal by the date/time prescribed in this request. Any submittal received after the date and time specified in the request shall not be considered and will not be opened. Bids/proposals shall be publicly opened and read at the time and date set. It is the responsibility of the prospective vendors to ensure their submittal is complete in accordance with the requirements of this request in the City’s e-Procurement Portal, by the specified time and date. Submittals received after the time and date will not be accepted.

3.2. Pre-Submittal Meeting

No Pre-Submittal meeting is required for this procurement.

3.3. Definitions

A. The term “City” refers to the City of Urbana except when a request is issued by the Urbana Free

Library, in which case it shall mean “City of Urbana on behalf of the Urbana Free Library”

B. A prospective Contracting Agency will be referred to as the “Vendor”, “Bidder”, “Contractor”, “Respondent”, “You”, or “Consultant.”

C. “Request”, “Invitation”, or “Solicitation” shall refer to this document that specifics the goods/services sought by the City.

D. “Proposal”, “Response”, or “Bid” shall refer to all proposals, bids, quotes, and/or qualifications submitted in response to the request or invitation.

E. “Time” shall refer to all time limts designated as days within these documents and shall be interpreted to mean calendar days unless otherwise specified.

F. A “Calendar Day” is every day on the calendar.

3.4. Public Records and Requests for Confidential Treatment

A. Proposals become the property of the City and, along with late submissions, will not be returned to the proposing party. Your proposal will be open to the public under the Illinois Freedom of

Information Act (“FOIA”) (5 ILCS 140) and other applicable laws and rules, unless you request in your proposal that City treat certain information as exempt.

B. A request for confidential treatment will not supersede the City’s legal obligations under

FOIA. The City will not honor requests to exempt entire proposals, and it shall be your responsibility as the proposing party to show the specific grounds under FOIA or other law or rule that support exempt treatment. Regardless the application of any exemptions pursuant to

FOIA or other law or rule, the City shall disclose the successful proposer’s name, the substance of the proposal, and the price.

C. If you request exempt treatment of portion(s) of your proposal, you must submit an additional copy of your proposal with such exempt information redacted. This copy must state the general nature of the material redacted and shall retain as much of the proposal as possible. You, the proposing party, shall be responsible for any costs associated with the City’s defense of your request for exempt treatment.

D. Further, you agree to allow the City to facilitate evaluation, or to respond to requests for public records. Additionally, you warrant tha the copy or duplication of your proposal pursuant to a request for public records will not violate the rights of any third party.

E. Any restriction on the use of proprietary information contained within a proposal shall be clearly stated as such within the proposal. The City will only be able to comply with a request for confidentiality to the extent allowed by law.

3.5. Responsibilities of Respondent

A. It shall be the responsibility of each Respondent to be fully familiar with the instructional, technical, legal, and other requirements or conditions contained in and included with this Request and any associated addenda. No plea of error or ignorance by a Respondent regarding this information shall be accepted.

B. Should a Respondent find discrepancies or omissions in the specifications or other contract documents or be in doubt as to the meaning of any specification or term, the Respondent shall notify the City at least two (2) business days prior to the deadline for submission.

C. The Contractor shall indicate in its whether subcontractors may be used for any portion of the work and, if so, furnish a written list of all proposed subcontractors and the nature of the Work being provided.

D. The successful respondent shall be capable of providing any additional documentation required

(typically any required insurance certificates or bonds) and an executed contract in an approved form within fifteen (15) days from the date of the Notice of Award.

3.6. Questions

All questions pertaining to this request shall be submitted in writing through the OpenGov Procurement

Question & Answer Tab via the City’s e-Procurement Portal until the date/time prescribed in this request. Please include the section title for each question, if applicable, in order to ensure that the questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to bidders/consultants following this solicitation on the City’s e-Procurement

Portal.

3.7. Addenda

Any addenda shall be posted on the City’s e-Procurement Portal. Addenda notifications will be emailed to all persons on record as following this procurement. Failure of any bidder/consultant to receive any such addenda or interpretation shall not relieve such bidder/consultant from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.

3.8. Withdrawal of Bid/Proposal

Bids/Proposals may be withdrawn through the City’s e-Procurement Portal; the responding firm may

“unsubmit” their bid/proposal in OpenGov Procurement prior to the submission deadline. After https://procurement.opengov.com/portal/urbanaillinois/projects/73867 https://procurement.opengov.com/portal/urbanaillinois/projects/73867 https://procurement.opengov.com/portal/urbanaillinois/projects/73867 withdrawing a previously submitted bid/proposal, the responding firm may submit another bid/proposal at any time prior to the submittal deadline. All proposals submitted in response to this Request shall be irrevocable for a period of Ninety (90) days after the Proposal's due date and may not be withdrawn by the Vendor during this period. After such time has elapsed, the Vendor may withdraw the proposal if it has not been selected prior to the request to withdraw. Except as otherwise provided by regulation, all decisions to permit the correction or withdrawal of bids/proposals following the submittal deadline, or to cancel awards or contracts based on bid/proposal mistakes, will be submitted in writing and will be supported by a written determination made by the City procurement contact.

3.9. City’s Rights Reserved

The City of Urbana reserves the right to reject any and all proposals, or any part therof, and to waive any technicalities or informalities deemed to be in the best interests of the City. Any such decision shall be considered final. Proposals shall be opened in private so as to avoid disclosure of contents to competing respondents. The Evaluation Committee may request additional information and/or conduct interviews/discussions with any respondent who submits an acceptable or potentially acceptable proposal.

Respondents shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. During the course of such discussions, the Evaluation Committee shall not disclose any information derived from one proposal to any other respondent. The City of Urbana reserves the right to negotiate final specifications, terms and conditions, which may be necessary or appropriate to the accomplishment of the purpose of this RFP. The City may require the RFP and the respondent’s proposal be incorporated in full or in part as Contract Documents. This implies that the RFP and all responses, supplemental information, and other submissions provided by the respondent during discussions or negotiations may be held by the City as contractually binding on the successful respondent. When the

Evaluation Committee determines a respondent’s proposal to be unacceptable, such respondent shall not be afforded an additional opportunity to supplement its proposal. The City of Urbana will not be liable in any way for any costs incurred by respondents in replying to this RFP.

3.10. No Bid

Anyone whom is not submitting a proposal for the work but wishes to receive final tabulations or award information should “Follow” the project to receive automated notifications pertaining to this solicitation.

4. Standard Terms & Conditions

These standard terms and conditions shall govern the final contractual obligation of the successful respondent to provide requested goods and services unless supplemental terms and conditions are included which supersede specific individual standard terms and conditions or alternative terms and conditions are negotiated and agreed upon by both parties post-award, prior to final contract execution.

4.1. Prices

The prices for goods and services are complete and shall include all equipment, labor, materials, shipping, handling, installation, and other charges unless specifically denoted otherwise. Where prices are given in both words and figures, the words shall govern. If there is a discrepancy between the total amount and a unit price, the unit price shall govern.

4.2. Delivery

Vendor shall complete delivery of goods or services in accordance with the provisions of the request. If a time has not been specified in the requests then delivery should be provided no more than 30 days after the date of the issuance of the purchase order. Each shipment of goods shall include a separate invoice.

4.3. Payment

If payment terms are not indicated, the City shall make payment no more than 30 days after receipt of an invoice, pay application, or pay request that has been approved by authorized City representative. Vendor shall list applicable purchase order number on all invoices and packing lists.

4.4. Tax Exemption

The City is exempt from paying federal excise tax, state and local retailers’ occupation tax, state and local service occupation tax, use tax, service use tax, and sales tax. The City’s tax exempt number will be furnished to the successful respondent upon execution of a final contract.

4.5. Inspection; Rejection; Acceptance

Before making payment, the City may inspect all goods delivered and services performed and reject those that are defective or nonconforming. The City may return rejected goods and goods supplied in excess quantities to the Vendor at the Vendor’s risk and expense. The Vendor shall promptly correct all work or services identified to be defective or nonconforming, whether observed before or after completion of the services. The Vendor is responsible for all costs of correcting such defective or nonconforming goods or services, including costs associated with repairing any damage, re‐performing the services, and incurred due to the Vendor’s inadequate performance.

4.6. Warranties

In addition to all warranties provided by law and unless specified otherwise in the request, the Vendor warrants that the goods delivered pursuant to this request (a) conform to the descriptions and specifications contained herein; (b) are fit for the purpose for which such goods are ordinarily employed and any particular use the City has specified to the Vendor; (c) are new, unused, and safe for their intended purpose; (d) are free from any security interests, liens, claims, or encumbrances; (e) comply with all applicable federal, state, and municipal laws; (f) do not infringe upon or violate any copyrights or patents, unless the City has furnished the designs used on the goods; and (g) will operate for a reasonable period under normal use.

4.7. Cancellation

The time for delivery of goods or performance of services pursuant to this request is of the essence. The

City may cancel any or all of the contract without liability if the Vendor: (a) fails to meet price, quantity, quality, or delivery requirements; (b) ceases to operate in the normal course of business; (c) declares bankruptcy or otherwise is subject to legal proceedings concerning creditor relief; (d) applies for or is subject to appointment of a receiver; or (e) makes any assignment for the benefit of creditors. The City also reserves the right to cancel for any other reason permitted by the Uniform Commercial Code.

4.8. Default

If the City initiates suit for any default of the Vendor, the Vendor shall pay the City’s costs to enforce the terms of the final contract, including court costs and reasonable attorneys’ fees.

4.9. Indemnification

Except for claims based solely upon the negligence, gross negligence, or willful, wanton, or intentional misconduct of the City, its officers, agents, or employees, the Vendor shall INDEMNIFY and DEFEND the City and its officers, agents, and employees against all claims, including attorneys’ fees, arising from

(a) any defect in the goods or services that existed at the time of delivery to the City; (b) the Vendor’s breach of any warranty; or (c) the Vendor’s performance or failure to perform the provisions of this P.O.

4.10. Risk of Loss

The Vendor shall bear the risk of loss, injury, or destruction of the goods or services specified in the final contract until delivery to the specified destination and the City’s inspection and acceptance.

4.11. Independent Contractor

The City and successful respondent are independent contractors with respect to each other, and nothing in this request or final contract creates an association, partnership, joint venture, or agency relationship between them.

4.12. Force Majeure

Neither party will be deemed to be in default for performance delays caused by floods, earthquakes, fires, epidemics, pandemics, wars, riots, or other civil disturbances. The City may cancel the contract after determining such delay will prevent successful performance of work associated with contractual terms and conditions.

4.13. Assignment; Subcontractors

The Vendor shall not assign or subcontract its rights without the City’s prior written approval. All Work performed for the Contractor by any subcontractor will be pursuant to an appropriate written agreement which specifically binds the subcontractor to the applicable terms and conditions of the Contract

Documents, but no contractual relationship shall exist between any subcontractor and City.

4.14. Variations; Entire Agreement:

RESERVED

4.15. Governing Law

All applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the scope of work shall apply to and deemed included in the final

Contract. The parties shall construe this contract according to Illinois law and the Urbana City Code and shall initiate and maintain any action to interpret or enforce this contract in the Sixth Judicial Circuit

Court, Champaign County, Illinois.

4.16. Nonwaiver

Either party’s failure to enforce any provision of this contract will not be deemed a waiver of future enforcement of that or any other provision. A waiver of any provision of this contract is valid only if in writing and signed by the parties.

4.17. Compliance with City Ordinance

RESERVED

4.18. Survival

The obligations set forth in Paragraphs Warranties, Default, Indemnification, and Governing Law will survive the termination of the contract.

4.19. Contract & Contract Documents

Unless specified otherwise, Vendor shall execute a City provided or City approved contract. Contract documents shall incorporate all requirements/conditions established in this request, along with Vendor submissions, other required documents post-award, contract, and any associated change orders.

4.20. Use of City’s Name

The City’s name or logo shall not be used in any form of advertising without the City’s prior written permission. The City’s name or logo shall not be used in any form of advertising without the City’s prior written permission.

4.21. Notice of Award

The City will notify the Successful Respondent of their final selection for award; said notice will include a requests for any additional documentation required for execution of contract and notice to proceed.

4.22. Notice to Proceed

Upon delivery and acceptance of additional documentation required in Notice of Award and Vendor signed contract, City will issue a Notice to Proceed with a countersigned contract.

4.23. Change Orders

Any modifications or amendment to an existing contract or agreement shall be mutually agreed upon in writing and signed by both the Vendor and authorized City representative.

4.24. Proof of license, permit, etc

Vendors must provide proof of conformance with any applicable Federal/State/Local permits, licenses, certifications, etc., as stated in the scope of work. It is the Vendor’s responsibility to inquire about requirements with Procurement Contact.

5. Proposal Submittals & Confirmations

5.1. Certification statement read/understand request and authorized to submit response on behalf of company.*

☐ Please confirm

*Response required

5.2. Proposal Submittal*

Upload the following proposal documents:

A. Material Proposal (BLR 12200)

B. Schedule of Prices (BLR 12201)

*Response required

5.3. Do you have an existing Equal Employment Opportunity (EEO) Certification with City of Urbana, Illinois?*

☐ Yes

☐ No

*Response required

When equals "Yes"

5.3.1. Upload Equal Employment Opportunity (EEO) Certification with City of

Urbana, Illinois* *Response required

When equals "No"

5.3.2. Upload Equal Employment Opportunity (EEO) Packet*

Find information regarding EEO at: https://www.urbanaillinois.us/government/mayors-office/human-relations/public-vendorscontractors

*Response required

5.4. Would you be utilizing subcontractors for this project?

☐ Yes

☐ No

5.5. Vendor Representations and Additional Duties Form

5.5.1. Does the vendor agree to the follwoing?*

The Vendor agrees that following representations and additional duties are a material part of the contract.

The vendor, having been duly sworn under oath, certifies and agrees as follows:

A. None of the Vendor or its partners, officers, owners, employees, or agents have been barred from contracting with a unit of State or local government in the past five years as a result of a conviction for bid rigging, in violation of 720 ILCS 5/33E-3 or any similar offense of any state or the United States which contains the same elements as this offense. 720 ILCS 5/33E-11.

https://www.urbanaillinois.us/government/mayors-office/human-relations/public-vendorscontractors https://www.urbanaillinois.us/government/mayors-office/human-relations/public-vendorscontractors

B. None of the Vendor or its partners, officers, owners, employees, or agents have ever been barred from contracting with a unit of State or local government as a result of a conviction for bid rotating, in violation of 720 ILCS 5/33E-4 or any similar offense of any state or the United States which contains the same elements as this offense. 720 ILCS 5/33E-11.

C. If the Vendor holds any elected or appointed office under the laws or Constitution of this State, the Vendor is in compliance with the Public Officer Prohibited Activities Act. 50 ILCS 105/3.

D. The Vendor is not a municipal officer with a prohibited financial interest in this contract, directly in the officer’s own name or indirectly in the name of any other person, association, trust, or corporation, in accordance with 65 ILCS 5/3.1-55-10.

E. If the Vendor employs commercial motor vehicle operators, the Vendor is in compliance with the

Federal Highway Administration rules for controlled substances and alcohol use and testing. 49

CFR Parts 40 and 382.

F. During the term of this contract, the Vendor shall comply with (a) Urbana City Code Section 2-

119, which prohibits employment discrimination by contractors and vendors with the City; (B) the Equal Employment Opportunity provisions of Ill. Admin. Code tit. 44, § 750; and (C) Article

2 of the Illinois Human Rights Act, 775 ILCS 5/2-101 et seq., including without limitation the requirement that the Vendor have a written sexual harassment policy in conformance with 775

ILCS 5/2-105.

G. If this contract involves the construction, reconstruction, alteration, repair, improvement, or maintenance of public works, the Vendor has filed with the City and made available to the general public a copy of the Vendor’s written substance abuse prevention program, which meets or exceeds the requirements of 820 ILCS 265/15.

H. If this contract involves the construction, reconstruction, alteration, repair, improvement, or maintenance of public works, the Vendor shall use United States produced steel products, in compliance with 30 ILCS 565/4.

I. If this contract involves the construction, addition to, or alteration of public works, the Vendor shall employ laborers in compliance with the Veterans Preference Act (330 ILCS 55/0.01 et seq.)

and the Employment of Illinois Workers on Public Works Act (30 ILCS 570/0.01 et seq.).

J. The Vendor shall comply with all applicable provisions of the Prevailing Wage Act, which requires the payment of the prevailing rate of wage to all laborers, workers, and mechanics employed by or on behalf of a public body in the construction, demolition, maintenance, or repair of public works. 820 ILCS 130/0.01 et seq. The prevailing wage rates are established and revised by the Department of Labor and are available at www.state.il.us/agency/idol/rates/rates.htm.

K. The Vendor shall obtain from all subcontractors to be used in the performance of this contract a sworn statement agreeing to the representations and additional duties contained on this document. The Vendor shall maintain the sworn statements on file for the duration of this contract and shall promptly provide them to the City upon request. If a subcontractor is or https://www.state.il.us/agency/idol/rates/rates.htm becomes ineligible for a contract with the City, the Vendor promptly shall terminate its subcontract upon the City’s request. The Vendor shall include adequate provisions in all subcontracts to allow it to terminate such subcontracts as required herein.

The representations contained on this document are true, complete, and correct in all respects. The representations contained herein are continuing. If any such representation is no longer true or correct, the Vendor promptly shall notify the City in writing.

☐ Yes

☐ No

*Response required

When equals "No"

5.5.2. If you disagree with a statement, please state the statement and explain why. * *Response required

5.5.3. Please select one statement, in accordance with 65 ILCS 5/11-42.1-1* ☐ The Vendor is not delinquent in the payment of any tax administered by the Department of Revenue unless the Vendor is contesting, in accordance with the procedures established by the appropriate revenue

Act, its liability for the tax or the amount of tax.

☐ The Vendor has entered into an agreement with the Department of Revenue for the payment of all such taxes that are due and is in compliance with the agreement.

*Response required